Support and maintenance of kodak scanners and digitizers for national deeds registries

Appoint a service provider to provide support and maintenance for 149 Kodak scanners and 32 Kodak digitizers across all Deeds Registries in South Africa, including the Office of the Chief Registrar of Deeds, for a period of 36 months. Locations include North Gauteng, South Gauteng, Western Cape, KwaZulu-Natal, Eastern Cape (Qonce and Mthatha), Northern Cape, Free State, North West (Vryburg), Mpumalanga, and Limpopo.

Closing date: 28 July 2026 at 11:00. No briefing session will be conducted.

Technical enquiries: Ms. Nobukhosi Toise, Tel: 082 383 8759, Email: [email protected]. Bidding procedure enquiries: Mr. Buti Matjila, Tel: 082 385 4570, Email: [email protected]. Submission address: Department of Land Reform and Rural Development, 600 Lillian Ngoyi Street, Berea Park, Pretoria, 0001. Office of the Chief Registrar of Deeds: Private Bag X918, Pretoria, 0001, Tel: (012) 337 9337, Fax: (012) 338 7277, Web: www.dalrrd.gov.za.

Submit bids in a sealed envelope with the following details: name and address of the bidder, bid number, and closing date. Deposit bids into the Tender/Bid Box at Department of Land Reform and Rural Development, 600 Lillian Ngoyi Street, Berea Park, Pretoria, 0001 by 28 July 2026 at 11:00. Late bids will not be accepted. Use official forms provided (SBD 1, SBD 3.3, SBD 4, SBD 5, SBD 6.1, SBD 7, etc.) and do not re-type them. Failure to comply with submission requirements may disqualify your bid. No briefing session will be conducted.

Provide support and maintenance for 149 Kodak scanners and 32 Kodak digitizers across 12 Deeds Registries and the Office of the Chief Registrar of Deeds for 36 months. Scope includes all major spare parts (microfilm lead, rollers, lamps, imaging units, boards, internal mechanical components) and consumables required for proper machine functioning. Services must cover all locations: North Gauteng, South Gauteng, Western Cape, KwaZulu-Natal, Eastern Cape (Qonce and Mthatha), Northern Cape, Free State, North West (Vryburg), Mpumalanga, Limpopo, and the Office of the Chief Registrar of Deeds.

Use SBD 3.3 (Pricing Schedule for Services). Provide a total bid price (VAT inclusive) with a breakdown per registry and per year (Year 1, Year 2, Year 3). Include all costs: labour, travel, accommodation, transportation, spare parts (microfilm lead, rollers, lamps, imaging units, boards, internal mechanical components), and consumables. Each registry's requirements are detailed in the schedule (e.g., North Gauteng: 30 scanners + 6 digitizers, Western Cape: 20 scanners + 6 digitizers).

Bid offer must be valid for 90 days from the closing date. Indicate a ceiling price inclusive of all expenses (labour, travel, accommodation, transportation, taxes, and consumables). Pricing must cover all major spare parts and service costs for the full 36-month period. Payments will be made on a time-and-cost basis upon successful completion of deliverables. Use the provided Pricing Schedule (SBD 3.3) to detail costs per registry and per year. Total bid price must include VAT.

Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Tax Compliance: Provide a SARS TCS PIN or CSD number. Each party in a consortium/joint venture must submit separate TCS/CSD documentation. No bids will be considered from state employees, companies with state-employed directors, or close corporations with state-employed members. Submit proof of authority to sign (e.g., company resolution) for companies, close corporations, or partnerships. Foreign suppliers must complete the questionnaire and provide proof of RSA residency, branch, or permanent establishment if applicable. Failure to comply with any of these requirements may render the bid invalid.

Successful bidder must sign a written contract form (SBD 7). Contract is subject to the Preferential Procurement Policy Framework Act, 2000, and the Preferential Procurement Regulations, 2017, as well as the General Conditions of Contract (GCC). Bid validity period: 90 days from closing date. Contract duration: 36 months. Payment terms: time-and-cost basis upon successful completion of deliverables.

The 80/20 preference point system applies. 80 points for price: Ps = 80 (1 - (Pt - Pmin)/Pmin) for standard procurement, or Ps = 80 (1 + (Pt - Pmax)/Pmax) for disposal/leasing. 20 points for specific goals: HDI (8), female (5), disability (2), youth (2), locality (3). Points are calculated as (Percentage ownership equity x max points) / 100. Consortiums/joint ventures may claim points based on contract value managed. Sub-contracting over 25% to non-HDI or lower-scoring entities disqualifies HDI points. Submit SBD 6.1 form with proof for each goal claimed.