Supply, installation & maintenance of counting machines – government printing works tender in gauteng

Closing date: 21 September 2026 at 11h00. Compulsory briefing session: 31 August 2026 at 10h00, venue 389 Sophy De Bruyn Street, Pretoria, Headquarters Third Floor Boardroom. Attendance limited to 2 representatives per bidder. Validity period: 90 days from closing date.

Briefing Session Information: Attendance is limited to a maximum of 2 (two) representatives per Bidder.

All communication before the closing date must be directed to GPW officials: Mr Frikkie Nagel ([email protected]), Mr Thomas Khumalo ([email protected]), Noko Kekana ([email protected]).

Bids must be deposited in the Tender Box at the advertised address on or before the closing date and time. Faxed bids will not be accepted. All required information must be completed; failure to do so may result in disqualification. Returnable documents include: duly signed and completed Sections A and B (price schedule), Annexure Two (company profile), Annexure Three (ISO certifications to SANAS or equivalent body and OEM letter/certificate of authorisation), Annexure A (JV/Consortium Agreement if applicable), Annexure B (Term Sheet), Annexure C (CSD proof), Annexure D (environmental control summary, testing materials requirements, layout drawings), Annexure E (briefing session attendance certificate), Annexure F (authority/resolution to sign), SBD 1, SBD 4, SBD 6.1, Form IV (POPIA consent), tax compliance status pin, and CSD registration proof.

All Returnable Documents must be returned, duly completed and signed, where required, as part of the Tender Submission.

Bids are evaluated in three stages: Stage 1 Mandatory Compliance, Stage 2 Administrative Compliance, Stage 3 Price and Preference (Specific Goals). Mandatory compliance requires: submission of a price offer; for agents, an OEM letter (on OEM letterhead) or certificates of authorisation; compulsory briefing session certificate attached; and current valid ISO 9001 certification. Preference points are awarded for: Black ownership 8, Women 6, Youth 4, Disability 2. Bidders claiming disability ownership points must provide a letter from the relevant authority, otherwise zero score; CSD report will verify ownership claims. GPW may reject any tender that fails to commit to key deliverables, is not submitted as set out, contains incorrect or misleading information, or is not completed in full.

The tender is for the supply, installation, and commissioning of new and complete counting machines, plus support and maintenance for 5 years at Government Printing Works (GPW), Pretoria. The Solution comprises two types: Type 1 (4 machines) for all grades of paper and boards with tabbing/separating capability between 60 gsm and 300 gsm; Type 2 (2 machines) for travel document cover material up to 1000 gsm, ID cards (ID1) per ISO/IEC 7810, and data pages (TD3) per ICAO doc 9303. The Solution must be heavy-duty, robust, capable of 24-hour shift cycles during peak load periods, and supported locally in RSA for spare parts, service, and consumables. Type 1 must have twin counting heads, count and confirm batches, process paper substrates 60–300 g/m2, minimum sheet size 270 mm x 190 mm, and meet minimum cycle speeds of 3,000 sheets/min without tabbing and 2,500 sheets/min with tabbing. Type 2 must count and confirm batches, process substrates up to 1000 gsm, and handle ID cards and data pages. The scope includes all hardware, ICT equipment (with licensing costs), related software for management and control, system management software for production/logistics and OEE improvement, rigging, transport, logistics (Incoterms DDP), commissioning, training of GPW staff, and all travel/accommodation for GPW officials. The successful bidder must provide a project management plan with progress reporting, including project requirements, objectives, deliverables, schedule, and risk controls. Factory Acceptance Test (FAT) and Site Acceptance Test (SAT) are required, with checklists of equipment components approved during each test.

The successful bidder must provide a project management plan with regular progress reporting, including consideration of all RFT requirements, list of project requirements and objectives, list of deliverables in sequence with due dates, detailed project schedule, and anticipated risks with control measures. The solution must be heavy-duty and robust, capable of 24-hour shift cycles during peak load periods.

The bidder must have experience in the supply, installation, and commissioning of counting machines. The bidder must submit a company profile (Annexure Two) and ISO certifications (Annexure Three).

The Solution must meet the technical specifications in Annexure One. FAT and SAT are required to verify the solution meets requirements. The bidder must provide checklists of equipment components approved during FAT and SAT. ISO 9001 certification is mandatory. The solution must be commercially viable at closing date, and locally supported in RSA for spare parts, service, and consumables.

Pricing must be submitted in Section B (Bid Price Details) with all costs included. Where no price applies, indicate R0.00 or dash (-). If an alternative pricing schedule is used, the supplied one must also be completed. Prices in foreign currency will be converted to ZAR using exchange rates at 12h00 South African time on the closing date; payment will be at actual exchange rates on the day of payment. The pricing schedule must include: purchase cost (all-inclusive for manufacture, supply, delivery DDP, installation, commissioning), ICT hardware cost (all-inclusive with licensing), maintenance cost for the 5-year warranty period (including spare parts and labour for preventative maintenance), training cost (10 working days, 8 hours/day, for operators and maintenance technicians), and FAT/SAT costs (FAT for 5 GPW officials for 3 days at 8 hours/day; SAT all-inclusive including accommodation, meals, flights, travel).

Bidders must be registered on the Central Supplier Database (CSD) and provide proof (Annexure C). Tax Compliance Status (TCS) PIN required; for consortia/JVs/subcontractors, each party must submit separate TCS/PIN/CSD number. Current and valid ISO 9001 certification required (Annexure Three). Where bidder is an agent, OEM letter or certificates of authorisation required. Compulsory briefing session attendance certificate (Annexure E) must be attached. Authority/resolution to sign the bid document (Annexure F) required. SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), and Form IV (POPIA consent) must be duly completed and signed.

No specific health and safety requirements are stated in the document beyond general compliance with applicable laws and the requirement for a project management plan that includes risk control measures.

The contract will be a Definitive Agreement substantially on the terms of the Term Sheet (Annexure B). GPW reserves the right to make no award, cancel the RFT, not accept the highest-scoring tender, vet successful bidders, and reject tenders that fail to commit to key deliverables or contain incorrect/misleading information. Bids must remain valid for 90 days from closing date. No changes to bids are permitted after closing; GPW may seek written clarification only. The RFT is governed by South African law. Collusive conduct, improper assistance, or inducements will result in rejection. GPW owns intellectual property developed during the procurement process, except pre-existing IP of the bidder. Publicity about the RFT requires GPW approval. If awarded on incorrect information, GPW may recover costs, cancel the contract, and impose a penalty up to 5% of contract value. GPW may restrict a bidder from tendering or cancel a contract for non-compliance, failure to respond to notices, or fraudulent/improper conduct. The successful bidder must provide 5 years warranty and 5 years support and maintenance post-commissioning.

The Bidder must check the numbers of the pages and should any be missing or duplicated, or the reproduction be indistinct, or if any doubt exists as to the full intent and meaning of any description, or this document contains any obvious errors, the Bidder must notify the contact persons immediately for rectification.

The successful bidder will be responsible for the following: A project management plan, with regular progress reporting on the status of the project, to include but not limited to the following: Consideration of all the RFT requirements, List of project requirements and objectives, List of project deliverables in sequence and due dates, Detailed project schedule, List of anticipated risks for the project and applicable control measures.

Bids will be evaluated in three stages as listed below: a) Stage 1: Mandatory Compliance, b) Stage 2: Administrative Compliance, c) Stage 3: Price and Preference (Specific goals)