Supply and delivery of office stationery to the eastern cape government — 36-Month transversal contract (SCMO-26/27-001)

Closing

• Date: 2 November 2026
• Time: 11:00

Briefing session

• Date: 8 October 2026
• Attendance: non-compulsory
• Format: hybrid (in person and Microsoft Teams)
• Venue, date and time: to be confirmed
• Bidders must record their details on the attendance register; Teams attendees are encouraged to sign the register in the chat box.

Enquiries

• Bid enquiries must reach the department before the closing date.
• Enquiries received within five days of closing will not be answered.

Bid validity

• Bids remain valid and open for acceptance for 90 calendar days from the closing date and time.

Briefing session

• Date: 8 October 2026
• Attendance: non-compulsory
• Format: hybrid, in person and via Microsoft Teams
• Venue, date and time: to be confirmed
• The session gives bidders clarity on aspects of the procurement process.
• The department may answer questions at the session or respond formally in writing afterwards.
• Bidders must record their details on the attendance register; Teams attendees are encouraged to sign the register in the chat box.
• Responses to questions are shared with all bidders whose contact details are known, including those who did not attend.

Bid enquiries

• Contact: Yolanda Bonase-Qomoyi

• Email: [email protected]

• Contact: Zilindile Bobani

• Email: [email protected]

Contract administration and delay notifications

• Email: [email protected]
• Email: [email protected]

General and submission address

Supply Chain Management Office

Provincial Treasury

Shop No. 4, Tyamzashe Building

Phalo Avenue

Bhisho, 5605

Contract administration address

SCM Office, Shop No. 04

Tyamzashe Building

Phalo Avenue

Bhisho, 5605

Submission method

• One original printed hard copy of the complete bid, including the Pricing Schedule, delivered to the bid box.
• One USB/memory stick containing a PDF of the entire bid and the Pricing Schedule in Excel format.
• The USB must be labelled with the bidder's name and bid number.
• The hard copy is the legal bid document; where it differs from the USB, the hard copy prevails.
• The Annexure A pricing schedule on the USB must not be converted to PDF.
• Submit in a sealed envelope showing the bidder's name and address, the bid number and the closing date.
• Sections must be clearly labelled and neatly organised.
• Separate bid documents are required for each region bid for.

Bid box address

Provincial Treasury, Supply Chain Management Unit

Tyamzashe Building (Old Standard Bank Building)

Phalo Avenue

Bhisho, 5605

Returnable documents

• SBD 1 (Invitation to Bid): completed and signed cover offer.
• Proof of authority to sign the bid, such as a company resolution.
• CSD registration report, preferably dated in the last week before closing.
• SBD 3.1 (Pricing Schedule – Firm Prices): completed and signed for year one.
• Annexure A Pricing Schedule: fully completed for every item bid for, in hard copy and Excel on USB.
• SBD 4 (Declaration of Interest): completed and signed.
• SBD 6.1 (Preference Points Claim): completed and signed.
• Signed JV or consortium agreement plus CSD registration for each party; a successful JV must register jointly as a single legal entity on CSD.
• Company profile showing capacity and experience.
• Minimum three contactable reference letters on client letterheads with contactable numbers, supported by purchase orders, stamped delivery notes or proof of payment.
• Letter of supply agreement or letter of intent from a local stationery outlet, or proof of actively selling stationery such as a catalogue or price list.
• Latest audited financial statements (not older than the 2024/25 financial year) or independently reviewed financial statements showing net assets of at least R100 000, or a C bank rating letter not older than three months.
• General Conditions of Contract, initialled on every page.
• Special Conditions of Contract, initialled on every page.
• Proof of operating address in the Eastern Cape.
• Medical certificate or doctor's report for enterprises owned by persons living with disabilities.
• Valid CIPC certificate with ownership percentages and director ID numbers for women- or youth-owned enterprises.

Disqualification risks

• Late bids are not accepted and may be returned unopened.
• Any returnable document omitted or unsigned.
• Pricing Schedule not submitted in all three required formats, or not identical between hard copy and electronic versions.
• Failure to provide a unit price for any stationery item.
• Counter conditions or amendments to bid conditions invalidate the bid.
• Misrepresentation found during due diligence may disqualify the bid in whole or in part.

