Supply and delivery of stationery to umsobomvu municipality (re-advert UMS/FIN/STA/09/2026)

• Closing: 29 October 2026 at 12:00.
• Briefing session: none (not applicable).
• Bid validity: 90 days after the closing date.
• Goods must be held firm for 90 days.
• Order confirmation: the preferred bidder must confirm in writing within 24 hours of receiving an order that the quantity can be delivered; the alternative bidder carries the same 24-hour obligation.

• No briefing or site meeting is scheduled for this bid.
• Where a site or information meeting is specified it is compulsory, and bids from bidders who did not attend will not be accepted.

SCM enquiries

• Contact: Mr N Thiso
• Email: [email protected]
• Telephone: 051 753 0040

SCM enquiries

• Contact: Mrs N Dyantyi
• Email: [email protected]
• Telephone: 051 753 0040

Fax: 086 403 4554 or 051 753 0574

Submission address

Tender box, main reception

Umsobomvu Local Municipality

21A Church Street

Colesberg

9795

Issuing authority

Mr TW Msengana, Municipal Manager

Umsobomvu Municipality

21A Church Street

Colesberg

9795

Submission

• Method: sealed hard-copy quotation deposited in the tender box.
• Address: tender box, main reception, Umsobomvu Local Municipality, 21A Church Street, Colesberg 9795.
• Envelope marking: "SUPPLY AND DELIVERY OF STATIONERY TO UMSOBOMVU MUNICIPALITY".
• Closing: 29 October 2026 at 12:00.
• Electronic, faxed, late and incomplete quotations will not be considered.
• The document may be downloaded from www.umsobomvumun.co.za and must be printed, priced and completed in full.

Completion rules

• Complete in black ink; no correction fluid or tape.
• Mistakes must be crossed out in ink and initialled at every alteration.
• The official document may not be retyped; retyped documents are disqualified.
• All pages must be returned; missing pages disqualify the bid.
• No unauthorised alterations; any ambiguity must be raised with the contact person before closing.
• The quotation must be signed, or signed and stamped with the company stamp, by an authorised signatory.

Returnable documents

• Formal written price quotation on the bidder's company letterhead, plus the completed quotation document.
• Valid original tax clearance certificate or SARS Tax Compliance Status PIN.
• Certified identity documents of members, shareholders or directors (stamp not older than 6 months).
• CIPC company registration documents or founding statement.
• Certified B-BBEE certificate or sworn affidavit.
• CSD registration report printout.
• Municipal account not older than 3 months and not in arrears for more than 3 months, or a lease agreement, or a tribal authority letter with affidavit for rural areas.
• Certificate that the bidder has no undisputed municipal service commitments overdue by more than 90 days.
• Signed General Conditions of Contract, and local content documents where applicable.
• MBD 1, MBD 4, MBD 6.1, MBD 8, MBD 9, authority of signatory and the contract form.

Disqualification risks

• Late, faxed or emailed bids.
• Missing pages, retyped documents, unauthorised alterations or use of correction fluid.
• Any compulsory document omitted (the B-BBEE certificate excepted).
• An unsigned quotation or unsigned returnable forms.
• Bids from persons in the service of the state.

• Formal written price quotation on the bidder's company letterhead, plus the completed quotation document.
• Valid original tax clearance certificate or SARS Tax Compliance Status PIN; each consortium or joint venture member separately.
• Certified identity documents of members, shareholders or directors, stamp not older than 6 months.
• CIPC company registration documents or founding statement.
• Certified B-BBEE certificate or sworn affidavit.
• CSD registration report printout.
• Municipal account not older than 3 months and not in arrears for more than 3 months, or a lease agreement, or a tribal authority letter with affidavit for rural areas.
• Certificate that the bidder has no undisputed municipal service commitments overdue by more than 90 days.
• Signed General Conditions of Contract, and local content documents where applicable.
• MBD 1, MBD 4, MBD 6.1, MBD 8, MBD 9, authority of signatory and the contract form.
• The municipality's address and VAT number 4700193941 must appear on the quote.
• Goods must be held firm for 90 days.

