Appointment of a service provider for supply and delivery of stationery for southern region

Closing date: 18 August 2026

Closing time: 11:00

No compulsory briefing session or site visit is mentioned in the document.

SCM enquiries: [email protected] (no quotes to this address).

Technical enquiries: Mokgethi Mathobako, [email protected].

No telephone or fax numbers are provided for either contact.

Submission method: electronic via the e-Tender portal only. No physical, postal, courier, fax, or telegraphic submissions will be accepted.

Closing date and time: 18 August 2026 at 11:00.

Late bids will not be considered.

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

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid / Part A): signed offer cover page with bidder details.
• Part B (Terms and Conditions for Bidding): signed acceptance.
• Declaration of CSD Registration: confirms CSD details are correct and up to date.
• SBD 3.1 (Pricing Schedule – Firm Prices): completed with unit prices, totals, VAT at 15%, and grand total; offer valid for 120 days from closing date.
• SBD 4 (Bidder’s Disclosure): declares state employment, relationships with procuring institution, and independent bid determination.
• SBD 6.1 (Preference Points Claim): claims specific-goal points; attach valid B-BBEE certificate or sworn affidavit (EME/QSE).
• SBD 7.1 (Contract Form – Purchase of Goods/Works): signed by successful bidder after award.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.

Disqualification risks: any returnable form left unsigned or omitted; submission after closing time; use of correction fluid; uninitialled alterations; bids not on official forms.

Mandatory returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid / Part A)
• Part B (Terms and Conditions for Bidding)
• Declaration of CSD Registration
• SBD 3.1 (Pricing Schedule – Firm Prices)
• SBD 4 (Bidder’s Disclosure)
• SBD 6.1 (Preference Points Claim) with B-BBEE certificate or sworn affidavit
• SBD 7.1 (Contract Form – Purchase of Goods/Works) – signed by successful bidder after award
• Authority to Sign / Board Resolution

Submission via e-Tender portal only.

Two-stage evaluation:

1. Administrative Compliance (mandatory): all returnable documents listed above must be complete, signed and submitted. Failure = disqualification.
2. Preference Points (80/20 system):

• Price: 80 points (lowest acceptable price scores highest).
• Specific Goals: 20 points, allocated as:

• Black ownership: 100% = 10 pts; ≥51% <100% = 5 pts; >0% <51% = 2 pts; 0% = 0 pts.
• Women ownership: 100% = 4 pts; ≥51% <100% = 2 pts; >0% <51% = 1 pt; 0% = 0 pts.
• Youth ownership: 100% = 3 pts; ≥51% <100% = 2 pts; >0% <51% = 1 pt; 0% = 0 pts.
• Military Veteran ownership: 100% = 3 pts; ≥51% <100% = 2 pts; >0% <51% = 1 pt; 0% = 0 pts.

Bidders must attach proof (B-BBEE certificate or sworn affidavit) to claim points; no proof = zero points for specific goals.

No minimum functionality/quality threshold is stated; award is based on highest total points after price and specific-goal scoring.

BMA reserves the right to negotiate with shortlisted respondents before or after award.

Supply and delivery of stationery to the Border Management Authority Southern Region.

Firm prices only (no price escalation). All delivery costs must be included in the bid price.

Quantities and items (40 line items):

1. 2-Hole heavy duty staplers – 30 each
2. 48×50 buff tape – 50 each
3. 96 pg hard cover books – 50 each
4. A4 192 pg hard cover – 50 each
5. A4 Lever arch files – 200 each
6. Black pens – 400 each
7. Bostick – 50 each
8. Calculators – 30 each
9. Clear tape (48 mm × 50 m) – 50 each
10. Clip boards – 60 each
11. Counter books 192 pg – 50 each
12. Erasers – 60 each
13. Exam pads – 100 each
14. Exercise book 72 pg – 50 each
15. File D PVD A4 PVD – 50 each
16. File ring binder – 50 each
17. File folders – 50 each
18. Heavy duty staples – 50 boxes
19. Highlighters (wallet of 6) – 100 packs
20. Liquid paper glue – 50 each
21. Notebooks – 50 each
22. Paper binders (100 pcs, 38 mm) – 50 packs
23. Paper clips silver (100 per box) – 100 each
24. Pencil sharpeners – 50 each
25. Pencils (10 per pack) – 5 packs
26. Permanent markers black – 50 each
27. Plastic office waste bins – 40 each
28. Plastic sleeves (25 pockets) – 50 each
29. Plastic pockets (100s) – 50 each
30. Prime line scissors – 50 each
31. Pritt (43 g × 3) pack – 50 packs
32. Red pens – 150 each
33. Standard staples (5000) – 50 each
34. Rubber bands (box) – 50 each
35. Rulers – 50 each
36. Staple remover – 50 each
37. Staples 2000 pack – 50 each
38. Tippex / correction fluid – 50 each
39. White board markers black – 50 each
40. Whiteboard cleaner – 2 each

Goods must be new, unused, current models, defect-free; 12-month warranty after delivery (or 18 months from shipment).

Delivery period and lead time to be stated by bidder on pricing schedule.

Invoices to be sent to [email protected].

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

Supplier must permit purchaser to inspect records and have them audited by appointed auditors.

Pre-bidding testing at bidder’s account.

If inspections/tests are a bid condition, premises open at reasonable hours for departmental inspection.

Cost of inspections/tests: purchaser bears cost if supplies comply; supplier bears cost if supplies do not comply.

Non-compliant supplies may be rejected; rejected supplies held at supplier’s cost and risk; supplier must remove and replace promptly or purchaser may procure substitutes at supplier’s expense.

Warranty: 12 months after delivery/acceptance or 18 months from shipment; supplier must repair/replace defects within period specified in SCC at no cost to purchaser.

