1. Purpose of this Policy

The Arena Group is committed to providing customers with a transparent, efficient, and commercially responsible quotation process.

Our online store is designed to make it easy for customers to identify products, view current pricing, and request quotations where a formal quotation or preferential pricing may be required. The majority of our regularly stocked and popular stationery, office, educational, and related products are listed online with their applicable standard selling prices.

Our quotation process is intended primarily to support:

• • Bulk and volume purchases where preferential pricing may be available based on quantity.

  • Schools and educational institutions, particularly stationery lists, learner packs, and Back-to-School (BTS) procurement programmes.

  • Formal quotations for end-user businesses and organisations that intend to purchase the goods or services directly from The Arena Group.

  • Specific or customised requirements where additional information, product sourcing, packaging, delivery, or other services need to be considered.

Important: The quotation process is not intended to function as a general price-validation service for unrelated procurement processes, intermediary businesses, subcontractors, or third parties seeking indicative supplier pricing for tenders or RFQs. This policy protects the integrity of our quotation process and assists in preventing fraudulent, misleading, or unauthorised procurement activities.

2. Standard Online Pricing

The Arena Group operates an online retail and business-to-business supply platform. Where a product is listed on our website, customers should first consult the relevant product page for the current standard selling price, product specifications, availability information, and other applicable product details.

For many routine purchases, no separate quotation is necessary. Customers may proceed directly with an online purchase where the published pricing and available purchasing options meet their requirements.

Online pricing may change from time to time due to supplier pricing, exchange-rate movements, promotions, stock availability, market conditions, and other commercial factors. Accordingly, the website should be regarded as the primary source of our current standard online pricing.

3. When Should a Customer Request a Quotation?

A quotation may be appropriate where the customer requires pricing that cannot reasonably be determined from the standard online pricing. Examples include:

3.1 Bulk or Volume Purchases
Customers purchasing larger quantities of products may request a quotation to determine whether volume-based or project-specific pricing can be offered. Any preferential pricing will depend on factors including:

• • Quantities required
  • Product category and supplier pricing
  • Stock availability
  • Procurement period and order value
  • Delivery requirements
  • Anticipated frequency or structure of the purchase

Note: A quotation does not automatically guarantee that a volume discount will be available.

3.2 Schools and Educational Institutions
Schools, colleges, educational institutions, and related organisations may request quotations for:

• • Annual stationery requirements and learner stationery lists
  • Grade-specific stationery packs or pre-packed stationery
  • Back-to-School (BTS) programmes
  • Bulk educational supplies and classroom requirements
  • Other institution-wide procurement requirements

Our BTS procurement programme operates according to specific seasonal procurement conditions and may provide a different pricing structure from ordinary online retail pricing. Schools and educational institutions are strongly encouraged to submit their requirements sufficiently in advance of their intended procurement period.

3.3 Formal Business-to-Business Quotations
Businesses and organisations that intend to purchase products directly from The Arena Group may request a formal quotation where their internal procurement procedures require one. This may include quotations required for:

• • Purchase approval and budget allocation
  • Internal procurement processes and purchase orders
  • Supplier onboarding
  • Accounting, audit purposes, or formal comparison of proposed purchases

Where the requesting organisation is the actual intended customer and purchaser, the quotation may be prepared directly for that organisation, subject to the applicable requirements.

4. How to Request a Quotation

For products listed on our website, customers should use the online quotation facility wherever possible. The standard process is:

1. 1. Find the Product(s): Search for the required products on the online store.

   2. Select “Request Quotation”: Where available, click the “Request Quotation” button associated with the product. Multiple products can be selected and added to the quotation list.

   3. Specify Quantities and Requirements: Provide the required quantities, delivery location, required delivery date, procurement/expected order period, packaging requirements, and any other relevant information.

   4. Submit the Request: Submit the request through the online quotation system.

5. Information Required for a Quotation

To enable us to prepare an accurate quotation, customers may be requested to provide:

• • Full organisation or company name and contact person’s name
  • Email address, telephone number, and billing information
  • Delivery address and required delivery date
  • Product requirements and quantities
  • Anticipated procurement or order period
  • Purchase order requirements
  • VAT or tax-related information where applicable

Incomplete information may result in delays or prevent The Arena Group from providing accurate pricing.

6. Third-Party RFQs, Tender Requests, and Subcontracting

The Arena Group generally does not provide specially prepared quotations, supplier endorsements, tender pricing, or procurement documentation for third parties who are not the intended end-user customer. This includes requests made by:

• • Subcontractors, consultants, or procurement intermediaries
  • Agents, resellers, contractors, or tender facilitators
  • Other suppliers or businesses purchasing on behalf of an undisclosed end customer
  • Parties seeking supplier quotations solely for inclusion in another organisation’s RFQ or tender submission

A third party may use the standard online quotation facility to obtain pricing for listed products; however, submission of a request does not mean that The Arena Group agrees to participate in, endorse, support, or become a nominated supplier for the third party’s tender or procurement process.

Our quotation may not be used to imply:

• • A formal partnership, subcontracting arrangement, or exclusive supply agreement
  • A commitment to participate in a tender or supply if the tender is successful
  • An authorisation to represent The Arena Group or acceptance of tender terms
  • An undertaking to honour pricing beyond the quotation’s stated validity period

7. Third-Party Requests Through the Online System

The online quotation system remains available as a convenient method for obtaining pricing information, and a third party may submit a request for products listed online. However, such a quotation will ordinarily be treated as a standard product pricing quotation only.

