Supply and delivery of five standard laptops with nettrace, backpacks, locks, keyboards and mice (dell, hp or lenovo) — RFQ 268 AM (26/27)

Closing: 19 October 2026 at 11:00

Issue date: 09 October 2026

Briefing session: none scheduled

Quotation validity: 90 days from the closing date

No briefing session is scheduled.

Enquiries

• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Delivery address

Environment House

473 Steve Biko and Soutpansberg Road

Arcadia

Pretoria

Submission method: email only

• Submission email: [email protected]
• Quote the RFQ number in the email subject line
• Late quotations are rejected
• Submit a formal quotation on company letterhead; do not submit the RFQ document itself as the quotation
• Quotation must show item descriptions, model/codes, validity period, banking details, contact details and the CSD MAAA number
• Prices must include VAT per item where applicable

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page
• SBD 4 (Declaration of Interest): discloses state employment or connections to the procuring institution; a false declaration disqualifies the bid
• SBD 6.1 (Preference Points Claim): claims specific-goal points; incomplete or unsigned means no preference points are claimed
• CSD report
• OEM Certificate for the offered brand
• SITA RFB 740 accreditation letter
• Proof of authority to sign, e.g. company resolution

Disqualification risks

• Quotation received after the closing date and time
• Mandatory documents not submitted
• Quotation not aligned to the specification
• Fraudulent or inaccurate information, false declarations, or listing on National Treasury's restricted suppliers database
• Tax status still non-compliant after a 7 working day rectification period

Returnable documents

• Completed and signed SBD 4 and SBD 6.1
• Formal quotation on company letterhead showing VAT per item, CSD MAAA number, banking details and validity period
• CSD report
• OEM Certificate
• SITA RFB 740 accreditation letter
• Proof of authority to sign, e.g. company resolution

Preference point system: 80/20 (quotations up to R1 000 000)

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Price scoring

• Lowest acceptable quotation receives the maximum price points; other quotations are scored against it

Specific goals scoring (20 points)

• More than 50% ownership by Black people: 20 points
• More than 50% ownership by women: 20 points
• More than 50% ownership by people with disabilities: 20 points
• 50% or less ownership in these categories: 0 points
• Trusts, consortia and joint ventures qualify if their average combined ownership exceeds 50%; ownership or directorship is combined and divided by the number of companies

Evaluation stages

• Compliance check of returnable SCM documents, tax matters and CSD registration
• Preference points verification; DFFE may request substantiating information and perform due diligence
• DFFE may reject quotations not in the prescribed format or that are illegible or incomplete
• DFFE is not bound to accept the lowest quotation and may negotiate price with the recommended bidder only

Supply and delivery of standard laptops for the Department of Forestry, Fisheries and the Environment, delivered to Environment House, 473 Steve Biko and Soutpansberg Road, Arcadia, Pretoria.

Quantities (5 of each)

• Standard laptop
• Nettrace
• Laptop backpack
• Laptop lock
• Keyboard
• Mouse

Brand and specification

• Approved brands: Dell, HP or Lenovo
• Dell models: Annexure B; HP models: Annexure C; Lenovo models: Annexure D
• The offered model must match the applicable specification and the correct NETTRACE for that brand
• Pictures and brand names in the specification are illustrative; similar or equivalent specifications are accepted
• The quotation must describe each item with its code or model number

Disqualification grounds

• Non-compliant tax status at award; a 7 working day rectification period is allowed, after which the bidder is disqualified
• Fraudulent, untrue or inaccurate information, including non-existent memberships, B-BBEE credentials or experience
• False declarations on the standard bidding documents or misrepresented facts
• Listing on National Treasury's database of restricted suppliers and defaulters
• Quotations not aligned to the specification

Annexure A pricing schedule: 5 standard laptops, 5 NETTRACE devices, 5 laptop backpacks, 5 laptop locks, 5 keyboards and 5 mice.

• Firm prices inclusive of VAT, delivery and all applicable taxes
• Quote must show item descriptions, codes or model numbers, validity period and banking details on official letterhead
• Totals required: excluding VAT, VAT at 15%, and grand total including VAT

Pricing format

• Firm prices, inclusive of VAT where applicable
• All delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, SDL) must be included in the bid price
• Quote per item with unit and total amounts, plus total excluding VAT, VAT at 15%, and grand total including VAT
• No goods may be delivered before an official purchase order or appointment letter is issued

Validity

• Prices valid for 90 days from the closing date
• DFFE may extend the validity period in writing; a bidder who does not respond in writing is excluded once the initial validity period expires

No bid security, performance guarantee or retention is required.

Mandatory requirements (non-submission leads to disqualification)

• Manufacturer's Authorised Dealer for the offered brand (Dell, Lenovo or HP)
• OEM Certificate as proof of authorisation for that brand
• Accredited supplier under SITA RFB 740 in Gauteng
• SITA RFB 740 accreditation letter

Registration and tax

• CSD registration with MAAA number
• Valid SARS tax compliance status PIN, or a printed TCS certificate; verification is done via CSD or SARS e-Filing
• Consortia, joint ventures and subcontractors: each party submits its own TCS certificate or PIN and CSD number
• CIPC registration and CIPC ownership certificate
• No bid is considered from persons in the service of the state, or companies whose directors or members are

B-BBEE and preference evidence

• Completed and signed SBD 6.1
• SANAS or CIPC accredited B-BBEE certificate, or a sworn affidavit showing ownership by historically disadvantaged persons
• Medical certificate from a practitioner with a practice number when claiming disability
• CIPC ownership certificate
• Failure to submit the required proof means no specific-goal points are claimed

Popia

• DFFE processes bidder personal information only for evaluation and award, and requires bidders to comply with POPIA

80/20 preference point system applies to quotations up to R1 000 000.

• 20 points for more than 50% ownership by Black people, women, or people with disabilities
• 0 points at 50% or below
• Trusts, consortia and joint ventures qualify if average combined ownership exceeds 50%

Claim evidence

• Completed and signed SBD 6.1
• SANAS or CIPC accredited B-BBEE certificate, or sworn affidavit
• Medical certificate with a practice number for disability claims
• CIPC ownership certificate
• Missing proof means no specific-goal points are claimed

Quotation validity: 90 days from the closing date. DFFE may extend the validity period in writing; a bidder who does not respond in writing is excluded from further consideration once the initial validity period expires.

Mandatory requirements (non-submission leads to disqualification)

• Manufacturer's Authorised Dealer for Dell, Lenovo or HP, with an OEM Certificate as proof
• Accredited supplier under SITA RFB 740 in Gauteng, with the SITA accreditation letter as proof
• Only brands for which the bidder is authorised or accredited may be offered

80/20 system: 80 points for price and 20 points for specific goals. Price points are calculated against the lowest acceptable quotation.