Panel of service providers for supply & delivery of stationery – moqhaka local municipality (3-Year contract)

Closing date: 17 November 2026 at 12h00

Briefing session: none specified. The document notes that site/information meetings, if specified, are compulsory, but no date, time, or venue is given for this tender.

Enquiries – SCM Unit:

• Telephone: 056 216 9186
• Email: [email protected]

Technical enquiries:

• Contact: Mr. D Mathebula
• Email: [email protected]
• Telephone: 056 216 9254

Submission address:

Moqhaka Local Municipality (Magasyn Building)

Cnr 11th & 12th Way

Kroonstad

9499

Bid documents available for download at www.etender.gov.za

Submission method: sealed envelope deposited in the bid box at Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad, by no later than 12h00 on the closing date. Envelope must be endorsed with the tender number and title. No email, fax, or late submissions accepted.

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

• MBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD4 (Declaration of Interest): discloses any director or shareholder employed by the state or connected to the municipality.
• MBD6.1 (Preference Points Claim Form): claims B-BBEE preference points under the Preferential Procurement Regulations 2022.
• MBD7.1 (Contract Form – Purchase of Goods/Services): to be signed by the successful bidder.
• MBD8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• MBD9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Bank details form.
• Pricing schedule (Annexure B) – every item must be priced.
• Evidence in support of compliance to specifications.

Disqualification risks:

• Tender documents not completed in black pen ink and signed by an authorised signatory.
• Retyped tender documents.
• Missing pages or unauthorised alterations.
• Failure to include any compulsory documentation (e.g., CSD proof, tax clearance, insurance certificate).
• Late, faxed, or emailed submissions.

Evaluation stages:

1. Pre-qualification: valid goods-in-transit insurance certificate with minimum value of R300 000 (VAT inclusive) – mandatory, disqualifies if absent.
2. Functional/technical evaluation (Annexure A): minimum score of 75 out of 100 to proceed.
3. Preference points: 80/20 system – 80 points for price, 20 points for specific goals (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10).

Functional/technical criteria (Annexure A):

• Company experience in similar projects (40 points): 5 or more appointment letters/purchase orders = 5 points; 4 = 4 points; 3 = 3 points; 2 = 2 points; 1 = 1 point; none = 0. Letters must be signed, from clients, with contact details.
• Financial capacity (30 points): bank rating letter not older than 3 months from closing date, stamped by bank. Code A = 5 points, Code B = 4, Code C = 3, not attached = 0.
• Delivery lead time (10 points): 10 or fewer business days = 5 points, with signed guarantee letter on company letterhead; no letter = 0.
• Delivery vehicle (20 points): proof of ownership (Natis) or signed letter of intent to hire with Natis = 5 points; no proof = 0.

Panel composition: maximum of 5 service providers with the highest points will be appointed.

Scope: Supply and delivery of stationery to Moqhaka Local Municipality on an as-and-when-needed basis for a period of three years.

Detailed bill of quantities (Annexure B) covers, among others:

• Paper: A4 and A3 white and colour paper (80gsm), reams of 500.
• Envelopes: C4, C5, DL sizes, white and brown, with printed municipal logo.
• Books and pads: counter books, exam pads, shorthand notebooks, diaries, leave books, vehicle log books, bin cards.
• Writing and correction: ballpoint pens, permanent markers, whiteboard markers, highlighters, pencils, erasers.
• Office supplies: glue sticks, tapes, paper clips, staples, punchers, scissors, rulers, batteries, calculators.
• Filing and storage: lever arch files, suspension files, dividers, storage boxes, memory sticks.

Delivery: items must be delivered as per the delivery lead time quoted in the pricing schedule. The municipality may change quantities of specific items; the successful bidder will be given an opportunity to accept or decline, and if declined, the contract may be offered to the next bidder.

Performance: monthly performance monitoring in line with the Service Level Agreement (SLA); documented non-performance leads to exclusion from quotation rotations or removal from the panel.

No specific methodology or execution plan is required beyond the pricing schedule and delivery lead time commitments.

Company experience in similar projects (Supply & Delivery of any items) is scored as follows:

• 5 or more appointment letters or purchase orders: 5 points
• 4: 4 points
• 3: 3 points
• 2: 2 points
• 1: 1 point
• None: 0 points

Letters must be signed by clients and include contact details for verification.

