Printing services for leave register and requisition books

15.1 The bidder must provide the following:

The Castle Control Board (CCB) seeks printing services for Leave Register Books and

Requisition books

Leave Register: Annexture A (50 Books)

A4 sized registers entitled: Castle Control Board, Applications for Leave of Absence

and the specifications are.

o 50 leaves in triplicate.

o 1st sheet: printed, numbered, perforated, in white 50 – 60 gsm and be a carbonised back

(CB)

o 2nd sheet: printed, perforated, numbered in white 50 – 60 gsm and be a carbonised back

and front (CBF), and

o The 3rd sheet: printed, numbered in white 50 – 60 gsm and be a carbonised front (CF).

Sheet to stay in book.

o Cover: soft with the rear cover having a flap over to act as a backing board.

o Binding: Perfect binding, left edge Books are to be numbered from 1901 in the top right-

hand corner of the pages, and

Requisition Book: Annexture B (30 Books)

A4 sized Book entitled: Castle Control Board Requisition for Goods & Services and the

specifications are.

o 50 leaves in triplicate.

o 1st sheet: printed, numbered, perforated, in white 50 – 60 gsm and be a carbonised back

(CB)

o 2nd sheet: printed, perforated, numbered in white 50 – 60 gsm and be a carbonised back

and front (CBF), and

o The 3rd sheet: printed, numbered in white 50 – 60 gsm and be a carbonised front (CF).

Sheet to stay in book.

o Cover: soft with the rear cover having a flap over to act as a backing board.

o Binding: Perfect binding, left edge Books are to be numbered from 0501 in the top right-

hand corner of the pages, and

16 PRICING MODEL

16.1 Bidders must fill in the “Pricing Schedule” as supplied in this bid documentation.

16.2 Bidders must submit a separate comprehensive list of all costs for all possible

charges, those included and not included on the supplied schedule, for the

purposes of the service level agreement.

16.3 Failure to price all the above-mentioned products will result in disqualification.

Pricing Schedule

(Professional Printing Services)

Ref Number: CCB2026/02/01 Closing Time: 10H00 on 20 February 2026

Name of bidder:

OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF BID.

1. BIDDERS MUST SUBMIT A SEPARATE COMPREHENSIVE LIST OF ALL COSTS FOR ALL POSSIBLE

CHARGES

2. FAILURE TO PRICE ALL THE LISTED PRODUCTS WILL RESULT IN DISQUALIFICATION.

ITEM PRODUCT/ Description Size Quan Unit price

NO. SERVICES tity

1. Printing Services Leave Register Books A4 50

2. Printing Services Requisition Book A4 30

3.

4.

6.

7.

Sub-Total

Vat

Total

Enquiries may be directed as follows:

Regarding bidding procedures- For technical information:

Castle Control Board Castle Control Board

Castle of Good Hope Castle of Good Hope

Cnr Castle and Darling Str Cnr Castle and Darling Str

Cape Town Cape Town

8001 8001

Deidre Hartzenberg Nolizwi Gqweta

Tel: +27-21-461 4676 +27-21-461 4676

Email: [email protected] Email: [email protected]

17 EVALUATION AND SELECTION CRITERIA

CCB has set minimum standards (Gates) that a bidder needs to meet to be

evaluated and selected as a successful bidder. The minimum standards consist of

the following:

Pre-qualification Criteria Price and Specific Goals

(Gate 0) (Gate 1)

Bidders must submit all Bidders will be evaluated out of

documents as outlined in (Table 100 points, as per (Table 2),

1) below. below and Gate 2 will only apply

Only bidders that comply with to bidders who have met and

ALL these criteria shall proceed exceeded the threshold of 80

to Gate 1. points.

17.1 Gate 0: Prequalification

17.1.1 The bidders must return the documents listed in Table 1 below.

17.1.2 All documents must be completed and signed by the duly authorized

representative of the prospective bidders.

During this phase Bidders’ responses will be evaluated based on compliance with the listed

administration, using the Central Supplier Database (CSD), and mandatory bid

requirements.

17.1.3 The bidders’ proposals may be disqualified for non-submission of any of the

documents.

Table 1: Documents that must be submitted for Pre-qualification.

Document that must be Non-submission may result in

submitted disqualification?

