Supply and delivery of ICT equipment (laptops, desktops, macbooks, ipads, tablets, monitors) – 3-Year contract

Enquiries – Bidding Procedures:

• Contact: Ms Deidre Hartzenberg
• Email: [email protected]
• Telephone: 021 461 4676

Enquiries – Technical:

• Contact: Mr Mandla Ngewu
• Email: [email protected]
• Telephone: 021 461 4676

Submission address (hand/courier):

The Castle of Good Hope

Corner Castle & Darling Street

Cape Town, 8001

Postal address:

Castle Control Board

P.O Box 1

Cape Town, 8000

Submission method: hard copy only, in a sealed envelope and secure package, marked with reference CCB2026/11/01.

• Deliver by hand or courier to: The Castle of Good Hope, Corner Castle & Darling Street, Cape Town, 8001. The tender box is at the reception, open daily 09h30–16h00; on closing day until 10h00.
• Or post to: Castle Control Board, P.O Box 1, Cape Town, 8000. Postal bids must reach the post box by 25 November 2026.
• Submit three files, each containing one original and one copy, in this order:
• File 1 – Technical File: pre-qualification documents (Gate 0) and the completed pre-qualification checklist.
• File 2 – Functionality Criteria (Gate 1).
• File 3 – Price and Preference Points Claims: pricing schedule, preference point claims, and detailed quotation.
• All documents must be completed and signed by a duly authorised representative.

Returnable forms (all mandatory; non-submission may disqualify):

• SBD 1 (Invitation to Bid): signed cover page with bidder details.
• SARS Tax Compliance Status: must be compliant; verified via CSD.
• Pricing Schedule: completed on the supplied pro forma.
• Detailed quotation: attached.
• SBD 4 (Declaration of Interest): discloses any connection to state employees.
• SBD 6.1 (Preference Points Claim): claims specific goals points; failure to submit scores zero on specific goals.
• Central Supplier Database (CSD) report.
• Company Registration Certificate.
• B-BBEE Certificate or Sworn Affidavit.
• Proof of banking details.
• Pre-qualification checklist completed with a tick.

Disqualification risks:

• Late bids (after 27 November 2026 at 10h00) are not accepted and may be returned unopened.
• Amending, qualifying, or setting counter conditions to any bid condition may invalidate the bid.
• Contacting any CCB employee other than the nominated enquiry contacts on tender matters may result in disqualification.
• Failure to price all listed products results in disqualification.

Evaluation is in three gates:

Gate 0 – Pre-qualification (pass/fail):

• Submit all documents listed in Table 1 (see submission guidelines). Non-submission of any item may disqualify.
• Bidders must be registered on the CSD and tax compliant.
• Bidders must be RFB 740 accredited on the SITA website.

Gate 1 – Functionality (minimum 70/100 to proceed):

• Proven experience supplying ICT equipment to public sector/enterprise clients over the past five years, with contactable reference letters on client letterheads (30 points).
• Excellent: 3 satisfactory reference letters (30)
• Good: 2 reference letters (20)
• Fair: 1 reference letter (10)
• No response or non-compliant letters (0)
• Company profile and detailed delivery methodology (20 points).
• Excellent: comprehensive, well-structured (20)
• Good: adequate but lacking detail (10)
• Poor: limited or vague (5)
• No response (0)
• Technical capacity, qualified personnel, OEM certifications, and support/maintenance capability, evidenced by CVs, qualifications, OEM accreditation certificates, partnership letters (30 points).
• Excellent: comprehensive (30)
• Good: adequate (20)
• Poor: limited (10)
• No response (0)
• Service and warranty support methodology plan (20 points).
• Excellent: comprehensive, clear commitments (20)
• Good: adequate but lacking detail (15)
• Poor: limited (10)
• No response (0)

Gate 2 – Price and Specific Goals (80/20 preference point system):

• Price: maximum 80 points.
• Specific Goals: maximum 20 points, claimed as follows:
• HDI ownership (no franchise before 1983/1993 Constitutions): 100% = 8, 75–99% = 6, 60–74% = 4, 51–59% = 2, 0–50% = 0.
• Women ownership: 100% = 4, 75–99% = 3, 60–74% = 2, 51–59% = 1, 0–50% = 0.
• Youth ownership: 100% = 4, 75–99% = 3, 60–74% = 2, 51–59% = 1, 0–50% = 0.
• People with disabilities ownership: 100% = 2, 51–99% = 1, 0–50% = 0.
• Implementation of RDP goals (promotion of SMMEs): Yes = 2, No = 0.

