Supply and delivery of 76 laptops and tracking & device management software

Closing

• 23 October 2026 at 12:00

Advert

• 9 October 2026

Technical enquiries

• Contact: Ms. N. Ntlanga
• Telephone: (083) 359 8347
• Email: [email protected]

Supply chain management enquiries

• Contact: Mr. Z. Khala
• Telephone: (079) 886 0942
• Email: [email protected]

Bid submission

• Email: [email protected]

Postal address

Winnie Madikizela-Mandela Local Municipality

P.O. Box 12

Bizana

4800

Submission method

• Email only, to [email protected]
• Closing: 23 October 2026 at 12:00
• Bids must be submitted on the original bid document issued by the municipality; retyped documents are not accepted.
• Each submission must be clearly marked with the project name and the bid reference number; failure to do so may result in the bid not being considered.
• Late, hand-delivered, incomplete and facsimile bids will not be accepted.
• Any unauthorised alteration to the bill of quantities or quotation invalidates the submission.
• Any part of the bid document left blank is treated as not applicable; leaving a compulsory part incomplete may render the bid non-responsive.

Returnable documents — all must be completed in full and submitted

• Completed original municipal bid document.
• Entity registration documents and certified identity copies of every director, certified within the last 3 months.
• Proof of CSD registration.
• Valid SARS tax compliance PIN printout.
• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director, shareholder or representative is in the service of the state or connected to officials involved in the bid.
• MBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any previous disqualification or restriction.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently and without collusion.
• Billing clearance certificate or municipal accounts statement showing no undisputed municipal account overdue by more than 30 days, plus a signed letter confirming no account is more than 30 days in arrears on the closing date.
• Joint ventures: a valid tax compliance document for every partner and a signed agreement naming the lead partner.
• Authority to sign: a company resolution, close corporation member authority, or partnership/consortium/joint venture authorisation for the signatory.

• Completed original municipal bid document.
• Entity registration documents.
• Certified identity copies of directors, certified within the last 3 months.
• Proof of CSD registration.
• Valid SARS PIN printout.
• MBD 1, MBD 4, MBD 6.1, MBD 8 and MBD 9, completed and signed.
• Billing clearance certificate or municipal accounts statement, plus a signed letter confirming no account is more than 30 days in arrears on the closing date.
• Joint ventures: valid tax compliance document for each partner and a signed agreement identifying the lead partner.

Stage 1 — Functionality (100 points; minimum 70 to proceed)

• A bid scoring below 70 out of 100 on functionality is non-responsive and is disqualified.
• Proven experience in supply and delivery of desktops, laptops and/or servers: 40 points maximum.
• Appointment letters or purchase orders of at least R500 000 each, with contactable references, at least two of which must be from organs of state.
• Reference letters must not be older than 3 months.
• 0 to 2 appointment letters: 0 points.
• 2 appointment letters or order numbers, each with a signed reference letter from an authorised person: 10 points.
• 3 appointment letters or order numbers, each with a signed reference letter: 20 points.
• 4 appointment letters or order numbers, each with a signed reference letter: 40 points.
• Two or more letters from a supplier confirming the bidder is a computer reseller: 50 points maximum.
• Signed confirmation from the bidder of capability to deliver within 14 days of appointment: 10 points maximum.

Stage 2 — Price and specific goals

• Preference points system: 80/20 or 90/10.
• Price: 80 or 90 points; specific goals claimed on MBD 6.1: 20 or 10 points.
• Failure to submit the proof required to claim specific goals means those points are not claimed.

Scope

• Supply and delivery of laptops and configuration of tracking and device management software for Winnie Madikizela-Mandela Local Municipality.

Laptops — 13 units (higher specification)

• Screen: 13 inches, touch screen.
• Processor: Intel Core i7.
• Memory: 16GB.
• Storage: 1TB hard drive.
• Operating system: Windows 11 Pro.
• Connectivity: Wi-Fi/wireless LAN, RJ45, headphone/line-out, HDMI, USB-C.
• Warranty: 3-year next business day onsite.
• Carry bags: 11 universal backpacks and 3 executive bags.
• Additional: technical support to the municipality.

