Supply and delivery of 7 business laptops with microsoft office 2024 licences and backpacks (re-advert)

Closing: 23 October 2026 at 12:00

Briefing session: none — not applicable to this quotation

Bid validity: 90 days after the closing date

Clarifications: no deadline is stated; any ambiguity must be raised with the tender contact person before the closing date

No briefing session applies to this quotation.

Enquiries — supply chain management

• Contact: Mrs N Dyantyi
• Role: SCM / bidding procedure enquiries
• Email: [email protected]
• Telephone: 051 753 0040

Enquiries — technical

• Contact: Mr N Thiso
• Role: technical information
• Email: [email protected]
• Telephone: 051 753 0040

Fax: 086 403 4554 or 051 753 0574

Submission address (tender box)

Umsobomvu Local Municipality

21A Church Street

Colesberg

9795

Postal address

Umsobomvu Local Municipality

Private Bag X6

9795

Municipal Manager: Mr TW Msengana

Submission method

• Sealed written price quotation, clearly marked "SUPPLY AND DELIVERY OF LAPTOPS", placed in the tender box at the main reception of Umsobomvu Local Municipality, 21A Church Street, Colesberg, 9795.
• Closing time: 12:00 on 23 October 2026.
• Electronic, faxed, late and incomplete quotations will not be considered.
• The quotation document may be downloaded from www.umsobomvumun.co.za, then printed, priced and completed in full.

Completing the document

• Complete the original document in black ink; it may not be retyped.
• No correction fluid or tape; mistakes must be crossed out in ink and initialled at every alteration.
• Return the complete document — missing pages or an unsigned document disqualify the bid.
• Quotations must be signed or carry a company stamp.
• The municipality's address and its VAT number 4700193941 must appear on the quote.
• Submit a formal written price quotation on company letterhead together with the completed quotation document.

Returnable forms (all must be completed and signed)

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any director, shareholder or representative connected to the state or to the municipality.
• MBD 6.1 (Preference Point Claim): claims the 20 specific-goals points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any past abuse of an SCM system or improper conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion or contact with competing bidders.
• Authority of Signatory: authorises the named signatory to bind the bidder.
• Contract Form (MBD 7): signed by the successful bidder.

Supporting documents

• Quotation on company letterhead and a valid original tax clearance certificate or SARS tax compliance status pin.
• Certified identity document with an original stamp not older than 6 months.
• Company registration, founding statement or CIPC documents.
• Certified B-BBEE contributor evidence or a sworn affidavit.
• Municipal account in the entity's name, not older than 3 months and not in arrears by more than 3 months; alternatively a lease agreement, or a tribal authority letter with affidavit for rural areas.
• Valid CSD registration report printout.
• Product catalogue covering all hardware quoted.
• Local content documents where applicable.
• Goods must be held for 90 days.

Disqualification risks

• Late, electronic, faxed or incomplete quotations.
• Any compulsory document omitted (B-BBEE evidence excepted).
• Retyped documents, unauthorised alterations, or an incomplete return.
• Bids from persons in the service of government (national, provincial, local or state-owned companies).
• Municipal accounts in arrears by more than 3 months at closing where no settlement arrangement was concluded before closing and submitted with the bid.

Returnable documents

• Quotation on company letterhead and the formal quotation document.
• Valid tax clearance certificate or SARS tax compliance pin.
• Certified identity document copy.
• Company registration or CIPC documents.
• B-BBEE certificate or sworn affidavit.
• Municipal account proof, or lease agreement, or tribal authority letter.
• CSD registration report.
• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any director or shareholder connected to the state or the municipality.
• MBD 6.1 (Preference Point Claim): claims the specific-goals points.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any past SCM abuse or improper conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion.
• Authority of Signatory: authorises the signatory to bind the bidder.
• Contract Form (MBD 7): signed by the successful bidder.

System: 80/20 preference point system under the Preferential Procurement Regulations, 2022 and the Umsobomvu Supply Chain Management Policy.

• Price: 80 points.
• Specific goals: 20 points.
• Locality — enterprise registered within the Northern Cape: 10 points, verified by the company registration document and a certified ID copy.
• Company 100% owned by youth: 10 points, verified by the company registration document and a certified ID copy.
• No minimum functionality or quality score is set; bids are first assessed for responsiveness to the specification and requirements.
• The municipality is not bound to accept the lowest or any bid, may accept the bid in whole or in part, may withdraw or re-advertise the invitation, and may waive requirements.
• A preferred and an alternative bidder may be appointed depending on responsiveness.
• A bid may be rejected where the bidder or its directors abused the municipality's SCM system, tried to influence an official or councillor, or offered any improper benefit in this or a past tender.

