Hosted datacenter and disaster recovery services for the national gambling board (24-Month contract)

Closing date: 30 June 2026 at 11H00 CAT. Compulsory briefing session: 18 June 2026 at 11H00 CAT via Microsoft Teams (register at: https://events.teams.microsoft.com/event/2c07a971-fdc4-4869-9e47-a74ee2a7d93f@f36cd016-c0f3-4b1b-83cb-6b20b09337a1). Deadline for written queries: 22 June 2026 at 16H00. Technical proposals opened: 30 June 2026 at 11H15 CAT. Bid validity period: 180 days from closing date.

Procurement Practitioner. Email: [email protected]. Phone: 010 003 3486. Submission address: National Gambling Board, 1085 Francis Baard Street, Hatfield, Pretoria, 0028.

Submit bids using a two-envelope system: separate sealed envelopes for Technical and Financial Proposals, each containing 1 original + 1 electronic copy. Deliver to: National Gambling Board, 1085 Francis Baard Street, Hatfield, Pretoria, 0028. Delivery hours: 08H30–16H00 (Mon–Fri) before closing date; 08H30–11H00 on closing date (30 June 2026). No faxes, emails, or late bids accepted. All bids must use NGB official forms. Non-responsive bids include: incorrect format, missing documents, unsigned authority to sign, no ISO 27001 proof, or failure to attend compulsory briefing. If additional information is requested during evaluation, replies must be submitted within 2 working days or the bid may be disregarded.

Bids are evaluated in 4 phases: Phase 1 (pre-qualification for administrative and substantive responsiveness), Phase 2 (compliance with mandatory technical requirements), Phase 3 (80/20 PPPFA scoring: 80 points for price, 20 for B-BBEE preference points), Phase 4 (adjudication and final award). Mandatory criteria include: attendance at compulsory briefing (18 June 2026) with signed register, ISO 27001 Certified Environment proof, compliance with all technical specs (e.g., Hyper-V, Veeam, redundancy, data locality in South Africa), and submission of up to 3 reference letters (<5 years old). Non-compliance with any mandatory requirement disqualifies the bid. Only technically compliant bids proceed to financial evaluation.

Provide hosted datacenter and disaster recovery services for 24 months. Requirements: Syndicated Workstations (6 with VoIP Handset/Headset, MFP, parking bay, 100Mbps internet, meeting room, 4 test days/annum). Hosting (DRaaS): Hyper-V & Veeam Backup Server (50 vCPU, 132GB RAM, 32TB storage), 100Mbps internet, redundancy connectivity lines, switches/routers. Dedicated Rack: 8u space, A&B power feed (1 KVA), VPN (50 users with Two-Factor Authentication), generators, surveillance, ISO 27001 Certified Environment. Firewall: Monthly access logs (e.g., Forti Analyser). Veeam: 12x Enterprise Licenses, R430 server (1x Xeon CPU, 32GB RAM), NAS Storage 20TB. Data must remain within South African borders. DR and servers must span at least two provinces. Reference letters: Up to 3, on client letterhead, <5 years old, with entity name, contact, date, service description, and duration.

Bidders must demonstrate knowledge, experience, and skills in hosted datacenter and disaster recovery services. Required: Up to 3 reference letters (on client letterhead, <5 years old) detailing entity name, contact, date, service description, and duration. Proof of ISO 27001 Certified Environment mandatory. Company profile and completed SBD forms (excluding SBD 3.3) must be submitted.

Use SBD 3.3 for pricing. Include: Ceiling price (total project cost), cost breakdown, hourly/daily rates (DPSA-aligned), travel/other expenses (actual costs, proof required). Offer valid for 180 days from closing date. Rates must be firm unless adjusted for exchange rates or unforeseen services. Financial proposal must include: Cost breakdown, total project value, completed SBD 3.3.

Bid price must include all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Provide: Ceiling price for total project, cost breakdown, hourly/daily rates (aligned with DPSA Guide on Hourly Fee Rates for Consultants), travel/other expenses (actual costs, proof required). Pricing schedule must use SBD 3.3. Rates must be firm for the contract period unless adjusted for exchange rates or unforeseen services (valid proof required). No advance payments; invoices paid within 30 days of receipt (PFMA compliant). Banking details required upon award. Subcontracting limited to 25% of contract value unless to EME/QSE with capability. Offer valid for 180 days from closing date.

Must be registered on National Treasury’s Central Supplier Database (CSD). Submit SARS Tax PIN (Tax Clearance Status verified via CSD; CSD number acceptable if TCS PIN unavailable). B-BBEE: Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) required for preference points. No bids from persons in service of the state or entities with such directors/members. Proof of authority to sign bid documents (company resolution) required. ISO 27001 Certified Environment proof mandatory. Conflict of interest must be explicitly disclosed. Foreign suppliers: Must complete questionnaire if not RSA resident/branch/permanent establishment. Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Disputes must be communicated within 7 working days of RFP publication. Governed by South African law; resolved via arbitration (binding award). Intellectual property: All documentation and materials produced belong to NGB; prior written permission required for reuse. Payments: No advances; invoices paid within 30 days (PFMA compliant). Prices fixed unless adjusted for exchange rates or unforeseen services (proof required). Non-compliance with delivery terms must be reported immediately. Subcontracting: Max 25% of contract value unless to EME/QSE. Contract amendments must be in writing. NGB may cancel bid if funds unavailable, no acceptable bids, or circumstances change. Bidder bears all preparation costs.

Additional information may be requested during evaluation; replies must be submitted within 2 working days or the bid may be disregarded. Bidders must submit complete organizational profiles and are bound to their bids. Personal information processing consent is mandatory. Strict confidentiality applies: no disclosure of NGB information without written approval. Confidentiality clause survives contract termination.

Bids are evaluated in 4 phases: Phase 1 (pre-qualification for responsiveness), Phase 2 (mandatory technical compliance), Phase 3 (80/20 PPPFA scoring: 80 points for price, 20 for B-BBEE), Phase 4 (adjudication). Mandatory criteria include: ISO 27001 certification, DR/hosting specs (e.g., Hyper-V, Veeam, redundancy), data locality, reference letters (<5 years). Non-compliance with any mandatory requirement disqualifies the bid. Only technically compliant bids proceed to financial evaluation.