Supply and delivery of laptops, desktops, and accessories for south african national petroleum company

• Briefing (non‑compulsory): 09 April 2026 @ 11:00 am – MS Teams (request link by emailing SANPCprocurement@sa‑npc.co.za by 10:30 am same day).
• Query deadline: 3 days before closing (by 25 April 2026). Queries to be sent to SANPCprocurement@sa‑npc.co.za with reference number in subject.
• Closing date & time: 28 April 2026 @ 11:00 am (online via e‑Tender portal or physical delivery as described).
• Bid validity period: 120 days from closing date.
• Service‑level compliance notice period: 30 days written notice for contract cancellation if service levels not met.

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• Submit two sealed envelopes: Envelope 1 – Technical Tender (hard copy + 1 USB copy); Envelope 2 – Commercial Tender (administrative documents, pricing schedule + 1 USB copy).
• Delivery options:

– Hand‑deliver to SANPC Facility, 3rd Floor Reception, 151 Frans Conradie Drive, Parow, Cape Town 7500 (public access 08:00‑16:00 weekdays).

– Courier to the same address (must be in the tender box by the closing time).

– Online upload to the National Treasury e‑Tender portal (www.etenders.gov.za) – upload must be completed a few days before the deadline, not on the day of closing.

• Closing date & time: 28 April 2026 @ 11:00 am. Late or incorrectly addressed submissions will be rejected.
• Required returnable documents (must be submitted with the proposal):

– Form of Offer

– Detailed pricing schedule (incl. USB copy)

– Proof of CSD registration number

– Mandatory returnable documents (as listed in Part 5)

– Returnable documents used for scoring (reference letters, financial viability evidence, etc.)

– Essential returnable documents (signing power resolution, certificates of acquaintance, B‑BBEE certificate or sworn affidavit, breach‑of‑law form, etc.)

• Disqualification risks: late/incomplete quotations, missing any mandatory returnable document, failure to provide proof of authorised reseller status or MIL‑STD‑810H testing evidence, non‑compliance with CSD or tax clearance, or any attempt to canvass SANPC staff after closing.

• Stage 1 – Test for Responsiveness:

– Step 1: Administrative responsiveness (on‑time receipt, all mandatory returnable documents completed and valid).

– Step 2: Substantive responsiveness (complete price schedule, CSD registration, compliance with scope, authorised reseller proof, MIL‑STD‑810H testing evidence). Failure in any step = disqualification.

• Stage 2 – Technical/Functionality Evaluation:

– Minimum threshold: 70 % technical score.

– Weightings: Reference letters 40 %, Financial viability 25 % (bank guarantee ≥ R1 M), International warranty 35 %.

– Scores rounded to two decimal places.

• Stage 3 – Weighted Scoring:

– Price score (80 % under 80/20 system or 90 % under 90/10 system depending on contract value).

– Specific Goals (B‑BBEE) score (20 % under 80/20 or 10 % under 90/10). Maximum 20 % points for specific goals (51 % Black‑owned 10 %, EME/QSE 5 %, Black‑women 5 %).

– Total score = Price points + Specific‑Goal points (must be the highest unless justified otherwise per PPPFA).

• Post‑Tender Negotiation:

– SANPC may negotiate with the highest‑ranked bidder (and sequentially with 2nd/3rd) if price is not market‑related.

– Best‑and‑final‑offer (BAFO) must be submitted; negotiated price becomes final for award.

• Award decision based on highest total points, subject to compliance and market‑related price.

• Scope: Supply and deliver laptops, desktops and related accessories as per Annexure A (detailed specifications).
• Minimum product requirements: evidence of MIL‑STD‑810H testing; authorised reseller status (certificate/letter not older than 12 months); complete Bill of Materials covering all items.
• Service levels: 95 % compliance on random checks and on‑time delivery; dedicated account representative; telephone contact for service calls; SANPC may replace any team member not adding value.
• Risk mitigation: bidders must describe controls for quality, continuity and overall service performance.
• Delivery: fixed‑price offers in ZAR (VAT inclusive); price fixed for one year; exchange‑rate details required only for overseas payments.
• Additional: bidders may be required to provide proof of international warranty coverage.

• Pricing must be quoted in South African Rand, VAT inclusive, and remain fixed for the contract period (one year).
• Detailed quotation and breakdown required in the pricing schedule (and USB copy).
• Bid validity: 120 days from the closing date.
• No explicit performance bond mentioned, but SANPC may request audited financial statements or guarantee letters (minimum R1 M) during due‑diligence.
• Payment terms: not specified; however, price must be market‑related and may be subject to post‑tender negotiation.
• Exchange‑rate clause applies only if payment is to be made overseas; rates based on SARB rate 7 days before closing.

• Register on the National Treasury Central Supplier Database (CSD) and submit proof of registration.
• Tax compliance: must be tax‑clear and maintain compliance for the contract term (SARS clearance required).
• B‑BBEE: submit valid B‑BBEE certificate or sworn affidavit to claim specific‑goal points.
• POPI: comply with the Protection of Personal Information Act; process SANPC data only as authorised.
• Provide all mandatory, scoring and essential returnable documents (including certificates of acquaintance, breach‑of‑law form, signing‑power resolution, etc.).
• Maintain validity of Tax Clearance Certificate and B‑BBEE verification throughout the contract; failure may lead to termination.
• All other applicable laws and regulations (e.g., Occupational Health & Safety) must be observed.