Supply and delivery of IT peripherals – RFQ tender in gauteng

Technical enquiries:

• Contact: Thabitha Magoro
• Email: [email protected]
• Telephone: (012) 358 2360

Supply Chain enquiries:

• Contact: Josia Masenya
• Email: [email protected]
• Telephone: (012) 358 0658

Submission address (online portal): City of Tshwane e-tender portal (URL not provided in document).

Physical address (for reference): Tshwane House, 320 Madiba Street, Pretoria, 0001. GPS: 25.74431°S, 28.19464°E.

Service delivery address: not explicitly stated; delivery implied to City of Tshwane Shared Services Department locations.

Submission method: online via the City of Tshwane e-tender portal only; no physical tender box deposits.

Closing: 20 October 2026 at 10:00.

Returnable forms and documents (all must be completed, signed in black ink, and submitted):

• MBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• MBD 4 (Declaration of Interest): discloses state employment and business interests of directors/shareholders; false declaration disqualifies.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points; supporting evidence required.
• MBD 8 (Past SCM Practices): declares restrictions, convictions, contract terminations.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Company Registration Certificate (CIPC).
• Tax Clearance Certificate or SARS TCS PIN (or valid CSD number).
• B-BBEE Certificate or sworn affidavit (EME/QSE) or CIPC B-BBEE certificate.
• Municipal rates and taxes statement (not older than 3 months, not in arrears >90 days) for the bidding company and all South African-based directors/members/major shareholders; or signed lease agreement; or councillor letter for informal/rural areas.
• CSD summary report (valid registration).
• Pricing schedule: all items must be quoted; incomplete schedule disqualifies. Corrections must be crossed out in ink and initialled; correction fluid (Tippex) on any price item disqualifies that item, and on a calculated total disqualifies the whole quotation.
• Technical data sheets or manufacturer brochures for every offered item; must match specifications exactly. Non-manufacturers must attach the manufacturer's data.
• Audited financial statements for the most recent three years (or from date of establishment if <3 years), signed by auditor; or proof that the bidder is not legally required to prepare audited statements (applicable for tenders above R10 million).
• Joint Venture agreement signed by all parties (if bidding as a JV); same JV must continue for contract duration unless prior City approval obtained.
• Authority to sign / delegation of authority if signatory is not a director/member/owner/shareholder per CIPC.

Disqualification risks: late submission; unsigned or incomplete MBD forms; use of correction fluid on pricing; incomplete pricing schedule; failure to submit technical data sheets; non-attendance at compulsory briefing (none scheduled for this tender); false declarations; tax non-compliance; municipal accounts in arrears >90 days; listing on National Treasury restricted suppliers database or tender defaulters register; fraud/corruption conviction within 5 years; contract termination for non-performance within 5 years.

Three-stage evaluation:

Stage 1 — Administrative compliance: verification of all compulsory returnable documents listed above.

Stage 2 — Mandatory requirements: technical data sheets/brochures for every item matching the published specifications; all items quoted in the pricing schedule.

Stage 3 — Preference Point System (80/20):

• Price: 80 points (lowest acceptable price scores highest).
• Specific goals: 20 points, allocated as follows:

• B-BBEE status level: Level 1 = 8, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0. Evidence: valid SANAS-accredited B-BBEE certificate, or sworn affidavit (EME/QSE), or CIPC B-BBEE certificate.

• EME/QSE: 2 points (sworn affidavit or CIPC certificate).

• At least 51% women-owned: 2 points (certified ID copies + proof of ownership).

• At least 51% owned by people with disability: 2 points (medical certificate with practice details + proof of ownership).

• At least 51% youth-owned: 2 points (certified ID copies + proof of ownership).

• Local economic participation: City of Tshwane = 4 points, Gauteng = 2 points, National = 1 point (municipal account statement or lease agreement).

Non-submission of evidence for a specific goal yields zero points for that goal; does not disqualify. Fraudulent claims lead to disqualification, cost recovery, contract cancellation, restriction up to 10 years, and possible criminal prosecution.

No minimum qualifying score stated.

Scope: Supply, delivery and offloading of ICT peripherals for City of Tshwane Shared Services Department (not standard ICT equipment).

Quantities and items:

1. Projectors — 10 units.
2. A4 Sheetfed Scanners — 6 units.
3. A3 High Performance Scanners — 6 units.
4. Cashier receipt printers — 10 units.
5. Web Cameras — 10 units.
6. Padded Laptop Backpacks 16.5" — 400 units.
7. 65W Type C Laptop Chargers — 150 units.
8. Small Pin Chargers for Acer 214 model — 50 units.
9. 120W Chargers for HP ZBook laptops — 20 units.

