Supply and delivery of office stationery for eskom’s apollo & centralised services (60-Month contract)

Required documents for submission:

• Certified copy of the resolution or proof document (e.g., board resolution for companies, members’ resolution for close corporations, or power of attorney for joint ventures).
• Completed and signed Authorisation Form (Annexure A) with the relevant certificate for your organisation type.
• For joint ventures: Power of attorney signed by all legally authorised signatories and a Joint Venture Agreement stating joint and several liability, lead member designation, and work/payment division ratios.
• For partnerships: Certificate signed by all partners necessary to commit the partnership (additional pages allowed if needed).
• Fully completed table at the end of the form: name of tenderer, full names of authorised signatory, designation and capacity, signature, and date of signature.

For joint ventures:

• Submit a Joint Venture Agreement that includes a power of attorney signed by all legally authorised signatories.
• The agreement must explicitly state joint and several liability for contract execution, designate a lead member, and define ratios for work and payment division.

Submit the following returnable documents:

• Valid B-BBEE certificate (SANAS-accredited) or sworn/CIPS affidavit.
• Proof of ownership/shareholding (CIPC documentation) with breakdown.
• Certified ID copies of shareholder(s).
• Proof of Disability (if applicable).
• SBD 6.2 Declaration Form and Annex C (Local Content Declaration) if applicable.

Note: Failure to provide preference point documentation will not disqualify you, but you will:

• Only score out of 90/80 for price.
• Score 0 out of 10/20 for specific goals.

Objective criteria (e.g., SDL&I targets) are not mandatory for scoring but non-compliance may lead to the second-ranked tenderer being recommended for award. SDL&I commitments will form part of contractual obligations.

SDL&I Obligations Release Conditions:

• NTCSA receives SDL&I progress report(s) from the contractor.
• Fulfilment of all SDL&I obligations by the contractor.
• Submission of an approved compliance report by the SDL&I Department.

Scope: Supply and delivery of office stationery on an 'as and when' required basis.

Locations: Simmerpan, Apollo, and Centralised Services.

Duration: 60 months (5 years).

Pricing must be submitted per the Price Schedule in the tender documents. Separate local and imported components. Local procurement content = total spending minus imported component.

Pricing must be submitted as per the Price Schedule included in the tender documents.

• Separate local and imported components in the response.
• Local procurement content = total spending minus imported component.
• Target for local procurement content: 100%.

Payment terms:

• NTCSA will retain 2.5% of every invoice (excluding VAT) as security for SDL&I obligations.
• Retained amounts are released only upon:
• Submission of SDL&I progress reports.
• Fulfilment of all SDL&I obligations.
• Approval of compliance report by SDL&I Department.

Mandatory compliance requirements:

• Valid B-BBEE certificate or sworn/CIPS affidavit (condition for contract award).
• Exempted Micro Enterprise (annual revenue ≤ R10M): Sworn Affidavit acceptable.
• Qualifying Small Enterprise (annual revenue ≤ R50M): Must comply with QSE scorecard unless ≥51% Black-owned (Sworn Affidavit acceptable).
• Annual revenue > R50M: Valid B-BBEE certificate required.
• Proof of ownership/shareholding (CIPC documentation) with breakdown.
• Certified ID copies of shareholder(s).
• Proof of Disability (if applicable).
• SBD 6.2 Declaration Form and Annex C (Local Content Declaration) if applicable.

B-BBEE Improvement/Retention Plan:

• Submit within 30 days of contract signing.
• Level 1: Maintain status.
• Level 2-3: Improve or maintain status over contract period.
• Level 4: Achieve Level 3 by end of first year, then improve further.
• Level 5-8 or non-compliant: Achieve Level 4 by end of first year, then improve by at least one level annually from year 2.

Local Content:

• Designated sectors: Not applicable for this commodity.
• Local procurement content target: 100%.
• Procurement spend on entities with ≥51% Black ownership must be detailed in a table (indirect and direct spend).

Sworn Affidavit Validity Requirements:

• Deponent name and ID as per identity document.
• Designation (director/owner/member) and authorisation.
• Enterprise name (per CIPC) and business address.
• Black ownership, Black female ownership, and designated group percentages (no blank spaces).
• Total revenue for the year (audited or management accounts) and financial year-end.
• B-BBEE status level (one only).
• Empowering supplier status (QSEs: select basis).
• Same date for deponent and Commissioner of Oath signatures (signed in presence of Commissioner).
• Commissioner of Oath cannot be an employee/ex-officio of the enterprise.

National Industrial Participation Programme: Not applicable.

Mandatory Subcontracting: Not applicable.

Tenderers who complete and submit objectives but do not meet NTCSA’s targets will not be disqualified. SDL&I objectives do not form part of scoring but will be contractual obligations.

Compliance requirements: - Submit a fully completed SBD 4 Declaration of Interest form. - Disclose any conflicts of interest, including relationships with state employees involved in evaluation/adjudication. - Provide proof of authority for state employees undertaking outside work, where applicable. - Certify the correctness of all provided information under penalty of bid rejection or further action.

Submit the following returnable documents as part of your tender:

• Tenderer’s Particulars Form (Annexure C) with all applicable fields completed.
• For joint ventures (JVs): details of all members, including registration numbers, CIPC certificates, VAT numbers, CIDB registration, and grading designations.
• If subcontracting: signed intention to subcontract, subcontractor details (name, CIPC, VAT, CIDB, scope of work), and proof of subcontractor’s designated group status.
• Tax compliance: SARS E-filing PIN or a valid tax compliance certificate (if not on CSD or foreign supplier).
• CSD registration number (if already registered; mandatory prior to award if not registered at submission).
• NTCSA vendor registration number (if applicable).

Subcontracting requirements (if prescribed):

• Confirmation of intent to subcontract (YES/NO).
• Percentage of work to be subcontracted.
• Subcontractor name and CSD registration status (YES/NO; provide CSD number if yes).
• Subcontractor’s B-BBEE level and designated group (e.g., EME/QSE, 51% black-owned, youth/women/disability/military veteran-owned, rural/underdeveloped area ownership, or cooperative).
• Signed intention to subcontract document.
• Proof of subcontractor’s designated group status.

