LEASE OF MULTI FUNCTIONALITY PHOTOCOPIERS Tender No: ETDPSETA/PHOTOCOPIERS/02 2012/13 PURPOSE The ETDP SETA wishes to lease multi functionality digital photocopiers for fourty five [45] months lease period from 01 July 2012 until 31 March 2016. BACKGROUND The ETDPSETA is a State Owned Entity [SOE] / public entity and listed in Schedules 3A to the PFMA, has established a need to lease fifteen [15] multi functionality photocopiers for a period of fourty five [45] months or less until 31 March 2016. The photocopiers will be for the Head Office in Johannesburg and all the nine provincial offices. The successful bidder must be able to exchange all machines after twenty four [24] months. Distribution of the leased photocopiers will be as follows: 1 x large office group multi-functionality [copy, print, scan and fax] will be based in ETDPSETA Head Office Bedfordview, Johannesburg 5 x Small office group multi-functionality [copy, print, scan and fax] will be based in ETDPSETA Head Office Bedfordview, Johannesburg 1 x Small office group multi-functionality [copy, print, scan and fax] will be based in ETDPSETA Gauteng Provincial Office Parktown, Johannesburg 8 x Small office group multi-functionality [copy, print, scan and fax] will be based in each ETDPSETA Provincial offices per photocopier [KZN Durban, EC East London, Limpopo Polokwane, NW Potchefstroom, FS Bloemfontein, NC Kimberly, MP Nelspruit, WC Bellville Cape Town] The successful service provider must have a national footprint, and have a next business day response to call-out. 1
PROJECT SCOPE The following are the specifications and quantities required: 1. One [1] quantity of Large Office Group - High volume multi-functionality copier [Copy, Print, Scan to e-mail, and Fax] Copier and Print Facility Copy / Print Speed ± 40 ppm A4 colour ± 60 ppm A4 B/W ± 15 ppm A3 colour ± 20 ppm A3 B/W ± 3 500 sheets; A4; 64 256 gsm ± 150 sheets; A6 A3+; custom sizes; banner 64 300 gsm Min 3,000 sheets; A4; 64 256 gsm Paper Input Manual Bypass Large Capacity Cabinet Large Capacity Cabinet ± 2,500 sheets; A4 A3+; 64 256 gsm Automatic duplexing A5 A3+; 64 256 gsm Finishing modes Offset; group; sort; staple; punch; post insertion; z- fold; centre-fold; letter-fold; booklet Output capacity ± Max.: 3,500 sheets Output capacity ± Max.: 250 sheets (w/o finisher) Stapling 100 sheets or 98 sheets + 2 cover sheets (up to 209 gsm) Stapling output capacity Max. 1,000 sheets Letter-fold Up to 3 sheets Letter-fold capacity ±20 sheets (tray) Scanner Facility: Bundled drivers: Scan to e-mail: Scan to folder: Fax Facility: Circuit: Compatibility: Network, TWAIN SMTP, TCP/IP SMB, FTP, NCP protocol (with login security) PSTN, PBX ITU-T (CCITT) G3, ITU-T (T.37) Internet Fax, ITU-T (T-38) IP Fax 2
2. Fourteen [14] Small Office Group multi-functionality copier [Copy, Print, Scan to e-mail, and Fax] Copier and Print Facility Copy / Print Speed ± 20 ppm A4 colour ± 30 ppm A4 B/W ± 10 ppm A3 colour ± 15 ppm A3 B/W ± 1,500 sheets; A4; 64 256 gsm ± 50 sheets; A6 A3+; custom sizes; banner 64 300 gsm Min 1,500 sheets; A4; 64 256 gsm Paper Input Manual Bypass Large Capacity Cabinet Large Capacity Cabinet ± 1,500 sheets; A4 A3+; 64 256 gsm Automatic duplexing A5 A3+; 64 256 gsm Finishing modes Offset; group; sort; staple; punch; post insertion; z- fold; centre-fold; letter-fold; booklet Output capacity ± Max.: 3,500 sheets Output capacity ± Max.: 250 sheets (w/o finisher) Stapling 100 sheets or 98 sheets + 2 cover sheets (up to 209 gsm) Stapling output capacity Max. 500 sheets Scanner Facility: Bundled drivers: Scan to e-mail: Scan to folder: Fax Facility: Circuit: Compatibility: Network, TWAIN SMTP, TCP/IP SMB, FTP, NCP protocol (with login security) PSTN, PBX ITU-T (CCITT) G3, ITU-T (T.37) Internet Fax, ITU-T (T-38) IP Fax 3
