36-Month municipal ICT server infrastructure support, maintenance & off-site disaster recovery services

• Closing date & time: 20 March 2026, 12:00 pm (Qumbu foyer).
• Advertisement date: 05 February 2026.
• No separate briefing or site‑visit dates mentioned.
• All enquiries must be submitted before the closing date.

• SCM enquiries: Ms B Jara, Tel 047 553 7022, Email [email protected].
• Technical enquiries: Ms N Chitwa, Tel 082 617 9521, Email [email protected].
• General municipality address: P.O. Box 31, Qumbu 5180 (postal) and 96 LG Mabindla Street, Qumbu 5180 (bid box).
• Telephone: +27 (047) 553 7000, Fax: +27 (047) 553 0189.

• Submit the bid using the official MBD forms (MBD 1‑9) – no re‑typing allowed.
• Provide a completed Company Profile with contactable references.
• Attach valid Tax Clearance Certificate (TCS), VAT registration (if applicable), CIPC registration, and certified ID copies of directors/shareholders.
• Include original and valid B‑BBEE status level verification certificate.
• Provide proof of municipal rates payment or lease agreement (not older than one month).
• Submit audited financial statements for the past three years.
• Provide disaster‑recovery reference letters (minimum five signed letters with appointment orders to score full points).
• Include proof of ICT equipment/software reseller registration (HP, VMware, Veeam).
• All documents must be signed by an authorised director.
• Bids must be delivered by 12:00 pm on 20 March 2026 either:

– by post to P.O. Box 31, Qumbu 5180, or

– deposited in the bid box at 96 LG Mabindla Street, Qumbu (open 24 hrs).

• Late, incomplete, unsigned, facsimile or electronic submissions will be rejected.
• Bids are valid for 90 days after closing; no response within that period is deemed unsuccessful.
• Disqualification triggers: outstanding municipal rates/taxes, failure to disclose state service connections, missing B‑BBEE or CSD registration, incomplete supporting documents.

• Stage 1 – Functionality (100 points): assess technical capability, DR solution compatibility (Microsoft Windows, VMware), encryption, replication schedule, test frequency, and reseller registrations.

– Minimum 70 % score required to proceed to price evaluation.

• Stage 2 – Price and Preferential Points (80 points for price, 20 points for specific goals) – 80/20 preference system.

– Price points awarded using the lowest acceptable tender as benchmark.

– Specific‑goal points awarded for:

• 100 % Black ownership (10 points),
• HDI equity (5 points),
• Youth‑enterprise (1 point),
• Women equity (1 point),
• Disability equity (1 point),
• Rural enterprise (1 point).
• Total possible points = 100.
• Bidders scoring ≥70 % in Stage 1 are evaluated on price and specific‑goal points.
• Preference points are verified with supporting documentation (ID copies, CSD status, proof of residence, etc.).

Scope of work:

• Provide support, hosting and maintenance of the municipal ICT server infrastructure and off‑site Disaster Recovery (DR) for 36 months.
• DR solution must be compatible with Microsoft Windows and VMware platforms.
• Manage replication schedule between production and DR sites; ensure data encryption at rest, in motion and in use.
• Manage the link between municipal premises and DR site; ensure remote backup stored within South Africa.
• Conduct four (4) DR tests per annum for critical systems.
• Cover all legacy and current municipal systems, databases and software upgrades.
• Deliver Service Level Agreement (SLA) with Recovery Point Objective (RPO) of 24 hours and Recovery Time Objective (RTO) of 8 hours for critical systems.
• Extend warranties and technical support for existing HPE servers (Remote Tech Support, Hardware Tech Support, On‑site Parts Replacement) for 36 months.
• Provide licensing support for VMware and Veeam Enterprise Plus.
• Submit a pricing schedule linked to RPO/RTO options.

• Pricing must be presented in a schedule covering Year 1, Year 2 and Year 3 (R currency, VAT inclusive).
• Provide total price for the 3‑year period and indicate VAT amount.
• Submit audited financial statements for the past three years.
• No mention of performance bond or guarantee; assume none required unless requested during clarification.
• Payment terms not specified – bidder should be prepared to accept standard municipal terms (e.g., monthly/quarterly invoicing after acceptance).

• Valid CSD registration (status will be verified at each evaluation stage).
• Current Tax Clearance Certificate (TCS) and VAT registration (if applicable).
• B‑BBEE status level verification certificate required.
• CIPC registration and certified ID copies of directors/shareholders.
• Proof of municipal rates payment or lease agreement (max 1 month old).
• Demonstrate 100 % Black ownership to claim full specific‑goal points.
• Provide documentation for specific goals: HDI equity, Youth‑enterprise, Women‑equity, Disability‑equity, Rural‑enterprise, and Military‑veteran status as applicable.
• Reseller registrations for HPE, VMware and Veeam must be submitted.
• No explicit CIDB registration requirement mentioned.