Mandatory compliance requirements:

• CIPC registration (for individual companies and each JV member).
• VAT registration (for individual companies and each JV member).
• CIDB registration and contractor grading designation (for individual companies and each JV member; combined grading for JVs).
• Tax compliance: SARS E-filing PIN or valid tax compliance certificate (required by contract award stage if not on CSD).
• CSD registration: Not mandatory at submission but required prior to award. Register online at www.treasury.gov.za.
• B-BBEE: Confirm subcontractor’s B-BBEE level and designated group (e.g., EME/QSE, 51% black-owned, youth/women/disability/military veteran-owned, rural/underdeveloped area ownership, or cooperative).
• Subcontracting: If applicable, provide subcontractor’s CSD number and proof of designated group status.

B-BBEE requirements for subcontractors:

• Confirm subcontractor’s B-BBEE level.
• Specify designated group category, which may include:
• EME or QSE
• 51% or more black-owned EME/QSE
• 51% or more black youth-owned EME/QSE
• 51% or more black women-owned EME/QSE
• 51% or more black people with disabilities-owned EME/QSE
• 51% or more black-owned in rural/underdeveloped areas or townships
• Cooperative with 51% or more black ownership
• 51% or more black military veteran-owned EME/QSE
• Multiple applicable categories.

Required contact information for submission:

• Contact person name
• Telephone number
• E-mail address
• Postal address
• Physical address

For JVs, provide contact details for each member.

Compliance with all OHS requirements as outlined in the tender document.

Valid COID registration or equivalent (or insurance for single-employee entities).

Submission of a completed and signed Annexure B (OHS acknowledgement form).

Ability to supply stationery on demand to specified locations for the full 60-month period.

OHS Compliance Requirements:

• Submit a signed acknowledgement of Eskom’s OHS rules and requirements (Annexure B).
• Conduct a baseline OHS risk assessment covering routine and non-routine tasks before project commencement.
• Provide a Health and Safety Plan (site/activity/project-based) reflecting an organised system (method statements, processes, resources) to manage OHS risks. An OHS manual is acceptable.
• Submit a valid letter of good standing: Registration with the Compensation Commissioner (COID) or a licensed mutual company. For international bidders, an equivalent is required. For single-employee companies (CEO/owner), provide an insurance letter covering accidental death and disability (minimum R500,000).
• Provide an OHS policy stating the employer’s intent to set OHS objectives, improve performance, and commit to employee wellbeing and environmental duty of care.

For Professional Services contracts, the preferred index for price adjustments is the country-specific CPI Headline index.

Contract Price Adjustment (CPA) rules:

• CPA applies only if the contract duration exceeds 12 months. For contracts ≤12 months, submit a fixed-price offer.
• For contracts >12 months, CPA is not applicable in the first year; it starts from year two onwards.
• If no CPA formula is submitted, pricing will be treated as fixed and firm.
• Rate of Exchange adjustments are not permitted in any CPA formula.
• Local indices cannot be used for imported components.
• Separate CPA formulae must be provided for local and foreign components; they cannot be combined.
• A minimum of 15% of the total agreement value must remain fixed when CPA is applied.
• Each CPA formula must sum to 100%.
• Only officially published, public-domain CPA indices may be used. In-house indices are prohibited.
• Multiple CPA formulae (e.g., Formula A, B, C) or a single combined formula may be used, depending on pricing structure.
• For line items like Labour and Transport, individual formulae may apply.
• NTCSA reserves the right to negotiate CPA terms during tender negotiations.
• Base Date: For monthly indices, use the month before the tender closing month. For daily/non-monthly references, use the average of the month before the tender closing month.
• For Professional Services: Use the country-specific CPI Headline index. Adjustments take effect on each contract anniversary, based on the average CPI over the prior 12-month period.

Closing time for submissions: 12:00 on the closing date.

Submit the following returnable documents by the stipulated deadline: SBD 6.2 Declaration Certificate for Local Production and Content, Annex C (Local Content Declaration: Summary Schedule), Annex D (Imported Content Declaration: Supporting Schedule to Annex C), and Annex E (Local Content Declaration: Supporting Schedule to Annex C). Failure to submit these documents may result in disqualification.

Required returnable documents: SBD 6.2 Declaration Certificate, Annex C (Local Content Declaration: Summary Schedule), Annex D (Imported Content Declaration), and Annex E (Local Content Declaration: Supporting Schedule). Declarations D and E must be retained for verification for at least 5 years. Successful bidders must continuously update Declarations C, D, and E with actual values for the contract duration.

Supply and delivery of stationery on an 'as and when' required basis. Goods must meet the stipulated minimum threshold for local production and content as prescribed by the DTIC and SABS SATS 1286:2011. Bidders must declare local content percentage using the formula: LC = [1 - (imported content in Rand / bid price in Rand excluding VAT)]

• 100. Exchange rates must be sourced from SARB at 12:00 on the date of advertisement.

Pricing must exclude VAT. Local content percentage must be calculated using the formula: LC = [1 - (imported content in Rand / bid price in Rand excluding VAT)]

• 100. Bidders must use SARB exchange rates and provide proof. Declarations C, D, and E must be completed and consolidated for submission.

Bid price must exclude VAT. Imported content must be calculated in Rand (ZAR) using SARB exchange rates at 12:00 on the date of advertisement. Bidders must provide proof of the SARB exchange rates used. Local content percentage must be calculated and declared as per SATS 1286:2011.

Compliance with DTIC local content requirements is mandatory. Bids must include SBD 6.2 Declaration Certificate and Annex C, D, and E. Sub-contracting must not reduce local content below the stipulated minimum threshold. Verification of local content may be requested by the Procurement Authority. Non-compliance or submission of incorrect data may result in disqualification or penalties under PPPFA Regulations 9.1.

