Supply, delivery, configuration and commissioning of 6 laptop computers for abaqulusi local municipality

• Tender closing date: 05 August 2026.
• Closing time: 12h00.
• Tender documents available for download from: 21 July 2026.
• Tender validity period: 90 days after the closing date.
• Delivery period for the laptops: from 01 July 2026 to 30 August 2026.

• For bidding procedure enquiries: Contact Mr S Mdlalose at telephone 034 9822 133 extension 3306, fax 034 9821 939, or email [email protected].
• For technical information: Contact Ms PH Nxumalo at telephone 034 9822 133 extension 2284, fax 034 9821 939, or email [email protected].
• For Supply Chain Management enquiries: Email [email protected] or call 034 9822133 extension 2277.
• Physical submission address: AbaQulusi Local Municipality, corner of High and Mark Street, Vryheid 3100.

• Submit your bid in a sealed envelope clearly marked with the tender title and number: 'SUPPLY, DELIVERY, 6 X OF LAPTOP COMPUTERS. Tender NO: 8/2/1/627'.
• Deposit the bid in the tender box located at ground floor, AbaQulusi Local Municipality, corner of High and Mark Street, Vryheid 3100.
• The closing date is 05 August 2026 at 12h00. Late bids will not be accepted.
• You must use the original tender documentation provided by the municipality; do not re-type or alter the official forms.
• Ensure all Municipal Bidding Documents (MBDs) are fully completed and submitted. Incomplete documents will lead to disqualification.
• A non-refundable bid fee of R2000.00 is payable to AbaQulusi Municipality. For electronic copies, an administration cost of R1500.00 applies. Proof of payment is required upon submission.
• Tender documents can be self-downloaded from the E-tender Portal (www.e-tenders.gov.za) from 21 July 2026.
• The tender is valid for 90 days after the closing date.
• Service providers must be on the Municipal Database; collect forms from the SCM office or download from www.abaqulusi.gov.za and submit with your bid.
• The successful bidder will be required to fill in and sign a written contract form (MBD7).

• Submit bids on official forms (not re-typed).
• Include proof of payment for bid fee (R2000) or admin cost (R1500).
• Submit all completed MBD forms, CSD report, tax certificate, B-BBEE certificate, company registration, financial statements (if applicable), municipal account, ID copies, and experience reference.

No bids accepted from persons in the service of the state, their relatives, or advisors/consultants contracted with the municipality. The bidder (and its directors/shareholders) must not be state employees. Foreign suppliers must complete a specific questionnaire (Part B:3). Tax compliance (SARS PIN/TCS/CSD number) is mandatory. The company must be locally based or have accredited representation in South Africa for the goods offered.

• Supply, delivery, configuration, testing and commissioning of 6 laptop computers.
• Minimum laptop specifications:

• Operating System: Microsoft Windows 11 Professional Edition.
• Processor: Intel Core i5 14th Generation.
• RAM: Minimum 32 GB.
• Storage: Minimum 1TB SSD.
• Wireless: 802.11ac Wi-Fi capability.
• Display: Minimum 15-inch.
• Ports: USB, VGA, HDMI, SD Card, and RJ45.
• Webcam: Integrated HD.
• Audio: Integrated speakers and microphone.
• Warranty: Minimum 12 months.
• Software: Microsoft 365 for Business must be installed.

• Scope includes supplying laptops, power adapters, cables, drivers, software, user manuals, and warranty documentation.
• The contractor must deliver to the Technical Services Director's Office at 112 Mason Street, Vryheid 3100.
• Configuration must include setting up Windows 11, device drivers, Wi-Fi, system settings, updates, and functionality testing.
• The contractor must provide basic user orientation, technical support details, and warranty support information.
• All equipment must be new, comply with manufacturer standards, and be fully operational upon handover.
• The contractor must comply with Occupational Health and Safety Act requirements during delivery and setup.

• Deliver laptops to designated municipal offices, ensuring safe transportation, offloading, and replacement of any damaged equipment.
• Ensure laptops are delivered in original packaging with all accessories, minimise disruption, asset tag if required, and ensure operational upon delivery.
• Complete delivery, configuration, and commissioning within the period 01 July 2026 to 30 August 2026.

