Alfred duma local municipality is inviting bids from suitably qualified service providers to be appointed to a panel for the supply and delivery of stationery items over a two-year period. The tender is open to companies located in the alfred duma municipal area, with evaluation based on functionality (minimum 80% score) and the 80/20 preferential procurement system. Bidders must attend a compulsory briefing session and submit their bids by 20 august 2026.
Key Requirements
Attend the compulsory briefing session on 22 July 2026 at 11:00 at Ladysmith Town Hall; failure to attend will invalidate your bid.
Submit a sealed bid by 20 August 2026 at 11:00, using only the original bid documentation, with the contract number and description on the envelope, deposited in the bid box at Lister Clarence Building, Ladysmith.
Score a minimum of 80% on the functionality scorecard, which includes providing proof of at least one stationery contract above R20,000 (5 points each) and a bank statement or letter of financial intent (up to 30 points).
Be registered on the Central Supplier Database (CSD) and submit a CSD report, along with a valid BBBEE certificate, municipal rates/water statements, and tax clearance.
Meet the 80/20 preferential points criteria: 80 points for price and 20 points for ownership (5 points for HDI ownership, 15 points for being located in the Alfred Duma municipal area).
Deliver ordered stationery within 7 working days, with penalties of 5% of order value per day for late delivery; only goods matching the specified items and brands (or equivalents) may be supplied.
Submit a draft Service Level Agreement (SLA) with the bid, to be finalised within 14 days of award, and ensure no outstanding municipal debts.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentDF 04 2026.pdfReview complete
Description
Source: DF 04 2026.pdf
Important Dates
13 Jul
2026
PUBLICATION
Tender Published
Tender was published
20 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
The Alfred Duma Local Municipality (KwaZulu-Natal) invites bids for the appointment of a panel of service providers to supply and deliver stationery for a two-year period (Contract No. DF 04/2026). The tender closes on 20 August 2026 at 11:00 UTC. Bids are evaluated on an 80/20 preferential points system (80% price, 20% ownership/BBBEE and local RDP goals). Mandatory requirements include CSD registration, tax compliance, BBBEE certification, and attendance at a compulsory briefing session on 22 July 2026.
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Bid-ready summary
Alfred Duma Local Municipality invites bids for the supply and delivery of stationery items for a two-year period.
The appointed supplier must supply specified units; the municipality reserves the right to accept or reject items based on quality and require immediate replacement of rejected items.
Evaluation is on a price-per-item basis.
Item list includes Lever Arch files, Accessible files, file folders (160GSM and 200GSM), pens, pencils, permanent markers, staples, and A4 poster board cards.
Important Dates
Source: DF 04 2026.pdf (TENDER)
Bid documents obtainable from Thursday 9 July 2026 (available on National Treasury e-Tender Portal, www.etenders.gov.za).
Compulsory briefing session: Wednesday 22 July 2026 at 11:00 am at Ladysmith Town Hall, 47 Queen Street, Ladysmith.
Closing and opening date: Thursday 20 August 2026 at 11:00 am in Room 206, Lister Clarence Building, 221 Murchison Street, Ladysmith.
Briefing Session
Source: DF 04 2026.pdf (TENDER)
Compulsory briefing session: Wednesday 22 July 2026 at 11:00 am at Ladysmith Town Hall, 47 Queen Street, Ladysmith.
Closing and opening date: Thursday 20 August 2026 at 11:00 am in Room 206, Lister Clarence Building, 221 Murchison Street, Ladysmith.
Failure to attend the compulsory briefing session will invalidate your bid.
Contact Information
Source: DF 04 2026.pdf (TENDER)
Department: Budget and Treasury, Alfred Duma Local Municipality.
Submission address: Bid box at Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith.
Submission Guidelines
Source: DF 04 2026.pdf (TENDER)
Submit sealed bids with the contract number (DF 04/2026) and bid description endorsed on the envelope, with bidder's details clearly indicated.
Deposit the bid into the bid box at the Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith, on or before the closing date and time.
Closing date and time: Thursday 20 August 2026 at 11:00 am. Late bids will not be considered.
Only original bid documentation forms issued by the Municipality will be accepted. Return the original document fully completed and signed.
No fax or emailed bids accepted.
Complete all pages in black ink; initial/sign all pages and annexures where required.
Corrections must be crossed out in ink and signed at each alteration; correcting fluid is not allowed.
Bids must remain open for acceptance for 30 days from submission.
Return all issued documents in the original form and order to assist adjudication.