Scope: supply and delivery of laptops to Umsobomvu Local Municipality, Colesberg.

Quantities

• Power User Laptop (Compact): 7 units.
• Microsoft Office Home and Business 2024 digital ESD licence (non-subscription): 7.
• Quality backpack: 7.
• Delivery to Colesberg: 1 sum.

General laptop requirements

• Business-grade laptop; not gaming or consumer grade.
• Windows 11 Professional (64-bit) pre-installed.
• Wi-Fi 6 or higher; Bluetooth 5.3 or higher.
• Ports: at least 2 × USB 3.0, 1 × USB-C, HDMI, audio combo jack, RJ45 (or a USB adapter supplied).
• Integrated HD webcam, dual microphones and stereo speakers.
• Security: TPM 2.0, Kensington lock slot, BIOS-level password protection.
• Spill-resistant full-sized keyboard; backlight preferred.
• OEM-certified charger with a minimum 65W output.
• 3-year next business day onsite manufacturer warranty.

Power User Laptop (Compact) specification

• Intended for senior management, finance and advanced multitasking.
• Processor: Intel Core i7 (13th generation or newer) or Intel Core Ultra 7.
• Memory: 16 GB DDR5, expandable to 32 GB.
• Storage: 512 GB NVMe.
• Display: 14-inch WQHD.
• Graphics: integrated Intel Arc.
• Battery: minimum 70 Wh (8–10 hours typical runtime).
• Weight: 2.0 kg or less.

Additional requirements

• All laptops must be brand new, original OEM (preferably Dell or HP) or equivalent in quality, and not refurbished.
• Microsoft Office Home and Business 2024 must be supplied as a digital ESD licence, not a subscription.
• Product must be SABS approved.
• Bidders must submit a product catalogue detailing the hardware quoted; software items may be excluded.
• Bidders must quote on every item in the bill of quantity.
• The municipality may increase or decrease the quantity of items; the successful bidder may accept or decline the revised quantity, in which case it is offered to the next bidder.
• Samples, if requested, must be provided with the bid or as stipulated.

Goods supplied must conform to the standards stated in the bid documents and specifications. Pre-bid testing is for the bidder's account. The municipality may inspect, test or analyse supplies during production or on delivery; compliant inspections are paid for by the municipality, while non-compliant supplies are rejected and the inspection costs, removal and replacement are for the supplier's account. Product must be SABS approved.

Pricing schedule

• Power User Laptop (Compact): 7 units, each.
• Microsoft Office Home and Business 2024 digital ESD licence (non-subscription): 7, each.
• Quality backpack: 7, each.
• Delivery to Colesberg: 1 sum.

Terms

• Only firm prices are accepted; non-firm prices and prices subject to exchange rate variation will not be considered.
• Prices must be inclusive of VAT, with VAT calculated at 15%.
• No fees other than those in the pricing table are allowed.
• The municipality requires one service provider that meets the specification.
• The municipality reserves the right to award the quotation in full or in part.
• All laptops must be brand new, original OEM and not refurbished, with a 3-year next business day onsite warranty.

Pricing

• Firm prices only, inclusive of VAT; non-firm prices and prices subject to exchange rate variation will not be considered.
• Price the schedule: Power User Laptop (Compact) × 7, Microsoft Office Home and Business 2024 ESD licence × 7, quality backpack × 7, and delivery to Colesberg (1 sum).
• No fees other than those in the pricing table are allowed.
• Bidders must state whether they are registered VAT vendors; a non-vendor must reflect the same amount in the excluding-VAT and including-VAT columns.
• VAT is calculated at 15%.
• Payment is made in Rand.
• Payment within 30 days of invoice submission; invoices must be accompanied by a copy of the delivery note.
• The municipality may negotiate a reduced scope if quoted prices exceed available funds.
• The municipality is not liable for bid preparation costs.

Security and penalties

• The General Conditions of Contract require the successful bidder to furnish a performance security within 30 days of award; the amount is set in the Special Conditions of Contract.
• Late delivery attracts a penalty calculated at the current prime interest rate for each day of delay.