Three-phase evaluation

1. General and standard bid compliance (administrative completeness).
2. Mandatory and functionality requirements.
3. Price and specific goals (preference points).

Phase 2 — functionality

• Minimum qualifying score: 80 out of 100, with the minimum points required on each criterion.
• Bidders below 80 are eliminated and not evaluated on price or specific goals.
• Functionality points do not carry over to phase 3.

Functionality criteria

• Experience in supply and delivery of office stationery (50 points): five or more qualifying reference letters = 50; four = 40; three = 30; two or fewer, or projects older than five years = 0.
• Financial strength (25 points): audited or independently reviewed financial statements with net assets of at least R100 000, or a C bank rating letter not older than three months = 25; non-submission, a rating below C, or a rating letter older than three months = 0.
• Delivery capability (25 points): letter of supply agreement from a local stationery outlet, or proof of actively selling stationery = 25; non-submission = 0.

Phase 3 — preference points (90/10 system)

• Price: maximum 90 points, calculated as Ps = 90 × (1 − (Pt − Pmin) / Pmin).
• Specific goals: maximum 10 points.
• Eastern Cape locality: 5 points.
• Women-owned: 2 points.
• Youth-owned: 2 points.
• Owned by persons living with disabilities: 1 point.
• Price is evaluated per item; a missing unit price disqualifies the bid.
• Specific goal points are added to price points and the total is rounded to two decimal places.
• A contract may be awarded to a bidder that did not score the highest points on reasonable and justifiable grounds.

Scope

• Appointment of service providers for the supply and delivery of office stationery to the Eastern Cape Provincial Government on an as-and-when-required basis.
• Contract period: 36 months.
• Items and quantities are listed in Annexure A (Pricing Schedule).

Regions and awards

• Northern Region: Chris Hani, Joe Gqabi.
• Southern Region: Amathole, Buffalo City.
• Eastern Region: OR Tambo, Alfred Nzo.
• Western Region: Nelson Mandela, Sarah Baartman.
• A maximum of five service providers will be appointed per region.
• Bidders may bid for more than one region but must submit a separate bid document for each region; the department may limit an award to one region.
• If no responsive bidder exists in a region, responsive bidders in the nearest region may be considered.

Delivery

• Goods must be delivered directly to the point specified by the ordering institution.
• Delivery within 14 working days of receiving an official purchase order.
• Firm lead times must be agreed with the procuring entity during the contract.
• Every delivery must be accompanied by a delivery note quoting the official order number.
• Deliveries that do not comply with the order will be returned at the supplier's expense.
• Stationery must be supplied in the required quantity and quality, at the right time and place.
• The department may refuse any change of specification or brand.
• Items not included in the contract are procured by institutions through normal procurement processes.

Delivery execution

• Deliver goods within 14 working days of receiving an official purchase order.
• Agree firm delivery lead times with the procuring entity during the contract and adhere to them strictly.
• Deliver directly to the location specified by the ordering institution.
• Accompany every delivery or dispatch with a delivery note quoting the official order number.
• Deliveries that do not comply with the order form are returned at the supplier's expense.
• The department may decline any change of specification or brand.

Experience

• Minimum three years' experience supplying office stationery.
• At least three projects awarded and successfully delivered in the past five years.
• Submit a company profile demonstrating capacity and experience.
• Submit at least three contactable reference letters on client letterheads with contactable numbers, supported by purchase orders, stamped delivery notes or proof of payment.
• Reference letters older than five years, or projects performed beyond the past five years, score no points.

Financial strength

• Latest audited financial statements (not older than the 2024/25 financial year) or independently reviewed financial statements showing net assets of at least R100 000, or a C bank rating letter not older than three months.
• The authenticity of these documents will be verified.

Delivery capability

• Letter of supply agreement from a local stationery outlet, or proof of actively selling stationery such as a catalogue or price list.

