Supply and delivery of IT equipment (laptops, desktops, monitors, accessories) for DFFE – SITA RFB 740 transversal contract (inland region)

Closing date: 17 August 2026 at 11:00 AM. Requests for clarification must be submitted at least 7 calendar days before the closing date. No briefing session is applicable or compulsory.

SCM Enquiries: SCM Practitioners, Phone: 012 399 9892, Email: [email protected]. Submission address: Department of Forestry, Fisheries and the Environment, 473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria/Tshwane.

Submit bids by the closing date and time to the bid box at: Department of Forestry, Fisheries and the Environment, 473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria/Tshwane. Late bids will not be accepted. Required returnable documents: Master Bid Document (provided and bound), Electronic Copy (USB, identical to master), SBD 1 (Invitation to Bid, completed and signed), CSD registration number/proof, Tax Compliance (SARS TCS PIN or CSD number), SBD 3.2 (Pricing Schedule, completed), SBD 4 (Bidders Disclosure, completed and signed), SBD 6.1 (Preference Points Claim Form, completed and signed), Consent and Indemnity Form (Annexure C, completed and signed). For joint ventures/consortia: signed JV agreement. Bids must be submitted on official forms. Failure to comply with any of these requirements may render the bid invalid. Enquiries must be submitted in writing at least 7 days before the closing date.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

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

Date: .................................

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

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

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

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

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

Supply and deliver IT equipment from SITA RFB 740 transversal contract suppliers (Dell, HP, Lenovo). Items include: 519 standard laptops (Windows 11 Pro, Intel Core Ultra 5 235U vPro, 16GB DDR5, 512GB SSD, 14" WUXGA, 3-year warranty), 10 GIS laptops (Intel Core Ultra 7 255H, 32GB DDR5, 1TB SSD, NVIDIA GPU, 15" FHD+), 546 All-in-One desktops (23.8" FHD, Intel Core Ultra 5 245 vPro, 16GB DDR5, 512GB SSD), 10 monitors (24-inch), 519 backpacks (15", water-resistant, 18L), 10 trolley bags (16", 28L), 10 port replicators/docking stations, 1085 cable locks, and 10 GIS All-in-One computers. All equipment must meet detailed specifications (e.g., vPro capability, Energy Star compliance, 3-year warranty). Delivery within 3 months of SLA signing and purchase order receipt.

Quality requirements: All IT equipment must meet specified technical standards (e.g., Intel processors, DDR5 RAM, SSD storage, Energy Star compliance, EPEAT registration). Equipment must include 3-year warranties with Next Business Day Onsite Service, Accidental Damage Protection, and Keep Your Hard Drive options. Software: Windows 11 Pro, Absolute DDS Professional with 3-year NETTRACE for asset tracking and management.

Pricing: Submit SBD 3.2 Pricing Schedule with comprehensive offer inclusive of all costs, expenses, and taxes. Prices are firm for 60 days, thereafter adjusted based on SARB prevailing rates. For non-firm prices, adjustments use the formula: Pa = (1-V)Pt

• (D1 + D2 + ...) + VPt, where V=15%, Pt=original bid price, and D1, D2... are cost factors (e.g., labour, transport). Breakdown of price factors must total 100%. For foreign currency, provide financial institution details, currencies used, and exchange rate adjustments based on average monthly rates from a commercial bank (proof required).

Pricing must be comprehensive, inclusive of all costs, expenses, and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Submit SBD 3.2 Pricing Schedule. Prices are firm for 60 days, thereafter pegged to SARB prevailing rates. Price adjustments for non-firm prices allowed as per specified formula. Comparative prices after 60 days consider prevailing rates and unconditional discounts. DFFE reserves the right to negotiate prices with recommended providers. Payment terms: not specified beyond comprehensive cost inclusion.

Mandatory compliance: CSD registration (submit MAAA number or registration report), Tax Compliance (SARS TCS PIN or printed certificate; each party in a consortium/JV must submit separately). Bidders must be authorized dealers for Dell/HP/Lenovo with OEM certificates and accredited on SITA RFB 740 with a signed letter. Submit SBD 4 (Bidders Disclosure) and SBD 6.1 (Preference Points Claim) with valid B-BBEE certificate (SANAS, CIPC, or sworn affidavit). Foreign suppliers: complete questionnaire if applicable. Failure to disclose CSD-registered linked companies or non-compliance with tax/CSD requirements disqualifies the bid. Bidders in service of the state or with state-employed directors/members are disqualified.

Procurement regulations 2022

and serves as a claim form for preference points for specific goals.

Nb: before completing this form, tenderers must study the

1.1 The following preference point systems are applicable to invitations to tender:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

applicable taxes included); and

1.2 To be completed by the organ of state

a) The applicable preference point system for this tender is the 80/20 preference point

system.

b) The 80/20 preference point system will be applicable in this tender. The lowest/

highest acceptable tender will be used to determine the accurate system once

tenders are received.

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

shall be awarded for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of

this tender to claim points for specific goals with the tender, will be interpreted to mean

that preference points for specific goals are not claimed.

of 5

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is

adjudicated or at any time subsequently, to substantiate any claim in regard to

preferences, in any manner required by the organ of state.

