Supply and delivery of stationery to SARS (3-Year contract with possible 2-Year extension)

Insufficient searchable text - AI extraction recommended [Document is GCC only, tender-specific compliance details not present]

Previous clients providing testimonials must have engaged the bidder for stationery supply services with contract value or consolidated POs of R100,000 or more. The bidder must demonstrate satisfactory performance across service delivery, reliability, delivery times, ethical standards, and value for money through these references.

This document is a testimonial template for client feedback. It is not a technical specification for stationery. The template includes:

• A section for client details (name, contact person, contract period, description of services).
• A rating section with criteria including service delivery, delivery times, integrity, price vs. value, and contract value.
• A requirement for the testimonial to be on company letterhead or stamped.

Key returnable documents and declarations:

• The completed Supplier Cost and Risk Assessment Questionnaire.
• Certified copies of any requested documents.
• A signed declaration by an authorised signatory attesting that the information provided is factually correct.

No explicit eligibility criteria are stated in this questionnaire document. However, implied criteria include: not being restricted from doing business with government, no history of contract terminations for cause, ability to demonstrate corporate governance compliance (King II), financial stability (going concern basis), and capacity to deliver stationery. The questionnaire serves as a risk assessment tool rather than defining minimum eligibility thresholds.

This tender requires the completion of a detailed Supplier Cost and Risk Assessment Questionnaire. The scope involves assessing your company's governance, risk profile, and financial stability. Key requirements:

• Complete the questionnaire in full, providing detailed explanations where required.
• Section B1 (Corporate Governance) must be completed only by companies listed on the JSE.
• You must disclose: corporate governance compliance with King II recommendations; top management experience; any government business restrictions; contract termination history; legal disputes; service awards; key suppliers and customer dependencies; and detailed financial risk assessments.
• Attach a copy of your financial statements.
• The questionnaire is used to evaluate your company's suitability and risk level for providing stationery services to SARS.

The questionnaire extensively assesses your company's experience and qualifications:

• Detail your top management's average years of experience.
• Disclose if your company, directors, or shareholders have ever been restricted from government business, including period and reasons.
• Provide history of any contract terminations and reasons.
• List legal disputes (nature, year, estimated value, verdict).
• List service excellence awards received in the last three years (awarding body, nature, year, contact).
• Identify your five key suppliers (name, country, % of total purchases).
• State the percentage of your business dependent on SARS.
• Provide financial turnover composition (public/private sector) for past three years.
• List your five key customers and their proportion of your debtors' book.
• Provide ageing analysis for debtors and creditors.
• List your five key products/services and their revenue contribution for past three years.
• Disclose major debts/bonds/contingent liabilities falling due.

Financial information is required as part of the risk assessment questionnaire. Prepare the following:

• Submit a copy of your financial statements.
• Be ready to indicate: whether financial statements are prepared on a going concern basis; annual turnover composition (public vs private sector); key customers and their proportion of your debtors' book; debtors and creditors ageing spreads; contribution of key products/services to revenue; and details of any major debts, bonds, or contingent liabilities falling due.
• This information will be used to assess your financial stability and risk.

Specific compliance certificates (e.g., CSD, tax, B-BBEE) are not explicitly mentioned in the provided document. However, the questionnaire requires disclosure of:

• Any history of being restricted from doing business with the government.
• Details of any legal disputes with SARS or other institutions.
• Corporate governance compliance (King II) for JSE-listed companies.
• Ensure all information provided is accurate and can be verified, as SARS reserves audit rights.

The questionnaire probes your company's contractual history and liabilities:

• Disclose if any contracts have been terminated or cancelled before expiry, and provide reasons.
• Disclose any existing, previous, or pending legal disputes with SARS or other institutions.
• Indicate any major debts, bonds, or contingent liabilities (guarantees) falling due, including details of the creditor, nature, value, and due date.

• Submit a hardcopy and an electronic Excel file.
• Complete the Pricing Template for the specific Cluster you are bidding for.
• Print the spreadsheet, initial each page, sign it, and submit.
• Do not change the Pricing Template; doing so may lead to disqualification.
• Provide any comments, assumptions, or clarifications on a separate letter on company letterhead as an annexure.
• Pricing must remain valid for 180 days from the tender closing date.

Bidders must: 1) Have capacity to supply all listed stationery items meeting technical specifications; 2) Provide delivery to all listed sites within their chosen cluster(s); 3) Submit complete pricing for ALL items without omissions; 4) Comply with all SARS requirements as per Business Requirements Specification; 5) Submit before closing date (August 11, 2026, 11:00 UTC); 6) Follow exact template format without modifications.

• Supply and delivery of stationery nationally to SARS for 36 months.
• Products include paper products, writing & marking instruments, filing & storage items, and desk essentials.
• Detailed specifications for each item are provided (e.g., photocopy paper: 80 GSM, high whiteness, laser/inkjet compatible).
• Delivery to multiple sites per cluster; addresses are listed in the pricing template.
• SARS reserves the right to increase or decrease sites within clusters during the contract.

