Appointment of service provider for supply, deliver, installation, maintenance and management of new reprographic equipment for a perid of three (3) years.

Closing date: 21 December 2026

Closing time: 12:00

Bid opening: immediately after closing, in public at JB Marks Local Municipality

Compulsory briefing session: none

Site or information meeting: none

Bid validity: 120 days after the bid closure date

Contract signature: within 90 days of notification of award

Bidding procedures and documents

• Contact: Mr B Sekolopo
• Telephone: (018) 299 5162
• Email: [email protected]
• Contact: Mrs B Mongale
• Telephone: (018) 299 5535
• Email: [email protected]

Technical information

• Contact: Mr K Nyelimane
• Telephone: 076 260 3789
• Email: [email protected]

Submission address

Bid Box at the Records Office, Room 315

Third Floor, Municipal Building

Dan Tloome Civic Centre

C/O Sol Plaatje Ave & Wolmarans Street

Potchefstroom, 2520

Postal address

The Bid Box

JB Marks Local Municipality

Attention: Supply Chain Management Unit

P O Box 113

Potchefstroom, 2520

Service delivery

Potchefstroom

Submission method

• Sealed envelope, clearly marked with the bid number, title and closing date/time.
• Deposit in the Bid Box at the Records Office, Room 315, Third Floor, Municipal Building, Dan Tloome Civic Centre, C/O Sol Plaatje Ave & Wolmarans Street, Potchefstroom, 2520.
• Postal address: The Bid Box, JB Marks Local Municipality, Attention: Supply Chain Management Unit, P O Box 113, Potchefstroom, 2520.
• Hand delivery, courier or post accepted at the bidder's risk; must reach the Bid Box before the closing time.
• Faxed, emailed and late bids will not be accepted.
• Bids sent to the wrong recipient or not placed in the Bid Box will not be considered.

Document completion

• Complete the original bid document in black ink; all pages must be initialled by the authorised signatory.
• Do not retype or alter the bid documents; unauthorised alterations disqualify the bid.
• Attach a board resolution authorising the signatory to submit the bid.

Returnable documents (all must be completed, signed and attached; omission invalidates the bid)

• MBD 1: Invitation to Bid — bidder details and signed offer.
• MBD 3.1: Pricing Schedule (firm prices) — priced bill of quantities.
• Form of Offer and Acceptance — signed offer.
• MBD 4: Declaration of Interest — discloses any state employment or connection to the municipality.
• MBD 6.1: Preference Points Claim Form — claims specific-goal points.
• MBD 7.1: Contract Form — signed contract undertaking.
• MBD 8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD 9: Certificate of Independent Bid Determination — certifies no collusion.
• Authority of Signatory (board resolution).
• Annexure A: Past Experience.
• Proof of CSD registration.
• CK documents (company registration).
• Certified ID copies of company directors.
• Recent municipal rates and taxes statement for the company and each director (not more than 3 months in arrears).
• Proof of registration with Printing SA (company or director).
• Bank rating letter.
• Three years of audited financial statements.
• Valid Tax Compliance Status (SARS PIN or CSD number).
• Current municipal certificate or lease agreement.

Evaluation stages

1. Responsiveness and mandatory document check — incomplete returnable documents invalidate the bid.
2. Functionality evaluation — minimum qualifying score: 80/100. Only bidders meeting this threshold proceed.
3. Price and specific goals — 80/20 preference point system.

Functionality criteria (100 points)

• Technical approach and methodology: 5 points. Submit an approach paper; non-OEM dealers must prove Platinum status; at least 3 years of relevant government experience.
• Work plan and implementation timeframe: 10 points. Work plan showing implementation within five working days of appointment, with a signed commitment letter.
• Technical Manager qualifications and experience: 10 points. CV, certified IT Diploma at NQF Level 6 or equivalent, and at least 10 years of ICT experience.
• Contract Manager qualifications and experience: 10 points. CV, certified Law Degree at NQF Level 7 or equivalent, a certificate in contract drafting and interpretation, and at least 10 years of relevant experience.
• Printer technicians: 10 points. CVs and certified qualifications or OEM accreditation for at least five OEM-certified printer technicians; failure to meet the minimum scores zero for this criterion.
• Relevant project experience: 50 points. At least 10 appointment letters for comparable projects completed or undertaken within the preceding eight years; at least seven must relate to projects in North West Province; failure to meet the minimum scores zero for this criterion.
• Fleet availability: 5 points. RC1 registration documents and valid MVL1 licence documents for at least five bakkies available for contract execution; failure to meet the minimum scores zero for this criterion.

