Supplier brief: monthly computer hardware pricing and supply services for csir sites

{"closingDate":"09 September 2026","closingTime":"16h30"}

{"name":null,"email":"[email protected]","phone":null,"department":"Price Unit Price","address":"RIPTION"}

Returnable Documents: 4.6 Please provide detailed pricing using a Pricing Schedule outlined under Annexure B., Bidders are to price their quotations using the Pricing Schedule. Explanatory, Please confirm submission of the Mandatory Returnable Documents detailed below, Annexure B: Pricing Schedule

Mandatory Returnable Documents: Annexure B: Pricing Schedule; Bidder must complete Annexure A1 - Technical Requirements indicating compliance with all technical specification requirements in Annexure A - Technical Requirements; Annexure C: Standard Bidding Document (SBD) 1 Form; Annexure D: Standard Bidding Document (SBD) 4 Form; Bidder must provide a valid DELL authorisation status; Bidder must confirm in writing the OEM warranty and support services: 3 years ProSupport Plus and Accidental Damage Protection, 3 years ProSupport Plus and Next Business Day Onsite Service, 3 years ProSupport Plus and Keep Your Hard Drive.

Must be a qualified DELL Technologies partner or authorised reseller with valid DELL authorisation status. Must complete and submit SBD 1 (Invitation to Bid) and SBD 4 (Bidder's Disclosure) forms. Must provide SARS Tax Compliance Status (TCS) PIN or CSD registration number. Must not be listed in the Register for Tender Defaulters or List of Restricted Suppliers. Must confirm OEM warranty and support services (3 years ProSupport Plus). Must comply with the Preferential Procurement Policy Framework Act and related regulations.

The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific

research and technology development organisations in Africa. In partnership with

national and international research and technology institutions, the CSIR undertakes

directed and multidisciplinary research and technology innovation that contributes to the

improvement of the quality of life of South Africans. The CSIR’s main site is in Pretoria,

while it is represented in other provinces of South Africa through regional offices.

2 invitation for quotation

The Council for Scientific and Industrial Research (CSIR) invites qualified DELL

Technologies partners and authorised resellers to submit quotations for benchmarking

purposes for the supply and delivery of computer hardware.

The objective of this exercise is to assess current market pricing against existing pricing

received by the CSIR and establish a market-related benchmark for future procurements.

This RFQ does not constitute a commitment to purchase and is intended solely for

market comparison and benchmarking purposes.

3 specification / scope of work / terms of reference

Bidders are requested to provide pricing for DELL- certified configurations listed below:

3.1 Laptops

a. Dell Pro 13 Plus PB13250 [U5,16GB,512GB,Touch]

b. Dell Pro 13 Plus PB13250 [U5,32GB,512GB,Touch]

c. Dell Pro 14 PC14250 [U5,16GB,512GB,NT]

d. Dell Pro 16 PC16250 [U5,16GB,512GB,NT]

e. Dell Pro 16 (PC16250) XCTO Base[[U7,16GB,512GB,NT-Integraded graphics]]

f. Dell Pro Max 16/16XE MC16250 [U7,32GB,RTX 500,1TB]

3.2 Desktops

a. Dell Pro Max 16/16XE MC16250 [U7,64GB,RTX 500 ,1TB]

b. Dell Pro Slim QCS1250 [i7,32GB,1TB]

3.3 Screen monitors

a. Dell 22 Monitor - E2225HS - 54.48cm (21.5") Full HD

b. Dell 24 Monitor - Pro 24 Monitor - E2425HM

c. Dell 27 Monitor - Dell Pro 27 Plus QHD Monitor - P2725D

d. Dell Pro 32 Plus 4K USB-C Hub Monitor - P3225QE

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The detailed specifications are outlined under Annexure A

Note: The bidders must not offer alternative proposals to the CSIR specifications outlined in

Annexure A – Technical Specifications.

4 pricing requirements

4.1 Pricing must be provided in South African Rand (including all applicable taxes less all

unconditional discounts).

4.2 For prices subject to rates of exchange variations, the items or proportion of the

contract price subject to exchange rate variation and the rates of exchange used in

calculating the prices must be disclosed. Bidders must indicate the ROE used by

12:00 p.m. (South African Standard Time) on the date of issuing this tender. Bidders

must also indicate the source of ROE used.

4.3 The bidder must provide a total cost breakdown and escalation formula.

4.4 Price should include additional cost elements such as freight, insurance until

acceptance, duty where applicable, etc.