• Prices must be in South African Rand, inclusive of VAT and all related costs (mark-up, etc.).
• Complete pricing for all items in the Pricing Template; incomplete submissions will be disqualified.
• Propose annual escalation percentages for Year 2 and Year 3; SARS may negotiate these aligning to CPI.
• SARS reserves the right to negotiate all proposed amounts with the recommended bidder before contract signing.
• Quoted prices must be inclusive of all SARS requirements; no additional costs will be considered post-award.
• Provide a separate delivery cost per site as per the template.

• Closing date: 11 August 2026 at 11:00 AM.

• Bidding procedure enquiries: Contact Tender Office at 0124424078 or 0810379162, email [email protected].
• Technical enquiries: Contact person details not specified; refer to tender office.

• Submit bid documents by the stipulated closing time; late bids will not be considered.
• Deliver bids to the bid box at SARS Procurement Tender Office, Lehae La SARS, 299 Bronkhorst Street, Nieuw Muckleneuk, Brooklyn, Pretoria, 0181.
• Use official forms provided; do not re-type them.
• Include proof of authority (e.g., company resolution) for the signatory.
• Ensure all required particulars are provided; failure may render the bid invalid.

Eligible bidders must: (1) Be tax compliant with valid TCS PIN or CSD registration; (2) Have legal capacity to contract (provide company resolution for signatory authority); (3) Not be disqualified per PPPFA (persons in state service, companies with state-employed directors); (4) For foreign entities: demonstrate RSA tax residency, branch, permanent establishment, or income source in RSA to determine tax registration requirements; (5) Be able to supply and deliver stationery for 36 months to SARS locations.

• Scope: Supply and delivery of stationery for a period of 36 months.
• Failure to provide or comply with any required particulars may render the bid invalid.

• Tax compliance: Submit your SARS Tax Compliance Status (TCS) PIN or CSD number.
• Foreign suppliers must complete a questionnaire to determine tax registration requirements.
• Bidders must not be persons in the service of the state or companies with directors/members in the service of the state.
• Preferential Procurement Policy Framework Act, 2000 and regulations apply.
• Successful bidder must sign written contract form SBD7.

All entities are eligible to bid. However, to score the full 20 preference points, a tenderer should ideally be an Exempted Micro Enterprise (EME) with at least 51% Black Ownership, at least 30% Black Women Ownership, at least 51% Black Youth Ownership, and ownership by persons with disabilities. The specific point allocation is: EME status (4 points), 51% Black Ownership (5 points), 30% Black Women Ownership (5 points), 51% Black Youth Ownership (4 points), ownership by persons with disabilities (2 points).

• This is a tender for the provision and delivery of stationery.
• The document provided is the SBD 6.1 Preference Points Claim Form, which must be completed and submitted as part of the tender.

• Tenderers must study the General Conditions, Definitions and Directives applicable to the tender and the Preferential Procurement Regulations, 2022.
• Specific goals for preference points include: being an Exempted Micro Enterprise (EME) (4 points), at least 51% Black Ownership (5 points), at least 30% Black Women Ownership (5 points), at least 51% Black Youth Ownership (4 points), ownership by persons with disabilities (2 points).
• The maximum points for specific goals is 20.
• Fraudulent claims can lead to disqualification, contract cancellation, recovery of costs, restriction from state business for up to 10 years, and criminal prosecution.

This document (Annexure C) serves as a bidder's tick sheet for cluster selection. Complete by indicating with a tick (X) which cluster(s) you are bidding for — a bidder may bid for one or more clusters. Submit this completed tick sheet as part of your returnable documents in accordance with the main tender submission requirements.

Bidders must complete the bidder's tick sheet indicating their chosen cluster(s). There are no explicit eligibility restrictions mentioned in the provided content beyond the ability to service the specified geographical locations within each cluster. Bidders should review full RFP 10/2026 for complete eligibility requirements.

Scope: Supply and delivery of stationery for a 3-year period across 16 geographical clusters in 9 provinces.

Cluster breakdown:

