Supply and delivery of stationery, toners & cartridges – moretele local municipality tender (north west)

Closing date: 26 October 2026 at 12:00.

• No compulsory briefing session (marked N/A).

Enquiries (specifications):

• Contact: Ms. M. Phenya
• Telephone: 012 716 1414

Submission address:

Moretele Municipality Main Building

Lower Ground floor – tender box

4065B Mathibestad

Moretele, 0404

Submission method: sealed envelope deposited in the tender box on the Lower Ground floor at the Moretele Municipality Main Building, 4065B Mathibestad, Moretele.

• Envelope must be marked with the tender number, title and closing date.
• Submit one original and one copy.
• Tenders must be on the original documents, completed in black ink, signed by the authorised signatory, and remain valid for 90 days after closing.
• Tenders may not be retyped; missing pages or unauthorised alterations disqualify the bid.
• Late tenders, or those sent by email or fax, will not be accepted.
• Receipts issued only for tenders handed in during office hours (Mon–Fri); not for after-hours or mail submissions.

Returnable documents (all must be completed, signed where required, and submitted):

• Municipal account for the business and directors not in arrears for more than 90 days, or a municipal account from a private provider, or a statement of account from a landlord with a valid lease agreement.
• Company registration certificate.
• Completed MBD forms (MBD1, MBD4, MBD6.1, MBD8, MBD9).
• COIDA (proof of registration).
• Certified ID copies of owners/directors/shareholders.
• All pages signed, initialed and completed.
• Recent CSD summary report.
• Authority for Signatory on company letterhead.
• Compulsory Enterprise Questionnaire (MBD forms).
• Declaration affidavit.
• Methodology.

Disqualification risks:

• Any mandatory returnable omitted or incomplete.
• Failure to complete and sign Section 5 (Declaration).
• Retyped documents, missing pages, or unauthorised alterations.
• Submission after the closing time.

Mandatory returnables for responsiveness:

• Municipal account for the business and directors not in arrears for more than 90 days, or private provider account, or landlord statement with valid lease.
• Company registration certificate.
• Completed MBD forms (MBD1, MBD4, MBD6.1, MBD8, MBD9).
• Coida.
• Certified ID copies of owners/directors/shareholders.
• All pages signed, initialed and completed.
• Recent CSD summary report.
• Authority for Signatory on company letterhead.

Other returnable schedules:

• Compulsory Enterprise Questionnaire (MBD forms).
• Declaration affidavit.
• Methodology.

Evaluation stages:

1. Responsiveness and eligibility check (mandatory returnables).
2. Functionality evaluation (minimum score 60/100 to proceed).
3. Price and specific-goals evaluation under the 80/20 preference point system.

Functionality criteria (100 points total):

• Capability (30 points): experience in stationery/office-consumables supply, supported by reference letters, appointment letters, purchase orders or completion letters. More than 5 projects: 30; 3–4 projects: 20; 0–2 projects: 10.
• Value of work awarded (30 points): based on previous work value. Above R500,000: 30; R200,000–R499,999: 20; below R200,000: 10.
• Methodology (20 points): delivery methodology covering order processing, stock availability, delivery turnaround, urgent orders, quality control, replacement of defective items. Comprehensive: 20; adequate: 10; poor/incomplete: 5.
• Locality (20 points): proof of address. Within Moretele LM: 20; within Bojanala Platinum DM: 15; within North West: 10; outside North West: 5.

Minimum qualifying score: 60/100 on functionality.

Price and specific goals (100 points):

• Price: 80 points.
• Specific goals (B-BBEE): 20 points.

Only bidders meeting the functionality threshold proceed to price and specific-goals scoring.

Scope: supply and delivery of stationery, office consumables, toners and cartridges to Moretele Local Municipality for 36 months, as and when ordered.

Eligibility: bidder must have a stationery shop or warehouse within 65 km of the Moretele Municipality Main Building at 101 Marsh Street.

