Supply and delivery of dell laptops, accessories and warranty support to the hsrc (HSRC/09/2026/27)

Advertisement of bid on Government e-tender portal / HSRC website: 11 August 2026.

Closing date for bid-related enquiries: 18 August 2026.

Publication of questions and answers on HSRC website: 20 August 2026.

Bid closing date: 03 September 2026 at 11:00 (South African standard time).

Bid validity: 90 days from the closing date.

A non-compulsory virtual briefing session (Microsoft Teams) is mentioned but no date is given.

Bidding procedure enquiries — contact person: Bid Section, telephone 012 302 2180, email [email protected].

Technical enquiries — no contact person, telephone, or email provided.

Submission address: HSRC Building, 134 Pretorius Street, Pretoria, 0002.

Submission channel — bids must reach the HSRC before the closing date and time, by courier or registered mail to the HSRC Building, 134 Pretorius Street, Pretoria, or by deposit in the tender box at the same address. The HSRC shares the building with the Department of Social Development; bids placed in the wrong tender box or received from DSD after closing will not be considered.

Two-stage submission — bidders must submit two sealed envelopes plus a USB:

• Envelope 1 and USB (technical file): signed and initialled bid document, General Conditions of Contract, company profile, SBD 1, SBD 4, technical response, and any supplementary information.
• Envelope 2 (price and preference points): pricing schedule, SBD 6.1, preference points response, and any supplementary information.

Each envelope and the USB must be correctly marked and sealed separately. Bidders must initial every page of the tender document, supporting documents, and pricing schedules.

Disqualification risks — late bids, bids in the wrong tender box, unsigned returnable forms, and failure to submit the mandatory pricing schedule (Annexure A) will invalidate the bid.

Three-stage evaluation:

• Stage 0 (Pre-qualification): bidders must submit all required documents; non-submission of mandatory items leads to immediate disqualification. Mandatory items include SBD 1, SBD 4, Dell accreditation/partner authorisation letter, SITA RFB 740 accreditation for Gauteng, confirmation from the distributor of stock availability or delivery within 4–6 weeks, and signed/initialled General Conditions of Contract. CSD registration is required but non-submission does not disqualify at this stage.
• Stage 1 (Functionality): minimum threshold of 80 points to proceed. Technical compliance with the specifications in Section 3.1 carries 60 points (full compliance = 60, none = 0). Track record carries 40 points: three signed, contactable reference letters for Dell laptops supplied within the last five years, on official client letterhead, dated, and referring to Dell laptops. Scoring: 3 letters = 40, 2 = 20, 1 = 10. Bids scoring below 80 are disqualified.
• Stage 2 (Price and Preference Points): 80/20 system — 80 points for price, 20 for specific goals. Price points calculated using the formula Ps = 80(1 − (Pt − Pmin)/Pmin). Preference points: SMME (EME/QSE) 4 points; owned by black people (50%+) 4; owned by black youth (30%+) 4; owned by black women (30%+) 4; owned by black people with disabilities (30%+) 4 (with medical certificate). Proof via CSD report or CSD registration number. Failure to submit a fully completed and signed SBD 6.1 results in zero preference points. Points rounded to two decimals. Tie-break: highest preference points, then drawing of lots. The HSRC may award to a bidder that did not score highest on reasonable grounds.

Supply, delivery, registration, and support of Dell laptops and accessories.

Laptops (quantity 40) — Dell 14-inch, Intel Core Ultra 7 / Core i7 (165U), 32GB RAM (standard admin), on-board SIM, 512GB NVMe SSD, touch-screen, Dell Standard USB-Type C multiport adapter, Backpack EcoLoop Pro, 3-year Next Business Day Onsite warranty.

Monitors (quantity 10) — Dell 27-inch Monitor S2721HN, Full HD, 68.47cm.

All laptops must carry a 3-year warranty with next business day onsite repairs. Bidders will be evaluated on full compliance with these specifications.

Track record — bidders must provide three signed, contactable reference letters for Dell laptops supplied and delivered within the last five years. Letters must be on official client letterhead, signed and dated, and refer to Dell laptops. Scoring: 3 letters = 40 points, 2 = 20, 1 = 10.

