Supply and delivery of 140 notebook computers and 100 usb-c 65w chargers — PRASA (gauteng)

Submission channel: SAP Business Network (SAP Ariba). The https link to this RFQ/RFP event is published under Special Conditions in the Treasury e-Tender advertisement.

Platform access

• An SAP Business Network account is required. Suppliers without one must register a free account; suppliers who already hold one must link it to PRASA.

Steps to respond

• Open the Treasury e-Tender advertisement, copy the https link from Special Conditions and paste it into a browser.
• Click Respond, then Register/Login and sign in or create an account.
• Review the prerequisites and accept the agreement to unlock the event.
• Answer every question, including all mandatory questions marked with an asterisk (*).
• Capture pricing against each line item and click Update totals.
• Click Submit Entire Response to lodge the bid.

Mandatory content

• If a mandatory question or required information is missing, the system blocks submission with a pop-up naming the section that must still be completed.

Communication

• All RFQ/RFP correspondence must be conducted through the platform Message Board; buyers and sourcing specialists communicate no other way.

Registering on the platform

• Create a free SAP Business Network account, or link an existing account to PRASA.
• Supply an email address, consent to that email ID being stored, and enter the one-time password sent to it.
• Choose Netherlands: Amsterdam as the closest data centre and confirm.
• Complete the company information and follow the rest of the registration process.

Responding to the event

• Copy the https link from the Special Conditions of the Treasury e-Tender advertisement into a browser, press enter and click Respond.
• Log in with an existing account or register a new one.
• Work through Review Prerequisites and accept to proceed.
• Accept the submission agreement.
• Answer every question and upload the required information and attachments, completing all mandatory questions marked with an asterisk (*).
• Capture pricing for the specific line items and click Update totals so the overall price recalculates.
• Click Submit Entire Response and confirm with OK.

Communication

• All RFQ/RFP communication must run through the Message Board, which allows real-time exchange with the PRASA buyer or sourcing specialist.
• To read or answer a message: open Event Messages, select the message, click View and then Reply, type the response and send.
• To start a message: open Event Messages, click Compose Message, optionally edit the auto-filled subject or attach a file, type the message and send.

Bidding platform prerequisite

• A valid SAP Business Network (SAP Ariba) account is required in order to respond. Suppliers without an account must create one; suppliers with an existing account must link it to PRASA.
• Once registered with PRASA, suppliers manage and update their own supplier data under PRASA's processes.

The https link to the SAP Business Network RFQ/RFP event is given in the Special Conditions of the Treasury e-Tender advertisement.

• Bidders must copy that link into a browser to reach the event page and respond.
• The event cannot be accessed without the link.

PRASA requires 140 notebook computers — 10 executive and 130 standard — together with 100 USB-C 65W chargers. The devices replace laptops that are out of warranty, no longer covered by maintenance agreements or uneconomical to repair, and several units lost to theft, all of which is affecting day-to-day productivity and service delivery.

Delivery is to Umjantshi House, 30 Wolmarans Street, Braamfontein, Johannesburg.

Bidders must propose equipment that meets every specification item, state the make and model for each device class, and indicate compliance against each individual requirement. Proposals that do not meet the specification are disqualified.

No supplier briefing session will be held and there is no site visit.

No briefing session will be held for this RFQ and no site visit is required.

Service delivery address

Umjantshi House

30 Wolmarans Street

Braamfontein

Johannesburg

Returnable documents — Stage 1A mandatory items; a missing item disqualifies the quotation automatically

• Complete RFQ documentation, including every declaration, every Standard Bidding Document (SBD) and all Commissioner of Oath signatures.
• Signed Joint Venture, Consortium or Partnering Agreement, where applicable.
• OEM or distributor letter or certificate confirming the bidder is authorised to sell the proposed notebook computers.
• Two reference letters on client letterheads proving experience in supplying laptop or notebook devices; each reference must be at least R1 000 000 in value and not older than 3 years from the RFQ issue date.
• Make and model of every proposed device, with a compliance indication against each individual specification item. A missing make/model makes the submission incomplete and it is disqualified.

