Supply and support of ICT equipment (laptops, monitors, accessories) for trans-caledon tunnel authority

Enquiries and submissions: [email protected]

Submit proposals via email to [email protected] by the closing date and time. Late submissions will not be accepted.

Mandatory returnables:

• Valid OEM or Distributor partnership certificate.
• Fully completed pricing schedule (Annexure E). Do not modify or reproduce the provided schedule.
• SCM Bidding Forms: SBD1, SBD4, and SBD6.1, fully completed and signed.
• Two signed reference letters on clients’ letterheads with contactable details for laptop/desktop supply, or completed Annexure D.

Non-mandatory returnables:

• Valid B-BBEE Certificate (SANAS-accredited) or Sworn Affidavit for EME/QSE (Annexures J & K).
• CSD Registration Report.

Bidders failing to submit any mandatory requirement will be disqualified.

Scope: Supply and support of ICT equipment for 3 years to replace existing desktop/laptop fleet.

Deliverables:

• 14 x 13.3” Laptops (with port replicator/docking station, external keyboard, mouse, and laptop bag).
• 14 x 27” Desktop Screens.
• 10 x Keyboards & Mouse combos.
• 10 x Laptop chargers (matching OEM AC adapters).
• All equipment must be the same brand.

Technical requirements:

• Laptops: Intel® Core™ Ultra 7 CPU, 64GB DDR5 RAM, 512GB PCIe NVMe SSD, Windows 11 64-bit Enterprise (25H2+), TPM 2.0, fingerprint reader, 13.3” FHD anti-glare touchscreen, Wi-Fi 7, 8-hour battery life, Thunderbolt 4, HDMI 2.1, USB-C/A ports, hardware security features.
• Monitors: 27” IPS, 75Hz, 5ms response time, 300 nits brightness, 99% sRGB, anti-glare, 3-sided micro-edge bezel, DisplayPort 1.2, HDMI 1.4, USB hub.
• Accessories: Wireless full-size keyboard + optical mouse, USB-C docking station (charging + connectivity), laptop backpack (3 compartments + 2 pockets).

Software/Configuration:

• Pre-installed Windows 11 64-bit Enterprise and drivers.
• Factory-bundled imaging with OS and drivers.
• Supplier responsible for system configuration, implementation, and support.
• Central portal for device management (warranty, security, analytics, remediations).
• Cloud-managed solution for remote BIOS configuration, authentication enforcement, and updates.

Support:

• 3-year standard OEM warranty for all equipment.
• 48-hour turnaround for repairs/replacements from call logging.
• On-site support at TCTA offices (2nd Floor, Building No. 9, Byls Bridge Office Park, Centurion) or employee residences within 50km of TCTA. Employees outside this radius must bring equipment to TCTA.

Delivery: Equipment must be delivered within 4-6 weeks of TCTA purchase order date, or as otherwise agreed.

Support methodology:

• 48-hour turnaround for repairs/replacements from call logging.
• On-site support at TCTA offices (2nd Floor, Building No. 9, Byls Bridge Office Park, Centurion) or employee residences within 50km of TCTA.
• Employees outside 50km radius must bring equipment to TCTA for repair/replacement.
• Central portal for device management (warranty, security, analytics, remediations).
• Cloud-managed solution for remote BIOS configuration, authentication, and updates.

Company experience:

• Proof of OEM or Distributor Accreditation (letter or certificate). TCTA may verify authenticity with OEM.
• At least 2 signed reference letters on clients’ letterheads with contactable details for laptop/desktop supply, or completed Annexure D.

Personnel experience: Not specified.

Mandatory: Use the provided pricing schedule (Annexure E). Do not modify or reproduce the template.

Required details:

• Item description, quantity, unit price, total price (excl. VAT).
• Sub-total, VAT @15%, total bid price (inclusive of VAT).
• Support costs for the 3-year period are included.
• State the % of the contract subject to exchange rate variation.

Pricing schedule (Annexure E) must be fully completed as provided. Do not modify or reproduce the template. Include:

• Unit price and total price (excl. VAT) for each item.
• Sub-total, VAT @15%, and total bid price (inclusive of VAT).
• Support costs for the 3-year period are included in the pricing.
• State the % of the contract subject to exchange rate variation.

Payment terms and bonds/guarantees are not specified in the document.

Mandatory:

• Valid OEM or Distributor partnership certificate (TCTA may verify authenticity with OEM).
• Two signed client reference letters (or completed Annexure D) for laptop/desktop supply.
• SCM Bidding Forms: SBD1, SBD4, SBD6.1 (fully completed and signed).
• Tax Compliance: Submit TCS PIN (via SARS e-filing) or CSD number if no TCS PIN is available. Foreign suppliers must complete the foreign supplier questionnaire.

B-bbee:

• Submit valid B-BBEE Certificate (SANAS-accredited) or Sworn Affidavit for EME/QSE (Annexures J & K).
• For Joint Ventures: Consolidated B-BBEE Certificate (SANAS-accredited) or Sworn Affidavit.
• Sworn Affidavits must comply with Annexure F requirements (e.g., deponent details, ownership %, revenue, sector codes).
• Certificates from withdrawn verification agencies are invalid.

Additional:

• CSD Registration Report (non-mandatory but recommended).
• Bidders in service of the state or with state-employed directors/members are disqualified.

B-BBEE requirements:

• Submit valid B-BBEE Certificate (SANAS-accredited) or Sworn Affidavit for EME/QSE (Annexures J & K).
• For Joint Ventures: Consolidated B-BBEE Certificate (SANAS-accredited) or Sworn Affidavit.
• Sworn Affidavits must comply with Annexure F (e.g., deponent details, ownership %, revenue, sector codes).
• Certificates from withdrawn verification agencies are invalid and will score 0 points.
• Points are awarded based on B-BBEE Status Level (Level 1: 20 points, Level 8: 2 points, Non-compliant: 0 points).

Contract duration: 3 years.

RFQ validity period: 30 days from closing date (12 June 2026).

TCTA’s Standard Conditions of Bid apply. TCTA reserves the right to cancel or not award the bid.

Successful bidder must sign a written contract form (SBD7).

TCTA’s Standard Conditions of Bid apply. TCTA reserves the right to cancel or not award the bid.

Bids are subject to the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations, 2022.

Successful bidder must fill in and sign a written contract form (SBD7).

No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state.

General requirements:

• All equipment must be the same brand.
• Supplier is fully accountable for system configuration, implementation, service, and support.
• Bidders must specify recommendations in the allocated description box (Annexure A).
• Bidders who fail to submit any mandatory requirement will not be considered for further evaluation.

Evaluation system: 80/20 preference point system.

• Price: 80 points (lowest acceptable tender scores highest).
• Specific Goals (B-BBEE): 20 points (see B-BBEE section for breakdown).
• Total score: 100 points.
• Failure to submit proof for specific goals = 0 points for Specific Goals (not disqualified).