• Gauteng South Cluster 1: 1 provider for 7 locations (Alberton, ORTIA, Edenvale, Boksburg, Springs, Vereeniging)
• Gauteng South Cluster 2: 1 provider for 6 locations (Krugersdorp, Randfontein, Johannesburg, Randburg, Roodepoort, Soweto)
• Gauteng North Cluster 3: 1 provider for 8 locations (Centurion, Brooklyn x4, Pretoria ROR, Pretoria East)
• Limpopo Cluster 4: 1 provider for 4 locations (Polokwane, Lebowakgomo, Giyani, Thohoyandou)
• Limpopo Cluster 5: 1 provider for 3 border posts (Grobler's Bridge, Beitbridge, plus one more)
• Mpumalanga Cluster 6 (Lowveld): 1 provider for 5 locations (Mbombela, Jeppes Reef, Mananga, KMIA, Lebombo)
• Mpumalanga Cluster 7 (Highveld): 1 provider for 6 locations (Emalahleni, Standerton, Neston, Mahamba, Oshoek, plus one more)
• Western Cape Cluster 8: 1 provider for 9 locations (Cape Town x5, Paarl, Bellville x2, Worcester, Mitchells Plain, Stellenbosch, George)
• Eastern Cape Cluster 9: 1 provider for 2 locations (Mthatha, East London)
• Eastern Cape Cluster 10: 1 provider for 5 locations (Gqeberha x3, Kariega, Coega)
• North West Cluster 11: 1 provider for 3 locations (Rustenburg, Klerksdorp, Mmabatho)
• North West Cluster 12: 1 provider for 3 border posts (Kopfontein, Skilpadhek, Ramatlabama)
• KwaZulu-Natal Cluster 13: 1 provider for 9 locations (Durban x3, Richards Bay x2, Pietermaritzburg, Port Shepstone, Umhlanga, Newcastle, Pinetown, Golela)
• KwaZulu-Natal Cluster 14: 1 provider for 1 border post (Kosibay)
• Free State Cluster 15: 1 provider for 4 border posts (Bloemfontein, Calendonspoort, Maseru Bridge, Ficksburg, Van Rooyen's)
• Free State Cluster 16: 1 provider for 1 border post (Qacha's Nek)

Each cluster specifies exact delivery addresses for SARS offices, border posts, and other facilities.

No specific compliance requirements detailed in this annexure. Refer to the main tender document for requirements such as CSD registration, tax clearance, B-BBEE certification, CIDB grading (if applicable), CIPC registration, professional body registrations, and local content thresholds.

• The document extract contains the SBD4 Bidder's Disclosure form, which is a mandatory returnable document.
• Complete all fields on the SBD4 form: declare any state employment of directors/shareholders, relationships with SARS employees, and interests in other enterprises.
• Sign and date the declaration.
• Submit the completed SBD4 along with all other returnable documents specified in the full tender pack (not detailed in this extract).
• Disqualification risks: False declaration leads to bid disqualification, possible reporting to the Competition Commission, National Prosecuting Authority, and restriction from public sector business for up to 10 years.

Automatic disqualification if listed on the Register for Tender Defaulters or the List of Restricted Suppliers. The bidder and its principals must not be in a conflict of interest through state employment or undisclosed relationships with SARS. The bid must be independently prepared without collusive practices. All declarations in the SBD 4 form must be true and complete.

• This extract only covers the SBD4 declaration form, not the technical specifications for stationery provision and delivery.
• The actual scope, deliverables, standards, and service levels are contained in a separate specification document (not provided here).
• Bidders must obtain the full tender document for technical requirements.

• Complete the SBD4 Bidder's Disclosure form truthfully.
• Disclose if any director/trustee/shareholder/member/partner or person with controlling interest is employed by the state (provide names, ID numbers, state institution).
• Disclose any relationship with persons employed by SARS.
• Disclose any interest in other related enterprises bidding for this contract.
• Bidders listed on the National Treasury's Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• Standard compliance requirements (CSD registration, tax clearance, B-BBEE certificate) are typically required for SARS tenders but are not detailed in this extract.

• Closing date and time: 11 August 2026 at 11:00 AM.
• Non-compulsory virtual briefing session: 15 July 2026 at 11:00 via Microsoft Teams.
• Questions submission period: 8 July 2026 to 17 July 2026.
• SARS response to questions: on or before 24 July 2026.

• A non-compulsory virtual briefing session will be held on 15 July 2026 at 11:00.
• Access via Microsoft Teams.
• Meeting link: https://teams.microsoft.com/meet/310740234012036?p=MyaxLoSmcP9k1pifps.
• Meeting ID: 310 740 234 012 036.
• Passcode: Nt3NP7Vw.

• General and technical enquiries: Procurement Tender Office.
• Email: [email protected].
• Phone: 012 422 4078 (Weekdays 08:00–16:00).
• Alternate phone: 081 037 9162.
• Physical address: 299 Bronkhorst Street, Nieuw Muckleneuk, Pretoria, 0181.
• Postal address: Private Bag X923, Pretoria, 0001.
• Contact person: Kenneth Pillay, Lead: Acquisition Management.

• Submission requires two forms: one hardcopy and one electronic copy.
• Hardcopy: One (1) A4 ring-bound lever arch file, clearly marked.
• Electronic copy: One (1) memory stick (USB stick) with a complete copy of the hardcopy.
• Envelope must show: tenderer name and address, bid number, and closing date.

Must comply with SARS Supply Chain Management Policy and regulatory framework governing tenders at SARS. No specific eligibility criteria beyond submission requirements are detailed in this excerpt.

• Scope: Appointment of a service provider(s) for the supply and delivery of stationery.
• Contract term: 36 months.

