Managed printing solution for atns: supply, implementation, and support of multifunction printers and print management software

Compulsory site briefing: 07 July 2026 at 11h00 via MS Teams (Meeting ID: 310 961 708 356 975, Password: qy3uP3TT). Clarification deadline: 17 July 2026 at 17h00 CAT (submit queries via Form of Questionnaire in Appendix A). Closing date and time: 24 July 2026 at 12h00 CAT. Proposals must remain valid for 120 days from submission.

• Compulsory site briefing:
• Date: 07 July 2026
• Time: 11h00
• Venue: MS Teams
• Meeting ID: 310 961 708 356 975
• Password: qy3uP3TT
• Attendance is mandatory; failure to attend results in disqualification.
• Proof of attendance: Attendance register.

Technical and bidding procedure enquiries: Nhlanhla Mdamba. Email: [email protected] (cc: [email protected]). Phone: 011 607 1325. Physical submission address: ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298. For online submissions: National Treasury e-Submission (e-Tender) system.

Submission methods: Online via National Treasury e-Submission (e-Tender) system OR physical hard copy. Physical submissions must include: 1 original, 1 copy, and 1 PDF version on USB. Physical submission address: ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298. Bid must be submitted in 3 parcels: Parcel A (Administrative and Mandatory: Volume 1A excluding SBD 3.3 and 6.1, Phase 1 and 2 requirements), Parcel B (Price and Preference Points: SBD 3.3, SBD 6.1, CSD Report, CIPC Documents, Shareholder Certificates, ID copies of shareholders, Valid B-BBEE Certificate or Sworn Affidavit). Late submissions will not be accepted. Queries must be submitted using the Form of Questionnaire (Appendix A) by 17 July 2026 at 17h00 CAT.

• Required returnable documents:
• SBD 1 (Invitation to Bid - Part A)
• SBD 3.3 (Pricing Schedule)
• SBD 4 (Bidder’s Disclosure)
• SBD 6.1 (Preference Points Claim Form)
• CSD Report
• CIPC Documents
• Shareholder Certificates
• ID copies of shareholders
• Valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs)
• Declaration of Interest
• Proof of CSD registration or application
• SARS Tax Compliance PIN or TCS
• OEM Certificate or Letter of Authorisation
• 3 reference letters
• OEM datasheets
• Software documentation
• Physical submissions: 1 original, 1 copy, 1 PDF on USB.

Scope: Supply, delivery, implementation, and support of a managed printing solution for 60 months under a rental copy-charge model. Hardware: 26 multifunction printers (11 A3 colour MFPs, 15 A4 colour MFPs) across 11 ATNS sites. A3 MFPs minimum specs: 40 ppm (colour/mono), A5-SRA3 paper sizes, 100-sheet ADF, ≥2 trays (≥500 sheets each), 600x600 dpi print/scan resolution, 80 ipm scan speed, USB 2.0/Ethernet interfaces, ≥5 GB memory, ≥500 GB storage, duplex, customisable touchscreen, 220-240V/50Hz. A4 MFPs minimum specs: 40 ppm (colour/mono), A6-A4 paper sizes, desktop form factor, 50-sheet ADF, ≥1 tray (≥500 sheets), 600x600 dpi print/scan resolution, 50 ipm scan speed, USB 2.0/Ethernet interfaces, ≥2 GB memory, ≥500 GB storage, duplex, customisable touchscreen, 220-240V/50Hz. Software: Secure follow-me printing solution for 96 printers (including 26 new devices), supporting ≥1,600 users, with secure print release and ATNS network integration. Remote monitoring: Proactive fault detection, automated meter readings, consumables monitoring/replenishment, performance/usage reporting for the 26 supplied devices. Support: Full maintenance (preventative/corrective), consumables supply (excluding paper), SLA-driven response/resolution times, continuous operational support. Purpose: Standardise printing environment, optimise costs, enhance efficiency, strengthen security/compliance, enable centralised monitoring, improve user experience, ensure service reliability.

• Bidder must be suitably qualified and experienced.
• Required experience evidence:
• Minimum 3 contactable reference letters for similar printing solution implementations (within past 5 years).
• Letters must be on client letterhead, signed by an authorised representative, and include contact details for verification.
• Letters of appointment, project award notifications, or contracts are not accepted as substitutes.
• Valid OEM Certificate or Letter of Authorisation confirming accreditation to supply, implement, and support the proposed solution.
• Hardware/software compliance documentation:
• OEM datasheets with clearly highlighted specifications.
• Software manuals, architecture diagrams, screenshots, sample reports, and compatibility matrix.