Pricing schedule — bidders must complete Annexure A in full without changing its structure. Failure to submit it invalidates the bid. Quotes in ZAR including all applicable taxes. The HSRC may negotiate rates. Contract price adjustments occur annually on the anniversary of the contract start date.

Pricing — bidders must complete the mandatory Pricing Schedule (Annexure A) in full without changing its structure. Failure to submit it invalidates the bid. Quotes must be in ZAR and include all applicable taxes. The HSRC reserves the right to negotiate rates.

Contract price adjustment — annual adjustments on the anniversary of the contract start date.

Payment — no specific payment terms stated, but the HSRC may terminate or suspend the agreement if funds are no longer available, with payment due for services delivered up to the date of cancellation or suspension.

Mandatory pre-qualification documents (non-submission disqualifies):

• SBD 1 (Invitation to Bid) — completed and signed.
• SBD 4 (Declaration of Interest) — completed and signed.
• Dell accreditation/partner authorisation letter.
• SITA RFB 740 accreditation for Gauteng province.
• Confirmation from the distributor of stock availability or delivery within 4–6 weeks.
• General Conditions of Contract — initialled and signed.

Other requirements:

• CSD registration — must be registered; proof of registration required (non-submission does not disqualify at Stage 0).
• Tax compliance — bidders must be tax compliant; a valid tax clearance status is required. The HSRC may withdraw an award or cancel a contract if tax compliance is not maintained.
• B-BBEE — a B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points.
• SBD 6.1 (Preference Points Claim) — must be completed and signed to claim preference points.
• No bids from persons in the service of the state, or companies with directors in the service of the state.
• Bidders on the Register of Tender Defaulters or List of Restricted Suppliers are disqualified.

Contract conditions — the General Conditions of Contract form the minimum terms; the successful bidder must accept them and submit them signed. The HSRC may appoint one or two service providers. Bidders must provide two different quotations per citation database.

Service Level Agreement — upon award, a Service Level Agreement will be concluded based on draft Service Level Indicators in the tender pack. Bidders may comment on the indicators, explaining each change, using a distinct colour font or track changes. The HSRC may accept or reject proposed amendments.

Termination — the HSRC may terminate or suspend the agreement if funds are unavailable, with payment for services delivered up to that date.

Confidentiality — bidders must not disclose any information relating to the bid or the process without HSRC written approval; breach may lead to disqualification and civil action.

Indemnity — bidders indemnify the HSRC against costs or damages arising from a breach of bid conditions.

Precedence — this document prevails over any briefing session information unless expressly amended in writing.

Limitation of liability — bidders participate at their own risk and cost; the HSRC is not liable for any costs or damages incurred.

Misrepresentation — the tender terms are incorporated into the contract by reference; misrepresentations may lead to termination and claims. In conflict, the Service Level Agreement prevails.

Conflict of interest and fraud — the HSRC may disqualify bidders engaged in collusive tendering, anti-competitive conduct, bribery, or fraud, including past conduct or convictions.

The HSRC reserves the right to conduct supplier due diligence, including site visits and requests for additional information, prior to award or during the contract.

The HSRC may award to a bidder that did not score highest (per PPPFA), negotiate with preferred bidders, accept part of a tender, carry out site inspections or product evaluations, request additional information, correct mistakes, cancel or terminate the process at any stage, and award to multiple bidders based on size or geography.

Tender defaulters — no award to bidders on the Register of Tender Defaulters or List of Restricted Suppliers. The HSRC may withdraw an award or cancel a contract if a bidder is blacklisted.

Price and specific goals — price points via formula; preference points for SMME, black ownership, black youth, black women, and black people with disabilities (4 points each, total 20). Proof via CSD report or registration number. Failure to submit SBD 6.1 results in zero preference points. Tie-break by preference points, then drawing of lots. Joint ventures and consortiums may claim points as a legal entity or consolidated scorecard; signed agreements required as proof. Subcontracting after award requires HSRC approval.