BIDDING DOCUMENT FOR THE SUPPLY AND DELIVERY OF 173 LAPTOPS

AND 79 ALL IN ONE DESKTOPS

Procurement Reference Number: POZ/DOM/013/2022

Parliament of Zimbabwe

STANDARD

BIDDING

DOCUMENT

for

SUPPLY AND DELIVERY OF 173 LAPTOPS AND 79

ALL IN ONE DESKTOPS

JUNE 2022

Procurement Reference No: POZ/DOM/012/2022

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Procurement Reference Number: POZ/DOM/013/2022

Procurement Reference No: POZ/DOM/013/2022

Procuring Entity: Parliament of Zimbabwe

Closing Date: 15 JULY 2022

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Procurement Reference Number: POZ/DOM/013/2022

Table of Contents
PART 1: BIDDING PROCEDURES ................................................................................ 4
1.0 References: ................................................................................................................... 4
1.1 Preparation of Bids ...................................................................................................... 4
1.2 Number of bids allowed ............................................................................................... 5
1.3 Clarification ................................................................................................................. 5
1.4 Services to be performed, location(s) and other requirements .................................... 6
1.5 Documents establishing conformity of services .......................................................... 6
1.6 Validity of Bids ............................................................................................................ 6
1.7 Submission of Bids ...................................................................................................... 6
1.8 Bid opening ................................................................................................................ 7
1.9 Withdrawal, amendment or modification of bids ........................................................ 7
1.10 Evaluation of Bids...................................................................................................... 8
1.12 Administration Fees Payable by Bidders for Bids Subject to Review....................... 9
1.13 Eligibility and Qualification Criteria ......................................................................... 9
1.14 Currency of Bids ........................................................................................................ 9
1.15 Award of Contract.................................................................................................... 10
1.16 Contract Administration Fees Payable by winning Bidders .................................... 10
1.17. Right to Reject ........................................................................................................ 11
1.18 Illegal Activities ....................................................................................................... 11
1.19 Bid Submission Sheet .............................................................................................. 12
1.20 List of Services and Price Schedule……………………………………………………………………… 12
Declaration by the Accounting Officer ............................................................................ 16

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Procurement Reference Number: POZ/DOM/013/2022

PART 1: BIDDING PROCEDURES

1.0 References
References to the Public Procurement and Disposal of Public Assets Act [Chapter 22:23] (The Act)
and the Public Procurement and Disposal of Public Assets (General) Regulations (Statutory Instrument
No. 5 of 2018) (Regulation) as read with S.I.219 of 2020 and S.I 299 of 2021 as amended. The terms
and requirements in the Act and Regulations govern the submission of bids and should be read by all
bidders.
Procurement Reference Number: POZ/DOM/013/2022

Preparation of Bids

You are requested to bid for the items specified in the Statement of Requirements below by completing
and returning the following mandatory documentation:
1. The Bid Submission Sheet in this Part ;
2. Bid securing Declaration in this Part;
3. Statement of Requirement in Part 2
4. To demonstrate eligibility and/or administrative compliance in terms of section 28 (1)(2) of the
Regulations, Bidders must submit the following documentation;
i. Proof of current registration with the Procurement Regulatory Authority of
Zimbabwe (Authority) in the relevant category. If not yet Gazetted, submit receipt and
Authority confirmation letter.
ii. A copy of your company profile
iii. A copy of documentation necessary to demonstrate your eligibility in terms of section 28(1)
of the Regulations.
iv. A copy of certificate of Incorporation, CR14 and CR6.
v. A copy of valid tax clearance.
vi. Valid certificate of payment of social security contributions (NSSA Act Chapter 17:04).
vii. Declaration of any litigation. This should be on your company letter head or from your
attorney. Bidders should give, if there is any, details of litigation which they may have been
involved in and any, which they are involved in.

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Procurement Reference Number: POZ/DOM/013/2022

All compliant bids to the above mandatory requirements will be considered for evaluation in
subsequent stages.

You are advised to carefully read the complete bidding document, as well as the General Conditions
of Contract which are available on the Authority’s website (www.praz.gov.zw) before preparing your
Bid.
The standard forms in this document may be retyped for completion but the Bidder is responsible for
their accurate reproduction. All pages of the bid must be clearly marked with the Procurement
Reference Number above and the Bidder’s name and any reference number.