System

• 80/20 preference point system under the Preferential Procurement Regulations, 2022 and the Umsobomvu SCM Policy.
• Price: 80 points.
• Specific goals: 20 points.

Specific goals

• Enterprise located in the Northern Cape — 10 points (verified by company registration document and certified ID copy).
• Company 100% owned by youth — 10 points (verified by company registration document and certified ID copy).

Stages

• Responsiveness check against the specification and the compulsory documents; failure on any compulsory item other than B-BBEE renders the bid non-responsive.
• Scoring of price and specific goals.
• No minimum qualifying score for functionality is stated.

Award

• The municipality is not bound to accept the lowest or any bid and may accept the whole or part of a bid.
• It may withdraw, re-advertise or reject any bid, and may waive requirements, where bid amounts are too high, bids do not meet the specific goals, or objective grounds exist.
• A preferred bidder and an alternative bidder may be appointed.

Scope

• Supply and delivery of stationery to Umsobomvu Local Municipality, Colesberg.
• One service provider is required; the municipality may award in full or in part.
• No fees beyond those in the pricing schedule are allowed.
• Products must be SABS approved.
• Delivery point: Umsobomvu Municipality, 21A Church Street, Colesberg 9795.

Quantities (item — unit — quantity)

• A4 80 gsm white paper, Rota Trim or Typek equivalent, 5 reams per box — box — 120
• Sticky notes 75 x 100 mm, 100 sheets per pad, multi-colour — pad — 30
• Post-it Super Sticky Notes 3x3 in, 24 pads — pack — 1
• A4 hardcover counter books, 192 pages — each — 100
• Stapler (26/6 staples) — each — 20
• Staple remover — each — 20
• 30 cm plastic ruler — each — 20
• 12-digit calculator — each — 20
• 2-hole punch, 20 sheets, black — each — 20
• Crystal Xtra Life 60 ballpoint pens, box of 40 (30 black, 10 red) — box — 60
• Permanent markers, bullet tip 2.5 mm, Artline or approved, black/blue/red — each — 40
• Highlighters, assorted colours, wallet of 20 — wallet — 6
• Packaging clear tape 48 mm x 50 m — each — 30
• Packaging red tape 48 mm x 50 m — each — 30
• Packaging clear tape 48 mm x 100 m — each — 30
• Packaging clear tape 40.5 mm x 5 cm — each — 12
• Packaging clear tape 1 cm/10 mm — each — 12
• Glue sticks 43 g, Pritt or approved — each — 40
• Large scissors 21 cm, black — each — 50
• Eraser — each — 20
• Branded revolving date stamp — each — 10
• A3 laminating machine — each — 1
• A3 laminating pouches 150 micron gloss, 100 per pack — pack — 20
• A4 laminating pouches, 100 per pack — pack — 20
• Right-hand and left-hand scissors — each — 20
• Colour pencils, 12 per pack — pack — 4
• Magic tape 18 mm x 50 m large core, Scotch or approved — each — 5
• White board 160 gsm A4, 50 per pack — pack — 5
• A4 160 gsm project paper, yellow, 100 per pack — pack — 2
• 4 800 lumen projector, black — each — 1
• Craft paint, multi-colour, 12 per pack — pack — 2
• Easy-fix contact adhesive 450 mm x 16 m — each — 20
• Prestik or approved, 100 g — each — 20
• Collapsible A4 storage/archive box — each — 100
• C4-250 324 x 229 mm manilla 4-pocket seal envelopes, brown — box — 4
• C4-250 324 x 229 mm manilla 4-pocket seal envelopes, white — box — 4
• No.16 rubber bands, 100 g — packet — 5
• A4 clear filing pockets, 100-piece set — pack — 5
• A4 manila A-Z dividers — pack — 10
• A4 assorted colour A-Z dividers — pack — 10
• A4 board lever arch files 50 mm, black — box — 100
• Metal paper fasteners 80 mm x 60 mm, pack of 10 — pack — 100
• Paper clips 50 mm silver, box of 10 — box — 10
• Paper clips 78 mm silver, box of 10 — box — 10
• Bulldog clips 19 mm — each — 10
• Bulldog clips 38 mm — each — 10
• Bulldog clips 64 mm — each — 10
• AA 1.5 V batteries, Duracell/Energizer or approved, pack of 4 — pack — 100
• AAA 1.5 V batteries, Duracell/Energizer or approved, pack of 4 — pack — 100
• A4 masonite clipboard 290 x 105 x 390 mm — each — 6
• Mouse pad — each — 4
• Thermal till rolls — box — 2
• A4 suspension files, foolscap 365 x 240 mm, 25-piece set — pack — 4

