Three-year lease of new printers with maintenance and servicing (2027/28-2029/30) - karoo hoogland local municipality

Closing: 03 November 2026 at 12:00.

Bid opening (public): 15 minutes after closing, Williston Municipal Offices Boardroom, Herbst Street, Williston.

Tender documents available from: 01 October 2026.

Bid validity period: 120 days from the closing date — no response within this period means the proposal was unsuccessful.

Compulsory briefing or site visit: none stated.

No compulsory briefing or site visit is stated. Bids are opened in public at the Williston Municipal Offices Boardroom, Herbst Street, Williston, 15 minutes after the closing time.

SCM enquiries

• Name: Me Diana Vermeulen (also listed as Me D Vermeulen)
• Role: SCM
• Email: [email protected]
• Telephone: not stated

Tender document requests and proof of payment

• Email: [email protected]

Submission address

Tender Box, Cash Hall area

Williston Municipal Building

2 Mulder Street

Williston

Document collection website: www.karoohoogland.gov.za

Signatory of the invitation

Mr J Jonkers

Municipal Manager, Karoo Hoogland Municipality

Williston, 8920

Submission method

• Sealed formal tender, clearly marked with the bid number KHM T003/09/2026 and the bid description.
• Deposit in the official Tender Box at the Cash Hall area, Williston Municipal Building, 2 Mulder Street, Williston.
• Tender Box is open during office hours only: 08:00 – 16:00.
• Bids are opened in public at the Williston Municipal Offices Boardroom, Herbst Street, Williston, 15 minutes after closing.
• Tender documents must be bound together or placed in a file.
• Only one offer per field of law may be submitted.

Returnable documents (each must be completed, signed and submitted)

• Valid SARS tax compliance PIN or certificate on an official SARS document.
• CSD registration, with a full CSD report.
• Proof of payment of the non-refundable R807.07 (VAT inclusive) document fee, whether the documents were obtained via e-Tender or directly from the municipality.
• Municipal account not older than three months as proof of payment; alternatively a sworn affidavit or lease agreement explaining why no municipal account can be provided, plus three months' bank statements showing rental payments where a lease is submitted.
• Pricing schedule and contract forms as issued in the tender pack.

Disqualification risks

• Tenders submitted by fax or email, or received after the closing time.
• Tenders placed in the wrong tender box or delivered to any other venue.
• Documents handed to officials or delivered outside office hours — the municipality accepts no responsibility for these and they are not considered.
• Courier deliveries are made entirely at the bidder's own risk.
• Any tender that does not meet the stated eligibility criteria is eliminated.

Evaluation happens in three sequential phases

1. Phase 1 — Mandatory/administrative compliance.
2. Phase 2 — Functional assessment.
3. Phase 3 — Specific goals scoring, under the 80/20 preference point system.

Minimum qualifying score: not stated.

Functionality criteria and weights: not stated.

Scope: supply, delivery, installation, maintenance and servicing of new printers, provided on a lease agreement rather than outright purchase.

Contract period: three years, covering the 2027/28 to 2029/30 financial years.

Service component: maintenance and servicing of the leased printers forms part of the contract for the full three-year term.

Quantities, printer models, specifications, monthly print volumes and delivery sites: not stated in the advert — bidders must obtain the full tender document for these details.

Tender documents are released from 01 October 2026 on payment of a non-refundable R807.07 (VAT inclusive), obtainable by email request to Me Diana Vermeulen, via e-Tender, or from the municipality's website at www.karoohoogland.gov.za.

• Payment must be made before the documents are issued and proof of payment emailed with the request.
• Proof of payment must also accompany the bid submission, regardless of how the documents were obtained.
• Payment details: Karoo Hoogland Municipality, Standard Bank, account 083 212 442, branch 051008, reference "Tenderer Company Name".

Document fee

• R807.07 (VAT inclusive), non-refundable, payable before the documents are released.
• Proof of payment must be emailed with the request and must also accompany the bid submission.

Banking details for the document fee

• Account name: Karoo Hoogland Municipality
• Bank: Standard Bank
• Account number: 083 212 442
• Branch number: 051008
• Payment reference: Tenderer Company Name

Pricing format: pricing schedule issued with the tender pack; no rates or amounts stated in the advert.

Bid security, performance guarantee, retention and payment terms: not stated.

Bid validity period: 120 days after the closing date.

Financial capacity or turnover thresholds: not stated.

Mandatory eligibility

• Registered on the Central Supplier Database, with a full CSD report submitted.
• Valid SARS tax compliance PIN or certificate on an official SARS document.
• Municipal account not older than three months showing that rates and service charges are not in arrears, or a sworn affidavit or lease agreement (with three months' bank statements) where the bidder is not responsible for municipal charges.
• Tender document fee of R807.07 (VAT inclusive) paid and proof submitted.
• No bid will be accepted from a person in the service of the state.

Automatic exclusion

• Bidders and their directors with municipal rates, taxes or service charges in arrears for three months or more at this or any other municipality or entity.
• Bidders found guilty of fraud or corruption, or who wilfully neglected, reneged on, or failed to comply with any government, municipal or other public sector contract in the past five years.
• Bidders who do not satisfy the stated eligibility criteria.

Other

• Successful bidders may be subjected to security screening.
• B-BBEE requirements are not stated in the advert; the 80/20 preference point system applies, so bidders should obtain the B-BBEE claim form from the full tender pack.
• CIDB grading: not applicable to this contract.

• Bids must be sealed and clearly marked with the bid number and description.
• Bids must be placed in the official Tender Box during office hours, 08:00 – 16:00, at the Cash Hall area, Williston Municipal Building, 2 Mulder Street, Williston.
• The municipality accepts no liability for documents handed to officials or delivered after hours; such submissions are disregarded.
• Courier deliveries are at the bidder's own risk.
• Late, faxed and emailed bids are not accepted.
• Bids deposited in the wrong box or delivered to another venue are not considered.
• Bid documents must be bound together or filed.
• Only one offer per field of law is permitted.
• No bid from a person in the service of the state will be considered.
• The municipality may withdraw the invitation, re-advertise, reject any tender, or accept part of a tender.
• The municipality is not bound to accept the lowest tender or the highest-scoring bidder.
• If no response is received within 120 days of the closing date, the proposal is unsuccessful.

• Submit a valid SARS tax compliance PIN or certificate on an official SARS document so the municipality can verify tax compliance.
• Register on the Central Supplier Database and submit a full CSD report.
• Bidders found guilty of fraud or corruption, or who wilfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract in the past five years, are excluded.
• Bidders and their directors with municipal rates, taxes or service charges three months or more in arrears at this or any other municipality or entity are excluded.
• Submit a municipal account not older than three months as proof of payment.
• Bidders not liable for municipal rates and charges must submit a sworn affidavit or lease agreement explaining why no municipal account can be provided; where a lease agreement is used, three months' bank statements showing rental payments must accompany it.
• Include proof of payment of the R807.07 (VAT inclusive) document fee with the bid submission.
• Bidders may be subject to security screening.
• A tender that does not meet the eligibility criteria is eliminated.

The bid is assessed in three phases:

1. Mandatory/administrative compliance.
2. Functional assessment.
3. Specific goals scoring, applying the 80/20 preference point system to responsive tenders.