Contract

• The contract may be extended on the basis of performance by up to 15% of the original contract value.
• A Service Level Agreement may be required in addition to the signed tender document.
• The successful bidder must confirm in writing within 24 hours of receiving an order that the required quantity can be delivered; failure to respond or to arrange an alternative with the relevant municipal official cancels the order and it passes to the alternative bidder.

Registration and statutory

• Registered on the Central Supplier Database (CSD); a valid CSD registration report must be submitted.
• Valid original tax clearance certificate or SARS tax compliance status pin; each consortium or joint venture member must submit its own.
• Valid CIPC registration documents or founding statement.
• Certified identity documents of members, shareholders or directors, with an original stamp not older than 6 months.
• Municipal account in the entity's name, not older than 3 months and not in arrears by more than 3 months at closing; a lease agreement, or a tribal authority letter with affidavit for rural areas, where applicable.
• Bids from persons in the service of government (national, provincial, local or state-owned companies) will not be considered.

B-bbee

• Certified B-BBEE contributor status from a SANAS-accredited verification agency, an IRBA-approved registered auditor, or a sworn affidavit.
• Verification agency certificates must show the SANAS logo, unique BVA number, bidder name and physical location, registration and VAT numbers, issue and expiry dates, certificate number, scorecard used (EME, QSE or Generic), agency name or logo, authorised signature and the B-BBEE status level.
• IRBA auditor certificates must show the auditor's IRBA registration number and logo, the SASAE-format certificate reference, the entity's identity and location, the codes applied, weighting points per element, the overall status level, and issue and expiry dates; validity is 12 months from issue.
• B-BBEE evidence is required to claim preference points; omitting it does not by itself render the bid non-responsive.

Trusts, consortia and joint ventures

• Submit the trust, consortium or joint venture agreement; no amendment without the municipality's prior approval.
• Each member must submit its own tax clearance or SARS pin.
• Submit a profit and liability sharing agreement and a board resolution consistent with the agreement.
• A B-BBEE certificate issued in the name of the entity is required to claim HDI points.

Other

• Product must be SABS approved.
• Local content documents must be complete where applicable.
• Bidders must quote on all bill of quantity items.
• Goods must be held for 90 days.

B-BBEE certificates issued by a verification agency must carry the SANAS logo, a unique BVA number, be an original or certified copy, and show the bidder's name and physical location, registration number, VAT number where applicable, issue and expiry dates, certificate number, the scorecard used (EME, QSE or Generic), the agency's name or logo, the authorised signature and the B-BBEE status level obtained.

Certificates issued by IRBA-approved registered auditors must identify the auditor by individual IRBA registration number and logo, record the SASAE-format certificate reference, reflect the entity's identity and location, identify the Codes of Good Practice or sector codes applied, record the weighting points per scorecard element and the overall B-BBEE status level, and show both issue and expiry dates; the certificate and assurance report are valid for 12 months from issue and must be a certified copy of the original.

Tax compliance

• A tax compliance status pin or certificate printed from the SARS website must accompany the bid; the onus is on the bidder to keep its SARS affairs in order.
• Consortium or joint venture members must each submit a separate tax compliance status pin and certificate.
• The municipality verifies the pin on the SARS website and may obtain the documents after closing; if they cannot be produced within the period it specifies, the bid is disqualified.

Municipal rates, taxes and charges

• Submit a municipal account in the entity's name, not older than 3 months and not in arrears by more than 3 months at the closing date.
• Rural bidders where services are not rendered must submit a tribal authority letter with an affidavit.
• Leased premises require the lease agreement, showing both the lessor's company name and the lessee's entity name.
• Joint venture members must each submit a municipal statement account.
• A bidder in arrears by more than 3 months without a pre-closing settlement arrangement will be unsuccessful; the arrangement must be submitted with the bid.

Performance security: the successful bidder must furnish a performance security within 30 days of award, in the amount set in the Special Conditions of Contract, as a bank guarantee, irrevocable letter of credit or certified cheque; it is released within 30 days of completion of performance, including warranty obligations.

Warranty: goods must be new, unused and current models, free of defects in design, materials or workmanship; the warranty runs for 12 months after delivery and acceptance or 18 months after shipment, whichever ends first, and the supplier must repair or replace defective goods at its own cost.

Payment: within 30 days of invoice or claim submission, in Rand, against an invoice supported by a copy of the delivery note.

Prices: prices quoted may not vary, except for adjustments authorised in the Special Conditions of Contract or on a bid validity extension.