• Submit proof of relevant experience via a reference letter.
• Provide a certified current municipal account (water/electricity/rates) not older than three months, or a lease agreement.
• Submit certified copies of identity documents for all directors and owners of the company.

• All supplied equipment must be new, unused, and comply with manufacturer standards and technical specifications.
• The contractor must ensure all systems operate correctly before handover and replace defective equipment immediately.
• The contractor must comply with Occupational Health and Safety Act requirements during delivery and setup.
• Project completion requires successful delivery, configuration, testing, submission of warranty docs and manuals, and municipal sign-off.

• Your bid must include a completed pricing schedule (BOQ) as part of the tender documents.
• Confirm that your quoted prices cover all specified goods and services; any errors are at your own risk.

• Payment will be made upon successful delivery, configuration and testing, submission of an invoice, and municipal approval.
• Your pricing must include all applicable costs: labour, materials, transportation, equipment, and VAT (15%) must be shown separately.
• Prices must remain fixed for the contract duration with no hidden costs.
• Use the provided Bill of Quantities (BOQ) format to quote for items including laptops, Windows licensing, carry bags, delivery, configuration, testing, warranty, and handover.
• You must confirm that your quoted prices cover all specified goods and services; any calculation errors are at your own risk.

• You must be registered on the Central Supplier Database (CSD). Submit a detailed CSD registration report to claim preference points.
• Submit a valid Tax Clearance Certificate (TCC) or SARS PIN. Original TCC must be included with your bid; certified copies are not accepted. If registered on CSD but no TCC, provide your CSD number.
• For consortia/joint ventures, each party must submit a separate TCC/PIN/CSD number.
• Foreign suppliers must complete a pre-award questionnaire in Part B:3 of the tender document.
• Submit a certified B-BBEE certificate from a registered accountant or an original sworn affidavit from a Commissioner of Oath.
• Submit a valid copy of your company registration document.
• If your company's annual turnover is above R10 million, provide audited three-year annual financial statements.
• Provide a certified current municipal account (water/electricity/rates) not older than three months, or a lease agreement.
• Submit certified copies of identity documents for all directors and owners.
• Provide a reference letter as proof of relevant experience.
• No bids will be accepted from persons in the service of the state, their relatives, or advisors/consultants contracted to the municipality.
• Complete and submit all required MBD forms (MBD 2, 4, 6.1, 7.1, etc.).

• This tender is subject to the Preferential Procurement Policy Framework Act and Regulations.
• Submit a certified B-BBEE certificate or sworn affidavit to claim preference points.

• The contractor must comply with the Occupational Health and Safety Act.
• Ensure safe handling and transportation of equipment.
• Protect municipal property during delivery and setup.

• The successful bidder must sign a written contract form (MBD7).
• The contract includes a minimum 12-month warranty on laptops, with provision for technical support and replacement of defective equipment.
• Handover requires submission of operating manuals, warranty certificates, test reports, delivery completion report, and asset register information.
• The municipality reserves the right to accept or reject any tender, vary quantities, and hold the contractor responsible for damage during delivery.
• Equipment remains the contractor's responsibility until handover and acceptance by the municipality.

• The municipality reserves the right to accept or reject any tender.
• Quantities may vary depending on municipal requirements.
• All equipment must comply with acceptable industry standards.
• The contractor is responsible for any damage caused during delivery.
• Equipment remains under contractor responsibility until handover.

• Foreign suppliers must indicate if they are resident in RSA, have a branch/permanent establishment, source of income, or tax liability in RSA. If 'no' to all, no SARS PIN is required.
• Failure to provide required tax particulars may invalidate your bid.
• No awards to persons not on CSD, in the service of the state, or their relatives/advisors.

• Bids meeting minimum functionality will be evaluated on price and the preferential procurement points system.
• The preference points system is either 80/20 or 90/10, depending on the tender value. The exact system will be determined after bids are received.
• Points are awarded: 80 for price, 20 for Specific Goals (HDI equity).
• Specific Goals points are allocated based on HDI equity ownership levels as per the MBD 6.1 form.