Printing, supply and delivery of a4 case files with labels and clips to ccma offices nationally (36-Month contract)

Compulsory Briefing Session: 08 September 2026 at 11:00 AM, virtual via Microsoft Teams (Meeting ID: 311 495 639 234 330, Passcode: j43iP24p, Link: https://teams.microsoft.com/meet/311495639234330?p=Nzx3T789GiMVTA56cZ). Bidders must ensure they can access the link before the session. Closing date for enquiries: 15 September 2026 at 16:00. Bid closing date and time: 22 September 2026 at 11:00 AM (Telkom time). Bid validity period: 120 days from closing date. Site visit date not specified; conducted only for bidders who meet Phase 1 threshold and provide site identification documentation.

Compulsory Briefing Session: Date: 08 September 2026 at 11:00 AM, Virtual via Microsoft Teams. Link: https://teams.microsoft.com/meet/311495639234330?p=Nzx3T789GiMVTA56cZ, Meeting ID: 311 495 639 234 330, Passcode: j43iP24p. Bidders must ensure they can access the link before the session.

SCM Enquiries: Ms. Thabang Kgagane, Telephone: +27 11 377 6916, Email: [email protected]. Enquiries must be submitted in writing. Responses will be consolidated and posted on the CCMA website (www.ccma.org.za) within two days after the enquiry closing date. Submission address: CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, 2001 (bid box at Main Reception).

Submission method: Two hard copies and one electronic copy (USB, PDF format) in a sealed envelope endorsed with the RFP reference number (CCMA/2026/05/DR (A)), bid description, and bidder name. The sealed envelope must be deposited in the bid box at CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, 2001 by 11:00 AM (Telkom time) on 22 September 2026. Courier deliveries must ensure documents are placed in the bid box on the 12th floor; CCMA accepts no responsibility for delays if handed to reception staff. No bids received by telegram, telex, email, facsimile, or similar medium will be considered. Late bids (not in the bid box at closing time) will not be evaluated. Bid validity period: 120 days from closing date. All documentation must be in English. Bidders must be registered on the Central Supplier Database (CSD) prior to submission and include their Master Registration Number. A valid Tax Clearance Certificate with SARS tax compliance status PIN must be included. Company registration documents, identity documents of owners, and a medical certificate confirming disability (if applicable) are required. A board resolution authorising the signatory, duly certified, must be submitted. Returnable schedules: Schedule 1 (Cover Page, Executive Summary, signed RFP document, company registration, owner IDs, medical certificate if applicable, latest CSD report); Schedule 2 (Tax Clearance with PIN, SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.2, CCMA Standard Conditions of Bid and GCC signed, POPIA Consent Form signed, latest financial statements signed by independent registered accountant, JV/Consortium/Subcontracting agreement if applicable, BBBEE Certificate); Schedule 3 (Response to Section 2 per RFP format). For JV/Consortium, Schedule 2 documents 11.3.1–11.3.6 must be submitted for each member. CCMA samples must be returned with the bidder's own sample and proposal. A complete sample file with clip and label affixed must be submitted. Attendance at the compulsory virtual briefing session is mandatory; failure to attend results in disqualification.

Response Format (Returnable Schedules): Schedule 1: Cover Page (RFP ref, description, bidder name), Executive Summary, RFP document (completed/signed), Company Registration Documents, Owner ID Documents, Medical Certificate for disability (if applicable), Latest CSD Report. Schedule 2: Valid Tax Clearance Certificate with PIN, SBD 1 (signed), SBD 3.3 (signed), SBD 4 (signed), SBD 6.1 (signed), SBD 7.2 (signed), CCMA Standard Conditions of Bid and GCC (signed), POPIA Consent Form (signed), Latest Financial Statements (signed by independent registered accountant), JV/Consortium/Subcontracting Agreement (if applicable), BBBEE Certificate. Note: For JV/Consortium, documents 11.3.1-11.3.6 required for each member. Schedule 3: Response to Section 2 (Introduction and Background) per RFP format. Initial screening checks: Tax Clearance with PIN, Company Registration, ID Documents, Medical Certificate (if applicable), CSD Report, Completion of all SBDs.

Three-stage evaluation: Stage 1 – Mandatory Requirements (pass/fail). Bidder must confirm compliance with all 11 items: 1) Paper type as per sample, 2) File size A4, 3) Paper weight 180 grams, 4) Gusset 3 cm, 5) Clip material plastic coated, 6) Clips affixed to file, 7) Labels numeric tabs, 8) Labels white both sides, 9) Label material/size as per sample, 10) All production, storage, delivery included in unit cost, 11) CCMA sample returned with bid. Any 'No' response results in automatic disqualification. Stage 2 – Functionality Evaluation in two phases. Phase 1: Company Capabilities (65 points maximum, minimum threshold 55 points). Criteria: Company Experience (30 points – 5 references = 30, 4 = 24, 3 = 18, 2 = 12, 1 = 6; references must be for similar projects within 5 years, with contactable letters including company name, letterhead, physical address, contact person details, telephone, email, signed and dated; CCMA conducts verification); National Service Delivery Capacity (30 points – delivery methodology/logistics 15 points, delivery lead time 15 points; detailed delivery plan required, lead time up to 10 working days guaranteed by signed letter from director/authorised person); Business Continuity/Backup Plan (5 points – written plan, proof of generator/alternate site/spare equipment). Only bidders scoring ≥55 in Phase 1 and providing site identification (title deed, signed lease agreement, or letter of authority/consent from property owner) qualify for Phase 2. Phase 2: Site Visit (100 points total, minimum threshold 80 points). Criteria: Capacity to Produce Files (30 points – plant layout 5, equipment 10, production line 5, human resources 10); Capacity to Store and Distribute Printed Files (5 points – warehouse/storage facilities). Bidders with total functionality score <80 are disqualified. Stage 3 – Price and Specific Goals (80/20 preference point system per PPPFA and PPR 2022). Price: 80 points. Specific Goals (ownership): 20 points. B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) must be submitted to claim preference points. Failure to submit required proof for specific goals means points are not claimed.