Amendments and assignment: contract variations require a written amendment signed by both parties; obligations may not be assigned without the purchaser's written consent, and subcontracts must be notified in writing without relieving the supplier of liability.

Delays and penalties: the supplier must notify the purchaser in writing of any impediment to timely delivery; delays attract a penalty at the current prime interest rate per day of delay, and the purchaser may buy substitute goods at the supplier's expense or cancel the contract.

Termination: the purchaser may terminate for failure to deliver, failure to perform any obligation, or corrupt or fraudulent practices, and may impose a restriction on doing business with the public sector for up to 10 years; the supplier has 14 days to give reasons against a proposed restriction. Termination also applies on insolvency without compensation.

Disputes: the parties must first attempt amicable resolution, then mediation after 30 days' notice, and failing that a South African court; performance continues during dispute proceedings.

Liability: indirect or consequential loss, loss of use, production, profits or interest costs are excluded, and aggregate liability is capped at the total contract price, except for criminal negligence, wilful misconduct, patent infringement and the cost of repairing or replacing defective equipment.

Governing law and language: South African law applies and the contract is written in English. Anti-dumping and countervailing duties are for the State's account, and restrictive or collusive practices are prohibited.

Contract framework

• The General Conditions of Contract and Special Conditions of Contract apply; the Special Conditions prevail in conflict.
• The municipality may withdraw the invitation, re-advertise, reject any bid, accept part of a bid, or waive requirements.
• Bids remain valid for 90 days after closing.
• Prices must be firm and inclusive of VAT.
• Registration on the Central Supplier Database is required.
• Contract documents are compiled in English and the English versions govern.
• The contract may be extended on the basis of performance by up to 15% of the original contract.
• A Service Level Agreement may be requested in addition to the signed tender document.
• If information furnished by the bidder proves incorrect after award, the municipality may recover its costs, losses or damages.

Bid conduct

• Site or information meetings, if specified, are compulsory and non-attendance disqualifies the bid.
• Samples, if requested, must be provided with the bid or as stipulated.
• The municipality may change the quantity of items up or down; the successful bidder may accept or decline the revised quantity, which is then offered to the next bidder.
• Tenders must be placed in the tender box; faxed and late tenders are not accepted.
• The municipality is not liable for bid preparation expenses.
• Bidders may not contact the municipality on any bid matter between bid opening and award; additional information must be submitted in writing, and any attempt to influence evaluation, comparison or award may lead to rejection.
• Details of bids received are posted on www.umsobomvumun.co.za.
• Bids may be rejected for past abuse of the SCM system, attempts to influence officials or councillors, or improper benefits offered in this or a past tender.
• If quoted prices exceed available funds, the municipality may negotiate a reduced scope with the successful bidder.
• Product must be SABS approved.

Documents to submit with the quotation

• Quotation on company letterhead plus the completed formal quotation document.
• Valid original tax clearance certificate or SARS tax compliance pin.
• Certified identity document with an original stamp not older than 6 months.
• Company registration, founding statement or CIPC documents.
• Certified B-BBEE contributor evidence from a SANAS or IRBA accredited agency, or a sworn affidavit.
• Proof that the bidder has no undisputed municipal service commitments overdue by more than 90 days, or a lease agreement, or a tribal authority letter for rural bidders.
• Valid CSD registration report printout.
• Completed MBD declaration forms, signed General Conditions of Contract, and local content documents where applicable.
• Certified ID copies of members, shareholders or directors.

Other obligations

• Goods must be held for 90 days.
• The municipality's address and VAT number 4700193941 must appear on the quote.
• Bids from persons in the service of government will not be considered.
• Documents must be completed in black ink, signed by an authorised signatory, not retyped, and returned complete.
• Bidders must quote on all items in the bill of quantity.
• Product must be SABS approved.
• Trusts, consortia and joint ventures must submit the agreement, each member's tax clearance, a profit and liability sharing agreement and a board resolution; no amendment to the agreement without the municipality's approval.

Bids are evaluated on the 80/20 point system: 80 points for price and 20 points for specific goals. The specific goals are locality (enterprise within the Northern Cape) worth 10 points, verified by the company registration document and a certified ID copy, and 100% youth ownership worth 10 points, verified by the company registration document and a certified ID copy. Total specific goals: 20. Adjudication follows the Umsobomvu Procurement and Supply Chain Management Policy, the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022. The municipality is not bound to accept the lowest or any bid and may accept the bid in whole or in part.