Supply and delivery of stationery to sadpmr – 36-Month panel appointment (RFB 04-2026)

Closing date: 13 November 2026 at 09:00 (from tender record).

Briefing session: not specified in the document.

No contact details are provided in the document.

Returnable documents: all mandatory documents, declarations, schedules, certificates, and information required by the RFP must be submitted. Bidders must submit signed reference letters from current or previous clients where required by the bid specifications.

Disqualification risks:

• Failure to submit any mandatory document, declaration, schedule, certificate, or information.
• Non-compliance with mandatory requirements, specifications, terms, or conditions.
• Submission of false, inaccurate, misleading, incomplete, or fraudulent information.
• Obtaining or benefiting from confidential or proprietary information not available to all bidders.
• Conduct that compromises the fairness, transparency, competitiveness, or integrity of the procurement process.
• Engaging in collusive tendering, anti-competitive conduct, or corrupt, unethical, or unlawful conduct.
• Being listed on the Register of Tender Defaulters or the List of Restricted Suppliers.
• Being convicted of fraud, corruption, forgery, or related offences.
• Failure to provide satisfactory evidence to refute findings of fronting when investigated.

Submission method: not specified in the document.

Closing time: not specified in the document.

Evaluation stages and scoring split are not specified in the document.

Mandatory requirements for award:

• Bidders must be tax compliant.
• Bidders must not be listed on the Register of Tender Defaulters or the List of Restricted Suppliers.
• Bidders must not have been convicted of fraud, corruption, forgery, or related offences.
• Bidders must not engage in collusive tendering, anti-competitive conduct, or any corrupt, unethical, or unlawful conduct.
• Bidders must not have obtained or benefited from confidential or proprietary information not available to all bidders.
• Bidders must not have access to any SADPMR proprietary information that may have unfairly advantaged them.
• Bidders must provide satisfactory evidence to refute any findings of fronting if investigated.
• Bidders must disclose any actual or potential conflicts of interest.
• Bidders must submit signed reference letters where required by the bid specifications.

SADPMR may award to a bidder that is not the lowest priced or highest scoring, provided the award is in accordance with applicable legislation and the best interests of SADPMR.

Scope of work: appointment of a panel of stationery service providers.

Specific quantities, delivery locations, and service levels are not specified in the document.

Where required in the bid specifications, bidders must submit signed reference letters from current and/or previous clients demonstrating successful delivery of similar services. Reference letters should, where applicable, indicate contract value, contract period, and industry or sector in which the services were rendered. SADPMR reserves the right to conduct due diligence investigations and independently verify all information submitted by bidders.

SADPMR reserves the right to conduct site inspections, due diligence investigations, product evaluations, explanatory meetings, reference checks, or verification exercises at the bidder's premises, client sites, or any other location deemed necessary, either before or after adjudication. SADPMR may request any additional information, agreements, supporting documents, or clarifications necessary to verify information submitted by bidders. SADPMR may correct any errors, omissions, ambiguities, or inconsistencies in the bid documents or bid process at any stage. SADPMR may amend bid specifications, conditions, validity periods, or closing dates before the bid closing date; such amendments will be communicated to bidders through appropriate channels.

By submitting a bid, the bidder undertakes to provide the goods and/or services described in its bid response in accordance with the specifications, terms, and conditions contained in the bid document. The bidder remains bound by its bid for the validity period stated in the bid documentation. The bidder confirms that it has satisfied itself as to the correctness and completeness of its bid and that the prices quoted include all costs, obligations, and liabilities necessary for the proper performance of the contract. Any errors, omissions, or miscalculations in the bidder's pricing are for the bidder's sole account and risk. The successful bidder accepts full responsibility for the proper execution and fulfilment of all obligations arising from the resulting contract and any Service Level Agreement concluded with SADPMR.

Pricing format: not specified.

Bid security, bonds, guarantees, retention, and payment terms are not specified.

Pricing obligations:

• Prices quoted must include all costs, obligations, and liabilities necessary for proper performance of the contract.
• Any errors, omissions, or miscalculations in pricing are for the bidder's sole account and risk.
• The bidder remains bound by its bid for the validity period stated in the bid documentation.
• SADPMR may negotiate pricing during the contract period if goods or services become available at more competitive market-related prices; if the contracted supplier cannot match such pricing, SADPMR may procure outside the contract.

Availability of funds:

• Continuation of any resulting contract is subject to availability of funds.
• SADPMR may suspend or terminate the contract, in whole or in part, upon written notice if funding becomes unavailable.
• The contractor is entitled to payment for services properly rendered up to the effective date of suspension or termination.