Laptops — 63 units (standard specification)

• Screen: 13 to 14 inches.
• Processor: Intel Core i5.
• Memory: 8GB.
• Storage: 500GB hard drive.
• Operating system: Windows 11 Pro.
• Connectivity: Wi-Fi/wireless LAN, RJ45, headphone/line-out, HDMI, USB-C.
• Warranty: 3-year next business day onsite.
• Carry bags: universal backpacks.
• Additional: technical support to the municipality.

Tracking and device management software — 76 laptops

• Must be supplied and configured for 76 laptops.
• Must record each laptop's last known site, building, room, network location, public IP address where lawfully available, endpoint-management check-in source and timestamp.
• Location and status updates may be entered manually or received from approved endpoint-management, identity, network-access, Wi-Fi, VPN, directory or security platforms.
• Where an approved laptop agent supplies geographic coordinates, the software must record accuracy, consent or lawful basis, source and collection time, and restrict access to authorised roles.
• Must display last successful check-in, signed-in user where permitted, device hostname, network source, and whether the information is current, stale, unavailable or manually reported.
• Tracking is limited to municipal-owned laptops and to operational, security, recovery and audit purposes, with configurable retention and access controls.
• Network-derived or endpoint-derived information may not be presented as a precise physical location unless the source provides an approved accuracy measure.

• Proven experience in supplying and delivering desktops, laptops and/or servers carries 40 of the 100 functionality points.
• Evidence: appointment letters or purchase orders of at least R500 000 each, with contactable references, at least two from organs of state.
• Reference letters must be dated within the last 3 months.
• Two or more supplier letters confirming computer reseller status carry 50 points.
• A signed letter confirming ability to deliver within 14 days of appointment carries 10 points.

• Pre-tender testing is at the bidder's cost.
• Where inspection, testing or analysis is a condition, the bidder's premises must be open at reasonable hours for inspection by the municipality or its representative.
• Where the municipality arranges testing during the contract, it bears the cost if the goods or services comply; the supplier bears the cost if they do not.
• Non-compliant goods or services may be rejected, held at the supplier's cost and risk, and must be removed and replaced at the supplier's expense.

• 13 laptops: Intel Core i7, 16GB memory, 1TB hard drive, Windows 11 Pro, 3-year next business day onsite warranty, 11 universal backpacks and 3 executive bags, technical support.
• 63 laptops: Intel Core i5, 8GB memory, 500GB hard drive, Windows 11 Pro, 3-year next business day onsite warranty, universal backpacks, technical support.
• Tracking and device management software for 76 laptops, priced per the stated minimum requirements.
• Unit prices and totals must be quoted excluding VAT, with VAT shown separately where applicable.

Pricing

• Prices must be quoted per line item and totalled, excluding VAT, on the municipal pricing schedule.
• Total bid price is the sum of the laptop totals, the tracking software total and VAT where applicable.
• Quoted prices are fixed for the bid validity period.
• The municipality may correct arithmetical errors in extensions and totals before award; quoted rates are not adjusted.

Bid validity

• 90 days from the closing date, extendable by the municipality before expiry with the bidder's written agreement.

Performance security

• The successful bidder must furnish the performance security amount stated in the Special Conditions within 30 days of award notification, as a bank guarantee, irrevocable letter of credit or certified cheque.
• Security is released within 30 days after completion of performance, including warranty obligations.

Payment

• Payment is made in Rand within 30 days of invoice submission, supported by a delivery note.

Penalties

• Late delivery or non-performance attracts a deduction calculated at the prime interest rate for each day of delay.

Variation orders

• Changes within 15% of the original contract value may be instructed; unit prices may be reduced where quantities are measurable, with no escalation.