Quality standards

• Where specifications or standards apply to materials and supplies, product quality must be at least equal to the latest edition of those specifications or standards.
• Transit and storage conditions applicable to the products must be adhered to.
• The department may refuse any change of specification or brand.
• Deliveries that do not comply with the order form are returned at the supplier's expense.

Pricing Schedule (Annexure A)

• Complete a unit price for every stationery item; a missing unit price disqualifies the bid.
• Submit in three formats: printed hard copy in the bid document, PDF of the full bid on USB, and Excel spreadsheet of unit prices on the same USB.
• The hard copy and electronic versions must match; the hard copy is the legal version in a dispute.
• The Excel version must not be converted to PDF.
• The schedule is available on the eTender Portal and the Provincial Treasury website.
• Prices must include all direct and indirect costs and be firm for year one.

Price adjustment

• No adjustment in year one.
• Escalation in years two and three may not exceed the applicable Consumer Price Index.
• No adjustment without prior approval from Provincial Treasury, Transversal Contracts, supported by documentary evidence.
• Contract Price Adjustment applications follow the stated formula and parameters and the bidder's cost breakdown.
• Differences between the supplier's application and the department's verification are resolved through consultation.
• The department may negotiate or decline any price adjustment.

VAT

• All prices must include 15% VAT; non-compliance invalidates the bid.
• Non-VAT vendors whose turnover would exceed R2.3 million must quote VAT-inclusive prices and register as VAT vendors with SARS on award.
• A supplier that registers for VAT during the contract absorbs the cost; the contract price is not increased.

Pricing format

• Complete the mandatory Pricing Schedule (Annexure A) with a unit price for every item.
• Submit in three formats: printed hard copy in the bid, PDF of the full bid on USB, and Excel spreadsheet of unit prices on the same USB.
• Hard copy and electronic versions must be identical; the hard copy is the legal version in a dispute.
• Prices must include all direct and indirect costs and be firm for year one.
• All prices must include 15% VAT; non-compliance invalidates the bid.
• Non-VAT vendors whose turnover would exceed R2.3 million must quote VAT-inclusive prices and register as VAT vendors with SARS on award.
• A supplier that registers for VAT during the contract absorbs the resulting cost; the contract price will not be increased.

Price adjustment

• No price adjustment in year one.
• Escalation in years two and three may not exceed the applicable Consumer Price Index.
• No adjustment without prior approval from Provincial Treasury, Transversal Contracts, supported by documentary evidence.
• Contract Price Adjustment applications are applied strictly to the stated formula and parameters.
• The department may negotiate prices, including to standardise prices per item within a region or where prices exceed market-related levels, and may decline any adjustment.

Financial capacity

• Net assets of at least R100 000 (total assets minus total liabilities), evidenced by audited or independently reviewed financial statements, or a C bank rating letter not older than three months.

Registration and tax

• Registered on the Central Supplier Database (CSD); submit a detailed CSD report, preferably dated in the last week before closing.
• Tax compliance verified through CSD or SARS; submit a SARS Tax Compliance Status PIN or CSD number.
• JV or consortium: each party must be CSD registered and tax compliant, with a signed agreement; the successful JV must register jointly as a single legal entity on CSD.
• Bidders must be a legal entity or partnership.
• No bid will be considered from a person in the service of the state, or from a company or close corporation whose directors or members are persons in the service of the state.

Certification of documents

• Copies must be certified by a Commissioner of Oaths and must not be older than six months before closing.

Experience and eligibility

• Minimum three years' experience supplying office stationery.
• At least three projects awarded and successfully delivered in the past five years, evidenced by reference letters on client letterheads with contactable numbers plus purchase orders, stamped delivery notes or proof of payment.
• Must operate in the Eastern Cape, with proof of address by lease agreement, municipal utility bill, or letter from the Traditional Authority and Ward Councillor in the bidder's or a director's name; the lease must be supported by a municipal bill or authority letter in the lessor's name.
• Letter of supply agreement or letter of intent from a local stationery outlet, or proof of actively selling stationery.