• Questions submission period: 8 July 2026 to 17 July 2026.
• SARS response to questions: on or before 24 July 2026.
• Closing: 11 August 2026 at 11:00 AM. Late submissions will not be accepted.

• Enquiries: Procurement Tender Office.
• Email: [email protected].
• Phone: 012 422 4078 (Weekdays 08:00–16:00).
• Alternate phone: 081 037 9162.
• Address: 299 Bronkhorst Street, Nieuw Muckleneuk, Pretoria, 0181.
• Postal: Private Bag X923, Pretoria, 0001.
• Contact: Kenneth Pillay, Lead: Acquisition Management.

RFP pack available for download: 8 July 2026. Non-compulsory briefing session: 15 July 2026 at 11:00 via Microsoft Teams. Written questions period: 8 July 2026 to 17 July 2026. Deadline for proposals: 11 August 2026 at 11:00 South African time. Bid validity: 180 calendar days.

until the closing date:

Table 2: Key activities and dates

1. Bid Number: RFP 10/2026

2. Description: Appointment of a service provider(s) for the provision and delivery of stationery

Duration of contract: The successful bidder/s will be appointed for a period of thirty-six (36) months,

3. subject to SARS’s terms and conditions

Bids submitted will be valid for a period of 180 calendar days from closing date. SARS

4. may however, subject to the bidders’ consent, extend the validity period prior to expiry

proposals:

thereof.

a) National Treasury e-Tender Portal: 8 July 2026

b) SARS website: 8 July 2026

RFP pack (complete set of

bid documents) available

for download from

6. 8 July 2026

website:

A non- compulsory briefing session will be held on 15 July 2026 at 11H00

virtually via Microsoft Teams meeting and can be accessed at the following link:

7. Join:https://teams.microsoft.com/meet/310740234012036?p=MyaxLoSmcP9k1pifps

date and registration:

Meeting ID: 310 740 234 012 036

Passcode: Nt3NP7Vw

8. questions only during this 8 July 2026 to 17 July 2026

period:

9. bidders’ written questions 24 July 2026

on or before:

10. 11 August 2026 at 11:00 South African time

(proposals due):

Official contact email: [email protected]. All correspondence must reference the RFP. Official communication is only regarded as such if sent from this email or accompanied by a letter of authorization signed by the SARS Procurement Executive.

Proposals must be submitted in two forms: one (1) hardcopy submission (A4 ring bound lever arch file) and one (1) electronic submission (USB stick) containing a complete copy of the hardcopy. Technical and Pricing information must be in separate folders (Folder 1 for Technical, Folder 2 for Pricing). Proposals must be outer sealed, wrapped, and packaged. Submission can be via the SARS tender box, post, or courier to the Procurement Tender Office, Lehae La SARS, 299 Bronkhorst Street, Nieuw Muckleneuk, Brooklyn, Pretoria, 0181.

Standard Bid Documents (SBDs) and other administrative documents that are returned as part of a bidder’s proposal.

Prequalification: Complete SBD 1, 4, 6.1, Supplier Risk Questionnaire, proof of CSD registration, draft agreement acceptance. Mandatory: Proof of footprint in each cluster bid for (utility bill/title deed/lease). Technical: Minimum 65/100 points across company profile, delivery capability, complaints process, methodology, contingency plan, references. B-BBEE: Must submit valid certificate or affidavit for preference points.

The appointment is for the provision and delivery of stationery for 36 months. Requirements include a detailed methodology and service plan covering product quality, stock availability, turnaround times, delivery capacity across sites, and management of urgent requests. Bidders must provide a contingency plan for supply interruptions and a complaints management process. Reference letters from three recent clients (within 3 years) are required.

implementing a High-Volume, Low-Value (HVLV) procurement model. This strategic approach is designed

to streamline procurement processes by enabling commonly used goods and services, such as stationery,

to be sourced through Strategic Sourcing mechanisms. These mechanisms are supported by the

establishment of long-term outline agreements and the use of catalogue-based ordering systems.

its supplier base and fostering strategic partnerships. A key focus of this approach includes promoting

sustainable supplier development through long-term contracting with Exempted Micro Enterprises

(EMEs) and Qualifying Small Enterprises (QSEs), in line with national transformation objectives.

6.1 Introduction

SARS has a detailed evaluation methodology premised on Treasury Regulation 16A3 promulgated under

section 76 of the Public Finance Management Act, 1999 (Act No. ), which prescribes that SARS’

procurement processes be:

• economical, efficient, fair, equitable, transparent, competitive and cost effective; and
• consistent with the Preferential Procurement Policy Framework Act, 2000 (Act No. ), its

Regulations, and the Broad-Based Black Economic Empowerment Act, 2003 (Act No. ).

6.2 Question and answer process

escalating, recording, and resolution of all incidents and/or

• reporting of all incidents = 1.25

complaints according to their seriousness.