Rules

• Firm prices only; prices subject to exchange rate variation will not be considered.
• Prices must be inclusive of VAT, shown at 15% on the schedule.
• Every item in the bill of quantities must be priced.
• Bidders must state whether they are a registered VAT vendor and give the VAT number; a non-vendor shows the same amount in the excluding and including VAT columns.
• A formal written price quotation on company letterhead must accompany the completed document.
• The municipality's address and VAT number 4700193941 must appear on the quote.
• No additional fees beyond the schedule are allowed; the municipality may award in full or in part.

Items (item — unit — quantity)

• A4 80 gsm white paper, 5 reams per box — box — 120
• Sticky notes 75 x 100 mm, 100 sheets per pad — pad — 30
• Post-it Super Sticky Notes 3x3 in, 24 pads — pack — 1
• A4 hardcover counter books, 192 pages — each — 100
• Stapler (26/6 staples) — each — 20
• Staple remover — each — 20
• 30 cm plastic ruler — each — 20
• 12-digit calculator — each — 20
• 2-hole punch, 20 sheets, black — each — 20
• Crystal Xtra Life 60 ballpoint pens, box of 40 (30 black, 10 red) — box — 60
• Permanent markers, bullet tip 2.5 mm, black/blue/red — each — 40
• Highlighters, assorted colours, wallet of 20 — wallet — 6
• Packaging clear tape 48 mm x 50 m — each — 30
• Packaging red tape 48 mm x 50 m — each — 30
• Packaging clear tape 48 mm x 100 m — each — 30
• Packaging clear tape 40.5 mm x 5 cm — each — 12
• Packaging clear tape 1 cm/10 mm — each — 12
• Glue sticks 43 g, Pritt or approved — each — 40
• Large scissors 21 cm, black — each — 50
• Eraser — each — 20
• Branded revolving date stamp — each — 10
• A3 laminating machine — each — 1
• A3 laminating pouches 150 micron gloss, 100 per pack — pack — 20
• A4 laminating pouches, 100 per pack — pack — 20
• Right-hand and left-hand scissors — each — 20
• Colour pencils, 12 per pack — pack — 4
• Magic tape 18 mm x 50 m large core, Scotch or approved — each — 5
• White board 160 gsm A4, 50 per pack — pack — 5
• A4 160 gsm project paper, yellow, 100 per pack — pack — 2
• 4 800 lumen projector, black — each — 1
• Craft paint, multi-colour, 12 per pack — pack — 2
• Easy-fix contact adhesive 450 mm x 16 m — each — 20
• Prestik or approved, 100 g — each — 20
• Collapsible A4 storage/archive box — each — 100
• C4-250 324 x 229 mm manilla 4-pocket seal envelopes, brown — box — 4
• C4-250 324 x 229 mm manilla 4-pocket seal envelopes, white — box — 4
• No.16 rubber bands, 100 g — packet — 5
• A4 clear filing pockets, 100-piece set — pack — 5
• A4 manila A-Z dividers — pack — 10
• A4 assorted colour A-Z dividers — pack — 10
• A4 board lever arch files 50 mm, black — box — 100
• Metal paper fasteners 80 mm x 60 mm, pack of 10 — pack — 100
• Paper clips 50 mm silver, box of 10 — box — 10
• Paper clips 78 mm silver, box of 10 — box — 10
• Bulldog clips 19 mm — each — 10
• Bulldog clips 38 mm — each — 10
• Bulldog clips 64 mm — each — 10
• AA 1.5 V batteries, pack of 4 — pack — 100
• AAA 1.5 V batteries, pack of 4 — pack — 100
• A4 masonite clipboard 290 x 105 x 390 mm — each — 6
• Mouse pad — each — 4
• Thermal till rolls — box — 2
• A4 suspension files, foolscap 365 x 240 mm, 25-piece set — pack — 4