Other conditions:

• CCB may conduct financial statement analysis on recommended bidders; award may be withheld if financial statements are not in order.
• CCB may award to multiple bidders, negotiate with preferred bidders, or accept part of a bid.

The Castle Control Board requires supply and delivery of ICT equipment, as follows:

Laptops (9 units) – enterprise-grade, Dell Pro or equivalent:

• Processor: current-generation Intel Core Ultra 7, vPro-enabled, U-series (or equivalent enterprise-class)
• RAM: minimum 32GB
• Storage: minimum 1TB NVMe SSD
• Display: 14-inch FHD or higher, non-touch
• Graphics: integrated advanced-grade or better
• Ports: USB Type-C/Thunderbolt, USB 3.0+, HDMI
• Wireless: Wi-Fi 6, Bluetooth 5.0+
• Mobile connectivity: LTE or later
• Security: TPM 2.0+, Secure Boot, BIOS/UEFI security, full-disk encryption support
• OS: Microsoft-certified for Windows 11 Professional OEM (or latest approved)
• Weight: minimum 1.27kg
• Screen brightness: minimum 300 nits
• Battery: minimum 8 hours
• Enterprise management: support for endpoint management, security configuration, encryption, compliance monitoring
• Warranty: minimum 5-year manufacturer warranty and enterprise support, next business day on-site

Desktops (5 units) – midrange All-in-One, Dell or equivalent:

• Processor: current-generation Intel Core Ultra 7, vPro-enabled (or equivalent)
• RAM: minimum 32GB
• Storage: minimum 1TB NVMe SSD
• Display: minimum 24-inch FHD (1920×1080) IPS, non-touch
• Ports: USB Type-C, USB 3.0+, HDMI/DisplayPort, Ethernet
• Audio: integrated speakers, microphone, audio jack
• VESA mount compatible
• Network: Gigabit Ethernet
• Wireless: Wi-Fi 6, Bluetooth 5.0+
• Security: TPM 2.0+, Secure Boot, BIOS/UEFI security, full-disk encryption
• OS: Windows 11 Professional OEM
• Enterprise management: support for endpoint management, security, encryption, compliance
• Warranty: minimum 5-year manufacturer warranty and enterprise support, next business day on-site

Apple MacBooks:

• MacBook Air 13-inch (2 units): M3/M4 processor, 16GB RAM, 512GB SSD, 13-inch display, Apple Silicon GPU, USB-C/Thunderbolt, Wi-Fi/Bluetooth, hardware security, macOS, MDM support, Apple Business Manager enrolment, 3-year AppleCare+ or maximum coverage
• MacBook Pro 14-inch (1 unit): M3/M4 processor, 24GB RAM, 1TB SSD, 14-inch display, Apple Silicon GPU, USB-C/Thunderbolt, Wi-Fi/Bluetooth, hardware security, macOS, MDM support, Apple Business Manager enrolment, 3-year AppleCare+ or maximum coverage

Apple iPads (2 units):

• iPad Air (1 unit, General Use): current-generation, Apple Silicon, 256GB storage, 11-inch Liquid Retina display, Wi-Fi + cellular (5G), hardware security, iPadOS, MDM support, accessories (protective cover, screen protector, Apple Pencil, Magic Keyboard), 3-year AppleCare+ or maximum coverage
• iPad Pro (1 unit, Executive Use): current-generation, Apple Silicon, 512GB storage, 11-inch premium display, Wi-Fi + cellular (5G), hardware security, iPadOS, MDM support, accessories (protective cover, screen protector, Apple Pencil, Magic Keyboard), 3-year AppleCare+ or maximum coverage

Android Tablets (5 units):