Supply capacity: bidder must demonstrate ability to source and supply required items, including proof of dealership, distributorship, supplier arrangements, manufacturer access or other evidence of reliable supply capacity.

Delivery: within 48 hours of receipt of an official purchase order, unless a different period is agreed in writing for bulk, specialised, discontinued or back-ordered items.

Product requirements:

• All goods must be new, unused, fit for municipal office use, of merchantable quality, and match the specifications, brands, sizes, colours, models or approved equivalents in the order and pricing schedule.
• Toners, cartridges and drums must be in sealed original or approved equivalent packaging, not expired, refilled or damaged, and compatible with the specified printer/copier model.
• Equivalent products must be clearly identified (brand, model, code, specifications, compatibility); the Municipality may reject equivalents that do not meet standards.
• Samples, product data sheets, compatibility confirmations, manufacturer codes or photographs may be requested during evaluation or implementation.

Pricing schedule items (indicative, per unit prices incl. delivery and VAT):

• 80gm A4 White Paper (Rotatrim/Typek or similar) per ream of 500.
• 80gm A3 White Paper per ream.
• Alkaline Batteries AA and AAA (Duracell or similar) 4 per pack.
• C3 Envelopes (458x324mm, golden brown, no window, self-seal) box of 250.
• C4 Envelopes (324x329mm, white wove, no window, self-seal) box of 250.
• C4 Envelopes (324x229mm, manila, self-seal, no window) box of 250.
• A4 Hardcover Counter Books (96 and 192 pages) each.
• Crystal Ballpoint Pens Medium (BIC or similar) black, blue, red each.
• Orange Ballpoint Pens Fine black, blue, red each.
• Whiteboard Markers 2.0mm (Artline or similar) black each.
• Whiteboard Eraser each.
• Highlighters Chisel Tip red, blue, green, yellow, orange each.
• Prestik or similar 100g each.
• Paper Binders 76mm per 100 pack.
• Paper Clips 25mm white coated per 100 pack.
• Foldback clips 19mm per box.
• Rubber bands 100g small per pack.
• A4 Board Lever Arch Files 50mm and 75mm black each.
• A4 Dividers Manila A–Z and 1/31 numbered per pack.
• A4 Dividers Pastel Colours 10 dividers per pack.
• Manila Folders 180g assorted colours 100 per pack.
• Heavy Duty Stapler (up to 100 sheets) each.
• Full Standard Strip Stapler (up to 20 sheets) each.
• Staples 56 26/6 – box of 5000 (Rexel or similar) per box.
• Staples 66/11 – box of 5000 (Rexel or similar) per box.
• Plastic Ruler 30cm assorted colours each.
• Punches – centering arm adjustable to A4, 2-hole perforator (20–40 sheet) black each.
• A4 Laminating Pouches per pack of 100.
• Letter Tray 3 – black each.
• Large scissors 21cm black each.

A delivery methodology must be submitted as part of the returnable documents. It is evaluated under the functionality criterion 'Methodology' (20 points).

The methodology should cover:

• Order processing.
• Stock availability.
• Delivery turnaround time.
• Handling of urgent orders.
• Quality-control measures.
• Replacement of incorrect or defective items.

Scoring: comprehensive and convincing methodology – 20 points; adequate – 10 points; poor or incomplete – 5 points.

All goods must be new, unused, fit for municipal office use, of merchantable quality, and compliant with specifications, quantities, brands, sizes, colours, models or approved equivalents.

Inspection and testing:

• Pre-bidding testing is at the bidder's cost.
• The supplier's premises must be open for inspection at all reasonable hours.
• If goods comply with contract requirements, inspection costs are borne by the Municipality; if not, by the supplier.
• Non-compliant goods may be rejected; rejected goods must be removed and substituted at the supplier's cost.
• The Municipality may inspect, test or analyse goods after delivery and reject non-compliant items.

Packing: goods must be packaged to protect against damage, leakage, exposure, tampering and deterioration during handling, transport and storage.

