Supply, delivery and offloading of 50 laptops (executive and standard business) for ecrda employees – re-advertisement

Closing date: 27 November 2026 at 11:00

Compulsory briefing session: 20 November 2026 at 11:00

• Venue: ECRDA Offices, 2nd Floor, Phase 3, 3-33 Phillip Frame Road, Waverley Office Park, Chiselhurst, East London
• Virtual attendance: Microsoft Teams
• Meeting link: https://teams.microsoft.com/meet/378192112478333?p=ksBcmpg2YnUTx14RJv
• Meeting ID: 378 192 112 478 333
• Passcode: by24SF64
• Attendance is compulsory.

Administrative enquiries:

• Contact: Mr Aviwe Langa
• Telephone: 043 703 6300
• Email: [email protected]

Submission address (email): [email protected]

Physical address (for briefing):

ECRDA Offices

2nd Floor, Phase 3

3-33 Phillip Frame Road

Waverley Office Park

Chiselhurst

East London

Submission method: email only

Submission email: [email protected]

Closing time: 27 November 2026 at 11:00

• Each email must be under 30MB; split larger submissions into multiple emails.
• Do not combine multiple bid documents in one email.
• Preferred format: PDF, compressed where possible.
• Use the tender reference (SCMU 05 - 2026 2027) in the email subject line.
• Late bids will not be considered; receipt time takes precedence over sent time.
• Telephonic, telex, facsimile and late bids are not accepted.

Returnable forms (all must be completed, signed and submitted):

• Authority to Sign / Resolution: proves the signatory's authority to bind the bidder.
• SBD 1 (Invitation to Bid): bidder details and offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): itemised pricing, firm prices only.
• SBD 4 (Bidder's Disclosure): declares any employment by the state or connection to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims preference points; incomplete form means no points for specific goals.
• SBD 7.1 (Contract Form): to be completed and signed at award stage.
• GCC (General Conditions of Contract): must be submitted in full; failure renders bid non-responsive.

Disqualification risks:

• Missing or unsigned returnable forms.
• Bids received after closing time.
• Bidders in the service of the state, or with directors/members in the service of the state.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Evaluation is in three phases:

Phase 1 – Pre-qualification (eligibility):

• Must be registered on the Central Supplier Database (CSD) at time of submission.
• Must submit all signed and completed SBD forms listed under returnable documents.
• Failure to meet pre-qualification disqualifies the bid.

Phase 2 – Technical evaluation:

• Must meet the technical specifications in Section C (laptop specifications).
• Must be an OEM partner or OEM-authorised service provider with valid proof.
• Must provide a minimum 3-year manufacturer warranty with Next Business Day (NBD) onsite support.
• Must submit a detailed quotation itemising each device category.
• Delivery within 12 weeks from purchase order issue.

Phase 3 – Financial and specific goals evaluation (80/20 preference point system):

• Price: 80 points
• Specific goals: 20 points, allocated as:
• Race: 6 points
• Gender: 6 points
• Disability: 4 points
• Youth: 4 points

Only bidders passing pre-qualification and technical evaluation proceed to Phase 3.

Scope: Supply, delivery and offloading of 50 laptops for ECRDA employees.

Quantities:

• Executive Laptops: 2
• Standard Business Laptops: 48

Executive Laptop (x2) – minimum specifications:

• CPU: Intel Core Ultra 5 or Core Ultra 7 (thin-and-light class) or AMD Ryzen AI 7 PRO series; workstation-class (H/HX) and U-series processors not permitted.
• RAM: minimum 16 GB DDR5 or LPDDR5x (32 GB preferred).
• Storage: minimum 1 TB NVMe SSD (PCIe Gen 4 or higher).
• Display: minimum 1920 x 1200 (WUXGA), touch-enabled, anti-glare, minimum 400 nits, 12"–14".
• Camera: 1080p or higher with IR support for Windows Hello and privacy shutter.
• Connectivity: Wi-Fi 6E or Wi-Fi 7, Bluetooth 5.3 or higher.
• Networking: Ethernet (via USB-C adapter/dock) AND integrated 4G/5G mobile broadband (integrated modem or approved external device).
• Ports: minimum 2 x USB-C (USB4/Thunderbolt), 1 x USB-A, HDMI or DisplayPort, 3.5mm audio jack.
• OS: Windows 11 Pro.
• Security: TPM 2.0 or Microsoft Pluton, Secure Boot, Windows Hello.
• Battery: minimum 8 hours typical business usage.
• Weight: ≤ 1.6 kg.
• Keyboard: backlit.
• Docking: universal USB-C/Thunderbolt docking station included.
• Additional monitor: minimum 27" QHD (2560 x 1440), 350 nits, 60Hz.
• Peripherals: wireless keyboard and mouse, active stylus.
• Accessories: laptop shoulder bag (OEM or equivalent, padded, minimum two compartments).
• Warranty: minimum 3-year manufacturer warranty with NBD onsite support (parts and labour), OEM-certified or authorised partner.

