Supply and delivery of laptops and desktops

Closing date: 27 November 2026 at 11:00

Compulsory briefing session: none (N/A)

Final date for consolidated clarification questions: 13 November 2026

SABS clarification responses issued: 18 November 2026

Intention to Respond (Appendix C) due: 27 November 2026

Evaluation of proposals: to be announced

Award of tender: to be announced (next BAC seating)

Enquiries

• Contact: Lerato Monyepao
• Role: Supply Chain Management
• Email: [email protected]
• Telephone: not stated

Submission

• Email: [email protected]

Service delivery address

SABS Head Office

1 Dr Lategan Road

Groenkloof

Pretoria

0001

Submission method: email only

• Email: [email protected]
• Subject line must show the RFP number (202132) and description.
• Format: PDF files, zipped if needed; total size must not exceed 14 MB.
• Links and WeTransfer transfers are rejected.
• Send at least 15 minutes before the 11:00 deadline to avoid network delays.
• Late submissions are not accepted.
• The submission email is for proposals only; do not send questions there.

Returnable documents (all must be completed and signed):

• Appendix A: Scope of Work acknowledgement.
• Appendix B: Quotation/Pricing Requirement.
• Appendix C: Intention to Respond, due by 27 November 2026.
• Appendix D: SBD 4 Bidder's Disclosure.
• Appendix E: Signed Non-Disclosure Agreement.
• Appendix F: SBD 6.1 Preference Points Claim Form.
• Appendix G: SBD 1 Invitation to Bid.
• Appendix H: CSD Report or proof of banking details for international suppliers.
• Appendix I: B-BBEE certificate or sworn affidavit for specific goals.
• Appendix J: Management Summary, including the Statement of Compliance.
• Annexure K: Statement of Compliance.
• Appendix L: RFP Document acknowledgement.
• Appendix M: Audited Financial Statements.
• Appendix N: Signed Technical Specification Checklist.
• Appendix O: Request for Proposal Enquiry form.

Disqualification risks:

• Omitting or leaving unsigned any returnable document.
• Submitting after the closing time.
• Contacting SABS staff other than the designated enquiry contact, or canvassing.
• Misrepresenting any material fact.

Evaluation stages:

1. Mandatory requirements (pass/fail):

• Accredited OEM partner or reseller certificate/letter for the proposed laptop and desktop brands.
• Technical specification checklist (Appendix N) fully aligned to the specifications, supported by product certificates, technical data or brochures.
• Financial stability evidence: three years of signed audited or independently reviewed annual financial statements, or certified financial statements, or cash and cash equivalents, or a credit agreement from the OEM, a registered credit provider or a bank.
• Written OEM confirmation of a minimum four-year warranty covering entitlement, support level and expiry for all equipment.
• Each mandatory requirement must be cross-referenced to a unique location in the bid (chapter, section, page).

2. Functionality (minimum threshold 75%):

• Company track record for laptops (40% weight): scored 0–5 based on the number of contactable reference letters for laptop supply and delivery completed within the past 5 years (0 letters = 0; 1 = 1; 2 = 2; 3 = 3; 4 = 4; 5 or more = 5).
• Company track record for desktops (30% weight): scored 0–5 on the same basis for desktop supply and delivery references within the past 5 years.
• Delivery schedule and timelines (30% weight): scored 0–5 based on written confirmation of delivery within the following periods after receipt of a purchase order: no schedule = 0; more than 9 weeks = 1; more than 7 and up to 9 weeks = 2; more than 5 and up to 7 weeks = 3; more than 3 and up to 5 weeks = 4; 3 weeks or less = 5. All laptops and desktops must be delivered by the end of March 2027.

3. Price and specific goals:

• Preference points system: either 80/20 or 90/10, determined after bids are received using the lowest acceptable tender.
• Price points: 80 or 90.
• Specific goals points: 20 (80/20 system) or 10 (90/10 system).
• Specific goals scoring:

• Black ownership: 100% = 10 points (90/10) or 5 points (80/20); 75%–99% = 8 or 4; 60%–74.99% = 6 or 3; 51%–59.99% = 4 or 2; 1%–50.99% = 2 or 1; 0% = 0.

• Black women ownership: 100% = 6 or 4; 51%–99% = 4 or 2; 1%–50.99% = 2 or 1; 0% = 0.

• Ownership by persons living with disabilities: 100% = 4 or 2; 51%–99% = 2 or 1; 0%–50.99% = 0.

• Bidders must submit proof to claim specific goals points; otherwise no points are awarded.

