Supply and delivery of plotter (printer) – government tender in northern cape

Returnable Documents: The following documents are to be completed and returned as they constitute the quotation. Whilst many of the returnables are required for the purpose of evaluating the quote, some will form part of the subsequent contract, as they form the basis of the offer. For this reason, it is very important that service providers return all information requested. All documents must be completed and signed by the duly authorised representative of the prospective bidder. A bidder’s proposal will be disqualified for non-submission of any of the documents as indicated below LIST OF RETURNABLE DOCUMENTS, RETURNABLE DOCUMENTS REQUIRED FOR QUOTATION EVALUATION PURPOSES (Included hereafter for completion) MBD 1 : Invitation to bid and terms of conditions for bidding MBD 3.1 : Pricing Schedule – Firm Prices MBD 4 : Declaration of Interest MBD 6.1 : Preference Points Claim Form - in terms of the Preferential MBD 7.1 : Contract Form – Purchase of Goods/Works MBD 8 : Declaration of Bidders past Supply Chain Management Practices MBD 9 : Certificate of Independent Bid Determination LIST OF RETURNABLE SCHEDULES, RETURNABLE SCHEDULES FOR QUOTATION EVALUATION PURPOSES (to be attached with submission) Schedule 1A: Tax Compliance PIN Schedule 1B: Municipal Bill (copy) (not older than 3 months) Schedule 1C: Supporting annexures for Specific Goals Schedule 1D: Price Schedule (MBD 3.1) Schedule 1E: Proof of CSD Registration Schedule 1F: Formal Quotation on company letterhead. PROCUREMENT OF PLOTTER (PRINTER) NOTICE NO: 29/2026 NAMAKWA DISTRICT MUNICIPALITY PROCUREMENT OF PLOTTER (PRINTER) MBD 1: INVITATION TO BID AND STANDARD AND CONDITIONS OF BIDDING PROCUREMENT OF PLOTTER (PRINTER) MBD 1: INVITATION TO BID AND TERM AND CONDITIONS FOR BIDDING NAMAKWA DISTRICT MUNICIPALITY PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE NAMAKWA DISTRICT MUNICIPALITY

Compulsory requirements

The Namakwa District Municipality requires the services of a suitable, experienced Service Provider

for the PROCUREMENT OF A PLOTTER (PRINTER) to the Namakwa District Municipality in

Springbok.

36-inch Multifunction Printer

Functions Print, copy, scan

Print speed 21 sec/page on A1, 120 A1 prints per hour 1

Ink drop 6 pl (C, M, Y); 12.6 pl (MK)

Print head nozzles 1376 per color; 5504 in total

Print cartridge/bottle volume 300 ml cartridge, 130 ml cartridge

Ink types Pigment-based (C, M, Y, MK)

Print Cartridges/Bottle, Number 4 (C, M, Y, MK) cartridges

Print heads 1 (C, M, Y, MK)

Print Cartridge/Bottle, Color(s) Cyan, magenta, yellow, matte black

Print quality color (best) Up to 2400 x 1200 optimized dpi

Maximum optical density (black) 15 L* min/1.7 D 2

Finished output handling Sheet feed, roll feed, front-loading input tray (100 sheet

capacity), sheet organizer (50 sheet capacity 3),

stacker (40 sheet capacity 3), automatic horizontal

cutter

Media sizes standard (metric rolls) 369 to 914 mm

Roll external diameter 140 mm

Roll maximum input 1

Roll maximum weight 13 kg

Recommended media Universal Bond Paper (FSC® certified) 4 (recyclable) 5;

Coated Paper (FSC® certified) 4 (recyclable) 5;

Heavyweight Coated Paper

(FSC® certified) 4 (recyclable) 5;

Recycled 5 Removable Adhesive Fabric; Opaque Scrim

Banner; Production Matte Canvas; Backlit Polyester

Film; Universal Instant-dry Gloss Photo Paper

(FSC® certified) 4; Universal Instant-dry Satin Photo

Paper (FSC® certified) 4; Everyday Matte

Polypropylene

Media thickness Up to 11.8 mil

Media thickness maximum (metric) Up to 0.3 mm

Media width, maximum 914 mm

Supported Primary Applications Banners; Line drawings; Maps; Posters;

Presentations; Renderings; Signage

Non-printable area (cut-sheet) 5 x 5 x 5 x 5 mm

Procurement of plotter (printer)

Non-printable area (roll media) 5 x 5 x 5 x 5 mm

Media sizes, custom Front-loading input tray: 210 x 279 to 305 x 457 mm;