Stage 1B documents — must be produced within a stated period (for example 7 days) if an award is made

• Signed Joint Venture, Consortium or Partnering Agreement, where applicable.
• Original or certified B-BBEE certificate from a SANAS-accredited agency, plus an affidavit for EMEs and QSEs; a JV or consortium must file a combined certificate in the entity's own name.
• CSD supplier registration number; bidders not yet registered may register within 14 days after the closing date.
• Valid original Tax Clearance Certificate that is valid on the closing date, or a SARS PIN.
• Company registration documents.
• Copies of directors' identity documents.

Disqualification risks

• Any mandatory document omitted or left unsigned.
• Devices that fail any individual specification item.
• Failure to state the proposed make and model for each device.

Documents to submit with the bid

• Completed RFQ documentation, including all declarations, all Standard Bidding Documents and Commissioner of Oath signatures.
• Signed Joint Venture, Consortium or Partnering Agreement, where applicable.
• OEM or distributor authorisation letter or certificate for the proposed notebook computers.
• Two reference letters on client letterheads, each of at least R1 000 000 and not older than 3 years.
• Original or certified SANAS B-BBEE certificate, or a sworn affidavit for EMEs and QSEs.
• CSD registration number.
• Valid original Tax Clearance Certificate or SARS PIN.
• Company registration documents.
• Copies of directors' identity documents.
• Proof for any specific goal claimed: certified ID copies of owners, a doctor's note where disability is claimed, a B-BBEE certificate or affidavit, and audited annual financial statements for EME or QSE 51% black ownership.

Bids are evaluated in sequence; each stage must be passed to reach the next.

• Stage 1A — mandatory compliance (substantive responsiveness): complete RFQ pack with all declarations and Commissioner of Oath signatures, signed JV/consortium/partnering agreement where applicable, OEM or distributor authorisation, and two qualifying reference letters of at least R1 000 000 each. Failure is automatic disqualification.
• Stage 1B — basic compliance (administrative responsiveness): B-BBEE certificate or affidavit, CSD registration number, tax clearance certificate or SARS PIN, company registration documents and directors' identity documents.
• Stage 1C — technical/functional: the proposed device must meet all specification requirements for its class, and the make and model must be declared per item. Only compliant devices advance.
• Stage 3 — price and preference points.

Scoring — 80/20 preference point system

• Price: 80 points, scored as PS = 80 (1 − (Pt − Pmin) / Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable price.
• Specific goals: 20 points, allocated 4 points per goal claimed.
• Total available: 100 points.

Specific goals (4 points each, each requiring supporting proof)

• Black women owned: certified copy of the owners' identity documents.
• Black youth owned: certified copy of the owners' identity documents.
• Owned by black people with disability: certified copy of the owners' identity documents plus a doctor's note confirming the disability.
• Entity with a B-BBEE contributor status of at least level 2: B-BBEE certificate or affidavit.
• EME or QSE that is 51% black owned: audited annual financial statements, B-BBEE certificate or affidavit.

Requirement: 140 notebook computers and 100 USB-C 65W chargers, replacing devices that are out of warranty, no longer under maintenance cover or uneconomical to repair. Several units have also been lost to theft.

Quantities

• 10 Executive Notebook Computers (Laptops A, B and C).
• 130 Standard Notebook Computers (Laptops D, E and F).
• 100 Type C 65W laptop chargers.

Delivery address

Umjantshi House

30 Wolmarans Street

Braamfontein, Johannesburg

How equipment must be proposed

• State the make and model for each device class in the specification tables.
• The three laptops proposed within each group must come from different OEMs.
• Mark every individual specification item as compliant or non-compliant; any item not met disqualifies the bid.

