REQUEST FOR BIDS FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR ONCE OFF SUPPLY, DELIVERY, AND INSTALLATION OF DIGITIZATION EQUIPMENT INCLUDING 3-YEAR TERM CONTRACT FOR SERVICE, REPAIR AND MAINTENANCE OF EXISTING DIGITIZATION EQUIPMENTS TO LIMPOPO DEPARTMENT OF SPORT, ARTS AND CULTURE.Closed

Overview

The Department of Sport, Arts and Culture Limpopo invites bids for a one-off supply, delivery and installation of digitization equipment, including a 3-year service, repair and maintenance contract for existing digitization equipment. Target bidders are equipment vendors/integrators with scanning hardware experience (fragile-record scanners and A2 overhead scanners) and ability to provide an SLA; compliance with tax, supplier databases, and B-BBEE considerations applies.

Requirements

• Administrative and statutory compliance: submit SBD1, SBD3.1, SBD4, and SBD6.1, signed and initialed; stay within contract terms.
• Tax and registration: provide SARS Tax Compliance Status (PIN) or CSD number; separate TCS for each JV/consortium member if applicable.
• Preferences: 80/20 system; provide proof for specific goals (e.g., 51% Black ownership, Women, Youth, etc.) via CSD report and supporting documents.
• Technical scope: supply, deliver, and install new digitization equipment (fragile-record scanner and A2 overhead scanner); brand-new gear; deliver within 12 weeks after PO; provide 5-hour user training; 6-month post-installation support; quarterly service/maintenance for three years for existing equipment; 12-month warranty for new gear (longer warranties as per SCC).
• Commercial: pricing must be firm; include all costs; bid validity 120 days; adhere to GCC and any SCC.
• Due diligence and governance: supplier due diligence may be conducted; fronting and non-compliance can disqualify.
• Delivery and risk: delivery to Polokwane, during office hours; performance security required within 30 days of award.

(Refer to TOR and attached bid docs: DSAC2026/27-B9 DIGITIZATION EQUIPMENTS; General GCC; and Pricing Schedule in the attached PDFs.)

How to Apply

• Submission deadline: 15 September 2026 at 11:00.
• Submission method: deposit in the bid box at 21 Biccard Street, Olympic Towers, Polokwane.
• Documents to submit: official bid forms (SBD1, SBD3.1, SBD4, SBD6.1) and a complete pricing schedule; ensure signing/initialing where required.
• Registrations/pre-qualifications: tax clearance, PIN/TCS, and CSD number; foreign/JV needs for each party.
• Briefing: no briefing session.
• Where to obtain documents: see DSAC Digitization TOR and Bidding Documents (e.g., TOR DIGITISATION EQUIPMENT 2026.pdf; Bid Documents Digitization 2026.pdf).
• Inquiries: writing only to Mathye J and Modiba M.V (mathyej@sac.limpopo.gov.za; modibav@sac.limpopo.gov.za).

Notes: Closing date/time and delivery specifics are in the DSAC documents; no briefing session is required.