Key specifications:

Projector: 1920x1080 Full HD, 4000 ANSI lumens, contrast 16,000:1, lamp life up to 12,000 hrs, fan noise 37/28 dB (eco), projection distance 1.76–2.86 m (60" screen), 2x HDMI, Wi-Fi Miracast, carry bag included, 1-year warranty.

A4 Sheetfed Scanner (equiv. AD250+): ADF 100-page capacity, 80 PPM/160 IPM (colour, A4, 200 dpi), long page 3000 mm, 600 dpi optical, B/W/greyscale/24-bit colour, output formats JPEG/PDF/BMP/PNG/multi-page TIFF/RTF/TXT/DOC/XLS/PPT/DOCX, bundled software required, USB 2.0/3.0 compatible, TWAIN/ISIS, max dims 316x680x239 mm, min 316x191x168 mm, 4.6 kg, daily duty 11,000 sheets, ultrasonic multi-feed detection, Windows 11 (32/64-bit) compatible, all accessories included, 3-year onsite warranty.

A3 Scanner (equiv. W110+): 120 PPM/240 IPM, daily volume 100,000 pages, 500-sheet motorised ADF, handles hard cards/passports/A3/long documents, ultrasonic double-feed detection, staple detection, Visioneer Acuity image processing, all accessories included, 3-year onsite warranty.

Cashier Printer (equiv. M188B/TM-U220B+): 9-pin serial impact dot matrix, up to 6.0 lines/sec, paper widths 58/70/76 mm, original + 1 copy, ERC-38 ribbon (black or black/red), connectivity Serial/Parallel/USB/Ethernet/WiFi, dims 160x248x139 mm, ~2.5 kg, 1-year warranty.

Web Camera: 1080p/30fps, 2 MP, fixed focus, 70° field of view, anti-reflective lens coating, non-detachable USB cable, certified for Zoom/Teams/Google Meet, Windows OS, 1-year warranty.

Warranty & support: minimum 1-year warranty on all items; up to 90 days complimentary technical support required for items 1–5 (projectors, scanners, printers, webcams).

All accessories must be included for each item.

Pricing format: unit price per item (excluding VAT) for quantity of 1; total excl. VAT; 15% VAT; total incl. VAT. Quantities in the schedule are unit pricing references; actual order quantities are as listed in the deliverables table. City reserves the right to increase or decrease quantities subject to budget availability.

Bid security / bonds / guarantees: none specified.

Retention / payment terms: not specified in the document; MBD 7.2 contract form indicates payment within 30 days of invoice receipt (standard GCC term).

Financial capacity: audited financial statements for the most recent three years (or from establishment if <3 years) required for tenders above R10 million, signed by auditor; or proof of exemption from audit requirement.

Validity period: 12 months from closing date; City may request written extension before expiry.

Market analysis: City may conduct market analysis; if price deemed non-viable, bidder must confirm ability to deliver or face disqualification; a tight performance contract may be imposed.

Price negotiation: City may negotiate market-related price with highest-scoring bidder, then second, then third; if no agreement, City may cancel the quotation.

Eligibility and mandatory compliance:

• CSD registration: valid CSD number compulsory; CSD summary report required.
• Tax compliance: SARS TCS PIN or valid CSD number; foreign suppliers must complete pre-award questionnaire (MBD 1 Part B:3). Each JV party must submit separate TCS PIN/CSD number.
• Municipal rates and taxes: bidding company and all South African-based directors/members/major shareholders must not be in arrears >90 days; provide municipal account statement <3 months old, or signed lease agreement, or councillor letter for informal/rural areas.
• B-BBEE: certificate (SANAS-accredited) or sworn affidavit (EME/QSE) or CIPC B-BBEE certificate required to claim preference points; not a disqualification if absent but zero points awarded.
• CIPC company registration certificate required.
• No CIDB grading required (goods procurement, not construction).
• No professional body registration specified.
• Local content: not specified as a mandatory requirement; local economic participation is a specific goal for preference points only.
• Standard forms (MBD 1, 4, 6.1, 8, 9) must be fully completed, signed in black ink, no blank spaces, no correction fluid, no pencil.
• Authority to sign required if signatory not listed as director/member/owner/shareholder on CIPC.
• Joint Venture agreement signed by all parties if applicable; same JV must continue for contract duration unless City approves change.
• Audited financial statements (signed) for tenders above R10 million, or proof of audit exemption.
• Technical data sheets/manufacturer brochures for all offered items matching specifications; non-manufacturers must attach manufacturer's data.
• All items in pricing schedule must be quoted; incomplete schedule disqualifies.
• Corrections on pricing schedule must be crossed out in ink and initialled; correction fluid disqualifies the item or entire quotation.