Manual feed: 210 x 279 to 914 x 1676 mm

Media sizes supported Input tray: A4, A3; Manual feed: A4, A3, A2, A1, A0

Media types Bond and coated paper (bond, coated, heavyweight

coated, plain, bright white, blueprint), technical paper

(natural tracing), film (clear, matte, backlit),

photographic paper (ID satin, ID gloss), self-adhesive

(matte/gloss, polypropylene gloss, removable fabric),

banner (polypropylene matte, PVC banner), fine art

material (canvas)

Media weight, recommended 60 to 280 g/m2 (roll/manual feed); 64 to 220 g/m2 (front-

loading input tray)

Model size 914 mm

Internal Storage None

Line accuracy ±0.1% 6

Printer drivers included Raster driver for macOS and Windows, Driver for

Windows 11

Print languages TIFF, JPEG, URF, PDF, DRW and DWG

Print technology Thermal Inkjet

Theoretical minimum line width 0.02 mm (via raster driver)

Printing path Wi-Fi Direct, remote printing, App, Driver for Windows

11, Apple Air-Print and app for Android and iOS

devices, Windows and macOS printer drivers, printing

support for Chrome OS, print from USB pen drive

Copy reduce / enlarge settings 25 to 400% at 1% increment

Scan resolution, optical Up to 600 dpi

Linear scan speed Up to 3.81 cm/sec (color, 200 dpi), up to 11.43 cm/sec

(grayscale, 200 dpi)

Scan file format JPEG, PDF, TIFF

Scan input modes Scan to email, network, and USB. Scan to cloud,

computer, and mobile through app.

Scanner maximum media thickness Up to 0.8 mm

Scan size, maximum 914 mm x 2.77 m

Scan size, minimum 127 x 127 mm

Scanner type Sheetfed, CIS (Contact Image Sensor), media jam

detection sensor, front feed scanning method

Maximum scan length 7 m 7

Connectivity, standard Gigabit Ethernet (1000Base-T), Wi-Fi 802.11b/g/n

E-Print capability Yes

Network ready Standard

Security features Secure Boot, Allowlisting, Security event logging,

Disable network ports and protocols, SNMPv3, 802.1x

compatibility, TLS/SSL, Semi-permanent-queue Erase,

NTLM v2, Web Jet-Admin, Security Manager, SIEM

Integration, FIPS 140-2 (in transit)

Remote print enabled Yes

Print multi-size files in one click Yes

Dimensions (W x D x H) 1407 x 720 x 967 mm

Package dimensions (W x D x H) 1575 x 630 x 780 mm

Weight 71 kg

Package weight 97 kg

Memory 2 GB

Acoustic power emissions (active, 5.8 B(A) (operating), <3.4 B(A) (idle)

printing)

Acoustic pressure emissions 42 dB(A) (operating), <16 dB(A) (idle)

Operating humidity range 20 to 80% RH

Procurement of plotter (printer)

Non-Operating Humidity Range 0 to 95% RH

Operating temperature range 5 to 40°C

Operating temperature range 41 to 104°F

Storage temperature range -25 to 55°C

Storage temperature range -13 to 131°F

Operating altitude Up to 3000 m

Post consumer recycled plastic in 36%

hardware by weight of plastic

Power consumption 35 W (printing), <11 W (ready), <3.5 W (sleep), <0.1 W

(off). Auto-scheduled printer on/off usage.

Power Input voltage (auto ranging): 100-240 V (±10%), 50/60

Hz (±3 Hz), 1.2 A max

Software included Driver for Windows 11, app for Windows, macOS,

Android, and iOS

Electromagnetic compatibility Compliant with Class B requirements, including: USA

(FCC rules), Canada (ICES), EU (RED Directive),

Australia (ACMA), New Zealand (RSM), China (CCC),

Japan (VCCI); Korea (KCC)

Energy star certified Yes

Environmental certification ENERGY STAR, EPEAT, UL ECOLOGO® certified inks,

CE marking (including WEEE, RoHS, REACH, ErP). In

compliance with applicable WW RoHS materials

restriction requirements.

Safety USA and Canada (CSA certified); EU (RED Directive,

EN 62368-1 compliant); Singapore (PSB); China (CCC);

Mexico (NYCE); Argentina (IRAM); India (BIS)

Manufacturer Warranty No less than a two-year limited hardware warranty –

South Africa

Procurement of plotter (printer)

Notice NO: 29/2026

Namakwa district municipality

Procurement of plotter (printer)

• Price(s) quoted must be valid for at least ninety (90) days from the quotation closing date.
• Price(s) quoted must be firm and must be inclusive of VAT.
• This quotation will be evaluated in terms of the 80/20 preference point system as prescribed

in The Preferential Procurement Policy of the Namakwa District Municipality.

