Supply and delivery of a4 printing paper for a 24-Month period, as and when required (EWSETA/RFQ047/2026-27)

Closing date and time: Tuesday 04 November 2026 at 13:00

Issue date: Thursday 28 October 2026

Bid validity: 90 working days from the closing date

Clarification response deadline: within 48 hours of an EWSETA request

No compulsory briefing or site visit is specified.

Enquiries (all in writing)

• Email: [email protected]
• Telephone: 011 274 4700

Submission

• Method: email
• Submission email: [email protected]

Delivery address

EWSETA head office

22 Wellington Road

Parktown

2193

Fraud and ethics hotline

• Free call: 0800 611 205
• Email: [email protected]
• Sms: 30916
• Website: www.thehotline.co.za

Submission method: email

Submission email: [email protected]

Closing: Tuesday 04 November 2026 at 13:00

Late bids: not considered under any circumstances; a bid is late if it arrives after 13:00 on or after the closing date.

Bid validity: 90 working days from the closing date.

Format: a comprehensive proposal together with the pricing schedule; the pricing schedule must be completed in the prescribed format without alterations.

Returnable documents (Stage 1 administrative compliance):

• CIPC company registration documents.
• Declaration that neither the company nor its directors appear on the National Treasury Database of Restricted Suppliers or the Register of Tender Defaulters.
• CSD (Central Supplier Database) report or registration number.
• Valid B-BBEE certificate from a SANAS-accredited verification agency, or a completed and commissioned B-BBEE affidavit for EMEs and QSEs.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule — Firm Prices): the priced offer.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims the 20 specific-goals points.
• Annexure 5 (EWSETA General Conditions of Purchase): signed on the last page and initialled on every page.
• SARS tax pin or tax clearance certificate.
• Annexure 6 (POPI consent form) for the processing of personal information.
• Valid proof of banking details.
• VAT declaration, with the VAT registration number if registered.

Missing administrative documents do not disqualify a bid at Stage 1, but all of them must be provided before award if the bidder is recommended.

Disqualification risks:

• Late submission.
• Incomplete or altered pricing schedule.
• Failure to declare VAT status or provide a valid VAT number where registered.
• Plagiarism in the bid or in supporting documents.
• Tax matters not in order at the time of award.
• Failure to respond to a request for clarification within 48 hours.

Two-stage evaluation.

Stage 1 — pre-qualification: returnable administrative documents.

Stage 2 — price and specific goals under the 80/20 preference point system (Preferential Procurement Regulations 2022):

• Price: 80 points
• Specific goals (B-BBEE status level): 20 points
• Total: 100 points

Price points formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.

B-BBEE points (80/20 system):

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant contributor: 0

Bidders who do not submit B-BBEE proof, or who are non-compliant, are not disqualified but score 0 out of 20 for B-BBEE and can only score on price.

A trust, consortium or joint venture must submit a consolidated B-BBEE certificate for each bid.

No B-BBEE points are awarded where the bidder intends subcontracting more than 25% of the contract value to an enterprise that does not qualify for at least the same points, unless that subcontractor is an EME able to execute the work.

Financial proposals are compared on total bid price including VAT.

Scope: supply and delivery of A4 printing paper to EWSETA over a 24-month period, as and when required.

Quantity: 50 boxes of A4 printing paper.

Delivery point: EWSETA head office, 22 Wellington Road, Parktown 2193.

Delivery basis: as and when required for the duration of the contract; all delivery costs must be included in the bid price.

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

Warranty: goods must be new, unused and of the most recent model; warranty valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever is earlier.

Packing must prevent damage or deterioration in transit.

Scheduled outages, after-hours or weekend work must be included in the total cost and not charged separately.

The service provider and its staff must comply with the EWSETA employee code of conduct.

EWSETA invites reputable service providers with extensive experience and the ability to supply and deliver A4 printing paper over a 24-month period as and when required.

SBD 3.1 (Pricing Schedule — Firm Prices) must be completed on the bidder's company letterhead in the prescribed table: 50 boxes of A4 printing paper, unit price, total, VAT at 15%, and total including VAT.

Only firm prices are accepted; non-firm prices, including those subject to exchange rate variation, will not be considered.

The schedule must be completed without alterations for comparability; failure to do so may disqualify the bid.

All applicable taxes must be included in the bid price.

All delivery costs must be included in the bid price for delivery to the prescribed destination.

The offer must be valid for 90 working days from the closing date.

Where different delivery points affect pricing, a separate pricing schedule must be submitted for each delivery point.

Pricing: firm prices only; non-firm prices, including prices subject to exchange rate variation, will not be considered.