VAT

• A bidder whose taxable turnover exceeds R2.3 million is expected to be VAT registered; if not, the municipality may treat the bid as non-compliant and exclude it.

Registration and tax

• CSD registration is required; a CSD number may be provided where no tax compliance status is available.
• A valid SARS tax compliance status PIN or printed TCS certificate must be submitted.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• No contract will be awarded to a bidder whose tax matters are not in order or whose municipal rates and service charges are in arrears.

Ownership and declarations

• No bid will be accepted from a person in the service of the state.
• Directors, members and shareholders must be disclosed, with identity numbers and state employee numbers where applicable.

Local content

• Minimum local content threshold: 100%.

Municipal accounts

• No undisputed municipal account may be overdue by more than 30 days; a billing clearance certificate or accounts statement plus a signed confirmation letter is required.

Joint ventures

• A valid tax compliance document for every partner and a signed agreement identifying the lead partner must be submitted.

Foreign suppliers

• Foreign bidders must complete the pre-award questionnaire covering RSA residency, branch, permanent establishment, income source and tax liability.

• Bid validity: 90 days from the closing date, irrevocable and open for written acceptance; the municipality may extend before expiry and bidders must confirm any extension in writing. Bidders who do not respond or who decline are removed from further evaluation.
• Prices are fixed for the validity period and may not be varied.
• Performance security: the amount stated in the Special Conditions must be furnished within 30 days of award notification, by bank guarantee, irrevocable letter of credit or certified cheque; it is released within 30 days after completion of performance, including warranty obligations.
• Payment: in Rand within 30 days of invoice submission, against invoice and delivery note.
• Warranty: goods must be new, unused and current models, warranted for 12 months from delivery and acceptance, or 18 months from shipment, whichever ends first.
• Penalties: late delivery or non-performance attracts a deduction calculated at the prime interest rate for each day of delay.
• Variation orders: changes within 15% of the original contract value may be instructed; unit prices may be reduced where quantities are measurable, with no escalation.
• Termination: permitted for default, insolvency, or corrupt or fraudulent practices, with recovery of excess replacement costs.
• Assignment, subcontracting and transfer of the contract require prior written consent.
• Disputes: amicable resolution first, then mediation after 30 days, then a South African court.
• Liability is capped at the total contract price, excluding repair or replacement of defective equipment.
• The contract is governed by South African law and written in English.
• No contract will be awarded to a bidder whose tax matters are not in order or whose municipal rates and service charges are in arrears.
• Collusive bidding may be referred to the Competition Commission, with possible exclusion from public sector business for up to 10 years.

• Bids are invited from suitably qualified and accredited service providers.
• A completed original municipal bid document must be submitted.
• Entity registration documents and certified identity copies of directors, certified within the last 3 months, are required.
• Proof of CSD registration and a valid SARS PIN printout are required.
• MBD 1, MBD 4, MBD 6.1, MBD 8 and MBD 9 must be completed and submitted.
• A billing clearance certificate or municipal accounts statement showing no undisputed account overdue by more than 30 days is required, together with a signed letter confirming no account is more than 30 days in arrears on the closing date.
• Joint ventures must submit a valid tax compliance document for each partner and a signed agreement identifying the lead partner.
• Minimum local content threshold: 100%.
• A bidder whose taxable turnover exceeds R2.3 million is expected to be VAT registered.
• Late, hand-delivered, incomplete and facsimile bids will not be accepted.

• Preference points system: 80/20 or 90/10.
• Minimum functionality score: 70 out of 100; below this the bid is non-responsive and disqualified.
• Price carries 80 or 90 points; specific goals claimed on MBD 6.1 carry 20 or 10 points.
• Functionality scoring: proven experience in supply and delivery of desktops, laptops and/or servers (40 points), two or more supplier letters confirming computer reseller status (50 points), signed confirmation of delivery within 14 days of appointment (10 points).
• Experience evidence: appointment letters or purchase orders of at least R500 000 each, with contactable references, at least two from organs of state, and reference letters not older than 3 months.