DTIC promotes local production and content. For designated sectors, only locally produced or manufactured goods meeting the stipulated minimum threshold for local content will be considered. Sub-contracting must not reduce local content below the threshold. Local content must be calculated as per SATS 1286:2011. Bidders must submit proof of SARB exchange rates used for imported content calculations.

Local content must meet the stipulated minimum threshold as per SATS 1286:2011. Imported content must be converted to Rand using SARB exchange rates at 12:00 on the date of advertisement. Failure to submit the Declaration Certificate (SBD 6.2) and Annex C may result in bid disqualification.

Evaluation will follow the Preferential Procurement Regulations, 2022, under the Preferential Procurement Policy Framework Act (PPPFA), 2000. Compliance with local content requirements is critical for evaluation.

Eskom Procurement Officer: Candice Ratlhagane. Eskom’s Procurement Manager: Busi Mtungwa. Eskom’s Health and Safety Advisor: Nkhensani Baloyi. Eskom’s Safety Officer: Philisiwe Kweyama. Project Address: NTCSA Apollo Converter Station, Olifantsfontein and Simmerpan Complex, Germiston.

Submit all required returnable documents as specified in the tender. Non-compliance with submission requirements may result in disqualification under the Eskom Procurement and Supply Management Procedure.

Supply and deliver office stationery as per quantities requested by end users. Deliver to: Apollo Converter Substation, Olifantsfontein, Pretoria; and Apollo & CS offices, Simmerpan, Germiston. Maintain sufficient stock for as-and-when-required delivery. Contract duration: 60 months (5 years). Awarded supplier is the 'principal supplier'; any sub-suppliers are 'appointed suppliers'.

Appoint competent persons with knowledge, training, experience, and qualifications specific to the work or task. Qualifications and training must be registered with the South African Qualifications Authority (SAQA) where applicable.

Implement a non-conformance procedure for quality-related transgressions. Monitor and close out non-conformance reports. Suppliers must explain non-conformances and provide prevention plans. Failure to provide or enforce PPE is a transgression.

Sign a Section 37(2) Legal Agreement with Eskom NTCSA at contract award. Principal supplier must compile Section 37(2) agreements with all appointed suppliers. Retain originals and copies in supplier OHS files. Comply with: Constitution of South Africa (Section 24 Bill of Rights), Occupational Health and Safety Act 1993 and Regulations, Compensation for Occupational Injuries and Diseases Act, National Environmental Management Act, National Road Traffic Act. Prohibit child labour and hazardous work by children per OHS Act Regulations. Ensure all employees have access to an up-to-date copy of the OHS Act and regulations. Register with Compensation Commissioner and maintain a valid Letter of Good Standing (LoG) throughout the contract. File LoG in supplier OHS files. Develop and submit an OHS plan meeting Eskom NTCSA and legislative requirements. Appoint competent employees for statutory roles (e.g., Fire Fighter, First Aider, SHE Representative, 16(2) appointees). Ensure sub-supplier appointments are in writing and included in the OHS plan. Comply with Eskom’s Substance Abuse Procedure (32-37) and Life-Saving Rule 4: BE SOBER. Zero alcohol/drug tolerance; ad-hoc testing applies. Implement Occupational Health, Hygiene, and Rehabilitation programs. Conduct medical surveillance (entry, periodic, exit) via qualified Occupational Health Practitioners. Renew medical fitness certificates annually. Provide PPE per risk-based matrix, aligned with SANS standards. Conduct risk assessments per OHS Act Section 8(2)(d). Develop safe work procedures aligned with risk assessments. Investigate incidents per OHS Act GAR 8 and 9, using Eskom Procedure 32-95. Report serious injuries to the Department of Labour. Implement emergency management plans, including periodic drills. Establish non-conformance procedures for transgressions. Display SHEQ policy signed by CE/MD or 16(2) appointee.

Comply with Eskom’s Substance Abuse Procedure (32-37) and Life-Saving Rule 4: BE SOBER. Zero alcohol/drug tolerance; ad-hoc testing applies to all entering Eskom NTCSA premises. Suppliers must conduct their own regular alcohol testing. Test records are confidential and must be filed in employees’ personal files. Develop Occupational Health, Hygiene, and Rehabilitation programs. Conduct medical surveillance (entry, periodic, exit) via qualified Occupational Health Practitioners. Renew medical fitness certificates annually. Ensure employees have job specifications detailing work, hazards, and exposure limits. Manage employees with conditional fitness certificates via documented processes. Appoint competent employees for statutory roles: Fire Fighter, Evacuation Warden, First Aider, Incident Investigator, Risk Assessor, SHE Representative, Project Supervisor, and 16(2) appointees. Train appointees and ensure they understand their roles. Prevent slips, trips, and falls by: identifying hazards and maintaining a risk register; conducting workplace safety inductions; performing inspections and corrective actions; observing behaviors; discussing case studies; and communicating defect reporting processes. Conduct risk assessments per OHS Act Section 8(2)(d): identify hazards, evaluate risks, and implement control measures. Review and update risk assessments for new or changed processes. Develop written safe work procedures aligned with risk assessments. Provide PPE per risk-based matrix, compliant with SANS standards. Issue, maintain, and replace PPE for all employees and visitors. Provide PPE to visitors if they lack required equipment. Wear high-visibility vests where required. Investigate incidents per OHS Act GAR 8 and 9, using Eskom Procedure 32-95. Use GAR Annexure 1 for incident reports. Report injuries per Sections 24 and 25 to the Department of Labour. Implement emergency management plans, including periodic drills. Record and provide drill results on request.

Comply with all applicable environmental legislation, including the National Environmental Management Act (NEMA). Exercise duty of care to prevent environmental pollution or degradation. Minimise and rectify harm where authorised or unavoidable.

Sign Eskom NTCSA’s OHS Act Section 37(2) agreement during procurement and NEC contract signing. Supplier must ensure the agreement is signed and a copy is kept in the supplier file at procurement.

