Appointment of a Service Provider to Supply and Deliver Textbooks (36 Months)
Tender Details
Tender Title: Appointment of a Service Provider to Supply and Deliver Textbooks for a Period of Thirty-Six (36) Months to Goldfields TVET College
Tender Number: PU5510/026
Procuring Organisation: Purchasing Consortium Southern Africa NPC (PURCO SA)
Beneficiary Institution: Goldfields TVET College
Tender Type: Request for Proposal (RFP)
Province: Free State
Delivery Location: Goldfields TVET College, Welkom, 9460
Tender Category: Books, Magazines, Manuals, Standards and Reference Material; Learning and Teaching Support Material (LTSM); Supply and Delivery
Contract Period: 36 Months (3 Years)
Closing Date: Monday, 16 November 2026
Closing Time: 11:00
Briefing Session: Friday, 30 October 2026 at 10:00
Briefing Format: Online via Microsoft Teams
Compulsory Briefing: No
Submission Method: Electronic submission through the PURCO SA website.
Tender Description
Purchasing Consortium Southern Africa NPC (PURCO SA) invites suitably qualified and experienced service providers to submit proposals for the supply and delivery of textbooks to Goldfields TVET College for a period of 36 months.
The appointed service provider will be responsible for sourcing, procuring, managing and delivering approved textbooks and other required academic materials to support the college’s teaching and learning activities.
The successful bidder must demonstrate the ability to provide reliable textbook supply services, maintain adequate stock availability, manage recurring orders and ensure that all educational materials meet the college’s curriculum and academic requirements.
The contract will run for three years, allowing Goldfields TVET College to access the required textbooks throughout the contract period.
Scope of Work and Key Responsibilities
The appointed service provider will be expected to perform the following duties:
1. Textbook Sourcing and Procurement
Source and procure textbooks required by Goldfields TVET College.
Ensure that all textbooks are obtained from legitimate publishers and authorised suppliers.
Supply textbooks that correspond with the college’s approved curriculum and prescribed reading lists.
Ensure that the correct titles, authors, editions and ISBNs are supplied.
Maintain the availability of required academic materials throughout the contract period.
2. Inventory and Stock Management
Maintain an effective inventory management system.
Monitor textbook stock levels and availability.
Manage recurring orders and replenishment requirements.
Ensure accurate records of stock received, stored and dispatched.
Prevent delays caused by stock shortages or incorrect orders.
3. Packaging and Delivery
Package textbooks securely to prevent damage during transportation.
Arrange transportation and delivery to the designated college campuses or distribution points.
Ensure that orders are delivered within the agreed delivery schedules.
Maintain accurate delivery records and proof of receipt.
Coordinate delivery arrangements with the relevant college representatives.
4. Quality Assurance
Ensure that all textbooks are new and in acceptable condition.
Verify that supplied books meet the required publisher and edition specifications.
Check quantities and titles before dispatch.
Resolve discrepancies involving incorrect, damaged or missing textbooks.
Replace non-compliant or defective products in accordance with the contract requirements.
5. Contract and Customer Service Management
Manage textbook orders throughout the 36-month contract period.
Provide regular updates on order progress and delivery schedules.
Maintain communication with the college and PURCO SA.
Provide reports and supporting documentation when required.
Ensure consistent service delivery and compliance with contractual obligations.
Minimum Requirements for Bidders
Interested service providers should demonstrate the following capabilities:
Proven experience in supplying textbooks and educational materials.
Experience supplying tertiary institutions, particularly TVET colleges.
Knowledge of academic publishing and textbook distribution.
Strong supply chain and procurement management capabilities.
Effective inventory and stock control systems.
Reliable transportation and delivery arrangements.
Ability to manage recurring orders over a three-year period.
Financial stability and sufficient operational capacity.
Experience using electronic procurement platforms.
Ability to comply with public sector procurement requirements.
Technical Requirements
Bidders are expected to demonstrate their ability to manage the supply and distribution of educational materials.
The technical requirements include:
Access to reliable textbook suppliers and publishers.
Ability to source the correct textbook titles and editions.
Effective inventory tracking and stock management systems.
Accurate order processing and fulfilment.
Secure packaging and transportation of textbooks.
Delivery tracking and verification mechanisms.
Reporting and record-keeping systems.
Compliance with the electronic procurement and reporting requirements specified by PURCO SA.
Important: The detailed textbook lists, quantities, prescribed editions, ISBNs and technical specifications must be confirmed in the official tender documentation.
Skills and Experience Requirements
Bidders should demonstrate organisational and operational expertise in:
Textbook and educational material distribution.
Supply chain management.
Procurement and supplier coordination.
Inventory and warehouse management.
Order processing and fulfilment.
Transportation and last-mile delivery.
Academic customer service support.
Contract and project management.
Electronic procurement systems.
Public sector tender compliance and reporting.
Experience supplying educational institutions, especially TVET colleges and other tertiary institutions, will be relevant to the tender requirements.
Contract Conditions
The following conditions are highlighted in the supplied tender summary:
The contract will run for 36 months.
The college may issue recurring textbook orders throughout the contract period.
The institution reserves the right to award the contract in whole or in part.
The lowest-priced bid is not automatically guaranteed acceptance.
Suppliers must comply with delivery schedules and order accuracy requirements.
Bidders must submit their proposals through the PURCO SA electronic procurement platform.
Suppliers must meet the applicable procurement and transformation requirements.
Briefing Session Details
Date: Friday, 30 October 2026
Time: 10:00
Platform: Microsoft Teams
Meeting Link: Join the online briefing session
Interested bidders may attend the online briefing session to obtain further information about the tender.
Tender Enquiries
Contact Person: Jackson Phetla
Organisation: PURCO SA
Email: jackson.phetla@purcosa.co.za
Telephone: 011 545 0952