1. SBD 1 -Invitation to Bid YES Complete and sign the supplied pro forma

document.

2. Tax Clearance Certificate YES a. CCB transacts with service providers that

have a compliant tax status.

b. CCB makes use of the CSD report to verify

the tax status of suppliers. Please ensure

that your tax business is in good order with

SARS.

c. CCB does not transact with service

providers that have a non-compliant tax

status.

3. Pricing Schedule YES Complete the supplied pro forma document.

3.1 Attached detailed quotation YES Attached a detailed quotation.

4. SBD 4 -Bidder’s Declaration of YES Complete and sign the supplied pro forma

interest document.

5. SBD 6.1 -Preference Points Claim YES Complete and sign the supplied pro forma

Form in terms of Preferential document.

Procurement Non-submission will lead to a zero (0) score on

Regulations, 2022 Specific Goals.

6. SBD 6.2 Declaration Certificate for YES Complete and sign the supplied pro forma

Local Production and Content document.

for Designated sector

7. SBD 8 Declaration of Past Supply YES Complete and sign the supplied pro forma

Chain Management Practice document.

8. SBD 9 Certificate of Independent YES Complete and sign the supplied pro forma

Bid Determination document.

9 Central Supplier Database (CSD) Yes Attached document

Report

10 Company Registration Certificate Yes Attached document

11 B-BBEE Certificate Yes Attached documents

12 Reference letters minimum of three Yes Attached document

(not older than Twelve (12) months

old) must be submitted.

17.2 Gate 2: Price and Specific Goals

17.2.1 In terms of regulation 4 of the Preferential Procurement Regulations, 2022,

pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act ), responsive bids will be adjudicated on the 80/20-preference point

system in terms of which points are awarded to bidders on the basis of:

- The bid price (maximum 80 points) and

- Specific Goals (maximum 20 points).

17.2.2 The evaluation of price and specific goals will be evaluated as outlined in Table

2 below.

Table 2: Price and Specific Goals Evaluation

Element Weight

Price 80

Specific Goals 20

- HDIs (who had no franchise on national elections before the 1983

and 1993 constitution) (8 points)

- Women (4 points)

- Youth (4 points)

- People with disabilities (2 points)

- Implementation of RDP goals (The Promotion of SMMEs

(2 points)

Total 100

18 GENERAL CONDITIONS OF CONTRACT

18.1 any award made to a bidder(s) under this bid is conditional, amongst others, upon-

18.2 The bidder(s) accepting the terms and conditions contained in the General

Conditions of Contract (GCC) as the minimum terms and conditions upon which

CCB is prepared to enter a contract with the successful bidder(s).

18.3 The bidder submitting the GCC to CCB together with its bid, duly signed by an authorized

representative of the bidder.

19 SERVICE LEVEL AGREEMENT

19.1 Upon award, CCB and the successful bidder will conclude a supplementary

agreement regulating the specific terms and conditions applicable to the services

being procured by CCB.

19.1 The successful bidder shall compile the Service Level Agreement which both

parties shall sign.

20 CONDITIONS OF THIS BID

20.1 CCB reserves the right to:

20.2 Not award or cancel this bid at any time and shall not be bound to accept the lowest

or any bid.

20.3 Negotiate with one or more preferred bidder(s) identified in the evaluation process,

regarding any terms and conditions, including price without offering the same

opportunity to any other bidder(s) who have not been awarded the status of the

preferred bidder(s).

20.4 Accept part of a bid rather than the whole bid.

20.5 Carry out site inspections, product evaluations or explanatory meetings in order to

verify the nature and quality of the service offered by the bidder(s), whether before

or after adjudication of the bid.

20.6 Correct any mistakes at any stage of the bid that may have been in the bid

documents or occurred at any stage of the tender process.

20.7 Cancel and/or terminate the bid process at any stage, including after the closing

date and/or after presentations have been made, and/or after the bids have been

evaluated and/or after the preferred bidder(s) have been notified of their status as

such.

20.8 Conduct Financial Statement Analysis only on the recommended bidders after

completion of the pricing and specific goals evaluation stage.

20.9 Award a bid based on which bidder is offering the best value for money, even if the

bid is not the lowest priced bid.