Pricing schedule (SBD 3.1) requires firm prices for 40 stationery items with specified quantities and units. Columns: Item No., Description, Quantity, Frequency, Unit Price (excl. VAT), Total Price. Sub-total, VAT at 15%, Grand Total (bid price in ZAR inclusive of all taxes). Offer valid for 120 days from closing date. Lead time (days/weeks) to be stated. All delivery costs included in bid price. Invoices to [email protected]. Bidder must confirm compliance with specifications and state brand/model, country of origin, and delivery period.

Pricing format: firm prices only (SBD 3.1); non-firm prices (including exchange-rate variations) will not be considered.

Prices must be inclusive of VAT (15%) and all applicable taxes; grand total is the bid price in ZAR.

Offer validity: 120 days from closing date.

Payment terms: within 30 days of receipt of approved invoice accompanied by delivery note; payment in South African Rand.

Performance security: successful bidder must furnish performance security (bank guarantee, irrevocable letter of credit, or certified cheque) of the amount specified in the Special Conditions of Contract within 30 days of award notification.

Penalties for late delivery: deduction at current prime interest rate per day of delay on delivered price of delayed goods/services; purchaser may also terminate.

Disbursements (if any) capped at 10% of total amount paid, only against original receipts for pre-agreed expenses.

No advance payment mentioned.

Mandatory compliance documents:

• Central Supplier Database (CSD) registration: bidder must be registered; CSD number must be provided; Declaration of CSD Registration form must be signed confirming details are correct and up to date.
• Tax compliance: valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; if no PIN but registered on CSD, CSD number suffices. Each consortium/joint-venture party must submit separate TCS PIN/certificate/CSD number.
• VAT registration number (if applicable).
• B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points; without it, zero specific-goal points.
• SBD 4 (Bidder’s Disclosure): declares state employment, relationships with procuring institution, and independent bid determination.
• SBD 6.1 (Preference Points Claim): completed and signed with supporting B-BBEE proof.
• Authority to Sign / Board Resolution: authorises signatory.
• No bids from persons in service of the state, or entities with directors/members in state service.
• Foreign suppliers must complete the foreign supplier questionnaire; if not resident, no branch, no permanent establishment, no RSA income, and not liable for RSA tax, then TCS PIN/CSD not required.
• Goods must comply with specifications; local content requirements not specified for this tender.

Tender subject to Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations, 2022. 80/20 preference point system applies. Specific Goals (20 points) allocated for Black ownership (max 10), Women ownership (max 4), Youth ownership (max 3), Military Veteran ownership (max 3). Valid B-BBEE certificate or sworn affidavit (EME/QSE) must be attached to SBD 6.1 to claim points; no proof = zero points. Fronting is not supported and may lead to disqualification.

Contract governed by General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC).

Contract form: SBD 7.1 (Purchase of Goods/Works) signed by both parties.

Warranty: goods new, unused, current models, defect-free; 12 months after delivery/acceptance or 18 months from shipment, whichever ends first.

Payment: within 30 days of approved invoice with delivery note; in ZAR.

Performance security: required within 30 days of award notification (bank guarantee, irrevocable letter of credit, or certified cheque) for amount stated in SCC; returned within 30 days after completion of obligations including warranty.

Price fixed for contract duration; no variation except authorised in SCC.

Penalties for late delivery: prime interest rate per day on delayed goods/services; purchaser may terminate.

Termination for default: purchaser may terminate whole or part for failure to deliver, perform obligations, or corrupt/fraudulent practices; excess procurement costs recovered from supplier; restriction from public sector up to 10 years possible.

Force majeure: standard GCC clause (acts of state, war, natural disasters, etc.).

Assignment and subcontracting: only with purchaser’s prior written consent; supplier remains liable.

Inspections/tests: purchaser may inspect premises and goods; non-compliant goods rejected at supplier’s cost and risk.

Packing: sufficient to prevent damage during transit to final destination.

Dispute resolution: disputes on quality standards referred to agreed arbitration provider.

Contract language: English.

Successful bidder must sign SBD 7.1 contract form. Contract price includes all applicable taxes. Payment within 30 days of approved invoice with delivery note. Performance security required within 30 days of award (amount per SCC). Penalties for late delivery at prime interest rate per day. Warranty 12 months post-delivery/acceptance or 18 months from shipment. BMA reserves rights to accept/reject bids in whole or part, not to award, negotiate with shortlisted bidders, verify information, withdraw/amend conditions, and remedy incorrect awards. Non-South African citizens may not be employed unless vetted and holding valid work permit. Fronting not supported.

Bidders must be registered on the Central Supplier Database (CSD) and provide CSD number. Must have valid SARS Tax Compliance Status (TCS) PIN or certificate (or CSD registration if no PIN). Must submit completed and signed SBD 1, Part B, Declaration of CSD Registration, SBD 3.1, SBD 4, SBD 6.1 with B-BBEE proof, SBD 7.1, and Authority to Sign/Board Resolution. No bids from persons in service of the state or entities with directors/members in state service. Foreign suppliers must complete foreign supplier questionnaire; if no RSA presence or tax liability, TCS/CSD not required.

Evaluation follows a two-stage process: (1) Administrative Compliance – all mandatory returnable documents must be complete and signed; non-compliance leads to disqualification. (2) Preference Points under the 80/20 system – Price (80 points) and Specific Goals (20 points). Specific Goals cover Black ownership (max 10 pts), Women ownership (max 4 pts), Youth ownership (max 3 pts), and Military Veteran ownership (max 3 pts). Proof (B-BBEE certificate or sworn affidavit) must be attached to claim points. No minimum functionality threshold is stated. BMA reserves the right to negotiate with shortlisted bidders before or after award.