Enterprise itsm solution with remote desktop and ad audit for sol plaatje municipality

The selected service provider must deliver the following:

• Licenses & Software Deployment: Provide perpetual or subscription-based licenses.

• Implementation Services: Full setup, configuration, and testing.

• Data Migration: Transfer existing ITSM and AD audit data without loss.

• Training & Knowledge Transfer: Sessions for IT personnel and end-users.

• Ongoing Support & Maintenance: SLA-backed technical support for at least 3 years.

5. MINIMUM VENDOR REQUIREMENTS

Vendors must meet the following criteria:

• Proven experience in deploying ITSM solutions with Remote Desktop Management and AD auditing.

• Certified in ITIL, ISO 27001, or other relevant frameworks.

• Ability to provide local or remote support with 24/7 availability.

• Compliance with South African government procurement regulations.

6. EVALUATION CRITERIA

No# CRITERIA SCORE Total Point

1 Experience of the bidder for previous work done

40 • 4 Reference letters = (40)

• 3 Reference letters = (30)

• 2 Reference letters = (20)

• 1 Reference letters = (5)

Integration

ITSM functionalities with Microsoft 365 E5, Active Directory, and other existing IT infrastructure integration

10 • AD, Microsoft 365, and IT Infrastructure – (10)

• AD and IT Infrastructure – (5)

3 Remote support functionality

10 • Remote desktop management for remote troubleshooting and IT

support – (10)

4 Partner certification

10 • Proof of certified partner, reseller, or accredited implementer of the

ITSM software – (10)

5 Proof of compliance with:

10 • ISO 27001 and ITIL certification – (10)

• ISO 27001 – (5)

6 Accessibility

Both on-premises and SaaS private cloud options – (10)

On premise only – (5)

Active Directory Audit 7

Real-Time Active Directory Auditing – (10)

Minimum threshold points required on Functionality to be responsive 65

Total Functionality Points

7. CONTRACT DURATION

The contract will be awarded for a period of 3 years, subject to performance reviews and renewal conditions.

8. SUBMISSION REQUIREMENTS

Interested vendors must submit:

Technical Proposal: Solution architecture, compliance matrix, and implementation plan.

Financial Proposal: Cost breakdown for licenses, implementation, and support.

Company Profile: Relevant experience, key personnel, and client references.

MDB 3.1

SOL PLAATJE MUNICIPALITY

CONTRACT: FIN/ICT03/2025 – SUPPLY, AND INSTALLATION OF A SAAS ENTERPRISE IT SERVICE

MANAGEMENT (ITSM) SOLUTION, WITH REMOTE DESKTOP MANAGEMENT AND ACTIVE

DIRECTORY AUDIT FEATURES AS PER THE SPECIFIED SCOPE OF WORK AND DELIVERABLES.

PRICING SCHEDULE

No# Description Cost with VAT

1. 36 Months license

(Perpetual / Subscription, the bidder must indicate by means of R

a circle О which license they are offering).

2. Complete setup, configuration, and testing R

3. Transfer existing ITSM and AD audit data without loss. R

4. Training & Knowledge Transfer R

5. Support & Maintenance over 36 months R

6. 36 months subscription fee for 2 Domain Controllers R

7. 36-months subscription fee for 1 Azure AD tenant R

8. 36 months Subscription Fee for 500 Workstations x1 R

9. 36 months Subscription fee for 20 Technicians (500 nodes) R

R Total Amount

VALUE ADDED TAX AS WELL AS DELIVERY COSTS TO THE MUNICIPAL STORES MUST BE INCLUDED

IN ALL PRICES.

THESE BID PRICES WILL HOLD GOOD UNTIL ___________________________________________

N.B: IF PRICES ARE NOT FIRM, PRICES MUST BE FIXED FOR THE PERIOD OF 12 MONTHS FROM

THE DATE OF COMMENCEMENT.