4.5 Payment will be according to the CSIR Payment Terms and Conditions.

4.6 Please provide detailed pricing using a Pricing Schedule outlined under Annexure B.

Bidders are to price their quotations using the Pricing Schedule. Explanatory

notes must be provided in the quotation when deviating from the Pricing

Schedule.

5 returnables

5.1 Mandatory Returnable Documents

All Mandatory Returnable Documents must be submitted by the closing date and time

of this RFQ.

Please confirm submission of the Mandatory Returnable Documents detailed below

by so indicating [Yes or No] in the table below:

Table 1

Submitted

Mandatory returnable documents

[Yes/No]

Annexure B: Pricing Schedule

Bidder must complete Annexure A1 - Technical Requirements

indicating compliance with all technical specification requirements in

Annexure A - Technical Requirements.

Note: The bidders must not offer alternative proposals to the CSIR

specifications outlined in Annexure A – Technical Specifications.

Annexure C: Standard Bidding Document (SBD) 1 Form

Annexure D: Standard Bidding Document (SBD) 4 Form

Bidder must provide a valid DELL authorisation status.

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Submitted

Mandatory returnable documents

[Yes/No]

Bidder must confirm in writing the OEM warranty and support services.

o 3 years ProSupport Plus and Accidental Damage Protection

o 3 years ProSupport Plus and Next Business Day Onsite Service

o 3 years ProSupport Plus and Keep Your Hard Drive

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ANNEXURE B: Pricing Schedule

Unit Price Unit Price

Product Specifications Quantity

excl VAT incl VAT

Dell Pro 13 Plus PB13250 [U5,16GB,512GB,Touch] 1

Dell Pro 13 Plus PB13250 [U5,32GB,512GB,Touch] 1

Dell Pro 14 PC14250 [U5,16GB,512GB,NT] 1

Dell Pro 16 PC16250 [U5,16GB,512GB,NT] 1

Dell Pro 16 (PC16250) XCTO

Base[[U7,16GB,512GB,NT-Integraded graphics]]

Dell Pro Max 16/16XE MC16250 [U7,32GB,RTX

500,1Tb]

Dell Pro Max 16/16XE MC16250 [U7,64GB,RTX 500

,1Tb]

Dell Pro Slim QCS1250 [i7,32GB,1TB] 1

Dell 22 Monitor - E2225HS - 54.48cm (21.5") Full HD 1

Dell 24 Monitor - Pro 24 Monitor - E2425HM 1

Dell 27 Monitor - Dell Pro 27 Plus QHD Monitor -

P2725d

Dell Pro 32 Plus 4K USB-C Hub Monitor - P3225QE 1

Total Amount Inclusive of

VAT

Bidder must confirm lead time in days from the

closing date of this RFQ

Bidder must confirm the price validity period in days

from the closing date of this RFQ

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Annexure C

Standard Bidding Document (SBD) 1

Part a: invitation to bid

You are hereby invited to bid for requirements of the csir

23 September CLOSING

Bid number: 9540/23/09/2026 closing date: 16:30

2026 time:

Monthly market monitoring and benchmarking of computer hardware pricing for supply and

delivery of computer hardware to all CSIR sites.

Bid response documents may be deposited in the bid box situated at (street address)

The CSIR requires that all tender submissions be submitted electronically to [email protected]. Should tender file size

exceed 25MB, bidders submit tender in multiple emails. Use the tender number 9540/23/09/2026 and the description of the

tender as the subject on your email.

Bidding procedure enquiries may be directed

To technical enquiries may be directed to:

Contact person contact person

Telephone

Number telephone number

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT registration

Number

Supplier tax central

Compliance compliance supplier

Or

Status system pin: database

No: MAAA

1 are you

2 are you a

THE ACCREDITED Yes No

Foreign based

Representative

Supplier for the

IN SOUTH AFRICA Yes No [IF YES, ANSWER THE

Goods /services

For the goods questionnaire

/Works offered?

/Services /works [if yes enclose proof] below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes

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NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax

Compliance status system pin code from the south african revenue service (SARS) and if not

Register as per 2.3 Below.

Part b: terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be

Accepted for consideration.

1.2. All bids must be submitted on the official forms provided–(not to be re-typed) or in the

Manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the

Preferential procurement regulations, 2022, the general conditions of contract (gcc)

And, if applicable, any other special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to

Enable the organ of state to verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a

Separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a

Csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies with directors who

Are persons in the service of the state, or close corporations with members persons in the service

Of the state.”

