Supply and delivery of 14-inch standard laptop (hp elitebook 6 g1i) with 3-year warranty and nettrace licence

The laptop must be a 14-inch standard model with the technical specifications listed in the technical specifications section.

The department requires the supply and delivery of a 14-inch standard laptop meeting the following specifications:

• Display: 14.0" FHD (1920x1080) anti-glare, non-touch, WVA, 300 nits, with FHD IR camera and WWAN.
• Processor: Intel Core Ultra 7 265U with Intel Graphics and Intel AI Boost (12 NPU TOPS), supporting Intel vPro Technology.
• Chipset: Intel Gen Series 2, VPro.
• Memory: 16 GB DDR5-5600 MT/s, upgradeable to 64 GB, with 2 DIMM slots.
• Camera: 5 MP IR camera.
• Audio: Stereo speakers, microphone, combo audio/microphone jack, dual array world-facing microphones.
• Networking: Gigabit Ethernet controller; Intel Wi-Fi 7 BE201 (2x2) and Bluetooth 5.4 wireless card with vPro; 4G/5G WWAN module; Intel Wi-Fi 6E AX211 (2x2) and Bluetooth 5.3 M.2 combo with vPro.
• Storage: 512 GB PCIe Gen 4x4 NVMe.
• I/O ports: 1 x HDMI 2.1, 1 x stereo headphone/microphone combo jack, 1 x RJ-45, 1 x security lock slot, 2 x USB Type-A 5Gbps, 2 x Thunderbolt 4 with USB Type-C 40Gbps, 1 x Smartcard reader, 1 x LTE/WWAN port.
• Security: Integrated biometric fingerprint security; nano security cable lock.
• Keyboard: Dual point backlit spill-resistant collaboration keyboard.
• Power: 65 Watt Smart 3-pin AC adapter (SA standard red plug).
• Battery: Long life 3-cell, 56 Wh Li-ion polymer; 3-year battery warranty confirmed by OEM.
• Warranty: 3-year next business day onsite warranty with desk media retention (keep hard drive), accidental damage protection, and reporting; with either Lenovo Premier Care, Dell Pro Support Plus, or HP Predictive Detection Alerts.
• Software: Windows 11 Professional OEM OS (upgrade in accordance with DFFE MS Enterprise Agreement); Nettrace License (NET-DEA-V1-36) with 3-year licence including firmware/bios embedded tracking, asset management module, theft recovery investigation, remote data delete, and integration with financial asset register, storeroom, HR, Active Directory, fixed asset register, warranty data, and CMDB.
• Accessories: Business backpack and USB mouse.
• VPro must be enabled.

The laptop must include a 3-year next business day onsite warranty with desk media retention (keep hard drive), accidental damage protection, and reporting, with either Lenovo Premier Care, Dell Pro Support Plus, or HP Predictive Detection Alerts. The battery warranty is 3 years confirmed by OEM. The Nettrace licence is for 3 years and must include full life cycle asset management reporting, integration into financial asset register, storeroom management, HR integration, Active Directory integration, fixed asset register integration, warranty data integration, and CMDB integration.

Supply and delivery of one standard laptop for an official appointed in Region 3, Department of Forestry, Fisheries and the Environment, delivered to Environment House, 473 Steve Biko Road, Pretoria. The detailed specification is set out in Annexure A.

RFQ issue date: 10 November 2026

Closing date and time: 18 November 2026 at 11:00

Briefing session: none (no compulsory or non-compulsory briefing)

Price validity: 90 days from the closing date; DFFE may request a written extension

Enquiries

• Email: [email protected]

Submission

• Method: email
• Email: [email protected]

Delivery address

Environment House

473 Steve Biko Road (corner of Steve Biko and Soutpansberg Road)

Arcadia

Pretoria

Postal address

Private Bag X447

Pretoria

0001

Submission method: email

Submission email: [email protected]

Subject line: must contain the RFQ number RFQ353(26/27)

Format: a formal quotation on the bidder's official company letterhead; the RFQ document itself must not be submitted as the quotation

Quotation must state: item descriptions, quotation validity period, banking details, contact details, CSD MAAA number, and 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 any connection to the department; a false declaration disqualifies the bid
• SBD 6.1 (Preference Points Claim): claims the specific-goals points and must be complete and signed
• Formal quotation on company letterhead
• CSD report / CSD MAAA number
• OEM certificate and SITA RFB 740 accreditation letter (mandatory requirements)
• B-BBEE certificate or sworn affidavit and CIPC ownership certificate when claiming preference points
• Medical certificate from a practitioner with a practice number when claiming disability

Disqualification risks:

• Quotations received after the closing date and time
• Any SBD form omitted or left unsigned
• Quoting outside the specification
• Fraudulent or inaccurate information and false declarations
• Listing on National Treasury's Database of Restricted Suppliers and defaulters
• Tax non-compliance not rectified within 7 working days of notification

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

• Price: 80 points
• Specific goals: 20 points

Price scoring: Ps = 80 x (1 - (Pt - Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price

Specific goals scoring (maximum 20 points):

• 20 points for more than 50% ownership by Black people, or by Women, or by people with disabilities
• 0 points for 50% or less ownership in those categories
• A trust, consortium or joint venture qualifies where the average combined ownership exceeds 50%

Compliance screening: returnable SCM documents, tax matters and CSD registration are checked at evaluation

