Five-year stationery supply contract for western cape department of health facilities

Closing date: 28 August 2026 at 11:00. Bid validity period: 60 days from closing date.

Technical and bidding enquiries: Mr Grenville Carelse, Supply Chain Sourcing, Department of Health and Wellness. Phone: (021) 834 9009. Email: [email protected]. Fax: 021-4832530. Submission address: Department of Health Bid Box (marked “Department of Health”), main entrance of Supply Chain Management Offices (M9 building), Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville. CSD registration support: [email protected].

Submit bids using official forms only—no re-typed documents. All pages must be original and signed. Each bid must be sealed in an envelope labeled with the bidder’s name, address, bid number (WCGHSC0483/2026), and closing date. Deposit the envelope in the marked bid box at the Supply Chain Management Offices (M9 building), Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville. The bid box is open Mondays to Fridays, 6:00–17:00 (excluding public holidays). Late bids will not be accepted and will be returned unopened. For assistance, contact Mr Grenville Carelse at (021) 834 9009 during office hours. Ensure bids are delivered to the correct address before the closing time of 11:00 on 28 August 2026. No bidder names or prices will be read out after closing.

Bids will be evaluated per region. Bidders must submit quotes for all items in each region; failure to do so will invalidate the bid. Evaluation includes: (1) CSD registration with active status at bid closing; (2) tax compliance (7-day grace period to confirm if non-compliant); (3) valid B-BBEE status (WCBD 6.1 form used for evaluation, not CSD/SEB status); (4) minimum 2 years’ verifiable experience in supplying stationery, with current references and copies of orders; (5) administrative office and transport/courier capacity within the Western Cape (courier sub-contracting ≤25% of contract value); (6) submission of all required samples (physical or pictures for items 145–152) and electronic catalogue; (7) compliance with technical specifications (e.g., 14-day delivery, firm prices). Site visits may be conducted to verify office, vehicles, and service management. Due diligence will assess bidder capability before award.

Supply and deliver stationery items to all Western Cape Government Health facilities for 5 years. Scope includes 188+ items across categories: adhesive tapes, books/pads, calculators, computer peripherals, desktop accessories, envelopes, files/filing, labels, office machines, paper/board, poster frames, presentation materials, rubber stamps, and writing instruments. Deliverables: (1) Supply all items per region (5 regions: Metro, Cape Winelands, Overberg, West Coast, Eden & Central Karoo); (2) deliver to specified hospitals/institutions within 14 calendar days of order; (3) maintain sufficient stock; (4) include delivery costs in item prices; (5) provide own manpower/equipment; (6) submit samples (physical or pictures for items 145–152) to Bellville GENSES Building by 28 August 2026, 11:00; (7) provide electronic catalogue for all items per region. Firm prices required for 5 years, adjustable only for customs/excise duty changes. No minimum order quantities. Alternative products allowed if quality-equivalent (submit substitution requests).

Bidders must have a minimum of 2 years’ verifiable experience in the supply and delivery of stationery items. Submit current business references and copies of orders from the past 2 years. Failure to provide these documents will render the bid non-compliant.

All stationery item samples must be delivered to Bellville GENSES Building (Karl Bremer Hospital premises) by 28 August 2026, 11:00. No samples accepted after closing. Bidders must: (1) provide written proof of sample delivery (document with institution name, item numbers/descriptions, quantities, and signatures of deliverer/receiver); (2) mark each sample with bid number, item number, and bidder’s name/address; (3) submit physical samples (or pictures for items 145–152) for evaluation; (4) ensure samples are available on request post-closing for testing. Failure to comply with sample requirements (paragraphs 3.3–3.5) will disqualify the bid. Successful bidders’ samples will be retained for the contract duration; unsuccessful bidders must collect samples or they will be disposed of.

Pricing must be submitted on the official WCBD 3.1 form for each of the 5 regions (Metro, Cape Winelands, Overberg, West Coast, Eden & Central Karoo). Include VAT and delivery costs in all item prices. Total bid price must match the WCBD 3.1 schedule. Validity period: 60 days from closing date. Prices must be firm for the 5-year duration, adjustable only for customs/excise duty changes. Separate pricing required for each year (Years 1–5).

Pricing must include VAT and delivery costs for all items. Submit prices on the official WCBD 3.1 pricing schedule for each region (Metro, Cape Winelands, Overberg, West Coast, Eden & Central Karoo). Total bid price must match the WCBD 3.1 schedule. Validity period: 60 days from closing date. Payment terms: 30 days from receipt of valid tax invoice and delivery note. Payments via EFT to a South African bank account. Successful bidders must provide banking details for registration in Logis, BAS, or Syspro systems. No bonds or guarantees specified.

Mandatory: (1) Registered on Central Supplier Database (CSD) with active status at bid closing (www.csd.gov.za); (2) tax compliance (TCS certificate via SARS eFiling or printed result summary); (3) valid B-BBEE status verification certificate or sworn affidavit (submit with WCBD 6.1 form for 80/20 and 90/10 preference points); (4) OHS document fully completed; (5) not a state employee, director of a state-owned company, or member of a close corporation with state service ties; (6) for consortia/joint ventures, each party must submit separate TCS and CSD details. Non-compliance with CSD or tax status renders bid invalid. Unregistered bidders must register on CSD before bidding.

Occupational Health and Safety (OHS) document must be fully completed and submitted with the bid. The successful bidder must complete and sign the written contract form (WCBD7.1). Compliance with OHS standards is mandatory for all deliveries and operations.

Contract duration: 5 years. Department cannot guarantee order quantities; stationery will be requested as needed. Bidders may submit equivalent or similar items if quality matches approved products, but must submit product substitution requests. Department may request samples of alternative products before approval. Contract subject to General Conditions of Contract (GCC) and any Special Conditions. Penalties per GCC clause 22 will apply for non-performance (see paragraphs 21–23). Department reserves right to negotiate price revisions, increases, or service delivery before or after contract conclusion.

Award per region. Bidders must quote on all items per region; partial quotes invalidate the bid. Evaluation criteria: (1) CSD registration (active at closing); (2) tax compliance (7-day grace to confirm); (3) B-BBEE status (WCBD 6.1 form used); (4) 2+ years’ experience in stationery supply (submit references and order copies); (5) administrative office and transport capacity in Western Cape (site visits may verify office, vehicles, and service management); (6) courier agreements (if used) must cap sub-contracting at 25% of contract value; (7) submission of all samples (physical or pictures for items 145–152) and electronic catalogue; (8) due diligence on bidder capability. Department reserves right to request samples for alternative products. No guaranteed order quantities.