Supply and delivery of stationery – RFQ c044a2708rfq00128

Closing date and time: 14 August 2026 at 11:00 AM. No briefing session or site visit is stated.

Bidding procedure enquiries: [email protected] (no quotes to be sent to this email).

Technical enquiries: Fezeka Nqala, email [email protected].

Bids must be submitted electronically via e-submission (e-tender) by the closing time. Late bids will not be considered. Bids must be submitted on the official forms provided and must not be retyped or redrafted; photocopies are allowed but must carry an original signature. Bids must be complete in all respects. Any alteration must be initialled; use of correcting fluid is prohibited. Bids must not be included in packages containing samples. Bids submitted by post, courier, telefax or telegraph will not be considered if received after closing. Bids will be opened in public after closing.

Returnable forms and documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid, Part A): bidder and contact details, signed as the offer cover page.
• Terms and Conditions for Bidding (Part B).
• Declaration of CSD Registration: certifies that the bidder's Central Supplier Database details are correct and up to date; incorrect or outdated information may cause disqualification.
• SBD 3.1 (Pricing Schedule – Firm Prices): only firm prices accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• SBD 4 (Bidder's Disclosure): discloses whether any director, shareholder or controlling person is employed by the state or connected to anyone at the procuring institution; every question must be answered, failure to do so invalidates the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points; attach an active B-BBEE certificate or sworn affidavit (for EMEs and QSEs).
• SBD 7.1 (Contract Form – Purchase of Goods/Works): signed by the successful bidder as the service provider.
• Resolution to sign on behalf of the Company: authorises the named signatory to bind the bidder; must be signed by all directors/members/partners.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Bids received after the closing time, regardless of reason.
• Bids from persons in the service of the state, companies with directors who are in the service of the state, or close corporations with members in the service of the state.
• Failure to provide or comply with any of the required particulars may render the bid invalid.

Bidders must complete and submit the CSD Registration Declaration, Resolution to sign on behalf of Company, SBD 3.1 Pricing Schedule, SBD 4 Bidders Disclosure, SBD 6.1 Preference Points Claim, and SBD 7.1 Contract Form.

Evaluation is based on administrative compliance and mandatory compliance. Bidders must submit all required forms and documents to pass this stage.

Preference point system: 80/20 system applies (for requirements up to R50 million, all taxes included).

• Price: maximum 80 points.
• Specific goals: maximum 20 points, allocated as follows:
• Black ownership: 100% = 10 points; ≥51% and <100% = 5 points; >0% and <51% = 2 points; 0% = 0 points.
• Women ownership: 100% = 4 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.
• Youth ownership: 100% = 3 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.
• Military Veterans ownership: 100% = 3 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.

Failure to submit proof or documentation required to claim specific goals will be interpreted as not claiming those points. The organ of state may require substantiation of any preference claim at any time.

BMA reserves the right to call for presentations from shortlisted suppliers, to negotiate with shortlisted respondents prior and/or post award, and to apply objective criteria.

Supply and delivery of stationery. The pricing schedule lists 48 line items with quantities and descriptions, including rulers, prestik, memo pads, clip files, USB drives, sticky notes, pens, scissors, staplers, staples, lever arch files, dividers, folders, paper punchers, pencils, glue sticks, erasers, tape, markers, envelopes, boxes, highlighters, calculators, correction tape, labels, mouse pads, notebooks, rubber bands, page markers, permanent markers, plastic sleeves, sharpeners, batteries, clips, drawer organizers, ring binders, pocket books, and A5 notebooks. All items are once-off deliveries. Goods supplied must conform to the standards mentioned in the bidding documents and specifications.

