Supply and delivery of branded 2027 diaries and notebooks for the ports regulator and the transport economic regulator

The Ports Regulator of South Africa, a Schedule 3A public entity under the PFMA and an independent ports regulator established by the National Ports Act, requires a suitably qualified service provider to supply branded diaries and notebooks for 2027.

The items are for the Ports Regulator (PRSA) and the Transport Economic Regulator (TER). The high-resolution logo is provided to the successful bidder. Delivery is to the Regulator's offices on the 11th floor, 22 Dorothy Nyembe Street, Durban.

• RFQ issue date: 02 November 2026
• Closing date and time: 06 November 2026 at 12:00 (midday)
• Briefing session: none scheduled
• Quotation validity: 90 days from the closing date

Enquiries and submissions

• Email: [email protected]

Delivery address

Ports Regulator of South Africa

11th floor

22 Dorothy Nyembe Street

Durban

Submission method: email only

Submission email: [email protected]

Closing time: 12:00 (midday) on 06 November 2026

Returnable documents — all must accompany the quotation:

• Quotation on the bidder's own letterhead.
• CSD report or National Treasury MAAA number.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the Regulator; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• POPIA consent form, signed by the authorised company representative.
• Valid and original tax clearance certificate or valid tax PIN.
• Valid B-BBEE certificate or sworn affidavit.

Disqualification risks:

• Quotations received after the closing date and time.
• Any returnable document omitted or left unsigned.
• Tax matters found non-compliant on CSD or SARS e-Filing at award stage.

Evaluation runs in three phases.

Phase 1 — SCM administrative compliance

• SBD 4, SBD 6.1 and the POPIA consent form completed and signed by the authorised company representative.
• Proof of CSD registration, a valid tax clearance certificate or tax PIN, and a valid B-BBEE certificate or sworn affidavit.

Phase 2 — Price (80 points)

• Quoted prices must include all applicable taxes, including VAT.
• Bidders must set out itemised rates/pricing per item.

Phase 3 — Specific goals (20 points)

• Preference points claimed on SBD 6.1.
• Specific goal: B-BBEE Level 1 contributors, worth 20 points.
• All B-BBEE levels are considered and allocated points where applicable.

Tax status of the recommended bidder is verified on CSD or SARS e-Filing before award; non-compliant bidders are handled under clauses 4.2 and 4.3 of the applicable National Treasury Instruction Note.

Scope: supply and deliver branded diaries and notebooks for 2027 to the Ports Regulator of South Africa (PRSA) and the Transport Economic Regulator (TER).

Quantities:

• 30 navy A4 diaries
• 20 navy A5 diaries
• 100 navy A5 notebooks
• 100 navy hard cover A4 notebooks, 72 to 96 pages
• 100 navy soft cover A4 notebooks, 150 to 200 pages

Branding: the high-resolution logo is supplied to the successful bidder for application to all items.

Delivery: Ports Regulator of South Africa, 11th floor, 22 Dorothy Nyembe Street, Durban.

Bidders must price each item, showing unit price, quantity and total price:

• 30 navy A4 diaries
• 20 navy A5 diaries
• 100 navy A5 notebooks
• 100 navy hard cover A4 notebooks (72 to 96 pages)
• 100 navy soft cover A4 notebooks (150 to 200 pages)

Totals required: sub-total, VAT at 15%, and grand total.

Prices must include all applicable taxes, including VAT. Price carries 80 points.

• Quoted prices must be inclusive of all applicable taxes, including VAT.
• VAT is shown at 15% on the pricing schedule.
• Bidders must submit an itemised pricing schedule showing unit price, quantity and total price per item, plus sub-total, VAT and grand total.
• Price carries 80 of the 100 evaluation points.
• Quotations remain open for acceptance for 90 days from the closing date.
• The bidder bears all costs of preparing and submitting the quotation; the Regulator accepts no liability for those costs.

• CSD registration: proof of registration on the Central Supplier Database, or the National Treasury MAAA number, must be submitted.
• Tax: a valid and original tax clearance certificate or valid tax PIN is required; the recommended bidder's tax status is verified on CSD or SARS e-Filing before award.
• B-BBEE: a valid B-BBEE certificate or sworn affidavit must be submitted; the specific goal targets Level 1 contributors (20 points).
• SBD 4 (Declaration of Interest): signed by the authorised company representative.
• SBD 6.1 (Preference Points Claim): signed by the authorised company representative.
• POPIA consent form: signed by the authorised company representative.