• The original MBD1, MBD3.1, MBD4, MBD6.1, MBD7.1, MBD8, & MBD 9 forms must be

completed and submitted together with your quotation if it is in excess of R 10 000.

• The municipality may request the audited annual financial statements of potential service

providers to verify information submitted.

• A valid tax compliance PIN on an official document of SARS for the municipality to verify tax

compliance must accompany all quotations.

• The lowest or only quotation will not necessarily be accepted.
• Potential service providers must be registered on the Central Supplier Database.
• Potential service providers who were found guilty of fraud or corruption or who willfully neglected,

reneged on or failed to comply with any government, municipal or other public sector contract during

the past five years, will be excluded from this process.

Procurement of plotter (printer)

• Potential service providers (or any of the directors) whose municipal rates and taxes or municipal

services charges are in arrears for three months, at the municipality or any other municipality or

entity, might be excluded from this process. Please submit a municipal account (not older than

3 (three) months) as proof of payment with your tender. If the bidder is not responsible for

municipal rates,a Sworn Affidavit must be submitted, which indicates the reasons why a

municipal account cannot be submitted, and or a Lease Agreement.

• No late, faxed or e-mailed tenders will be accepted.
• Potential service providers may be subject to security screening.

NB: No tenders will be considered from persons in the service of the state.

MBD 3.1 must be fully completed as no other pricing schedule will be accepted. Payment of

service provider will only take place after delivery and when a valid invoice is received.

(to be attached with submission)

Schedule 1A: Tax Compliance PIN

Schedule 1B: Municipal Bill (copy) (not older than 3 months)

Schedule 1C: Supporting annexures for Specific Goals

Schedule 1D: Price Schedule (MBD 3.1)

Schedule 1E: Proof of CSD Registration

Schedule 1F: Formal Quotation on company letterhead.

Procurement of plotter (printer)

Notice NO: 29/2026

tax compliance PIN on an official document of SARS for the municipality to verify tax

tax compliance pin number must be submitted

tax compliance

Tax Compliance PIN

TAX COMPLIANCE STATUS TCS PIN: OR CSD No

Tax compliance requirements

Tax compliance status (tcs) certificate or pin may also be made via e-filing

TCS PIN: OR CSD No

CSD registration report or a SARS tax compliance pin number must be submitted

CSD Registration

Csd number

Csd number must be provided

Central Supplier Database

Central Supplier Database (CSD)

Central supplier database (csd), a

• Must be registered on the CSD database.

12. Disqualifications

• Bidders who are not registered on the Central Supplier Database (CSD).
• The non-completion of MBD 3.1.
• The original MBD1, MBD3.1, MBD4, MBD6.1, MBD7.1, MBD8, & MBD 9 forms must be

CSD Tax-compliant report

Tax compliant CSD registration report or a SARS tax compliance pin number must be submitted

in order for the municipality to verify tax compliance. In the event that a bidder submit a hard

copy of the tax clearance certificate, the CSD verification as well as SARS e-filing

be tax compliant on CSD and/ or SARS e-filing]

2. Tax compliance requirements

2.3 Application for the tax compliance status (tcs) certificate or pin may also be made via e-filing. In

Separate tcs certificate / pin / csd number.

2.7 Where NO tcs is available but the bidder is registered on the central supplier database (csd), a

Csd number must be provided.

Points Allocation: 80 points

B-BBEE Details: CLOSING

BID NUMBER: NOTICE NO: 29/2026 DATE: 10 June 2026 CLOSING TIME: 10H00

Description procurement of plotter (printer)

The successful bidder will be required to fill in and sign a written contract form (mbd7).

Bid response documents may be deposited in the bid box

Situated at (street address

Namakwa district municipality

Van riebeeck street

Springbok

8240

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration number

TAX COMPLIANCE STATUS TCS PIN: OR CSD No:

B-bbee status level verification b-bbee status

Yes Yes

Certificate level sworn

[TICK APPLICABLE BOX] AFFIDAVIT No No

Procurement of plotter (printer)

Are you a foreign

Are you the accredited based supplier for

REPRESENTATIVE IN SOUTH AFRICA Yes No THE GOODS Yes No

For the goods /services /works /services /works

Offered? [If yes enclose proof] offered? [If yes, answer part b:3 ]

Total number of items offered total bid price r

Signature of bidder

.................................... Date

Capacity under which this bid is

Signed

Bidding procedure enquiries may be directed to: technical information may be directed to:

DEPARTMENT FINANCE CONTACT PERSON Marshall Bowers

CONTACT PERSON Chaldon Osborne TELEPHONE NUMBER 027 712 8000

Telephone number 0277128000 facsimile number

FACSIMILE NUMBER 0277128041 E-MAIL ADRESS [email protected]

E-MAIL ADDRESS [email protected]

Procurement of plotter (printer)

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be

Accepted for consideration.