Number of bids allowed

No Bidder may submit more than one bid, either individually or as a joint venture partner in another
Bid, except as a subcontractor. Where the procurement is divided into lots and packages, only one Bid
can be submitted. A conflict of interest will be deemed to arise if bids are received from more than one
Bidder, owned, directly or indirectly, by the same person.

Clarification
Clarification of the bidding document may be requested in writing by any Bidder before 28 June 2022,
and should be sent to;

Director Procurement Management Unit

Parliament Of Zimbabwe
Kwame Nkrumah & 3rd Street
Box Cy 298, Causeway, HARARE

Or send via email to: pozprocurement@parlzim.gov.zw

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Procurement Reference Number: POZ/DOM/013/2022

Services to be performed, location(s) and other requirements

The services to be performed under the Contract, the location where these services are to be performed,
the times of performance and the manpower, equipment and other resources required and the
supervising agent at these locations are stated in the Statement of Requirements in Part 2. Bidders
must signify their acceptance of these requirements when submitting their bid.

Documents establishing conformity of services

To establish the conformity of the services to the bidding document, the Bidder must furnish as part of
its bid a proposed methodology, work plan and schedule to establish that the services will be carried
out in accordance with the required technical specifications and quality standards.

Standards for the provision of the Non-Consulting Services are intended to be descriptive only and not
restrictive. The Bidder may offer in the Statement of Methodology, Work Plan and Schedule in this
Part other standards of quality, provided that it demonstrates, to the Parliament of Zimbabwe’s
satisfaction, that the substitutions ensure substantial equivalence or are superior to those specified.

Validity of Bids
The minimum period for which the Bidder’s bid must remain valid is for at least ninety (90) days from
the deadline of submission of bids. Bid validity must be clearly stated and Bidders may be requested
to extend the Bid validity in terms of Section 43 (5) of the Act.

Lead Time
The required lead time for the delivery is 4 weeks, however bidders may provide their proposed lead
time.

Submission of Bids
Bids must be submitted in writing in a sealed envelope to the address below, no later than the date and
time of the deadline stated. It is the Bidder’s responsibility to ensure that they receive a receipt with
correct details confirming submission of their bid.
The Bidder must mark the envelope with the Bidder’s name, address and the Procurement Reference
Number.

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Procurement Reference Number: POZ/DOM/013/2022

The Bidder must prepare and submit one original of the documents comprising the Bid and clearly
mark it “ORIGINAL.” In addition, two copies of the Bid must also be submitted, which must be
clearly marked “COPY 1 and COPY 2”
In the event of any discrepancy between the original and the copies, the original will prevail.

The Parliament of Zimbabwe reserves the right to extend the bid submission deadline but will notify
all potential bidders who have collected the bidding documents of the amended bid submission
deadline.

Closing Date: 15 July 2022 Closing time: 10:00 CAT

Submission address: Parliament Of Zimbabwe

Kwame Nkrumah & 3rd Street

Box CY 298, Causeway, HARARE

Zimbabwe

Means of acceptance Sealed bids are to be placed in a marked bid box located at the
Parliament of Zimbabwe Registry Office, no later than the date
and time of the deadline stated. All the bidders should record their
bids in the submission register situated thereto, in the format
presented in the register.

No bids shall be accepted after the deadline.

Bid opening
Bidders and their representatives may witness the opening of bids, which will take place at the
submission address immediately following the closure of the tender.

Withdrawal, amendment or modification of bids

A Bidder may withdraw, substitute, or modify its bid after it has been submitted by sending a written
notice, duly signed by an authorized representative. However, no bid may be withdrawn, substituted,
or modified between the deadline for submission of bids and the expiration of the period of bid validity
specified by the Bidder or any extension of that period.

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Procurement Reference Number: POZ/DOM/013/2022

Evaluation criteria
Bids will be evaluated using the following methodology:
1. Administrative Evaluation
Preliminary examination to confirm, that all documents required have been provided and that the
Bid is administratively compliant in terms of section 28(1) (2) of the Regulations.

Evaluation Parameter Compliant/ Not Compliant

Bidders should submit a signed bid submission

sheet

Bid Declaration form

Proof of registration with the Procurement

Regulatory Authority of Zimbabwe (2022)

A copy of documentation necessary to

demonstrate eligibility in terms of section
28(1) of the Regulations.
Company Profile

Certificate of Incorporation

CR6 and CR14

A copy of valid tax clearance

Valid certificate of payment of social security

contributions (NSSA Act Chapter 17:04).
Declaration of any litigation

Bid validity must be 90days

Bidders should state payment terms

Delivery must state delivery period, preferably

4 weeks or less

2. Technical evaluation to determine responsiveness to the specifications in the Statement of

Requirements;

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3. Financial evaluation and comparison to determine the evaluated price of bids and to determine the
lowest evaluated bid.