(a) “tender” means a written offer in the form determined by an organ of state in

response to an invitation to provide goods or services through price quotations,

competitive tendering process or any other method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and

includes all applicable taxes less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the

time of bid invitation, and includes all applicable taxes;

(d) “tender for income-generating contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination of

income-generating contracts through any method envisaged in legislation that will

result in a legal agreement between the organ of state and a third party that produces

revenue for the organ of state, and includes, but is not limited to, leasing and disposal

of assets and concession contracts, excluding direct sales and disposal of assets

through public auctions; and

(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No.

).

3.1. Points awarded for price

3.1.1 The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

80/20

Pt−Pmin

Ps= 80(1− )

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income

3.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

of 5

80/20

Pt−Pmax

Ps= 80(1+ )

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20

or 90/10 preference point system will apply and that the highest acceptable

tender will be used to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to

determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the

90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

(Note to organs of state: Where the 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

of 5

points points

claimed allocated

(80/20

The specific goals allocated points in terms of (80/20 system) system)

this tender

(To be (To be

completed by completed by

the organ of the tenderer)

state)

More than 50% (fifty percent) ownership by Black people 20

More than 50% (fifty percent) ownership by Women 20

More than 50% (fifty percent) ownership by people with 20

disabilities

Framework act, 2000 (act NO. ) and the preferential procurement

Regulations, 2022.

9.5.9 For service providers to claim preference points the following must be adhered to:

a) Submit a complete and signed SBD 6.1,

b) Submit a valid B-BBEE Status Level Verification Certificate issued by SANAS, or Accredited

commissioned by the Commissioner of Oaths together with their bids.

c) Submit CSD Registration Report or MAAA number

NB: Failure on the part of a tenderer to submit proof or documentation stated above in terms of this tender

to claim preference points for specific goals with the tender, will be interpreted to mean that

preference points for specific goals are not claimed.

Contract terms: Successful bidder must sign SBD7 (Written Contract Form). Contract is subject to Preferential Procurement Policy Framework Act, 2000, and General Conditions of Contract (GCC). Special conditions may apply. Offer validity: 120 days from closing date. Delivery: Once-off purchase within 3 months of SLA signing and purchase order receipt. DFFE reserves the right to negotiate prices and not award to the lowest bidder if prices are not market-related.

1.1 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, 1996 (Constitution), and further

expressed in the various applicable legislation, it is required for the

bidder to make this declaration in respect of the details required

hereunder.

1.2 If a person is listed in the Register for Tender Defaulters and/or the List

of Restricted Suppliers, that person will automatically be disqualified

from the bid process.

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

/ partners of the bidder employed by an organ of state, as defined in

section 239 of the Constitution? YES/NO

2.2 If YES, furnish particulars of the names, individual identity numbers, in

the table below:

state

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.

Sbd4

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

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

2.3.1 If so, furnish particulars:

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

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

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

2.4 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

2.4.1 If so, indicate all companies registered in the CSD in the table below:

Supplier registration number Status (active/inactive/deleted)

(Maaa)

undersigned, in submitting the accompanying bid, do hereby make the

following statements that I certify to be true and complete in every respect:

3.1 I have read and I understand the contents of this disclosure.

3.2 I understand that the accompanying bid will be disqualified if this

disclosure is found to be false.

3.3 The bidder has arrived at the accompanying bid independently from, and

without consultation, communication, agreement or arrangement with

any competitor.

3.4 In addition, there have been no consultations, communications,

agreements or arrangements with any competitor regarding the quality,

quantity, specifications, prices, including methods, factors or formulas

used to calculate prices, market allocation, the intention or decision to

submit or not to submit the bid, bidding with the intention not to win the

bid and conditions or delivery particulars of the products or services to

which this bid invitation relates.

Sbd4

3.5 The terms of the accompanying bid have not been, and will not be,

disclosed by the bidder, directly or indirectly, to any competitor, prior to

the date and time of the official bid opening or of the awarding of the

contract.

3.6 There have been no consultations, communications, agreements or

arrangements made by the bidder with any official of the procuring

institution in relation to this procurement process prior to and during the

bidding process except to provide clarification on the bid submitted

where so required by the institution; and the bidder was not involved in

the drafting of the specifications or terms of reference for this bid.

3.7 I am aware that, in addition and without prejudice to any other remedy

provided to combat any restrictive practices related to bids and contracts,

bids that are suspicious will be reported to the Competition Commission

for investigation and possible imposition of administrative penalties in

terms of section 59 of the Competition Act, 1998 (Act No. )

and or may be referred to law enforcement agencies for criminal

investigation and or may be restricted from conducting business with the

state for a period not exceeding 10 years in terms of the Prevention and

Combating of Corrupt Activities Act, 2004 (Act No. ) or any

other applicable legislation.

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

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

National treasury central supplier database (csd) registration

name registration number number

venture comp 2

Supplier tax compliance system pin: central

/Services offered?

The goods [if yes, answer the

/Services [if yes enclose proof] questionnaire below]

Offered?

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

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

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

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

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.

Evaluation phases: Pre-compliance (SCM documents, tax, CSD), Mandatory Requirements (OEM certificate, SITA RFB 740 accreditation), Technical Specifications (100% compliance required), Price and Preference Points (80/20 or 90/10 system). Price scoring: Ps = 80(1 - (Pt-Pmin)/Pmin) for 80/20 or Ps = 90(1 - (Pt-Pmin)/Pmin) for 90/10. Preference points: 20 (80/20) or 10 (90/10) for >50% ownership by Black people, Women, or people with disabilities. Submit SBD 6.1, B-BBEE certificate, and CSD registration to claim points. Non-compliance in any phase disqualifies the bid.