1.2. All bids must be submitted on the official forms provided– (not to be

Mbd 7.1

Conditions of Contract

Checklist for completeness of bid document

Procurement of plotter (printer)

Private Bag X20 www.namakwa-dm.gov.za

SPRINGBOK [email protected]

8240  027 712 8000

027 712 8040

Verwysing/Reference 8.1.3.

Navrae/Enquiries Mr. Marshall Bowers

Notice NO: 29/2026

Procurement of plotter (printer)

Quotation documents are available during business hours as of Tuesday, 02 June 2026, from the Supply

Chain office (Mr. C Osborne), Namakwa District Municipality, Van Riebeeck Street, Springbok, or it can

be downloaded from the Municipal website www.namakwa-dm.gov.za.

The sealed Quotation clearly marked: NOTICE NO: 29/2026 – PROCUREMENT OF PLOTTER

(PRINTER) must be placed in the Tender box at the Namakwa District Municipal Office, Van Riebeeck

Street, Springbok on or before 10 June 2026 at 10H00.

The following conditions will apply:

• Price(s) quoted must be valid for at least ninety (90) days from the quotation closing date.
• Price(s) quoted must be firm and must be inclusive of VAT.
• This quotation will be evaluated in terms of the 80/20 preference point system as prescribed

in The Preferential Procurement Policy of the Namakwa District Municipality.

• The original MBD1, MBD3.1, MBD4, MBD6.1, MBD7.1, MBD8, & MBD 9 forms must be

completed and submitted together with your quotation if it is in excess of R 10 000.

• The municipality may request the audited annual financial statements of potential service

providers to verify information submitted.

• A valid tax compliance PIN on an official document of SARS for the municipality to verify tax

compliance must accompany all quotations.

• The lowest or only quotation will not necessarily be accepted.
• Potential service providers must be registered on the Central Supplier Database.
• Potential service providers who were found guilty of fraud or corruption or who willfully neglected,

reneged on or failed to comply with any government, municipal or other public sector contract during

the past five years, will be excluded from this process.

Procurement of plotter (printer)

• Potential service providers (or any of the directors) whose municipal rates and taxes or municipal

services charges are in arrears for three months, at the municipality or any other municipality or

entity, might be excluded from this process. Please submit a municipal account (not older than

3 (three) months) as proof of payment with your tender. If the bidder is not responsible for

municipal rates,a Sworn Affidavit must be submitted, which indicates the reasons why a

municipal account cannot be submitted, and or a Lease Agreement.

• No late, faxed or e-mailed tenders will be accepted.
• Potential service providers may be subject to security screening.

NB: No tenders will be considered from persons in the service of the state.

Failure to comply with these conditions may invalidate your offer.

The Municipality reserves the right to cancel or withdraw the request for tenders at

anytime without prior notice.

Yours faithfully

01/06/2026

• -------------------------------------------- -------------------------------------

S adams

Municipal manager date

Procurement of plotter (printer)

Notice NO: 29/2026

Namakwa district municipality

Procurement of plotter (printer)

Quotation Conditions

1. Offer

Please ensure that part 1 of MBD 7.1 is fully complete, and MBD 3.1 must be completed.

Complete all questionnaires as provided in this document. If a form or questionnaire is not

applicable please indicate it as such.

2. Submissions of quotations

Appropriately marked, sealed tenders must be submitted in the tender box of Namakwa District

Municipality, Van Riebeeck Street, Springbok 8240 on or before the closing date and time. Bids

must be submitted on or before 10 June 2026 at 10H00. No remuneration will be payable for

the completion and submission of a tender document. Please note that it is not the

responsibility of the Municipality to ensure that your tender is in the tender box.

3. Opening of Quotations

No formal opening session will be held.

4. Electronic or Facsimile Quotations

Telephonic or facsimile quotations will not be accepted. Please note that electronic signatures will

not be accepted on any returnable documents; any document signed electronically will be

regarded as non-responsive.

5. Acceptance or Rejection of Quotations

A quotation will be rejected if the document was not completed fully or if a prospective service

provider fails to address outstanding issues after being instructed to do so.