No minimum qualifying score is stated

DFFE may conduct due diligence, request substantiating information, reject non-compliant or illegible quotations, negotiate price with the recommended bidder, and is not bound to accept the lowest price or to award at all

Scope: supply and delivery of one standard laptop for an official appointed in Region 3, Department of Forestry, Fisheries and the Environment

Quantities (one each):

• Standard Laptop
• Nettrace
• Laptop Backpack
• Laptop Lock
• Keyboard
• Mouse

Accepted brands and annexures: Dell (Annexure B), HP (Annexure C), Lenovo (Annexure D)

• Any of the three brands is acceptable provided the equipment fully meets the approved specification, including the correct NETTRACE for that brand
• The model offered must match the specification and NETTRACE in the relevant annexure
• The quotation must give a detailed description of each item, including the applicable codes and model numbers

Delivery location: 473 Steve Biko Road, Environment House, Pretoria

Brand images in the specification are illustrative; equivalent specifications are accepted

Disqualification grounds:

• Tax status non-compliant at award; 7 working days are allowed to rectify with SARS, 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 misrepresentation of facts
• Listing on National Treasury's Database of Restricted Suppliers and defaulters
• Quoting outside the specification

No minimum years of experience or key-personnel qualifications are stated.

Pricing: firm prices, inclusive of VAT where applicable

Bid price must include all delivery costs and applicable taxes, including VAT, PAYE, income tax, UIF and SDL

Price validity: 90 days from the closing date

No goods or services may be delivered before an official purchase order or signed appointment letter is received

No bid security, guarantee or retention is stated

Failure to deliver within the agreed period may lead to cancellation of the order and possible restriction by National Treasury

CSD: registration on the Central Supplier Database with a valid MAAA number, submitted with the quotation

Tax: valid SARS Tax Compliance Status PIN or CSD number; non-compliance at award triggers disqualification if not rectified within 7 working days

Mandatory requirements (non-submission leads to disqualification):

• Manufacturer's Authorised Dealer for Dell, Lenovo or HP, with an OEM certificate as proof
• SITA RFB 740 accreditation, with the SITA letter of accreditation as proof

B-BBEE and preference evidence:

• SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit showing ownership by historically disadvantaged persons
• CIPC ownership certificate
• Medical certificate from a practitioner with a practice number for disability claims
• SBD 6.1 must be complete and signed; missing proof means preference points are not claimed

Exclusions: bidders, directors or members in the service of the state; bidders listed on National Treasury's Database of Restricted Suppliers and defaulters

SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) must be completed and signed

Successful bidder must complete and sign the written contract form SBD 7

Award: communicated by official purchase order or a formal appointment letter on DFFE letterhead signed by an authorised official

No goods or services may be prepared or delivered before the purchase order or appointment letter is received

Prices must be firm and inclusive of VAT where applicable

DFFE may accept an offer in full or in part, is not bound to accept the lowest or any offer, and may negotiate price with the recommended bidder

Delivery: failure to deliver within the agreed period may result in cancellation of the order and possible restriction by National Treasury

Validity: prices hold for 90 days from closing; DFFE may request a written extension, and a bidder who does not respond in writing will not be considered after the initial validity period expires

POPIA: DFFE processes bidder personal information only for evaluation and award, and bidders must comply with POPIA in handling DFFE information

Preference point system: 80/20

• Price: 80 points, scored as Ps = 80 x (1 - (Pt - Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price
• Specific goals: 20 points

Specific goals allocation:

• 20 points for more than 50% ownership by Black people, or by Women, or by people with disabilities
• 0 points for 50% or less ownership in those categories
• Trusts, consortia and joint ventures qualify where the average combined ownership exceeds 50%
• Points claimed by the bidder must match the points allocated for the specific goals
• Failure to submit the required proof means the specific-goals points are not claimed

DFFE may require a bidder to substantiate any preference claim before or after adjudication

Returnable documents: none specific to this tender were stated. The tender record shows a Request for Quotation, so bidders should submit the standard RFQ documentation as applicable.

Standard Laptop (Lenovo ThinkPad T14 Gen 5, part 21MMCTO1WW):

• Operating system: Windows 11 Pro 64, English.
• Processor: Intel Core Ultra 5 135U vPro (E-cores up to 3.60 GHz, P-cores up to 4.40 GHz), vPro Enterprise.
• Graphics: Integrated.
• Memory: 16 GB DDR5-5600MHz (SODIMM).
• Storage: 512 GB SSD M.2 2280 PCIe Gen4 TLC Opal.
• Display: 14" WUXGA (1920 x 1200) IPS, anti-glare, non-touch, 45% NTSC, 400 nits, 60 Hz.
• Camera: 5MP RGB+IR with microphone.
• Wireless: Intel Wi-Fi 6E AX211 2x2 AX + Bluetooth 5.3 (Windows 11). No WWAN card.
• Ports: Ethernet wired; no dongles included.
• Security: Discrete TPM 2.0 enabled; no fingerprint reader, no smart card reader.
• Power: 65W USB-C AC adapter (South Africa plug), 4-cell 52.5Wh battery, rapid charge.
• Accessories: backlit keyboard (US International), USB mouse, NanoSaver cable lock, ThinkPad Essential 16-inch backpack.
• Warranty: 3-year Premier Support Plus.