20.10 Not award the bid to the bidder whose financial statements are not in order.

20.11 Award to multiple bidders to spread the risk.

21 BIDDER’S DECLARATION

21.1 The bidders are required to confirm that they will:

21.1.1 Act honestly, fairly, and with due skill, care, and diligence, in the interests of

CCB.

21.1.2 Have and effectively employ the resources, procedures, and appropriate

technological systems for the proper performance of the services.

21.1.3 Act with circumspection and treat CCB fairly in a situation of conflicting

interests.

21.1.4 Comply with all applicable statutory or common law requirements applicable

to the conduct of business.

21.1.5 Make adequate disclosures of relevant material information including

disclosures of actual or potential own interests, in relation to dealings with CCB.

21.1.6 Avoid fraudulent and misleading advertising, canvassing, and marketing.

21.1.7 Conduct their business activities with transparency and consistently uphold the

interests and needs of CCB as a client before any other consideration; and

21.1.8 Ensure that any information acquired by the bidder(s) from CCB will not be used

or disclosed unless the written consent of CCB has been obtained to do so.

22 CONFLICT OF INTEREST, CORRUPTION AND FRAUD

22.1 CCB reserves the right to disqualify any bidder who either itself or any of whose

members (save for such members who hold a minority interest in the bidder through

shares listed on any recognized stock exchange), indirect members, being any

person or entity who indirectly holds at least a 15% interest in the bidder other than

in the context of shares listed on a recognized stock exchange, directors or

members of senior management, whether in respect of CCB or any other

government organ or entity and whether from the Republic of South Africa or

otherwise “Government Entity”.

22.1.1 Engages in any collusive bidding, anti-competitive conduct, or any other similar

conduct, including but not limited to any collusion with any other bidder in respect

of the subject matter of this bid.

22.1.2 Seeks any assistance, other than assistance officially provided by a Government

Entity, from any employee, advisor or other representative of a Government

Entity in order to obtain any unlawful advantage in relation to procurement or

services provided or to be provided to a Government Entity.

22.1.3 Makes or offers any gift, gratuity, anything of value or other inducement, whether

lawful or unlawful, to any of CCB’s officers, directors, employees, advisors or

other representatives.

22.1.4 Makes or offers any gift, gratuity, anything of any value or other inducement, to

any Government Entity’s officers, directors, employees, advisors or other

representatives in order to obtain any unlawful advantage in relation to

procurement or services provided or to be provided to a Government Entity.

22.1.5 Accepts anything of value or an inducement that would or may provide financial

gain, advantage or benefit in relation to procurement or services provided or to

being provided to a Government Entity.

22.1.6 Pays or agrees to pay to any person any fee, commission, percentage, brokerage

fee, gift or any other consideration, that is contingent upon or results form, the

award of any bid, contract, right or entitlement which is in any way related to

procurement or the bidding of any services to a Government Entity.

22.1.7 Has in the past engaged in any matter referred to above; or

22.1.8 Has been found guilty in a court of law on charges of fraud and/or forgery, regardless of

whether or not a prison term was imposed and despite such bidder, member or director’s

name not specifically appearing on the List of Tender Defaulters kept at National

Treasury.

23 MISREPRESENTATION DURING THE LIFECYCLE OF THE

CONTRACT

23.1 The bidder should note that the terms of its Tender will be incorporated in the

proposed contract by reference and that CCB relies upon the bidder’s Tender as a

material representation in making an award to a successful bidder and in concluding

an agreement with the bidder.

23.2 It follows therefore that misrepresentations in a Tender may give rise to service

termination and a claim by CCB against the bidder notwithstanding the conclusion

of the SLA between CCB and the bidder for the provision of the service in question.

In the event of a conflict between the bidder’s proposal and the SLA concluded

between the parties, the SLA will prevail.

24 PREPARATION COSTS

The bidder will bear all its costs in preparing, submitting, and presenting any response

or Tender to this bid and all other costs incurred by it throughout the bid process.

Furthermore, no statement in this bid will be construed as placing CCB, its employees or

agents, under any obligation whatsoever, including in respect of costs, expenses or

losses incurred by the bidder(s) in the preparation of their response to this bid.