Additional documents must be firmly bound and marked as "Additional" to the bid reference number.
Failure to attend the compulsory briefing session will invalidate your bid.
Bidders must provide proof for each of the following: qualifications documents and reference letters for previously completed projects. Failure to do so renders the bid invalid.
The Municipality reserves the right to accept or reject any bid without stating reasons.
Returnable Documents
Source: DF 04 2026.pdf (TENDER)
Sealed bids with the contract number and description endorsed on the envelope, with bidder's details clearly indicated, must be deposited into the bid box at the Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith on or before the closing date and time.
Bids received after the closing date and time and not clearly marked as prescribed will not be considered.
Mandatory documents include: Municipal Rates and Service Charges and Water Statements, CIDB Certificate (for construction bids only), Original BBBEE Certificate/JV BBBEE Certificate or certified copy, Joint Venture Agreement if applicable, CSD Report.
The Municipality will only consider service providers registered on the Central Supplier Database (CSD).
Evaluation Criteria
Source: DF 04 2026.pdf (TENDER)
Two-stage evaluation: Pre-qualification/functionality stage, then 80/20 preferential points stage.
Pre-qualification/functionality: Bidders must score a minimum of 80% on the functionality score card to be eligible for the second round.
Functionality scoring (total 50 points):
Experience: Up to 20 points for number of contracts/orders of similar nature (stationery) above R20,000 in any sphere of government AND private institutions (5 points per contract). Attach orders/appointment letters and reference letters as proof.
Financial capacity: Up to 30 points based on bank statement/Letter of Financial Intent from an accredited financial institution not older than 3 months (in director's or company name):
A: R200,000 – R250,000 = 30 points
B: R100,000 – R199,999 = 20 points
C: R20,000 – R99,999 = 10 points
Preferential points (80/20 system): 80 points for price, 20 points for Ownership as a Specific Goal.
Race (HDI) ownership: 5/20 points – verified via CSD and BBBEE scorecard attributes.
RDP Goals: 15/20 points – bidding company must prove it is located in the Alfred Duma Local municipal area.
Only locally produced goods/services or locally manufactured goods with a stipulated minimum threshold for local production and content will be considered.
Bidders must fill in the pre-qualification/functionality score card and must score a minimum of 80% to be eligible for the second round of evaluation.
Technical Specifications
Source: DF 04 2026.pdf (TENDER)
Scope: Supply and delivery of stationery items for a period of two (2) years.
The appointed supplier must supply the specified units; the Municipality reserves the right to accept or reject any item based on quality, and rejected items must be replaced immediately.
Evaluation is on a price-per-item basis.
Item list (with sizes/quantities):
Lever Arch files – 25 per box (JD1007)
Accessible files – 20 per box (JD1110)
File folders: 160GSM, Type FOL160F – M160F (pack of 100)
File folders: 200GSM with 100mm flap, Flap type FOL200FLAP (pack of 100)
Pens: Bic click med or equivalent (each)
Pens: Bic click med or equivalent (each)
Pencils: MARS or equivalent STAEDLER, HB or equivalent (per pencil)
Goods supplied must match the specifications; no imitation, equivalent, or substitute materials may be supplied.
Goods must have originated from the manufacturing of the goods ordered.
Bidders must be suitably qualified and experienced organizations/consortia in terms of Section 83 of the Municipal Systems Act and Sections 110 and 112 of the Municipal Finance Management Act.
Experience & Qualifications
Source: DF 04 2026.pdf
Bidders must be suitably qualified and experienced organizations/consortia as per Municipal Systems Act and Municipal Finance Management Act.
Provide proof of experience: number of contracts/orders of similar nature (stationery) above R20,000 in any sphere of government AND private institutions (5 points per contract, max 20 points). Attach orders/appointment letters and reference letters as proof.
Quality Management
Source: DF 04 2026.pdf
Pre-bidding testing is for the bidder's account.
Supplier premises must be open for inspection by the purchaser at reasonable hours if inspections are a bid condition.
If inspections show goods comply, cost borne by purchaser; if non-compliant, cost borne by supplier.
Non-compliant goods may be rejected and held at supplier's cost/risk; supplier must substitute promptly.
Purchaser may purchase substitute goods at supplier's expense if substitution is delayed.
Financial Requirements
Source: DF 04 2026.pdf (TENDER)
Prices must include VAT and be quoted in Rand.
The contract price is fixed.
Payment terms: Municipality will pay within 30 days after submission of an original invoice by the supplier.
