Supply and delivery of computer equipment, accessories and server licences – RFQ 134/2026

Closing date: 05 November 2026

Closing time: 12:00 (12H00)

Quotation validity: bids must remain valid for 90 days after the closing date.

No compulsory briefing or site visit is stated.

SCM / bidding procedures

• Contact: Ms. Theolencia Biljohn
• Email: [email protected]
• Telephone: 023 541 1668

Technical / specification enquiries

• Contact: Mr. Nhlanhla Mbokazi
• Email: [email protected]
• Telephone: 023 541 1668

Document collection address

• Finance Division, Thusong Centre, Prince Albert, 6930 (office hours Monday-Thursday 07h30-16h00, Friday 07h30-15h30).
• Documents free from www.pamun.gov.za or R150.00 cash/EFT (ABSA account 2640-5600-64, reference RFQ 134/2026 and company name).

Submission method

• Method: sealed envelope deposited in the tender box.
• Tender box location: Prince Albert Municipal Finance Building (Thusong Centre), Adderley Street, Prince Albert, 6930.
• Tender box opening hours: Monday to Thursday 07h30-16h00; Friday 07h30-15h30.
• Envelope must show the quotation number (RFQ 134/2026) and quotation title on the outside; unmarked envelopes are disqualified at bid opening.
• Late, faxed, e-mailed, telegraphic, telephonic or telex bids are not accepted.
• Posted or couriered bids (sender's risk) may be accepted if received before closing time, addressed to Prince Albert Municipality, Private Bag X53, Prince Albert, 6930, marked "ATTENTION SUPPLY CHAIN MANAGEMENT UNIT", and placed in the correct bid box before closing.
• Bids opened in public immediately after closing at the Finance Division Boardroom, Thusong Centre.

Document completion rules

• Complete the original bid document in black ink, handwritten, signed by an authorised signatory. Re-typed responses invalidate the offer.
• Return the complete bid document; missing pages disqualify the quotation.
• No unauthorised alterations to the bid document; any alteration disqualifies automatically.

Returnable forms and documents (all must be completed, signed and attached)

• MBD 1 (Invitation to Bid): bidder details; signed as the offer cover page.
• MBD 2 (Tax Clearance Requirements): Tax Compliance Status Pin or CSD number to verify tax status.
• MBD 3.1 (Pricing Schedule): completed pricing schedule.
• Quotation/pricing schedule on the bidder's official letterhead.
• MBD 4 (Declaration of Interest): discloses any state employment or connection to state officials.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and locality points.
• MBD 7.1 / 7.2 (Contract Form): form of offer for goods/works or services.
• MBD 8 (Declaration of Bidder's Past SCM Practices): confirms no previous abuse or defaults.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.
• MBD 15 (Certificate for Payment of Municipal Services): signed before a Commissioner of Oaths, confirms no outstanding municipal accounts.
• Valid B-BBEE certificate or sworn affidavit (where applicable).
• CIDB registration (where applicable).
• CSD registration report.
• CIPC company registration documents.
• Certified copies of ID documents of all directors.
• Municipal accounts for the month preceding closure (bidder and each director/member), plus lease agreements or affidavits if premises are rented or not owned.
• Board resolution authorising the signatory (not required for sole proprietors).

Disqualification risks

• Missing, unsigned or incomplete returnable forms.
• Failure to mark the envelope with quotation number and title.
• Late submission for any reason.
• Unauthorised alteration of bid documents.
• Bidders in service of the state (as defined in MSCM Regulations) are not considered.

Evaluation system

• 80/20 preference points system applies.
• Maximum score: 100 points.
• Price: 80 points.
• B-BBEE status level of contributor: 10 points (50% of specific-goal points).
• Locality (enterprise located within municipal/district/province boundaries): 10 points (50% of specific-goal points).

Price scoring formula (80/20)

• Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps = price points, Pt = price under consideration, Pmin = lowest acceptable price.

Locality points scale

• Within Prince Albert municipal boundaries: 10 points.
• Outside municipal boundaries but within Central Karoo district: points as per table (value not stated in document - listed but left blank).
• Outside municipality and district but within Western Cape: 5 points.
• Outside Western Cape: 0 points.

Locality proof (choose one)

• Municipal account for the business address.
• If address not in bidder's name: latest lease agreement or sworn owner affidavit confirming occupancy.
• Business premises must have been established before the advertisement date.