Pricing schedule: compulsory, on the bidder's company letterhead, in the prescribed table without alterations — 50 boxes of A4 printing paper, unit price, total, VAT at 15%, and total including VAT. Failure to complete it as prescribed may disqualify the bid.

Comparison: total bid price including VAT.

Payment: within 30 days of a valid tax invoice and supporting documents; no upfront payments.

Performance security: the successful bidder must furnish the performance security specified in the Special Conditions of Contract within 30 days of the award notification; it is released within 30 days after completion of performance obligations, including warranty obligations.

Probation period: 30 days applies to the agreement.

Bidders must submit valid proof of banking details.

EWSETA will not reimburse bid preparation costs.

CSD: registration on the Central Supplier Database with a CSD report or number; where no SARS tax compliance PIN is available, a CSD number must be provided.

Tax: a valid SARS tax compliance status PIN or printed TCS certificate; tax matters must be in order and reflected on CSD at the time of award. Consortia, joint ventures and subcontractors must each submit a separate TCS certificate/PIN and CSD number.

CIPC: company registration documents.

B-BBEE: valid certificate from a SANAS-accredited agency, or a completed and commissioned affidavit for EMEs and QSEs; required to claim the 20 specific-goals points.

Restricted suppliers: bidders must declare that neither the company nor its directors are listed on the National Treasury Database of Restricted Suppliers or the Register of Tender Defaulters.

State employees: bids are not accepted from persons in the service of the state, companies with such directors, or close corporations with such members.

VAT: bidders must declare VAT status and provide a valid VAT number if registered.

POPIA: Annexure 6 consent form must be completed.

Ethics: bidders must confirm they have not engaged in fronting, collusion or corrupt practices; a guilty finding leads to disqualification and reporting under Treasury Instruction Note /22.

Contract duration: 24 months, supply as and when required.

Probation period: 30 days.

Contract formation: a contract exists only once reduced to writing and signed by the duly authorised representatives of both parties; EWSETA's designated responsible person is the Chief Executive Officer or a written delegate.

Performance security: to be furnished within 30 days of award notification in the amount stated in the Special Conditions of Contract, by bank guarantee, irrevocable letter of credit, or cashier's/certified cheque; released within 30 days after completion of performance obligations, including warranty obligations.

Payment: within 30 days of a valid tax invoice and supporting documents; no upfront payments.

Price: prices may not vary from those quoted, except adjustments authorised in the Special Conditions of Contract or on extension of bid validity.

Warranty: 12 months from delivery and acceptance, or 18 months from shipment, whichever is earlier; defective goods must be repaired or replaced at the supplier's cost.

Inspection: supplies may be inspected, tested or analysed and rejected if non-compliant; rejected goods are held, removed and replaced at the supplier's cost and risk.

Contract management: managed under Treasury Regulation 16A9; non-performance may lead to withholding of payments, contract termination and/or reporting to National Treasury.

Amendments: only by written amendment signed by both parties; no term may be changed without written confirmation from the EWSETA CEO or delegate.

Assignment and subcontracting: assignment requires EWSETA's prior written consent; subcontracts must be notified in writing and do not relieve the supplier of liability.

Confidentiality: contract documents and information may not be disclosed or used outside performance of the contract without prior written consent.

Staff changes during the engagement require consultation with and approval by EWSETA.

Clarifications: bidders must respond to requests for further information within 48 hours or risk disqualification.

EWSETA may cancel the RFQ at any stage and is not obliged to make an appointment.

Evaluation follows EWSETA's SCM Policy and the Preferential Procurement Regulations 2022, using the 80/20 preference point system.

Stage 1 — pre-qualification: returnable administrative documents.

Stage 2 — price and specific goals.

Points:

• Price: 80
• Specific goals (B-BBEE status level): 20
• Total: 100

Price points formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin).

B-BBEE points (80/20): Level 1 = 20; Level 2 = 18; Level 3 = 14; Level 4 = 12; Level 5 = 8; Level 6 = 6; Level 7 = 4; Level 8 = 2; non-compliant = 0.

Bidders who fail to submit B-BBEE proof, or who are non-compliant, are not disqualified but score 0 out of 20 for B-BBEE and can only score on price.

A trust, consortium or joint venture must submit a consolidated B-BBEE certificate for each bid.

No B-BBEE points are awarded where the bidder intends subcontracting more than 25% of the contract value to an enterprise that does not qualify for at least the same points, unless that subcontractor is an EME able to execute the work.

Financial proposals are compared on total bid price including VAT.

The pricing schedule is compulsory; failure to complete it as prescribed and without alterations may disqualify the bid.

Only firm prices are accepted; non-firm prices, including those subject to exchange rate variation, will not be considered.

Bidders must complete a VAT declaration and provide a valid VAT number if registered; failure may lead to disqualification or non-evaluation.