The Arena Group reserves the right to decline requests where it appears the quotation is primarily for:

• • A tender submission, third-party RFQ, or subcontracting proposal
  • A procurement exercise for an undisclosed end customer
  • Supplier price benchmarking or proof-of-price requirements
  • Bid compliance documentation or a tender return schedule

8. Exceptional Third-Party Tender or RFQ Participation

In exceptional circumstances, The Arena Group may consider participating in a third-party tender, RFQ, or subcontracting arrangement, subject to prior internal approval and satisfactory due diligence.

8.1 Verified End Customer
The requesting organisation must identify the actual end customer or contracting authority and provide sufficient information for independent verification.

8.2 Existing Customer Relationship Preference may be given to requests involving an existing customer or a verified organisation with an established commercial relationship.

8.3 Formal Partnership or Collaboration
Where we are expected to participate as a nominated supplier, a written partnership or collaboration agreement may be required identifying all parties, roles, commercial arrangements, and confidentiality provisions.

8.4 Complete Procurement Documentation
We may require complete documentation, including specifications, bill of quantities, scope of work, delivery requirements, evaluation criteria, and contractual/payment terms.

8.5 Authorised Participation
An authorised representative of The Arena Group must review, approve, and sign any documentation purporting to bind or represent the company. No third party may represent that The Arena Group has agreed to participate without written authorisation.

8.6 Payment of Applicable Quotation Fees
Preparing formal quotations for third-party RFQs and tenders is a resource-intensive and time-consuming process. As such, The Arena Group reserves the right to charge a non-refundable quotation preparation levy, subject to a minimum fee of R500.00. Where applicable, this fee must be paid in full prior to the initiation of the quotation process. The final applicable fee is determined at the sole discretion of The Arena Group and will scale based on the complexity and number of line items required on the quotation schedule.

9. Due Diligence and Verification

To protect against fraudulent procurement activities, we reserve the right to conduct reasonable due diligence before accepting quotation requests. This may include verifying business registration, address details, domain information, VAT/SARS Tax Compliance Status, end-customer details, and the authenticity of the procurement opportunity.

10. Quotation Preparation

Quotations are based on information available at the time of preparation and are subject to:

• • Product and supplier availability
  • Prevailing market conditions and applicable supplier pricing/taxes
  • Delivery requirements and minimum order quantities
  • Currency or import-cost fluctuations
  • The quotation’s stated validity period

11. Product Availability and Substitutions

A quotation does not constitute a reservation of stock. Unless confirmed in writing, products remain subject to availability. Where a product is unavailable, we may identify an alternative for consideration, which will only be accepted upon the customer’s approval.

12. Pricing Validity

All quotations are subject to the validity period stated on the quotation. Pricing may be revised if the quotation expires, quantities/specifications change, supplier pricing changes, or material commercial circumstances shift.

13. Procurement Timing

Customers must provide an anticipated procurement or order period. This is vital for Back-to-School procurement, large-volume purchases, imported goods, or purchases planned significantly in advance. A quotation prepared for budgeting purposes should not automatically be interpreted as a guaranteed future selling price.

14. Delivery

Estimated delivery dates are subject to product availability, order confirmation, payment approval, courier availability, and supplier lead times. Where a quotation does not specifically include delivery, delivery charges may be quoted separately.

15. Payment Terms

Unless otherwise agreed in writing, standard payment terms apply. A quotation does not constitute an agreement to provide credit facilities. We reserve the right to require payment in advance for certain orders or customers.

16. Quotations Are Not Automatically Purchase Orders

A quotation is an offer to supply goods on stated terms. It does not constitute an accepted purchase order or guarantee of supply until formally accepted and processed. Customers requiring a purchase order must issue it within the quotation validity period.

17. Changes to Requirements

Customers should notify us promptly of any material changes to quantities, specifications, delivery details, or packaging. Changes may require the quotation to be revised.

18. Fraudulent or Suspicious Requests

We take fraudulent procurement seriously and will decline or suspend requests if the opportunity cannot be verified, our branding is used without authorisation, documents appear altered, or the request poses an unacceptable risk.

19. No Obligation to Participate in a Tender

Providing a quotation does not create an obligation to participate in a procurement process, nor does inclusion of our pricing in a third-party submission constitute acceptance of tender conditions, penalty provisions, or an obligation to supply.

20. Right to Decline or Withdraw

The Arena Group reserves the right to request additional information, decline requests, withdraw unaccepted quotations, revise pricing, or discontinue engagement where requested verification is not provided.

21. Customer Responsibility

The customer is responsible for ensuring all supplied information is accurate, complete, and current, and must promptly notify us of any errors or omissions in customer-provided specifications or bills of quantities.

22. Policy Rationale

This policy maintains a fair, transparent, and efficient process while protecting The Arena Group and its legitimate customers from fraudulent activities and unnecessary administrative burdens. By distinguishing between normal prospective customer quotes and third-party tender pricing, we can efficiently assist genuine customers while maintaining appropriate controls.

23. Contact Information

For quotation enquiries, clarification regarding this policy, or assistance with a bulk, school, educational, or business procurement requirement, please contact:

The Arena Group / Arena Stationery Supplies Email: info@stationeryarena.co.za

Customers are encouraged to use the online quotation facility for products listed on our website wherever possible.