• OS: Android 14 or latest (Google Certified)
• Rear camera: 12MP or higher
• Front camera: 8–12MP or higher
• Video: 4K at 30fps minimum, optical image stabilisation preferred
• Display: 11–13 inch, 2K or higher
• RAM: 8GB (12GB preferred)
• Storage: 256GB minimum (512GB preferred), expandable MicroSD preferred
• Processor: Snapdragon 8-series or equivalent flagship
• Battery: 8,000mAh or higher
• Connectivity: Wi-Fi 6/6E, 5G preferred, USB-C
• Audio: good-quality stereo/quad speakers + microphone
• Accessories: protective case and screen protector
• Warranty: minimum 2 years, next business day on-site support

Zen Screens (2 units) – ASUS Zen Screen MB169CK or equivalent:

• Display: 15.6–16 inch anti-glare IPS, 1920×1080, 60Hz, 250 nits
• Connectivity: dual USB-C with DisplayPort Alt Mode, Mini HDMI
• Design: 0.78kg, 11.8mm slim, 360° detachable kickstand, rear tripod socket
• Features: autorotation, TÜV Rhineland flicker-free and low blue light, 100% sRGB
• Warranty: minimum 3-year manufacturer warranty and enterprise support, next business day on-site

Accessories:

• iPad Air accessories: 2 protective covers, 2 screen protectors, 2 Apple Pencils, 2 Magic Keyboards
• iPad Pro accessories: 1 protective cover, 1 screen protector, 1 Apple Pencil, 1 Magic Keyboard
• Android Tablet accessories: 6 protective cases, 6 screen protectors

General requirements:

• All devices must be current commercially available enterprise models, with genuine OEM OS licences.
• Must be compatible with CCB's Microsoft enterprise environment, endpoint management platform, and approved security solutions.
• Must support enterprise deployment, management, and security controls.
• Manufacturer-supported drivers, firmware, and BIOS updates must be available for the warranty period.
• Each device must include manufacturer's serial number for asset management.
• Product documentation and warranty information must be supplied.
• Warranty must commence from delivery or invoice date, regardless of remaining contract period.
• Bidder must manage warranty registration, administration, and claims.
• Notify CCB in writing of any product discontinuation or significant changes; propose alternatives that meet or exceed specifications, subject to CCB written approval.
• Source equipment through authorised channels to ensure authenticity and warranty eligibility.
• Inform CCB of any anticipated delivery delays without undue delay.
• CCB may reject any product not meeting approved specifications.

Pricing format:

• Complete the supplied Pricing Schedule (pro forma) and submit a separate comprehensive list of all costs, including those not on the schedule, for the service level agreement.
• Failure to price all listed products results in disqualification.
• Offer must remain valid for 90 days from the closing date.

Payment terms:

• Payment within 30 calendar days of receiving a valid tax invoice.

Contract duration: 3 years.

Delivery timeframe: within 20 days of receiving the appointment letter and purchase order.

No bid security, bonds, or guarantees are specified.

Mandatory registrations and compliance:

• Central Supplier Database (CSD) registration – required for the bidder and, where consortia, joint ventures, or sub-contractors are involved, for each party.
• SARS Tax Compliance – must be compliant at submission and throughout the contract; verified via CSD.
• RFB 740 accreditation on the SITA website – required.
• Company Registration Certificate (CIPC) – required.
• B-BBEE Certificate or Sworn Affidavit – required; used for specific goals points.
• Proof of banking details – required.

Tax obligations:

• Must comply with all applicable tax legislation (Income Tax Act, VAT Act) for the entire contract term.
• By submitting the bid, the bidder grants SARS permission to disclose tax compliance status to CCB on an ongoing basis.

Sub-contracting:

• Each sub-contractor must submit all documents required from the primary bidder.
• Bidders must declare the percentage of work each sub-contractor will perform.

Popia:

• Both parties must comply with the Protection of Personal Information Act, 2013.

Fronting:

• CCB condemns fronting; if fronting indicators are found, the bidder must prove otherwise within 14 days of notification, or the bid/contract may be invalidated and the bidder may be restricted from public sector business for up to 10 years.