Supply and delivery of 18 laptops and 18 laptop bags for councillors — sakhisizwe local municipality (SLM/SCM/32/2026/2027)

• Closing: 28 October 2026 at 12:00.
• Bid opening: in public immediately after the closing time at 15 Maclear Road, Elliot.
• Advertisement date: 22 October 2026.
• No site inspection or bidders' meeting will be held.
• Tender validity: 90 days after the closing date.

No site inspection or bidders' meeting will be held for this project.

Technical enquiries

• Contact: Mr A. Mashiyi
• Telephone: 047 877 5200
• Fax: 047 877 0000
• Email: [email protected]

Bidding procedure / supply chain enquiries

• Contact: Ms Yandiswa Tofile
• Department: Finance Department / Supply Chain Management Unit
• Telephone: 045 931 6314
• Fax: 045 931 1361
• Email: [email protected]
• Alternative SCM telephone: 045 931 1011
• Alternative SCM email: [email protected]

Submission address

15 Maclear Road

Elliot

5460

Issuing office

Sakhisizwe Local Municipality

P O Box 26

Cala

5455

Telephone: 047 877 0034

Municipal Manager: S.G. Sotshongaye

Submission method

• Hand delivery only. Faxed, couriered and emailed bids will not be accepted.
• Deliver to 15 Maclear Road, Elliot, 5460 (Reception / Budget Office).
• Closing: 28 October 2026 at 12:00. Late bids are rejected.
• Bids are opened in public immediately after the closing time.

Packaging and completion

• Submit in a sealed envelope endorsed with bid number SLM/SCM/32/2026/2027, the description "Supply and delivery of 18 laptops for councillors", and the bidder's name and address.
• Return the complete bid document as issued; do not unbind and rebind it. Re-typed or altered documents may be rejected.
• Complete all forms in black ink. Do not erase mistakes: draw a line through the incorrect entry, write the correction above it and initial it.
• Bids must be unqualified. Raise interpretation queries with the municipality during the bidding period.
• Additional information requested by the municipality must be supplied within 7 days.
• A bid may be withdrawn in writing before the closing time without liability.

Returnable documents (omission or non-signing leads to disqualification)

• MBD 1 (Invitation to Bid): bidder, contact and offer details, signed as the cover page.
• MBD 2: tax clearance / tax compliance status evidence.
• MBD 4 (Declaration of Interest): discloses any director, shareholder or member in the service of the state or connected to the evaluating officials.
• MBD 6.1 (Preference Points Claim): claims the specific-goals points and requires supporting proof.
• MBD 7 (Contract Form): the successful bidder must complete and sign it.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices) and MBD 9 (Certificate of Independent Bid Determination).
• Fully completed and signed MBD 1–9 forms.
• Latest full CSD report, not older than 3 months.
• Municipal rates clearance certificate not older than 3 months, or the lease agreement where the premises are leased.
• Reseller or partner certificate.
• B-BBEE status level verification certificate or sworn affidavit (EMEs and QSEs) to claim preference points.
• CSD summary or certified ID copy of the director for each specific goal claimed.
• Tender documents are obtained from the e-tender portal at www.etenders.gov.za.

Returnable with the bid: rates clearance certificate, latest full CSD report, reseller or partner certificate, completed and signed MBD 1–9 forms, and proof for each specific goal claimed (CSD summary or certified ID copies).

System: 80/20 preference point system under the Preferential Procurement Regulations, 2022.

• Price: 80 points, awarded to the lowest bid.
• Specific goals: 20 points.

Specific goals scoring

• Youth-owned company: 8 points (CSD summary or certified ID copy of the director).
• Women-owned company: 2 points (CSD summary or certified ID copy of the director).
• Black-owned company: 2 points (CSD summary or certified ID copy of the director).
• Locality: 8 points — within Sakhisizwe Local Municipality 8 points; within Chris Hani District 6 points; within the Eastern Cape 4 points; outside the Eastern Cape 2 points; no proof 0 points. Evidence: CSD report plus rates clearance or proof of residence.
• Failure to submit proof for a specific goal means those points are not claimed.
• The municipality may require a bidder to substantiate any preference claim before or after adjudication.
• The municipality is not bound to accept the lowest or any bid and may accept the whole or part of a bid.

Scope: supply and delivery of 18 laptops and 18 laptop bags for councillors.

Laptops (18 units)

• Form factor: clamshell.
• Processor: Series 1 Intel Core 3, model 100U, 1.20 / 4.70 GHz, 10 MB cache, 6 cores.
• NPU: not supported.
• Display: 39.6 cm (15.6"), Full HD, 1920 x 1080 pixels, non-touch SVA, narrow bezel, anti-glare, 250 nits, 45% NTSC.
• Memory: 8 GB DDR4-SDRAM 3200 MHz (1 x 8 GB).
• Storage: 512 GB M.2 PCIe NVMe SSD.
• Graphics: on-board Intel Graphics.
• Keyboard: non-backlit, full-size, flint opaque, with image sensor, AI key and numeric keypad.
• Camera: 1080p FHD with temporal noise reduction.
• Operating system: Windows 11 Pro.
• Mobile broadband: not supported.
• Colour: Turbo Silver.
• Weight: from 1.59 kg.
• Warranty: 2-year carry-in.
• Ports: 1x USB Type-C 10 Gbps (USB Power Delivery, DisplayPort 1.4); 2x USB Type-A 5 Gbps; 1x AC power; 1x HDMI 1.4b; 1x stereo headphone/microphone combo jack.