Goods supplied must conform to the standards mentioned in the bidding documents and specifications. The purchaser may inspect the supplier's records relating to performance and have them audited. Pre-bidding testing is for the account of the bidder. If supplies are subject to inspection, the supplier's premises must be open for inspection by a representative of the department. If inspections show non-compliance, the cost of inspections is borne by the supplier, and non-compliant supplies may be rejected. Rejected supplies are held at the supplier's cost and risk, and the supplier must substitute them with compliant supplies immediately.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices will be accepted. The schedule lists 48 line items with quantities and descriptions, including rulers, prestik, memo pads, clip files, USB drives, sticky notes, pens, scissors, staplers, staples, lever arch files, dividers, folders, paper punchers, pencils, glue sticks, erasers, tape, markers, envelopes, boxes, highlighters, calculators, correction tape, labels, mouse pads, notebooks, rubber bands, page markers, permanent markers, plastic sleeves, sharpeners, batteries, clips, drawer organizers, ring binders, pocket books, and A5 notebooks. All items are once-off. The offer must be valid for 120 days from the closing date. Prices must be quoted in South African Rand, inclusive of VAT, and must cover all delivery costs.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices will be accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered. The offer must be valid for 120 days from the closing date of the bid. Prices must be quoted in South African Rand, inclusive of VAT, and must cover all costs associated with the service, including delivery. Payment will be made in South African Rand on a fixed price (inclusive of VAT) within 30 days of receipt of an approved invoice, against key deliverables. Disbursements must not exceed 10% of the total amount paid and will be paid only if original receipts are provided against a list of expenses agreed in advance. The successful bidder will be required to sign a written contract form (SBD 7).

Tax compliance: Bidders must submit their unique SARS Tax Compliance Status (TCS) PIN to enable verification of tax status. Alternatively, a printed TCS certificate may be submitted. Where no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided. In consortia, joint ventures or subcontracting arrangements, each party must submit a separate TCS certificate/PIN/CSD number.

CSD registration: Bidders must be registered on the Central Supplier Database and submit a Declaration of CSD Registration certifying that their details are correct and up to date.

B-BBEE: A B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

State employment: Bids will not be considered from persons in the service of the state, companies with directors who are in the service of the state, or close corporations with members in the service of the state.

Foreign suppliers: Must complete the questionnaire on residency, branch, permanent establishment, source of income, and tax liability in South Africa. If the answer is 'no' to all questions, registration for a TCS PIN is not required.

Non-South African employees: Service providers are not allowed to utilise employees who are non-South African citizens unless vetted and holding work permits; this may lead to contract termination.

Preference points claim: 80/20 system. Specific goals: Black ownership (max 10 points), Women ownership (max 4 points), Youth ownership (max 3 points), Military Veterans ownership (max 3 points). B-BBEE certificate or sworn affidavit must be submitted to qualify for preference points.

Warranty: The supplier warrants that goods are new, unused, of the most recent or current models, and free from defects in design, materials or workmanship. Warranty is valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends earlier. The supplier must repair or replace defective goods at no cost to the purchaser.

Payment: Payment will be made in South African Rand, within 30 days of receipt of an approved invoice accompanied by a delivery note. Prices charged must not vary from those quoted in the bid.

Contract amendments: No variation or modification of the contract is valid except by written amendment signed by both parties.

Assignment and subcontracts: The supplier may not assign its obligations without the purchaser's prior written consent. The supplier must notify the purchaser in writing of all subcontracts awarded.

Delays and penalties: If the supplier delays delivery, the purchaser may deduct from the contract price a penalty calculated on the delivered price of the delayed goods using the current prime interest rate for each day of delay. The purchaser may also terminate the contract for default.

Termination for default: The purchaser may terminate the contract in whole or in part if the supplier fails to deliver goods within the specified period, fails to perform any other obligation, or engages in corrupt or fraudulent practices. The supplier may be restricted from doing business with the public sector for up to 10 years. The supplier has 14 days to provide reasons why a restriction should not be imposed.

Disputes: Disputes as to what constitutes a reasonable standard will be referred to an agreed provider of arbitration services.

BMA reserves the right to negotiate with shortlisted respondents prior and/or post award. Negotiation terms may include presentations and/or site visits.

Bidders must comply with tax obligations, submit SARS PIN or CSD number, and provide TCS certificate if applicable. Bids from persons in service of the state or companies with directors in state service will not be considered.

Evaluation will be based on administrative compliance and mandatory compliance. Required documents include SBD 1 (Part A), Terms and Conditions (Part B), Declaration of CSD Registration, SBD 3 Pricing Schedule, SBD 4 Bidders Disclosure, SBD 6.1 Preference Points Claim with BBBEE certificate or affidavit, and SBD 7.