Provision of printing equipment: multi-function copier rental, maintenance and consumables for 36 months

Closing date: 23 September 2026 at 12h00. No briefing session will be held. Queries must be submitted by 18 September 2026; queries received after this date will not be responded to. JoGEDA will respond to queries within 3 days after the last day of enquiries.

There will be no briefing session.

SCM Unit (bidding procedure enquiries): S. Mgoloza, telephone 051 023 0600, email [email protected]. Technical enquiries: V Manzana, telephone 051 023 0600, email [email protected]. Only written queries on company letterhead will be replied to.

Bids must be hand-delivered or couriered to the tender box at JoGEDA, No. 27 Dan Pienaar Avenue, Aliwal North, 9750, by 12h00 on 23 September 2026. No faxed or emailed submissions will be accepted; late bids are disqualified. The envelope must be endorsed with the bid number, title, and closing date. Bids must be submitted on the official forms, completed in ink, and signed in original; photocopied signatures are rejected. The use of Tipex is prohibited. Bidders must purchase the bid document for R500.00 (non-refundable) and provide proof of payment before collection or submission; only bidders with purchased documents may submit. The tender must be bound and include all SCM documents and the tender advertisement. The cover page must show the bid reference number, description, and service provider name. Returnable forms include: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance), MBD 3.3 (Pricing Schedule), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), POPIA Compliance, Authority to Sign, General Conditions of Contract (all pages initialled), Terms of Reference (all pages initialled), company registration documents and directors' ID copies, proof of address, and CSD registration proof. Failure to complete all relevant forms leads to rejection.

Bidders must submit a completed and signed Invitation to Bid form (MBD 1) and all requisite bid forms attached as Part 5. Required documents include: POPIA Compliance, MBD 1, Tax Clearance Certificate or SARS PIN (MBD 2), MBD 3.3 Pricing Schedule, Declaration of Interest (MBD 4), Preference Points Claim Forms (MBD 6.1), Past Supply Chain Practices (MBD 8), Certificate of Independent Bid Declaration (MBD 9), Authority to sign a bid, General Conditions of Contract (all pages initialled), Terms of Reference (all pages initialled), JV or Consortium Agreement where applicable, Company registration documents and Directors ID documents, proof of address, and CSD registration proof. The bid must be bound and include all SCM documents and the tender advertisement. The cover page must clearly indicate the bid reference number, description, and service provider name. The use of Tipex is prohibited.

Evaluation follows the Preferential Procurement Policy Framework Act (Act No. 5 of 2000) and the 2022 regulations, using the 80/20 preference point system. Bids are evaluated in stages: pre-qualification, functionality, then price and specific goals. Functionality minimum qualifying score is 70 out of 100; bids scoring below 70 are non-responsive and disqualified. Functionality criteria: Company experience (70 points) and Technician experience (30 points). Company experience scoring: one similar project = 25 points, two = 50 points, three = 70 points, evidenced by signed appointment letters and reference letters stamped and signed by the client (Annexure E). Technician experience scoring: CV with 10 years' experience = 30 points, 5 years = 20 points, 0 years = 10 points (Annexure F). After functionality, price is scored at 80 points and specific goals at 20 points. The bidder with the highest total points is recommended for award, except in exceptional cases with justifiable grounds.

The contract covers the rental, maintenance, and supply of consumables for multifunction copiers for 36 months. Two machines are required. Compulsory device requirements: multifunction network printer/scanner, user authentication (ID & print), colour and monochrome printing, USB port and secure wireless connectivity, print speed minimum 60 pages per minute, internal hard disk drive minimum 250GB, minimum 1GB RAM, multiple feeder drawers for A4 and A3 paper, automated document feeder, network printing, scan to mail/network, colour scanning, finishing with staple/stacker/punching and page numbering, estimated 30 users, security audit trail and reports, minimum resolution 1800 dpi (printing) and 600 dpi (scanning), multi-tray/stapler/punch finisher, bypass tray, colour management, booklet creation, two-hole punching, automatic reverse document feeder, duplex standard, network scanning, user codes, touch screens. Service and maintenance plan required. Technical assistance response times: ad-hoc support within 24 hours, consumable delivery next business day. The bidder must provide a dedicated key contact person suitably qualified for the contract duration.

The bidder must provide a dedicated key contact person suitably qualified for the duration of the contract. The bidder must submit progress reports to the agency as stipulated and agreed upon award. The project commences upon signing of the Service Level Agreement (SLA) between JoGEDA and the service provider.

Functionality criteria include Company experience (70 points) and Technician experience (30 points). Company experience is rated based on similar projects: one similar project = 25 points, two = 50 points, three = 70 points. Evidence required: signed appointment letters and reference letters stamped and signed by the client (Annexure E). Technician experience is scored based on CV demonstrating experience in printing solutions: CV with 10 years' experience = 30 points, 5 years = 20 points, 0 years = 10 points (Annexure F).

All work must be of good quality and comply in all respects with the terms of reference requirements.

Bidders must complete the pricing schedule (MBD 3.3) in full. Pricing must include all applicable taxes, support costs, travel, and escalation (CPI-based). The schedule includes Section A: Monthly Cost (rental amount, cost per 100 copies B&W and colour, service and preventative maintenance fees, provision of spare parts, toner and drums, remote monitoring), Section B: Ad-Hoc/On-Call Support (call-out fee, travelling time per km, all labour charges), contingencies at 15%, grand total, VAT at 15%, and total. Only firm prices are accepted. Failure to complete the pricing schedule results in disqualification.