• escalating the incidents to the relevant authority = 1.25

3.1 5

• recording of all reported incidents = 1.25

• resolution process for all incidents = 1.25

NB: Irrelevant or no information will be scored at a (0)

4.0 Proposed methodology and service plan 10

The bidder must provide a clear methodology with a service plan Detailed methodology with a service plan and approach to order management (sourcing to delivery)

and approach outlining how orders will be managed from sourcing to which includes but is not limited:

delivery. This must include:

• Procedures for maintaining product quality = 2 points

• Procedures for maintaining product quality,

• Ensuring stock availability =2 points

4.1

• Ensuring stock availability, 10

• Meeting required turnaround times =2 point

• Meeting required turnaround times,

• Demonstrating the bidder’s capacity to deliver reliably across all sites =2 points

• Demonstrating the bidder’s capacity to deliver reliably across all

• Managing urgent requests = 2 point

sites, and

• Managing urgent requests.

5.0 Contingency plan 10

stationery to the SARS regions highlighting the following:

• methodology considering the deployment of vehicles, timely a) Comprehensive, practical supply methodology detailing deployment and availability of delivery

delivery of requirements, and staffing vehicles, defined delivery timelines and staffing capacity = 4

5.1

• demonstration of measures to fulfil supply as required by 10 b) Clear, actionable measures demonstrating how the bidder will mitigate supply interruptions,

SARS maintain service levels required by SARS and manage stock availability = 3

• demonstration of timely response in the event corrections are c) Timely acknowledgement and implementation of corrections and controls to ensure quantities

made including how the bidder will ensure the required supplied match SARS requests = 3

quantities are met per request d) Partial or no fulfilment of requirements = 0

6.0 Reference 25

The bidder must provide three (3) contactable reference letters from The bidder has submitted three (3) contactable reference letters. Refer to Annexure D which is to

its clients on a company letterhead where similar delivery of be completed by the Bidder's clients. The provided reference letters are required from 3 recent

stationery services have been provided within the past three (3) client (contract ending not older than 3 years), where the supply of stationery services was provided:

years.

• Client name;

The reference letter must be on a company letterhead, signed,

• The client's contact person and contact details;

6.1 dated and contain the following: 15

• Duration of the contract;
• Client name; Contact person and Contact details; Duration
• Description of the services;

of the contract and Description of the services.

will be added together to determine the overall points a bidder’s proposal will score out of 100

points for the consolidated price and B-BBEE/specific goals evaluation and ranking of the

bidders.

7.5.4 Award Methodology

SARS will (refer to Annexure C), appoint one service provider per cluster. A bidder will only be

eligible for consideration for award in respect of the cluster(s) for which it has submitted a bid.

7.6 Financial risk analysis

The bidders are required to submit complete sets of annual financial statements, for the three (3) most

recent financial periods in the name of the bidding entity. The annual financial statements must either

be audited or independently reviewed in accordance with the public interest score (PIS) in compliance

with the Companies Act, Act , and the bidders are required to submit the public interest score

(PIS) in compliance with the Companies Act, Act . The annual financial statements must

contain:

a) A statement of profit and loss and other comprehensive income;

b) A statement of financial position;

c) A statement of cash flows;

d) A statement of changes in equity / net assets; and

e) Accompanying notes

f) If the bidder cannot provide the preceding year’s audited / independently reviewed financial

statements as part of its bid submission, the bidder should submit draft annual financial

statements or its latest management accounts, together with the three (3) most recent years

audited / independently reviewed annual financial statements.

g) Bidders who have been trading for less than three (3) financial periods must provide:

• A letter detailing the fact, signed by a duly authorised representative of the entity;
• The annual financial statements that the entity can provide, considering the period that

it has been trading; and

• Any other information or documentation which would provide more clarity on the

financial history of a bidder.

h) SARS reserves the right to request further information regarding the annual financial

statements of a bidder at a later stage to demonstrate the potential bidder’s financial capability.

9.1 Should a Bidder have rational reasons to believe that the tender process is unfair or irregular, including

the fact that the technical specifications are not open and/or are written for a particular bidder, brand or

product; the bidder is urged to notify the Procurement Department within ten (10) days after publication

of the bid and provide details of its complaint for SARS’ consideration.

9.2 Any suspicious activity, including requests, approaches or calls asking for upfront payment to secure an

award of a bid or in lieu of claims that the outcome of a tender can be influenced towards a particular

bidder, bidders are requested to immediately inform the SARS Fraud / Anti-Corruption Hotline at 0800-

002870 or email at [email protected] for further investigation.

9.3 The “SARS Hotline” further provides an anonymous reporting channel for any unethical behaviour that

a bidder wants to report.

• Prequalification documents (SBD and other

1 documents), excluding SBD 6.1 Preference

point claim form.

• Response to mandatory requirements

• Supporting documents to be provided for all

requirements as well as completed Annexure

Folder 1:

• RFP reference D (Testimonial template)

Technical

• Description 3
• Company Profile

Proposal

• Bidder name 4
• Draft Services Agreement

Folder 2:

• RFP reference
• B-BBEE certificate or Sworn Affidavit

1

• Description B-BBEE/
• SBD 6.1 Preference point claim form

specific goals

• Pricing response template

2 proposal.