Price and specific goals (80/20)

• Price: 80 points. Formula: Ps = 80(1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.
• Specific goals: 20 points, allocated as follows:
• HDI (Black person): 10 points — certified ID copy.
• Youth: 2 points — certified ID copy and CSD proof of gender.
• Female: 1 point — certified ID copy.
• Disabled: 1 point — medical report and functional assessment by a SASSA-recognised medical practitioner.
• JB Marks municipal water and lights account or lease agreement older than 6 months with proof of payment to landlord: 4 points.
• Dr KK municipal water and lights account or lease agreement older than 6 months with proof of payment to landlord: 2 points.
• Failure to submit proof for a specific goal means those points are not claimed.

Scope of work

• Photocopier and printing services at all municipal buildings.
• Supply, install and configure printing machines.
• Maintenance support.
• User training.
• Onsite dedicated technical staff.
• Successful bidder must provide its own equipment.

Equipment quantities and specifications

Desktop colour MFP — quantity 10

• Output speed: 40 ppm colour.
• First copy time: less than 7.2 seconds.
• Zoom: 25%–400% in 1% steps.
• 320 GB HDD and 2 GB RAM as standard.
• Automatic reversing document feeder; 100-sheet duplexing document feeder; 7-inch touchscreen display.
• Print, copy, scan.
• Paper sizes: A4–A6; paper weight: 60–220 gsm.
• Duplex unit as standard.
• TEC rating: 0.34 kWh or less.
• Print languages: PCL5c, PCL6, PostScript3 (emulation), PDF Direct (emulation).
• Network protocol: TCP/IP (IPv4, IPv6).
• Mobile printing: Apple AirPrint, Mopria, Google Cloud Print, NFC.
• Print resolution: 1200 × 1200 dpi.
• Monthly volume: 10 000 pages; maximum print volume: 20 000 pages per month; duty cycle: 200 000 prints.
• Colour scanning: 80 ipm.
• Manage print solution: central device management across locations; immediate reports; pricing table management; fleet tracking and monitoring; output management with redaction of personal information; first-line customer and technical help desk; remote assistance through device smart panel; embedded Wi-Fi (no cabling required).

Medium-volume mono MFP — quantity 20

• Output speed: 30 ppm mono.
• First copy time: less than 7.2 seconds.
• Zoom: 25%–400% in 1% steps.
• 320 GB HDD and 2 GB RAM as standard.
• Automatic reversing document feeder as standard.
• Print, copy, scan.
• Paper sizes: A4–A3; paper weight: 60–220 gsm.
• Duplex unit as standard.
• TEC rating: 0.34 kWh or less.
• Print languages: PCL5c, PCL6, PostScript3 (emulation), PDF Direct (emulation).
• Network protocol: TCP/IP (IPv4, IPv6).
• Mobile printing: Apple AirPrint, Mopria, Google Cloud Print, NFC.
• Print resolution: 1200 × 1200 dpi.
• Colour scanning: 80 ipm.
• Maximum print volume: 20 000 pages per month; duty cycle: 200 000 prints.
• Monthly volume: 20 000 pages per month.
• Manage print solution: central device management across locations; immediate reports; pricing table management; fleet tracking and monitoring; output management with redaction of personal information; first-line customer and technical help desk; remote assistance through device smart panel; embedded Wi-Fi (no cabling required).