Pricing

• Firm prices only; prices subject to exchange rate variation will not be considered.
• All prices must be inclusive of VAT, shown at 15% on the schedule.
• Bidders must price every one of the 53 items in the bill of quantities; no additional fees beyond the schedule are allowed.
• Bidders must indicate whether they are a registered VAT vendor and give the VAT number; a non-vendor must show the same amount in the excluding and including VAT columns.
• A formal written price quotation on the bidder's company letterhead must accompany the completed quotation document.
• The municipality's address and VAT number 4700193941 must appear on the quote.

Payment

• Invoices must be accompanied by a copy of the delivery note.
• Payment is due within 30 days of invoice or claim, in Rand.

Penalties and contract value

• Late delivery attracts a penalty at the prime interest rate on the delivered price of the delayed goods for each day of delay.
• The contract may be extended on performance for up to 15% of the original contract value.
• If bid prices exceed available funds, the municipality may negotiate a reduced scope to fit the budget.

Registration and statutory

• CSD registration with a valid CSD registration report printout.
• Valid original tax clearance certificate or SARS Tax Compliance Status PIN; each consortium or joint venture member separately.
• Certified identity documents of members, shareholders or directors, stamp not older than 6 months.
• CIPC company registration documents or founding statement.
• Certified B-BBEE certificate from a SANAS-accredited verification agency or IRBA-registered auditor, or a sworn affidavit.
• Municipal account in the entity's name, not older than 3 months and not in arrears for more than 3 months at closing; lease agreement where premises are leased; tribal authority letter with affidavit for rural areas.
• Certificate that the bidder has no undisputed municipal service commitments overdue by more than 90 days.
• Local content documents where applicable.
• Signed General Conditions of Contract.
• Bidders in the service of government (national, provincial, local or state-owned companies) are excluded.
• Bidders in arrears on municipal rates and taxes for more than three months without a settlement arrangement made before closing will not be awarded.

B-bbee

• A B-BBEE certificate or sworn affidavit is required to claim the 20 specific-goal points; omitting it does not make the bid non-responsive but forfeits the points.
• Verification-agency certificates must show the SANAS logo, unique BVA number, bidder name and physical location, registration and VAT numbers, issue and expiry dates, certificate number, scorecard used (EME, QSE or Generic), agency name and logo, authorised signature and the status level.
• IRBA auditor certificates must show the auditor's IRBA registration number and logo, a SASAE-format certificate reference, the entity's identity and location, the codes applied, element scores and overall level, and be valid for 12 months from issue; a certified copy of the original is required.

Returnable forms

• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 4 (Declaration of Interest): discloses any interest held by state employees or officials.
• MBD 6.1 (Preference Point Claim): claims the specific-goal points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses abuse, influence or improper benefits in past tenders.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion.
• Authority of Signatory: authorises the signatory to bind the bidder.
• Contract Form (MBD 7): signed by the successful bidder.

Preference points

• 80/20 system under the Preferential Procurement Regulations, 2022: 80 points price, 20 points specific goals.
• Enterprise located in the Northern Cape — 10 points, verified by company registration document and certified ID copy.
• Company 100% owned by youth — 10 points, verified by company registration document and certified ID copy.