B-BBEE points scale (80/20 basis)

• Level 1: 10 points
• Level 2: 9 points
• Level 3: 8 points
• Level 4: 6 points
• Level 5: 4 points
• Level 6: 3 points
• Level 7: 2 points
• Level 8: 1 point
• Non-compliant contributor: 0 points
• Bidders failing to submit proof of B-BBEE status score 0 for this criterion and can only earn price points.

Evaluation stages and conditions

• Bids are evaluated after public opening; any bid received after closing is not considered.
• The municipality does not bind itself to accept the lowest bid or highest-scoring bid; it may reject any bid or accept part of it.
• Bidders may not contact the municipality about their bid from opening until contract award; attempts to influence evaluation may lead to rejection.
• A valid tax status (active/compliant) is required; inactive or non-compliant status means the offer is omitted.
• Bidders or directors with municipal arrears over three months (without a pre-closing settlement arrangement) are unsuccessful.
• Non-registration on CSD may result in no award.

Scope

• Provision and delivery of computer equipment, accessories and server licences for Prince Albert Municipality.
• Detailed specifications are in Part B (Bid Specifications and Technical Requirements) of the bid document; these sections are not reproduced in the extracted text but must be obtained from the full document.

Pricing must be submitted on MBD 3.1 (Pricing Schedule). The total bid price must be inclusive of VAT and stated on the quotation.

No separate bill of quantities or schedule of rates is provided in the extracted text; refer to MBD 3.1 in the full document.

Municipal account requirements (see financial requirements) affect contract award but are not pricing conditions.

Pricing

• Total bid price must be stated inclusive of VAT.
• Pricing schedule: MBD 3.1.
• No bid security, guarantee, or retention requirements are stated in the document.

Municipal accounts and arrears

• Bidders and their directors/members must not be in arrears with any municipality for municipal rates, taxes or service charges for more than three months at closing, unless a settlement arrangement was made before closing and submitted.
• Copies of municipal accounts for the month preceding closure must accompany the bid (for the municipality where the bidder and directors pay accounts).
• If premises are rented, submit the current lease agreement showing whether municipal rates are included; if not, also submit the municipal account.
• If bidder/directors own no property, submit affidavits to that effect from the bidder and the property owner (where business is situated or directors reside).
• Bidders paying municipal accounts for premises must submit the relevant municipal account.
• For successful bidders, the municipality may obtain municipal account documents after closing to verify.

MBD 15 certification

• If the transaction value exceeds R10 million (VAT included), the bidder certifies no undisputed municipal service payments are overdue by more than 30 days.

CSD registration

• Bidders must be registered on the Central Supplier Database (CSD); non-registered suppliers may not be awarded.
• Submit a CSD registration report with the bid.

Tax compliance

• Submit a Tax Compliance Status (TCS) Pin or CSD registration number; tax status must be active/compliant.
• If a tax clearance certificate is submitted, the municipality will still verify status online via SARS e-filing.
• Each party to a consortium/JV/subcontract must submit a separate TCS Pin or CSD number.

B-bbee

• Valid B-BBEE certificate or sworn affidavit required to claim preference points.
• No minimum B-BBEE level is set as a condition for bidding; points are awarded per the scale.

CIDB

• CIDB registration required where applicable (construction-related work); attach registration.

Cipc

• CIPC company registration documents must be attached.

State employment

• No bids from persons in the service of the state (as defined in MSCM Regulations).

Municipal clearance

• Bidder and directors must not be in arrears with municipal accounts (see financial requirements).
• MBD 15 certifies payment of municipal services; signed before Commissioner of Oaths.

Other

• Certified ID copies of all directors must be attached to MBD 15; failure marks the bid non-responsive.

General Conditions of Contract (GCC) from National Treasury apply, supplemented by any Special Conditions of Contract (SCC) in the bid document; SCC prevails over GCC in conflict.

A contract is formed when the contract form (MBD 7.1) is signed by both parties.

The GCC includes standard definitions (force majeure, country of origin, delivery terms, corrupt practice) but no tender-specific penalties or termination clauses are detailed in the extracted text.

Bids must remain valid for 90 days after closing; the municipality may request a validity extension in writing before expiry.

The municipality may reject any bid or accept part of it; it does not bind itself to the lowest or highest-scoring bid.

Bidders may not contact the municipality about their bid from opening until award; attempts to influence decisions may lead to rejection.