Support and maintenance of 149 kodak scanners and 32 kodak digitizers at 12 deeds registry sites for 36 months

Closing

• Date: 06 November 2026
• Time: 11:00

Briefing session

• None will be conducted.

Technical enquiries

• Contact: Ms Nobukhosi Toise
• Telephone: 082 383 8759
• Email: [email protected]

SCM bid administration enquiries

• Contact: Mr Buti Matjila
• Telephone: 082 385 4570
• Email: [email protected]

Bid submission address

Department of Land Reform and Rural Development

600 Lillian Ngoyi Street

Barea Park

Pretoria

0001

Head office

Office of the Chief Registrar of Deeds

Directorate: Supply Chain and Facilities Management Services

Private Bag X918

Pretoria

0001

Telephone: (012) 337 9337

Fax: (012) 338 7277

Submission method

• Sealed envelope deposited in the bid box at the Department of Land Reform and Rural Development, 600 Lillian Ngoyi Street, Barea Park, Pretoria, 0001.
• The envelope must show the bidder's name and address, the bid number and the closing date.
• Bids must be inside the bid box by the closing time; late bids are not accepted.
• Bids must be submitted on the official forms provided, not retyped.

Returnable documents

• Authority to Sign the SBDs on behalf of an Entity: proof that the signatory may bind the bidder (board, member or partnership resolution; a one-person concern must state this).
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): the priced schedule of support and maintenance per registry.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim): claims the specific-goal preference points.
• Supplier Maintenance (Bank Details) Form: banking details for payment.
• Terms of Reference and General Conditions of Contract: accepted as issued.
• SBD 7 (Contract Form): completed and signed by the successful bidder.

Disqualification risks

• Late delivery to the bid box.
• Any returnable form omitted or left unsigned.
• Failure to provide the required tax, CSD or B-BBEE particulars.

Returnable documents

• Authority to Sign the SBDs on behalf of an Entity: proof of the signatory's authority to bind the bidder.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Services): the priced schedule.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim): claims the specific-goal preference points.
• Supplier Maintenance (Bank Details) Form: banking details for payment.
• Terms of Reference and General Conditions of Contract: accepted as issued.

Submission

• Sealed envelope marked with the bidder's name and address, the bid number and the closing date, placed in the bid box at 600 Lillian Ngoyi Street, Barea Park, Pretoria before the closing time.

Preference point system: 80/20 (tender value up to R50 million)

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Price scoring

• Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable bid.

Specific goals (claimed on percentage ownership equity)

• Historically disadvantaged individuals: 8 points
• Women: 5 points
• Persons with disability: 2 points
• Youth (35 years or younger on the closing date): 2 points
• Locality: 3 points

Proof for claims

• HDI, women and youth: copy of identity document and company registration document.
• Disability: certified copy or original doctor's letter confirming the disability.
• Claims are verified against the Central Supplier Database and the documents submitted.

Effect of non-compliance

• No proof submitted means the specific-goal points are not claimed.
• An incomplete table, a calculation error, or the wrong SBD 6.1 form means no specific-goal points are awarded.
• A bidder intending to subcontract more than 25% of the contract value to an enterprise that does not qualify for equal or more equity-ownership points forfeits HDI points.

Scope

• Support and maintenance of 149 Kodak document scanners and 32 Kodak digitizers at the deeds registries and the Office of the Chief Registrar of Deeds.
• Contract period: 36 months.

Equipment per site (scanners / digitizers)

• North Gauteng Deeds Registry: 30 scanners, 6 digitizers
• South Gauteng Deeds Registry: 30 scanners, 6 digitizers
• Western Cape Deeds Registry: 20 scanners, 6 digitizers
• KwaZulu Natal Deeds Registry: 15 scanners, 6 digitizers
• Mpumalanga Deeds Registry: 9 scanners, 2 digitizers
• Free State Deeds Registry: 8 scanners, 3 digitizers
• Eastern Cape Deeds Registry: Qonce: 8 scanners, 3 digitizers
• Northern Cape Deeds Registry: 5 scanners
• North West Deeds Registry: Vryburg: 4 scanners
• Limpopo Deeds Registry: 4 scanners
• Eastern Cape Deeds Registry: Mthatha: 2 scanners
• Office of the Chief Registrar of Deeds: 14 scanners

Service requirement

• All major spare parts and consumables needed for the machines to function properly must be covered, including microfilm lead, rollers, lamps, imaging units, boards and internal mechanical components.

SBD 3.3 (Pricing Schedule – Professional Services) must be completed with a ceiling price for all deliverables, inclusive of applicable taxes. Payment is on a time and cost basis on completion of each deliverable. The price must cover all major spare parts (microfilm lead, rollers, lamps, imaging units, boards, internal mechanical components) and consumables, plus labour, travel, accommodation, transportation and related costs. The schedule lists support and maintenance line items per registry for each of the three years, with unit cost, quantity, 12-month duration and total cost, and closes with a per-registry summary and a grand total.

Pricing format

• SBD 3.3 (Pricing Schedule – Professional Services), priced per registry and per year across the 36-month period.
• Bidders must state a ceiling price covering the total estimated time for all deliverables, inclusive of all applicable taxes.
• Pricing must include all service costs: labour, travel, accommodation, transportation and related expenses.
• All major spare parts and consumables required for the machines to function must be included in the price.

Payment

• Payments are made on a time and cost basis on successful completion of a deliverable or part of it, as agreed.

Bid validity

• The bid offer must remain valid for 90 days from the closing date.

Registration and tax

• Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD number, or submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to qualify for B-BBEE preference points.

Exclusion

• Bids are not considered from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are disqualified.

Returnable forms

• SBD 1, SBD 3.3, SBD 4, SBD 6.1, the Authority to Sign, and the Supplier Maintenance (Bank Details) Form must be completed and submitted.

Consequence

• Failure to provide or comply with these particulars may render the bid invalid.

Compliance requirements

• Bidders must meet their tax obligations and submit a SARS Tax Compliance Status PIN or a CSD number.
• Bidders must be registered on the Central Supplier Database where no TCS PIN is available.
• Bids are not accepted from persons in the service of the state, or companies whose directors are state employees.
• The bid offer must remain valid for 90 days from the closing date.

The 80/20 preference point system applies to this tender (value up to R50 million).

• Price: 80 points, scored as Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable bid.
• Specific goals: 20 points, split as HDI 8, women 5, disability 2, youth 2 and locality 3, each claimed on percentage ownership equity.
• Proof required: identity document and company registration for HDI, women and youth claims; a certified copy or original doctor's letter for disability claims.
• Submitting the wrong SBD 6.1 form, leaving the claim table incomplete, or making a calculation error results in no specific-goal points.
• A bidder intending to subcontract more than 25% of the contract value to an enterprise that does not qualify for equal or more equity-ownership points forfeits HDI points.