Standard Business Laptop (x48) – minimum specifications:

• CPU: Intel Core Ultra 5 or AMD Ryzen AI 5 PRO series or higher; must support enterprise management (Intel vPro / AMD PRO), x64 architecture; U-series and ARM-based processors not permitted.
• RAM: minimum 16 GB DDR5 or LPDDR5x.
• Storage: minimum 512 GB NVMe SSD (PCIe Gen 4 or higher; 1 TB preferred).
• Display: minimum 1920 x 1200 (WUXGA), IPS, anti-glare, minimum 300 nits, 14"–15.6".
• Camera: 1080p with IR support for Windows Hello and privacy shutter.
• Connectivity: Wi-Fi 6E or Wi-Fi 7, Bluetooth 5.3 or higher.
• Networking: Ethernet (native or via USB-C adapter) AND integrated 4G/5G mobile broadband (integrated modem or approved external device).
• Ports: minimum 2 x USB-C (USB4/Thunderbolt where applicable), 1 x USB-A, HDMI or DisplayPort, 3.5mm audio jack.
• OS: Windows 11 Pro.
• Security: TPM 2.0 or Microsoft Pluton, Secure Boot, Windows Hello.
• Battery: minimum 8 hours typical business usage.
• Weight: ≤ 3 kg.
• Keyboard: spill-resistant, backlit, with numeric keypad where form factor allows.
• Accessories: laptop shoulder bag (OEM or equivalent, padded, minimum two compartments).
• Warranty: minimum 3-year manufacturer warranty with NBD onsite support (parts and labour), OEM-certified or authorised partner.

Mandatory requirements:

• Bidder must be an OEM partner or OEM-authorised service provider; valid proof must be submitted with the bid.
• Minimum 3-year manufacturer warranty with NBD onsite response support must be clearly defined as a line item on the quote.
• Detailed quotation must itemise proposed devices and allow verification against specifications.

Delivery:

• Delivery within 12 weeks from date of purchase order issue, to ECRDA Head Office.

Bidders must be experienced and competent service providers. Specific experience requirements are not stated beyond being an OEM partner or OEM-authorised service provider. Proof of OEM partnership or authorisation must be submitted with the bid.

Pricing must be firm, in South African Rand, inclusive of VAT, and valid for 90 days. The summary pricing schedule lists Executive Laptops (2) and Standard Business Laptops (48) with sub-total, VAT, and grand total. A detailed quotation on letterhead must support the schedule; in case of discrepancy, the written quote takes precedence. Non-firm prices are not accepted. All delivery costs must be included.

Pricing format:

• Firm prices only; non-firm prices (including those subject to exchange rate variations) will not be considered.
• Prices must be quoted in South African Rand, inclusive of VAT.
• Prices valid for 90 days from closing date.
• All delivery costs must be included in the bid price.

Pricing schedule (summary):

• Executive Laptop (x2)
• Standard Business Laptop (x48)
• Sub-total, VAT, Grand Total

Note: In case of discrepancy between the Pricing Schedule and the written quote, the written quote on letterhead takes precedence for evaluation.

Negotiation:

• ECRDA reserves the right to negotiate a fair market price with the preferred bidder if the highest-scoring bidder's prices exceed fair market value.

No bid security, bonds, guarantees, retention or payment terms are stated in the document.

CSD registration:

• Mandatory registration on the Central Supplier Database (CSD) at time of submission, per National Treasury Instruction No. 4A of 2016/17.
• CSD verifies business registration, bank account details, state employment status, tax compliance, identity numbers, and tender default/restriction status.

Tax compliance:

• Must be tax compliant; provide SARS TCS PIN or CSD number for verification.
• If not registered for a TCS PIN, a CSD number must be provided.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.

State employment:

• Bidders in the service of the state, or with directors/members in the service of the state, are not eligible.

Tender defaulters:

• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

B-bbee:

• Preference points claimed via SBD 6.1 under the 80/20 system; specific goals (race, gender, disability, youth) are allocated points.
• No specific B-BBEE level threshold is stated; the claim form must be completed for points.

OEM authorisation:

• Must be an OEM partner or OEM-authorised service provider; proof required.

Popia:

• Personal information submitted will be processed in accordance with POPIA.

Contract award is subject to signing of SBD 7.1 (Contract Form), a letter of award, a Service Level Agreement, and a purchase order. The GCC applies and must be submitted with the bid. Delivery must occur within 12 weeks of purchase order issue. Prices are firm and valid for 90 days. ECRDA may negotiate a fair market price and reserves the right not to appoint the highest-scoring bidder or any bidder. Due diligence may be conducted to verify information.

Evaluation follows three phases: pre-qualification (CSD registration and submission of all SBD forms), technical evaluation (compliance with laptop specifications, OEM authorisation, warranty, delivery timeline), and financial/specific goals evaluation under the 80/20 preference point system. Price carries 80 points; specific goals (race, gender, disability, youth) carry 20 points. Only bidders passing the first two phases are evaluated on price and goals.