I/WE AGREE TO THE CONDITIONS AS SET OUT IN THE ATTACHED SPECIFICATIONS

AND CONDITIONS OF TENDER

SIGNATURE OF TENDERER: _____________________________________________

NAME OF COMPANY: ___________________________________________________

ADDRESS: ____________________________________________________________

______________________________________________________________

TELEPHONE NO. ________________________ FAX NO. ______________________

E-MAIL ADDRESS: ____________________________________________________

AS WITNESSES: 1. ___________________________________

2. ___________________________________

DATE: __________________________________________________

N.B: This form must be signed by the bidder and witnessed. Removal of any of the details from the tender

documents may disqualify the tender.

Bids MUST comply with the following Special Conditions of the Contract where applicable:

• Period required for delivery ____________________________days

o Does the offer comply with the specification(s)? YES NO

YES NO

o Delivery basis

• Settlement Discount Allowed

o ________________________% 30 days

o ________________________ % 15 days

• Value added Tax as well as Delivery Costs to the Municipal Stores must be included in ALL PRICES

________________________ ___________________

BIDDER SIGNATURE DATE:

MBD 3.2

SOL PLAATJE LOCAL MUNICIPALITY

CONTRACT: FIN/ICT03/2025 – SUPPLY, AND INSTALLATION OF A SAAS ENTERPRISE IT

SERVICE MANAGEMENT (ITSM) SOLUTION, WITH REMOTE DESKTOP MANAGEMENT AND

ACTIVE DIRECTORY AUDIT FEATURES AS PER THE SPECIFIED SCOPE OF WORK AND

DELIVERABLES.

METHOD OF PRICING AND PRICE ADJUSTMENTS

THIS BID WILL NOT BE CONSIDERED IF ONE OF THE FOLLOWING OPTIONS OF THIS

DOCUMENT (MBD 3.2) IS NOT SELECTED AND FULLY COMPLETED

PLEASE INDICATE IF PRICES ARE FIRM OR NOT FIRM FOR THE DURATION OF THIS CONTRACT.

SELECT NUMBER 1 OR NUMBER 2

1. Prices are firm for the duration of this contract (including prices subject to Rates of Exchange or any □

other reasons) Variations will not be considered.

N.B.: AS FROM THE CLOSING DATE OF THE BID, BASE PRICES SHALL REMAIN FIRM

FOR THE DURATION OF THE CONTRACT

2. Prices not firm for the duration of this contract and price variations are applicable □

If prices are not firm and number 2 was selected, COMPLETE OPTIONS (A, B or C). One

of the options MUST be selected if prices are not firm. Note that only one of the

options can be applied to any one of the activities listed in the schedule of quantities

and the bidder should clearly indicate the item numbers for options B and C

Escalation (Option A) will be calculated on all items which are not listed in options B

or C

N.B.: AS FROM THE CLOSING DATE PRICES MUST HOLD GOOD FOR AT LEAST 12

MONTHS OF THE DURATION OF THE CONTRACT BEFORE ANY PRICE ADJUSTMENTS

COULD BE SUBMITTED.

A. NON-FIRM PRICES SUBJECT TO ESCALATION □

1. In cases of period contracts, non-firm prices will be adjusted with the assessed contract price adjustments implicit

in non-firm prices when calculating the comparative prices

2. The value of each monthly statement for payment shall be increased or decreased by the amount obtained by

multiplying the tender rate for a scheduled item “At” by the Contract Price Adjustment Factor for the specific item,

rounded off to the fourth decimal place, determined according to the formula:

 R1t R 2t R 3t D 4t  Pa = (1 − V )Pt  D1 + D 2 + D 3 + D 4  + VPt

 R1o R 2o R 3o D 4o 

Where:

Pa = The new escalated price to be calculated.

(1-V)Pt = 85% of the original bid price. Note that Pt must always be the original bid price and

not an escalated price.

