Printing, supply and delivery of a4 ccma case files with labels and clips — national contract (36 months)

• Compulsory briefing session: 27 October 2026 at 11:00, virtual via Microsoft Teams. Attendance is compulsory; non-attendance disqualifies the bid.
• Enquiry closing: 02 November 2026 at 16:00.
• Bid closing: 09 November 2026 at 11:00 (Telkom time).
• Bid validity: 120 days from the closing date.
• Contract period: 36 months.

• Compulsory virtual briefing: 27 October 2026 at 11:00 via Microsoft Teams.
• Join link: https://teams.microsoft.com/meet/3993848190225780?p=jP7hFEQ78gc52QWaDL
• Meeting ID: 399 384 819 022 578 0
• Passcode: Sn6W4PH3
• Bidders must confirm they can access the link before the session; failure to attend disqualifies the bid.
• Samples are collected from the nearest CCMA office after the briefing and must be returned with the bid.

Bidding procedure enquiries

• Contact: Ms Thabang Kgagane
• Email: [email protected]
• Telephone: +27 11 377 6916
• Enquiries close: 02 November 2026 at 16:00; consolidated responses are posted on www.ccma.org.za under tenders within two days of the enquiry deadline.

Submission address

Bid box, Main Reception

CCMA National Office

28 Harrison Street

JCI Building, 12th Floor

Johannesburg, 2001

Delivery points

• Orders are issued by CCMA regional offices and delivered to offices in all nine provinces, including East London, Gqeberha, Bloemfontein, Welkom, Kimberley, Ekurhuleni, Johannesburg, Tshwane, Vaal, Durban, Newcastle, Pietermaritzburg, Port Shepstone, Richards Bay, Polokwane/Tzaneen, eMalahleni, Mbombela, Secunda, Klerksdorp, Rustenburg, Vryburg, Cape Town and George.
• Office addresses may change during the contract; CCMA issues updates.

Submission format

• Two hard copies plus one electronic copy on USB, in PDF, all bound together.
• Sealed envelope endorsed with the reference number, the full bid description, the bidder name, the closing date and the return address.
• Pricing (SBD 3.3) must be sealed in a separate financial envelope.
• All documents in English; every schedule clearly marked.
• Companies must attach a certified board resolution authorising the signatory.

Delivery of the bid

• Place in the bid box at the Main Reception, CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, 2001.
• Couriers must deposit the parcel in the 12th floor bid box and endorse the bid description on the delivery note; CCMA accepts no responsibility for parcels handed to a receptionist or official.
• Bids sent by email, fax, telegram or similar are not accepted.
• Late bids are not evaluated.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact particulars, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule): unit pricing per year, in the separate financial envelope.
• SBD 4 (Declaration of Interest): discloses state employment or connections of directors, members or shareholders.
• SBD 6.1 (Preference Points Claim): claims the specific-goals points.
• SBD 7.2 (Contract Form): signed acceptance of the contract terms.
• CCMA Standard Conditions of Bid and General Conditions of Contract: signed.
• POPIA consent form: completed and signed.
• Company registration documents, identity documents of the owner(s), and a medical certificate confirming owner disability where applicable.
• Latest CSD report and supplier number; valid tax compliance status PIN.
• Latest financial statements signed by an independent registered accountant.
• B-BBEE certificate or sworn affidavit.
• Signed joint venture, consortium or subcontracting agreement where applicable; each member submits its own tax, CSD and SBD documents.
• A complete sample case file with clip and label affixed, together with the CCMA sample issued to the bidder.

Disqualification risks

• Any mandatory item answered "No".
• Missing or unsigned returnable document.
• Absence from the compulsory briefing session.
• Late submission or submission through a channel other than the bid box.
• False or unverifiable information.

• Two hard copies and one USB copy in PDF, bound and sealed in an envelope endorsed with the reference number, description, bidder name, closing date and return address.
• Pricing sealed separately in a financial envelope.
• Lodged in the bid box at CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, 2001 by 11:00 on 09 November 2026.
• Late bids, and bids sent by email, fax or telegram, are not accepted.
• Include: SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.2, signed CCMA Standard Conditions of Bid, POPIA consent form, company registration documents, owner identity documents, disability medical certificate where applicable, CSD report and supplier number, tax compliance PIN, financial statements signed by an independent registered accountant, B-BBEE certificate or affidavit, board resolution, and any joint venture or subcontracting agreement.
• Consortium, joint venture and subcontracting parties each submit their own tax, CSD and SBD documents.

Three-stage evaluation.

Stage 1 — Mandatory requirements (pass/fail)

• All eleven items must be confirmed compliant: paper as per sample, A4 size, 180 gsm, 3 cm gusset, plastic-coated clip material, clips affixed, numeric tab labels, white labels on both sides, label material and size as per sample, all production, storage and delivery included in the unit price, and the CCMA sample returned with the bid.
• A "No" on any item eliminates the bid. CCMA verifies the sample file, including paper weight.

