This Tender Has Expired

Closing date: 15 May 2026 at 13:00. Tender validity: 90 working days from closing date.

SCM Enquiries: Email [email protected]. Phone: 011 274 4700. Fraud Hotline: Free Call 0800 611 205, Email [email protected], SMS 30916, Website www.thehotline.co.za, or via Vuvuzela Hotline App.

Submit bids electronically to [email protected] by 15 May 2026 at 13:00. Late submissions will not be considered. All bids must include: (1) Proposed machinery brochure, (2) Valid OEM accreditation/authorisation certificate, (3) Fully completed and signed SBD forms (SBD 1, SBD 3.1, SBD 4, SBD 6.1), (4) General Conditions of Purchase (signed on last page, initialled on each page), (5) Tax Clearance Certificate (SARS), (6) CSD Report/Number, (7) Valid B-BBEE Certificate or Affidavit (for EMEs/QSEs), (8) CIPC Registration Documents, (9) Declaration of non-listing on National Treasury Database of Restricted Suppliers, (10) POPI Consent Forms, (11) Proof of banking details, (12) VAT declaration and registration number (if applicable). For Joint Ventures: submit a written agreement outlining roles, responsibilities, and resolutions. Bids must be fully indexed and follow the prescribed format. Inquiries must be in writing to [email protected]. EWSETA reserves the right to request clarifications within 48 hours; failure to respond may result in disqualification.

Evaluation follows a 4-stage process: (1) Mandatory Requirements: Failure to submit a valid OEM accreditation/authorisation certificate disqualifies the bid. (2) Pre-Qualification Criteria: Returnable administrative documents (CIPC, CSD, B-BBEE, SBD forms, Tax Clearance, POPI Consent, etc.) are required. Bidders may proceed without these but must submit them prior to award if recommended. (3) Technical/Functionality Stage: Minimum 75% score required to advance. Criteria include: Reference letters (25 points: 5 letters=25, 4=20, 3=15, 2=10, 1=5, none=0; must include 3 past and 2 current clients, <5 years old), Key Personnel Capacity (20 points: 5 points per province—Gauteng, Northwest, Western Cape, Free State; technicians must be OEM-certified with proof of address), Risk and Professional Indemnity (10 points: 5 each for Public Liability and Professional Indemnity certificates), Methodology and Approach (30 points: Fault Reporting=10, Printer Malfunction Procedures=10, Customer Service Plan=10), Company Profile (15 points: 7.5 for 10+ years experience, 5 for 5 years, 0 for <4 years; must include company history, operations, capabilities, certifications). (4) Price and Specific Goals: 80 points for price (lowest bid scores highest using formula Ps = 80*(1 - (Pt - Pmin)/Pmin)), 20 points for B-BBEE (Level 1=20, Level 2=18, Level 3=14, Level 4=12, Level 5=8, Level 6=6, Level 7=4, Level 8=2, Non-compliant=0). Non-submission of B-BBEE proof scores 0 for B-BBEE but does not disqualify. Sub-contracting >25% to a lower B-BBEE level enterprise forfeits B-BBEE points unless the sub-contractor is an EME.

Scope: Supply, installation, and maintenance of printing services for 6 months across EWSETA offices (Gauteng, Western Cape, Northwest, Free State). Deliverables: (1) Print Management: Follow-me printing, authentication via MFP panel, copy/scan/print accounting, job lists/previews, central management for all MFPs, central reporting/security, cluster support, device monitoring (toner levels, servicing warnings, usage), toner supply/delivery (including collection/disposal of old toners). (2) Equipment: 5x Bulk Scanners (A3 flatbed, 600x600 dpi, A3-A6/B5-B6/Legal/Executive formats, 8,000 pages/day duty cycle, PaperCut functionality, duplex scan) for Head Office (Gauteng), Western Cape, Brits (Northwest), Mahikeng (Northwest), Free State. 1x MFP (colour copy/scan/print, scan-to-email/FTP/SMB/Box/USB, 75 PPM, 100-sheet bypass tray, 1,000-sheet A4/A3 capacity, 100-sheet dual scan feeder, simplex/duplex, 250GB HDD, 2GB RAM, 50-sheet staple finisher, 3,000-sheet A4 tray, PaperCut, secure mobile printing for Mac/iOS/Android/Windows) for Head Office (Gauteng). 9x MFPs (colour copy/scan/print, scan-to-email/FTP/SMB/Box/USB, 30 PPM, 100-sheet bypass tray, 1,000-sheet A4/A3 capacity, 100-sheet dual scan feeder, simplex/duplex, 250GB HDD, 2GB RAM, PaperCut, secure mobile printing) for Head Office (5x), Western Cape (1x), Brits (1x), Mahikeng (1x), Free State (1x). (3) Safety/Environment: Ensure all parts/machinery are secure and non-harmful to environment/staff. (4) SLA: EWSETA will monitor progress per deliverables. Contract may be cancelled with 30 days’ notice.

Pricing must be submitted on company letterhead in the prescribed format. Include: (A) Rental Schedule (fully inclusive of maintenance/support): Monthly and 6-month costs for Bulk Scanners (5x), MFP (75 PPM, 1x), MFP (30 PPM, 9x). (B) Once-off Costs: Print Management Software, Installation/Commissioning, Other Costs (specify). (C) Indicative Variable Monthly Costs (for evaluation only): Cost per copy for colour A4 (45,000 pages), B/W A4 (110,000 pages), colour A3 (5,000 pages), B/W A3 (10,000 pages). (D) Total Cost: Sum of A (rental), B (once-off), C (variable), plus VAT @15%. Only firm prices accepted; non-firm prices (e.g., subject to exchange rates) will be disqualified. Cost per copy may not be inflated if within manufacturer’s recommended monthly print volume. Inflation allowed only if volume exceeds recommendations, with stepping-up regime detailed in pricing schedule and maintenance agreement. Monthly billing must state colour/mono print counts. VAT status and registration number must be declared; failure may lead to disqualification. Payment terms: 30 days from valid tax invoice submission.

Mandatory: (1) Valid OEM accreditation/authorisation certificate for proposed machinery. (2) CIPC Company Registration Documents. (3) Declaration of non-listing on National Treasury Database of Restricted Suppliers or Tender Defaulters. (4) CSD Report/Number. (5) Valid B-BBEE Certificate (SANAS-accredited) or commissioned Affidavit (EMEs/QSEs). (6) SBD Forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1 (fully completed/signed). (7) General Conditions of Purchase (signed on last page, initialled on each page). (8) Tax Clearance Certificate (SARS). (9) POPI Consent Forms (PAIA/POPIA compliance). (10) For Joint Ventures: written agreement with roles/responsibilities and resolutions. (11) Proof of banking details. (12) VAT declaration/registration number (if applicable). B-BBEE: 20 points allocated (80/20 system). Non-compliance scores 0 for B-BBEE but does not disqualify. Sub-contracting >25% to a lower B-BBEE level enterprise forfeits B-BBEE points unless sub-contractor is an EME.