How to bid on monitor and scanner supplies for the US Embassy in Pretoria

What the Embassy is buying

The US Embassy in Pretoria is requesting quotes for 19 HP Series 5 Pro monitors, one Philips monitor, and two Fujitsu ScanSnap iX1600 scanners. It will consider suitable equivalent devices with matching specifications.

This supplies opportunity may suit vendors that can source and ship the listed IT equipment. Quotes for substitutes must include data sheets.

The deadline and quote validity

The solicitation information lists a deadline of November 13, 2026 at 5:00 AM ET. The full description separately says quotes are due by 12:00 SAST on October 13, 2026. These dates conflict, so confirm the applicable deadline in the original posting before preparing or sending a quote.

Prices must remain firm and fixed for at least 30 calendar days from the RFQ closing date. By submitting a quote, vendors accept payment by EFT 30 days after receipt of the goods and a proper invoice, whichever is later.

Who this opportunity suits

This opportunity is relevant to IT equipment suppliers and other vendors able to provide the specified monitors and scanners, or equivalents that meet the same specifications. Vendors should also be able to meet the shipping and export-crating details that apply to their shipping location.

How to access and send a response

To open the opportunity, click “View the original posting” on the portal. The first click may take you to the portal homepage; click the same option again to open the bid. A free account may be needed to view documents, though many bids can be viewed without one.

Send the quotation to the Embassy’s quotations email address, keeping the subject line of the email. Complete, sign, and return the attached Express NDAA Certification as soon as possible. The solicitation also requests the signed NDAA Compliance Declaration.

Prepare a complete quotation

State the offered models and quantities clearly. If proposing substitutes, attach their data sheets so the Embassy can compare their specifications with the requested devices.

Include applicable shipping costs. For shipments from the US, quote shipping to the freight forwarders in Elizabeth, New Jersey, and include export crating; any wood must be ISPM15 compliant and show the ISPM mark. For shipments from outside the US, include DAP door-to-door shipping to the Embassy’s warehouse in Pretoria. In either case, state the estimated total shipment weight and dimensions.

Check that the quote includes the requested signed compliance document, uses firm pricing for the required validity period, and is ready to send before the confirmed deadline. The Embassy says it will provide an exemption certificate for local customs duties and taxes.