Managed printing solution: supply, delivery, implementation & support of 26 mfps and print management software for atns

Purpose: Appoint a service provider to deliver a fully managed, cost-effective, and secure printing solution to ATNS over 60 months under a rental copy-charge model. Goals: Modernise and optimise ICT infrastructure by standardising printing services across all operational and administrative sites. Key objectives: Standardise printing environment across all ATNS locations, optimise costs and improve budget predictability via usage-based billing, enhance operational efficiency with modern multifunction devices and intelligent print management, strengthen information security and compliance with secure printing (including follow-me printing), enable centralised monitoring and management for high availability, improve user experience with reliable hardware and responsive support, ensure service reliability and continuity with defined SLAs.

Compulsory site briefing: 07 July 2026 at 11h00 via MS Teams (Meeting ID: 310 961 708 356 975, Password: qy3uP3TT). Clarification deadline: 17 July 2026 at 17h00 CAT (submit queries via Form of Questionnaire in Appendix A). Closing date and time: 24 July 2026 at 12h00 CAT. Proposals must remain valid for 120 days from submission.

Compulsory site briefing: Date: 07 July 2026, Time: 11h00, Venue: MS Teams, Meeting ID: 310 961 708 356 975, Password: qy3uP3TT. Attendance is mandatory; failure to attend results in disqualification. Proof of attendance: Attendance register.

Technical and bidding procedure enquiries: Nhlanhla Mdamba. Email: [email protected] (cc: [email protected]). Phone: 011 607 1325. Physical submission address: ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298. For online submissions: National Treasury e-Submission (e-Tender) system.

Submission methods: Online via National Treasury e-Submission (e-Tender) system OR physical hard copy. Physical submissions must include: 1 original, 1 copy, and 1 PDF version on USB. Physical submission address: ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298. Bid must be submitted in 3 parcels: Parcel A (Administrative and Mandatory: Volume 1A excluding SBD 3.3 and 6.1, Phase 1 and 2 requirements), Parcel B (Price and Preference Points: SBD 3.3, SBD 6.1, CSD Report, CIPC Documents, Shareholder Certificates, ID copies of shareholders, Valid B-BBEE Certificate or Sworn Affidavit). Late submissions will not be accepted. Queries must be submitted using the Form of Questionnaire (Appendix A) by 17 July 2026 at 17h00 CAT.

Returnable documents: SBD 1 (Invitation to Bid - Part A), SBD 3.3 (Pricing Schedule), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), CSD Report, CIPC Documents, Shareholder Certificates, ID copies of shareholders, Valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs), Declaration of Interest, Proof of CSD registration or application, SARS Tax Compliance PIN or TCS, OEM Certificate or Letter of Authorisation, 3 reference letters, OEM datasheets, software documentation. Physical submissions: 1 original, 1 copy, 1 PDF on USB.

Scope: Supply, delivery, implementation, and support of a managed printing solution for 60 months under a rental copy-charge model. Hardware: 26 multifunction printers (11 A3 colour MFPs, 15 A4 colour MFPs) across 11 ATNS sites. A3 MFPs minimum specs: 40 ppm (colour/mono), A5-SRA3 paper sizes, 100-sheet ADF, ≥2 trays (≥500 sheets each), 600x600 dpi print/scan resolution, 80 ipm scan speed, USB 2.0/Ethernet interfaces, ≥5 GB memory, ≥500 GB storage, duplex, customisable touchscreen, 220-240V/50Hz. A4 MFPs minimum specs: 40 ppm (colour/mono), A6-A4 paper sizes, desktop form factor, 50-sheet ADF, ≥1 tray (≥500 sheets), 600x600 dpi print/scan resolution, 50 ipm scan speed, USB 2.0/Ethernet interfaces, ≥2 GB memory, ≥500 GB storage, duplex, customisable touchscreen, 220-240V/50Hz. Software: Secure follow-me printing solution for 96 printers (including 26 new devices), supporting ≥1,600 users, with secure print release and ATNS network integration. Remote monitoring: Proactive fault detection, automated meter readings, consumables monitoring/replenishment, performance/usage reporting for the 26 supplied devices. Support: Full maintenance (preventative/corrective), consumables supply (excluding paper), SLA-driven response/resolution times, continuous operational support. Purpose: Standardise printing environment, optimise costs, enhance efficiency, strengthen security/compliance, enable centralised monitoring, improve user experience, ensure service reliability.