Executive devices (Laptops A–C)

• 2-in-1 convertible or detachable ultra-light, maximum 1.4 kg.
• Latest-generation enterprise processor — Intel Core Ultra 7 or higher, AMD Ryzen AI 7 PRO or higher, or Qualcomm Snapdragon X Elite — with NPU/AI acceleration and Windows 11 enterprise compatibility.
• 32 GB or more LPDDR5X memory; 512 GB or more PCIe Gen4 NVMe SSD with Opal 2.0 hardware encryption.
• 12–14 inch touch display, WUXGA/QHD+/2.2K, anti-glare, 400 nits or brighter.
• 5 MP or better FHD RGB+IR camera with dual microphones, privacy shutter, presence detection and Windows Hello support.
• Integrated next-generation GPU aligned to the processor platform.
• Integrated LTE or 5G module with eSIM and/or physical SIM; USB or hotspot connectivity is not accepted unless PRASA approves it explicitly.
• Wi-Fi 6E or later and Bluetooth 5.4.
• Windows 11 Professional (64-bit) pre-installed, supporting Intune, Entra ID, Group Policy, Autopilot, Defender and SCCM/MECM.
• Aluminium, magnesium or carbon fibre chassis; backlit business keyboard with precision touchpad and multi-touch support.
• Fingerprint reader, TPM 2.0 (FIPS certified) and self-healing BIOS.
• Tracking and theft recovery subscription of at least 48 months; remote management through vPro/AMT or DASH.
• Multiple USB-C/Thunderbolt ports, audio combo jack, LAN via adaptor and OEM-certified power adapter.
• Battery life 12–15 hours, fast charge to 80% within 60 minutes, 4-year battery warranty.
• 4-year comprehensive warranty with next-business-day onsite support, accidental damage cover and disk retention.
• Security lock slot and premium executive carry bag.

Standard devices (Laptops D–F)

• Slim business laptop, no larger than 32 x 22 x 2.0 cm and no heavier than 1.6 kg.
• Latest-generation AI-enabled processor (Intel Core Ultra 7 or AMD Ryzen AI 7 PRO).
• 32 GB or more LPDDR5X or DDR5 memory; 512 GB or more PCIe Gen4 NVMe SSD with Opal encryption.
• 14 inch FHD+/WUXGA IPS anti-glare display, 400 nits or brighter.
• 5 MP or better RGB+IR camera with dual microphones and Windows Hello support; integrated next-generation GPU.
• Integrated LTE or 5G with eSIM and/or physical SIM on the same terms as the executive devices; Wi-Fi 6E or later and Bluetooth 5.4.
• Windows 11 Professional (64-bit) with the same enterprise management support.
• Durable premium chassis; fingerprint reader, TPM 2.0 (FIPS certified) and self-healing BIOS.
• 48-month tracking and theft recovery subscription; vPro/AMT or DASH remote management.
• USB-C/Thunderbolt, USB-A, HDMI, audio jack and LAN (built-in or adaptor).
• 12 hours or more battery life, fast charge to 80% within 60 minutes, 4-year battery warranty.
• 4-year comprehensive warranty with next-business-day onsite support, accidental damage cover and disk retention.
• Security cable lock and OEM-branded durable backpack.

Type C 65W chargers

• USB-PD 3.0 compliant and CE/FCC certified; OEM original or OEM-certified equivalent with proof of certification.
• Minimum 2-year warranty; 65 W maximum output.
• Weight 0.2–0.5 kg; smart auto-voltage selection and protection against over-voltage, over-current and short circuits; GaN technology on selected models.
• 1 m power cord and 1.8 m USB-C cable; output voltages 5V/3A, 9V/3A, 12V/3A, 15V/3A and 20V at a maximum of 3.25A.

Experience evidence required with the bid

• Two reference letters, on the clients' own letterheads, proving experience in supplying laptop or notebook computer devices.
• Each reference must represent a value of at least R1 000 000.
• The references must not be older than 3 years from the RFQ issue date.
• The bidder must also hold an OEM or distributor letter or certificate confirming it is authorised to sell the proposed notebook computers.

