Supply and delivery of 97 hp laptops and accessories for eastern cape agriculture officials

Documents available from: 17 July 2026. Closing date and time: 07 August 2026 at 11:00. Bids remain valid for 90 days after closing date.

Administrative enquiries: Ms. T.S. Ndziweni, Email: [email protected], Phone: 040 602 5308. Technical enquiries: Mr. Simphiwe Gajana, Email: [email protected], Phone: 071 609 0209. Additional contact: Zimkita Ceke, Email: [email protected], Phone: 073 768 0398. Delivery address: 11th Floor, Dukumbana Building, Independence Avenue, Bhisho, Contact: 040 602 5042.

Submit bids in a sealed envelope marked with the project number and description to: Office 45, First Floor, Indwe Building, Bhisho, 5605 by 11:00 on 07 August 2026. Late, electronic, telegraphic, or facsimile bids will not be accepted. All returnable documents must be completed in black ink, with no correction fluid used. Changes must be made by drawing a line through incorrect information and initialing the change. Required documents: Completed standard bid documentation, Invitation to Bid (ECBD1), Pricing Schedule, Declaration of Interest (ECBD 4), Joint Venture Agreement (if applicable), Valid CSD Report downloaded before bid closure, and all SBD documents signed and witnessed. Failure to submit these documents may result in disqualification. Bids must remain valid for 90 days after closing date.

Supply and deliver 97 brand-new, original laptops and accessories for Extension and Advisory Services officials. Equipment must meet or exceed the following specifications: 1) 10 units: Laptop Ultra-7, 8550U, Intel 8265 ac 2x2 nvP, 16GB DDR4 2400 RAM, 1TB PCIe NVMe storage, 13-inch Touchscreen (1920x1080) Anti-Glare LED, Backlit keyboard, Fingerprint Sensor, Win 11 Ent 64-bit, Integrated LTE, HDMI, Audio Jack, HP OEM, 3-year Next Business Day Onsite Warranty, Free Renew Executive Travel Backpack x11. 2) 3 units: EliteBook Flip X G1i 14 Touch Laptop, Intel u7-8265, 32GB RAM, 1TB SSD, 14-inch Touchscreen, Win 11 Ent 64-bit, LTE, HDMI, Audio Jack, USB4, OEM Pen, 3-year Warranty, Backpack x3. 3) 18 units: Intel Core Ultra-5, 1035G1, 13.3-inch display, 16GB RAM, 512GB SSD, Wi-Fi 6, Win 11 Ent 64-bit, Non-Touchscreen, HDMI, Audio Jack, USB, USB-C, Ethernet, Backlit keyboard, 3-year Warranty, Backpack x18. 4) 66 units: Intel Core Ultra-5, 1035G1, 14-inch FHD Non-Touchscreen, 8GB RAM, 512GB SSD, Wi-Fi 6, Win 11 Ent 64-bit, USB, USB-C, HDMI, Ethernet, Backlit keyboard, 3-year Warranty, Backpack x66. All laptops must include 24x7x365 support and proof of warranty on delivery.

Bidders must demonstrate proven experience in supplying and delivering laptops. Points are allocated as follows: 5+ projects = 35 points, 4 projects = 30 points, 3 projects = 25 points, 2 projects = 20 points, 1 project = 15 points. Partnership Level with OEM (HP): Platinum = 30 points, Gold = 25, Silver = 20, Bronze = 15, Authorised (Entry) = 10. Sales Team Member: Account/Business Development Manager with relevant certification and 5+ years’ experience = 15 points; without certification but with 5+ years’ experience = 10 points. Locality: Operating business in Eastern Cape = 20 points (verified via CSD, Municipal Bills, Business Letters, Lease Agreement, or Municipal Authority Letter not older than 3 months). Traceable reference letters from authorized officials are required for all experience claims.

All laptops must be original, brand-new, and unused, meeting the specified technical and functionality requirements. Tenderers must provide proof of warranty (3-year Next Business Day Onsite Warranty, 24x7x365 support) on delivery. The employer may request inspections, tests, or analysis of premises or materials during working hours. Samples may be required for evaluation and must be disposed of as instructed. Tenderers must provide all requested material for risk assessment or face disqualification.

Submit a detailed Pricing Schedule (SBD 3.1) with firm prices only. Non-firm prices (e.g., subject to fuel fluctuations) are not accepted. Prices must include all duties, taxes (except VAT), and levies applicable 14 days before the closing date. VAT must be shown separately. Prices must be fixed for the contract duration and stated in Rand. Arithmetical errors will be corrected per GCC rules: discrepancies between figures and words favor the amount in words; line item totals govern over unit rates; tendered total governs over item prices. Bidders may be asked to revise item prices to match the tendered total.

Pricing must be firm and inclusive of all applicable taxes (except VAT). VAT must be shown separately. Prices must be fixed for the contract duration and stated in Rand. Include all duties, taxes, and levies applicable 14 days before the closing date. Non-firm prices or prices subject to fluctuations (e.g., fuel) are not accepted. Submit a detailed pricing schedule with breakdowns. Arithmetical errors will be corrected per GCC rules: discrepancies between figures and words favor the amount in words; line item totals govern over unit rates; tendered total governs over item prices. Bidders may be asked to revise item prices to match the tendered total. Insurance: Employer may not provide full cover; tenderers must seek qualified advice. Bonds, guarantees, or securities may be required before contract formation.

Bidders must be registered on CSD and LOGIS before the closing date. Tax compliance status and company directors will be verified on CSD; hard copies of Tax Clearance Certificates are not required. Bidders must have a working email, cell phone, company registration documents, and Tax Clearance Certificate. Special Conditions: Must be registered under SITA RFB740 Contract of 2022 (award letter must indicate Eastern Cape Province for trade). Current year OEM partnership letter for the preferred brand (HP) must be attached. Letter from OEM/Distributor confirming Estimated Time of Arrival (ETA) not exceeding 8 weeks must be attached. Proof of physical address (Lease, Municipal Account, etc.) required. Proof of experience supplying and delivering bulk laptops (minimum 100 units per reference letter) required. Joint Ventures must submit a signed Joint Venture Agreement or Intention to Form. All SBD documents must be completed, signed, and witnessed. B-BBEE: Points claimed must be verified via CIPC and CSD reports (ownership status must correspond). For disability: Medical certificate or SASSA registration required. For locality: Municipal rates account, Councilor’s letter, or Lease Agreement (not older than 3 months) required.

The contract is subject to the Government Procurement General Conditions of Contract (July 2010). The employer may accept or reject any tender, variation, or deviation at any time before contract formation without liability but will provide written reasons upon request. The employer may not re-issue a tender for the same scope within six months unless only one tender was received and returned unopened. Tenderers must submit securities, bonds, guarantees, or insurance certificates if requested. The employer will not compensate tenderers for costs incurred in preparing or submitting bids. Contracts must be signed within the validity period (90 days post-closing). Non-responsive tenders (material deviations, incomplete submissions, or corrupt/fraudulent practices) will be rejected. Arithmetical errors will be corrected per GCC rules. The employer reserves the right to terminate the contract if specifications are not adhered to.