Pricing and

• A complete set of three (3) most recent years

Financial 3 annual financial statements as detailed in this

1.0 Company Profile 30

company’s years of experience in the provision and delivery of 2. Geographical coverage where services have been rendered (16 Clusters)

stationery services particularly providing: 11-16 Clusters = 10

1.1 25

1. Number of years in the field 6-10 Clusters = 8

2. Geographical coverage 1-5 Clusters = 6

3. Number of contracts awarded for stationery <1 or No Cluster = 0

the contract. The KAM is critical for ensuring seamless service

delivery and effective communication between the supplier and

• 5+ years of experience in related industry = 5 points

1.2 SARS. 5

• 4 but less than 5 years of experience in related industry = 4 points

• 3 but less than 4 years of experience in related industry = 3 points

The Bidder must provide a one (1) page CV detailing full names,

• No information / less than 3 years of experience in related industry = 0 points

contact details, roles and responsibilities and level of experience of

the individual.

2.0 Delivery 20

suppliers, including competitive pricing, volume discounts, and favourable contractual conditions, ultimately

resulting in cost savings.

system. Should actual pricing proposals submitted by the bidders differ from the estimated costs

prescribing the system to be used, the lowest acceptable tender will be used to determine the applicable

preference point system.

Table 7: Price and B-BBEE/specific goals evaluation

SARS (Annexure F). The price should be all-inclusive for all the goods and services required

in the scope of work, and bidders must ensure the completeness and accuracy of the pricing

figures provided in the pricing response template. Failure to complete the pricing response

template may lead to a bidder scoring zero for the pricing evaluation or disqualification of the

bidder.

Table 8: Pricing evaluation formula

Bidders must submit complete sets of annual financial statements for the three most recent financial periods (audited or independently reviewed). Statements must include profit and loss, financial position, cash flows, changes in equity, and accompanying notes. SARS may perform due diligence and risk assessments of recommended bidders' financial positions prior to award.

Bidders must register on the Government’s Central Supplier Database (CSD) and provide their CSD Master Registration Number. Compliance with SBD 1 and SBD 4 is mandatory. B-BBEE certificates or sworn affidavits are required to claim preference points. Bidders must adhere to the 80/20 preference point system. Fronting is strictly condemned, and SARS will conduct investigations to verify representations.

7.5.2 B-BBEE/specific goals evaluation (Gate 3, Stage 2)

or affidavit for the verification of ownership points claimed.

South African Accreditation System (SANAS), a CIPC B-BBEE Certificate for Exempted Micro Enterprise (EME), or a sworn affidavit confirming annual turnover and level of black ownership in the case of an Exempted Micro Enterprise (EME) and Qualifying Small Enterprise (QSE) together with the proposal, will be considered in a manner that preference points for Specific goals are not claimed.

proposal is submitted by an incorporated joint venture, the incorporated joint venture must

submit their B-BBEE status level verification certificate or affidavit.

joint venture must submit a consolidated B-BBEE certificate or affidavit as if they were a group structure, and that such consolidated B-BBEE certificate or affidavit is prepared for every separate proposal.

claims made about their Specific goals.

to commit to a B-BBEE improvement plan.

• Bidders MUST complete and sign the SBD 6.1 form to claim the Bidder’s B-BBEE preference points. Bidders who do not claim preference points may be scored zero for specific goals.

• The B-BBEE certificate or sworn affidavit should be submitted in the name of the bidding entity. Entities who are in a holding and subsidiary relationships must submit a list / annexure of the B-BBEE certificate indicating the subsidiaries to the holding company.

• Incorporated JVs or Consortiums must submit the B-BBEE certificate or affidavit of the entity. Unincorporated JVs must submit a consolidated B-BBEE certificate as if they were a group structure for every separate bid.

• JVs or Consortiums are also required to submit signed JV or Consortium agreements.

• SARS reserves the right to request bidders to submit proof of any information, to substantiate claims made about their specific goals.

Table 9: B-BBEE/specific goals evaluation points allocation

a) A duly completed SBD 6.1 Preference point claim form, and 20

b) A valid B-BBEE certificate or sworn affidavit.

evidence required.

Table 10:

tender

(80/20 system)

Micro Enterprise (EME) In the case of an unincorporated Joint

Venture (JV), a consolidated B-BBEE

An entity with at least 51% B-BBEE Certificate / Sworn Affidavit.

2. Black Ownership 5 In the case of an unincorporated Joint

tender

(80/20 system)

Venture (JV), a consolidated B-BBEE

An entity with at least 30% B-BBEE Certificate / Sworn Affidavit.

3. 5

Venture (JV), a consolidated B-BBEE

An entity with at least 51% B-BBEE Certificate / Sworn Affidavit.