D1, D2.. = Each factor of the bid price e.g. labour, transport, clothing, footwear, etc. The total of

the various factors D1, D2...etc. must add up to 100%.

R1t, R2t...... = Index figure obtained from new index (depends on the number of factors used).

R1o, R2o = Index figure at time of bidding.

VPt = 15% of the original bid price. This portion of the bid price remains firm i.e. it is not

subject to any price escalations.

3. The following index/indices must be used to calculate your bid price:

Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated..........

Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated..........

4. FURNISH A BREAKDOWN OF YOUR PRICE IN TERMS OF ABOVE-MENTIONED FORMULA. THE TOTAL OF THE

VARIOUS FACTORS MUST ADD UP TO 100%.

FACTOR PERCENTAGE OF BID PRICE (D1, D2 etc. e.g. Labour, transport etc.)

B. □ PRICES SUBJECT TO RATE OF EXCHANGE VARIATIONS

1. Please furnish full particulars of your financial institution, state the currencies used in the conversion of the prices of the items to

South African currency, which portion of the price is subject to rate of exchange variations and the amounts remitted abroad.

AMOUNT IN PORTION FOREIGN PARTICULARS OF OF PRICE ITEM NO PRICE CURRENCY RATE CURRENCY FINANCIAL INSTITUTION SUBJECT REMITTED TO ROE ABROAD

ZAR=

ZAR=

ZAR=

ZAR=

2. Adjustments for rate of exchange variations during the contract period will be calculated by using the average monthly exchange rates as issued

by your commercial bank for the periods indicated hereunder: (Proof from bank required)

DATE UNTIL DATE DATE FROM WHICH WHICH NEW AVERAGE MONTHLY EXCHANGE RATES FOR DOCUMENTATION NEW CALCULATED CALCULATED THE PERIOD: MUST BE SUBMITTED PRICES WILL PRICE WILL BE TO THIS OFFICE BECOME EFFECTIVE EFFECTIVE

C. □ None firm prices based on documentary evidence (including actual supplier’s invoices, motivations

and letters of confirmation from the bidder’s supplier)

I/WE AGREE TO THE CONDITIONS AS SET OUT IN THE ATTACHED SPECIFICATIONS

AND CONDITIONS OF BIDDER

SIGNATURE OF BIDDER: __________________________________________________________

NAME OF COMPANY: _____________________________________________________________

ADDRESS: _____________________________________________________________________

______________________________________________________________________________

CELL TELEPHONE NO: ________________________ FAX NO. __________________________

E-MAIL ADDRESS: _____________________________________________________________

AS WITNESSES: 1. ______________________Name Print _______________________

2. ______________________Name Print _______________________

DATE_____________________________________

N.B: THE MBD 3.2 IS MANDATORY MUST BE COMPLETED AND SIGNED BY THE BIDDER AND WITNESSES

MBD 3.2

AMENDMENTS AND ALTERATIONS: ANNEXURE A

If the bidder desires to amend, vary or alter any of the specifications, conditions of contract, schedule of prices, he/she is to state so

hereunder and is to set out clearly the details and character of any amendments, variations or alterations he proposes, together with

the variation in cost from his bid price, if there be any variation.

Unless noted in this page when bidding or supported by a covering letter attached to this bid, no variations or alterations which the

bidder desires to put forward or into effect, will be executed strictly in accordance with these documents.

SIGNATURE OF BIDDER _________________________________________

DATE: ________________________

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Municipality / Municipal Entity: ________________________________________________

Department: ______________________________________________________________

Contact Person: ___________________________________________________________

Tel: __________________________________Cell ________________________________

Fax: _____________________________________________________________________

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Department: ______________________________________________________________

Contact Person: __________________________________________________________

Tel: ____________________________________Cell: ____________________________

Email address: _____________________________________________

MBD 4

DECLARATION OF INTEREST

BIDDERS WHO FAIL TO DECLARE ACCURATELY AND HONESTLY SHALL BE DISQUALIFIED. SHOULD YOUR INTEREST

BE DISCOVERED AFTER THE AWARD OF THE CONTRACT THE MUNICIPALITY SHALL TERMINATE YOUR CONTRACT ON

THE BASIS OF THE ABOVE.