High-volume MFP — quantity 65

• Output speed: 65 ppm.
• First copy time: less than 4 seconds.
• Zoom: 25%–400% in 1% steps.
• 2 GB RAM and 320 GB HDD as standard.
• Automatic reversing document feeder as standard.
• Print, copy, scan.
• 3000-sheet finisher with 50-page multi-position staple; LCT tandem tray.
• Paper capacity: 3200 sheets.
• Paper sizes: SRA3, A3, A4, A5, B4, B5, B6; banner printing 320 mm × 1260 mm (bypass).
• Paper weight: 60–300 gsm.
• Duplex unit as standard.
• TEC rating: 1.8 kWh or less.
• Power consumption: max 1.7 W, ready mode 47.6 W, sleep mode 0.55 W.
• Print resolution: 1200 × 1200 dpi.
• Mobile printing: Apple AirPrint, Mopria, Google Cloud Print, NFC.
• Print languages: PCL5c, PCL6, PostScript3 (emulation), PDF Direct (emulation).
• Smart operation panel: 10.1-inch tiltable touchscreen.
• Print from SD and USB as standard.
• Embedded scan speed: 120 ipm simplex, 240 ipm duplex.
• Colour scanning resolution: 1200 × 1200 dpi.
• Scan to: email, SMB, FTP, URL.
• Duplex scanning.
• Maximum print volume: 20 000 pages per month; duty cycle: 2 000 000 pages.
• Manage print solution compatible: central device management across locations (optional); immediate reports; pricing table management; fleet tracking and monitoring; output management with redaction of sensitive information; first-line customer and technical help desk; remote assistance through device smart panel.

Production high-end volume printer — quantity 2

• Output speed: 80 ppm.
• Technology: 4-drum dry electrostatic transfer; oil-less belt fusing.
• Print, copy, scan.
• Auto duplex long-sheet printing up to 700 mm simplex, up to 1260 mm.
• Fiery system version: FS300 Pro.
• CPU: Intel i5-6500 (3.2 GHz up to 3.6 GHz with turbo).
• Memory: 8 GB (4 GB × 2); HDD: 1 TB.
• Operating system: Windows 10 Enterprise x64.
• Paper weight duplex: 52–360 gsm.
• Paper input capacity: 6500 pages.
• Extensive onboard media library; decurl unit for short-grain and light media.
• Print resolution: 2400 × 4800 dpi.
• Life span: 14 400 000 pages.
• Maximum print volume: 400 000 pages per month; duty cycle: 650 000 pages.
• Booklet finisher: 3000-sheet finisher, 80-sheet staple; folding unit, curl correction unit, inserter, status indicator.
• Direct-to-garment print option and Fiery MH2420 industrial-grade piezo-electric drop-on-demand print heads, large-capacity tray.
• Ink channels: 3.
• Maintenance: automated printhead cleaning system; EFI standards and Pantone colours (C, M, Y, K).

Shredder — quantity 14

• Sheet capacity: 20 sheets per pass.
• Cut type and size: micro-cut, 2 × 12 mm.
• Security level: P-5 (produces 2000+ particles per A4 sheet).
• Run time: up to 25 minutes continuous shredding.
• Bin capacity: 30-litre pull-out waste bin.
• Materials shredded: paper, staples, small paperclips and credit cards.
• Jam prevention: 100% jam-proof system.
• Safety technology: SafeSense stops shredding when hands touch the paper entry.
• Smart tech: IntelliBAR feedback technology.
• Dimensions: 590 (h) × 419 (w) × 299 (d) mm.
• Warranty: 3-year machine warranty and 5-year cutter warranty.

Bidders must submit an approach paper demonstrating understanding of the scope, proposed methodology and service-delivery approach. Non-OEM dealers must provide proof of the required Platinum status. Bidders must show at least 3 years of relevant government experience. A work plan must show how the project will be implemented within five working days of appointment, supported by a signed commitment letter.

Technical Manager

• CV and certified IT Diploma at NQF Level 6 or equivalent.
• At least 10 years of ICT experience.

Contract Manager

• CV and certified Law Degree at NQF Level 7 or equivalent.
• Certificate in contract drafting and interpretation.
• At least 10 years of relevant experience.

Printer technicians

• CVs and certified qualifications or OEM accreditation for at least five OEM-certified printer technicians.
• Failure to meet the minimum scores zero for this criterion.

Relevant project experience

• At least 10 appointment letters for comparable projects completed or undertaken within the preceding eight years.
• At least seven letters must relate to projects in North West Province.
• Failure to meet the minimum scores zero for this criterion.

