Printing and Supply of A4 Case Files with Labels and Clips

The Commission for Conciliation, Mediation and Arbitration (CCMA) is seeking to appoint one service provider for a 36-month national contract to print, bulk-supply, store and deliver A4 case files to its regional and head offices nationwide. Each file must be printed with the CCMA logo, fitted with a Kwik Fix or equivalent metal-covered plastic clip attached at delivery, and labelled with 10mm x 33mm white labels on both sides. Files are 180gsm with a 3cm gusset, in assorted board colours that change once a year, with the successful bidder notified three months in advance of each change. Because storage space at CCMA is limited, the provider must hold stock and deliver as and when orders are placed, with delivery due within 10 working days of a Purchase Order. Estimated annual demand is approximately 136,800 units in the first year, falling to roughly 117,590 and 96,412 in later years, although quantities are estimates and orders will follow actual need. Delivery must cover CCMA offices in all nine provinces, including Gauteng, KwaZulu-Natal, the Western Cape, the Eastern Cape, the Free State, Limpopo, Mpumalanga, the North West and the Northern Cape.

Bidders are evaluated in three stages. Stage 1 is a pass/fail check of mandatory requirements, covering the file specifications, clip and label specifications, inclusion of production, storage and delivery in the unit price, and the return of CCMA samples with the bid. Stage 2 is a functionality evaluation scored out of 100, with a minimum threshold of 80 points. Phase 1 assesses company capabilities: relevant references for similar work completed within the last five years (up to 30 points), a national delivery plan with a guaranteed lead time of up to 10 working days (30 points), and a business continuity plan supported by evidence of backup power or alternate equipment (5 points). Phase 2 is a site visit, open only to bidders that score at least 55 points in Phase 1 and provide proof of site occupation, such as a title deed, signed lease or landlord consent. The visit assesses manufacturing plant layout, equipment and maintenance, production line quality controls, staffing, and warehouse and storage capacity. Stage 3 applies the 80/20 preference point system, with 80 points for price and 20 points for specific goals covering black, women, youth and persons-with-disability ownership. Prices must be quoted per unit set, VAT inclusive, with all production, storage and delivery costs included, and are firm for the first 12 months. Annual escalations may be proposed for years two and three.

The contract benefits suppliers that can establish a sustained, high-volume relationship with a public-sector institution. It offers a long-term 36-month revenue stream with predictable scheduled orders, the opportunity to supply a national organisation, and a formal Service Level Agreement that rewards consistent quality and on-time delivery. Interested parties should note the compulsory virtual briefing on 27 October 2026 at 11:00, the enquiry deadline of 2 November 2026 at 16:00, and the bid closing deadline of 9 November 2026 at 11:00, when sealed bids must be in the bid box at the CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg. Bids must be submitted in duplicate hard copy with a USB copy in PDF format, and bidders must be registered on the Central Supplier Database with a valid tax clearance certificate. Bid validity is 120 days from the closing date.