Delivery documents: each delivery must be accompanied by a tax invoice and delivery note showing order number, item description, quantity, unit price and back-ordered items.

Tender document fee: R500.00 per set, non-refundable, payable at the cashiers at Moretele Municipality Main Building, Stand 4065B Mathibestad 0404, before collecting the documents. Proof of payment required.

Pricing format: unit prices per item in the pricing schedule, inclusive of VAT, delivery, packaging, loading, off-loading, handling and all costs to deliver to the municipal delivery point.

Price adjustment: prices fixed for the first 12 months; any adjustment thereafter must be motivated in writing with supporting evidence and approved in writing by the Municipality.

Payment terms: invoices submitted only after delivery and acceptance, supported by a signed delivery note and matching the official order and approved unit prices. Payment within 30 days of invoice submission, in Rand.

Performance security: within 30 days of award, the successful bidder must furnish performance security in the amount specified in the SCC, in the form of a bank guarantee, irrevocable letter of credit, cashier's or certified cheque. Discharged and returned within 30 days of completion of obligations.

Penalties: for late delivery, a penalty calculated on the delivered price of delayed goods using the current prime interest rate per day of delay.

Variation orders: changes not exceeding 15% of the original contract value may be instructed; no price escalation for measurable quantities.

Eligibility:

• Bidder must have a stationery shop or warehouse within 65 km of the Moretele Municipality Main Building at 101 Marsh Street.
• Must be registered on the Municipality's Accredited Supplier Database (or register before award).

Mandatory compliance documents:

• Municipal account not in arrears for more than 90 days (or private provider account / landlord statement with lease).
• Company registration certificate.
• COIDA registration.
• Certified ID copies of owners/directors/shareholders.
• Recent CSD summary report.
• Authority for Signatory on company letterhead.
• Completed MBD forms: MBD1 (Bid for Requirements), MBD4 (Declaration of Interest), MBD6.1 (Preference Points Claim under PPPFA 2022), MBD8 (Past SCM Practices), MBD9 (Certificate of Independent Bid Determination).
• Section 5 Declaration signed by authorised signatory.

Tax and municipal compliance:

• Tax matters must be in order with SARS; no contract with a bidder whose tax matters are not certified in order.
• No contract with a bidder whose municipal rates and taxes or municipal services charges are in arrears.

B-BBEE: preference points claimed under the 80/20 system (20 points for specific goals). Evidence required via MBD6.1.

No specific health and safety requirements are stated in the tender document. The GCC includes general clauses on confidentiality, record inspection, and anti-dumping duties, but no OHS plan or HSE compliance is required for this supply contract.

Contract duration: 36 months from date of award, as and when ordered by official purchase order.

Warranty: goods must be new, unused, genuine or approved equivalent, free from defects, suitable for purpose. Warranty valid 12 months after delivery and acceptance, unless a longer manufacturer warranty applies. Defective goods replaced at no cost to the Municipality; failure allows the Municipality to source replacements at the supplier's risk and cost.

Payment: invoices only after delivery and acceptance, supported by signed delivery note; payment within 30 days; in Rand.

Prices: approved unit prices inclusive of VAT, delivery, packaging, off-loading and all related costs; price adjustments only with written approval.

Variation orders: changes up to 15% of original contract value may be instructed; no escalation for measurable quantities.

Assignment and subcontracting: no assignment without prior written consent; subcontracts must be notified in writing.

Delays: supplier must notify the Municipality in writing of any delay, stock shortage or discontinued item and propose an alternative. The Municipality may extend time or impose penalties.

Penalties: for late delivery, a penalty calculated on the delivered price using the current prime interest rate per day of delay.

Termination for default: the Municipality may terminate if the supplier fails to deliver, fails to perform obligations, or engages in corrupt or fraudulent practices. The supplier is liable for excess costs of replacement procurement. Restriction from public-sector business up to 10 years possible.

Force majeure: supplier not liable for delay caused by force majeure, but must notify the Municipality in writing.

Insolvency: the Municipality may terminate if the supplier becomes bankrupt or insolvent.