Nb: failure to provide / or comply with any of the above particulars may render

The bid invalid.

Signature of bidder:

...................................................

Capacity under which this bid is signed:

...................................................

(Proof of authority must be submitted e.g. company resolution)

Date:

...................................................

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Annexure D

Standard Bidding Document (SBD) 4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this

invitation to bid. In line with the principles of transparency, accountability,

impartiality, and ethics as enshrined in the Constitution of the Republic of

South Africa and further expressed in various pieces of legislation, it is

required for the bidder to make this declaration in respect of the details

required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the

List of Restricted Suppliers, that person will automatically be disqualified from

the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest1 in the enterprise,

employed by the state? YES /NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if

applicable, state employee numbers of sole proprietor/ directors / trustees /

shareholders / members/ partners or any person having a controlling interest

in the enterprise, in table below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any

person who is employed by the procuring institution? YES /NO

1 the power, by one person or a group of persons holding the majority of the equity of an

enterprise, alternatively, the person/s having the deciding vote or power to influence or to

direct the course and decisions of the enterprise.

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CSIR Tender Documentation

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest in the enterprise have any

interest in any other related enterprise whether or not they are bidding for this

contract? YES /NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

10.1 The Parties hereto respectively choose as their mark or trade description applied to goods,

domicilium citandi et executandi for all purposes other than with the consent of the CSIR.

of, and in connection with this agreement, the 13.6 Both Parties shall remain free to use, in the

physical addresses and contact details stated normal course of its business, its general

herein. knowledge, skills and experience incurred before,

during or after the discussions envisaged

11 Notices hereunder. (To this end, it is also recorded that

11.1 Any Notice to be given hereunder shall be given nothing in this Agreement shall be construed as

in writing and may be given either personally or constituting an exclusive arrangement between

may be sent by post or facsimile and addressed the parties and both Parties shall remain free to

to the relevant party at its domicilium citandi et explore market opportunities in the Field, unless

executandi address as chosen herein. Any notice otherwise agreed to in writing in a subsequent

given by post shall be deemed to have been agreement.)

served on the expiry of 7 (seven) working days

after same is posted by recorded delivery post or

air mail. Any notice delivered personally or sent

by facsimile shall be deemed to have been served

at the time of delivery or sending.

Request for Quotation (RFQ) for monthly market monitoring and benchmarking of

computer hardware pricing for supply and delivery of computer hardware to all CSIR

sites

RFQ Number: 9540/23/09/2026

Date of issue Wednesday, 09 September 2026

4.1 Pricing must be provided in South African Rand (including all applicable taxes less all

unconditional discounts).

4.2 For prices subject to rates of exchange variations, the items or proportion of the

contract price subject to exchange rate variation and the rates of exchange used in

calculating the prices must be disclosed. Bidders must indicate the ROE used by

12:00 p.m. (South African Standard Time) on the date of issuing this tender. Bidders

must also indicate the source of ROE used.

4.3 The bidder must provide a total cost breakdown and escalation formula.

4.4 Price should include additional cost elements such as freight, insurance until

acceptance, duty where applicable, etc.

4.5 Payment will be according to the CSIR Payment Terms and Conditions.

4.6 Please provide detailed pricing using a Pricing Schedule outlined under Annexure B.

notes must be provided in the quotation when deviating from the Pricing

[Yes/No]

Annexure B: Pricing Schedule

Bidder must complete Annexure A1 - Technical Requirements

indicating compliance with all technical specification requirements in

ANNEXURE B: Pricing Schedule

I certify that the information furnished in paragraphs 1, 2

and 3 ABOVE IS CORRECT.

in his/her capacity as .............................. ........................ ........................

and he/she being duly authorised thereto.

15 Contact Details for Purposes of Clause 10:

15.1 The CSIR

disclose to any unauthorised third parties any ofdiscussions relating to their potential collaboration in the

the Confidential Information of the DisclosingField as likewise described therein; are by virtue thereof

are required to disclose Confidential Information to one Party without the prior written consent of the

another, and have agreed to do so subject to the terms Disclosing Party;

and conditions as set out in this agreement. 3.1.3 to use the same degree of care (and in any event

not less than reasonable care) to safeguard the

2 Definitions confidentiality of the Disclosing Party’s

2.1 The following words and/or phrases, when used Confidential Information that it uses to protect its

in this agreement, shall have the following own information of like kind;