Non-compliance with health and safety requirements is subject to disciplinary action under the Eskom Procurement and Supply Management Procedure.

Familiarise all employees with relevant Eskom NTCSA OHS documentation before project commencement. Principal supplier is accountable for all legislative and Eskom NTCSA requirements for the contract duration. Sub-supplier appointments must be in writing and included in the OHS plan. Provide adequate training and instruction to sub-suppliers. Compile and display a SHEQ policy signed by the organisation’s CE or 16(2) appointee. Attach the policy as an annexure to the OHS Plan.

It is essentially a three stage process

• evaluation of the risks.

Safety, Health, Environmental and Quality Policy, along with legislative obligations.

environment is in line with its Safety, Health, Environmental and Quality Policy, along with legislative

remains accountable for the quality and the execution of his/her health and safety

Signed Acknowledgement Form for Eskom OHS legal and other requirements, including: Company/Supplier Name, Name of Authorised Person (CEO/Director/Managing Director), Signature, Date, and Witness Signatures (2).

Compliance with the following is mandatory: Eskom Contractor Health and Safety Requirements Standard 32-136, OHS specifications/requirements provided by Eskom, Occupational Health and Safety Act, and Compensation for Occupational Diseases and Illnesses Act. After contract award, align all company processes with Eskom’s OHS requirements (policies, procedures, standards). Penalties apply for non-conformance by the main supplier or its contractors/suppliers. All employees (including contractors/suppliers) must undergo Eskom’s relevant induction.

The main supplier must: Demonstrate the process and selection criteria for appointing contractors/suppliers. Notify Eskom prior to appointing contractors/suppliers. Ensure contractors/suppliers have adequate resources and competencies. Manage contractors/suppliers to comply with applicable legal and Eskom requirements. Monitor contractors/suppliers via audits/assessments for OHS compliance. Provide grounds for termination of work by contractors/suppliers. Address all non-conformances by contractors/suppliers directly. Eskom may verify compliance and request testimonials/references for similar past work.

For system issues: Contact the buyer responsible for the published tender. For general eTendering support, use the Tender Bulletin Public website (https://tenderbulletin.ntcsa.co.za) or eTendering portal (https://eTendering.eskom.co.za).

Submit via Eskom’s eTendering portal (https://eTendering.eskom.co.za). Steps: 1) Register on the portal with valid CSD number, email, and cellphone. 2) Verify email and OTP sent to registered cellphone/email. 3) Select the tender reference number. 4) Click 'Create New Submission' and upload all required documents under correct categories (e.g., Technical, Commercial, Finance). 5) Ensure file names are clear and file types are correctly selected. 6) Individual file size ≤ 50MB; total submission ≤ 900MB. 7) Review all documents, then click 'Finalize Submission' to confirm. 8) Save the submission confirmation email (includes submission ID) for future reference. Physical submissions are not accepted.

Supply and delivery of stationery on an 'as and when' required basis to Simmerpan, Apollo, and Centralised Services for 60 months. Deliveries must align with Eskom’s eTendering system requirements for document submission and tracking.

CSD registration is mandatory to access the eTendering system. No additional compliance requirements explicitly stated in the document.

Cataloguing Acknowledgement for Distributors/Importers/Agents:

• Confirm whether the Original Equipment Manufacturer (OEM) can supply cataloguing information for items.
• Attach a letter from the OEM confirming its position.

Special Conditions:

• Document Control: Ensure the document version aligns with the authorized version on the system.
• No part of the document may be reproduced without written consent from National Transmission Company South Africa SOC Ltd (Reg No 2021/539129/30).

Submit the following returnable documents: SBD 4 (Tenderer’s Disclosure) form, fully completed and signed. Failure to submit a true and complete disclosure may result in automatic disqualification. Tenders from persons listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified.

Disqualification risks: Tenderer or any director/trustee/shareholder/member/partner with controlling interest employed by the state must be declared. Any relationship with procuring institution employees must be disclosed. Interest in related enterprises (bidding or not) must be declared. Collusive bidding (consultation, communication, or agreements with competitors on prices, specifications, or market allocation) is prohibited and will result in disqualification and potential legal action. Non-disclosure of tender terms to competitors before official opening is mandatory. Any suspicious tenders may be reported to the Competition Commission or National Prosecuting Authority (NPA), with potential penalties including administrative fines or a 10-year public sector restriction under the Prevention and Combating of Corrupt Activities Act.

Certifications: Tenderer must certify that the tender was prepared independently, without consultation or agreement with competitors. Tenderer must confirm no disclosure of tender terms to competitors before official opening. Tenderer must attest no involvement in drafting specifications or terms of reference for this tender. False or incomplete disclosures will result in tender disqualification.

Closing time for submissions: 12H00 on the tender closing date.

Base date for CPA indices: Month before the month in which the tender enquiry closes.

Exchange rate reference: SARB rate as at 12H00 on the date of tender advertisement.

Department: of Customs and Excise

Note: Contact the Procurement Practitioner for foreign currency approval prior to tender close.

Submit the following returnable documents with your tender or payment claims:

• For imported goods (Payment Method 1A):
• Commercial invoice (from the foreign supplier)
• Sad 500
• Bill of Entry (proof of customs clearance)
• Customs release notification
• Transport documents (e.g., marine/ocean bill of lading, airway bill, road/rail consignment note, postal receipt, certificate of posting, courier dispatch note)
• For imported goods (Payment Method 1B):
• Commercial invoice (from foreign supplier, country of origin)
• Local tax invoice (matching foreign currency values)
• Sad 500
• Bill of Entry
• Customs release notification
• Transport documents
• SARB approval documents (initial and renewal applications/responses for CFC account)
• For service-related payments (secondment):
• Commercial invoice (from specialist company)
• Local invoice (South African company)
• Passport and valid work permit of the specialist
• Activity schedule signed by the contract manager
• For Payment Method 2 or 3:
• Commercial invoice (from foreign supplier)
• Local tax invoice
• SAD 500, Bill of Entry, customs release notification, and transport documents (if applicable)
• Proof of SARB exchange rate used (for all foreign currency submissions).

