Supply and delivery of office stationery for the city of cape town (ad-hoc basis, 36-Month contract)

• For tender process queries: Email [email protected].
• Submission Address: Tender Box 235, Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.
• For supplier database registration: Supplier Management Unit, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town. Tel: 021 400 9242/3/4/5.

• Submit your tender in a sealed envelope clearly marked with tender number 273G/2025/26, description, tender box number, and closing date.
• Deposit the sealed envelope into Tender Box 235 at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, before 10:00 on 14 July 2026.
• If the tender is too large for the box, enquire at the public counter for alternative instructions.
• You must submit the entire tender document completed and signed, including all required returnable schedules.
• Key returnable documents include: Schedule F.5 (Declaration of Interest – State Employees), Schedule F.7 (Declaration of Past SCM Practices), Schedule F.10 (Proposed Deviations), and a valid Tax Compliance Status PIN.
• For joint ventures/consortiums, each party must submit a separate Tax Compliance Status PIN.
• Tenders submitted by fax or email will be rejected.
• Late tenders will not be considered.

Tenderers must comply with all conditions of tender. Key eligibility criteria include: submitting a clear, irrevocable offer; completing all required declarations (Certificate of Authority, Declaration of Interest, Conflict of Interest, Certificate of Independent Bid Determination, etc.); having no restrictions for abuse of SCM policy; tax compliance; not being an advisor/consultant with conflict of interest; not being involved with the bid specification committee; having no outstanding municipal debts; no guilt under Competition Act or other SCM Policy violations; and meeting the minimum functionality score of 60/100. Joint ventures must submit a partnership agreement and individual compliance for each party.

• Scope: Supply and delivery of office stationery on an ad-hoc basis for a contract period of 36 months.
• Tenderers must demonstrate experience in the supply and delivery of stationery through previous contract spend and client performance letters.
• Samples may be requested after the tender closing date via a clarification letter. Failure to provide samples as requested may result in disqualification for relevant items.
• The CCT reserves the right to inspect premises and conduct tests and analysis.
• Tenderers must possess the necessary professional and technical qualifications, competence, financial resources, equipment, managerial capability, and personnel to perform the contract.

• Experience is evaluated based on accumulated contract spend in the supply and delivery of stationery.
• You must submit Performance Letters (Schedule F.13B) from previous clients, containing contactable client details, client signature, and confirming the work was related to stationery supply.
• The information on experience must be captured in Returnable Schedule F.13A.
• For functionality scoring, you need an average client rating of 3 or above in assessed criteria (Quality, Satisfaction, Delivery, etc.).

• The CCT may request samples for testing after the tender closing. Samples submitted may not be returned in their original state or may not be returned at all.
• Tenderers must cooperate with the CCT’s external service provider for due diligence reviews and risk assessments.
• Tenderers are responsible for all costs incurred in preparing the tender, including testing to demonstrate compliance.

• Refer to Price Schedule C.4 for detailed pricing instructions.
• Prices must be fixed for the contract duration, subject to contract price adjustment clauses.
• All-inclusive pricing: Rates must include all duties, taxes (except VAT), levies, transport, overheads, profit, and risk.
• Quote per unit (EA) as specified.
• For grouped items (e.g., Items 64 & 64.1), you must tender for all items in the group.
• Delivery period must not exceed 4 weeks.
• The CCT will check for and correct arithmetical errors in the Price Schedule.

• Comply with all pricing instructions on the Price Schedule (C.4).
• Prices must be in Rand, inclusive of all duties, taxes (except VAT), levies, expenses, disbursements, overheads, and profit. Prices are fixed for the contract duration, subject to contract price adjustment clauses.
• Quote per unit (EA) as specified, not per pack or box.
• For certain grouped items (e.g., Items 64 and 64.1), you must tender for all items in the group; failure to do so renders you non-responsive for those items.
• The delivery period specified in the pricing schedule must not exceed 4 weeks.
• Arithmetical errors in the Price Schedule will be corrected by the CCT according to set rules (amounts in words govern, line item totals govern, etc.).
• Unreasonably low or high rates may be challenged, and you may be required to justify or amend them.

• Mandatory Registrations: You must be registered on both the City of Cape Town Supplier Database and the National Treasury Central Supplier Database (CSD).
• Tax Compliance: You must be registered with SARS and provide a valid Tax Compliance Status PIN with your tender. Each party in a joint venture/consortium must submit a separate PIN.
• Required Declarations/Certificates: You must submit completed schedules including: Declaration of Interest – State Employees (MBD 4), Declaration of Past SCM Practices (MBD 8), Conflict of Interest Declaration, Certificate of Independent Tender Determination, and Authorisation for Deduction of Outstanding Amounts.
• B-BBEE/Preference Points: To claim preference points for Specific Goals, you must submit sufficient, verifiable documentary proof as per the Preference Schedule (Schedule F.4).
• General Eligibility: Your tax affairs must be in order; you must not be restricted from CCT procurement; and you must not have been found guilty of contravening the Competition Act or other grounds listed in the SCM Policy.

• The successful tenderer must sign an Occupational Health and Safety Agreement (Section C.3) undertaking to comply with the Occupational Health and Safety Act and its regulations.
• The supplier is responsible for the health and safety of its employees and must ensure subcontractors also comply.

• Contract Period: 36 months from commencement date.
• The CCT may appoint two tenderers: a highest-ranked winner and an alternative tenderer. Orders are offered on a 'winner-takes-all' basis to the highest-ranked tenderer first.
• The CCT reserves the right to cancel the tender process before contract formation for specified reasons (e.g., no longer a need, lack of funds, no acceptable tenders).
• Tender Validity: Tenders remain valid for acceptance for 120 days after the closing date, and may be extended further under certain conditions.
• Appeals Process: Objections against CCT decisions must be lodged within 14 days. Appeals under the Municipal Systems Act must be submitted to the City Manager within 21 days of notification, with a R300 administration fee.
• General Conditions of Contract, Special Conditions of Contract, and various annexures (e.g., for performance security, advance payment guarantee) form part of the contract.