Two-year printing and mailing services contract for gpaa pension and member communications

Closing date: 24 November 2026 at 11:00

Briefing session (non-compulsory): 12 November 2026 at 11:00, via Microsoft Teams. Join link: https://teams.microsoft.com/meet/3966376752139688?p=qILrQxOnSBKv18SBRO; Meeting ID: 396 637 675 213 968 8; Passcode: aG2bW3bC

Clarification enquiries deadline: 17 November 2026

Responses to clarification questions published on eTender Portal: 19 November 2026

Enquiries (tender clarification):

• Email: [email protected]

Enquiries (eTender submissions):

• Telephone: +27 (0)12 406 9222
• Email: [email protected]

Submission address: National Treasury eTender Portal (www.etenders.gov.za)

Submission method: electronic only, via the National Treasury eTender Portal (www.etenders.gov.za). No physical, emailed, hand-delivered or courier submissions accepted.

Returnable forms (all must be completed, signed and uploaded):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Specific Goals Declaration): claims preference points for specific goals under the PPPFA 80/20 or 90/10 system.
• SBD 3.1 (Pricing Schedule): must be uploaded as a separate file clearly labelled "Pricing Schedule (SBD 3.1)".

Pricing schedule requirements:

• Complete the SBD 3.1 Excel schedule digitally on shaded rows, sign it, and upload it as a separate file.
• An incomplete, unsigned, or partially signed pricing schedule (including missing initials or blank fields) will result in automatic disqualification.

Disqualification risks:

• Late submissions: the eTender Portal automatically prevents uploads after the closing date and time.
• Bidders are responsible for ensuring successful upload before closing; GPAA is not liable for failed uploads.
• Failure to submit any required document may result in disqualification, though bidders may be given up to 2 working days to submit missing documents during administrative evaluation.

Four-phase evaluation process:

• Phase 1 – Mandatory
• Phase 2 – Functionality
• Phase 3 – Administrative Compliance
• Phase 4 – Price / Preference Evaluation

Failing any phase results in disqualification from subsequent phases.

Mandatory requirements (Phase 1):

• Valid and current PAMMS certificate (or equivalent recognised standard) at bid closing.
• Clearly marked photographic evidence of the mailroom facility and equipment, showing: automated insertion system, document matching and integrity controls (OMR and/or barcode matching), high-volume digital printing, and mail sorting and processing.

Functionality (Phase 2) – total 100 points, minimum qualifying score: 70/100:

• Company Experience (40 points): scored on years of experience in bulk printing and mailing services (single batch production capacity of 100,000 or more copies per print job). Points: less than 5 years = 0; >5 to 7 years = 10; >7 to 9 years = 20; >9 to 12 years = 30; >12 years = 40. Must submit reference letters on client letterhead, signed by an authorised representative.
• Capability to meet GPAA requirements (40 points): scored on turnaround times for printing and mailing services, effective from date of GPAA approval. Must submit a commitment letter confirming a proof/sample within 2 working days of receipt of source file and that turnaround times will be met. Turnaround time points: newsletters/tax certificates/pension increase letters – 10 working days or less = 10 points; membership booklets – 5 working days or less = 10 points; PVC cards – 1 working day = 10 points; annual reports/APPs/strategy documents – 5 working days or less = 10 points.
• Contingency Plan (20 points): demonstrate Business Continuity and Disaster Recovery arrangements covering: back-up equipment, disaster recovery procedures, turnaround and recovery time, and data protection and security measures. Points: 0 measures = 0; 1 measure = 5; 2 measures = 10; 3 measures = 15; all 4 measures = 20.

Administrative Compliance (Phase 3):

• SBD 1 and SBD 4 must be completed in full.
• Bidder must be registered on the CSD, and no director may be restricted from doing business with the state.
• Missing documents may be submitted within 2 working days; failure leads to disqualification.

Price and Preference (Phase 4):

• 80/20 or 90/10 preference system applies, determined by the price of the lowest acceptable tender.
• Price points and specific goals points are added; award to highest total, subject to section 2(1)(f) of the PPPFA.
• Bidders not tax compliant are given 7 working days to correct non-compliance in the CSD; failure leads to disqualification.

Scope of work – end-to-end printing and mailing services for GPAA:

• Printing and mailing of quarterly newsletters, annual tax certificates, annual pension increase letters, and correspondence letters.
• Printing of the Annual Report, Annual Performance Plan, and the organisation's Strategy document.
• Production and mailing of PVC cards on a weekly basis.
• Printing of membership booklets, delivered in boxes to the GPAA office in Pretoria: three times per financial year for regional offices distribution nationwide (boxes labelled with province/office names and quantity), and monthly for outreach events (boxes labelled with event name and quantity).
• Supply branded pens three times per financial year.

Mailroom services:

• Address validation and cleansing prior to printing and distribution.
• Mail merge, convert member numbers to barcodes, insert material into envelopes, sort and seal.
• Prepare and lodge mail with the South African Post Office, including claiming applicable rebates.
• Quality assurance of posting activities, troubleshooting and resolution of problems.

Functional mailroom capabilities:

• Fully functional and secure mailroom environment for high-volume, confidential operations.
• Address cleansing, standardisation and postal code validation.
• Automated mail insertion and sorting equipment.
• Variable data matching.
• Barcode or optical mark recognition systems.
• Audit trails and reconciliation reports.
• Minimal manual handling.