Stage 2 — Functionality, Phase 1: Company capabilities (65 points; minimum 55)

• Company experience in printing and delivery of case files, verified with contactable references for similar work within five years of the closing date: 5 references = 30, 4 = 24, 3 = 18, 2 = 12, 1 = 6. Reference letters missing any required detail score zero.
• National service delivery capacity: 30 points (15 for delivery methodology addressing logistics, 15 for delivery lead time; no methodology = 0).
• Business continuity plan with proof of generator, alternate site or spare equipment: 5 points.

Stage 2 — Functionality, Phase 2: Site visit (35 points)

• Open only to bidders scoring at least 55 in Phase 1 who also submit site identification: title deed, signed lease, or owner's letter of authority. Missing site identification disqualifies the bidder from the site visit.
• Capacity to produce files: 30 points (plant layout 5, equipment 10, production line 5, human resources 10).
• Capacity to store and distribute printed files: 5 points.
• Total functionality 100 points; minimum qualifying score 80/100. Bidders below 80 are not evaluated further.

Stage 3 — Price and specific goals (100 points)

• Preference system: 80/20 under the Preferential Procurement Regulations 2022.
• Price: 80 points.
• Specific goals (ownership): 20 points.
• Preference points not claimed with supporting proof at submission are forfeited.

Scope

• Appointment of one service provider to print, bulk-store and deliver A4 CCMA case files with labels and clips nationally, as and when orders are placed, for 36 months.
• Bidders must show capacity to deliver to every CCMA regional office.

Case file specification

• Size: A4.
• Board weight: 180 gsm (CCMA verifies the sample weight).
• Gusset: 3 cm.
• Board colour: assorted, changed once a year; the successful bidder is notified three months in advance.
• Printed with the CCMA logo.

Clips and labels

• Clip: Kwik Fix or equivalent, metal covered with plastic, affixed to the file at delivery, material as per the sample issued at the briefing.
• Labels: 10 mm x 33 mm, white on both sides, numeric tabs, material and size as per the sample.

Samples

• Samples are collected from the nearest CCMA office after the briefing session.
• A complete sample file with clip and label affixed must be submitted with the bid, together with the CCMA sample issued.

Indicative volumes (units, not a purchase commitment)

• 2026/27: 136 800 nationally; 2027/28: 117 590; 2028/29: 96 412.
• Largest regions in 2026/27: Johannesburg 19 200, Cape Town 12 600, Tshwane 11 700, Ekurhuleni 10 800, Polokwane and Tzaneen 10 800, Durban 10 080, Gqeberha 9 000.
• Quarterly delivery estimate: 32 550 units in 2026/27, 28 023 in 2027/28, 23 003 in 2028/29.
• Volumes may fall materially as CCMA migrates to digital case files.

Performance standards

• Delivery within 10 working days of receiving the purchase order.
• Invoices and statements issued on the delivery date.
• Quality of board, colour, labels and clips must match the specification and the SLA at all times.
• Performance monitored monthly.

• Submit a detailed delivery plan showing how ordered items reach each destination on time.
• Logistics component (15 points): set out the key variables required to meet the agreed lead time and specification.
• Lead time component (15 points): state delivery lead time from purchase order receipt, capped at 10 working days, supported by a guarantee letter signed by a director or authorised person.
• No delivery methodology addressing logistics and lead time scores zero for the 30-point criterion.
• Business continuity plan (5 points): written plan plus proof of a generator, alternate production site or spare equipment to sustain production, stock and delivery through disruption.

• Provide contactable references for similar printing and delivery of case files, not older than five years measured from the closing date.
• Scoring: 5 references 30 points, 4 references 24, 3 references 18, 2 references 12, 1 reference 6.
• Each reference letter must be on the client's letterhead, signed and dated, and show the client company name, physical address, contact person, telephone number and email address.
• A reference letter missing any of these details scores zero for that criterion.
• CCMA verifies references with the clients and may disregard unverifiable documents.

• Board, colour, labels and clips must match the specification and the Service Level Agreement at all times.
• Delivery within 10 working days of the purchase order date.
• Invoices and statements issued on the delivery date.
• Performance monitored monthly by CCMA.
• Case file colour changes annually, with three months' notice to the supplier.
• CCMA verifies the minimum requirements and all samples submitted, including paper weight.

• Quote a fixed unit cost for the A4 case file, label and clip, inclusive of production, storage and delivery.
• Show cost per unit, escalation percentage, estimated annual quantities and the VAT-inclusive annual total for each of the three years, plus the three-year total.
• Prices firm for the first 12 months; escalations for Years 2 and 3 may be proposed and must be stated.
• Unit price may not rise where ordered quantities fall below the estimates.
• The completed schedule is submitted on SBD 3.3 in a separate financial envelope.

