Supply and delivery of laptops and desktops (2-Year contract) — kouga municipality

Tender document available from 02 September 2026 on e-Tender portal and municipal website. Compulsory Virtual Clarification Session: Thursday, 17 September 2026 at 10:00 (Microsoft Teams; Meeting ID: 351 306 528 011 604; Passcode: ZD9BA2Gq). No attendee arriving 10 minutes late or more will be admitted. Closing date and time: Monday, 05 October 2026 at 12:00. Tender validity period: 90 days from closing date.

SCM enquiries: Mr J. Schaap, Supply Chain Office, telephone 042 200 2200, email [email protected] (copy [email protected]). Technical enquiries: Mr J. Schaap, telephone 042 200 2200, email [email protected] (copy [email protected]). All correspondence must be in writing via email. Submission address: Tender Box, 16 Woltemade Street (front entrance), Jeffreys Bay, Room 122. Postal address: Kouga Local Municipality, PO Box 21, Jeffreys Bay, 6330.

Submission method: original hard copy plus an electronic copy on USB flash drive or SD card (CDs accepted but discouraged; visibly broken CDs will be rejected). Both copies must be placed in a sealed envelope endorsed with the notice number and description. Deposit in the tender box at 16 Woltemade Street (front entrance), Jeffreys Bay, Room 122. Late submissions will not be accepted. All returnable documents must be completed, originally signed in black ink, and submitted with the bid. Required returnable forms: SBD 1 (Invitation to Bid / cover page), SBD 3.1/3.2/3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Local Production and Content Declaration), SBD 7.1/7.2 (Contract Form), SBD 8 (Past Supply Chain Practices), SBD 9 (Certificate of Independent Bid Determination), Authority to Sign / Board Resolution, Indemnity Agreement, Joint Venture Declaration (if applicable), Certificate for Payment of Municipal Services, Schedule of Previous Work Carried Out. Also required: CSD Summary Report, business registration documents, valid Tax Compliance Pin for all entities/partners, certified ID copies, latest municipal billing clearance certificate/municipal account/rental documentation, audited financial statements for the last three financial years (if applicable), and a Project Implementation Plan (if applicable). No correction fluid; errors must be struck through and initialled. Documents completed in pencil will not be considered.

Three-phase evaluation: Phase 1 — Special Conditions (compliance with mandatory requirements); Phase 2 — Price Scoring (80 points); Phase 3 — Specific Goals Scoring (20 points). Specific Goals allocation: B-BBEE Status Level Contributor (10 points) per the B-BBEE points allocation table; Promotion of enterprises located in a specific province (10 points) — 10 points for within Kouga Local Municipality boundaries, 6 points for within Sarah Baartman District Municipality and Nelson Mandela Metro Municipality, 4 points for within Eastern Cape, 1 point for outside Eastern Cape. To claim Specific Goals points, bidders must submit a valid B-BBEE sworn affidavit/certificate AND latest municipal billing clearance certificate/municipal account/rental documentation in the bidding entity's name (affidavit required if account is in a director's name; virtual offices not accepted). Minimum qualifying thresholds: full completion of all compulsory municipal bidding documents, original signatures in black ink, CSD registration, valid tax compliance status, and attendance at the compulsory virtual clarification session. No bids considered from persons in the service of the state. Foreign suppliers must complete the pre-award questionnaire (Part B:3).

