Appointment of service provider for specialised end-user hardware, software licences & related services – national tende

Closing date: 09 October 2026 at 11:00 (South African Time).

RFQ issued date: 30 September 2026.

Validity period: 60 days from the closing date.

No briefing or site visit is stated.

Enquiries contact:

• Name: Vusi Maditsi
• Email: [email protected]

Submission email: [email protected]

Office address: National Postal Centre (NPC), Cnr 497 Sophie de Bruyn & Jeff Masemola Streets, Pretoria 0002.

Submission method: email only.

Submission email: [email protected]

Enquiries email: [email protected]

Closing time: 09 October 2026 at 11:00 (South African Time).

Late quotations will not be accepted.

Quotations must be sent to the correct email address; failure to do so means the quotation will not be considered.

All annexures and Standard Bidding Documents must be completed and signed.

Returnable forms:

• SBD 4 (Bidder's Disclosure): declares whether any director/shareholder is employed by the state or connected to the procuring institution; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals; supporting documents must be provided.
• Annex D (Cost Breakdown): full written price quotation on official company letterhead.
• Company profile and references (for mandatory experience requirement).
• OEM partner certificate or reseller authorisation.
• Support model and contact details (for local support capability).
• Proof of CSD registration.
• Tax compliance status (SARS).

Disqualification risks:

• Late submission.
• Submission to the wrong email address.
• Failure to comply with mandatory requirements (Phase 1).
• Omission or non-signature of any returnable form.

Evaluation in three phases:

Phase 1 – Mandatory Requirements (Comply/Do not comply):

• Minimum 3 years' experience supplying enterprise hardware and software (evidence: company profile and references).
• Authorised reseller or partner for the OEMs quoted (evidence: OEM partner certificate or reseller authorisation).
• Local support capability within South Africa (evidence: support model and contact details).

Failure to comply with any mandatory requirement results in disqualification.

Phase 2 – Functionality (minimum qualifying score: 70 out of 100):

• Relevant Experience (25): experience supplying enterprise end-user hardware and software to similar organisations within the last 5 years. Scoring: 25 for 5+ similar projects, 20 for 3–4, 10 for 1–2, 0 for none.
• Technical Capability (25): ability to supply, configure and support high-performance laptops, creative software, collaboration platforms, research tools and mobile devices. Scoring: 25 for comprehensive, 20 for minor gaps, 10 for some, 0 for none.
• OEM Partnerships and Supply Chain (25): breadth of OEM partnerships and ability to source from multiple manufacturers. Scoring: 25 for most major OEMs, 20 for several, 10 for limited, 0 for no evidence.
• Service Delivery and Support (25): account management, warranty, licence management, technical support, escalation, after-sales. Scoring: 25 for comprehensive, 20 for good, 10 for basic, 0 for none.

Phase 3 – Price and Specific Goals (80/20):

• Price: 80 points.
• Specific Goals: 20 points, allocated as:
• Historically Disadvantaged Individuals/Company (51% and above): 8 points.
• Women (51% and above): 7 points.
• Disability (51% and above): 5 points.

Bidders must provide supporting documentation for claimed specific goal points.

The procurement is for specialised end-user hardware, software licences and related services to support Postbank's Channel, Design and Enablement (CDE) function, covering UX/CX design, product design, graphic design, video production, motion graphics, customer research, design collaboration, prototype development and usability testing.

Scope categories:

1. High Performance Design Workstations (5 units):

• Apple Silicon (or equivalent future generation).
• Minimum 32 GB memory.
• Minimum 512 GB SSD.
• High colour accuracy display.
• Support for creative design workloads, video editing, rendering and design applications.
• Warranty and OEM support.

Equivalent products meeting or exceeding the specification are accepted.

2. Creative Design Software (2 licences):

• Capabilities: graphic design, vector illustration, photo editing, layout design, motion graphics, video editing, audio editing, colour management, asset libraries, GPU acceleration.
• Examples: Adobe Creative Cloud or equivalent.

3. Data Product Design and Prototyping Platform (5 licences):

• Capabilities: collaborative design, design systems, shared component libraries, interactive prototypes, version control, real-time collaboration, enterprise security, audit logs, role-based permissions.
• Examples: Figma Enterprise or equivalent.

4. Customer Testing Devices (6 units):

• Representative mobile devices for testing banking channels: Android, iOS, feature phones.
• Devices must represent entry-level and mid-range customer devices commonly used in South Africa.

5. Digital Whiteboarding Platform (17 licences):

• Capabilities: infinite collaborative canvas, workshop templates, journey mapping, real-time collaboration, enterprise administration, secure guest access, Microsoft integration, export capability, version history.
• Examples: Miro Enterprise or equivalent.

6. Customer Research Platform (1 licence):

• Capabilities: remote usability testing, customer interviews, video recording, heatmaps, surveys, prototype testing, analytics, session playback, consent management, reporting.
• Examples: Maze, Lookback or equivalent.

General technical requirements for all software:

• Commercially licensed.
• Support enterprise deployment and cloud-based delivery where applicable.
• Secure authentication, role-based access control, audit logging.
• Encryption in transit and at rest.
• Integration with Microsoft Entra ID (Azure AD) where applicable.
• Multi-Factor Authentication.
• Compliance with POPIA.
• Vendor technical support.

