Managed print services and digital document management solution – 36 months (RFQ LTAQ002-26/27)

Closing: 21 August 2026 at 12:00 (submission into LTA quotation box, Polokwane). No briefing or site visit is stated.

Specification enquiries: Mr. Isaac Maelane, [email protected], (015) 293 3600.

Bidding process enquiries: Ms. Sewela Nyaka, [email protected], (015) 293 3600.

Postal address: P.O. Box 2814, Polokwane, 0700.

Quotations must be submitted on the bidder's business letterhead and placed in the LTA quotation box at Erf 92/688, Portion 2, N1 Main Road, Southern Gateway Ext 4, Polokwane, by 21 August 2026 at 12:00. Emailed submissions will not be accepted. No payment is required for this bid; beware of scams.

Returnable forms (all must be completed, signed and submitted with the quotation):

• SBD 3.1 (Pricing Schedule – Firm Prices): must be fully completed.
• SBD 4 (Bidder's Disclosure): must be signed; failure to disclose all CSD-registered companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim Form): must be completed and signed; if not completed, the bidder will not claim preference points but will not be disqualified.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Quotations received after the closing time.
• Use of correction fluid, alterations, or submission of a copy of the original bid document.
• Bid document not completed in black ink; corrections must be initialled with a straight line through the error.

Evaluation is in three phases:

• Phase 1 – Administrative Compliance: verification of mandatory documents (SBD 3.1, SBD 4, SBD 6.1) and compliance with specifications. Non-compliance leads to disqualification.
• Phase 2 – Functionality: minimum qualifying score is 60%. Criteria and points:
• Financial ability (10): above R400,000 = 10; R300,001–R400,000 = 8; R200,001–R300,000 = 6; R50,000–R200,000 = 4; below R50,000 or no submission = 0. Proof required: NCR-accredited funding letter, overdraft facility letter, or stamped bank statement (all not older than three months).
• Company's experience (30): 8+ years = 15; 6–7 years = 12; 4–5 years = 10; 3–4 years = 8; 0–2 years = 5. References: more than three client reference letters = 15; three = 10; less than three = 5.
• Proven track record (20): R500,000 or more = 20; R200,001–R500,000 = 15; R100,001–R200,000 = 10; below R100,000 = 5. Verification via appointment letters/purchase orders with reference letters stating project value.
• Ownership by persons with disabilities (15): full/partial ownership = 15; otherwise 0. Medical certificate required.
• Ownership by military veterans (15): full/partial ownership = 15; otherwise 0. Proof of registration on National Military Veterans Database required.
• Locality (10): located in Limpopo = 10; outside Limpopo = 2. Proof of address required.
• Phase 3 – Price and preference points: 80/20 system. Price scores 80 points (lowest acceptable bid gets 80, others pro-rata). Specific goals (20 points): Black People (4), Youth (4), Women (4), Persons with Disability (4), Military Veterans (4). Points allocated proportionally to ownership percentage. CSD report verifies specific goals.

Scope: Supply and installation of one brand new colour and one brand new mono multifunction photocopier, plus a digital document management solution, for 36 months.

Managed print services:

• Centralised print management system, user-based tracking and reporting, monthly analytics.

Cloud integration:

• Integration with Microsoft 365 (SharePoint, OneDrive, Teams), scan-to-cloud, secure document routing.

Security:

• Secure print release (PIN), role-based access control, data encryption (at rest and in transit), audit logs, automatic data overwrite.

Digital workflow:

• OCR-enabled scanning, searchable PDFs, automated workflows (Finance, HR), document classification and indexing.

Technical requirements:

• A3 multifunction capability, minimum 45 pages per minute, duplex printing, mobile printing support, touchscreen interface.

Remote monitoring:

• Real-time monitoring, predictive maintenance, remote diagnostics.

Maintenance:

• Click charge must include toner, parts, labour and travel; no refurbished consumables; automatic toner replenishment.

SLA requirements:

• Uptime ≥ 98%, response time ≤ 4 hours, resolution within 24 hours, replacement device if downtime exceeds 48 hours.

Sustainability:

• Energy-efficient devices, default duplex printing, monthly environmental reports.

