Objective

The primary objective is to procure and deliver 17 fully equipped laptop systems to Umdoni Municipality, ensuring high performance, reliability, and strict compliance with national preferential procurement policies. The municipality seeks a dependable supplier capable of offering competitive pricing, timely hand-delivery, and robust after-sales warranty support.

Scope

The tender covers the supply, secure packaging, transportation, and hand-delivery of 17 laptop units, each bundled with a protective backpack, wireless optical mouse, laptop stand, and LTE USB dongle. All items must meet the specified minimum technical standards. The contract is governed by the General Conditions of Contract, municipal terms, and South Africa’s Preferential Procurement Policy Framework Act. Quotations must be submitted physically before the deadline; late submissions will be rejected. The municipality reserves the right to accept partial bids, reject any or all quotations, and is not bound to accept the lowest bid.

Technical Requirements

• Processor: Intel Core i3, 13th Generation or newer
• Operating System: Windows 11 Pro 64-bit (preinstalled)
• Memory: 16 GB DDR4/DDR5 RAM
• Storage: 1 TB NVMe SSD
• Display: 15-inch anti-glare screen
• Ports & Connectivity: Minimum two USB-A ports, one USB-C port; HDMI 2.0 or newer video output; USB-C DisplayPort support preferred
• Keyboard: Spill-resistant design preferred
• Warranty: Three-year next-day on-site or business warranty
• Accessories (per unit): Laptop backpack, wireless optical mouse, laptop stand, LTE USB dongle
• Total Quantity: 17 complete sets

Skills Requirements

No specialized technical or engineering skills are mandated. Bidders must demonstrate proven capability in IT hardware supply and logistics, including inventory management, secure packaging, and timely delivery coordination. Suppliers must possess adequate administrative and operational capacity to manage warranty claims, coordinate on-site service visits, and comply with municipal supply chain governance. Familiarity with public sector procurement procedures, tax compliance documentation, and B-BBEE certification requirements is essential.

Key Terms and Clarifications

• Next-Day On-Site Warranty: Requires the supplier to maintain a local service network capable of dispatching technicians or replacement units within one business day of a reported hardware fault.
• LTE USB Dongle: A plug-and-play cellular broadband adapter that enables mobile internet connectivity via 4G/5G networks without requiring fixed-line infrastructure.
• PPPFA Preference Point System: Evaluations utilize either an 80/20 or 90/10 scoring model, allocating 80–90 points to price and 10–20 points to socio-economic goals such as black ownership, local enterprise location, and Broad-Based Black Economic Empowerment status.
• CSD Registration: Mandatory enrollment in the Central Suppliers Database, a national registry required for all entities wishing to trade with government departments.
• General Conditions of Contract (GCC): Standard public procurement clauses governing delivery schedules, payment terms (within 30 days of invoice), penalties for delays, termination rights, insurance obligations, and dispute resolution mechanisms.