Bids failing any stage will be eliminated and not considered in subsequent stages.

Bid Security
The Bidder must include a bid security of ZW$100 000.00 valid for 90 days, together with their bid
in terms of Section 26 of the Regulations. The Bid Security shall be given in any one of the below
listed options:
a) Certified Bank Cheque
b) A Bank Guarantee
c) A deposit to the Procurement Regulatory Authority of Zimbabwe (Authority).
If option (c) is chosen, Bidders must also submit proof of payment of a non-refundable cash bid bond
establishment fee of ZW$30 000.00 to the Authority, as set out in Part V of the Statutory Instrument
299 of 2021. Bidders must clearly
The bid bond/guarantee must be endorsed by a Zimbabwean registered bank and should include the
following features in order for it to be considered valid: -
a) Letter head of a registered Bank.
b) The Header to clearly state that it is a Bid Security/Bond
c) Purpose of the Bid Security to be clearly stated
d) The date when the said Surety was effected to be stated
e) Conditions of the said Obligation to be stated
f) The physical address of the Surety to be stated
g) The validity period of the Bid Security to be clearly stated.
h) Signature of Surety and the date when it was endorsed to be clearly shown
i) It must be an original document and date stamped (hard copy).

The bid securities of the unsuccessful Bidders will be released immediately after award of the tender
while that of the winning Bidder will only be released after submission of the performance bond.
The bid security of a Joint Venture (JV) must be in the name of the JV that submits the bid. If the JV
has not been legally constituted at the time of bidding, the bid security must be in the names of all
intended partners.

Eligibility and Qualification Criteria

Bidders are required to meet the criteria in section 28 of the Act and section 28 (1) of the Regulations
to be eligible to participate in public procurement and to be qualified for the proposed Contract. They
must therefore;
1. have the legal capacity to enter into a contract;
2. not be insolvent, in receivership, bankrupt or being wound up, not have had business activities
suspended and not be the subject of legal proceedings for any of these circumstances;
3. have fulfilled their obligations to pay taxes and social security contributions in Zimbabwe;

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Procurement Reference Number: POZ/DOM/013/2022

4. not have a conflict of interest in relation to this procurement requirement;
5. not be debarred from participation in public procurement under section 72 (6) of the Act and
section 74(1) (c), (d) or (e) of the Regulations or declared ineligible under section 99 of the Act;
6. have the nationality of an eligible country as specified in the Special Conditions of Contract; and
7. have been registered with the Authority as a Supplier and have paid the applicable Supplier
Registration Fee set out in Part III of the Fifth Schedule to the Regulations.

In addition to these eligibility requirements, Bidders must demonstrate that they have the
qualifications, resources and experience to perform the contract to satisfactory standards, as indicated
in the Statement of Requirements

Participation in this bidding procedure is restricted to Zimbabwean bidders only and companies
must be registered in Zimbabwe

Currency of Bids
Bids should be priced in ZW$ and foreign currency equivalent at the prevailing market rate. Payment
will be done in ZW$ converted at the ruling rate on the agreed delivery timelines as stated in the
contract.

1.15 Award of Contract

The lowest evaluated bid, after application of any additional evaluation criteria, including any margin
of preference, which is substantially responsive to the requirements of this bidding document will be
recommended for award of contract. The proposed award of contract will be by issue of a Notification
of Contract Award in terms of Section 55 of the Act, which will be effective until signature of the
contract documents. Unsuccessful Bidders will receive the Notification of Contract Award and, if they
consider they have suffered prejudice from the process, they may within 14 days of receiving this
Notification, submit to the Procuring Entity a Challenge in terms of section 73 of the Act, subject to
payment of the applicable fee set out in Section 44 and the Third Schedule to the Regulations.

1.16 Contract Administration Fees Payable by winning Bidders

The contract will only be valid subject to payment of annual contract administration fees as set out in
Part VI of the Statutory Instrument 299 of 2021. The fee is payable to the Authority upon winning the
tender and proof of payment should be submitted to the Parliament of Zimbabwe. This fee will also be
year on renewal of contract.

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Procurement Reference Number: POZ/DOM/013/2022

1.17. Right to Reject
The Parliament of Zimbabwe reserves the right to accept or reject any bids or to cancel the procurement
process and reject all bids at any time prior to contract award.