Note: Failure to submit required documents may result in disqualification or contract conclusion in ZAR without foreign exchange linkage.

Required documents for payment:

• For imported goods (all methods):
• Commercial invoice (from foreign supplier)
• Sad 500
• Bill of Entry (proof of customs clearance)
• Customs release notification
• Transport documents (e.g., bill of lading, airway bill, consignment note, postal receipt, courier note)
• Local tax invoice (where applicable, matching foreign currency values)
• For Payment Method 1B (CFC account):
• SARB approval documents (initial application, response, renewal application, and response)
• For service-related payments (secondment):
• Commercial invoice (from specialist company)
• Local invoice (South African company)
• Passport and valid work permit of the specialist
• Activity schedule signed by the contract manager
• Proof of SARB exchange rate used for all foreign currency submissions.

Methodologies for foreign specialist engagements in South Africa:

• Secondment:
• Foreign specialist retains employment with overseas employer but is seconded to the local company.
• Salaries paid by home country; foreign entity invoices local supplier in foreign currency (e.g., Euro, GBP).
• Typically used for short to medium-term engagements.
• Payroll Transfer:
• Specialist’s overseas contract is suspended; takes up local contract with South African company.
• Remuneration is ZAR-based; no foreign invoice provided.
• Favored for long-term engagements; no foreign currency commitment.

Pricing schedule requirements:

• For contracts >12 months: CPA applies from year 2. Submit a CPA formula aligned with NTCSA’s proposed breakdown or an alternative (subject to approval).
• For contracts ≤12 months: Fixed-price offer mandatory.
• CPA formulae:
• Separate formulae for local and foreign components.
• Minimum 15% fixed portion; total must sum to 100%.
• Use only official, publicly published indices (e.g., CPI Headline for professional services).
• Base date: Month before tender enquiry closes.
• Base price: Average of reference figures for the month before enquiry closes (for daily/interval publications).
• Foreign currency pricing:
• Indicate foreign currency and values in the pricing schedule or covering letter.
• Exchange rate: SARB rate at 12H00 on tender advertisement date.
• Submit proof of SARB rate used.
• NTCSA may negotiate CPA terms during evaluations.

Pricing and payment terms:

• Contracts >12 months: Contract Price Adjustment (CPA) applies from year 2 onwards. Submit a CPA formula or pricing will be deemed fixed.
• Contracts ≤12 months: Fixed-price offer required.
• Separate CPA formulae for local and foreign components. Do not combine or use local indices for imported goods.
• Minimum 15% of total agreement value must be fixed if CPA is applied. Each formula must total 100%.
• Use only official, publicly published CPA indices (e.g., country-specific CPI Headline for professional services).
• Exchange rate: Use SARB rate at 12H00 on the tender advertisement date. Submit proof of the rate used.

Payment methods for foreign goods/services:

• Method 1A: Payment to a foreign bank account in foreign currency (direct importer only).
• Method 1B: Payment to a SARB-approved CFC account in South Africa in foreign currency (direct importer only; requires SARB approval documents).
• Method 2: Payment in ZAR at NTCSA’s Treasury spot rate on forward cover cancellation date (requires prior NTCSA approval and written indemnity against forward cover).
• Method 3 (Fixed ZAR): Tenderer assumes foreign exchange risk; exchange rates compared with NTCSA’s bankers.

Note: For goods imported into stock for multiple customers, price must be in ZAR. NTCSA will not cover foreign exchange risk.

Compliance requirements for foreign goods/services:

• Direct importers only may price in foreign currency or link pricing to exchange rates.
• Proof of importation (e.g., commercial invoice, SAD 500, Bill of Entry) is mandatory for payment.
• For service-related payments involving foreign specialists:
• Secondment: Foreign entity invoices local supplier in foreign currency (short/medium-term). Requires valid work permit and activity schedule.
• Payroll Transfer: Specialist takes local contract; remuneration in ZAR (long-term, no foreign commitment).
• If a commercial invoice cannot be provided, the contract will be concluded in ZAR without exchange rate linkage.
• No in-house indices for CPA; only official published indices allowed.
• NTCSA reserves the right to negotiate CPA terms during tender evaluations.

General requirements for foreign goods/services:

• NTCSA mitigates foreign exchange risk; tenderers must comply with importation payment rules.
• Foreign currency pricing requires prior approval from the Procurement Practitioner before tender close.
• Direct importers must provide proof of importation (e.g., commercial invoice, customs documents).
• Goods imported into stock for multiple customers must be priced in ZAR; NTCSA will not cover exchange risk.
• Pricing in foreign currency or linked to exchange rates must clearly indicate the currency and values.
• If no commercial invoice is provided, the contract will default to ZAR without exchange rate linkage.
• Exchange rates must be sourced from SARB at 12H00 on the tender advertisement date.

Submit the following returnable documents: signed acknowledgement of Eskom's OHS legal and other requirements form (Annexure B), OHS plan addressing project/scope OHS risks and aligned with Eskom’s health and safety specifications, Baseline OHS Risk Assessment (BRA) with methodology, valid Letter of Good Standing (COIDA or equivalent), and OHS policy signed by CEO (must comply with OHS Act Section 7). For suppliers with certified auditable OHS systems: submit ISO 45001 certificate or equivalent alongside Annexure B and valid Letter of Good Standing (COIDA or equivalent).

Submit Tenderer’s/Supplier’s name and Tender Reference number. Include signed acknowledgement of Eskom's OHS legal and other requirements form (Annexure B). Provide OHS plan, Baseline OHS Risk Assessment (BRA) with methodology, valid Letter of Good Standing (COIDA or equivalent), and OHS policy signed by CEO. For certified suppliers: submit ISO 45001 certificate or equivalent.

