Integrated telecommunications solution: internet, network & hosted voip supply, installation & maintenance (36 months)

Bid procedure enquiries:

• Mr. MC Gumede, Senior Manager: Supply Chain Management, Directorate: Financial Services.

Phone: 017 004 0197

Email: [email protected]

Technical enquiries:

• Mr. R. Lewis, Senior Manager: Information and Communications Technology (ICT), Directorate: Corporate Services.

Phone: 017 004 0197

Email: [email protected]

Submission address:

• Bid Box: No. 33 Corner Market and De Wet Street, eMkhondo, 2380.
• Postal address: P O Box 23, eMkhondo, 2380.
• Employer’s Representative: Mr. R. Lewis ([email protected]).

Submit bids in a sealed envelope to the bid box at No. 33 Corner Market and De Wet Street, eMkhondo, 2380, by 09 July 2026 at 12:00. Bid box operates Monday to Thursday, 07:30–16:30, and Friday until 14:00.

Requirements:

• Use only official bid documents provided by Mkhondo Local Municipality. Do not re-type or alter documents.
• Complete all forms in black permanent ink. No erasable ink, tippex, or corrections without initials.
• Initial every page of the tender document and sign all declarations where required.
• Clearly mark the envelope with: Tender No. MKHO24/2025/26, title ("SUPPLY, INSTALLATION AND MAINTENANCE OF AN INTEGRATED TELECOMMUNICATIONS SOLUTION FOR INTERNET SERVICE PROVISION, NETWORK, AND HOSTED VOIP FOR 36 MONTHS"), and closing date.
• Submit all returnable documents: Schedules 1–10, MBD forms 1–9, CSD report, tax compliance (TCS PIN), municipal accounts, COIDA, ICASA licenses, ISPA membership, ISO certificates, audited financial statements, and company registration documents.
• No mailed, faxed, emailed, telegraphic, or telex bids accepted. Late bids will not be considered.

Disqualification risks:

• Bids deposited in the incorrect tender box or not listed on the bid submission register.
• Missing or incomplete mandatory documents (e.g., CSD report, tax compliance, MBD forms, or technical certifications).
• Use of non-permanent ink, tippex, or unauthorised alterations.
• Failure to initial all pages or sign required declarations.
• Municipal rates in arrears for >90 days for the bidder or any director.
• Bidder, directors, or stakeholders in the service of the state, or listed on National Treasury’s Restricted Supplier and Tender Defaulter Report.
• Bidder acting as an advisor/consultant to the municipality or municipal entity.

Evaluation follows a three-stage process under the Preferential Procurement Policy Framework Act and PPR 2022:

Stage 1: Supply Chain Management Compliance Evaluation

• Mandatory returnables: All administrative and procurement documents (MBD 1–9, CSD report, tax compliance, municipal accounts, COIDA, ICASA licenses, ISPA membership, ISO certificates, audited financials, company registration, director IDs) must be submitted. Failure to submit any compulsory document results in disqualification.

Stage 2: Functionality Assessment (Minimum 65% required to advance)

• Company overview: 5 points
• OEM accreditation/partnership status: 15 points
• Proven track record and experience: 35 points
• Financial strength certificate: 10 points
• Technical personnel experience: 15 points
• Methodology and technical approach (including holistic design): 20 points

Stage 3: Price and Preference Points (80/20 system)

• 80 points: Allocated to the lowest acceptable total bid price (pricing must be fixed for 36 months, VAT shown separately).
• 20 points: Allocated for specific goals (preference points) as per MBD 6.1:

• 100% Black-owned enterprise: 2 points

• 30% disability ownership: 2 points

• 30% youth ownership: 2 points

• 30% women ownership: 2 points

• Enterprise located in Mkhondo Local Municipality: 2 points

• Corporate Social Investment (CSI) or Social Labour Plan: 5 points

• Subcontracting minimum 30% to EMEs in local communities: 2 points

• Valid B-BBEE Level 1 certificate: 3 points (EMEs/SMEs may submit sworn affidavit or CIPC certificate).

Additional notes:

• Bids must comply with all tender conditions and technical specifications. Non-compliance may result in rejection.
• Arithmetical errors will be corrected per tender data rules (figures govern over words; rates govern over line totals).
• No awards will be made to non-compliant bidders or those failing to meet functionality thresholds.

Scope: Supply, installation, and maintenance of an integrated telecommunications solution for internet service provision, network infrastructure, and hosted VoIP for 36 months.