Scope

• Supply and delivery of business-class laptops, workstations, monitors, Bluetooth mice, keyboards and docking stations.
• Include warranty support, maintenance and lifecycle management; exclude asset disposal.
• Devices must support AI and IoT workloads: minimum Intel Core Ultra 5 or AMD Ryzen 5 Pro processor, 16 GB RAM, dedicated Neural Processing Unit (NPU), and a GPU capable of machine-learning tasks.
• Connectivity: Wi-Fi 6E, Bluetooth 5.2, multiple USB-C/Thunderbolt ports.
• Preferred brands: HP, DELL and Lenovo; equivalent OEMs meeting or exceeding all requirements will be considered.

Quantities

Laptops (total 260):

• High-Performance Business Laptop Category L2 16": 30
• High-Performance Business Laptop Category L2 14": 32
• Premium Business Laptop Category L1: 18
• High Memory Business Laptop Category L4: 30
• Mid-Range Business Laptop Category L3: 100
• Mid-Range Business Laptop with Touch Screen Category L3: 50

Desktops (total 87):

• Desktop Category W2 Office PC: 37
• Desktop (Operational Technology) Category W2: 50

Key specifications by category

• L1 Premium (18): Intel Core Ultra 7 / i7 vPro or AMD Ryzen 7 Pro; NPU 40 TOPS; 32 GB RAM; 1 TB NVMe SSD; 14" FHD+/QHD; Windows 11 Pro; Wi-Fi 6E; mobile SIM slot; 5 MP AI webcam; TPM 2.0 and fingerprint reader; USB-C docking; 4-year premium onsite warranty; backpack; wireless mouse and keyboard combo.
• L2 14" (32): Intel Core Ultra 7 / i7 vPro or AMD Ryzen 7 Pro; NPU 40 TOPS; 16 GB RAM; 512 GB NVMe SSD; 14" WUXGA (1920×1200); Windows 11 Pro; Wi-Fi 6E; mobile SIM slot; 5 MP AI webcam; TPM 2.0 and fingerprint reader; USB-C docking; 4-year premium onsite warranty; backpack; wireless mouse and keyboard combo.
• L2 16" (30): as L2 14" but with 16" WUXGA display.
• L3 Mid-range (100): Intel Core Ultra 5 or AMD Ryzen 5 Pro; NPU 40 TOPS; 16 GB RAM; 512 GB NVMe SSD; 16" WUXGA anti-glare; Windows 11 Pro; Wi-Fi 6E; mobile SIM slot; 5 MP AI webcam; TPM 2.0 and fingerprint reader; USB-C docking; 4-year premium onsite warranty; backpack; wireless mouse and keyboard combo.
• L3 Mid-range Touch (50): Intel Core Ultra 5 or AMD Ryzen 7 Pro; NPU 40 TOPS; 16 GB RAM; 512 GB NVMe SSD; 14" LED FHD (1920×1080) touch screen; Windows 11 Pro; Wi-Fi 6E; mobile SIM slot; 5 MP AI webcam; TPM 2.0 and fingerprint reader; USB-C docking; 4-year premium onsite warranty; backpack; wireless mouse and keyboard combo.
• L4 High Memory (30): Intel Core Ultra 7 / i7 vPro or AMD Ryzen 7 Pro; NPU 40 TOPS; 32 GB RAM; 512 GB NVMe SSD; 16" WUXGA; Windows 11 Pro; Wi-Fi 6E; mobile SIM slot; 5 MP AI webcam; TPM 2.0 and fingerprint reader; USB-C docking; 4-year premium onsite warranty; backpack; wireless mouse and keyboard combo.
• W2 Office PC (37): Small Form Factor; Intel Core Ultra 5 / i5 vPro or AMD Ryzen 5 Pro; NPU 40 TOPS; 16 GB RAM; 512 GB NVMe SSD; 24" FHD (1920×1080) display; Windows 11 Pro; Wi-Fi 6; 2 MP AI webcam; TPM 2.0; 4-year premium onsite warranty; USB mouse and keyboard.
• W2 Operational Technology (50): Small Form Factor; Intel Core Ultra 7 / i7 vPro or AMD Ryzen 7 Pro; NPU 40 TOPS; 16 GB RAM; 512 GB NVMe SSD; 24" FHD display; Windows 11 Pro; Wi-Fi 6; 2 MP AI webcam; TPM 2.0; 4-year premium onsite warranty; USB mouse and keyboard; cable gland for sealed I/O connections; IP66 and IP69K rated enclosures.

