Supply, delivery and offloading of paper, printing media and lithographic ink for the city of tshwane (as and when required)

Supply chain enquiries:

• Contact: Josia Masenya
• Telephone: (012) 358 0658
• Email: [email protected]

Technical enquiries:

• Contact: Shumani Ravele
• Telephone: 012 358 7474
• Email: [email protected]

Submission address (online portal):

City of Tshwane

Supply Chain Management

Tshwane House

320 Madiba Street

Pretoria

0001

Delivery address for stock:

Printing Services

1st Floor, Middestad Building

252 Thabo Sehume Street

Pretoria

Submission method: online via the City of Tshwane e-tender portal; do not place bids in the tender box.

Closing time: 10:00 on 19 November 2026.

Bid validity: 90 days after the closing date.

Returnable documents (all compulsory):

• Pricing schedule: every item must be priced; an incomplete schedule disqualifies the bid.
• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 4 (Declaration of Interest): discloses any state employment or connection to the evaluating officials; failure to declare an interest disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points.
• MBD 7.2 (Contract Form – Rendering of Services): signed acceptance of the contract terms.
• MBD 8 (Declaration of Past Supply Chain Management Practices): discloses any restriction or non-performance history.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently.
• Company registration certificate (CIPC).
• Tax compliance status PIN or CSD number.
• B-BBEE certificate or sworn affidavit (EME/QSE).
• Municipal account statement (not older than 3 months, not in arrears for more than 90 days) or signed lease agreement or councillor's letter.
• CSD summary report.
• Audited financial statements for the last three years, or proof that audit is not legally required.
• Joint venture agreement, signed by all parties, if bidding as a JV.
• Letter of authorisation or delegation of authority if the signatory is not a director, member, owner or shareholder.

Format rules:

• Complete documents in black ink; no retyping or scanning.
• Price corrections must be crossed out in ink and initialled; correction fluid (Tippex) is prohibited and will lead to the item or the whole bid being rejected.
• All documents must be fully completed and signed; blank spaces may invalidate the bid.

Late bids will not be considered.

Two-stage evaluation:

1. Administrative compliance: all compulsory returnable documents must be submitted and valid.
2. Preference point system: 80/20 under the Preferential Procurement Policy Framework Act and Regulations 2022.

Points allocation:

• Price: 80 points.
• Specific goals: 20 points, broken down as:
• B-BBEE status level: Level 1 = 8, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane = 4 points, Gauteng = 2 points, national = 1 point.

Minimum qualifying score: none stated.

Market analysis: the City may investigate whether the offered price is viable. A bidder who confirms it cannot deliver at that price will be disqualified as non-responsive; one who confirms it can will enter a tighter contract with performance monitoring. The City may negotiate a market-related price with the highest, then second-highest, then third-highest scoring bidder; if no agreement is reached, the quotation may be cancelled.

Scope: supply, delivery and offloading of paper, printing media and lithographic printing ink for the City of Tshwane's Corporate Printing Service, on an as-and-when-required basis. Stock is ordered only when needed; no fixed quantities are guaranteed.

Delivery point: Printing Services, 1st Floor, Middestad Building, 252 Thabo Sehume Street, Pretoria.

Category A – Specialised paper:

• Carbon paper, 60 gsm, 500 sheets per ream, in CB, CF and CFB, colours white, yellow, green, blue and pink, size 650 mm x 920 mm.
• Film centred boards, 240 gsm, 100 sheets per ream, 640 mm x 510 mm, in white, yellow, dark, red, green and orange.
• Tokai boards, 240 gsm, 250 sheets per ream, 770 mm x 1020 mm (core), in yellow, white, green and blue.
• Tokai boards, 160 gsm, 500 sheets per ream, 860 mm x 610 mm, in yellow, white, blue, red and green.
• Milano boards, 160 gsm, 500 sheets per ream, grey 1020 mm x 770 mm.
• Eskia boards, 790 gsm, grey 1020 mm x 770 mm, sold per sheet.
• Eltoro board, 240 gsm, white 1020 mm x 770 mm, 250 sheets per ream.
• Ultra white ivory board, smooth, 300 gsm, 100 sheets per ream, in A4 (210 mm x 297 mm), A3 (297 mm x 420 mm) and SRA3 (320 mm x 420 mm).
• Ultra white ivory board, matt, 160 gsm, 500 sheets per ream, in A4, A3 and SRA3.

Category B – Paper binders:

• Plastic comb spiral binders in black and white, sizes 51 mm, 32 mm, 25 mm, 16 mm, 10 mm and 8 mm, supplied in boxes of 50 or 100 depending on size.

Category C – Printing consumables:

• Padding glue, white, 5 kg.
• Alcohol, 25 litres.
• Roller wash, 25 litres.
• Positive developer, 5 litres.
• Positive plates, 605 mm x 745 mm x 0.30 mm, per plate.
• Positive plates, 410 mm x 400 mm x 0.15 mm, per plate.
• Damper wash, 5 litres.
• Plate cleaner, 5 litres.
• Positive plate gum, 5 litres.
• Fountain solution, 5 litres.
• Printing ink, black, 2.5 kg.
• Colora cloth / Eratec reels, 100 cm x 50 m, in black, white, grey, green, dark blue and red.

Quantities are estimates only; the City may increase or decrease them subject to budget availability.

Pricing: complete the pricing schedule in South African rand, exclusive of VAT, with a unit price and total for every item. VAT at 15% is added in the summary of totals.

Bid security: none stated.

Performance guarantee: none stated.

Retention: none stated.

Payment terms: not stated.

Market analysis: the City may test whether the offered price is viable. A bidder who cannot confirm it can deliver at that price will be disqualified as non-responsive; one who can will enter a tighter contract with performance monitoring. The City may negotiate a market-related price with the highest, then second-highest, then third-highest scoring bidder; if no agreement is reached, the quotation may be cancelled.

Financial statements: audited financial statements for the most recent three years, or from date of establishment for younger companies, or proof that audit is not legally required.

CSD registration: mandatory; only bidders registered on the Central Supplier Database with a CSD number will be considered.

Tax compliance: valid SARS tax compliance status PIN or CSD number; tax status must be compliant before award.

B-BBEE: a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) is required to claim preference points. No minimum B-BBEE level is set.

Municipal accounts: the bidding company and all South African owners, members, directors or major shareholders must provide a municipal account statement not older than 3 months and not in arrears for more than 90 days, or a signed lease agreement, or a councillor's letter for informal settlement or rural areas.

Company registration: CIPC certificate required.

Audited financial statements: most recent three years, or from date of establishment, or proof that audit is not legally required.

Joint ventures: a JV agreement signed by all parties is required, and the same JV must continue for the contract duration unless the City approves a change.

Signatory authority: if the signatory is not a director, member, owner or shareholder, a letter of authorisation or delegation of authority must be submitted.

State employees: no bid will be accepted from persons in the service of the state; any interest in related companies must be declared on MBD 4, and failure to declare disqualifies the bid.

Foreign suppliers: must complete the foreign supplier questionnaire in MBD 1 Part B:3.

Disqualification risks:

• Late submission.
• Incomplete pricing schedule.
• Use of correction fluid on the price schedule.
• Failure to submit any compulsory returnable document.
• Failure to declare an interest on MBD 4.
• Submission by a person in the service of the state.