Leasing of multi-function printers for 36 months (RFP152/2026)

Closing date: 09 September 2026, 23H55 (SAST). Compulsory briefing: 02 September 2026 at 10H00 AM Johannesburg time via Microsoft Teams (attendance mandatory). Clarification requests due by 05 September 2026 16:30 Johannesburg time.

Compulsory briefing on 02 September 2026 at 10H00 AM Johannesburg time via Microsoft Teams. Attendance mandatory and must be registered. Note: Part A states 'COMPULSORY BRIEFING: Not Applicable' – contradiction in document.

Queries to DBSA Supply Chain Management Unit via email: [email protected]. No telephonic queries. Complaints about tendering process to [email protected].

Submit electronically via the OneDrive link provided after requesting the link from [email protected]. No physical, faxed, or emailed bids accepted. Bids must be on official forms (not re-typed). Late bids are disqualified. Bidders must separate Part A (Invitation to Bid) from the pre-qualifying and functional proposal; failure to do so leads to disqualification. Required returnable forms: Part A (Invitation to Bid), Part B (Terms and Conditions), Part C (Checklist of Compulsory Returnable Schedules), Part D (Conditions of Tendering), Part E (Specifications), Annexure A (Price Proposal), Annexure B (SBD4 Declaration of Interest), Annexure C (SBD6.1 and B-BBEE certificate), Annexure F (CIPC registration documents), Annexure G (share certificates), Annexure H (consortium breakdown if applicable), Annexure I (supporting documents for pre-qualifying and functional criteria), Annexure J (General Conditions of Contract), Annexure K (CSD Tax Compliance Status report).

Bidders must submit the following documents: Part A (Invitation to Bid), Part B (Terms and Conditions), Part C (Checklist of Compulsory Returnable Schedules), Part D (Conditions of Tendering), Part E (Specifications/Terms of Reference), Annexure A (Price Proposal), Annexure B (SBD4 Declaration of Interest), Annexure C (SBD6.1 and B-BBEE certificate), Annexure F (CIPC registration documents), Annexure G (share certificates), Annexure H (consortium breakdown if applicable), Annexure I (supporting documents for pre-qualifying and functional criteria), Annexure J (General Conditions of Contract), Annexure K (CSD Tax Compliance Status report).

Evaluation in three stages: Stage 1 – administrative responsiveness (submission, attendance at compulsory briefing); Stage 2 – prequalification criteria (company client reference letters, Paper Runner & Technician, confirmation of partnership with OEM, equipment delivery turnaround within 21 days); Stage 3 – price evaluation in accordance with PPPFA regulations. Preferred bidder is lowest overall price unless objective criteria justify otherwise (cumulative order book, stalled projects, DBSA discretion). Due diligence on preferred bidder includes judgments, pending litigation, performance, reputational harm, vetting, and PEP checks.

Lease of multi-function printers for 36 months, including maintenance and support. Scope: supply, install, configure multi-function printers, print room printers, desktop printers (as required); provide 36-month warranty; ensure 98% availability (Monday–Friday 8am–5pm, excluding preventative maintenance); train DBSA technical staff. Printer specifications: end-user printers (colour, mono, A3/A4, copy/scan/print, duplex, stapling, punching, offset stacking, large capacity trays, cover inserter/folder, decurling unit, EFI print controller, 300gsm auto duplex, 350gsm stock handling, dual fuser units); satellite site printers (colour/mono, 25–30ppm, scan to email/folder, mobile print/scan, 1000-sheet tray); business card printer (SRA3, 300g/m2 card, 1200×1200 dpi, Fiery controller, guillotine); ad-hoc desktop printers (Brother HL-L3280CDW example, wireless, duplex, 5-year warranty). Non-functional requirements: availability 99.98%, security, authentication, encryption, audit, vulnerability management, performance, daily backup, web-based management for 700 users, hosting on-premises or in cloud within South Africa. Supply 80gsm bond paper (costed separately).

Scope includes supply, installation, configuration of printers, warranty, maintenance, training. Non-functional requirements: availability 99.98%, security, authentication, encryption, audit, vulnerability management, performance, backup, usability for 700 users, hosting within South Africa.

Bidders must notify DBSA in writing of any discrepancy, ambiguity, error, or inconsistency in the RFP. DBSA will correct and communicate to all bidders without attribution. No other quality management requirements stated.

Pricing proposal per Annexure A. Include costs for leasing printers, maintenance and support, and supply of 80gsm bond paper (separate line item). No other financial requirements stated.

South African bidders must be registered on the Central Supplier Database (CSD) and provide tax compliance status (TCS PIN or CSD number). Foreign suppliers must complete questionnaire on residency and tax compliance. B-BBEE certificate or sworn affidavit required (EMEs with revenue ≤ ZAR10 million must submit certificate from registered auditor or accredited agency). CIPC registration documents (Annexure F) and share certificates (Annexure G) required. SBD4 (Declaration of Interest) and SBD6.1 (Preference Points Claim) must be submitted.

No specific health and safety requirements stated beyond general risk assessment considerations (e.g., pending litigation, performance, blacklisting).

Contract subject to General Conditions of Contract (GCC) and any special conditions. Bids valid for 120 days from closing time; non-acceptance of validity extensions leads to exclusion. DBSA reserves right to cancel, suspend, alter, or terminate the tendering process at any time. Bidders warrant they have not relied on external representations, will comply with all terms, and will provide additional information as requested. Bids become property of DBSA upon submission; bidders retain IP rights. DBSA may require substantiation of preference claims. Late bids returned within 5 working days. Bidders responsible for examining RFP, ensuring accuracy, and complying with applicable laws.

Bidders must submit electronically via OneDrive link. South African bidders must be CSD registered and provide tax compliance status. Foreign suppliers must complete questionnaire. All compulsory documents listed in Part C must be submitted.

Three-stage evaluation: Stage 1 – administrative responsiveness; Stage 2 – prequalification criteria (client reference letters, Paper Runner & Technician, OEM partnership, delivery turnaround within 21 days); Stage 3 – price evaluation per PPPFA. Preferred bidder is lowest price unless objective criteria justify otherwise. Due diligence includes judgments, pending litigation, performance, reputational harm, vetting, PEP checks.