Infrastructure and equipment:

• Industrial-grade equipment: high-speed digital production printers, automated finishing and inserting machines, integrated mail processing systems.
• Clearly defined operational zones (printing, finishing, insertion, sorting, dispatch), compliant with security, health and safety, and environmental standards.
• Adequate capacity, redundancy, quality assurance processes, and trained personnel.
• Secure data processing room.
• Quality control and reconciliation stations.
• Disaster recovery and backup production facilities.

Scope of services:

• Strict quality control measures.
• Batch tracking and reconciliation processes.
• Accurate collation and print quality.
• Submission of proofs to GPAA for approval prior to production.
• Adherence to approved artwork and guidelines.
• Submission of detailed production schedules with timelines for each job.
• Manage GPAA distribution list to ensure timely receipt of correspondence.
• Manage delivery sheets as proof of delivery, with detailed reports filed with GPAA.

Pricing notes:

• GPAA provides print-ready artwork; exclude design and layout costs.
• GPAA holds a South African Post Office account; exclude postage costs from bid price.
• Quantities may be increased or decreased based on operational requirements.

Experience requirements:

• Bidder must have experience in bulk printing and mailing services, defined as a single batch production capacity of 100,000 or more copies per print job.
• Experience must be in at least one of: printing and mailing newsletters (monthly/quarterly), printing and mailing personalised letters, production and mailing of PVC cards (weekly/monthly), or printing and supplying packaged brochures in labelled boxes.
• Must submit project references with: company name, project name, duration (months/years), and contactable client details.
• Reference letters must be on client's official letterhead, signed by an authorised representative, and confirm the bidder's ability to render the required service.
• Reference letters that cannot be verified may not be considered.

Scoring for experience (out of 40 points):

• Less than 5 years: 0
• More than 5 up to 7 years: 10
• More than 7 up to 9 years: 20
• More than 9 up to 12 years: 30
• More than 12 years: 40

Key personnel:

• Bidder must indicate a Key Account Manager in their submission who will serve as primary point of contact and attend all performance management meetings.

Quality requirements:

• Strict quality control measures must be implemented.
• Batch tracking and reconciliation processes.
• Accurate collation and print quality.
• Proofs must be submitted to GPAA for approval prior to production.
• Adherence to approved artwork and guidelines.
• Detailed production schedules with timelines for each job.
• Minimum accuracy rate of 99.9% across all projects (SLA).
• Quality assurance of posting activities, troubleshooting and resolution of problems.
• Mailroom must have quality control and reconciliation stations.
• Audit trails and reconciliation reports required.

Pricing schedule requirements:

• Complete the SBD 3.1 Pricing Schedule electronically in the provided Excel format.
• Upload as a separate file clearly labelled "Pricing Schedule (SBD 3.1)".
• All company details (full company name, physical address, contact number, email address, contact person, bid closing date) must be entered correctly in the eTender portal fields.
• Populate shaded rows digitally, sign, and upload.
• Incomplete, unsigned, or partially signed schedule (including missing initials or blank fields) results in automatic disqualification.
• Only financial proposals of acceptable bidders are evaluated.

Pricing exclusions:

• Design and layout costs (GPAA provides print-ready artwork).
• Postage costs (GPAA holds a South African Post Office account).

Pricing format: SBD 3.1 Pricing Schedule, completed electronically in the provided Excel format, signed and uploaded as a separate file labelled "Pricing Schedule (SBD 3.1)".

Pricing exclusions:

• Design and layout costs (GPAA provides print-ready artwork).
• Postage costs (GPAA holds a South African Post Office account).

Disqualification: incomplete, unsigned, or partially signed pricing schedule (including missing initials or blank fields) results in automatic disqualification.

Only the financial proposals of acceptable bidders (those passing earlier phases) are evaluated.

Mandatory compliance:

• Valid and current PAMMS certificate (or equivalent recognised standard) at bid closing.
• Registration on the Central Supplier Database (CSD).
• Tax compliance: SARS TCS PIN or CSD number; non-compliant bidders given 7 working days to correct in CSD, else disqualified.
• No director or shareholder may be employed by the state.
• Not listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

B-BBEE requirements:

• B-BBEE status level certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• SBD 6.1 must be completed and submitted with the original bid to claim specific goals points; otherwise no points for specific goals.
• Specific goals include ownership (African, Coloured, Indian), women-owned, youth-owned, disabled-owned, and enterprises based in Gauteng (locality).
• Proof of ownership, locality, disability, etc. may be requested; failure to provide or providing proof dated after the declaration date is deemed misrepresentation.

Other:

• Proof of authority to sign (e.g., company resolution) must be submitted.
• GPAA may conduct due diligence, including verification of documents and site visits.
• GPAA may vet the bidder, including company history, financial information, directors, business interests, and any judgements.

Health and safety compliance:

• Mailroom facility must be compliant with security, health and safety, and environmental standards.
• Facility must have clearly defined operational zones (printing, finishing, insertion, sorting, dispatch).
• Secure data processing room required.
• No specific OHS plan or certification is mentioned beyond general compliance.

Additional evaluation criteria (same as standard evaluationCriteria section):

• Four-phase evaluation: Mandatory, Functionality, Administrative Compliance, Price/Preference.
• Mandatory: PAMMS certificate and photographic evidence of mailroom.
• Functionality: 100 points total, minimum 70 to qualify. Company Experience (40), Capability to meet GPAA requirements (40), Contingency Plan (20).
• Administrative: SBD 1 and SBD 4 completed, CSD registration, no restricted directors.
• Price/Preference: 80/20 or 90/10 system, price points plus specific goals points.