RFQ for IT repair & maintenance services for nhbrc – gauteng

Closing date and time: 18 September 2026 at 11:00 AM. Briefing session: 09 September 2026 at 11:00 AM via Microsoft Teams (virtual). Attendance: Non-compulsory. Meeting link: RFQ for Laptop and Tablet Repairs and On-Site IT Support Services. Meeting ID: 366 474 127 961 643. Passcode: qy2QB28R. Site visits: Not applicable.

Technical enquiries may be directed to: Kenny Molefe and Prince Makhutudise. Office Telephone No.: 011 317 0029/0105. E-mail: [email protected] and [email protected]. Submission of responses to the RFQ must be emailed to [email protected]. All quotations must be submitted on the official forms – (not to be re-typed).

Closing date: 18 September 2026 at 11:00. Quotations must be submitted on the official forms (not re-typed). Bidders must complete the B-BBEE status level verification certificate or sworn affidavit. Tax Compliance Status (TCS PIN from SARS e-Filing or CSD number) must be provided. All official forms must be signed.

Preference points: 80/20 system — 80 points for price and 20 points for specific goals. Specific goals: 12 points for women owned companies, 6 points for youth owned companies, and points for people living with disabilities owned companies. Bidders must submit a B-BBEE status level verification certificate or sworn affidavit to qualify for preference points.

Scope of work: Part A – Ad-Hoc Laptop / Tablet Repair Services: The service provider must be able to repair and maintain, including but not limited to: HP Business Laptops (HP EliteBook, HP ProBook and HP Elite x360), Dell Business Laptops (Dell Latitude and Dell XPS), Rugged X T200 Tablets. Repair process: Repair Request → Device Collection → Diagnostic Assessment → Quotation Submission → NHBRC Approval → Repair → Testing & Quality Check → Device Return → Warranty Period. Repair requirements: Safeguarding NHBRC information and user data, use of genuine OEM parts, software and operating system support related to hardware repairs, on-site repair requirements, returning replaced parts when requested, cleaning equipment before return, applying firmware updates, maintaining detailed repair records, warranty and documentation requirements. Loan or replacement device: Bidders may indicate whether they can provide a temporary loan or replacement Laptop or Tablet where a repair is expected to exceed the applicable turnaround time. This will be regarded as a value-added service. Repair service level agreements: The following are the minimum required service levels: Service Activity: Collection of faulty devices – Within 1 business day; Diagnostic report – Within 2 business days; Repair quotation – Within 2 business days; Minor repair – Within 3 business days after approval; Major repair – Within 7 business days after approval; Emergency repair – Within 24 hours, where applicable and reasonably possible; Repair workmanship warranty – Minimum 90 days; Replacement part warranty – OEM/manufacturer warranty. Part B – On-Site IT Support Technicians: IT Support Technician responsibilities: The IT Support Technician's primary responsibility is to provide on-site technical support, resolve ICT issues, maintain equipment, manage service requests, and support the smooth day-to-day operation of NHBRC's ICT environment. Each IT Support Technician assigned to NHBRC must be dedicated to NHBRC for the full duration of the scheduled NHBRC support day. Failure to provide the assigned technician for the scheduled NHBRC day, without prior approval or an acceptable replacement arrangement, will constitute a service delivery failure. Assisting users with computers, laptops, printers, software, and Microsoft 365 applications, as well as supporting user onboarding and offboarding processes. Diagnosing and resolving technical issues, installing and maintaining ICT equipment, and performing software installations, updates, and maintenance. Troubleshooting internet, Wi-Fi, VPN, and network connectivity issues, including approved cabling and workstation connectivity tasks. Maintaining accurate IT asset records and assisting with equipment deployment, replacement, relocation, and inventory management. Logging, updating, and resolving incidents through the NHBRC service desk system, escalating unresolved issues when necessary, and providing regular activity and resolution reports. Conducting routine equipment inspections, workstation health checks, system updates, and compliance-related support to ensure operational reliability. Delivering professional, timely, and courteous support while collaborating effectively with NHBRC ICT personnel and external service providers to resolve issues efficiently. Service locations: Each technician will be assigned to one of the following NHBRC main offices: Cape Town, Durban, Bloemfontein, Rustenburg, Kimberley, Polokwane, Nelspruit, Gqeberha. Contract period: The contract will run for twelve (12) months from the date of appointment. Part A – Laptop Repairs: Services will be provided on an as-and-when-required basis. No minimum repair volumes or expenditure are guaranteed. Part B – On-Site Support: Technicians will attend the designated NHBRC locations one day per week for the duration of the contract. NHBRC reserves the right, subject to written notice and operational requirements, to suspend, reduce or adjust the frequency of visits.

Pricing schedule: The pricing schedule consists of two parts: Part A – Ad-Hoc Device Repair Services; Part B – On-Site IT Support Technician Services. Bidders must complete both Part A and Part B of the pricing schedule. Failure to complete the required pricing information may result in the bid being considered non-responsive. All prices must be quoted in South African Rand (ZAR). Prices must remain firm for the duration of the contract, unless otherwise provided for in the contract. The quantities and frequencies indicated in Part B are estimated requirements for pricing and evaluation purposes only and do not constitute a guarantee of work or expenditure by NHBRC. Part A – Ad-Hoc Device Repair Services: Where replacement parts are required, the bidder must: Use OEM or OEM-equivalent parts, as specified by NHBRC; Submit a quotation for the required parts before proceeding with the repair; Clearly identify the cost of the part separately from labour; Apply the quoted parts mark-up percentage consistently throughout the contract. Note: Parts are not included in the labour rates above and will only be supplied and charged where authorised by NHBRC. Part B – On-Site IT Support Technician Services: NHBRC requires one dedicated on-site IT support technician for one working day per week at each listed location. For pricing purposes, bidders must calculate the annual cost based on: 1 day per week × 52 weeks = 52 technician days per site per year. The requirement is therefore 52 technician days per site per contract year. The 52 weeks are used as the annual pricing assumption. The actual service commencement and contract period will be governed by the contract. NHBRC does not guarantee that all 52 technician days will necessarily be utilised. Payment will be based on services requested and rendered, subject to the terms of the contract. The bidder's day rate must include all costs associated with providing the on-site technician, including personnel costs, management and administration, and any other costs necessary to deliver the service, unless specifically excluded and clearly identified in the pricing schedule. Pricing summary: Note: Part A is an ad-hoc service and therefore does not have a fixed annual quantity. The rates submitted under Part A will be used when repair services are requested. Part B will be evaluated using the estimated annual requirement of 416 technician days (8 sites × 52 days).

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid SARS Tax Compliance Status (TCS) PIN. Bidders must complete and sign all official forms (SBD 4 – Declaration of Interest, SBD 6.1 – Preference Points Claim, SBD 7.2 – Contract Form) and submit evidence for specific goals (women/youth/disability ownership) as claimed. No persons in the service of the state may bid. Bidders must disclose any relationship with NHBRC employees and any collusive practices. Foreign suppliers must complete the pre-award questionnaire.