meanings: 3.1.4 to limit any disclosure of such Confidential

2.1.1 “Confidential Information” shall mean all Information only to those of its employees and

scientific, technical, business, financial, past, professional advisors who have a specific need –

present or future research, development, to- know to access such Confidential Information

business activities, products, services and and either entered into a written agreement which

technical knowledge or marketing information , impose, or are otherwise bound by the same

whether inside or outside the Field, which one restrictions as those imposed upon it by virtue of

party (the “Disclosing Party”) discloses to the this agreement;

other party (the “Receiving Party”) in connection 3.1.5 not to disclose or reveal to any third party,

with the discussions, and either has been whomsoever, either the fact that discussions or

identified in writing as confidential or is of such a negotiations are taking, or have taken, place

nature (or has been disclosed in such a way) that between the Parties; the content of any such

it should be obvious to the Receiving Party that it discussions, or other facts relating to the

constitutes Confidential Information. (Without Disclosing Purpose;

limiting the generality of the aforegoing, 3.1.6 on termination of this agreement, to act with the

“Confidential Information” shall include any Disclosing Party’s Confidential Information in

information that falls within the definition of accordance with a Notice delivered to it by the

‘Personal Information’ Disclosing Party, and if no such Notice is

2.1.2 “Disclosing Party” shall mean the Party delivered to the Recipient, to destroy the

disclosing Confidential Information under this Disclosing Party’s Confidential Information in a

agreement; similar manner to which it would destroy its own

2.1.3 “Disclosing Purpose” shall mean, as pertains to Confidential Information.

any particular joint opportunity(ies) in the Field,

the discussions held or to be held between the 4 Protection of Personal Information

Parties regarding their possible collaboration and 4.1 The Party(ies) undertake(s) to:-

future working relationship with regards to any 4.1.1 comply with the provisions of POPI as well as all

such opportunity(ies); applicable legislation as amended or substituted

2.1.4 “Effective Date’ shall mean the date of the from time to time;

commencement of this agreement herein”; 4.1.2 treat all Personal Information strictly as defined

2.1.5 “Notice” shall mean a written document within the parameters of POPI;

addressed by one Party to the other and either 4.1.3 process Personal Information only in accordance

delivered by hand; sent per registered post or with the consent it was obtained for, for the

telefaxed to the addresses as indicated herein”; purpose agreed, any lawful and reasonable

2.1.6 “Personal Information” means any information written instructions received from the applicable

that falls within the definition of ‘Personal Responsible Party and as permitted by law;

Information’ as defined in the Protection of 4.1.4 process Personal Information in compliance with

Personal Information Act, No (“POPI”); the requirements of all applicable laws;

2.1.7 “Receiving Party” shall mean the Party receiving 4.1.5 secure the integrity and confidentiality of any

Confidential Information under this agreement; Personal Information in its possession or under

“Responsible Party” means a public or private body its control by taking appropriate, reasonable

or any other person which, alone or in conjunction technical and organisational measures to prevent

with others, determines the purpose of and means for

loss, damage, unauthorised destruction, access, processing personal information, as defined in POPI.

use, disclosure or any other unlawful processing

of Personal Information;3 Obligation of Confidentiality

© Csir 2017

Version: July 2017

Csir mutual NDA 2017

4.1.6 not transfer any Personal Information to any third 5.1 The Receiving Party recognises that this

party in a foreign country unless such transfer agreement is not intended to restrict use or

complies with the relevant provisions of POPI disclosure of any portion of the Disclosing Party’s

regarding transborder information flows; and Confidential Information which:

4.1.7 not retain any Personal Information for longer 5.1.1 is as at the Effective Date, or later, made known to

than is necessary for achieving the purpose in the public or otherwise enters the public domain

terms of this Agreement or in fulfilment of any through no default by the Receiving Party of its

other lawful requirement. obligations under this Agreement;

4.2 The Party(ies) undertake(s) to ensure that all 5.1.2 it can show was in its possession prior to the

reasonable measures are taken to: earliest disclosure by the Disclosing Party, as

4.2.1 identify reasonably foreseeable internal and evidenced by written documents in its files;

external risks to the Personal Information in its 5.1.3 is rightfully received by it from a third party having

possession or under its control; no obligation of confidentiality to the Disclosing

4.2.2 establish and maintain appropriate security Party;

safeguards against the identified risks; 5.1.4 is independently developed by the Receiving

