Appointment of a service provider for maintenance/repair and consumables (toners) for hybrid mail oce printers – nationa

Appointment of a service provider to maintain/repair and provide consumables (toners) to Hybrid Mail for mail processing machines acquired previously, still serviceable, for 12 months. Background: Hybrid Mail handles printing and mailing for AARTO, COJ, Nedbank (MFC), municipalities, legal entities. Scope: full service, maintenance and repair covering maintenance, consumables, parts, delivery, after-hours call-out. Contract period 12 months.

Closing date: 2026/08/26 at 11:00am. Clarification questions deadline: 2026/08/25 (written questions only). No mandatory briefing or site visit mentioned.

Enquiries: Lungisa Mgidlana, Procurement Specialist, tel: 012 845 2622, email: [email protected]. Submit proposals by email to [email protected]. Physical address for hand delivery: Cnr James Drive and Moreleta Street, Silverton, Pretoria. Technical enquiries: same contact.

Submit proposal by email to [email protected]. Closing date 2026/08/26 at 11:00am. No late bids accepted. Use official forms (SBD1, SBD4). All documents must be in English, pricing in ZAR. Returnable documents: completed SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance with bid documents, latest CSD Report/MAAA number, BOQ/Pricing Schedule (Annexure F1), Proof of Authorisation from manufacturer, valid B-BBEE certificate or sworn affidavit/DTI certificate (for EMEs/QSEs), list of directors with ID copies and CIPC certificate, list of shareholders with ID copies and share certificates. Hand-delivered proposals must be sealed with required info on envelope.

Administrative: completed SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance with bid documents, latest CSD Report/MAAA number. Gatekeeping: BOQ/Pricing Schedule (Annexure F1). Bid condition: Proof of Authorisation. Specific Goals: valid B-BBEE certificate or sworn affidavit/DTI certificate. Directors: list on company letterhead with ID copies and CIPC certificate. Shareholders: list on company letterhead with ID copies and share certificates.

Three-phase evaluation. Phase 1 (Gatekeeping): completed BOQ/Pricing Schedule must be submitted. Phase 2 (Bid Conditions): conformance to specification and lead times, proof of authorisation as authorised supplier from manufacturer, CSD registration, completed SBD1 and SBD4, tax compliance (verified via CSD MAAA number), not on National Treasury list of restricted suppliers. Phase 3 (Commercial and Specific Goals): 80/20 split. Price (80 points) benchmarked against lowest quote. Specific Goals (20 points): at least ≥51% Black owned (10 points), ≥51% Youth owned (5 points), ≥51% Women owned (3 points), at least ≥1% owned by disabled person(s) (2 points). Points awarded based on valid SANAS accredited B-BBEE certificate, sworn affidavit, or DTI certificate. If specific goal documents not submitted, bidder scores zero points but is not disqualified.

Scope: full service, maintenance and repair solution covering maintenance, consumables (toners), parts, delivery, and after-hours call-out fee for mail processing machines in the Hybrid Mail environment. Contract period: 12 months. Sites: Witspos Mail Centre (Ormonde) and Cape Mail Centre (Cape Town). Background: Hybrid Mail handles printing and mailing for clients including AARTO, COJ, Nedbank (MFC), municipalities, and legal entities. High volumes require renewed maintenance contracts. Bidders must provide proof of authorisation as an authorised supplier for services and parts from the manufacturer (letter of authorised services).

SAPO reserves right to reject proposals not conforming to instructions, specifications, or submitted late. May conduct site inspections, product evaluations, or explanatory meetings to verify service quality. May request audited financial statements for due diligence. Non-conforming bids may be rejected or, if minor non-compliance, may be evaluated at SAPO's discretion.

Pricing Schedule (Annexure F1) must be completed. Rates include all costs (labour, equipment, materials, consumables, insurance) plus VAT at 15%. Bid for all items; incomplete pricing is non-responsive. Where specific brand is mentioned, a similar product meeting specifications is acceptable.

Pricing format: completed BOQ/Pricing Schedule (Annexure F1). Rates must include cost of all labour, equipment, materials, consumables, insurance, and VAT at 15%. Bid for all items; incomplete pricing renders bid non-responsive. Prices not adjustable after closing. Payment: 30 days upon statement date. SAPO reserves right to split award among multiple bidders. No bond, guarantee, or insurance requirements mentioned.

CSD registration required (MAAA number). Tax compliance: SARS TCS PIN or CSD number (verified by SAPO within 7 working days). Must not be on National Treasury list of restricted suppliers. Proof of authorisation from manufacturer (letter of authorised services). Complete and submit SBD1 (Invitation to Bid) and SBD4 (Bidder's Disclosure). B-BBEE: valid SANAS accredited certificate, or sworn affidavit (EMEs/QSEs), or DTI certificate. Joint ventures/consortia: consolidated B-BBEE certificate. Submit list of directors (with ID copies and CIPC certificate) and list of shareholders (with ID copies and share certificates) on company letterhead. No government employees or directors who are state employees.

Specific goals: ≥51% Black owned (10 points), ≥51% Youth owned (5 points), ≥51% Women owned (3 points), ≥1% disabled (2 points). Proof: SANAS accredited B-BBEE certificate, or sworn affidavit (EMEs/QSEs), or DTI certificate. Joint ventures: consolidated B-BBEE certificate. If not submitted, zero points but not disqualified.

Contract duration: 12 months. Payment: 30 days from statement date. SAPO may split award among multiple bidders, accept part of bid, or cancel at any stage. Successful bidder must sign SBD7 contract form. Confidentiality and Non-Disclosure Agreement (returnable) binds bidder to protect SAPO's confidential information. Breach may lead to interdict or legal action. Validity period: 120 days from closing date.

Proof of authorisation from manufacturer (letter of authorised services) required. Conformance to specification and lead times. CSD registration. Complete SBD1 and SBD4. Tax compliance verified via CSD MAAA number. Must not be on National Treasury list of restricted suppliers. No government employees.

Phase 1 (Gatekeeping): completed BOQ/Pricing Schedule required. Phase 2 (Bid Conditions): conformance to specification, proof of authorisation, CSD registration, SBD1 and SBD4, tax compliance, not restricted supplier. Phase 3: Price 80 points, Specific Goals 20 points. Specific goals: ≥51% Black owned (10), ≥51% Youth owned (5), ≥51% Women owned (3), ≥1% disabled (2). Proof: B-BBEE certificate or sworn affidavit/DTI certificate. If not submitted, zero points but not disqualified.