Tax compliance:

• No award will be made to a bidder that is not tax compliant.
• SADPMR may withdraw an award or terminate a contract if the bidder was not tax compliant at award, submitted fraudulent tax information, or becomes non-compliant during the contract period.

Tender defaulters and restricted suppliers:

• No award will be made to any bidder listed on the Register of Tender Defaulters or the List of Restricted Suppliers maintained by National Treasury.
• SADPMR may withdraw an award or terminate a contract if a bidder is placed on any such register or list.

B-bbee:

• SADPMR supports Broad-Based Black Economic Empowerment and condemns any form of fronting.
• SADPMR may investigate any bidder where there is reason to believe fronting practices exist.
• Where indicators of fronting are identified, the bidder must provide satisfactory evidence to refute such findings within the period stipulated by SADPMR.
• Failure to provide satisfactory evidence may result in disqualification, termination of contract, reporting to authorities, and restriction from doing business with organs of state.

Conflict of interest, corruption and fraud:

• Bidders must not engage in collusive tendering, anti-competitive conduct, or seek unlawful assistance or preferential treatment.
• Bidders must not offer, solicit, or accept gifts, inducements, gratuities, commissions, or other benefits intended to influence procurement decisions.
• Bidders must not provide false, misleading, or fraudulent information.
• Bidders must not have engaged in corrupt, unethical, or unlawful conduct in relation to any public procurement process.
• Bidders must not have been convicted of fraud, corruption, forgery, or related offences.

CSD registration, CIPC registration, CIDB grading, and local content requirements are not specified in the document.

All information contained in or relating to the bid process is confidential. Bidders must not disclose, reproduce, distribute, publish, or otherwise make available any information relating to the bid without prior written consent of SADPMR, unless required by law. All bid documents and information supplied by SADPMR remain the property of SADPMR and must be returned upon request. Bidders must ensure that all confidential information obtained from SADPMR is protected against unauthorised access, disclosure, or use. The bidder must declare that it has not had access to any SADPMR proprietary information or any information that may have unfairly advantaged it over other bidders.

The South African Diamond and Precious Metals Regulator (SADPMR) is a Schedule 3A PFMA entity established under the Diamonds Act, 1986 (as amended) and the Precious Metals Act, 2005. It requires a panel of service providers to supply and deliver stationery to its offices for a period of 36 months.

Closing date: 13 November 2026 at 11:00 AM.

No briefing or site visit is stated.

Issued by: The Chief Executive Officer, South African Diamond and Precious Metals Regulator.

Postal address: P.O. Box 16001, Doorfontein, 2028.

Specification enquiries:

• Contact: Ms. Cynthia Khadiamovha
• Email: [email protected]
• Telephone: (011) 223 7000

Administration enquiries:

• Contact: Mr. Njabulo Mavuma
• Email: [email protected]
• Telephone: (011) 223 7000

Submission address: Corner Bonaero Drive and Cote D Azur Avenue, Kempton Park 1622.

Submission method: physical delivery to the SADPMR offices.

Submission address: Corner Bonaero Drive and Cote D Azur Avenue, Kempton Park 1622.

Closing time: 13 November 2026 at 11:00 AM.

Bids must be submitted on the bidder's business letterhead.

All bids must be submitted on the official forms provided; forms must not be re-typed.

Late bids will not be considered.

Returnable documents (all must be completed and signed):

• SBD 1 (Invitation to Bid): cover page with bidder and contact details.
• SBD 4 (Declaration of Interest): discloses any connection to state employees or the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• SBD 7 (Contract Form): to be signed by the successful bidder.
• CSD full registration report (latest download, tax compliant status).
• CIPC registration documents.
• ID copies of company directors.
• B-BBEE certificate or sworn affidavit.
• Proof of authority (e.g. company resolution) for the signatory.
• For joint ventures: signed JV agreement.

Disqualification risks:

• Any mandatory document missing or unsigned.
• Submission after the closing time.
• Bidder or directors being in the service of the state.
• Bidder listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Evaluation is in two phases.

Phase 1 – Pre-qualification (administrative and mandatory compliance):

• Administrative: JV agreement (if applicable), SBD 1, SBD 6.1, B-BBEE certificate/affidavit, CSD report, CIPC documents, ID copies of directors.
• Mandatory: fully completed and signed SBD 4.
• Bids failing any mandatory requirement are disqualified.