1.18 Illegal Activities

Procuring entities and bidders are required to abide by the law and observe the highest standard of
ethics during the procurement process and execution of contracts.
1. As a result:
(a) the Parliament of Zimbabwe will reject a recommendation for award if it determines that the
bidder recommended for award has, directly or through an agent, engaged in nefarious activities
which include; corrupt, fraudulent, collusive, coercive or obstructive practices in competing for
the Contract or been declared ineligible to be awarded a procurement contract under section 99
of the Act; and
(b) the Authority may under Section 72 (6) of the Act impose the debarment sanctions under
section 74(1) of the Regulations;

2. Any conflict of interest on the part of the bidder must be declared.

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Procurement Reference Number: POZ/DOM/013/2022

Bid Submission Sheet

{Note to Bidders: Complete this form with all the requested details and submit it as the first page of
ur Bid. Attach the completed Statement of Requirements and any other documents requested in
Part 1. Ensure that your Bid is authorised in the signature block below. A signature and
authorisation on this form will confirm that the terms and conditions of this Bid prevail over any
attachments. If your Bid is not authorised, it may be rejected. If the Bidder is a Joint Venture (JV),
the Bid must be signed by an authorized representative of the JV on behalf of the JV, and so as to
be legally binding on all the members as evidenced by a power of attorney signed by their legally
authorized representatives.
Bidders must mark as “CONFIDENTIAL” information in their Bids which is confidential to their
business. This may include proprietary information, trade secrets or commercial or financially
sensitive information}.

Procurement Reference Number:

Subject of Procurement:

Name of Bidder:

Date of Bid:

We offer to supply the items listed in the attached Statement of Requirements, at the prices indicated
on the attached Price Schedule and in accordance with the terms and conditions stated in your Bidding
Document referenced above.
We confirm that we meet the eligibility criteria specified in Part 1: Procedures of Bidding.
We declare that we are not debarred from bidding and that the documents we submit are true and
correct.
The validity period of our bid is: ……… {days} from the date of submission.
We confirm that the prices quoted in the attached Price Schedule are fixed and firm for the duration of
the validity period and will not be subject to revision, variation or adjustment.
Bid Authorised by:

Signature …………………………….. Name: ……………………………………

Position: ……………………….. Date: …………………….(DD/MM/YY)

Authorised for and on behalf of:

Company ……………………………………………………………

Address: ……………………………………………………………………………………

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Bid-Securing Declaration
{The Bidder must fill in this Form in accordance with the instructions indicated, where it has been
stated in the Bidding Procedures that a Bid-Securing Declaration is a requirement of bidding}.
Procurement Reference number:

Date: …………………..………….[date (in day, month and year

format)]
Bidder’s Reference Number:

To: {full name of Procuring Entity}

We, the undersigned, declare that:

We understand that, according to the terms and conditions of your bidding documents, bids must be
supported by a Bid-Securing Declaration.
We accept that we may be debarred from being eligible for bidding for any contract with a Procuring
Entity in Zimbabwe for a period to be determined by the Authority, if we are in breach of our
obligation(s) under the bidding conditions, because:
(a) we have withdrawn our Bid during the period of Bid validity; or
(b) having been notified of the acceptance of our Bid by the Procuring Entity during the period of
bid validity, we fail or refuse to execute the Contract.
We understand this Bid Securing Declaration will expire if we are not the successful Bidder, upon our
receiving your notification to us of the name of the successful Bidder; or twenty-eight days after the
expiration of our Bid, whichever is the earlier.

Signed …………………………….. Name: …………………………………

…
In capacity of: …………………………….. Date: …………………(DD/MM/YY)

Duly authorised for and on behalf of:

Company ……………………………………………………………………………………
Address: ……………………………………………………………………………………
…………………………………………………………………………………….