Scope: Appointment of one service provider for printing, supply, and delivery of A4 case files with labels and clips to various CCMA offices nationally for 36 months. Specifications: Paper type as per sample; Size: A4; Weight: 180 grams; Gusset: 3 cm; Board colour: Assorted (changes annually, 3 months' notice given); CCMA logo printed on files; Clips: Kwik Fix or equivalent, metal covered with plastic, affixed to file at delivery; Labels: 10 mm x 33 mm, white on both sides, material and size as per sample. Bidders must submit a complete sample file with clip and label affixed. CCMA samples must be returned with bidder's own sample and proposal. Estimated annual consumption per region provided for 2026/2027, 2027/2028, 2028/2029 (quantities indicative, not a commitment; CCMA migrating to digital case file system may reduce actual quantities). Delivery schedule per quarter provided. Performance measures: Quality per specification and SLA at all times; Delivery within 10 working days of Purchase Order receipt; Invoices and statements issued on delivery date; Monthly performance monitoring; Colour change annually with 3 months' advance notice. Contract governed by General Conditions of Contract (GCC) per Treasury Regulation 16A (PFMA) and PPPFA with PPR 2022. Special Conditions of Contract (SCC) supplement GCC; SCC prevails in conflict. Successful bidder must conclude a Service Level Agreement (SLA) forming integral part of supply agreement. Supplier development: successful bidder may be required to mentor SMMEs/Youth-Owned businesses (subject to negotiation).

Delivery methodology: Bidder must provide a detailed delivery plan addressing logistical support (key variables for compliance with lead time and specifications) and delivery lead time (up to 10 working days maximum from Purchase Order receipt, guaranteed via signed letter from director/authorised person). Site visit will assess: Manufacturing plant layout (logical workflow from raw materials to finished goods, clean/organised/secure environment) – 5 points; Equipment (well-maintained, reliable, appropriate technology, sufficient capacity, written maintenance measures, production capacity per day/hour) – 10 points; Production line (efficiency of processes, capacity to meet turnaround times, quality controls throughout) – 5 points; Human resources (adequately staffed, suitably qualified/experienced personnel, training and HR policies) – 10 points; Warehouse/storage facilities (sufficient/safe/organised capacity for raw materials and finished goods, appropriate conditions, storage optimisation for peak volumes) – 5 points.

Company Experience: Bidder must provide contactable references for similar work (printing and delivery of case files) not older than 5 years from bid closing date. Reference letters must include: company name, letterhead, physical address, contact person details, contactable telephone number, email address, signed and dated. CCMA will conduct reference checks and internal verification. Failure to provide complete reference letters results in zero score. Financial Statements for latest financial year signed by independent registered accountant required.

Quality of case file material, colour, labels, and clips must match specifications and SLA at all times. CCMA will verify weight of sample file (180 grams). Production quality controls assessed during site visit (production line evaluation: efficiency, turnaround capacity, quality controls throughout production). Business continuity plan required: written plan, proof of generator/alternate site/spare equipment to maintain uninterrupted production, stock availability, and delivery. Evidence for site visit: plant layout drawing, photographs; equipment list, machinery photographs, ownership/lease documents, maintenance schedules, production capacity per day/hour; production methodology, schedules, workflow chart, quality assurance process; staff complement schedule, training records, HR policies.

Pricing Schedule: Prices per unit cost (all production, storage, delivery included). Prices firm for first 12 months. Annual escalations for Years 2 and 3 may be proposed and clearly indicated. Unit price unchanged regardless of ordered quantities vs estimates. Format: Year 1 (R/unit VAT incl, escalation %, annual total VAT incl), Year 2 (R/unit, %, annual total), Year 3 (R/unit, %, annual total), Total 3-year amount (VAT incl). Delivery addresses for all CCMA offices nationally provided (Head Office, Gauteng, Eastern Cape, Free State, KZN, Limpopo, Mpumalanga, Northern Cape, North West, Western Cape) with contact persons and addresses.