1. No bid will be accepted from persons in the service of the State1. (Employed by the State)

2. Any person, having a kinship with persons in the service of the State (Employed by the State), including a blood relationship,

may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting

bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the

bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority.

3. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

3.1 Full Name of bidder or his or her representative: ______________________________________

3.2 Identity Number: ______________________________________________________________

3.3 Position occupied in the Company (director, trustee, hareholder2)_______________________

3.4 Company Registration Number: _________________________________________________

3.5 Tax Reference Number:_______________________________________________________

3.6 VAT Registration Number:_____________________________________________________

3.7 The names of all directors / trustees / shareholders members, their individual identity

numbers and state employee numbers must be indicated in paragraph 4 below.

3.8 Are you presently in the service of the State? (Employed by the State)? YES NO

3.8.1 If yes, furnish particulars_________________________________________________

1MSCM Regulations: “in the service of the State” means to be –

(a) a member of –

(i) any municipal council;

(ii) any provincial legislature; or

(iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity;

(c) an official of any municipality or municipal entity;

(d) an employee of any national or provincial department, national or provincial public entity or constitutional institution within the

meaning of the Public Finance Management Act, 1999 (Act No.);

(e) a member of the accounting authority of any national or provincial public entity; or

(f) an employee of Parliament or a provincial legislature.

2 Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or

business and exercises control over the company.

MBD 4

3.9 Have you been in the service of the State (employed by the State) for the past twelve months? YES NO

3.9.1 If yes, furnish particulars

______________________________________________________________________________________

______________________________________________________________________________________

3.10 Do you have any relationship (family, friend, other) with persons in the service of the State (employed by the State)

and who may be involved with the evaluation and or adjudication of this bid?

YES NO

3.10.1 If yes, furnish particulars.

_______________________________________________________________________________________

________________________________________________________________________________________

3.11 Are you, aware of any relationship (family, friend, other) between any other bidder and any persons in the service of

the State (employed by the State) who may be involved with the evaluation and or adjudication of this bid?

YES NO

3.11.1 If yes, furnish particulars

_______________________________________________________________________________________________

_______________________________________________________________________________________________

3.12 Are any of the company’s directors, trustees, managers, principle shareholders

or stakeholders in the service of the State (employed by the State)?

YES NO

3.12.1 If yes, furnish particulars.

___________________________________________________________________________________________

___________________________________________________________________________________________

3.13 ARE ANY SPOUSE, CHILD OR PARENT OF THE COMPANY’S DIRECTORS, TRUSTEES, MANAGERS, PRINCIPLE

SHAREHOLDERS OR STAKEHOLDERS IN THE SERVICE OF THE STATE (EMPLOYED BY THE STATE)

YES NO

3.13.1 If yes, furnish particulars

____________________________________________________________________________________________

______________________________________________________________________________________________

3.14 DO YOU OR ANY OF THE DIRECTORS, TRUSTEES, MANAGERS, PRINCIPLE SHAREHOLDERS, OR

STAKEHOLDERS OF THIS COMPANY HAVE ANY INTEREST IN ANY OTHER RELATED COMPANIES OR

BUSINESS WHETHER OR NOT THEY ARE BIDDING FOR THIS CONTRACT.

YES NO

3.14.1 If yes, provide information of other companies as reflected on CSD report:

DISCLOSE THE INFORMATION OF THE OTHER COMPANIES IN THE BELOW TABLE.

No# Name of Director Other Company name CSD Number

1.

2.

3.

4.

5.

4. Full details of directors / trustees / members / shareholders.

Full Name Identity Number State Employee Number

No specific requirements found