Corporate Seal (where appropriate)

{Note: In case of a Joint Venture, the Bid Securing Declaration must be in the name of all partners to
the Joint Venture that submits the Bid.}

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Procurement Reference Number: POZ/DOM/013/2022

NAME OF BIDDER

List of Services and Price Schedule

Procurement Reference Number: ______________________________
Bidder’s Name: ______________________________
Complete both currency of your quotation
Description of Services Unit Price per Total ZWL
No¹Lot Quantity ZWL

Supply And Delivery Of

173 Laptops And 79 All
In One Desktops

LOT 1 Laptops 173

LOT 2 All in one Desktops 79
Sub Total
SubTotal
VAT
Total

NB: Bidders must accept delivery before payment

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Procurement Reference Number: POZ/DOM/013/2022

NAME OF BIDDER

List of Services and Price Schedule

Procurement Reference Number: ______________________________
Bidder’s Name: ______________________________
Complete both currency of your quotation
Description of Services Unit Price USD Total USD
No¹Lot Quantity
Supply And Delivery Of
173 Laptops And 79 All
In One Desktops

LOT 1 Laptops 173

LOT 2 All in one Desktops 79
Sub Total
SubTotal
VAT
Total

NB: Bidders must accept delivery before payment

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Procurement Reference Number: POZ/DOM/013/2022

Part 2: Statement of Requirements

The following specific requirements for the Non-Consulting Services to be procured complement,
supplement, or amend the provisions in the Bidding Procedures. Whenever there is a conflict, the
provisions set out below prevail over those in the Bidding Procedures.

LOT 1

HP LAPTOPS

ITEM DESCRIPTION QUANTITY

HP LAPTOPS 173

i) SPECIFICATIONS
HP BRAND (strictly no clones)
MODEL (please specify)
PART NUMBER (please specify)
PROCESSOR: Intel(R) Core TM i7 -1165G7 Processor (12m Cache up to 4.7GHz)
SCREEN: 13.3 OR 14.0” HD SVA TOUCH
RESOLUTION: Edp anti-glare LED-backlit (1366 X 768)
MEMORY: 16GB DDR4-2400 IDIMM-2 SLOT/ MAX 32GB or better
CAPACITY (hard drive): ITb SSD PCle NVMe, No Optical Drive
GRAPHICS: Intel(R) Iris Xe Graphics
EXTERNAL 4 PORTS USB ADAPTER -: REQUIRED
OPERATING SYSTEM: Pre-installed and activated Windows 11 Professional 64 bit or latest
version
with licence key plus Recovery CDs for each machine.
MS OFFICE Professional 2019 preinstalled and activated with license key and CD (state Type)
ANTI-VIRUS: Sophos pre-installed and activated with license key & CD (state type)
CONNECTIVITY: Intel(R) Wi-Fi 6 AX200 802.11a/b/g/n/ac/ax(2X2) Bluetooth(R) 5 Combo
No HSPA Module

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PORTS: (3) USB 3.1 Gen 1, (1) VGA, (1) HDM1, (1) USB Type-C, (1) RJ-45, (1),
Webcam: required
Audio: speakers built in: required
Battery life: up to 9 hours 45 minutes
Headphone/Microphone Combo jack
Laptop stand
Laptop satchel and pouch
Wireless Optical mouse with batteries: required
USB – C Multi Port Hub 11 in 1
Warranty: please specify
User Manuals in English Language: Required

LOT 2

All in one Desktops

ii) Specifications

ITEM DESCRIPTION QUANTITY

All in one Desktops 79

BRAND NAME (strictly no clones)

MODEL (all in one)
PART NUMBER (please specify)
PROCESSOR: Intel core i5 @ 1.7 GHz or better
RESOLUTION: Edp anti-glare LED-backlit (1366 X 768)
MEMORY: 16 GB
HARD DISK DRIVE: 1TB SD
MONITOR: 21” TFT Colour
RESOLUTION: 1366 X 768
OPTICAL DRIVES: SATA DVD+/- RW 16X SuperMulti LightScribe
VGA Ports: Board with 2 Video Output Ports, one being VGA
USB Keyboard: required
PORTS/ SLOTS: 3* 2.0 USB, 3*3.0 USB, 1HDM1
CARD READER: required
CONNECTIVITY: 10/100/1000 mbps LAN Port
SOUND CARD AND SPEAKERS: internal speakers
OPERATING SYSTEM (GENUINE): Pre- installed and activated WINDOWS 11
Professional 64 bit or latest version with licence key plus Recovery CDs for each machine.

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MS OFFICE (GENUINE): 2019 Professional installed and activated with licence key and
CD (STATE TYPE)
POWER CABLES WITH 3 PIN SQUARE PLUGS: Required
Mouse pad required
WARRANTY PERIOD: please state
USER MANUALS IN ENGLISH: required

NB. Bidders can bid for both lots or any of the lot

Declaration by the Accounting Officer

I declare that the procurement is based on neutral and fair technical requirements and bidder
qualifications.

……………………

Kennedy M. Chokuda
CLERK OF PARLIAMENT

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