Supply and delivery of mobile computers on wheels (nurse carts) – eastern cape department of health – 36-Month contract

Closing: 30 November 2026 at 11:00

Briefing: Virtual (Microsoft Teams) – 12 November 2026 at 11:00 (marked as non-compulsory on the cover page but covers the briefing requirements)

Briefing link: https://teams.microsoft.com/meet/312749374013333?p=uwzIu3aQqrttcseWZb

Meeting ID: 312 749 374 013 333

Passcode: Rr3Mw2yk

Enquiries will be responded to up to 5 days before closing date.

Bidding procedure and technical enquiries:

• Name: Ms Noluvuyo Ndabula
• Email: [email protected]
• Telephone: 067 429 0896

For eTenders portal issues:

• Contact: eTenders Contact Centre
• Telephone: 012 406 9222 / 012 406 9229 / 012 312 5000
• Email: [email protected]

Upload the response on the eTenders portal before 11:00 on 30 November 2026. Only one file may be uploaded per required document. The submission must be complete before the closing time; late submissions are rejected.

Returnable documents (all must be completed and signed unless noted):

• SBD 1 (Invitation to Bid): forms the offer cover page.
• SBD 3.2 (Pricing Schedule): completes the pricing details.
• SBD 4 (Declaration of Interest): discloses connections to the state.
• SBD 6.1 (Preference Points Claim): claims points for specific goals.
• Pricing Schedule: as per SBD 3.2.
• ISO/SANS 9001 certificate of the manufacturer.
• Signed letter from the OEM or authorised regional distributor confirming the bidder is an accredited vendor.
• Manufacturer letter confirming at least 8 years of technical support (spare parts) remaining.
• Manufacturer or distributor letter supporting the 5-year warranty.
• Proof that carts are tested to ES/EN/IEC safety specifications.
• English brochure detailing the offered specification.
• Audited financial statements, or proof of credit facility, or a letter of financial support.
• CK documents (for companies, close corporations or partnerships) listing members/directors.
• Proof of authority to sign (e.g. company resolution).
• Completed details of bidder's nearest office and financial particulars forms.
• Completed declarations of past SCM practices and independent bid determination.

A false or missing mandatory document can invalidate the bid.

The bid is evaluated in four stages, in order:

Stage 1 – Pre-qualification: bid documentation must be complete and correct, supporting documents provided, and the bidder must be a legal entity or partnership. Consortia/joint ventures are allowed subject to the consortium conditions.

Stage 2 – Mandatory / non-negotiable requirements: bidder must be registered on the Central Supplier Database (CSD) and SBD forms 1, 3.2, 4 and 6.1 must be completed and signed. Non-compliance disqualifies the bid.

Stage 3 – Specification compliance: the offered carts must meet the technical specification, with an English brochure attached. A score of at least 70/100 on technical specification is required to proceed; below 70 is non-responsive and disqualified.

Stage 4 – Price and Specific Goals: evaluated under the 80/20 system. 80 points for price (lowest acceptable price scores 80) and 20 points for specified goals:

• Black (race) – 20% of the 20 points = 4 points
• Women – 20% = 4 points
• Disability – 20% = 4 points
• Youth – 20% = 4 points
• Military veterans – 10% = 2 points
• Locality (residing within SA) – 10% = 2 points

Proof must be submitted for claimed specific goals (e.g. CIPC certificate, medical certificate, residence proof, military veteran letter). If no proof is submitted, the bidder scores 0 for specific goals but is not disqualified.

The award is made to the highest total score, rounded to two decimals, per item package.

Supply, delivery, installation and commissioning of mobile computer on wheels (nurse carts) with lithium iron phosphate battery for Eastern Cape Department of Health facilities. The contract runs for 36 months, with items procured as and when required.

The specification covers three types of carts: desktop carts (specification weight 40 points), laptop carts (30 points) and tablet carts (30 points). Each unit must:

• Have a battery lifetime of up to 12 hours.
• Have an open architecture design for use with main ICT vendors.
• Be usable in sitting or standing positions.
• Include a scanner holder bracket, left/right mouse tray, handle storage basket (and cable storage for desktop carts), and a minimum of 4 integrated AC outlets.
• Have an antimicrobial work surface.
• Have a minimum of 4 casters, each 10–12 cm, with at least 2 lockable.
• Have a battery status indicator with audible and visual low-battery alarm.

Specific requirements per type:

Desktop carts (additional):

• Free cloud-based software to monitor battery life and other metrics in real time with proactive alarms.
• Keyboard lights.
• LCD pivot supporting a display of at least 24 inches and up to 15 kg.
• Negative tilt keyboard.
• Must comply with South African power ratings (220–240 V).

Laptop carts (additional):

• Free cloud-based monitoring software.
• Compatible with laptops between 12" and 17.3" (or equivalent), maximum thickness 53 mm, and accommodate docking stations.

Tablet carts (additional):

• Free cloud-based monitoring software.
• Compatible with most 11" to 14" tablets, maximum width 170 mm, maximum thickness 80 mm, and accommodate a docking station.