4. 4

Venture (JV), a consolidated B-BBEE

with disabilities In the case of an unincorporated Joint

5 2

Venture (JV), a consolidated B-BBEE

and returned as part of a bidder’s proposal.

Contract management The General Conditions of Contract (GCC) and proposed Services Agreement

under which SARS wishes to contract the services.

this RFP does not create an obligation on the part of SARS to take any action or create any right or

expectation in any way for any bidder to demand that any action be taken on the date established, or on

any other date. A bidder accepts that if SARS extends the deadline (closing date) for proposal submissions

for any reason whatsoever, the requirements of this RFP will apply equally to the extended deadline.

understanding of any aspect of the RFP that is not clear to the bidder, during the stipulated period.

On the dates provided in paragraph 4, SARS will receive written questions by bidders through the official

contact provided in this document. SARS will respond to these questions, however, is not obliged to respond

to a question which in SARS opinion is inappropriate and does not reasonably warrant an answer. The

questions and answers will be published on the National Treasury e-Tender Portal and the SARS website.

documentation to form part of the RFP pack. Such re-issued or additional documentation will be published

on the National Treasury e-Tender Portal and SARS website. It is the bidder’s responsibility to visit the

A “hardcopy submission” means an A4 ring bound lever arch file.

Electronic submission One (1) electronic submission of a complete copy of the hardcopy submission.

An “electronic submission” means a memory stick (USB stick) containing a

complete copy of the hardcopy submission. The onus is on the bidder to ensure

that the electronic submission submitted is a complete copy of the hardcopy

submission.

6.5.1 The hardcopy and electronic submission must be marked and labelled correctly, and must be outer

sealed, wrapped and packaged, for ease of reference during the evaluation process.

6.5.2 Technical and Pricing information must be included in separate folders. The Technical

information must be included in “Folder 1”, and the Pricing information must be included

in “Folder 2”.

6.5.3 A bidder is required to submit the contents of its submission (hardcopy and electronic) in the

following format:

Table 3: Format and organisation of proposal

• Certified copies of vehicle registration documents for the company fleet OR a signed

vehicle types equipped with enclosed canopies or a heavy-duty,

Contract/lease agreement with a courier/logistics provider = 20

waterproof canvas tarpaulin to protect stationery from weather/rain.

• A signed agreement or a formal letter of intent from the transport provider on their letterhead,

or screenshot of an active user profile on a logistics app as proof of an active

• demonstrates direct ownership or has a current signed

corporate/commercial account with the logistics platform = 17

agreement for Light Commercial Vehicles (LCVs), panel vans,

2.1 20

• Letter of Intent / Subcontracting Agreement signed by both the bidder and the local transport

or 1-ton trucks.

owner, accompanied by the owner's vehicle registration and a copy of their driver's license. =

• demonstrates access to on-demand third-party logistics apps

(local couriers) in proof of an active commercial account. or a

formal long-term agreement (e.g., Avis Van Rental, Bidvest

Car Rental, The Courier Guy, RAM, DSV) for appropriate Light

NB: No provision of details relating to ownership/leasing/contracting/intent for vehicles provided will

Commercial Vehicles (LCVs).

score a (0)

• demonstrates a reliable arrangement with other third-party on

the correct vehicle types equipped for the delivery of

stationery.

3.0 Complaints management process 5

The Bidder(s) must provide: The Bidder has provided a complaints management process detailing all incidents in the

following regard:

bid may be considered as non-responsive.

7.7 Recommended bidders’ due diligence and risk assessment prior to award

7.7.1 SARS has a legal and moral obligation to ensure that a supplier’s financial position does not

place public money or services at unacceptable risks and will therefore perform due diligence

and risk assessment of recommended bidder(s)’ prior to award.

7.7.2 As part of due diligence and risk assessment, the bidder must ensure that the bidder is

complying to all regulatory prescripts, including industry regulations specific to the

commodity/services procuring, that are applicable to this tender, as well as ethical business

practices. SARS has the right to request evidence of this compliance from the bidder, and third

parties, for purposes of the due diligence exercise and for audit or contracting arrangements.

7.7.3 In the event that a due diligence exercise reveals that a recommended bidder does not comply

with SARS’ risk appetite or compliance requirements then SARS has the right not to make an

award to the recommended bidder.

7.7.4 The recommended bidder(s) will be required to consent in the agreement to continuous and in-

depth due diligence to ensure ethical business practices throughout the term of the tender.

7.8 Proposed legal agreement

7.8.1 Should an award be made to a bidder under this RFP, SARS and such bidder must conclude

a written Services Agreement within the number of days stipulated in the letter of award.

7.8.2 If the recommended bidder(s) fails to sign the Services Agreement within the time frame

stipulated, SARS reserves the right to:

• cancel the award to the recommended bidder; or
• take any other action SARS deems reasonable and appropriate.