Pricing

• Quote a fixed cost per unit covering the A4 case file, label and clip, inclusive of all production, storage and delivery.
• Any item excluded from the unit price or charged separately disqualifies the bid.
• Prices firm for the first 12 months; escalation percentages for Years 2 and 3 may be proposed and must be shown in the pricing schedule.
• The unit price may not increase where ordered quantities fall below the estimates.
• Pricing is submitted on SBD 3.3 in a separate financial envelope, showing cost per unit, escalation percentage, estimated annual quantities and the VAT-inclusive annual and three-year totals.
• No bid security, performance guarantee or retention percentage is specified.

Commercial exposure

• Quantities are indicative only and create no purchase obligation; the digital migration may reduce volumes significantly.
• A Service Level Agreement must be concluded on award and governs performance measurement.

Registration and tax

• Registered on the Central Supplier Database before submission, with the Master Registration Number (supplier number) included.
• Valid tax compliance status PIN, or a printed TCS certificate; consortium, joint venture and subcontracting parties each submit their own PIN and CSD number.
• Company registration documents and identity documents of the owner(s); medical certificate confirming owner disability where applicable.
• Latest financial statements signed by an independent registered accountant.

Preference

• B-BBEE certificate or sworn affidavit (EME/QSE) required to claim the 20 specific-goals points; without it the points are forfeited.

Authorisation and declarations

• Certified board resolution authorising the signatory.
• SBD 4, SBD 6.1, SBD 7.2, CCMA Standard Conditions of Bid and POPIA consent form, all completed and signed.

Exclusions

• Bids from persons in the service of the state, companies with directors in state service, or close corporations with such members are not considered.
• Failure to comply with National Treasury tax directives, submission of incomplete or false information, or receipt of information not available to other bidders leads to disqualification.

• Contract period: 36 months.
• A Service Level Agreement must be concluded on award and forms part of the supply agreement; performance is measured against it.
• The bid is subject to the General Conditions of Contract under Treasury Regulation 16A of the PFMA and to the PPPFA and its regulations; Special Conditions of Contract prevail where they conflict with the GCC.
• Bid validity: 120 days from the closing date, during which the offer remains binding.
• Bidders may be required to attend an interview or give a practical demonstration of the product or service.
• All bid preparation, presentation and demonstration costs are for the bidder's account; submitted documentation becomes CCMA property unless the bidder states otherwise.
• CCMA may amend conditions, specifications or the closing date before closing, may decline the lowest price, may award in whole or in part, may verify any submitted document, and may conduct background checks on the bidder and its directors, members or shareholders.
• Fraudulent, false or misleading information leads to disqualification and may be reported to National Treasury and referred for criminal investigation.
• CCMA may apply the National Treasury cost containment instruction for consultants where relevant.

• A Service Level Agreement must be signed on award and governs performance monitoring.
• CCMA promotes enterprise development and may require the successful bidder to mentor SMMEs or youth-owned businesses, with terms negotiated.
• Contract duration 36 months.
• Volumes are estimates only; CCMA's move to digital case files may reduce orders substantially, and the unit price cannot be adjusted upward in response.

• Paper as per sample; A4 size; 180 gsm; 3 cm gusset.
• Plastic-coated metal clip, Kwik Fix or equivalent, affixed to the file at delivery.
• Labels 10 mm x 33 mm, white on both sides, numeric tabs, material and size as per sample.
• All production, storage and delivery costs included in the unit price.
• Complete sample file with clip and label affixed submitted with the bid, together with the CCMA sample issued.
• Any "No" on a mandatory item, or any cost excluded from the unit price, disqualifies the bid.

Stage 1 — Mandatory: eleven pass/fail items covering paper, size, weight, gusset, clip material and fixing, label size and colour, all-inclusive unit pricing, and return of the CCMA sample. Any "No" eliminates the bid.

Stage 2 — Functionality Phase 1 (65 points, minimum 55): references for similar printing and delivery work within five years (30 points, scaled from 5 references down to 1), national delivery capacity (30 points split between logistics methodology and lead time), business continuity plan (5 points).

Stage 2 — Functionality Phase 2 (35 points): site visit, open only to bidders above the Phase 1 threshold who prove site access by title deed, lease or owner's letter. Production capacity 30 points (plant layout 5, equipment 10, production line 5, human resources 10); storage and distribution capacity 5 points.

Total functionality 100 points with a minimum qualifying score of 80; below 80 the bid is not evaluated on price.

Stage 3 — Price and specific goals: 80/20 preference system, 80 points for price and 20 for specific goals on ownership.