25 INDEMNITY

If a bidder breaches the conditions of this bid and as a result of that breach, CCB incurs

costs or damages (including, without limitation, the costs of any investigations,

procedural impairment, repetition of all or part of the bid process and/or enforcement of

intellectual property rights or confidentiality obligations), then the bidder indemnifies and

holds CCB harmless from any and all such costs which CCB may incur and for any

damages or losses CCB may suffer.

26 PRECEDENCE

This document will prevail over any information provided during any briefing session

whether oral or written unless such written information provided expressly amends this

document by reference.

27 LIMITATION OF LIABILITY

A bidder participates in this bid process entirely at its own risk and cost. CCB shall not

be liable to compensate the bidder on any grounds whatsoever for any costs incurred or

any damage suffered as a result of the bidder’s participation in this bid process.

28 TAX COMPLIANCE

No tender shall be awarded to a bidder who is not a tax compliant. CCB reserves the right

to withdraw an award made, or cancel a contract concluded with a successful bidder in the

event that it is established that such bidder was in fact not tax compliant at the time of

the award, or has submitted a fraudulent TCC to CCB, or whose verification against the

Central Supplier Database (CSD) proves non-compliant. CCB further reserves the right

to cancel a contract with a successful bidder in the event that such a bidder does not

remain tax compliant for the full term of the contract.

29 NATIONAL TREASURY

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners, or trustees) appear on the Register of Tender Defaulters kept by National

Treasury, or who have been placed on National Treasury’s List of Restricted Suppliers.

CCB reserves the right to withdraw an award, or cancel a contract concluded with a bidder

should it be established, at any time, that a bidder has been blacklisted with the National

Treasury by another government institution.

30 GOVERNING LAW

South African law governs this bid and the bid response process. The bidder agrees to

submit to the exclusive jurisdiction of the South African courts in any dispute of any kind

that may arise out of or in connection with the subject matter of this bid, the bid itself and

all processes associated with the bid.

31 RESPONSIBILITY FOR SUB-CONTRACTORS AND BIDDER’S

PERSONNEL

A bidder is responsible for ensuring that its personnel (including agents, officers,

directors, employees, advisors, and other representatives), its sub-contractors, if any,

and personnel of its sub-contractors comply with all terms and conditions of this bid. In

the event that CCB allows a bidder to make use of sub-contractors, such sub-contractors

will at all times remain the responsibility of the bidder and CCB will not under any

circumstances be liable for any losses or damages incurred by or caused by such sub-

contractor.

32 CONFIDENTIALITY

Except as may be required by operation of law, by a court or by a regulatory authority

having appropriate jurisdiction, no information contained in or relating to this bid or a

bidder’s tender(s) will be disclosed by any bidder or other person not officially involved

with CCB’s examination and evaluation of a Tender.

No part of the bid may be distributed, reproduced, stored or transmitted, in any form or

by means, electronic, photocopying, recording or otherwise, in whole or in part except

for the purpose of preparing a Tender. This bid and any other documents supplied by

CCB remain proprietary to CCB and must be promptly returned to CCB upon request

together with all copies, electronic versions, excerpts, or summaries thereof or work

derived there from.

Throughout this bid process and thereafter, bidder(s) must secure CCB’s written

approval prior to the release of any information that pertains to (a) the potential work or

activities to which this bid relates; or (b) the process which follows this bid. Failure to

adhere to requirement may result in disqualification from the bid process and civil action.

No confidential information relating to the process of evaluating or adjudicating bids or

appointing a bidder will be disclosed to a bidder or any other person not officially involved

with such a process.

33 PROPRIETARY INFORMATION

Bidder will on their bid cover letter make declaration that they did not have access to any

CCB proprietary information or any other matter that may have unfairly placed that bidder

in a preferential position in relation to any other bidder(s).

34 SBD FORMS FOR COMPLETING

1. Document Retrieval

Visit the official Castle of Good Hope website at www.castleofgoodhope.co.za

• Navigate too About Us

• Select SCM Supply Chain Management

• Download the following SBD forms

• SBD 4

• SBD 6.1

• SBD 6.2

• SBD 8

• SBD 9

2. Form Completion

Accurately complete each of the downloaded SBD forms in accordance with the RFQ requirements

3. Submission Package

Attach the completed SBD forms along with all required supporting documentation.

Annexure A: Leave Register Book

Annexture B: Requisition Book

No specific requirements found