Objectives

The primary objective is to procure, configure, and deliver a specified quantity of laptops alongside comprehensive tracking and device management software to support the operational, security, and audit functions of the municipality. The tender also aims to ensure strict adherence to public sector procurement regulations, tax compliance legislation, and preferential procurement policies.

Scope

• Supply and delivery of two categories of laptops (13 high-specification units and 63 standard units).
• Provision of carrying accessories (universal backpacks and executive bags) for all devices.
• Installation, configuration, and licensing of tracking and device management software for all 76 laptops.
• Provision of a three-year next-business-day onsite warranty and ongoing technical support.
• Complete delivery of all goods and services within fourteen days of contract appointment.

Technical Requirements

• High-Specification Laptops (13 units): 13-inch touchscreen, Intel Core i7 processor, 16GB memory, 1TB hard drive, Windows 11 Pro, Wi-Fi/wireless LAN, RJ45, headphone/line-out, HDMI, and USB-C ports.
• Standard Laptops (63 units): 13–14 inch display, Intel Core i5 processor, 8GB memory, 500GB hard drive, Windows 11 Pro, Wi-Fi/wireless LAN, RJ45, headphone/line-out, HDMI, and USB-C ports.
• Tracking & Device Management Software: Must record last known physical location, building, room, network location, public IP address, endpoint-management check-in source, and timestamps. Capable of logging geographic coordinates with accuracy metrics, consent verification, and lawful basis documentation. Must display last successful check-in, signed-in user, hostname, network source, and data currency status. Access must be restricted to authorized roles with configurable retention policies. Usage is strictly limited to municipal-owned devices for legitimate operational, security, recovery, and audit purposes. The system must clearly differentiate between network-derived and endpoint-derived location data.
• Warranty & Support: Three-year next-business-day onsite warranty covering hardware defects, supplemented by dedicated technical support throughout the contract period.

Skills Requirements

• Proven expertise in IT hardware distribution, logistics, and rapid deployment capabilities.
• Technical proficiency in configuring enterprise-grade device tracking and endpoint management software with robust data privacy and access control features.
• Administrative capacity to manage municipal supply chain evaluations, maintain valid tax compliance certificates, and prepare accurate local content calculations.
• Ability to provide certified after-sales service, including onsite warranty repairs and continuous technical assistance.

Key Terms and Conditions

Functionality Threshold: A minimum of 70 out of 100 points is mandatory for bid responsiveness. Points are awarded based on past contracts valued at R500,000 or more, requiring verifiable references (two from organs of state), proof of reseller status, and confirmation of 14-day delivery capability. Submissions scoring below 70 are automatically disqualified.

Preferential Procurement System: An 80/20 or 90/10 point allocation system will apply, determined by the lowest acceptable tender. Additional points are allocated for designated groups, including Black women, youth, persons with disabilities, and military veterans.

Local Content Calculation: Bidders claiming local manufacturing benefits must calculate local content percentages using the SABS SATS 1286:2011 standard, applying South African Reserve Bank exchange rates for imported components and freight costs.

Performance Security: Successful bidders must furnish performance security within thirty days of contract award, typically via bank guarantee or certified cheque.

Tax & Compliance Mandates: A valid SARS Tax Clearance PIN or Certificate is compulsory. Entities exceeding a R2.3 million taxable turnover must be VAT registered. Collusive bidding, tender defaulting, and undisclosed conflicts of interest trigger automatic disqualification and potential ten-year procurement bans.