4.2.3 regularly verify that the security safeguards are Party by a person(s) who did not have access to

effectively implemented; the Confidential Information of the Disclosing

4.2.4 ensure that the security safeguards are Party;

continually updated in response to new risks or 5.1.5 is disclosed by the Receiving Party after receipt of

deficiencies in previously implemented written permission from the Disclosing Party; or

safeguards; 5.1.6 it is requested or required by subpoena, court

4.2.5 provide immediate notification to the Responsible order, or similar process to disclose, provided

believe that the Personal Information has been Receiving Party’s compliance with the provisions

accessed or acquired by any unauthorised of this agreement.

person;

4.2.6 remedy any breach of a security safeguard in the 6 Ownership and Provision of Infomration

shortest reasonable time and provide the 6.1 The Disclosing Party shall retain ownership of all

and, if applicable, the reasonable measures hereunder.

implemented to address the security safeguard 6.2 Nothing contained in this agreement or in any

breach; disclosures made hereunder shall create or imply,

4.2.7 provide immediate notification to the Responsible or be construed as to grant to the Receiving Party

suspects that, Personal Information has been Information and/or any intellectual property rights

processed outside of the purpose agreed to or attached thereto, or act as a waiver of any rights

consented to; that the Disclosing Party may have to prevent

4.2.8 provide the Responsible Party, upon request, with infringement or misappropriation of any patents,

all information of any nature whatsoever relating patent applications, trademarks, copyright, trade

to the processing of the Personal Information for secrets, know-how or other intellectual property

the purpose in terms of this Agreement and any rights owned or controlled by the Disclosing Party

applicable law; and as at the Effective Date.

4.2.9 notify the CSIR, if lawful, of receipt of any request 6.3 The Disclosing Party provides the Confidential

for access to Personal Information, in its Information "as is" and accordingly no disclosure

possession and relating to the CSIR. thereof by it hereunder shall constitute any

4.3 The CSIR reserves the right to inspect the representation, warranty, assurance, guarantee or

well as the technical and organisational to infringement of patents or other rights of third

information security measures employed by the parties, nor is any warranty or representation as

contracting Party to ensure compliance with the to the accuracy, completeness, or technical or

provisions of clause 4. scientific quality of any of the Disclosing Party’s

4.4 The provisions of clause 4 shall survive the Confidential Information provided hereunder.

termination of this Agreement, regardless of (For the avoidance of doubt it is stated expressly

cause, in perpetuity. that the Disclosing Party neither makes, nor have

made, any representation or warranty as to the

8.1 Each party represents that its compliance with the on behalf of the parties.

provisions of this agreement will not violate any 13.4 No public announcement, such as a media

duty which such party may have towards any third release, or disclosure beyond those disclosures

party, including obligations concerning the authorised for Confidential Information hereunder

provision of services to others, confidentiality of may be made by either party concerning this

information and assignment of inventions, ideas, agreement without the prior written approval of

patents or copyright. the other party.

13.5 Neither party is, by virtue of this

9 Breach agreement, authorised to use the name, logo(s) or

9.1 It is acknowledged that the breach of this trademarks of the other in connection with any

agreement by the Receiving Party would cause advertising, publicity, marketing or promotional

the Disclosing Party irreparable injury not materials or activities, or for any other purpose

compensable in monetary damages alone. whatsoever, without the prior written consent of

of a breach, the Disclosing Party, in addition to its also recognised that, under the provisions

other remedies, is entitled to a restraining order, of section 15 (1) of the Merchandise Marks Act,

preliminary injunction or similar relief so as to Act No of the Republic of South Africa,

specifically enforce the terms of this agreement or the use of the abbreviation of the name of the

prevent, cure or reduce the adverse effects of the Council for Scientific and Industrial Research,

breach. "WNNR" and CSIR , is prohibited in connection

with any trade, business, profession or

of the South African courts to hear any dispute

© Csir 2017

Version: July 2017

and

The Bidder (Name)....................................................................................

Company registration number:............ ..................................................., with

limited liability duly incorporated under the applicable laws of the Republic of South

Bidders must hold a valid DELL authorisation. They must confirm in writing the OEM warranty and support services: 3 years ProSupport Plus and Accidental Damage Protection. They must state the lead time in days from the closing date and the price validity period in days from the closing date. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. They must be tax compliant, evidenced by a SARS TCS PIN or CSD registration.

Bids are assessed on compliance with mandatory returnable documents, technical specifications, pricing, and the written confirmation of OEM warranty and support services. The stated lead time and price validity period are also evaluated.