Mandatory technical requirements:

• Valid ICASA ECS (Electronic Communications Service) and ECNS (Electronic Communications Network Service) licenses issued in the company’s name.
• Internet Service Provider’s Association (ISPA) membership in the company’s name.
• Valid ISO certifications (14001, 45001, 9001) in the company’s name.
• Valid Letter of Good Standing from COIDA (Compensation for Occupational Injuries and Diseases Act).
• Proven track record in similar projects (details to be submitted in Schedule 8 or 10).
• Technical methodology and a single consolidated, holistic design depicting the overall architecture of the integrated solution.
• OEM (Original Equipment Manufacturer) accreditation/partnership status to ensure quality supply and enhanced turnaround time.
• Demonstration of technical personnel experience.
• Financial strength certificate and latest three-year comparative audited financial statements.

Deliverables:

• Fully functional internet service provision, network infrastructure, and hosted VoIP system.
• Maintenance and support for 36 months post-installation.
• Compliance with all technical specifications and project requirements as outlined in Part C3 of the tender document.
• Adherence to General Conditions of Contract (GCC 2015) and contract data (Part C1.2).

Pricing:

• Submit pricing in South African Rand (ZAR) using MBD 3.1 (Pricing Schedule).
• Prices must be fixed for the 36-month contract duration and not subject to adjustment unless provided for in the contract.
• VAT must be shown separately as an addition to the tendered total.
• Complete the Bill of Quantities (Part C2.2) in full, with rates and prices in Rand.
• Form of Offer must be completed in both words and figures. Discrepancies will be resolved in favour of figures.

Financial capacity:

• Submit latest three-year comparative audited financial statements.
• Provide a financial strength certificate (10 points in functionality evaluation).
• Municipality may request written evidence of financial, labour, and other resources to execute the contract.
• Municipality reserves the right to appoint chartered accountants/auditors to conduct financial investigations on bidders.

Payment terms:

• Governed by the General Conditions of Contract (GCC 2015) and contract data (Part C1.2).

Bonds/guarantees:

• If required by the contract, submit securities, bonds, guarantees, or insurance certificates as per conditions of contract (Part C1.2).
• No advance payments or specific payment terms are stated; refer to contract data for details.

Mandatory compliance:

• Central Supplier Database (CSD): Full/comprehensive registration report (not a summary) not older than 30 days from tender closing date.
• Tax compliance: Valid SARS Tax Compliance Status (TCS) PIN. Foreign suppliers must complete the pre-award questionnaire (Part B:3). If no TCS is available, provide CSD number.
• Municipal accounts: Certified copy of municipal rates for the company and all directors (for May 2026), proving no arrears >90 days. Alternatively, valid lease agreement or letter from authorised tribal council (if operating from non-billed area).
• B-BBEE: Submit original/valid/certified B-BBEE certificate (SANAS-verified for generic enterprises; sworn affidavit or CIPC certificate for EMEs/SMEs). Points allocated for specific goals (see evaluation criteria).
• Company registration: Copy of CIPC registration certificate.
• Directors/Shareholders: Certified ID copies of all directors, shareholders, and partners (not older than 3 months from closing date).
• Professional registrations: Proof of registration with recognised professional bodies (if applicable).
• COIDA: Valid Letter of Good Standing.
• ICASA licenses: Valid ECS and ECNS licenses in the company’s name.
• ISPA membership: Internet Service Provider’s Association membership in the company’s name.
• ISO certification: Valid ISO 14001, 45001, or 9001 certificates in the company’s name.

Mandatory declarations:

• Complete and sign all Municipal Bidding Declarations (MBD 1–9), including:

• MBD 1: Invitation to Bid

• MBD 2: Tax Compliance Requirements

• MBD 3.1: Pricing Schedule

• MBD 4: Declaration of Interest

• MBD 5: Declaration for Procurement above R10 Million

• MBD 6.1: Preference/Specific Goals

• MBD 7.1: Contract Form (Parts 1 and 2)

• MBD 8: Declaration of Past SCM Practices

• MBD 9: Certificate of Independent Bid Determination

• Compulsory Enterprise Questionnaire (Schedule 6).
• Joint Venture (JV) requirements: Signed JV agreement, combined JV B-BBEE certificate, and full CSD report for the JV (if applicable).

Disqualification:

• Non-compliance with any mandatory requirement.
• Arrears in municipal rates (>90 days) for the bidder or any director.
• Listing on National Treasury’s Restricted Supplier and Tender Defaulter Report.
• Bidder or directors in the service of the state or acting as advisors/consultants to the municipality.
• Failure to submit all required documents or complete returnable schedules.