Non-negotiable requirements (failure to comply leads to disqualification):

• ISO/SANS 9001 certificate of manufacturer.
• Signed letter from the OEM or authorised regional distributor confirming the bidder is accredited for safe distribution in South Africa.
• Manufacturer letter confirming at least 8 years of technical support (spare parts) before end-of-support.
• Battery warranty minimum: 2,000 cycles or 3 years to 80% nominal capacity.
• Minimum 5-year warranty included in the basic price, including maintenance.
• Proof that carts are tested to ES/EN/IEC specifications for patient safety.

The cart specification may be met with equivalent products, but the bidder must demonstrate equivalence through manufacturer specifications, brochures and certificates. The department may verify equivalence.

The successful bidder must register all warranties with the OEMs and provide proof.

Bidders must submit details of their experience in the relevant trade, including current contracts (description, contract period, contact person and telephone numbers), on the attached form (Part 5 – Schedule F). If no details are provided, the bidder is deemed to have no experience. Certified copies of certificates must be provided where applicable.

The supplier must conform to the standards in the bid documents and specifications. The specification compliance stage requires a score of at least 70/100 on the technical specification. The department may verify the equivalence of offered products. The contractor must keep full and accurate records of services and provide them to the ECDoH on request.

Pricing must be submitted on the Pricing Schedule (SBD 3.2), inclusive of VAT. The price must include supply, delivery and installation. Imported content priced using SARB RoE at 12:00 on advertisement date. Local content firm for 12 months, then CPI adjustments for years 2 and 3. Price changes supported by documentary evidence. Fluctuations between order and invoice absorbed by supplier. Bidders must indicate the basis of pricing on the schedule.

Pricing must be submitted on the Pricing Schedule (SBD 3.2) and include all aspects of pricing.

• Prices must be inclusive of VAT.
• Price must include supply, delivery and installation to ECDoH facilities.
• Imported content must be priced using the prevailing Rate of Exchange (RoE) at 12:00 on the advertisement date (SA Reserve Bank rates).
• Prices for local content must be firm for the first 12 months; years 2 and 3 adjusted by CPI.
• Price adjustments or rate of exchange variations must be supported by documentary evidence (e.g. SARB rate printouts).
• Fluctuations between order date and invoice settlement: any further ROE changes and forward cover costs are absorbed by the supplier.
• Bidders must provide audited financial statements, or proof of credit facility, or a letter of financial support.
• No additions to the bid are allowed after submission for unforeseen costs.

CSD registration: mandatory – the bidder must be registered on the Central Supplier Database.

Tax compliance: each bidder (including each consortium/JV/subcontractor member) must provide a SARS Tax Compliance Status (TCS) PIN or a valid CSD number. A printed TCS certificate may also be submitted. Foreign bidders not liable for SA taxation must complete the foreign supplier questionnaire.

B-BBEE: preference points claimed under the 80/20 system (20 points for specific goals, as detailed in evaluation). No specific B-BBEE level threshold is stated.

Legal entity: bidder must be a legal entity or partnership; consortia/JVs allowed with lead member and agreement.

State employees: bids from persons in the service of the state, or companies/close corporations with directors/members in state service, will not be considered.

Declarations: SBD 8 (past SCM practices) and SBD 9 (independent bid determination) must be completed and signed.

Financial: audited financial statements or equivalent proof of financial capacity required.

Manufacturer accreditation: ISO/SANS 9001 certificate, OEM confirmation letter, and manufacturer letters for 8-year support and 5-year warranty (as listed in technical specifications).

The contractor must comply with the Occupational Health & Safety Act and all applicable regulations, and with all safety, fire, emergency and security procedures of the ECDoH institutions. The contractor is liable for damage or injury caused by poor-quality products. Personnel who do not comply with procedures may be denied access and must be replaced. The contractor must report any fire risk immediately and take remedial action. The contractor must also comply with the institution's energy management strategy.

The contract commences on the date of the letter of acceptance and runs for 36 months. The contractor must provide future support while the contract is in force.

The GCC (General Conditions of Contract) applies and cannot be amended. Special Conditions of Contract will prevail in case of conflict.

The contractor must comply with all applicable legislation and any procedures and policies of the ECDoH, including health and safety, fire, emergency and security procedures. The contractor must provide services in a clean and tidy manner, and co-operate with other service providers.

The contractor is liable for damage or injury caused by poor-quality products, and indemnifies the State against losses arising from its personnel's acts or omissions.

Sub-contracting requires prior written consent of the ECDoH; the contractor remains liable for performance.

Payment of any consideration does not constitute acceptance of defective or non-conforming services. Disputed amounts may be withheld until resolution.

ECDoH may conduct performance checks, audits and user satisfaction surveys. Results are binding on the contractor unless proven otherwise.

Breach and termination follow GCC clause 23 (termination for default) and related clauses.

Insurance, warranties, and incidental services are covered by the GCC clauses (clauses 11, 15, 13).

Commercial penalties and liquidated damages are not specified beyond GCC clause 22 (penalties).

Four-stage evaluation: pre-qualification, mandatory requirements, specification compliance (minimum 70/100), and price/specific goals (80/20 system). Technical specification weights: high priority items 10, medium priority 4, normal priority 2, with a total of 40 for desktop, 30 for laptop, 30 for tablet.