Pricing must be submitted on the MBD 3.3 Pricing Schedule, completed in full; failure to complete results in disqualification. Only firm prices will be accepted; bidders must account for inflation over the 3-year period. Pricing must include all applicable taxes, support costs, travel, and CPI-based escalation. The pricing schedule includes Section A: Monthly Cost (rental amount, cost per 100 copies B&W and colour, service and preventative maintenance fees, provision of spare parts, toner and drums, remote monitoring), Section B: Ad-Hoc/On-Call Support (call-out fee, travelling time per km, labour charges), contingencies at 15%, grand total, VAT at 15%, and total. The offer must be valid for 90 days from the closing date. All delivery costs must be included in the bid price.

Bidders must be registered on the Central Supplier Database (CSD) and provide the CSD number on the cover page; proof of registration must be printed during the advert period. A Tax Compliance Status (TCS) PIN or CSD number must be provided on the cover page; the tender will not be considered without it. A valid tax clearance (MBD 2) is required. CIDB (CRS) registration number must be provided on the cover page. Municipal rates and taxes must not be in arrears for more than three months; proof required (municipal account, clearance certificate, lease agreement with confirmation letter, or letter from the Revenue Office). Bidders must submit company registration documents and directors' ID copies. Partnerships must submit certificates with names, identity numbers, and addresses of partners. Joint ventures must submit a consortium agreement and nominate a lead member. Foreign suppliers must complete the pre-award questionnaire. Bidders must not be in the service of the state. Bidders must comply with tax obligations and provide a SARS PIN. The successful bidder may be required to enter into a Service Level Agreement.

The contract is subject to the General Conditions of Contract (GCC) and any special conditions. The successful bidder must sign a written contract form (MBD 7). The project commences upon signing of the Service Level Agreement (SLA). The bidder must submit progress reports as agreed upon award. JoGEDA does not bind itself to accept the lowest or any other bid and may accept the bid in its best interest. JoGEDA reserves the right to withdraw the tender, re-advertise, reject any bid, or accept part of it. Bidders have no rights or claims against JoGEDA for costs incurred in the bid process. The bid documentation is confidential and must only be used for the bid. Bidders may be subject to security clearance. The bid is valid for 90 calendar days from the closing date. Bidders are prohibited from collusive bidding under the Competition Act. JoGEDA may request clarification, amend the process, reject all bids, request presentations, verify information, and disqualify bidders who misrepresent information. Bidders must not amend bid conditions or set counterconditions; doing so invalidates the bid.

Only JoGEDA conditions provided in this document will be applicable; no bidders' conditions will be considered or accepted. Bids must be hand delivered or couriered to the tender box at No. 27 Dan Pienaar Avenue, Aliwal North, 9750 by the closing date and time. No faxed or emailed submissions will be accepted. Late submissions will be disqualified. Bidders must purchase bid documents for R500.00 (non-refundable) and provide proof of payment before collection or submission. Only bidders with purchased documents will be eligible to submit bids. Canvassing of JoGEDA staff will automatically disqualify any tender. The successful bidder may be required to enter into a Service Level Agreement. JoGEDA reserves the right to request minor documents from responsive bidders, to withdraw the tender at any time without notice, and to conduct due diligence prior to final award or during the contract period. Bidders must not amend bid conditions or set counterconditions. The bidder accepts that if JoGEDA extends the deadline, requirements apply equally to the extended deadline.

Mandatory pre-qualification requirements: POPIA Compliance, Invitation to Bid (MBD 1), Tax Clearance Certificate or SARS PIN (MBD 2), MBD 3.3 Pricing Schedule, Declaration of Interest (MBD 4), Preference Points Claim Forms (MBD 6.1), Past Supply Chain Practices (MBD 8), Certificate of Independent Bid Declaration (MBD 9), Authority to sign a bid, General Conditions of Contract (all pages initialled), Terms of Reference (all pages initialled), JV or Consortium Agreement where applicable, Company registration documents and Directors ID documents, proof of address (municipal account not later than 90 days, municipal clearance certificate, lease agreement and sworn affidavit, or proof from councillor/municipality for village residents), and CSD registration proof printed during advert period. Bidders must provide TCS PIN, CSD number, and CIDB (CRS) registration number on the cover page. Municipal rates and taxes must not be in arrears for more than three months. Bids must be submitted on official forms, completed in ink, and signed in original. Photocopied signatures will be rejected. Bids by telegram, facsimile, or similar apparatus will not be accepted. Bidders must comply with tax obligations and submit TCS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire. Consortia/JV must submit separate TCS certificates for each party. Partnerships must submit certificates reflecting names, identity numbers, and addresses of partners. Consortium bids must be signed by all members, nominate a lead member, and include a copy of the consortium agreement.

Bids will be evaluated on the basis of the Preferential Procurement Policy Framework Act (Act No. 5, 2000) using the 80/20 rule and regulations pertaining thereto (2022), as well as the JoGEDA Supply Chain Management Policy. Bids will be evaluated on pre-qualification, functionality, price, and specific goals. Bids that score less than 70 out of 100 points on functionality will be considered non-responsive. Functionality criteria: Company experience (70 points) and Technician experience (30 points). Minimum threshold is 70 points. Price score is 80 points and Specific Goals score is 20 points. Only bidders that pass the minimum functionality threshold will be evaluated further on the 80/20 price and preference points system. The bid will be awarded to the bidder who scored the highest total number of points, except in exceptional cases with justifiable grounds.