EVALUATION CRITERIA The evaluation of this tender shall include functionality whereby the bids will be evaluated in terms of the evaluation criteria embodied in the bid documents. The minimum qualifying score for functionality will be 48 and bids that fail to achieve the minimum qualifying score will be disqualified. Only bids that achieved the minimum qualifying score / percentage for functionality will be evaluated further in accordance with the 90/10 preference point systems prescribed in Preferential Procurement Regulations 5 and 6. EVALUATION FOR FUNCTIONALITY WILL BE AS FOLLOWS: NO FUNCTIONALITY QUALIFYING CRITERIA POINTS 1. Proof of similar projects and references to be provided. A 30 minimum of three contactable references 2. Project plan 20 3. Proof of level of training and accreditation of all technicians 20 4. Proof of physical resources available in all nine provinces and the infrastructural resources of the organisation 10 TOTAL 80 THE ETDP SETA APPLIES THE PROVISIONS OF THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, NO 5 OF 2000 and Preferential Procurement Regulations, 2011. The value of this bid is expected to exceed R1 000 000.00 (all applicable taxes included), therefore the 90/10 preference point system shall be applicable Preference points for this bid shall be awarded for: Price 90 B-BBEE status level of contributor 10 In order to facilitate a transparent selection process that allows equal opportunity to all services providers, the ETDP SETA will adhere to its policy on the appointment of services providers. 4
The ETDP SETA does not bind itself to accept the lowest quotation or any other quotation and reserves the right to accept the whole or part of the quotation. Furthermore, quotations, which are late, incomplete and unsigned, will not be accepted. Price(s) quoted must be firm, valid for three [3] months and must be inclusive of VAT. A bid will not be disqualified from the bidding process if the bidder does not submit a certificate substantiating the B-BBEE status level of contribution or is a non-compliant contributor. Such a bidder will score zero (0) out of a maximum of 10 points respectively for B-BBEE, however bidders are encouraged to submit the B-BBEE certificate COMPLIANCE QUALIFYING AND SUPPORT DOCUMENTS Covering letter/invitation to Bid CIPRO Registration documentation and proof of ownership of the organisation to be submitted Original valid Tax Clearance Certificate Budget/Pricing schedule Proof of PRODUCT Accreditation Proof of SITA Preferred Supplier Approval Preference Certificate as part of the Preferential Procurement regulations, 2001 SBD 6.1 Bidders past history SBD 8 Declaration of Interest SBD 4 Certificate of Independent Bid Determination SBD 9 NB: ALL JOINT VENTURES/CONSORTIUMS/PARTNERSHIPS must submit all the documents for each partner: BID DOCUMENTS/TENDERS PACKS All Bids/Tenders (completed in (x4) Hard Copy 1 x Original and 3x copies). Bid documents for participation are available must be downloaded from the ETDP SETA website:, Main Menu > Supply Chain Management > Tenders as from 20 April 2012 from 09h00. 5
All signed applications must be completed in hard copy addressed and posted to the Education, Training and Development Practices Sector Education and Training Authority, Riverwoods Office Park; 24 Johnson Road; Bedfordview; Johannesburg or can be hand delivered to the ETDP SETA offices on or before the specified closing date. CLOSING DATE All Bids/Tenders (completed in (x4) hard copy 1 x original and 3 x copies) should reach the ETDP SETA National Office on or before 11h00am on Friday the 18 May 2012 and clearly marked ETDPSETA/PHOTOCOPIERS/02 2012/13 Please note: Late submissions will not be considered. the applicant to ensure timeous submission. It is the responsibility of Enquiries may be directed to: Mr Cecil Dingoko Head of Department Supply Chain Management Tel: (011) 372 3327 Fax: (011) 453 5379 / 086 617 6502 Email: cecild@etdpseta.org.za The ETDP SETA applies the provisions of the Preferential Procurement Policy Framework Act, No.5 of 2000 and the Public Finance Management Act, 1999, Framework for Supply Chain Management. 6