Panel of service providers for supply and delivery of office automation consumables (toner cartridges) — KZN office of the premier, 24-Month contract

Closing date: 13 October 2026 at 11:00

SCM enquiries:

• Contact: Ms D.Z. Msomi
• Telephone: 087 121 9411
• Email: [email protected]
• Contact: Mr V. Mgoza
• Telephone: 087 743 8839
• Email: [email protected]

Technical enquiries:

• Contact: Ms J. Naidoo
• Telephone: 076 055 6344
• Email: [email protected]

Submission address:

Attention: Ms D.Z. Msomi

Supply Chain Management Unit

KZN Office of the Premier

300 Langalibalele Street

Pietermaritzburg, 3201

Bid box located on the ground floor by the SAPS booth, Moses Mabhida Building.

Submission method: physical deposit only into the bid box on the ground floor of the Moses Mabhida Building, 300 Langalibalele Street, Pietermaritzburg, 3201 (corner of Langalibalele and Archibell Streets).

• Closing date and time: 13 October 2026 at 11:00.
• Bids must be in a sealed envelope marked with the bid number (KZNB 61P 2026/27), closing date, and the bidder's name and address.
• No bids will be accepted by telegraph, telephone, telex, fax, email, or any electronic means. Late bids will not be considered.
• The department is not liable for bids sent via courier; the bidder must ensure timely delivery.
• Bids must be submitted on the official forms provided; forms may be photocopied but must carry an original signature. Do not retype or redraft forms.
• Every page of the bid must be initialled by the bidder. Use of correcting fluid is prohibited; alterations must be initialled.
• Bids must be complete in all respects. Failure to comply with the administrative compliance requirements will render the bid non-responsive and it will be rejected.
• Returnable forms (all must be completed, signed and initialled where indicated):
• Section A: Special Instructions – read and initial.
• Section B: SBD 1 (Invitation to Bid and Terms and Conditions) – complete, sign and initial.
• Section C: SBD 3.1 (Pricing Schedule) – not applicable at panel stage.
• Section D: SBD 4 (Bidder's Disclosure) – complete, sign and initial.
• Section E: Authority to Sign the Bid – complete, sign and initial.
• Section F: SBD 6.1 (Preference Points Claim) – not applicable at panel stage.
• Section G: Declaration that CSD information is correct and up to date – complete, sign and initial.
• Proof of authority to sign (e.g. company resolution) must be submitted.
• Bids must remain valid for 180 days from the closing date; the department may request an extension.

Evaluation is in three phases:

• Phase 1: Supply Chain Administrative Compliance – the bid must be complete and all compulsory forms submitted. Non-compliance leads to rejection.
• Phase 2: Functionality evaluation – bidders must score at least 28 points (70%) to be considered responsive. Scoring below 28 points results in disqualification.
• Phase 3: Preference points – not applicable at panel stage; price and specific goals will be applied only when quotations are invited from the panel.
• Bidders must submit active professional membership certificates (e.g. CFE/ICFP) as proof for evaluation; failure to do so leads to disqualification.

The KwaZulu-Natal Office of the Premier requires the establishment of a panel of pre-approved service providers to render forensic investigation services for a period of 36 months.

• The panel is a list of approved suppliers, not a contract; specific work will be assigned via requests for quotations during the panel period.
• Bidders must be suitably qualified and experienced in forensic investigation services.
• Mandatory requirement: bidders must hold active professional membership (e.g. CFE/ICFP) and submit proof with the bid.

Services must conform to the standards specified in the bidding documents and specifications.

• The purchaser may inspect, test or analyse services at any stage. If services do not comply, they may be rejected, and the supplier must rectify at its own cost.
• The supplier must keep records and allow the purchaser to audit them.
• The supplier must provide packaging (if applicable) to prevent damage during transit.

Pricing schedule (SBD 3.1) is not applicable at panel stage. Prices will be determined when quotations are invited from the panel, based on the department's strategic objectives and SCM policy at that time.

Pricing schedule (SBD 3.1) is not applicable at panel stage. Prices and specific goals will be determined and applied when quotations are invited from the panel, based on the department's strategic objectives and SCM policy at that time.

• No bid security, performance security, or guarantee amounts are specified in the document.
• Payment terms: the GCC states that payments will be made within 30 days of invoice submission, in Rand, unless otherwise specified in the Special Conditions of Contract.

CSD registration:

• Bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing. If not registered, the bid will be disqualified.
• A declaration that the CSD information is correct and up to date must be completed and signed.

Tax compliance:

• Bidders must provide a SARS Tax Compliance Status (TCS) PIN or CSD number. A printed TCS certificate may also be submitted.
• For consortia, joint ventures or subcontractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

Professional membership:

• Active professional membership certificates (e.g. CFE/ICFP) must be submitted as proof.

Disqualification risks:

• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Providing false or outdated CSD information.
• Failing to submit any compulsory form or proof of professional membership.

Preference points claim form (SBD 6.1) is not applicable at panel stage. Price and specific goals will be determined and applied when quotations are invited from the panel, considering the department's strategic objectives and SCM policy.

The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC). Where SCC conflict with GCC, SCC prevail.

• The contract will be governed by South African law.
• The supplier must not assign or subcontract without the purchaser's prior written consent.
• Delays in performance may incur penalties calculated at the current prime interest rate per day of delay, unless force majeure applies.
• The purchaser may terminate the contract for default, insolvency, or corrupt/fraudulent practices. Termination for default may lead to a restriction from doing business with the public sector for up to 10 years.
• Disputes are to be resolved through mutual consultation, then mediation, and finally in a South African court.
• The supplier's aggregate liability is limited to the total contract price, except for penalties, damages, or defective equipment.
• The contract language is English.
• The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.
• The supplier must permit inspection and audit of records by the purchaser.
• The supplier must notify the purchaser in writing of any subcontracts awarded.

The bid is subject to Treasury Regulations 16A issued under the Public Finance Management Act, 1999, and the KwaZulu-Natal Supply Chain Management Policy Framework.

• The panel is for 36 months and is a panel of pre-approved service providers, not a contract.
• The department reserves the right not to accept the lowest or any bid.
• Bidders must be registered on the CSD at the time of bid submission.
• Bid validity period is 180 days from close of tender; the department may request extension.
• The bid is subject to the GCC and any applicable special conditions.

Mandatory requirement: Bidders must submit active professional membership certificates (e.g. CFE/ICFP) as explicit proof for evaluation, or face disqualification.

Evaluation is in three phases: Phase 1 – Supply Chain Administrative Compliance (bid must be complete and all compulsory forms submitted; non-compliance leads to rejection). Phase 2 – Functionality evaluation (minimum 28 points or 70% required; below that is disqualification). Phase 3 – Preference points (not applicable at panel stage).