B-BBEE and specific goals

• Preference points are claimed under the 90/10 system; SBD 6.1 must be completed and signed.
• Eastern Cape locality (5 points): proof of operating address in the Eastern Cape; in loco inspection may be conducted for shortlisted bidders.
• Women- and youth-owned enterprises (2 points each): valid CIPC certificate showing ownership or controlling interest percentages, with director ID numbers.
• Enterprises owned by persons living with disabilities (1 point): medical certificate or doctor's report confirming a substantially limiting, long-term or recurring impairment.

Standard forms

• SBD 1 (Invitation to Bid): signed offer and bidder details.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm pricing for year one.
• SBD 4 (Declaration of Interest): discloses state employment or connections of directors, shareholders or members.
• SBD 6.1 (Preference Points Claim): claims specific goal points.
• SBD 7.1 (Contract Form): signed by the successful bidder.
• General Conditions of Contract and Special Conditions of Contract: initialled on every page.

Preference points system

• Bids are adjudicated on the 90/10 system under the Preferential Procurement Regulations: price up to 90 points and specific goals up to 10 points.

Specific goals and evidence

• Eastern Cape locality (5 points): operate in the Eastern Cape and provide proof of address by lease agreement, municipal utility bill, or letter from the Traditional Authority and Ward Councillors in the bidder's or a director's name; in loco inspection may be conducted for shortlisted bidders.
• Women-owned (2 points) and youth-owned (2 points): valid CIPC certificate showing ownership or controlling interest percentages, with director ID numbers.
• Persons living with disabilities (1 point): medical certificate or doctor's report confirming a substantially limiting, long-term or recurring impairment.
• Specific goal points are added to price points and the total is rounded to two decimal places.
• A contract may be awarded to a bidder that did not score the highest points on reasonable and justifiable grounds.

Contract formation and documents

• The contract takes effect once the supplier receives an unconditional letter of acceptance.
• Contract documents: bid documents, letter of appointment, service level agreement, completed SBD 7.1 contract form, award documents and acknowledgement letter.
• Where documents conflict, the Special Conditions of Contract prevail.
• Contract period: 36 months.

Termination

• The department may terminate if the supplier cedes or transfers the contract, fails to honour obligations including submitting information, is provisionally or finally liquidated, enters settlement arrangements with creditors, commits an act of insolvency, changes the membership of an unincorporated JV or consortium, changes ownership by more than 50% without prior written approval, or receives an overall poor performance rating.

Supplier performance

• Performance is scored annually using a departmental template against the scope of work and service level agreement.
• An unacceptable rating may bar the supplier from future contracts under the same bid and may lead to early termination.
• Performance management sits with participating institutions; unresolved disputes are escalated to Provincial Treasury: Transversal Contracting.

Orders and payment

• Suppliers must respond to a quotation request within two working days of receipt.
• Each participating institution places its own orders and pays for goods delivered.
• Orders are placed as and when required, with delivery points specified by the ordering institution.
• Order form instructions on supply, dispatch and invoicing must be followed strictly.
• Institutions are not obliged to accept quantities above the ordered quantity.

Monitoring

• Monitoring audits may be conducted periodically and randomly, with or without prior appointment.
• A compliance scorecard covers delivery lead times, percentage of orders supplied in full first time, reporting compliance and quarterly performance meetings.
• Penalties may be imposed under sections 21 and 22 of the General Conditions of Contract.
• Any change in supply performance status must be reported within seven days.

Security and confidentiality

• Successful suppliers may undergo a State Security Agency clearance process facilitated by Provincial Treasury.
• A negative clearance outcome may trigger termination for default under section 23 of the General Conditions of Contract.
• All information about participating departments must be treated as confidential and may not be disclosed to any person or the media.

Departmental rights

• The department may award in part or in full, decline all bids, amend or withdraw bid conditions, cancel or terminate the process at any stage, negotiate with preferred bidders, conduct site inspections or product evaluations, award on best value rather than lowest price, correct evaluation errors, and terminate the contract after award where necessary.
• The same line item may be awarded to more than one bidder to address availability, risk, compatibility and cost effectiveness.
• Counter conditions or amendments to bid conditions invalidate the bid.
• Due diligence may be conducted before award or during the contract, including announced or unannounced site visits; misrepresentation may disqualify the bid.