Pricing format: Unit cost per A4 case file (label and clip included), all production, storage, and delivery costs included. Prices firm for first 12 months. Annual price escalations for Years 2 and 3 may be proposed and must be clearly indicated in the pricing schedule. Unit price remains unchanged regardless of ordered quantities vs estimates. Pricing schedule format: Year 1 (R/unit VAT inclusive, escalation %, annual total VAT inclusive), Year 2 (R/unit, %, annual total), Year 3 (R/unit, %, annual total), Total 3-year amount (VAT inclusive). Delivery addresses for all CCMA offices nationally provided with contact persons (Head Office, Gauteng, Eastern Cape, Free State, KZN, Limpopo, Mpumalanga, Northern Cape, North West, Western Cape). Financial statements for the latest financial year signed by an independent registered accountant required. No bond, guarantee, or insurance requirements stated.

Mandatory compliance: Central Supplier Database (CSD) registration with Master Registration Number (Supplier Number) submitted. Valid Tax Clearance Certificate with SARS tax compliance status PIN. B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points. Company registration documents. Identity documents of owners. Medical certificate confirming disability of owner(s) if applicable. Latest CSD report. Completed and signed standard forms: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.2 (Contract Form for Services), CCMA Standard Conditions of Bid and General Conditions of Contract, POPIA Consent Form. Board resolution authorising signatory (certified copy). Financial statements for latest financial year signed by independent registered accountant. JV/Consortium/Subcontracting agreement if applicable (documents required for each member). Attendance at compulsory virtual briefing session mandatory. Submission of complete sample file with clip and label affixed. Return of CCMA samples with bid. All 11 mandatory specification items must be confirmed compliant. Site identification documentation (title deed, lease, or owner consent) required for site visit qualification. Governed by GCC, PPPFA, PPR 2022, PFMA. No CIDB grading or professional registration requirements stated.

B-BBEE: Preference points for specific goals (20 points) allocated to promote CCMA goals on ownership per PPPFA and PPR 2022. B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. BBBEE Certificate listed as returnable document in Schedule 2.

Contract governed by General Conditions of Contract (GCC) per Treasury Regulation 16A (PFMA) and PPPFA. Special Conditions of Contract (SCC) supplement GCC; SCC prevails in conflict. Successful bidder must conclude a Service Level Agreement (SLA) forming integral part of supply agreement; SLA measures, monitors, and assesses supplier performance. Bid validity: 120 days from closing date. CCMA rights: amend bid conditions, validity period, specifications, or extend closing date before closing; not accept lowest bid or any bid in whole or part; award whole or part; verify document validity and request clarification; conduct background checks on bidding entity and directors; disqualify for fraudulent/false/misleading information and report to National Treasury per SCM Instruction No. 22. Bidder undertakings: offer binding for validity period; prices cover all obligations; responsible for bid preparation costs; submitted documentation becomes CCMA property unless otherwise stated. Disqualification reasons: tax non-compliance, incomplete documentation, fraudulent information, unfair advantage, non-compliance with mandatory requirements, failure to attend compulsory briefing. Supplier development: successful bidder may be required to mentor SMMEs/Youth-Owned businesses (subject to negotiation).

Special conditions: Compulsory briefing session (virtual) mandatory. Compulsory site visit for qualified bidders. CCMA samples must be returned with bidder's own sample and proposal. Colour of case files changes annually with 3 months' notice. CCMA migrating to digital case file system - quantities may reduce significantly. Quantities are indicative estimates only, not commitment. Unit price fixed regardless of actual volumes. Invoices/statements issued same date as delivery. Performance monitored monthly. Supplier development: successful bidder may be required to mentor SMMEs/Youth-Owned businesses (subject to negotiation).

Mandatory Requirements (Stage 1): Bidder must confirm compliance with all 11 items: 1) Paper type as per sample, 2) File size A4, 3) Paper weight 180 grams, 4) Gusset 3 cm, 5) Clip material plastic coated, 6) Clips affixed to file, 7) Labels numeric tabs, 8) Labels white both sides, 9) Label material/size as per sample, 10) All production, storage, delivery included in unit cost, 11) CCMA sample returned with bid. Failure to comply results in automatic disqualification. Bidders must submit complete sample file with clip and label affixed. Site visit conducted for bidders meeting mandatory requirements and Phase 1 functionality threshold.

Three-stage evaluation: 1) Mandatory Requirements (pass/fail), 2) Functionality Evaluation (Phase 1: Company Capabilities, Phase 2: Site Visit), 3) Price and Specific Goals (80/20). Phase 1 scoring (65 points max, 55 min threshold): Company Experience (30 pts - 5 refs=30, 4=24, 3=18, 2=12, 1=6), National Service Delivery Capacity (30 pts - logistics 15, lead time 15), Business Continuity Plan (5 pts). Phase 2 Site Visit (100 pts total, 80 min threshold): Capacity to Produce Files (30 pts - plant layout 5, equipment 10, production line 5, HR 10), Capacity to Store and Distribute (5 pts - warehouse/storage). Only bidders scoring ≥55 in Phase 1 and providing site identification (title deed/lease/consent letter) qualify for site visit. Final functionality threshold: 80/100. Price evaluation: 80 points for price, 20 for specific goals (ownership). 80/20 preference point system per PPPFA and PPR 2022.