Bidder qualifications: Must be suitably qualified and experienced. Required: Minimum 3 contactable reference letters for similar printing solution implementations (past 5 years, on client letterhead, signed, with verification contact details). Valid OEM Certificate or Letter of Authorisation confirming accreditation to supply, implement, and support the proposed solution. Hardware/software compliance: Submit OEM datasheets with highlighted specifications and software documentation (manuals, architecture diagrams, screenshots, compatibility matrix).

Pricing requirements: Submit completed and signed SBD 3.3 Pricing Schedule (Professional Services) with all fees and reimbursable costs. Budget amounts in the document are guides only; bidders must submit fair and reasonable costing. Bids without a price or with incomplete pricing are non-responsive. Offer validity: 120 days from closing date (24 July 2026). Pricing evaluation: Based on the 80/20 system, with price accounting for 80 points. Formula: Ps = 80(1 - (Pt-Pmin)/Pmin).

Pricing: Submit a fair and reasonable costing in the prescribed SBD 3.3 Pricing Schedule format. Bids without a price or with incomplete pricing will be deemed non-responsive. Pricing schedule must include all fees and reimbursable costs; omissions may result in non-responsiveness. Budget amounts in the document are guides only. Payment model: Rental copy-charge model for 60 months. Evaluation: Price accounts for 80 points in the 80/20 system. Formula: Ps = 80(1 - (Pt-Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price.

CSD Registration: Mandatory for all bidders. Submit proof of registration or application. No contract will be awarded to unregistered bidders. Tax Compliance: Valid SARS Tax Compliance Status (TCS) PIN required, must remain valid for the full validity period (120 days). Submit PIN or printed TCS. For consortia/JVs/sub-contractors, each party must submit separate proof. B-BBEE: Valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs) required for preference points. Preference points: 10 points for 51% Black Owned suppliers, 10 points for 30% Black Woman Owned suppliers. Required documents: CSD Report, CIPC documents, Shareholder Certificates, ID copies of shareholders. OEM Authorisation: Valid OEM Certificate or Letter of Authorisation confirming accreditation to supply, implement, and support the proposed solution. Professional Registrations: Proof of registration with relevant professional bodies. Declaration of Interest: Complete and signed Declaration of Interest required. Invitation to Bid: Full SBD 1 document must be completed, signed, and returned. Non-compliance with any of these will result in the bid being deemed non-responsive.

ATNS commits to economic, social, and environmental sustainability as part of its mission and values.

Contract terms: Standard ATNS Terms and Conditions apply, including retention clause for non-satisfactory completion, breach of contract, and confidentiality clauses. Professional indemnity insurance required. ATNS reserves the right to vary scope/terms, withdraw from commitments, reject any/all bids, or negotiate with bidders. Contract concluded only when reduced to writing and signed by both parties. Intellectual property: All documentation copyright belongs to ATNS; successful bidder may not disclose info without written approval. Confidentiality: Bid and related info must be held in strict confidence; limit document copies. Non-compliance with delivery terms: Immediate written notice required if delays or cost overruns occur. Amendments: Must be in writing and signed by both parties. Cancellation: Procurement may be postponed/cancelled at ATNS’s sole discretion prior to contract award. Additional info: May be requested during evaluation; replies due within 7 working days. Reasons for rejection: Corruption, fraud, SCM abuse, or failure to perform on previous contracts.

Evaluation process: 4 stages. Stage 1: Administrative Requirements (e.g., valid SARS TCS PIN). Non-compliance may lead to rejection or 7-day grace period for supplementary info. Stage 2: Mandatory Requirements (failure = disqualification): Compulsory briefing attendance, 3 reference letters for similar projects (past 5 years, verifiable), valid OEM authorisation, hardware/software compliance. Stage 3: Price (80 points) and Preference Points (20 points). Price formula: Ps = 80(1 - (Pt-Pmin)/Pmin). Preference points: 10 for 51% Black Owned, 10 for 30% Black Woman Owned. Stage 4: Verification of Specific Goals (submit CSD Report, CIPC docs, Shareholder Certificates, ID copies, B-BBEE Certificate/Affidavit). Applies to tenders up to R50,000,000.