THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SUPPORT AND MAINTENANCE OF 149 KODAK SCANNERS and 32 KODAK DIGITIZERS FOR THE DEEDS REGISTRIES: NORTH GAUTENG DEEDS REGISTRY, SOUTH GAUTENG DEEDS REGISTRY, WESTERN CAPE DEEDS REGISTRY, KWAZULU NATAL DEEDS REGISTRY, EASTERN CAPE DEEDS REGISTRY: QONCE, EASTERN CAPE DEEDS REGISTRY: MTHATHA, NORTHERN CAPE DEEDS REGISTRY, FREE STATE DEEDS REGISTRY, NORTH WEST DEEDS REGISTRY: VRYBURG, MPUMALANGA DEEDS REGISTRY, LIMPOPO DEEDS REGISTRY AND OFFICE OF THEClosed

Overview

Procurement of a service provider to provide on-site support and maintenance for 149 Kodak scanners and 32 Kodak digitizers across multiple Deeds Registries for a 36-month period. Bidders should have proven scanners/digitizers maintenance experience, manufacturer accreditation for the equipment, nationwide service capability, and the capacity to meet an SLA with rapid response and on-site repairs.

Requirements

• Proven experience in maintenance and support of document scanners and microfilm digitizers (provide reference letters).
• Manufacturer accreditation letter/certificate proving the bidder is authorized to maintain and service the equipment.
• Compliance registrations: be registered on the Central Supplier Database (CSD); provide tax compliance/status (PIN/TCS) or CSD number; if part of a consortium, each party must meet tax/CSD requirements.
• Authority to sign: include appropriate resolutions or proof of authority to sign tender documents (board resolutions, etc.).
• Service capability: regional footprint and a plan to cover all required provinces; availability of qualified technicians per province; detailed SLA framework (response times, resolution times, escalation, helpdesk, monitoring) and monthly SLA reporting.
• Mandatory tender disclosures: complete SBD forms as attached; submit all required documents with the bid (SBD 1, 3.3 pricing, 4, 5, 6.1, etc.).
• On-site service terms: onsite maintenance for 36 months; 2-hour response, 8-hour on-site repair; loaner unit if repair exceeds 8 hours; all parts and travel included in pricing (see Terms of Reference for details).

How to Apply

• Submission deadline: 28 July 2026 at 11:00. No briefing session will be conducted. (see DLRRD CRD-04 2026/27 Bid Document)
• Submission method and location: sealed bid deposited in the Bid Box at Department of Land Reform and Rural Development, 600 Lilian Ngoyi Street, Pretoria 0001.
• Documents to submit (illustrative; refer to attached bid document):
  • Authority to Sign the Standard Bidding Documents
  • Invitation to Bid (SBD 1)
  • Pricing Schedule (SBD 3.3)
  • Declaration of Interest (SBD 4)
  • National Participation Programme (SBD 5) and Preference Points Form (SBD 6.1)
  • Supplier Maintenance form and GCC (as applicable)
  • Terms of Reference (TOR) and complete bid forms
  • Evidence of CSD registration and tax compliance (PIN/CSD as required)
• Enquiries contact: technical: Ms. Nobukhosi Toise (Nobukhosi.Toise@deeds.gov.za, 082-383-6759); bid administration: Mr. Buti Matjila (Buti.Matjila@deeds.gov.za, 082-385-4570).
• Where to obtain bid documents: primary bid package referenced as DLRRD (CRD-04) 2026/27 Bid Document (PDF).