Registration and statutory status

• CSD supplier registration number required; bidders not yet registered may register within 14 days after the closing date.
• Valid original Tax Clearance Certificate, valid on the closing date, or a SARS PIN.
• Company registration documents and copies of directors' identity documents.

B-bbee

• Original or certified B-BBEE certificate issued by a SANAS-accredited agency, or a sworn affidavit for EMEs and QSEs.
• Joint ventures and consortiums must submit a combined B-BBEE certificate in the name of the JV or consortium.
• The same certificate or affidavit is the evidence for the 4-point specific goal for entities at B-BBEE level 2 or better.

Authorisation and experience

• Letter or certificate from the OEM or distributor confirming the bidder may sell the proposed notebook computers.
• Two reference letters on client letterheads proving experience in supplying laptop or notebook devices, each of at least R1 000 000 and not older than 3 years from the RFQ issue date.

Forms

• All Standard Bidding Documents and declarations must be completed and signed, with Commissioner of Oath signatures where required.
• Signed Joint Venture, Consortium or Partnering Agreement where applicable.

Device compliance

• Proposed devices must meet every specification item and the make and model must be declared; incomplete or non-compliant submissions are disqualified.

Warranty and support obligations attached to the equipment

• 4-year comprehensive warranty on executive and standard notebooks, with next-business-day onsite support, accidental damage cover and disk retention, plus a 4-year battery warranty.
• Chargers carry a minimum 2-year warranty.
• Tracking and theft recovery subscriptions: at least 48 months on executive devices and 48 months on standard devices.
• Batteries must fast charge to 80% within 60 minutes on both device classes.

Stage 1A — mandatory compliance (automatic disqualification if omitted)

• Complete RFQ documentation, including all declarations, all Standard Bidding Documents and Commissioner of Oath signatures.
• Signed Joint Venture, Consortium or Partnering Agreement, where applicable.
• OEM or distributor letter or certificate confirming authorisation to sell the proposed notebook computers.
• Two reference letters on client letterheads proving laptop or notebook supply experience, each at least R1 000 000 and not older than 3 years.

Stage 1B — basic compliance (produce within a stated period, for example 7 days, on award)

• Signed Joint Venture, Consortium or Partnering Agreement, where applicable.
• Original or certified SANAS B-BBEE certificate, with an affidavit for EMEs and QSEs.
• CSD supplier registration number, with 14 days after the closing date allowed for registration.
• Valid original Tax Clearance Certificate or SARS PIN.
• Company registration documents and copies of directors' identity documents.

Device requirements

• Every specification item must be met and the make and model declared; failure leads to disqualification.

Bids pass through four stages in order.

• Stage 1A — mandatory compliance (substantive responsiveness): full completion of the RFQ pack including all declarations, all SBDs and Commissioner of Oath signatures, a signed JV/consortium/partnering agreement where applicable, an OEM or distributor authorisation letter, and two reference letters of at least R1 000 000 each, not older than 3 years.
• Stage 1B — basic compliance (administrative responsiveness): B-BBEE certificate or affidavit, CSD registration number, valid tax clearance certificate or SARS PIN, company registration documents and directors' identity documents.
• Stage 1C — technical/functional: the proposed device must satisfy every specification requirement for its class, with the make and model declared. Only compliant devices proceed.
• Stage 3 — price and specific goals under the 80/20 preference point system.

Points allocation

• Price: 80 points, calculated as PS = 80 (1 − (Pt − Pmin) / Pmin).
• Specific goals: 20 points, 4 points per goal claimed.
• Total: 100 points.

Specific goals and proof required

• Black women owned — certified ID copies of the owners.
• Black youth owned — certified ID copies of the owners.
• Owned by black people with disability — certified ID copies of the owners and a doctor's note confirming the disability.
• B-BBEE contributor status of at least level 2 — B-BBEE certificate or affidavit.
• EME or QSE that is 51% black owned — audited annual financial statements, B-BBEE certificate or affidavit.