7.8.3 Upon award, SARS and the successful bidders will conclude the Master Service Agreement. In

this regard:

• The draft Services Agreement constitutes the specialised terms and conditions upon

which SARS is prepared to contractually engage the prospective Bidder(s) to render the

services under this bid.

• The bidder is requested to indicate acceptance of the terms and conditions set out in

the draft Master Service Agreement in their bid proposal covering letter.

• SARS will be entitled to cease contracting with a bidder if SARS, in its sole discretion,

is of the opinion that: (i) the bidder has made misrepresentations in its proposal; (ii) the

bidder is attempting to withdraw from positions or commitments made in its proposal; or

(iii) an agreement may not be expeditiously concluded with the bidder for any other

reason.

• SARS reserves the right to vary the terms and conditions of the proposed Services

10.5 Fronting

10.5.1 SARS supports the spirit of broad-based black economic empowerment and recognises that

real empowerment can only be achieved through individuals and businesses conducting

themselves in accordance with the Constitution and in an honest, fair, equitable, transparent

and legally compliant manner. Against this background SARS condemns any form of fronting.

10.5.2 SARS, in ensuring that bidders conduct themselves in an honest manner will, as part of the

bid evaluation processes, conduct or initiate the necessary enquiries / investigations to

determine the accuracy of the representations made in the bid documents. Should any of the

fronting indicators as contained in the Guidelines on Complex Structures and Transactions

and Fronting, issued by the Department of Trade and Industry be established during such

enquiry / investigation, the onus will be on the bidder / contractor to prove that fronting does

not exist. Failure to do so within a period of 14 days from date of notification may invalidate

The successful bidder will enter into a written Services Agreement. The bidder must maintain professional indemnity and public liability insurance. The bidder indemnifies SARS against third-party claims resulting from breach of agreement, fraud, negligence, or injury/damage caused by the bidder's personnel. SARS reserves the right to make no award, cancel the RFP, or amend terms. Bidders are prohibited from submitting their own terms and conditions. Misrepresentations in proposals may lead to legal action.

7.2 Prequalification evaluation process (gate 0)

below contains the administrative prequalification documents that are required as part of a bidder’s proposal, which must be completed and signed by the duly authorised representative of the prospective bidder(s).

Where a bidder’s proposal fails to comply fully with any of the prequalification criteria, SARS may at its discretion allow the bidder an opportunity to submit and/or supplement the information and/or documentation provided within a grace period of seven (7) working days or such alternative period as SARS may determine to achieve full compliance with these criteria before disqualifying the bidder.

Documents (SBD) after the grace period provided by SARS.

Table 4: Prequalification criteria

No. to be submitted disqualification?

1. SBD 1: Invitation to bid form Bidder to complete and sign the supplied pro YES

forma document.

2. SBD 4: Bidder’s Disclosure Bidder to complete and sign the supplied pro YES

forma document.

3. SBD 6.1: Preference points Bidder to complete and sign the supplied pro NO

claim form forma document, to claim the points for B- Non-submission will lead to a zero

No. to be submitted disqualification?

(CSD) registered on CSD in order to be

considered for award.

General Conditions of Contract and conditions set out in the draft Service The recommended bidder(s) will be

(GCC) Agreement in their bid proposal covering letter. required to sign a Services

document.

7. A complete set of three (3) Submit complete sets of three (3) most recent NO

most recent years annual years annual financial statements in

financial statements accordance with the requirements of the

in this RFP.

7. Evaluation of proposals ............................................................................................. 10

If a bidder does not meet any of the mandatory evaluation criteria, the bidder will be disqualified, and the

7.4 Technical evaluation process (gate 2)

Only bidder(s) that have met the Mandatory Evaluation Criteria in Gate 1 will be evaluated in Gate 2 for

functionality/ technical criteria. Note that this document aids as a guideline on the points to be scored for

these elements, and this document is ONLY to be scored by the SARS.

Bidders that have met Mandatory Evaluation Criteria in Gate 1 will be evaluated in Gate 2 for functionality /

• Desktop Technical Evaluation – All bidders will be evaluated out of 100 points during Desktop

Evaluations.

Only bidders that have obtained a minimum threshold of 65 out of 100 points will proceed to Gate 3: Price

and B-BBEE evaluation. If a bidder does not meet the technical evaluation minimum threshold, the bidder

• 5+ years of experience in related industry = 5 points

claims made about their specific goals.

Table 9: B-BBEE/specific goals evaluation points allocation

B-BBEE/specific goals evaluation criteria Points

a) A duly completed SBD 6.1 Preference point claim form, and 20

Points to be claimed

The following table indicates the specific goals and points to be claimed for this RFP and

Number of points The specific goals allocated

No points in terms of this allocated Evidence required

(80/20 system)

The specific goals allocated Number of points

7.5.3 Consolidation of price and B-BBEE/specific goals evaluation (Gate 3)

The points scored by a bidder for the price evaluation and the B-BBEE/specific goals evaluation

will be added together to determine the overall points a bidder’s proposal will score out of 100