Communication

• The department may seek clarity from bidders after closing and before award, or extend the bid validity period.
• Bidders must promptly report in writing any discrepancy, ambiguity, error or inconsistency they find; corrections are issued to all bidders without attribution.
• All communication with the Strategic Procurement and Transversal Contracts office must be in writing.

Bid validity

• Bids remain valid for 90 calendar days from the closing date and time.

Regions and awards

• Regions: Northern (Chris Hani, Joe Gqabi), Southern (Amathole, Buffalo City), Eastern (OR Tambo, Alfred Nzo), Western (Nelson Mandela, Sarah Baartman).
• A maximum of five service providers are appointed per region.
• Bidders may bid for multiple regions but must submit separate bid documents for each; the department may limit an award to one region.
• If no responsive bidder exists in a region, responsive bidders in the nearest region may be considered.
• Successful bidders deliver directly to the required location.
• Items not covered by the contract are procured by institutions through normal procurement processes.

Recommendation and appointment

• The Bid Evaluation Committee recommends responsive bidders against the evaluation criteria.
• Award is subject to meeting all bid requirements.

Failure to meet any of the following disqualifies the bid:

• At least three projects awarded and successfully delivered in the past five years, evidenced by three contactable reference letters on client letterheads with contactable numbers, plus purchase orders, stamped delivery notes or proof of payment.
• Unit prices supplied for every stationery item in the pricing schedule.
• Operation in the Eastern Cape with proof of address by lease agreement, municipal utility bill, or letter from the Traditional Authority and Ward Councillor in the bidder's or a director's name; the lease must be supported by a municipal bill or authority letter in the lessor's name.

Other conditions

• During the year two and year three price adjustment windows, the department may negotiate prices to standardise prices per item within a region and to address prices above market-related levels.
• The department may verify any information submitted by recommended bidders.

General requirements

• Registered on the Central Supplier Database, with tax compliance verified through CSD or SARS; submit a detailed CSD report preferably dated in the last week before closing.
• JV or consortium bidders: each party must be CSD registered and tax compliant, with a signed agreement; the successful JV must register jointly as a single legal entity on CSD.
• Certified copies must be certified by a Commissioner of Oaths and be no older than six months before closing.
• The Pricing Schedule must be fully completed, signed and submitted in hard copy and Excel on USB.
• SBD 1, 3.1, 4 and 6.1 must be fully completed and submitted.
• Bidders must be a legal entity or partnership.

Mandatory requirements

• Minimum three years' experience supplying office stationery, with a company profile and at least three contactable reference letters on client letterheads with contactable numbers, supported by purchase orders, stamped delivery notes or proof of payment for projects delivered in the past five years.
• Letter of supply agreement or letter of intent from a local stationery outlet, or proof of actively selling stationery.
• Latest audited financial statements (not older than the 2024/25 financial year) or independently reviewed financial statements showing net assets of at least R100 000, or a C bank rating letter.
• Operation in the Eastern Cape with proof of address by lease agreement, municipal utility bill, or letter from the Traditional Authority and Ward Councillor in the bidder's or a director's name; site inspection may be conducted.
• Enterprises owned by persons living with disabilities must provide a medical certificate or doctor's report.
• Women- and youth-owned enterprises must provide a valid CIPC certificate showing ownership or controlling interest percentages, with director ID numbers.

Evaluation runs in three phases: general and standard bid compliance, mandatory and functionality requirements, and preference points with specific goals.

Functionality (phase 2)

• Minimum qualifying score: 80 out of 100, including the minimum points on each criterion.
• Bidders who fail the minimum are eliminated and not evaluated further.
• Functionality points do not count towards phase 3.

Preference points (phase 3)

• 90/10 system: price up to 90 points, specific goals up to 10 points.
• Price formula: Ps = 90 × (1 − (Pt − Pmin) / Pmin).
• Specific goals: Eastern Cape locality 5, women 2, youth 2, persons living with disabilities 1.
• Price is scored per item; a missing unit price disqualifies the bid.
• The department may communicate in writing with bidders at any stage of evaluation to seek clarity.