Provide a methodology for the risk assessment as part of the Baseline OHS Risk Assessment (BRA) submission. Submit a valid Letter of Good Standing (COIDA or equivalent).

OHS compliance: Submit signed acknowledgement of Eskom’s OHS legal and other requirements (Annexure B). Provide an OHS plan aligned with Eskom’s health and safety specifications. Conduct and submit a Baseline OHS Risk Assessment (BRA) with methodology for the scope of work. Supply a valid Letter of Good Standing (COIDA or equivalent). OHS policy must be signed by CEO and comply with OHS Act Section 7. For certified suppliers: ISO 45001 or equivalent certification required.

OHS plan must address project/scope OHS risks and align with Eskom’s health and safety specifications. Conduct a Baseline OHS Risk Assessment (BRA) to identify, assess, and manage OHS risks related to the scope of work. Include the methodology used for the risk assessment with the BRA submission. Submit a valid Letter of Good Standing (COIDA or equivalent). OHS policy must be signed by the CEO and comply with OHS Act Section 7.

Submit the Preference Points Claim Form (SBD 6.1) and all required proof or documentation to claim points for specific goals. Failure to submit these will result in no points awarded for specific goals.

Price must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is the total estimated value, including all taxes, calculated at the time of bid invitation.

Submit proof of company registration and type (e.g., Partnership, Close Corporation, (Pty) Ltd, etc.).

B-BBEE: Preference points are awarded for specific goals as per the Preferential Procurement Regulations, 2022. Tenderers must claim points for specific goals and provide supporting documentation. Failure to submit proof results in no points for specific goals.

Fraudulent claims or non-compliance may lead to:

• Disqualification from the tender process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and damages claims.
• Restriction from doing business with any organ of state for up to 10 years.
• Criminal prosecution.

The tenderer must certify that all information provided is true and correct. The organ of state may require documentary proof to substantiate claims for preference points. Fraudulent claims or non-fulfillment of contract conditions may result in:

• Disqualification from the tender process.
• Recovery of costs, losses, or damages.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years.
• Criminal prosecution.

Returnable Documents:

• Valid company registration certificate (must be supplied).
• Vehicle registration papers and driver’s license, or proof of courier services agreement/contract for transportation of stationery.
• Proof of minimum stock levels (50 items per stationery type must be kept at all times).
• Delivery turnaround time commitment: Maximum 7 working days from purchase order issuance to delivery of stationery (PO document and delivery note required).
• Reference letters from at least 5 different companies where stationery was supplied, including contact details for verification.

Required Documents for Submission:

• Valid company registration certificate.
• Vehicle registration papers and driver’s license, or proof of courier services agreement/contract.
• Proof of minimum stock levels (50 items per stationery type).
• Delivery turnaround time commitment (max 7 working days from PO issuance).
• Reference letters from at least 5 clients, including contact details for verification.

Scope: Supply and delivery of office stationery on an 'as and when' required basis to Apollo Converter Substation (Olifantsfontein, Pretoria) and Apollo & CS offices (Simmerpan, Germiston) for 60 months.

Required Stationery Items (Partial List):

• Paper: A4/A3 Sappi Typek White 80 gsm (boxes of 5 reams/2500 sheets).
• Staplers: HD210 Heavy Duty (210 sheets), Juno 210 Plus.
• Staples: 26/6 Primeline 5000, 23/6 Heavy Duty 6mm, 23/10 (10mm), 23/17 (17mm), Giant 66/8 (8mm), 66/11 (13.15mm).
• Hole Punches: P215 Premium 2-hole (light duty), P240 Premium 2-hole 6mm (heavy duty, 40 sheets), DP800 Heavy Duty (63 sheets).
• Notebooks/Books: A4 192-page hardcover (Croxley/Nexx), A5 192-page hardcover.
• Extension Cords: 10m (2-pin non-rounded), 5m (3-way multiplug).
• Batteries: Duracell Plus Heavy Duty AAA (4-pack), Duracell AA Alkaline (4-pack).
• Office Supplies: Steel paper clips (32mm, 50mm, 78mm), binding machines/elements (6mm–51mm), laminating machines/sheets, tape (48mm x 50m buff, duct tape 48mm x 25m silver).
• Writing Instruments: UniBall Gel Roller Pen (0.7mm red), Pilot BL-G2 (blue/black, 0.7mm–1mm), R-Pen Treeline Ballpoint (black, retractable).
• Highlighters/Markers: Felt tip (1.5mm, 0.2mm), assorted colors.
• Whiteboard Accessories: Magnetic duster/eraser (50x95mm), cleaning spray (250ml).
• Filing: A4 plastic pockets (2/3/4-ring binders), twinlock pocket files, carry folders, flip file display books (10–30 pockets).
• Miscellaneous: Prestik (100g), scissors (220mm stainless steel), pen holders, push pins (100pcs), label printers (Brother D450, P-Touch), laminated tapes (12mm–24mm), headsets (Lenovo ThinkPad, VT6300UNC), laser pointers, shredders (micro-cut, P4 security), pop-up flags, rulers, sticky notes (76x76mm, 38x51mm).
• Boards: Magnetic whiteboards (1.5m x 1.2m, 1200mm x 900mm).
• Dividers: A4 monthly/colored/index dividers (PVC).
• Envelopes: 110mm x 220mm (white, 500-pack).
• Safety: Rubber finger pager/thimble (red).

B-BBEE: Minimum Level 4 (60% compliance) required.

Required Stationery Items: Comprehensive list of 78+ items including paper, staplers, staples, hole punches, notebooks, extension cords, batteries, office supplies, writing instruments, highlighters, whiteboard accessories, filing products, miscellaneous office tools, boards, dividers, envelopes, and safety items. Full list available in Table 3-2 of the document.

Submit the fully completed, signed Integrity Declaration Form by the stipulated deadline. This is a mandatory returnable document. Failure to submit it may result in disqualification.

