National contract for printing, supply, and delivery of a4 case files with labels and clips to ccma offices

CCMA seeks to appoint one service provider for a 36-month national contract to print, supply, and deliver A4 case files with labels and clips to all CCMA offices. The service provider must handle bulk printing, storage, and on-demand delivery as orders arise (due to limited CCMA storage space). Delivery must cover all regional offices nationally, with turnaround times of 10 working days from purchase order receipt. The contract includes annual colour changes for case files, with three months' notice provided.

Compulsory virtual briefing session: 23 July 2026 at 11:00 AM (Microsoft Teams: Meeting ID 312 479 310 816 637, Passcode xd9BH3ok). Bid closing date: 06 August 2026 at 11:00 AM. Enquiries close: 28 July 2026 at 16:00. Bid validity period: 120 days from closing date. Contract duration: 36 months.

Enquiries: Ms. Thabang Kgagane. Email: [email protected]. Phone: +27 11 377 6916. Submission address: CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, 2001 (tender box at Main Reception).

Submit bids in duplicate (2 hard copies) and one electronic copy (USB in PDF format), sealed and endorsed with: bid reference (CCMA/2026/05/DR), description, bidder name, closing date, and return address. Deposit in the tender box at CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg by 11:00 AM (Telkom time) on 06 August 2026. No submissions via email, fax, or courier (unless courier deposits directly into the bid box). Late bids will be disqualified. Bids must be in English, signed by an authorised person (with certified Board Resolution if applicable), and include all required returnable schedules (SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.2, CCMA Standard Conditions of Bid, POPIA consent form). Failure to attend the compulsory virtual briefing session (23 July 2026, 11:00 AM via Microsoft Teams) will result in disqualification.

Scope: Printing, supply, and national delivery of A4 case files with labels and clips to all CCMA offices for 36 months. File Specifications: Paper type as per sample, A4 size, 180g weight, 3cm gusset, assorted board colours (changed annually), printed with CCMA logo. Clips: Kwik Fix or equivalent (metal covered with plastic), affixed to file at delivery. Labels: 10mm x 33mm, white on both sides, material/size as per sample. Delivery: Must demonstrate capacity to deliver nationally to all CCMA regional offices within 10 working days of purchase order receipt. Storage: Must store and deliver as orders arise (CCMA has limited storage). Samples: Bidders must submit a complete sample file with clip and label affixed; CCMA samples must be returned with bid. Performance Measures: Quality must match specifications; invoices issued on delivery date; monthly monitoring by CCMA. Estimated annual consumption provided for costing (not a purchase commitment).

Bidders must provide a detailed delivery methodology addressing: National Service Delivery Capacity: Demonstrate ability to deliver to all CCMA offices. Logistics Plan: Include delivery methodology (15 points) and logistical support (15 points) to ensure compliance with agreed lead times and specifications. Delivery Lead Time: Maximum 10 working days from purchase order receipt; must be guaranteed in a signed letter by a director or authorised person. Production and Storage: Methodology must cover production efficiency, turnaround times, and storage optimisation. Failure to address these may result in zero points for logistics.

Bidders must provide: Company Experience: Contactable references for similar printing/delivery work (not older than 5 years). Scoring: 5 references = 30 points, 4 = 24, 3 = 18, 2 = 12, 1 = 6. Reference letters must include: company name, letterhead, physical address, contact person’s details, telephone, email, and be signed/dated. CCMA will verify references directly with clients. Key Personnel: Evidence of suitably qualified/experienced staff (training records, HR policies). Site Ownership/Lease: For site visits, provide title deed, signed lease agreement, or property owner’s consent letter linking the bidder to the proposed site.

Quality requirements: Case files, labels, and clips must match specifications and samples provided. CCMA will verify all samples and minimum requirements. Production Quality Controls: Manufacturing plant must have logical workflow, clean/organised environment, well-maintained equipment, and sufficient machinery. Evidence required: plant layout drawings, equipment lists, photographs, ownership/lease documents, maintenance schedules, production capacity data, production methodology, workflow charts, and QA processes. Human Resources: Adequate staffing with qualified/experienced personnel; training records and HR policies required. Storage: Warehouse must be sufficient, safe, organised, and optimised for peak volumes with appropriate storage conditions.

Submit a pricing schedule in a sealed financial envelope. Requirements: Quote fixed unit cost (VAT inclusive) for A4 case file, label, and clip, including all production, storage, and delivery costs. Prices must remain firm for Year 1. Annual escalations for Years 2 and 3 may be proposed (clearly indicate percentage). Unit price cannot increase if ordered quantities are below estimates. Total Cost: Provide total amount for 3 years (VAT inclusive). Delivery Addresses: Orders will come from CCMA regional offices; addresses may change, and CCMA will update accordingly. List of all regional offices and contact persons provided in the document.

Pricing: Quote fixed unit cost (VAT inclusive) covering all production, storage, and delivery costs. Prices remain firm for Year 1. Annual escalations for Years 2 and 3 may be proposed but must be clearly indicated. Unit price cannot increase if ordered quantities are below estimates. Submit pricing schedule in a sealed financial envelope. Payment terms and invoicing: Invoices must be issued on the same day as delivery. Total amount for 3 years must be provided (VAT inclusive).

Mandatory: Valid Tax Clearance Certificate with SARS tax compliance status PIN. Registration on Central Supplier Database (CSD) with Master Registration Number (Supplier Number) included in bid. B-BBEE Certificate or sworn affidavit (for EMEs/QSEs) required to qualify for preference points. Company registration documents and ID copies of owners/directors. Joint ventures/consortia must submit separate compliance documents for each member. Failure to comply with tax, CSD, or mandatory requirements will result in disqualification. All documents must be valid at bid closing date.

Contract duration: 36 months. Contract subject to General Conditions of Contract (GCC) per Treasury Regulation 16A (PFMA) and Preferential Procurement Policy Framework Act (PPPFA) 2000. Special Conditions of Contract (SCC) supplement GCC; SCC prevails in conflicts. Successful bidder must conclude a Service Level Agreement (SLA) with CCMA, which will include performance monitoring. CCMA reserves rights to: amend bid conditions before closing, reject any bid, verify documents, request clarifications, conduct background checks, and report fraud to National Treasury. Bid validity period: 120 days from closing date. All costs (preparation, submission, demonstrations) are the bidder's responsibility. Supporting documents become CCMA property unless stated otherwise.

Evaluation follows a three-stage process: 1) Mandatory Requirements: 11 non-negotiable criteria (e.g., unit cost inclusivity, sample submission). Failure on any item disqualifies the bid. 2) Functionality: Phase 1 (Company Capabilities): Scored out of 65 (minimum 55 required). Criteria include: company experience (30 points, based on references for similar work <5 years old), national delivery capacity (30 points, including logistics methodology and lead time), and business continuity (5 points). Phase 2 (Site Visit): For bidders scoring ≥55 in Phase 1; scored out of 35 (minimum 80 total functionality score required). Assesses production capacity (30 points: plant layout, equipment, production line, HR) and storage/distribution capacity (5 points: warehouse facilities). 3) Price and Specific Goals: 80/20 split (80 points for price, 20 for B-BBEE ownership). Only bidders meeting the 80-point functionality threshold advance to this stage.