6. Signing the Contract form

The Service Provider submitting the quotation must complete part 1 MBD 7.1. On approval of a

successful bidder, the employer will complete and sign part 2 of MBD 7.1. The quotation document

then becomes the formal contract between the Employer and the appointed Service provider.

7. Validity period of the Quotation

Quotations submitted must be valid for at least ninety (90) days after the closing date of the

quotation.

8. Prices

All tariffs and amounts included in the documentation must be VAT Inclusive.

MBD 3.1 must be fully completed as no other pricing schedule will be accepted. Payment of

service provider will only take place after delivery and when a valid invoice is received.

9. Tax Clearance Pin/ CSD Tax-compliant report

Tax compliant CSD registration report or a SARS tax compliance pin number must be submitted

in order for the municipality to verify tax compliance. In the event that a bidder submit a hard

copy of the tax clearance certificate, the CSD verification as well as SARS e-filing

verification outcome will take precedence. At award the, the successful bidder must

be tax compliant on CSD and/ or SARS e-filing]

Procurement of plotter (printer)

Environmental certification ENERGY STAR, EPEAT, UL ECOLOGO® certified inks,

CE marking (including WEEE, RoHS, REACH, ErP). In

compliance with applicable WW RoHS materials

restriction requirements.

Safety USA and Canada (CSA certified); EU (RED Directive,

EN 62368-1 compliant); Singapore (PSB); China (CCC);

Mexico (NYCE); Argentina (IRAM); India (BIS)

Manufacturer Warranty No less than a two-year limited hardware warranty –

(Included hereafter for completion)

MBD 1 : Invitation to bid and terms of conditions for bidding

MBD 3.1 : Pricing Schedule – Firm Prices

MBD 4 : Declaration of Interest

MBD 6.1 : Preference Points Claim Form - in terms of the Preferential

MBD 7.1 : Contract Form – Purchase of Goods/Works

MBD 8 : Declaration of Bidders past Supply Chain Management Practices

MBD 9 : Certificate of Independent Bid Determination

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

Procurement of plotter (printer)

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of

the conditions of contract have not been fulfilled, the organ of state may, in addition

to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due to

such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

Procurement of plotter (printer)

Notice NO: 29/2026

agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Tax clearance certificate;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claims for Broad Based Black Economic Empowerment Status Level

of Contribution in terms of the Preferential Procurement Regulations 2011;

• Declaration of interest;
• Declaration of bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s)

and rate(s) quoted cover all the goods and/or works specified in the bidding documents; that the

price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and

rate(s) and calculations will be at my own risk.

Step 1: Compliance with the minimum requirements of the bids

All bids will be evaluated to determine compliance with the requirements and conditions of the

bid documents and terms of reference. Bidders not complying with requirements /conditions

of the bid documents and terms of reference will be eliminated from the evaluation process.

Step2: Evaluation in terms of price and preference points

Bids will be evaluated in terms of the Preferential Procurement Policy of the Namakwa

District Municipality.

Bids will be evaluated in terms of the 80/20 preference point system, where the 80 points will be

used for price only, 20 points used for the following specific goals as listed in the table below:

Specific Goals Point Allocation

Youth 3

Woman 5

Disabled 2

Black 5

Within borders of Namakwa District 3

Municipality

Within borders of Northern Cape 2

11. Only those service providers who satisfy the following eligibility criteria are eligible to

submit quotations:

• Directors of the service provider must not be in service of the state.
• Service provider must not have been found guilty of fraud or corruption during the past 5 years.
• Service provider must not have willfully neglected, reneged on or failed to comply with any

government contract during the past 5 years.

• Must be registered on the CSD database.
• The service provider’s tax matters must be in order with SARS.
• The service provider’s municipal bill must be paid up, or a payment arrangement must be in place

with the local municipality.

12. Disqualifications

• All telephonic or facsimile quotations will not be accepted.
• Bidders who are not registered on the Central Supplier Database (CSD).
• Bidders who’s tax matters are not in order at the South African Revenue Services (SARS).
• Bidders who’s municipal bill is in arrears for more than 90 days.
• The non-completion of MBD 3.1.

13. Employees address for the delivery of quotations is:

Location of tender box: NAMAKWA DISTRICT MUNICIPALITY

Physical address: VAN RIEBEECK STREET

Springbok

Identification details: NOTICE NO: 29/2026 - PROCUREMENT OF PLOTTER (PRINTER)

Procurement of plotter (printer)

Notice NO: 29/2026

Namakwa district municipality

Procurement of plotter (printer)

Part c3: scope of works