Fleet availability

• RC1 registration documents and valid MVL1 licence documents for at least five bakkies available for contract execution.
• Failure to meet the minimum scores zero for this criterion.

Pricing form: MBD 3.1 — firm prices (purchases).

Only firm prices accepted; non-firm prices and prices subject to exchange-rate variation will not be considered.

Price all items in the bill of quantities; failure to price all items disqualifies the bid.

All delivery costs must be included in the bid price.

VAT must be included in all prices.

Submit a separate pricing schedule for each delivery point where delivery points affect pricing.

Offer valid for 120 days from the closing date.

Required by: Ms Thabelo Muobeleni, at Potchefstroom.

Pricing

• Pricing schedule: MBD 3.1 — firm prices only; non-firm prices and prices subject to exchange-rate variation will not be considered.
• Bill of quantities: price all items; failure to price for all items disqualifies the bid.
• All delivery costs must be included in the bid price.
• VAT must be included in all prices.
• Where different delivery points affect pricing, submit a separate pricing schedule for each delivery point.
• Offer valid for 120 days from the closing date.

Payment

• Payment within 30 days after receipt of an invoice accompanied by a delivery note.

Other financial obligations

• Successful bidder is liable for all duties and costs on legal documents establishing the contract, and for surety and retentions.
• The municipality reserves the right to increase or decrease quantities.

Mandatory eligibility

• Registered on the Central Supplier Database (CSD) and verified with the JB Marks Supply Chain Unit.
• Valid Tax Compliance Status (SARS PIN or CSD number); bids without it are invalidated. Consortia, joint ventures and subcontractors must each submit a separate TCS.
• Municipal rates and taxes for the bidder and its directors must not be more than 3 months in arrears; arrears without a settlement arrangement before closing disqualify the bid.
• No bid accepted from persons in the service of the state.
• Proof of registration with Printing SA (company or director).
• Bank rating letter.
• Three years of audited financial statements.
• Certified ID copies of company directors.
• CK documents (company registration).
• Current municipal certificate or lease agreement.

B-BBEE and specific goals

• Preference points claimed under the 80/20 system for specific goals: HDI (Black person) 10, youth 2, female 1, disabled 1, JB Marks municipal account or lease 4, Dr KK municipal account or lease 2.
• Proof required for each claim; unclaimed goals score zero.

Disqualification risks

• Any returnable document omitted or unsigned.
• Late, faxed or emailed bids.
• Unauthorised alteration of the bid documents.
• Failure to price all items.
• Failure to meet the minimum functionality score of 80/100.
• Contacting the municipality about the bid between opening and award.

Contract duration: three years.

Contract form: MBD 7.1, signed in duplicate by the successful bidder and the municipality.

Contract signature: within 90 days of notification of award.

Payment: within 30 days after receipt of an invoice accompanied by a delivery note.

Validity: bids remain valid for 120 days after the closing date.

Quantities: the municipality may increase or decrease quantities.

Duties and costs: the successful bidder bears all duties and costs on legal documents establishing the contract, and surety and retentions.

Language: English; the English versions of all documents apply.

Incorrect information: the municipality may recover costs, losses or damages if a contract was awarded on incorrect information.

No contact: bidders may not contact the municipality about the bid between opening and award; any attempt to influence evaluation may result in rejection.

Functionality evaluation (100 points; minimum qualifying score 80/100)

• Technical approach and methodology: 5 points.
• Work plan and implementation timeframe: 10 points.
• Technical Manager qualifications and experience: 10 points.
• Contract Manager qualifications and experience: 10 points.
• Printer technicians: 10 points.
• Relevant project experience: 50 points.
• Fleet availability: 5 points.

Price and specific goals (80/20)

• Price: 80 points, using the formula Ps = 80(1 − (Pt − Pmin) / Pmin).
• Specific goals: 20 points, allocated as HDI (Black person) 10, youth 2, female 1, disabled 1, JB Marks municipal account or lease 4, Dr KK municipal account or lease 2.
• Proof of each claimed goal must be attached; otherwise the points are not awarded.