Professional services required:

• Licence provisioning.
• Installation assistance where applicable.
• Onboarding support.
• Administrator knowledge transfer.
• OEM support escalation.
• Licence renewal management.

Quantities are estimates and will be procured over FY2026/27, FY2027/28 and FY2028/29; Postbank may increase or decrease quantities based on operational requirements and budgets.

The successful bidder must supply, configure and deliver the specified categories: high-performance design workstations, creative design software, data product design and prototyping platform, customer testing devices, digital whiteboarding platform, and customer research platform. The supplier must also provide professional services: licence provisioning, installation assistance where applicable, onboarding support, administrator knowledge transfer, OEM support escalation, and licence renewal management. Quantities are estimates and will be procured over three financial years (FY2026/27 to FY2028/29).

Mandatory: minimum 3 years' experience supplying enterprise hardware and software projects (evidence: company profile and references). Authorised reseller or partner for the OEMs quoted (evidence: OEM partner certificate or reseller authorisation). Local support capability within South Africa (evidence: support model and contact details). Functionality evaluation awards up to 25 points for relevant experience supplying enterprise end-user hardware and software to similar organisations within the last 5 years.

No specific quality management system or certification is stated. The technical specification requires that all software be commercially licensed, support enterprise deployment, provide secure authentication, role-based access control, audit logging, encryption in transit and at rest, and comply with POPIA. The supplier must provide vendor technical support and OEM support escalation.

Pricing must be submitted on official company letterhead, VAT inclusive (if VAT registered), in South African Rand. All additional costs must be listed with conditions. No price changes after PO/Award Letter. Hardware quantities: 5 high-performance design laptops, 1 each of low-end Android/iOS/feature phone, 1 each of mid-range Android/iOS/feature phone. Software quantities: 2 creative design software suites, 5 product design & prototyping platforms, 17 digital whiteboarding platforms, 1 research execution platform.

Pricing format:

• Full written price quotation on official company letterhead.
• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• List all additional costs and the conditions under which they apply.
• No price changes accepted after official Purchase Order (PO)/Award Letter is issued.

Pricing schedule quantities (Part A – Hardware):

• High-performance design laptop (MacOS or equivalent): 5
• Low-end Android Test Device: 1
• Low-end iOS Test Device: 1
• Low-end Feature Phone: 1
• Mid-range Android Test Device: 1
• Mid-range iOS Test Device: 1
• Mid-range Feature Phone: 1

Pricing schedule quantities (Part A – Software):

• Creative Design Software Suite: 2
• Product Design & Prototyping Platform: 5
• Digital Whiteboarding Platform: 17
• Research Execution Platform: 1

No bid security, guarantee, retention or payment terms are stated.

Mandatory compliance:

• Registration on the Central Supplier Database (CSD).
• Compliance with tax obligations (valid tax compliance status).
• Completion and signing of all annexures and Standard Bidding Documents.
• Minimum 3 years' experience supplying enterprise hardware and software (evidence: company profile and references).
• Authorised reseller or partner for the OEMs quoted (evidence: OEM partner certificate or reseller authorisation).
• Local support capability within South Africa (evidence: support model and contact details).
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• B-BBEE: preference points claimed under SBD 6.1 for specific goals (HDI, women, disability). No specific B-BBEE level threshold stated.

Postbank's standard conditions of purchase apply. No goods or services may be delivered before an official Award Letter or Purchase Order is issued; Postbank may refuse payment or acceptance for early delivery. Postbank reserves the right to cancel or reject any quote, not award to the lowest bidder, award parts to different bidders, or not award at all. Postbank may procure from more than one service provider depending on stock or service availability. The recommended bidder must complete and sign the Standard Bidding Documents and Annexures. All bidders must adhere to the General Conditions of Contract as prescribed by National Treasury.

Quotations must be emailed to the correct address ([email protected]) and enquiries to [email protected]. Late quotations will not be accepted. Postbank reception is accessible 07h30–16h00, Monday to Friday, for delivery of goods. Bidders must complete and sign all annexures and Standard Bidding Documents. Suppliers must ensure compliance with tax obligations. No goods or services may be delivered before an official Award Letter or PO is issued. Postbank reserves the right to cancel or reject any quote, not award to the lowest bidder, award parts to different bidders, or not award at all. Postbank may procure from more than one service provider.

General technical requirements for all software: commercially licensed; support enterprise deployment; support cloud-based delivery where applicable; provide secure authentication; support role-based access control; provide audit logging; support encryption in transit and at rest; support integration with Microsoft Entra ID (Azure AD) where applicable; support Multi-Factor Authentication; comply with POPIA; provide vendor technical support. Mandatory requirements: minimum 3 years' experience, authorised OEM reseller/partner, local support capability.

Evaluation is in three phases: Phase 1 – Mandatory Requirements (comply/do not comply); Phase 2 – Functionality (minimum 70/100); Phase 3 – Price and Specific Goals (80/20). Functionality criteria: Relevant Experience (25), Technical Capability (25), OEM Partnerships and Supply Chain (25), Service Delivery and Support (25). Detailed scoring guide provided for each criterion. Price: 80 points. Specific Goals: 20 points (HDI 8, Women 7, Disability 5).