Managed print services and digital document management solution – 36 months (limpopo tourism agency)

Closing date and time: 18 September 2026 at 12:00. No briefing or site visit is mentioned.

Specification contact: Mr. Isaac Maelane, email [email protected], tel (015) 293 3615. Bidding process contact: Ms. Sewela Nyaka, email [email protected], tel (015) 293 3610. Chief Executive Officer, Limpopo Tourism Agency, P.O. Box 2814, Polokwane, 0700. Main switchboard: (015) 293 3600.

Quotations must be submitted on the bidder's business letterhead into the LTA's quotation box at Erf 92/688, Portion 2, N1 Main Road, Southern Gateway Ext 4, Polokwane, by 18 September 2026 at 12:00. Email submissions will not be accepted. No payment is required for this bid. The price offer must remain valid for 80 days from the closing date. Prices quoted must be firm and inclusive of VAT. The bid document must be completed in black ink; correction fluid, alterations, or submission of a copy of the original bid document will invalidate the bid. All corrections must be initialled. Returnable forms: SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Bidder's Disclosure), and SBD 6.1 (Preference Points Claim Form) must be completed, signed, and submitted with the bid. Failure to submit any of these forms completed and signed will result in immediate disqualification. Bidders must be registered on the Central Supplier Database (CSD).

Evaluation is conducted in three phases: Phase 1 – Administrative Compliance (verification of mandatory documents and compliance with specifications); Phase 2 – Functionality (minimum qualifying score of 60%); Phase 3 – Price and Preference Points (80/20 system). Functionality criteria and points: Financial ability (10 points) – above R400,000 (10), R300,001–R400,000 (8), R200,001–R300,000 (6), R50,000–R200,000 (4), below R50,000 or no submission (0). Proof required: letter of intent from an NCR-accredited financial institution, proof of overdraft facility, or stamped bank statement (all not older than three months). Company experience (40 points) – rental/leasing of office machines: 8+ years (20), 6–7 years (15), 4–5 years (10), 3–4 years (8), 0–2 years (2). References (20 points) – more than three client reference letters (20), three (15), less than three (5). Proven track record (25 points) – R500,000 or more (25), R200,001–R500,000 (20), R100,001–R200,000 (15), below R100,000 (8). Verification via appointment letters/purchase orders and reference letters stating project value. Ownership by persons with disability (15 points) – full/partial ownership (15), otherwise (0); medical certificate required. Locality (10 points) – located in Limpopo Province (10), outside (2); proof of address required. Bidders failing to achieve 60% on functionality are disqualified. Price scoring uses the 80/20 formula; lowest acceptable bid scores 80 points for price. Specific goals (20 points) – Black People (4), Youth (4), Women (4), Persons with Disability (4), Military Veterans (4), allocated proportionally to ownership percentage. CSD report verifies specific goals; valid medical certificate for disability; confirmation of registration on National Military Veterans Database for military veterans.

Scope: Provision of managed print services and digital document management solution for 36 months. Supply and installation of one brand new colour and one brand new mono multifunction photocopier. Centralised print management system with user-based tracking, reporting, and monthly analytics. Cloud integration with Microsoft 365 (SharePoint, OneDrive, Teams), scan-to-cloud, secure document routing. Security: secure print release (PIN), role-based access control, data encryption at rest and in transit, audit logs, automatic data overwrite. Digital workflow: OCR-enabled scanning, searchable PDFs, automated workflows (Finance, HR), document classification and indexing. Technical: A3 multifunction capability, minimum 45 pages per minute, duplex printing, mobile printing support, touchscreen interface. Remote monitoring: real-time, predictive maintenance, remote diagnostics. Maintenance: click charge must include toner, parts, labour, and travel; no refurbished consumables; automatic toner replenishment. SLA: uptime ≥ 98%, response time ≤ 4 hours, resolution within 24 hours, replacement device if downtime exceeds 48 hours. Sustainability: energy-efficient devices, default duplex printing, monthly environmental reports. Deliverables: installed and configured brand new devices, integrated document management solution, monthly reports, quarterly reviews.

Bidders must submit a detailed company profile. Experience in rental or leasing of office machines (photocopiers, printers) is scored: 8+ years (20 points), 6–7 years (15), 4–5 years (10), 3–4 years (8), 0–2 years (2). References: signed reference letters on valid letterheads proving experience; more than three client references (20 points), three (15), less than three (5). Proven track record of rental/leasing of office machines: R500,000 or more (25 points), R200,001–R500,000 (20), R100,001–R200,000 (15), below R100,000 (8). Verification via appointment letters and/or purchase orders accompanied by reference letters stating project value. Financial ability: proof of funding or self-funding (letter of intent from NCR-accredited institution, overdraft facility, or stamped bank statement, all not older than three months).

Pricing must be firm and inclusive of VAT. Use SBD 3.1 Pricing Schedule – Firm Prices. The schedule requires separate pricing for mono and colour photocopier machines: monthly rental price per year (Year 1, Year 2, Year 3) and cost per copy (including maintenance, parts, and consumables) per year. Bidders must add the three yearly prices per copy to get the total; failure to complete the TOTAL column invalidates the bid. The total bid amount for 36 months must include rental totals and price per copy totals. Financial ability is evaluated (see evaluation criteria) with proof of funding or self-funding capability required. Payment will be made after the service has been successfully rendered.

Mandatory: company must be registered on CSD; bid document must be completed and signed in full. Bidders must not be listed on the Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act, 2004) or have abused the Supply Chain Management System or failed to perform on a previous contract. Returnable forms: SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Bidder's Disclosure – must be signed; failure to disclose other companies involved in section 2.3.1 results in disqualification), SBD 6.1 (Preference Points Claim Form – if not completed, no preference points claimed but not disqualified).

The contract will be governed by a Service Level Agreement for 36 months. The Agency may negotiate prices and may award to the second recommendable bidder if the first fails. Payment is made after service delivery. The Agency reserves the right not to award. Fraudulent claims for preference points may lead to disqualification, recovery of costs, contract cancellation, restriction from doing business with the state for up to 10 years, and criminal prosecution.

The Limpopo Tourism Agency will enter into a Service Level Agreement with the awarded bidder for 36 months. The Agency may negotiate prices with recommendable bidders. The Agency may award the bid to the second recommendable bidder if the awarded bidder fails to provide the service. Payment will be made after the service has been successfully rendered. The Agency reserves the right not to award the bid.

Mandatory requirements: bidders must comply with all minimum requirements; failure to comply or submit supporting documentation results in disqualification. The bid document must be completed and signed in full, and the company must be registered on CSD.