Reprographic Equipment Supply & Managed Print Services

JB Marks Local Municipality, located in Potchefstroom in the North West Province, is inviting tenders for the appointment of a service provider to supply, deliver, install, maintain and manage new reprographic equipment for a period of three (3) years. The scope covers photocopying and printing services at all municipal buildings, including the supply, installation and configuration of printing devices, ongoing maintenance support, user training, and onsite dedicated technical staff. The equipment specification spans four categories of multifunction devices: desktop units (40 PPM colour), medium-volume mono units (30 PPM), high-volume devices (65 PPM), and production high-end devices (80 PPM). Specifications include duplex printing as standard, mobile printing support, centralised device and fleet management, output management with the ability to redact sensitive information, first-line help desk support, and remote assistance. The tender also includes document shredders with P-5 security level, micro-cut output, and a three-year machine warranty. Successful bidders must provide their own equipment.

The tender is evaluated on a 100-point functionality scale, with a minimum score of 80 required for shortlisting, followed by a 80/20 price and specific goals evaluation. Functionality criteria include an approach paper and methodology (non-OEM dealers must hold Platinum status and demonstrate at least three years of relevant government experience), a work plan for implementation within five working days of appointment, a Technical Manager with a relevant degree or equivalent and at least 10 years of ICT experience, and a Contract Manager with an NQF Level 7 qualification, contract drafting certification and at least 10 years of relevant experience. Bidders must also submit CVs and certified qualifications or OEM accreditation for at least five OEM-certified printer technicians, evidence of at least 10 appointment letters for comparable projects completed within the past eight years (at least seven of which must relate to projects in the North West Province), and RC1 registration documents and valid MVL1 licences for at least five bakkies. Specific goals points cover HDI ownership, youth, female and disabled ownership, and local residency. Mandatory returnable documents include CSD registration, a CK document, certified director ID copies, proof of Printing SA registration, a bank rating letter, three years of audited financial statements, and confirmation that municipal rates and taxes are not three or more months in arrears. A valid Tax Compliance Status is also required. Bids close on 21 December 2026 at 12:00 and remain valid for 120 days.

For the municipality, this contract is expected to deliver a modern, centrally managed print fleet with reduced downtime, improved security through output redaction, and dedicated onsite support for daily operations. For suppliers, the tender offers a multi-year revenue stream and the opportunity to build a track record with a local government client. Because the requirements are demanding, prospective bidders should review the document checklist carefully and confirm their OEM relationships, technician certifications, fleet availability and project references before committing to a submission.