Authorised Representative Declaration:

• The undersigned must declare they are the duly authorised representative of the tenderer.
• Confirm all information furnished is true and correct.
• Acknowledge that false declarations may result in tender rejection and action against the tenderer/JV.

Conflict of Interest Declarations: Tenderers must declare if any of the following apply:

• Tenderer’s employees/directors are also employees/contractors/consultants/directors of NTCSA.
• Tenderer’s employees/directors share roles with NTCSA employees in another entity.
• Tenderer’s legal entity or its representatives are related to NTCSA employees involved in tender specification, evaluation, adjudication, or negotiation.
• Tenderer shares a controlling partner or has a relationship (directly or via third parties) with other tenderers, enabling access to or influence over another tenderer’s bid or NTCSA’s decisions.

Definitions of 'related' and 'control':

• Individuals are related if married, cohabiting, or connected by up to two degrees of consanguinity/affinity.
• An individual is related to a juristic person if they directly/indirectly control it.
• Juristic persons are related if one controls the other, they share a common controller, or one is a subsidiary of the other.
• Control includes majority voting rights, board control, majority interest in a close corporation, or trust control.

Disqualification Risks:

• Abuse of NTCSA’s procurement process (e.g., bid rigging, collusion).
• Fraud or improper conduct in procurement.
• Listing on National Treasury’s Database of Restricted Suppliers or Register for Tender Defaulters.
• Conviction for fraud/corruption in procurement in the past five years.
• Prohibition from doing business with international financial institutions.
• History of failing to meet contractual obligations with the State or state-owned entities.

Additional Requirements:

• Declare if any tenderer employee/director is a State employee (per Public Service Act, 1994).
• Provide proof of authorisation for remunerative work outside public sector employment if applicable.
• Shareholding information must be fully disclosed for all tenderers, including JVs.

Submit bids by the stipulated closing date and time to the correct bid box address. Late bids will not be accepted. Bids must be submitted on the official forms provided (do not re-type) or online. Bidders must attach proof of authority to sign the bid (e.g., resolution of directors). The successful bidder must fill in and sign the SBD7 contract form. Failure to comply with submission rules may disqualify the bid.

Required returnable documents: completed official bid forms (not re-typed), proof of authority to sign the bid (e.g., resolution of directors), B-BBEE certificate or sworn affidavit, TCS/PIN or CSD number, and any additional documents specified in the bid invitation. Bids must be deposited in the bid box at the specified street address.

Supply and delivery of stationery on an 'as and when' required basis to Simmerpan, Apollo, and Centralised Services for a period of 60 months. The successful bidder must sign a written contract form (SBD7).

Submit a total bid price inclusive of all items offered. Pricing must be clear and cover the full scope of the tender.

Bidders must register on the Central Supplier Database (CSD) and upload mandatory information: business registration, directorship/membership/identity numbers, tax compliance status, and banking details. B-BBEE certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points. Tax Compliance Status (TCS) or PIN from SARS is required; bidders may submit a printed TCS or apply via e-filing (register at www.sars.gov.za). For consortia/joint ventures/sub-contractors, each party must submit separate proof of TCS/PIN/CSD number. If no TCS is available but the bidder is registered on CSD, provide the CSD number. Foreign suppliers not resident in RSA or without a branch/permanent establishment/source of income in RSA are exempt from TCS/PIN requirements. Failure to provide required compliance documents may render the bid invalid.

B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points. Certificates must be issued by: an accounting officer (Close Corporation Act), a verification agency accredited by SANAS, or a registered auditor.

The successful bidder must fill in and sign a written contract form (SBD7). The bid is subject to the Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations 2017, General Conditions of Contract (GCC), and any other applicable legislation or special conditions of contract.

Bidders must ensure compliance with tax obligations. Submit a unique Personal Identification Number (PIN) issued by SARS to enable the organ of state to view the taxpayer’s profile and tax status. Application for TCS or PIN may be made via e-filing (register at www.sars.gov.za). For consortia/joint ventures/sub-contractors, each party must submit separate proof of TCS/PIN/CSD number. If no TCS is available but the bidder is registered on CSD, provide the CSD number. Foreign suppliers not resident in RSA or without a branch/permanent establishment/source of income in RSA are exempt from TCS/PIN requirements. Failure to provide required particulars may render the bid invalid.

Scope: Supply and delivery of office stationery for the Apollo & CS Business Unit (BU) on an 'as and when' required basis.

Key Requirements:

• Supply and deliver specified stationery quantities to:
• Apollo Converter Substation in Olifantsfontein, Pretoria
• Apollo & CS offices in Simmerpan, Germiston
• Maintain sufficient stock to meet demand at all times.
• Contract duration: 60 months (5 years).

Deliverables:

• Stationery items as listed in Figure 1 (e.g., A4/A3 paper, staplers, staples, hole punches, notebooks, extension cords, batteries, paper clips, binding machines, laminators, whiteboard accessories, office tools, and electronic accessories like headsets and label printers).
• Quantities and specifications for each item are explicitly detailed (e.g., Sappi Typek White 80 gsm paper, specific brands/models for equipment).
• Some items have technical specifications (e.g., shredder: Micro Cut, A4 feed width, P4 security level, 210W motor).

The tender includes a detailed list of stationery items with quantities, asset numbers, and specifications. Examples include:

• Paper: A4/A3 Sappi Typek White 80 gsm (boxes of 5 reams/2500 sheets).
• Staplers and Staples: Various models and sizes (e.g., HD210 Heavy Duty Stapler, 26/6 Primeline 5000 Staples).
• Hole Punches: Light and heavy-duty models (e.g., P215 Premium 2 Hole Punch, DP800 Heavy Duty Paper Punch).
• Notebooks and Books: A4/A5 hardcover books (e.g., Croxley or Nexx).
• Office Tools: Scissors, paper clips, push pins, rulers, shredders (e.g., Micro Cut, P4 security level).
• Electronic Accessories: Extension cords, batteries (Duracell), headsets (Lenovo, VT6300UNC), label printers (Brother D450, P-Touch).
• Whiteboard Accessories: Magnetic whiteboard dusters, cleaning spray, markers/highlighters.
• Binding and Laminating: Machines and supplies (e.g., binding elements, laminating sheets).
• Miscellaneous: Flip files, arch lever files, clipboards, envelopes, sticky notes, tape (duct, buff).