Disputes: parties attempt amicable resolution; if unresolved after 30 days, mediation; if not settled, court. Performance continues during dispute.

Limitation of liability: supplier not liable for indirect or consequential loss except criminal negligence or willful misconduct; aggregate liability capped at total contract price.

Governing law: South African law; contract in English.

Taxes: supplier responsible for all taxes; no contract with a bidder whose tax matters are not in order.

Restrictive practices: collusive bidding prohibited; the Municipality may refer to the Competition Commission, invalidate bids, terminate contracts, restrict business up to 10 years, and claim damages.

Panel appointment: the Municipality may appoint more than one supplier and allocate orders based on price, availability, delivery capacity, item specialisation, past performance and operational requirements.

Eligibility: bidder must have a stationery shop or warehouse within 65 km of the Moretele Municipality Main Building at 101 Marsh Street.

Supply capacity: bidder must demonstrate ability to source and supply required items, including proof of dealership, distributorship, supplier arrangements, manufacturer access or other evidence of reliable supply capacity.

Pricing: quoted prices must include VAT, delivery, packaging, loading, off-loading, handling and all costs to deliver to the municipal delivery point. Prices fixed for first 12 months; adjustments thereafter require written motivation and approval.

Delivery: within 48 hours of receipt of an official purchase order, unless a different period is agreed in writing for bulk, specialised, discontinued or back-ordered items.

Delay notification: if a supplier cannot deliver within the required period, it must notify the Municipality in writing before the delivery deadline, stating affected items, reason for delay, proposed delivery date and any suitable approved equivalent. Failure to notify or deliver allows the Municipality to cancel the order and source from another supplier.

Equivalent products: bidders offering equivalents must state brand, model, code, specifications and compatibility details; the Municipality may reject equivalents that do not meet standards.

Samples and proof: samples, product data sheets, compatibility confirmations, manufacturer codes or photographs may be requested during evaluation or implementation; failure to provide may result in rejection of the item or order allocation to another supplier.

Toners/cartridges/drums: must be in sealed original or approved equivalent packaging, not expired, refilled or damaged, and compatible with the specified printer/copier model.

Defective consumables: any leaking, damaging, poor-quality, incompatible or prematurely failing consumable must be replaced at no cost; the supplier may be held responsible for reasonable repair or cleaning costs caused by defective consumables.

Delivery notes: all deliveries must be accompanied by a delivery note and inspected by the receiving department; acceptance does not prevent rejection of hidden defects, incorrect items, short deliveries or incompatible products discovered after receipt.

Back orders: must be approved in writing; the Municipality is not obliged to wait for back-ordered items where goods are urgently required or available from another supplier.

Eligibility: bidder must have a stationery shop or warehouse within 65 km of the Moretele Municipality Main Building at 101 Marsh Street.

Supply capacity: bidder must demonstrate ability to source and supply required stationery, consumables, toners and cartridges, including proof of dealership, distributorship, supplier arrangements, manufacturer access or other evidence of reliable supply capacity where requested.

Registration: bidders not yet registered on the Municipality's Accredited Supplier Database must register without delay; the Municipality may not award to unregistered bidders.

Functionality evaluation (Phase 2) – minimum 60/100 to proceed:

• Capability (30 points): experience in stationery/office-consumables supply, supported by reference letters, appointment letters, purchase orders or completion letters. More than 5 projects: 30; 3–4: 20; 0–2: 10.
• Value of work awarded (30 points): above R500,000: 30; R200,000–R499,999: 20; below R200,000: 10.
• Methodology (20 points): comprehensive: 20; adequate: 10; poor/incomplete: 5.
• Locality (20 points): within Moretele LM: 20; within Bojanala Platinum DM: 15; within North West: 10; outside North West: 5.

Phase 3 – Price and specific goals (80/20 system):

• Price: 80 points.
• Specific goals (B-BBEE): 20 points.

Only bidders meeting the functionality threshold proceed to Phase 3.