Appointment of a service provider to supply and delivery of northern region stationery

• Closing date and time: 22 July 2026 at 11:00 AM.
• No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

• For bidding procedure enquiries: Contact Thulani Mthembu via email at [email protected].
• For technical enquiries: Contact Thulani Mthembu via email at [email protected].
• Note: Do not send quotes to these email addresses; they are for enquiries only.
• No telephone numbers or physical addresses for submission are provided; submission is via e-Tender portal.

• Submit bids directly through the e-Tender e-submission portal. No physical submissions are accepted.
• Bids must be submitted by the closing date: 22 July 2026 at 11:00 AM. Late bids will not be considered.
• Use the official bid forms provided (SBD forms). Do not retype or redraft them; they can be completed online without changing wording.
• Each bid must be complete and include all required documents.
• Bids must be submitted in a sealed envelope (if physical submission is otherwise specified, but e-submission is primary) with the bid number and closing date clearly marked.
• Failure to comply with submission instructions may render the bid invalid.

Valid tax compliance status (SARS PIN/CSD number). B-BBEE certificate or sworn affidavit required for preference points. No state employees or their companies may bid. Foreign suppliers must complete additional questionnaire; may need SARS registration if income in RSA. Must not be listed on Tender Defaulters or Restricted Suppliers register. Must submit all required documentation; incomplete bids will be invalid.

• Scope: Supply and delivery of stationery to multiple ports of entry and offices in the Northern Region.
• Deliveries are required at three primary delivery points:

• Skilpadshek (North West): N4 Lobatse Road, Zeerust, 2865.
• Beitbridge (Limpopo): N1 Musina, 0900.
• Regional Office (Gauteng): 67 Koranna Avenue, DoringKloof, Centurion, Pretoria.

• The detailed list of stationery items, quantities, and delivery points is provided in the Pricing Schedule (SBD3.1), covering over 150 line items across various locations.
• Goods supplied must conform to standards mentioned in the bidding documents and specifications.
• The purchaser reserves the right to inspect the supplier's premises and goods at any reasonable time.
• All pre-bidding testing costs are borne by the bidder.

• Goods must conform to standards specified in the bidding documents.
• The purchaser may inspect the supplier's premises, records, and goods at any reasonable time.
• Inspection costs: Borne by the purchaser if goods comply; borne by the supplier if goods do not comply.
• Rejected goods must be replaced promptly at the supplier's cost.
• Confidentiality: Supplier must not disclose contract details without prior written consent.

• Use SBD3.1 form to submit firm prices only.
• Prices must be exclusive of VAT; VAT is added separately to calculate the grand total.
• Provide unit price and total price for each line item.
• The schedule includes over 150 line items of stationery for delivery to various ports and offices.
• Delivery addresses: Skilpadshek (Zeerust), Beitbridge (Musina), Regional Office (Centurion), and other specified locations.
• All delivery costs must be included in the bid price.

• Pricing must be submitted on SBD3.1 (Pricing Schedule) using firm prices only. Non-firm prices, including those subject to exchange rate variations, are not acceptable.
• The bid price must be inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• The total bid price must cover all delivery costs to the prescribed destinations.
• The successful bidder will be remunerated in South African Rands at a fixed price inclusive of VAT.
• Payment terms: Within 30 days of receipt of an approved invoice, according to an agreed payment schedule.
• Disbursements (if applicable) must not exceed 10% of the total amount paid and require original receipts and prior agreement.

• Tax Compliance: Bidders must submit their SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If not available, provide Central Supplier Database (CSD) number.
• For consortia/joint ventures/sub-contractors, each party must submit separate TCS certificates/PINs/CSD numbers.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Foreign Suppliers: Must complete a questionnaire. If answers are 'NO' to all questions regarding RSA presence/income/tax liability, TCS PIN registration is not required.
• State Employees: Bids from persons in the service of the state, or companies with directors/members who are state employees, will not be considered.
• Proof of authority to sign (e.g., company resolution) must be submitted.
• Failure to provide any required compliance documents may render the bid invalid.

• Contract Duration: The offer must be valid for 120 days from the closing date.
• Warranty: Goods must be new, unused, and free from defects. Warranty period is 12 months after delivery at final destination or 18 months after shipment, whichever is earlier.
• Payment: Within 30 days of invoice submission, in South African Rands.
• Price Variation: Prices quoted are fixed; no variations allowed unless specified in Special Conditions of Contract (SCC).
• Delivery: Must comply with the time schedule prescribed by the purchaser. Delays may incur penalties calculated using the current prime interest rate.
• Termination: The purchaser may terminate for default (e.g., failure to deliver, corrupt practices) or insolvency.
• Penalties: Suppliers may face penalties for late delivery, and restriction from public sector business for up to 10 years for serious breaches.
• Force Majeure: Suppliers are not liable for delays caused by force majeure events if notified promptly.
• Dispute Resolution: Attempt amicable resolution first, then mediation, and finally South African courts.
• Subcontracting: Must notify the purchaser in writing of any subcontracts.
• Assignment: Cannot assign obligations without purchaser's prior written consent.
• Amendments: No changes to contract terms except by written agreement.

• The evaluation uses the 80/20 preference point system (80 points for price, 20 for specific goals).
• Specific goals points are allocated for Black ownership (10 points max), Women ownership (7 points max), and Youth ownership (3 points max).
• Points are awarded based on percentage ownership as detailed in SBD6.1.
• Bidders must submit proof (B-BBEE certificate or affidavit) to claim points.
• The organ of state reserves the right to verify any claims before or after adjudication.