Bidders must provide a bank statement or Letter of Financial Intent from an accredited financial institution not older than 3 months (in director's or company name) as part of functionality evaluation.
Performance security may be required within 30 days of award (form: bank guarantee, irrevocable letter of credit, or certified cheque) – amount not specified in the document.
Tax matters must be in order; SARS certification required for preferred bidder prior to award.
Municipal rates, taxes, and service charges must not be in arrears.
No specific pricing schedule provided; refer to technical specifications for item list and price-per-item evaluation.
Compliance Requirements
Source: DF 04 2026.pdf (TENDER)
Mandatory registration on the Central Supplier Database (CSD). Submit CSD report. The Municipality will only consider service providers registered on CSD.
BBBEE certificate required: Original or certified copy; for joint ventures, submit JV BBBEE certificate.
Submit Municipal Rates and Service Charges and Water Statements for the company's location.
Joint Venture Agreement required if applicable, specifying the name of the signatory in the JV.
CIDB certificate required only for construction bids (not applicable here).
Tax clearance: SARS must certify tax matters are in order prior to award.
Local content: Only locally produced goods/services or locally manufactured goods with a stipulated minimum threshold for local production and content will be considered.
Bidders must certify no outstanding debts due to any municipality or service provider.
Bidders must fill in the pre-qualification/functionality score card and score a minimum of 80% to be eligible for the second round of evaluation.
Failure to attend the compulsory briefing session invalidates the bid.
B-BBEE Requirements
Source: DF 04 2026.pdf (TENDER)
Only locally produced goods, services, or works, or locally manufactured goods with a stipulated minimum threshold for local production and content will be considered.
Bidders need to fill in the pre-qualification/functionality score card and must score a minimum of 80% to be eligible for the second round of evaluation.
Ownership verification (5/20 points) will be conducted in line with the Central Supplier Database and BBBEE scorecard attributes.
RDP Goals (15/20 points) require the bidding company to prove it is located in the Alfred Duma Local municipal area.
Contractual Terms
Source: DF 04 2026.pdf
Contract duration: Two years from date of confirmation of appointment.
Payment: Within 30 days after submission of original invoice.
Prices are fixed.
Service Level Agreement (SLA): Draft SLA must accompany bid; negotiations to be finalized within 14 calendar days after award.
Delivery period: Goods must be delivered within 7 working days of order; penalties of 5% of order value per day for failure to deliver.
Warranty: Goods warranted for 12 months after delivery or 18 months after shipment, whichever is earlier; defects repaired/replaced at no cost.
Performance security may be required within 30 days of award (bank guarantee, letter of credit, or certified cheque).
Termination for default, delays, insolvency, or corrupt practices.
Dispute resolution: Mutual consultation, then mediation, then South African courts.
Governing law: South African law; contract in English.
Taxes: Supplier responsible for all taxes until delivery; tax matters must be in order.
No assignment without purchaser's consent.
Penalties for late delivery calculated using current prime interest rate.
Special Conditions
Source: DF 04 2026.pdf (TENDER)
Contract duration: Two years from date of confirmation of appointment.
Payment: Within 30 days after submission of original invoice.
Prices are fixed.
Service Level Agreement (SLA): Draft SLA must accompany bid; negotiations to be finalized within 14 calendar days after award.
Delivery period: Goods must be delivered within 7 working days of order; penalties of 5% of order value per day for failure to deliver.
Goods supplied must match specifications; no imitation or substitute materials may be supplied.
Goods must have originated from the manufacturing of the goods ordered.
Bidders must certify no outstanding debts due to any municipality or service provider.
Section
Source: DF 04 2026.pdf
80/20 preferential points system: 80 points for price, 20 points for Ownership.
Ownership verification (5 points) via CSD and BBBEE scorecard.
RDP Goals (15 points) for proof of location within Alfred Duma Local Municipality.
Experience: Up to 20 points for similar stationery contracts above R20,000; provide orders and reference letters.
Financial capacity: Up to 30 points based on bank statement/Letter of Financial Intent (R200,000–250,000: 30 points; R100,000–199,999: 20 points; R20,000–99,999: 10 points).
Compulsory briefing session: 22 July 2026 at Ladysmith Town Hall.
Closing: 20 August 2026 at 11:00 am at Lister Clarence Building.
Mandatory documents: CSD report, BBBEE certificate, Municipal Rates statements, Joint Venture Agreement if applicable.
Local content requirement: Only locally produced goods/services considered.
Pre-qualification scorecard minimum: 80% to proceed.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.