Financial capacity: bank rating letter not older than 3 months from closing date, stamped by bank. Code A = 5 points, Code B = 4, Code C = 3, not attached = 0.

Delivery vehicle: proof of ownership (Natis) or signed letter of intent to hire with Natis = 5 points; no proof = 0.

Goods must conform to standards in the bidding documents and specifications.

Inspections, tests, and analyses: bidder's premises open for inspection; costs of failed inspections borne by supplier; non-compliant goods may be rejected and must be replaced at supplier's cost.

Warranty: 12 months from delivery/acceptance or 18 months from shipment, whichever earlier; defective goods repaired or replaced at no cost to purchaser.

Bidders must price every item in the Bill of Quantities (Annexure B); failure to price all items results in non-compliance.

The BOQ includes a wide range of stationery items across categories: paper, envelopes, books & pads, writing & correction, office supplies & desk accessories, filing & storage. Each item has a unit of measure (e.g., box, each, pack) and requires a unit price (excl. VAT) and delivery lead time.

Prices are fixed for the first 12 months; escalation from the second year per SLA.

A fixed rate will be calculated from successful bidders' prices and offered through negotiation to ensure fair rotation.

Pricing: bidders must price every item in the Bill of Quantities (BOQ); failure to price all items results in non-compliance.

Prices: fixed for the first 12 months; escalation provided for from the second year as per the SLA.

Payment: within 30 days of invoice submission; payment in Rand.

Insurance: valid goods-in-transit insurance certificate with minimum value of R300 000 (VAT inclusive) – mandatory, disqualifies if not included.

Performance security: not specified in the tender document.

VAT: invoices must show VAT clearly; municipality VAT registration number is 4000846578.

Mandatory registrations and documents:

• CSD registration: proof of registration must be attached; municipality cannot do business with unregistered suppliers.
• Tax clearance: valid original Income Tax Clearance Certificate or SARS unique PIN; each member of a consortium/joint venture must submit a separate certificate or PIN.
• Company registration (CIPC/CK): showing company name, registration number, date of registration, and active directors/members.
• Identity documents: certified copies of all directors' IDs, not older than 6 months (180 days).
• Municipal rates and taxes: statement, clearance certificate, completed municipal form, tribal authority letter, valid lease agreement, or certified affidavit (if statement in landlord's/director's name) – not older than 3 months, in the company's name.
• B-BBEE: SANAS-accredited B-BBEE certificate or sworn B-BBEE affidavit signed by a commissioner of oaths; failure results in no preference points for Historically Disadvantaged Individuals (Black People).
• CIDB: registration and grading certificate, where applicable.
• Joint venture agreement, if applicable.

Disqualification: no contract with bidders whose tax matters are not in order or whose municipal rates and taxes are in arrears.

No specific health and safety requirements are stated in the tender document beyond general conditions of contract.

Contract duration: 3 years.

Warranty: goods must be new, unused, current models, free from defects for 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier.

Payment: within 30 days of invoice; in Rand.

Prices: fixed for first 12 months; escalation from second year per SLA.

Variation orders: changes up to 15% of contract value may be instructed; unit price reductions may be requested for measurable quantities.

Assignment/subcontracting: requires prior written consent; subcontracts must be notified in writing.

Delays: penalties may be imposed at prime interest rate per day of delay; termination possible for default.

Termination for default: if supplier fails to deliver, perform obligations, or engages in corrupt/fraudulent practices; restriction from public sector business up to 10 years possible.

Force majeure: relieves liability if event beyond control.

Disputes: amicable resolution, then mediation, then South African courts.

Liability: limited to total contract price, except for criminal negligence, wilful misconduct, or infringement.

Language: contract in English.

Applicable law: South African law.

Evaluation uses the 80/20 preference points system: 80 points for price, 20 points for specific goals (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10).

Pre-qualification: valid goods-in-transit insurance certificate (minimum R300 000) – mandatory.

Functional/technical evaluation (Annexure A): minimum score of 75 out of 100 to proceed. Criteria include company experience (40 points), financial capacity (30 points), delivery lead time (10 points), and delivery vehicle (20 points).