Deliverables:

• Installed and configured brand new devices, integrated document management solution, monthly reports, quarterly reviews.

The service provider must supply and install one brand new colour and one brand new mono multifunction photocopier, implement a centralised print management system with user-based tracking and monthly analytics, integrate with Microsoft 365 (SharePoint, OneDrive, Teams) including scan-to-cloud and secure document routing, ensure security features (PIN release, role-based access, encryption, audit logs, automatic data overwrite), provide OCR-enabled scanning, searchable PDFs, automated workflows, document classification and indexing, meet technical specs (A3, 45 ppm, duplex, mobile printing, touchscreen), enable remote monitoring with predictive maintenance, and maintain SLA uptime ≥98% with response ≤4 hours and resolution within 24 hours. Deliverables include installed devices, integrated solution, monthly reports and quarterly reviews.

Bidders must submit a detailed company profile. Experience in rental/leasing of office machines (photocopiers, printers) is scored: 8+ years = 15 points, 6–7 years = 12, 4–5 years = 10, 3–4 years = 8, 0–2 years = 5. Signed reference letters on valid letterheads proving such experience are required; more than three letters = 15 points, three = 10, less than three = 5. LTA reserves the right to verify references. Proven track record (appointment letters/purchase orders with reference letters stating value) is scored: R500,000+ = 20, R200,001–R500,000 = 15, R100,001–R200,000 = 10, below R100,000 = 5.

Pricing must be firm and VAT inclusive. The schedule (SBD 3.1) requires monthly rental (VAT incl.) for mono and colour machines for each of three years, total rental for 36 months, and cost per copy (including maintenance, parts, consumables) for each year. Total bid amount for 36 months (VAT incl.) must be stated. Non-firm prices are not considered.

Pricing must be firm and inclusive of VAT. Price offer valid for 80 days from closing date. Only firm prices accepted; non-firm prices (including exchange rate variations) not considered.

Pricing schedule (SBD 3.1) requires:

• Monthly rental (VAT incl.) for mono and colour photocopier machines for each of the three years.
• Total rental amount for 36 months.
• Cost per copy (including maintenance, parts and consumables) for each year.
• Total bid amount for 36 months (VAT incl.).

Financial ability proof (for functionality scoring): letter of intent from NCR-accredited financial institution, or proof of overdraft facility, or stamped bank statement showing self-funding capability (all not older than three months).

Mandatory requirements:

• Company must be registered on CSD.
• Bid document must be completed and signed in full.
• Bidder must not be listed on the Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act, 2004).
• Bidder must not have abused the Supply Chain Management System or failed on a previous contract with written notice.

Returnable forms:

• SBD 3.1 (Pricing Schedule – Firm Prices).
• SBD 4 (Bidder's Disclosure) – discloses employment by state, relationships with procuring institution, and all CSD-registered companies linked to directors.
• SBD 6.1 (Preference Points Claim Form) – claims specific goals points.

B-BBEE: Preference points claimed via SBD 6.1 under the 80/20 system; specific goals include Black People, Youth, Women, Persons with Disability, Military Veterans.

Contract duration: 36 months, formalised in a Service Level Agreement. LTA may negotiate prices with recommendable bidders. If the awarded bidder fails to provide the service, LTA may award to the second recommendable bidder. Payment is made after service is successfully rendered. LTA reserves the right not to award the bid.

LTA will enter into a 36-month SLA with the awarded bidder. LTA may negotiate prices with recommendable bidders. If the awarded bidder fails to provide the service, LTA may appoint the second recommendable bidder. Payment is made after successful service rendering. LTA reserves the right not to award the bid. Price offer valid for 80 days; prices firm and VAT inclusive.

Mandatory: company must be registered on CSD; bid document must be completed and signed in full. Failure to comply results in disqualification.

Evaluation is in three phases: administrative compliance (mandatory documents), functionality (minimum 60% score), and price/preference points (80/20 system). Functionality criteria: financial ability (10), company experience (30), track record (20), disability ownership (15), military veteran ownership (15), locality (10). Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: Black People (4), Youth (4), Women (4), Persons with Disability (4), Military Veterans (4).