PRASA stationery supply tender (RFQ 10372449) for a4 white paper

• Request for Quotation (RFQ) for stationery.
• Specific item: Paper, duplicating, copy; Type A4 80g - white, ream of 500 sheets.
• Quantity: 5000 reams.

• Closing date: 10 July 2026.
• Closing time: 10:00 CAT.
• No briefing session, site visit, or clarification deadlines are specified.

• Contact person: Khuthadzo Tshikhudo.
• Telephone: 011 085 7060.
• Email: [email protected] and [email protected].
• Complaints email: [email protected].
• Submission address: Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.

• Submission method: Hand delivery only. No email or fax submissions accepted.
• Submission address: Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.
• Deadline: 10 July 2026 at 10:00 CAT. Late bids will not be accepted.
• Bids must be submitted on the official forms provided (not re-typed) and in the manner prescribed.
• Quotations must be addressed to PRASA and enclosed in a sealed envelope.
• Mandatory Returnable Documents must be submitted; failure to provide them will result in disqualification.
• Bidders must not canvass any SCM Officer or PRASA employee between the closing date and award date.
• Bid validity period: 90 working days from closing date; PRASA may request an extension.
• Complaints can be lodged via email to [email protected], including bid details and supplier information.

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS): on or before closing date and time. No late RFQ will be accepted. No email or Fax will be accepted.

• Scope: Supply of stationery.
• Specific item: Paper, duplicating, copy; Type A4 80g - white.
• Package type: Ream of 500 sheets.
• Quantity: 5000 reams (as per BOQ).
• Delivery period: Suppliers to offer earliest delivery possible; delivery within [number] working days from date of order.

• Technical/functionality evaluation includes organizational experience (100 points).
• Provide proof of similar completed projects: appointment letters, purchase orders, client contacts, project start/end dates, contract value inclusive of VAT.
• Points awarded based on number of similar projects: 0 = 0 points; 1 = 20; 2 = 40; 3 = 60; 4 = 80; 5+ = 100.
• Include completion certificate or client letter confirming successful project completion.

• Complete Pricing and Delivery Schedule Form (Section 4) and BOQ/Pricing Schedule (Section 10).
• BOQ item: Paper (each ream of 500 sheets), quantity 5000 reams.
• Prices must be in South African Rand, inclusive of VAT.
• Cost breakdown and price escalation basis/formula required.
• Use provided format; deviations may render bid non-responsive.
• Discounted prices considered only in final evaluation on unconditional basis.

• Prices must be quoted in South African Rand, inclusive of all taxes.
• Price offer must be firm with clear basis.
• Complete Pricing and Delivery Schedule Form (Section 4) and BOQ/Pricing Schedule (Section 10).
• Cost breakdown and price escalation basis/formula must be indicated.
• Use the provided pricing schedule format; deviations may render bid non-responsive.
• Discounted prices considered only in final evaluation on unconditional basis.
• PRASA may negotiate market-related prices with top-scoring bidders if prices are not market related.
• Payment terms: PRASA pays within 30 days of receipt of correct tax invoice.

• Tax Compliance: Bidders must submit SARS Tax Compliance Status (TCS) PIN or CSD number.
• Foreign suppliers without local entity may not need to register for TCS PIN.
• Consortia/joint ventures/subcontractors each submit separate TCS certificate/PIN/CSD number.
• Central Supplier Database (CSD): Registration required; business cannot be awarded to unregistered bidders. Access at https://secure.csd.gov.za/.
• B-BBEE: Specific goals for preference points: Black Youth (10 points) and EME/QSE 51% Black Owned (10 points). Provide certified ID copies or B-BBEE certificate/affidavit.
• No bids accepted from persons in the service of the state or companies with directors in state service.
• Compliance with Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022.
• Bidders must disclose any relationship with state employees, PEPs/PIPs, and other interests via SBD4 form.
• General Conditions of Contract (GCC) and any special conditions apply.

• Specific goals for preference points (20 points total):
• Black Youth: 10 points (provide certified ID copies of owners).
• EME or QSE 51% Black Owned: 10 points (provide audited annual financial/B-BBEE certificate/affidavit).
• Points claimed under 80/20 preference point system.

• Contract governed by PRASA General Conditions of Purchase.
• Warranty: Items must be fit for purpose and free from defects for one year from acceptance (unless otherwise stated).
• Indemnity: Supplier indemnifies PRASA against negligence, infringement, defective design/materials/workmanship.
• Subcontracting requires prior PRASA approval; primary contractor remains liable.
• Governing law: Republic of South Africa; parties submit to non-exclusive jurisdiction of South African courts.
• PRASA may reject non-conforming items and require replacement at supplier's cost.
• Title and risk pass to PRASA upon acceptance.
• Delivery: Supplier must deliver by agreed date; late deliveries may incur penalties.
• Payment within 30 days of correct tax invoice.
• Bidders must disclose state employment, PEP/PIP relationships, and other interests via SBD4 form.

• PRASA reserves the right to modify RFQ requirements, reject non-conforming or late quotations, and cancel contract if information is incorrect.
• Bidders must not canvass SCM officers or PRASA employees between closing and award.
• Bid validity: 90 working days; may be extended.
• PRASA may split award among multiple service providers.
• PRASA may award to a bidder not scoring highest based on objective criteria (e.g., negative track record, spreading awards).
• Personal data used only for evaluation and award; no disclosure without consent.

• Foreign suppliers: If not resident in RSA, no branch/permanent establishment/income/tax liability in RSA, then no requirement to register for SARS TCS PIN.
• Tax compliance: Submit SARS PIN or CSD number.
• CSD registration mandatory for local suppliers.
• Bidders must complete all RFQ documentation and declarations.

• Stage 1A Mandatory Requirements: Completed Pricing and Delivery Schedule Form, BOQ/Pricing Schedule.
• Stage 1B Other Mandatory Requirements: Signed RFQ/SBD forms, COIDA Letter of Good Standing, SARS PIN, all documentation, joint venture agreement if applicable, CSD number.
• Stage 2 Technical/Functionality: Minimum threshold 60%; scored on organizational experience (0-100 points).
• Stage 3 Price and Specific Goals: Price 80 points, Specific Goals 20 points.
• Price scored via 80/20 formula: Ps = 80(1 − (Pt − Pmin)/Pmin).
• Specific Goals: Black Youth (10 points), EME/QSE 51% Black Owned (10 points).