Note: Quantities for each item are explicitly listed (e.g., 250 boxes of A4 paper, 10 HD210 staplers).

B-BBEE Minimum Level: 60.

Technical evaluation will be based on the criteria specified in the 'Technical Evaluation Criteria for the Apollo & CS Stationery contract' document. Bidders must adhere to these criteria for their submissions to be considered.

Closing date and time: 16 July 2026 at 10h00. Non-compulsory clarification meeting: 25 June 2026 at 11h00 via Microsoft Teams (Meeting ID: 364 634 350 519 423, Passcode: Et6nq3YW). Tender validity period: 120 days from closing date. Clarification queries must be submitted at least 5 working days before the closing date.

NTCSA Representative: Rumani Tshivhandekano, Tel: 013 296 3902, Email: [email protected]. All queries must be directed to the NTCSA Representative. Escalation path: Procurement Manager (via NTCSA Representative) > Middle/Senior Manager Procurement > NTCSA/Group Chief Executive (last resort). Submission portal: https://tenderbulletin.ntcsa.co.za. Standard Conditions of Tender available at www.ntcsa.co.za.

Submit tenders electronically via the NTCSA Tender Bulletin e-tendering website (https://tenderbulletin.ntcsa.co.za) by the closing date and time. No hard copies or zipped files accepted. Ensure the submission status is marked as 'complete'. The latest submission will override previous versions. Upload all documents in PDF format (max 500MB per file, total submission max 4GB). The price list must be submitted in both PDF and Excel formats. Mandatory returnables must be fully completed and signed (where required) by the closing date and time to avoid disqualification. Non-disqualifiable returnables may be requested within 5 working days if incomplete, except for CIDB proof of grading (refer to the returnable table for its prescribed period). Failure to submit mandatory documents or complete information by deadlines will deem the tender non-responsive.

Supply and delivery of stationery on an 'as and when' required basis to Simmerpan, Apollo, and Centralised Services for 60 months. Mandatory requirements: Minimum stock level of 50 items for each stationery type must be maintained at all times. Maximum delivery turnaround time from purchase order issuance to delivery is 7 working days. Supplier must have supplied stationery to at least 5 different companies (reference letters with contact details required for verification). Transportation: Must have own pickup vehicle or a valid courier service agreement. Cataloguing may be required post-award; pricing schedule must include a line item for this if applicable. All materials must comply with NTCSA’s labelling specifications.

Supplier must have at least 5 years of experience in stationery supply (10% for >=5 years, 5% for <5 years). Must provide reference letters from at least 5 different clients (25% for >=5, 0% for <5). Proof of valid company registration is mandatory. For joint ventures, submit a valid JV agreement, confirmation of single business entity operation, and designated bank account details.

Pricing must be submitted via the Bill of Quantities (BOQ) attached under Commercial/NEC. Price list must be in PDF and Excel formats. Pricing is evaluated inclusively of VAT, corrected for errors, and excluding contingencies. Unconditional discounts are considered for evaluation; conditional discounts are applied at payment. Cataloguing costs (if applicable) must be included as a line item in the pricing schedule.

Pricing must be inclusive of VAT, corrected for arithmetical errors, and exclude contingencies. Submit pricing via the Bill of Quantities (BOQ) attached under Commercial/NEC. Unconditional discounts are considered for evaluation; conditional discounts are applied only at payment. Payment terms: For contracts <= R50M (incl. VAT), payment within 30 days of undisputed invoice receipt. For contracts > R50M (incl. VAT), payment within 60 days. Audited financial statements for the previous 18 months (or last year if unavailable) are required. For JVs/SPVs, submit statements for each participant. Start-ups (<12 months) are exempt but must provide statements once available if awarded.

Mandatory: Valid CSD registration (CSD number/report) for all local tenderers and foreign tenderers with a local footprint. Tax clearance certificate required for foreign tenderers with a local footprint and local tenderers (SARS e-filing PIN verification). Foreign tenderers without a local footprint must complete SBD1; no tax compliance proof required. SBD 6.1 Preference Points Claim Form (PPPFA 2022) mandatory. Integrity Declaration Form (Annexure D) and Supplier Integrity Pact (download from www.ntcsa.co.za) required. COIDA certificate of good standing or proof of application (South African tenderers only). Employment Equity Act compliance proof (South African designated employers only). CIDB grading proof not applicable for this tender. Joint ventures must submit a valid JV agreement, confirmation of single business entity operation, and designated bank account details.

Safety requirements: COIDA certificate of good standing or proof of application from the Compensation Fund (South African tenderers only). Additional safety/quality documents may be required as per scope. Suppliers must ensure compliance with all applicable health and safety regulations during delivery and service execution.

Contract terms: NEC3 Supply Contract. Payment terms: <= R50M (incl. VAT) paid within 30 days of undisputed invoice; > R50M paid within 60 days. Tender validity period: 120 days from closing date, extendable by NTCSA without modification. Subcontracting 100% of scope is prohibited. Main contractors must not subcontract with subsidiaries (risk of fronting allegations). NTCSA reserves the right to negotiate with preferred bidders if prices are not market-related.

Functionality (100 points, threshold 75%): Company registration (10%), Transportation (20%), Stock availability (20%), Delivery turnaround (25%), Client references (25%). Price (80 points): Evaluated inclusively of VAT, corrected for errors, excluding contingencies, with unconditional discounts considered. Specific Goals (20 points): B-BBEE status per PPPFA 2022 (Level 1 = 20, Level 8 = 2, Non-Compliant = 0). Final ranking uses 80/20 preferential scoring. Objective criteria (e.g., job creation) may override highest scorer.