Evidence

• A B-BBEE certificate or sworn affidavit must be submitted to claim the points; omitting it forfeits the points but does not make the bid non-responsive.
• Verification-agency certificates must show the SANAS logo, unique BVA number, original or certified copy, bidder name and physical location, registration and VAT numbers, issue and expiry dates, certificate number, scorecard used (EME, QSE or Generic), agency name and logo, authorised signature and the status level obtained.
• IRBA auditor certificates must show the auditor's individual IRBA registration number and logo, a SASAE-format certificate reference, the entity's identity and location, the codes applied, element scores and overall status level, and be valid for 12 months from issue; a certified copy of the original is required.

Agreement

• The signed tender document, together with any Service Level Agreement the municipality requires, forms the full agreement.
• Contract documents are in English and the English versions prevail.
• The GCC applies and may not be amended; SCC supplement it and prevail on conflict.
• No variation except by written amendment signed by both parties.
• The supplier may not assign or subcontract without the purchaser's prior written consent.

Performance and remedies

• Delivery must follow the contract schedule; delays must be notified in writing with cause and expected duration.
• Late delivery penalties are calculated at the prime interest rate on the delayed value for each day.
• The municipality may terminate for default, insolvency, or corrupt or fraudulent practice, and may restrict the supplier from public-sector business for up to 10 years.
• Disputes go first to mutual consultation, then mediation, then a South African court.
• Liability is capped at the total contract price, excluding repair or replacement of defective goods.
• Payment is due within 30 days of invoice, in Rand.
• The warranty runs for 12 months from delivery and acceptance, or 18 months from shipment, whichever ends first.
• Performance security, where required, must be furnished within 30 days of award in the amount stated in the SCC.

Rejection of bids

• A bid may be rejected where the bidder or a director abused the municipality's SCM system, tried to influence an official or councillor, or offered improper benefits in this or a past tender.
• Where a contract was awarded on incorrect information, the municipality may recover all costs, losses and damages.

Performance and orders

• Poor or non-performance is handled under the municipality's SCM Policy.
• A preferred bidder and an alternative bidder may be appointed.
• The preferred bidder must confirm in writing within 24 hours of an order that the quantity can be delivered; failure to respond or arrange alternatives cancels the order and the alternative bidder is used.
• The alternative bidder carries the same 24-hour confirmation duty; failure cancels the order and three quotations or another procurement process follow.
• Late delivery attracts a penalty at the prime interest rate on the delayed goods for each day of delay, and the municipality may terminate.
• Payment is due within 30 days of invoice, in Rand.

Contract

• The GCC and SCC apply; the SCC prevail on conflict.
• Bids remain valid for 90 days after closing.
• Quantities may be increased or decreased; the successful bidder may accept or decline the new scope, failing which it passes to the next bidder.
• The contract may be extended on performance by up to 15% of the original contract.
• If prices exceed available funds, the municipality may negotiate a reduced scope to fit the budget.
• Products must be SABS approved.
• The municipality may require an additional Service Level Agreement.

• CSD registration is mandatory; the municipality may decline to award to suppliers not registered on the database.
• A bid is eligible only if signed by the bidder or a person duly and lawfully authorised to sign on its behalf.
• Omitting any compulsory document other than the B-BBEE certificate makes the bid non-responsive.
• The complete document must be returned; missing pages, retyping or unauthorised alteration disqualifies the bid.

• 80/20 preference point system under the Preferential Procurement Regulations, 2022 and the Umsobomvu SCM Policy.
• Price: 80 points.
• Specific goals: 20 points — 10 for an enterprise located in the Northern Cape and 10 for a company 100% owned by youth, each verified by company registration document and certified ID copy.
• Bids are first tested for responsiveness to the specification and the compulsory documents.
• The municipality is not bound to accept the lowest or any bid, may accept part of a bid, and may withdraw, re-advertise or reject bids where amounts are too high, the specific goals are not met, or objective grounds exist.
• The municipality may waive requirements in the bid conditions or specifications.