Supply and delivery of laptops and desktops for a period of two years. Four product categories with minimum specifications:

1. Notebook 1 — 16-inch, Intel Core Ultra 5 300 series (Panther Lake), minimum 16 GB RAM, minimum 512 GB SSD, WUXGA (1920×1200) IPS display, HDMI port, 3× USB ports, 3.5 mm TRRS combo jack, Ethernet (100/1000 Mbps), Wi-Fi 6/6E, Bluetooth, webcam, integrated digital microphone array, stereo speakers, Windows 11 Pro 64-bit.
2. Notebook 2 — 16-inch, Intel Core Ultra 7 Series 2, minimum 32 GB RAM, minimum 512 GB SSD, WUXGA (1920×1200) IPS display, HDMI port, 3× USB ports, 3.5 mm TRRS combo jack, Ethernet (100/1000 Mbps), Wi-Fi 6E/7, Bluetooth, webcam, digital microphone, stereo speakers, Windows 11 Pro 64-bit.
3. MacBook M5 Pro — approximately 14-inch, Apple M5 chip (15–20 core CPU, 16–20 core GPU), 24 GB unified memory, 512 GB storage, Liquid Retina XDR display with nano-texture option, three Thunderbolt 4/5 ports, HDMI output, SDXC card slot, digital microphone, stereo speakers.
4. Enterprise Small Form Factor Mini/Micro PC — Intel Core Ultra 5 125H (14 cores, 2.36 GHz+), SLAT support, minimum 16 GB DDR4 RAM (expandable to 32 GB), minimum 250 GB NVMe SSD with upgradable M.2 slot, front ports: 1× USB Type-C (USB 3.2 Gen 2), 2× USB Type-A (USB 3.2 Gen 2); rear ports: 1× HDMI, 1× VGA (optional), 2× USB 3.1 Gen 1, 2× physical Gigabit Ethernet (RJ-45), 1× audio line-in, 1× audio line-out; dual built-in physical Gigabit Ethernet (Intel-based preferred), operation at 500 Mbps–1 Gbps, RSS capable; NIC 1 for SPAN/mirrored traffic, NIC 2 for management traffic; USB-to-Ethernet adapter (USB 3.0) conditional where second physical port unavailable; mandatory virtualization compatibility with Microsoft Hyper-V (nested virtualization CPU-dependent); Windows 11 Pro 64-bit; suitable for 24×7 operation with enterprise-grade thermal management and active cooling; built-in security lock slot, TPM 2.0, Secure Boot.

All goods must be new, unused, current models incorporating recent improvements. Warranty: 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier, unless otherwise specified in SCC. Delivery to various localities in Kouga Area as indicated; prices must include VAT and delivery costs. Prices fixed for the tender period; escalation only after 12 months from award and annually thereafter with one month's written notice and proof.

Audited financial statements for the last three financial years may be requested. A Project Implementation Plan may be requested. No detailed methodology or method statement requirements specified in the document.

Goods must conform to standards and specifications in the bidding documents. Pre-bidding testing at bidder's expense. Supplier premises open for inspection at all reasonable hours if bid condition requires. Inspection/test costs borne by purchaser if supplies comply; by supplier if non-compliant. Non-compliant supplies may be rejected; supplier must remove and replace at own cost and risk. Purchaser may procure substitute supplies at supplier's expense if replacement not forthcoming. Supplier must permit purchaser to inspect/audit records relating to performance. Supplier warrants goods are new, unused, current models with all recent improvements, free from defects in design, materials, workmanship for warranty period. Defects must be remedied within SCC-specified period; otherwise purchaser may remedy at supplier's risk and expense.

Pricing Schedule / Bill of Quantities (SBD 3.1/3.2/3.3) must be completed on the official forms provided (not re-typed). All prices in South African Rand, VAT inclusive (if VAT vendor), all-inclusive delivered to various Kouga localities as indicated. Prices fixed for the contract period; escalation only after 12 months from award and annually thereafter with one month's written notice and supporting proof. Unconditional discount percentage must be stated on the Schedule of Prices. Performance security amount specified in SCC, due within 30 days of award. Payment within 30 days of invoice submission with delivery note. Subcontractor/SMME payment within 7 days (max 14 days). Penalties for late delivery at prime interest rate per day.