Phase 1 — SCM administrative compliance

• SBD 4, SBD 6.1 and the POPIA consent form completed and signed by the authorised company representative.
• Proof of CSD registration, a valid tax clearance certificate or tax PIN, and a valid B-BBEE certificate or sworn affidavit.

Phase 2 — Price (80 points)

• Prices must include all applicable taxes, including VAT.
• Itemised rates/pricing per item are required.

Phase 3 — Specific goals (20 points)

• Preference points claimed on SBD 6.1.
• Specific goal: B-BBEE Level 1 contributors, worth 20 points.
• All B-BBEE levels are considered and allocated points where applicable.

Tax status of the recommended bidder is verified on CSD or SARS e-Filing before award; non-compliant bidders are dealt with under clauses 4.2 and 4.3 of the applicable National Treasury Instruction Note.

Returnable document

• SBD 4 (Bidder's Disclosure): must be completed, signed and dated by the bidder's authorised signatory and returned with the bid.

Disqualification

• A bid without a completed and signed SBD 4, or carrying a false declaration, is disqualified.

Returnable form

• SBD 4 (Bidder's Disclosure): declares whether the bidder or any of its directors, trustees, shareholders, members or partners is employed by an organ of state, whether the bidder or anyone connected to it has a relationship with an employee of the procuring institution, and whether any related enterprise is registered on the CSD. The bidder must list every active CSD-registered company linked to its directors.

Disqualification risks

• Appearing on the Register for Tender Defaulters or the List of Restricted Suppliers disqualifies the bidder automatically.
• Omitting any active CSD-registered company linked to a director disqualifies the bid.
• A disclosure found to be false disqualifies the bid.

POPIA complaints

• Body: Information Regulator
• Email: [email protected]
• Portal: https://www.justice.gov.za/inforeg/ (select Contact us, then Complaints)

Returnable document

• Supplier POPIA Consent form: the bidder consents to the Ports Regulator processing its personal information, and must provide its legal name, company registration or ID number, the authorised representative's name, signature and date of signature.
• Consent is recorded by marking the consent option on the form.

Declarations carried by the form

• The bidder confirms the personal information it submits is complete, accurate, not misleading and up to date.
• The bidder confirms it has obtained consent from every other data subject whose personal information it includes in its submission.

POPIA consent

• The Supplier POPIA Consent form must be completed, signed and submitted with the bid.
• The bidder consents to the Ports Regulator processing its personal information for vendor registration and for payment under the agreement, and confirms it is aware of its rights under section 5 of POPIA.
• The bidder declares the personal information it submits is complete, accurate, not misleading and up to date.
• The bidder confirms it has obtained consent from all other data subjects whose personal information it includes, and indemnifies the Ports Regulator against any civil or criminal action, administrative fine, penalty or loss arising from that information.
• The bidder may ask the Regulator to confirm or make available its personal information, or to correct, delete or destroy it, or may withdraw consent or object to processing, using Form 2 of the POPIA Regulations; critical, mandatory or evaluation information is excluded from correction.

Central Supplier Database

• Vendor verification is performed on the CSD, as required for all organs of state.

POPIA processing

• The Ports Regulator is the responsible party and the bidder is the data subject.
• Personal information is processed only with the bidder's knowledge and authorisation, is treated as confidential and is not disclosed unless the law requires it or a POPIA exception applies.
• Processing purposes include risk assessment, assurances, vendor management and CSD verification, contract award, contract management, auditing, legal opinions and litigation, investigations, storage for the legislatively required period, destruction, de-identification and publication by the Regulator or its appointed third parties.
• The Regulator will not modify, amend or disclose the bidder's personal data to a third party without prior written consent, and requires the bidder to process the Regulator's information in the same manner.
• The Regulator must maintain measures, policies and systems to secure information shared under the form, and must notify the bidder in writing of any unauthorised access, cybercrime or suspected cybercrime and report it to the relevant authorities.
• The bidder must take remedial steps to limit the loss or compromise of personal information and restore its integrity as quickly as possible.