Objectives

The primary objective of this tender is to procure and deliver reliable computing hardware and essential peripheral accessories to support the daily operational and administrative functions of King Cetshwayo District Municipality.

Scope of Work

The successful service provider will be responsible for the supply, delivery, and handover of the following items at the municipality's designated facility in Richards Bay:

• Six (6) laptops meeting specified performance criteria
• Six (6) protective backpacks
• Six (6) wireless mice
• Six (6) docking stations
• Six (6) multifunction 11-in-1 USB-C hub adapters

The scope also includes full compliance with municipal procurement regulations, submission of all mandatory certification documents, and adherence to the National Treasury General Conditions of Contract.

Technical Requirements

• Laptop Specifications: HP ProBook 4 G1iR 14-inch WUXGA display, Intel Core 5 120U processor, 512GB SSD, 16GB RAM, pre-installed Windows 11 Pro, or an officially approved equivalent model.
• Accessory Specifications: Docking stations and hubs must support 4K HDMI output (30Hz), multiple USB 3.0 ports, 3.5mm AUX, and RJ45 Ethernet connectivity.
• Pricing & Validity: All quoted prices must include VAT, remain firm for ninety (90) days post-closing, and be fixed for twelve (12) months upon contract award.
• Submission Format: Quotations must be submitted in sealed, clearly marked envelopes deposited physically into the municipal quote box before the deadline. Electronic, faxed, or telegraphic submissions are strictly prohibited.

Skills & Qualifications Requirements

• Active registration with the Central Suppliers Database (CSD)
• Valid, certified authorization or partnership certificate from HP or an approved equivalent manufacturer
• Proven track record in supplying similar IT equipment, supported by two verifiable business references
• Ability to execute deliveries within the stipulated timeframe and maintain consistent stock availability
• Compliance with statutory requirements: valid Workmen’s Compensation registration, up-to-date municipal rates/taxes proof for business premises, and clean supply chain management history

Key Terms & Compliance Notes

This tender incorporates several standard South African public procurement mechanisms that require careful attention:

• 80/20 Preference Point System: Evaluated under the Preferential Procurement Policy Framework Act. Eighty points are awarded based on competitive pricing, while twenty points are allocated for specific socio-economic goals (e.g., black ownership, youth/women empowerment, local economic development). Bidders must submit verified documentation to claim these points.
• MBD Declaration Forms: Mandatory municipal templates (e.g., MBD 4 for Conflict of Interest, MBD 9 for Independent Bid Determination) that legally bind suppliers to anti-collusion, transparency, and ethical procurement standards.
• Manufacturer Partnership Certificate: Suppliers must provide a certified letter proving official dealership or distribution rights for HP or an approved equivalent, ensuring genuine product sourcing and valid warranty coverage.
• Handwritten Completion Rule: All quotation forms must be filled out manually. Typed or printed forms may be rejected, and the use of correction fluids or tapes will automatically invalidate the submission.