Supply, delivery, installation, maintenance & servicing of office equipment (printers, copiers, multi-function machines) – 3-Year lease option

Bidding procedure enquiries:

• Contact: Supply Chain Office
• Telephone: 042 200 2200
• Email: [email protected]

Technical enquiries:

• Contact: Mr. J. Schaap
• Telephone: 042 200 2200
• Email: [email protected]

Submission address:

Kouga Local Municipality

16 Woltemade Street (front entrance)

Jeffreys Bay, 6330

Room 122

Issued by: Kouga Local Municipality, PO Box 21, Jeffreys Bay, 6330

Submission method: sealed envelope, endorsed with the notice number and contract name, deposited in the Tender Box at 16 Woltemade Street (front entrance), Jeffreys Bay, Room 122, before the closing time.

• A completed electronic copy of the tender and all returnable documents must be submitted on a USB flash drive or SD card/CD alongside the original hard copy. Failure to submit both the original hard copy and the electronic copy renders the bid non-responsive.
• Bidders are encouraged to use USB or SD cards; CDs must be readable and unbroken, and visibly broken CDs will not be accepted at tender opening.
• Bids must be submitted on the official forms provided (not re-typed) and completed in ink; pencil or correction fluid will not be accepted.
• All pages requiring signatures must be originally signed in black ink; copies of signatures will not be accepted.
• Bids deposited in the incorrect box or delivered to any other venue will not be considered.
• Telegraphic, telephonic, telex, facsimile, email, or late tenders will not be accepted.
• Returnable forms (each must be completed and signed):
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3 (Pricing Schedule): completed pricing schedule / bill of quantities.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the municipality.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM conduct.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Authority to Sign / Board Resolution: authorises the signatory to bind the bidder.
• Joint Venture Declaration (if applicable).
• Certificate for Payment of Municipal Services.
• Indemnity Agreement.
• Additional mandatory documents: CSD Summary Report, business registration documents (CM9 or name change document not sufficient), valid Tax Compliance PIN for all entities and JV partners, certified ID copies, latest Municipal Billing Clearance Certificate or copy of municipal account/rental documentation, audited financial statements for the last 3 years (if applicable), Project Implementation Plan (if applicable).
• Disqualification risks: missing or unsigned returnable forms, non-compliance with CSD or tax status verification, late submission, incorrect submission venue, failure to submit both hard copy and electronic copy, incomplete documentation, or use of correction fluid/pencil.

Evaluation stages: Phase 1 – Special Conditions; Phase 2 – Price Scoring; Phase 3 – Specific Goals Scoring.

• Preference point system: 80/20 (80 points for price, 20 points for specific goals).
• Specific goals (maximum 20 points):
• B-BBEE status level contributor: up to 10 points (per B-BBEE points allocation table).
• Promotion of enterprises located in a specific province: up to 10 points.
• 10 points: located within Kouga Local Municipality boundaries.
• 6 points: located within Sarah Baartman District Municipality or Nelson Mandela Metro Municipality.
• 4 points: located within the Eastern Cape.
• 1 point: outside the Eastern Cape.
• To claim specific goals points, bidders must submit a valid B-BBEE sworn affidavit/certificate AND a latest Municipal Billing Clearance Certificate or copy of municipal account/rental documentation in the name of the bidding entity. If the municipal account is in a director's name, an affidavit must state the company name operating from that address. Virtual office information will not be accepted.
• The municipality may use additional vetting methods to qualify bidder capacity.
• The council reserves the right to accept any tender or part thereof, appoint more than one contractor, and does not bind itself to accept the lowest or any tender.

Scope: Supply, delivery, installation, maintenance, servicing and support of multi-function machines (printers, copiers, multi-function machines) on a lease option, and provision of print management software, for a period of 36 months.

• The municipality will provide the hosting platform and operating systems; the successful bidder must set up and install the print management software.
• All leased multi-function printers, copiers and machines must be maintained, serviced and supported by the bidder for the contract duration.
• Network points for equipment will be provided by the municipality and are not part of this bid.
• The successful bidder must enter into a service level agreement with the municipality before work commences.

Equipment categories and minimum specifications:

• Category 1 – High Volume Multi-Functional Photocopier (Colour):
• A3/A4/A5 copying and printing; dual scan reverse automatic document feeder; automatic duplex unit; large-capacity A4 trays and smaller A3 trays.
• Print speed: minimum 70 ppm; monthly duty cycle: minimum 250,000 pages.
• Scan: network scanning, scan to email, scan to USB, scan speed not less than 110 ipm.
• Connectivity: network printing, mobile printing, Gigabit Ethernet (mandatory).
• Memory/storage: minimum 4 GB RAM, minimum 128 GB storage.
• Finishing: stapling, hole-punching, booklet finisher (minimum 20-sheet saddle-stitch).
• Security: user authentication via PIN/biometric, Secure Boot, AES data encryption at rest, automatic HDD/SSD overwrite (DoD or OEM-certified), TPM 2.0 or OEM embedded security chip.
• Directory: Azure Active Directory integration.
• OCR/document management: built-in OCR, searchable PDF creation, editable Word and Excel creation.
• Category 2 – Multi-Functional Photocopier (Colour):
• Copy and print; A3/A4/A5; reverse automatic document feeder; automatic duplex printing/copying.
• Print speed: minimum 35 ppm; scan speed: minimum 120 ipm.
• Memory: minimum 2 GB RAM, minimum 128 GB storage.
• Connectivity: network printing, scan to email/FTP/USB, Gigabit Ethernet (10/100/1000 Base-T).
• Authentication: user authentication/PIN, card authentication, Active Directory/Azure AD integration, pull printing/follow-me printing.
• Security: Secure Boot.
• Category 3 – Multi-Functional Photocopier (Colour):
• A4/A5 copying and printing; minimum 35 ppm colour; large-capacity A4 trays with custom paper sizes; RADF; automatic duplex unit.
• Scan speed: not less than 60 ipm.
• Memory: minimum 4 GB system memory, minimum 128 GB storage (HDD/SSD).
• Scan to email/FTP/USB, colour scanning.
• User authentication via PIN/fingerprint, Active Directory/Azure AD integration.
• Print security: encrypted print/pull printing/follow-me printing.
• Device security: Secure Boot, TPM 2.0 or OEM embedded security chip.
• Data security: AES-256 encryption at rest, automatic HDD/SSD overwrite, DoD or OEM-certified data wipe.
• Network: Gigabit Ethernet (mandatory).
• Category 4 – Multi-Functional Photocopier (B&W):
• Copying and printing (A4/A5); large-capacity A4 trays, additional A3 trays, custom paper sizes; RADF; automatic duplex unit.
• Print speed: minimum 35 ppm; scan speed: minimum 120 ipm.
• Memory: minimum 4 GB RAM, minimum 128 GB storage.
• Scan to email/FTP/USB.
• User authentication via fingerprint/PIN.
• Security: Secure Boot, AES data encryption at rest, encrypted print/pull printing/follow-me printing, automatic HDD/SSD overwrite (DoD or OEM-certified), TPM 2.0 or OEM embedded security chip.
• Directory: Microsoft Active Directory/Azure AD integration.
• Network: Gigabit Ethernet (mandatory).
• Shredder 1 (for 5–10 officials):
• Shreds 24 sheets per pass (80gsm); strip-cut; manual type; 34-litre waste bin; shreds paper, CDs, credit cards, staples and paper clips; 16 minutes continuous operation; 40 minutes cool-down; 2-year warranty (machine and cutters).
• Shredder 2 (for 10–30 officials):
• Auto-feed feature handling not less than 750 sheets; manual feed slot for up to 20 sheets; shreds paper, CDs, credit cards; anti-jam technology; minimum 240 minutes continuous operation; minimum 140-litre waste bin.

Pricing format: Pricing Schedule / Bill of Quantities (SBD 3).

• All prices must be in South African Rand and include VAT (if the bidder is a VAT vendor).
• Prices must remain fixed for the tender period; the successful bidder may only adjust prices 12 months after award and thereafter once annually, subject to one month's written notice and proof of escalation.
• Prices must include delivery costs to various localities in the Kouga area.
• Tenderers must state delivery time in days from date of official order.
• Unconditional discounts may be offered and must be stated on the Schedule of Prices.
• Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the Special Conditions of Contract (SCC), in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. The security will be discharged and returned not later than 30 days after completion of performance obligations.
• Payment: invoices must be accompanied by delivery notes; payment within 30 days of invoice submission, in Rand.
• Subcontractors or local SMMEs must be paid within 7 days of valid invoice, or within 14 calendar days if a payment arrangement is provided.
• Penalties for late delivery: calculated on the delivered price of delayed goods using the current prime interest rate per day of delay.

CSD registration: Bidders must be registered on the National Treasury Central Supplier Database (CSD) and submit the CSD Summary Report. The municipality will verify CSD and tax compliance on the day of evaluation; non-compliance renders the bid non-responsive (subject to MFMA Circular 90).

Tax compliance: A valid Tax Compliance Status (TCS) PIN from SARS must be submitted. For consortia/JVs/subcontractors, each party must submit a separate TCS PIN or CSD number. Foreign suppliers must complete the Pre-Award Questionnaire (Part B:3) and may be exempt from TCS PIN if they have no RSA presence or income.

B-BBEE: A valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points. Refer to current B-BBEE legislation, circulars and codes.

Municipal supplier database: Prospective service providers must register on Kouga Municipality's supplier database.

Business registration: Formal registration documents required for all entities (companies, partnerships, JVs, trusts); CM9 or name change document not sufficient.

Municipal account: Latest Municipal Billing Clearance Certificate or copy of municipal account/rental documentation must be submitted.

State employees: No bids will be considered from persons in the service of the state.

Declaration of Interest (SBD 4) and Certificate of Independent Bid Determination (SBD 9) must be completed.

The municipality's Supply Chain Management Policy (approved 30 March 2026) and Municipal Restriction (Blacklisting) of Suppliers Policy (approved 29 April 2026) apply.