Pricing schedule / Bill of Quantities (SBD 3.1/3.2/3.3) must be completed with all-inclusive delivered prices in South African Rand, VAT included (if VAT vendor). Prices fixed for the contract period; escalation permitted only after 12 months from award and annually thereafter with one month's written notice and supporting proof. Unconditional discount percentage must be stated on the Schedule of Prices. Performance security: within 30 days of award notification, the successful bidder must furnish performance security of the amount specified in the Special Conditions of Contract, in the form of a bank guarantee/irrevocable letter of credit from a reputable bank or a cashier's/certified cheque. Payment terms: supplier submits invoice with delivery note; payment within 30 days of invoice submission. Subcontractors/SMMEs must be paid within 7 days of valid invoice (maximum 14 calendar days). Penalties for late delivery: deduction from contract price at the current prime interest rate per day of delay until actual delivery/performance. Municipality may terminate for persistent delays. No advance payments mentioned.

Mandatory compliance documents: CSD registration (CSD Summary Report required); valid Tax Compliance Status Pin (or CSD number if TCS unavailable) for each entity and JV partner; B-BBEE sworn affidavit or certificate (required to claim preference points); latest municipal billing clearance certificate/municipal account/rental documentation in bidding entity's name (affidavit required if in director's name; virtual offices not accepted); certified ID copies of directors/shareholders; business registration documents (CIPC certificates, JV agreements, etc. — CM9/Name Change documents not sufficient); audited financial statements for the last three financial years (if applicable); Project Implementation Plan (if applicable). All compulsory municipal bidding documents must be fully completed and originally signed in black ink. No bids from persons in the service of the state. Foreign suppliers must complete pre-award questionnaire (Part B:3). Compliance with Kouga Municipality Supply Chain Management Policy (approved 30 March 2026) and Municipal Restriction (Blacklisting) of Suppliers Policy (approved 29 April 2026). Restriction grounds include fraudulent B-BBEE submissions (up to 5 years), fraud/corruption/collusion/bribery (up to 5 years), poor performance/contractual breach (1–5 years), misrepresentation/reputational damage (1–5 years), and listing on National Treasury restriction lists.

Contract period: two years from date of appointment. General Conditions of Contract (GCC) apply, supplemented by Special Conditions of Contract (SCC). Key GCC clauses: performance security due within 30 days of award (amount per SCC); warranty 12 months post-delivery/acceptance or 18 months post-shipment; payment within 30 days of invoice with delivery note; prices fixed except authorised escalation after 12 months and annually thereafter with one month's notice and proof; penalties for late delivery at prime interest rate per day; force majeure relief with prompt written notice; termination for insolvency without compensation; dispute resolution via mutual consultation (30 days), then mediation, then South African courts; governing law South African; contract language English; limitation of liability to contract price (excluding penalties and defective equipment replacement); subcontractors/SMMEs paid within 7 days (max 14 days); municipality may restrict suppliers for fraudulent B-BBEE (up to 5 years), fraud/corruption (up to 5 years), poor performance (1–5 years), misrepresentation (1–5 years), or National Treasury listing. Municipality's Supply Chain Management Policy (30 March 2026) and Restriction of Suppliers Policy (29 April 2026) apply.

Three-phase evaluation: Phase 1 — Special Conditions (mandatory compliance); Phase 2 — Price (80 points); Phase 3 — Specific Goals (20 points). Specific Goals: B-BBEE Status Level (10 points) per standard allocation table; Locality (10 points) — 10 points for Kouga LM, 6 points for Sarah Baartman DM & Nelson Mandela Metro, 4 points for Eastern Cape, 1 point for outside Eastern Cape. Documentary proof required for both: valid B-BBEE affidavit/certificate AND municipal billing clearance/account/rental documentation in entity name (affidavit if in director's name; virtual offices excluded). Minimum functionality/compliance threshold: all compulsory documents completed and signed in black ink, CSD registered, tax compliant, attended compulsory briefing. No bids from state employees. Foreign suppliers complete Part B:3 questionnaire.