Phase 2 – Functionality (scored out of 100 points):

• Relevant experience (50 points): submit 3 contactable reference letters for stationery supply/delivery within the past 5 years. Letters must describe work done and duration. Scoring: 0–1 years = 0; 2–4 years = 30; 5+ years = 50. Reference letters may not be replaced by agreements, contracts, or purchase orders.
• Proof of business address (30 points): municipal bill dated within 3 months before closing, or a signed lease agreement. Scoring: non-submission = 0; outside Gauteng = 5; within Gauteng = 30.
• Financial capability (20 points): bank statement showing positive balance (electronically or bank stamped) as at bid closure, and/or a signed commitment letter from a registered financial service provider. Scoring: no proof = 0; proof = 20.

Minimum qualifying score: 80 points or more to be appointed to the panel.

Scope: Supply and delivery of stationery to SADPMR offices as and when required, for a period of 36 months.

The item list is not exhaustive. It includes:

• Printer cartridges: HP CF210A black, CE320A black, CE321A cyan, CE322A yellow, CF400A black, CF401A cyan, CF402A yellow, CF403A magenta, CF540A black, CF541A cyan, CF542A yellow, CF543A magenta, CF280A black.
• General stationery: stamp pads, stick notes, paper cubes, post-it flags, calculators, staplers, staples, sellotape, punchers, staple removers, rubber bands, scissors, file fasteners, fingerettes, whiteboard cleaner, fold-back clips, waste bins, paper cube holders, folders, printing paper (A4 blue, A3 reams, A4 boxes), erasers, pencil sharpeners, lever arch files, pens (black/red), rulers, permanent markers, whiteboard markers, flip chart markers, envelopes (C4, C3, DL), punched filing sleeves, tape dispensers, frosted sheets, tab indexes, plastic binding, display books, suspension files, clipboards, sealing bags, bidding bags.
• Specialised items: Kimberley Process Certificate Books, Diamond Sorting Pads (5 in a box), KPC bags, Form D – Diamond Brokers Book, J(i) to J(v) Registers.

Supply and deliver stationery to SADPMR offices as and when required.

The list of items is not exhaustive; the panel must be able to supply the listed items and possibly additional stationery.

Bidders must submit 3 contactable reference letters for relevant supply and delivery of stationery.

Reference letters must include a description of the work done and the duration, and must be within the past five years.

Scoring: 0–1 years = 0 points; 2–4 years = 30 points; 5+ years = 50 points.

Reference letters may not be replaced by letters of agreement, contracts, or purchase orders.

No bid security, bond, or guarantee is stated.

Financial capability is a functionality criterion (20 points):

• Provide a bank statement showing a positive balance (electronically stamped or bank stamped) as at bid closure, and/or a signed letter of commitment from a registered financial service provider.

No turnover threshold is stated.

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

Tax compliance: submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If no TCS PIN is available, provide a CSD number. Each party in a consortium/JV/sub-contracting arrangement must submit its own TCS certificate/PIN/CSD number.

B-BBEE: submit a valid B-BBEE certificate or sworn affidavit (as applicable) to claim preference points.

CIPC: submit company registration documents.

Directors: submit ID copies of all directors.

State service: bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

Restricted suppliers: bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are disqualified.

Foreign suppliers: must complete the questionnaire for foreign bidders if applicable.

Only bidders registered on the Central Supplier Database (CSD) with a CSD number will be considered.

Mandatory requirements must be attached.

Late responses will not be considered.

Bids must be delivered by the stipulated time to the correct address.

All bids must be submitted on the official forms provided (not to be re-typed).

The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and any applicable special conditions.

The successful bidder must sign a written contract form (SBD 7).

Tax compliance: submit a SARS TCS PIN or printed TCS certificate; if no TCS PIN, provide a CSD number. Each party in a consortium/JV/sub-contracting arrangement must submit its own TCS certificate/PIN/CSD number.

No bids will be considered from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Failure to provide or comply with any of the above particulars may render the bid invalid.

Phase 1 – Pre-qualification: administrative compliance (SBD 1, SBD 6.1, B-BBEE certificate/affidavit, CSD report, CIPC documents, ID copies of directors) and mandatory compliance (SBD 4). Bids failing any mandatory requirement are disqualified.

Phase 2 – Functionality (100 points):

• Relevant experience (50 points): 3 reference letters within 5 years; scoring 0–1 yrs = 0, 2–4 yrs = 30, 5+ yrs = 50.
• Proof of business address (30 points): municipal bill within 3 months or lease; scoring non-submission = 0, outside Gauteng = 5, within Gauteng = 30.
• Financial capability (20 points): bank statement or commitment letter; scoring no proof = 0, proof = 20.

Minimum qualifying score: 80 points or more to be appointed to the panel.