Imaging and deployment

• Supplier must image, configure, test and prepare all devices before delivery using the SABS-approved Windows 11 Pro corporate image and deployment method.
• Install latest drivers, firmware, OS updates, security patches and regional settings.
• Install and configure SABS-approved business, productivity, security, endpoint-management, encryption, VPN and remote-support applications.
• Configure BIOS/UEFI, Secure Boot, TPM 2.0, BitLocker or approved encryption, power settings and naming conventions.
• Enrol or prepare devices for SABS directory, identity, endpoint-management and security platforms.
• Record make, model, serial number, asset number, MAC address, warranty details and assigned computer name in an electronic asset register.
• Perform and document quality-assurance checks (start-up, hardware diagnostics, network, audio, camera, ports, charging, encryption, security controls, required applications).
• Resolve imaging or configuration failures before delivery and re-image non-compliant devices at no extra cost.
• Deliver each device ready for user allocation with imaging completion report, exception report, configuration record and handover documentation.

Delivery

• Deliver in batches to SABS Head Office, 1 Dr Lategan Road, Groenkloof, Pretoria.
• Provide a serial number register on delivery.
• All devices must be delivered by end of March 2027.

The equipment is a once-off purchase, but deliveries will be arranged in batches with the appointed supplier to suit operational needs, deployment schedules and logistics. The supplier must image, configure, test and prepare all devices before delivery, using the SABS-approved corporate image and deployment process, and must pass quality-assurance checks before any device is issued to a user. Asset disposal is excluded and remains with SABS.

Bidders must demonstrate experience in supplying and delivering laptops and desktops within the past five years. Contactable reference letters are required for both laptops and desktops; each letter must be on the client's letterhead with contact details, signed by an authorised official, describe the scope of work, and state when the service was rendered. Scoring: no reference letter = 0; 1 letter = 1; 2 letters = 2; 3 letters = 3; 4 letters = 4; 5 or more letters = 5. Laptop references carry 40% weight and desktop references 30% weight in functionality.

Pricing

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Prices must be fixed for 120 days after the closing date.
• Include carry cases (backpacks), accessories (wireless mouse, USB mouse and keyboard combo), transportation costs if applicable, and estimated delivery date.
• Where foreign currencies are involved, the bidder must make provision for forward cover.

Bid validity

• Proposals remain valid for 120 days from the submission date.

Security

• SABS may require a retention bond equal to the full contract value as security for due performance and completion; it remains valid until all deliverables are completed and accepted by SABS.

Payment terms

• Not stated.

Registration and tax

• CSD registration with National Treasury is mandatory (www.CSD.gov.za).
• A valid original tax clearance certificate or a SARS Tax Compliance Status PIN is required.
• VAT registration number must be provided.
• CIPC registration details must be provided.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit is required to claim specific goals points.
• Certificates must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporations Act.
• Failure to submit proof means no preference points for specific goals are awarded.

Mandatory eligibility

• Accredited OEM partner or reseller for the proposed brands.
• Technical specification checklist (Appendix N) fully aligned to the specifications.
• Financial stability evidence as specified.
• OEM warranty confirmation of at least four years.

Disqualification

• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
• Any solution encumbered by intellectual property rights will not be considered.
• Misrepresentation on any material fact disqualifies the bid.

Contract formation

• No contract arises until both parties sign a formal agreement.
• SABS may amend, alter or delete clauses on insurance, indemnity, guarantees, intellectual property, service levels and tax compliance.
• No services may be rendered before the agreement takes effect; SABS is not liable for costs incurred before signature.

Proposal validity

• Proposals remain valid for 120 days from submission; SABS may request an extension in writing, but the bidder is not obliged to extend.

Intellectual property

• All intellectual property rights in materials and processes developed for the service transfer to SABS, and the bidder must sign all documents needed to give effect to the transfer.

Security

• SABS may require a retention bond equal to the full contract value, valid until all deliverables are completed and accepted.

Process rights

• SABS may discontinue the RFP at any time before agreement, reject non-conforming proposals, or not award.
• SABS may request presentations or inspect the bidder's premises.
• Amendments are effective only if confirmed in a written addendum.
• Bidders bear their own bid costs.

Evaluation is in three stages:

1. Mandatory requirements: pass/fail on OEM accreditation, technical specification compliance, financial stability and OEM warranty.
2. Functionality: scored out of 100 with a minimum threshold of 75%. Criteria and weights: laptop track record 40%, desktop track record 30%, delivery schedule 30%. Each criterion scored 0–5.
3. Price and specific goals: 80/20 or 90/10 preference point system, determined after bid receipt. Price points 80 or 90; specific goals points 20 or 10. Specific goals are claimed for black ownership, black women ownership and ownership by persons living with disabilities, with points as set out in the preference points table.