Printers, Scanners & Franking Machine Supply and Maintenance

The Private Security Industry Regulatory Authority (PSiRA) has issued a request for bids (Reference PSiRA/2026/27/RFB/09) for the appointment of a service provider to supply, install, configure, maintain and support a fleet of office printers, data card printers, a franking machine, document management scanners and related consumables over a 36-month period. The scope is a managed print and equipment service covering the full lifecycle of the devices, from delivery and installation through to ongoing maintenance, support, relocation and user training. The bill of quantities lists 37 black-and-white high-speed multifunction printers, 32 colour high-speed multifunction printers, 30 colour desktop multifunction printers, 108 black-and-white desktop multifunction printers, 86 data card printers, 5 industrial document management scanners, 4 industrial staple removers and 1 franking machine. It also requires print management software covering licensing, monitoring, reporting and secure printing, along with user training and the relocation of devices between locations.

Consumables and usage are priced on estimated volumes over the contract period. These include an estimated 216,000 black-and-white toner cartridges and 216,000 colour toner cartridges, 3,600 data card printer ribbons and consumables, an estimated 1,620,000 black-and-white and 1,620,000 colour printing impressions, and an estimated 216,000 black-and-white and 216,000 colour copies. Bidders must price each line item on a firm-price basis, state the bid price with all applicable taxes included, and provide a pricing schedule showing unit prices excluding VAT and total 36-month prices. Non-firm prices, including prices subject to exchange rate variation, will not be considered. The offer must remain valid for 120 days from the closing date. Bids must include a catalogue of the proposed equipment with specifications and features, a valid Safe to Occupy certificate, and a signed declaration of interest. Bidders must also hold a valid SARS Tax Compliance Status PIN or a Central Supplier Database number and attend the compulsory virtual briefing session on 6 November 2026 via Microsoft Teams. Sealed bids marked with the reference number must be deposited in the tender box at PSiRA Head Office, 420 Witch Hazel Avenue, Block B, Eco Glades 2 Office Park, Highveld Ext 70, Centurion, before the closing time of 11:00 on 25 November 2026.

The tender is evaluated on the 80/20 preference point system, with 80 points allocated to price and 20 points to specific goals. The specific goals are 100% black ownership (7 points), more than 75% women ownership (5 points), EME status (5 points) and people with disabilities ownership (3 points), and claims must be supported by documentary proof. Bidders should note that the document contains a clause requiring Microsoft Teams Connected Contact Centre certification for a call centre platform. This appears to be unrelated to the printer scope and should be clarified with PSiRA through the listed contacts (bids@psira.co.za) before bid submission. The estimated total contract value is not stated in the document, so prospective bidders should confirm the budget with the buyer where necessary. The contract will be governed by the National Treasury General Conditions of Contract (July 2010), which set out terms on warranties, delivery, penalties and payment within 30 days of invoice.