Laptop bags (18 units)

• One bag per laptop.

Delivery

• Goods must conform to the standards stated in the specifications.
• Delivery is a once-off supply in terms of the contract.

Bidders must list similar projects completed in the past, giving the nature of the work, contract value, employer name and contactable references.

Supplied goods must meet the standards in the specifications. Inspection, testing and analysis may be carried out; the supplier bears the cost where goods are non-compliant.

Pricing schedule covers 18 laptops and 18 laptop bags with unit price, total, subtotal, 15% VAT and grand total. VAT must be included in the bid rates.

Pricing

• Price the 18 laptops and 18 laptop bags on the supplied schedule: unit price, total, subtotal, 15% VAT and grand total.
• VAT must be included in the bid rates.
• Rates are fixed; no contract adjustment will be allowed.

Payment

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

Penalties

• If delivery does not meet the specification, the municipality may withhold 10% of the invoice amount.
• Delayed delivery may attract a penalty calculated at the current prime interest rate for each day of delay.

Performance security

• The successful bidder must furnish a performance security within 30 days of notification of award, in the amount stated in the Special Conditions of Contract.
• Acceptable forms: bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
• The security is released within 30 days after completion of the supplier's obligations, including warranty obligations.

Warranty

• Laptops carry a 2-year carry-in warranty.
• General Conditions warranty: 12 months after delivery and acceptance, or 18 months after shipment, whichever ends first.

Insurance

• Goods must be fully insured against loss or damage during manufacture, acquisition, transport, storage and delivery.

Eligibility

• Registration on the Central Supplier Database (CSD) is required.
• Valid tax compliance status: SARS TCS PIN or CSD number; a printed TCS certificate may also be submitted.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate / PIN / CSD number.
• Foreign suppliers must complete the pre-award questionnaire; if they answer no to all residency, branch, establishment, income and taxation questions, a SARS tax compliance PIN is not required.
• Bidders must not be in the service of the state.
• Bidders listed on the Register of Tender Defaulters under the Prevention and Combating of Corrupt Activities Act, 2004 are excluded.
• Bidders who have abused the municipality's supply chain management system, or failed to perform on a previous contract and received written notice to that effect, are excluded.

Mandatory attachments

• Latest full CSD report, not older than 3 months.
• Municipal rates clearance certificate not older than 3 months; where premises are leased, the lease agreement.
• Reseller or partner certificate.
• Fully completed and signed MBD 1–9 forms.
• B-BBEE status level verification certificate or sworn affidavit (EMEs and QSEs) to claim preference points; the certificate may be issued by a SANAS-accredited verification agency, a registered auditor or an accounting officer under the Close Corporations Act.
• CSD summary or certified ID copy of the director for each specific goal claimed.

Disqualification risks

• Late bids, and bids sent by fax, courier or email.
• Omission or non-signing of any required form or attachment.
• Unauthenticated alterations to the bid forms, or incomplete particulars.
• Bids submitted on re-typed or altered documents.

Preference points are claimed for specific goals rather than a B-BBEE level:

• Youth-owned company: 8 points.
• Women-owned company: 2 points.
• Black-owned company: 2 points.
• Locality: 8 points — Sakhisizwe Local Municipality 8; Chris Hani District 6; Eastern Cape 4; outside the Eastern Cape 2; no proof 0.

Evidence: CSD summary or certified ID copy of the director for the ownership goals; CSD report plus rates clearance or proof of residence for locality. A B-BBEE certificate or sworn affidavit (EMEs and QSEs) must be submitted to claim preference points.

General Conditions of Contract for Supply Chain Management apply, together with the Special Conditions of Contract.

• Performance security within 30 days of award notification.
• Warranty: 12 months from delivery or 18 months from shipment, whichever is earlier.
• Payment within 30 days of invoice.
• Penalties at the prime interest rate for each day of delay.
• Termination for default or insolvency, force majeure relief, mediation then court for disputes, liability capped at the contract price, and South African law governing.

No site inspection will be held.

• Penalty: up to 10% of the invoice amount may be withheld if delivery does not meet the specification.
• Rates are fixed; no contract adjustment during the contract period.
• Contract period: once-off.
• The municipality may extend the tender period by notice in the press and on its website.

Mandatory attachments: municipal rates clearance certificate not older than 3 months (or the lease agreement where premises are leased), latest full CSD report not older than 3 months, reseller or partner certificate, and fully completed and signed MBD 1–9 forms.

Exclusions: bidders in the service of the state, bidders on the Register of Tender Defaulters, bidders who have abused the supply chain management system, and bidders who failed a previous contract and were given written notice.

80/20 preference point system: price 80 points awarded to the lowest bid, specific goals 20 points as set out in the specific goals table.