• Submit a completed and signed SBD 3.3 Pricing Schedule (Professional Services) with all fees and reimbursable costs.
• Budget amounts in the document are guides only; bidders must submit fair and reasonable costing.
• Bids without a price or with incomplete pricing will be deemed non-responsive.
• Offer validity: 120 days from closing date (24 July 2026).
• Pricing evaluation: Based on the 80/20 system, with price accounting for 80 points.
• Price formula: Ps = 80(1 - (Pt-Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price.

Pricing: Submit a fair and reasonable costing in the prescribed SBD 3.3 Pricing Schedule format. Bids without a price or with incomplete pricing will be deemed non-responsive. Pricing schedule must include all fees and reimbursable costs; omissions may result in non-responsiveness. Budget amounts in the document are guides only. Payment model: Rental copy-charge model for 60 months. Evaluation: Price accounts for 80 points in the 80/20 system. Formula: Ps = 80(1 - (Pt-Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price.

CSD Registration: Mandatory for all bidders. Submit proof of registration or application. No contract will be awarded to unregistered bidders. Tax Compliance: Valid SARS Tax Compliance Status (TCS) PIN required, must remain valid for the full validity period (120 days). Submit PIN or printed TCS. For consortia/JVs/sub-contractors, each party must submit separate proof. B-BBEE: Valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs) required for preference points. Preference points: 10 points for 51% Black Owned suppliers, 10 points for 30% Black Woman Owned suppliers. Required documents: CSD Report, CIPC documents, Shareholder Certificates, ID copies of shareholders. OEM Authorisation: Valid OEM Certificate or Letter of Authorisation confirming accreditation to supply, implement, and support the proposed solution. Professional Registrations: Proof of registration with relevant professional bodies. Declaration of Interest: Complete and signed Declaration of Interest required. Invitation to Bid: Full SBD 1 document must be completed, signed, and returned. Non-compliance with any of these will result in the bid being deemed non-responsive.

• ATNS commits to economic, social, and environmental sustainability as part of its mission and values.
• Bidders should align their solution with these sustainability principles.

• Standard ATNS Terms and Conditions apply, including:
• Retention clause for non-satisfactory completion.
• Breach of contract and confidentiality clauses.
• Requirement for adequate professional indemnity insurance.
• ATNS reserves the right to:
• Vary the scope and terms of the contract (with written notice).
• Withdraw from commitments if circumstances dictate.
• Reject any or all bids, negotiate with one or more bidders, and accept the most advantageous bid.
• Contract is only concluded when reduced to writing and signed by both parties.
• Intellectual property: All documentation copyright belongs to ATNS; successful bidder may not disclose information without written approval.
• Confidentiality: Bid and related information must be held in strict confidence; limit document copies.
• Non-compliance with delivery terms: Immediate written notice required if delays or cost overruns occur.
• Amendments: Must be in writing and signed by both parties.
• Cancellation: Procurement may be postponed or cancelled at ATNS’s sole discretion prior to contract award.
• Additional information may be requested during evaluation; replies due within 7 working days.
• Reasons for rejection include corruption, fraud, SCM abuse, or failure to perform on previous contracts.

• Evaluation is conducted in 4 stages.
• Stage 1 – Administrative Requirements:
• Valid SARS Tax Compliance Status (TCS PIN) for the full validity period.
• Registration on the Central Supplier Database (CSD) or proof of application.
• Completed and signed Declaration of Interest.
• Completed and signed Invitation to Bid (SBD 1).
• Non-compliance may lead to rejection or a 7-day grace period to submit supplementary information (administrative only).
• Stage 2 – Mandatory Requirements (failure = disqualification):
• Attendance at the compulsory briefing session (07 July 2026).
• Minimum 3 contactable reference letters for similar printing solution implementations within the past 5 years.
• Valid OEM Certificate or Letter of Authorisation confirming accreditation to supply, implement, and support the proposed solution.
• Hardware compliance with A3/A4 MFP specifications (submit OEM datasheets with highlighted specs).
• Software functionality compliance (manuals, architecture diagrams, screenshots, compatibility matrix).
• Stage 3 – Price and Preference Points (80/20 system):
• Price: 80 points, calculated using formula Ps = 80(1 - (Pt-Pmin)/Pmin).
• Preference points: 20 points – 10 for 51% Black Owned suppliers, 10 for 30% Black Woman Owned suppliers.
• Applies to tenders up to R50,000,000 (all taxes included).
• Stage 4 – Verification of Specific Goals:
• Submit CSD Report, CIPC documents, Shareholder Certificates, ID copies of shareholders, and B-BBEE Certificate or Sworn Affidavit.