Panel of ICT service providers for umgungundlovu district municipality (tender 12/2026)

Compulsory briefing session: 6 October 2026

• Registration: 09:30 to 10:00
• Briefing: 10:00 to 11:00
• Venue: Council Chambers, uMgungundlovu District Municipality, 242 Langalibalele Street, Pietermaritzburg
• Attendance is compulsory; non-attendance renders the submission invalid and security will refuse entry after 11:00.

Closing: 2 November 2026 at 12:00.

Enquiries

• Contact: Ms T. Ndlovu
• Email: [email protected]

Submission address

Tender box, ground floor

uMgungundlovu District Municipality

242 Langalibalele Street

Pietermaritzburg

Briefing venue

Council Chambers

uMgungundlovu District Municipality

242 Langalibalele Street

Pietermaritzburg

Submission method: sealed envelope deposited in the tender box on the ground floor of uMgungundlovu District Municipality, 242 Langalibalele Street, Pietermaritzburg.

Closing: 2 November 2026 at 12:00.

Packaging: submissions must be properly bound and placed in a sealed envelope clearly marked with the tender number and description.

Late bids, and bids sent by facsimile or email, will not be considered under any circumstances.

Returnable documents:

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director, shareholder or representative is in the service of the state or connected to anyone evaluating or adjudicating the bid.
• MBD 6.1 (Preference Points Claim Form): claims the specific goal points for race and locality.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares no SCM abuse, no fraud or corruption conviction in the past five years, no contract default and no Tender Defaulter listing.
• MBD 9 (Certificate of Independent Bid Determination): certifies the bid was prepared independently, without collusion or price disclosure to competitors.
• Proof of good standing with municipal accounts: latest municipal statement, or lease agreement plus landlord letter, or a Commissioner of Oaths affidavit (with a ward councillor's letter where no municipal charges apply).
• Authority for signatory: board resolution, partnership, joint venture, sole proprietor or close corporation certificate, as applicable.
• Banking details letter or declaration signed and stamped by a bank official.
• Joint venture agreement showing each partner's percentage contribution, where applicable.
• Schedule of proposed sub-contractors, with certified CK certificate, latest municipal statement, B-BBEE certificate and certified owners' identity documents.
• Experience of tenderer schedule and project reference letters.
• Record of addenda acknowledging every addendum issued.
• CSD registration details.

Disqualification risks:

• Failure to attend the compulsory briefing session.
• Any returnable form omitted or left unsigned.
• Bids received after the closing time, or submitted by fax or email.
• Failure to affix the municipal good standing documentation to the prescribed page.
• Failure to acknowledge an addendum issued by the municipality.

Stage 1 — Functionality (100 points; minimum qualifying score 65/100):

• Professional technical resources and certifications: 50 points.
• Project experience: 50 points.
• Bidders scoring below 65 out of 100 are regarded as non-responsive and are disqualified.
• Evidence supporting both criteria is compulsory.

Stage 2 — Price and preference (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• Applied in terms of the Preferential Procurement Regulations 2022 and the municipality's SCM policy.

Specific goal points:

• Race (not cumulative): 50% or more black owned (HDP) — 10 points; less than 50% black owned (HDP) — 5 points.
• Locality (not cumulative): office based in uMgungundlovu District — 10 points; office based in KwaZulu-Natal outside uMDM — 7 points; office based outside KwaZulu-Natal — 3 points.
• Joint ventures: each company is scored individually and the cumulative points are averaged to give the final specific goal points.
• Failure to submit proof of a claimed goal means those preference points are not awarded.

Appointment to a panel of ICT service providers for the delivery of end-to-end information and communication technology professional services, application software, digital solutions, cybersecurity, telecommunications, ICT infrastructure and related specialist services.

• Contract period: 36 months.
• Basis of use: as-and-when-required.

Service categories:

• ICT governance, strategy and digital transformation
• Enterprise applications and software solutions
• Cybersecurity and information protection
• Cloud and data centre services
• Network and telecommunications
• ICT infrastructure
• Website, digital media and communication
• Emerging technologies and innovation
• Managed ICT services

Tender documents may be downloaded from www.umdm.gov.za or www.etenders.gov.za, or requested by email from [email protected].

Reference letters must cover the period 1 July 2021 to 30 June 2026 and demonstrate delivery of ICT services such as software licensing and solutions, telecommunications, infrastructure, cloud services or cybersecurity.

• Minimum project value: R200 000 per reference letter.
• Referees must be state-owned entities, national or provincial government departments, municipalities (metropolitan, district and local) or public institutions.
• Each letter must state the nature and total value of the work, describe the ICT services delivered, and give contactable references.
• Letters must be signed and dated by the referee or their delegated official.
• Appointment letters or purchase orders alone will not be accepted in place of reference letters.

Municipal account standing must be proven by one of the following, affixed to the prescribed page:

• Latest municipal account showing the bidder is not more than 90 days in arrears on rates, taxes and service charges; the account must not be older than three months from the closing date.
• A signed lease agreement plus a landlord letter or statement (not older than three months) confirming no levies are in arrears, where the bidder leases premises and does not pay municipal accounts.
• A Commissioner of Oaths affidavit confirming the business is not required to pay municipal charges, with reasons, plus a ward councillor's letter where the area does not levy rates and service charges.

Additional conditions:

• The arrears threshold is 30 days where the tender price exceeds R10 million.
• Where a statement has no ageing analysis, written confirmation signed by the relevant authority must be supplied.
• Bidders with multiple branches must submit proof for the branch that will perform the work.
• Failure to affix the documentation results in the bid not being considered for award; invalid, erroneous or inaccurate proof removes the bid from consideration for award.

Pricing: no fixed tender price is set at bid stage; the panel is drawn on as and when required.

Tender validity: 90 days from the closing date.

Municipal account standing:

• Bidders must not be more than 90 days in arrears on municipal rates, taxes and service charges; the threshold is 30 days where the tender price exceeds R10 million.
• Statements, letters and affidavits must not be older than three months from the closing date.
• Where a statement has no ageing analysis, alternative written confirmation signed by the relevant authority must be provided.
• Bidders with more than one branch must submit proof for the branch that will perform the work.

Banking: payment is by direct bank transfer; a bank letter or declaration signed and stamped by a bank official must be submitted, and joint ventures must nominate a bank account.

CSD: bidders must be registered on the Central Supplier Database and provide the CSD registration number.

Tax: compliance with SARS obligations; submit a Tax Compliance Status PIN or a printed TCS certificate, or a CSD number where no TCS is available. Each party to a joint venture, consortium or subcontract arrangement must submit its own TCS certificate, PIN or CSD number.

State employees: no bid will be accepted from a person in the service of the state.

Tender Defaulters: bidders or their directors must not be listed on the Register for Tender Defaulters or on the National Treasury's database of persons prohibited from doing business with the public sector.

SCM record: no abuse of the employer's supply chain management system and no failure to perform on a previous contract after written notice.

Municipal accounts: not more than 90 days in arrears (30 days where the tender price exceeds R10 million); attach the latest municipal account, a lease agreement plus landlord letter, or a Commissioner of Oaths affidavit with a ward councillor's letter where no municipal charges apply.

Company profile: required.

Reference letters: required as set out under experience.

Joint ventures: proof of tax compliance for all parties, a signed undertaking to enter into a joint venture agreement, proof of municipal good standing for all parties, MBD 4 from all parties, and proof of VAT registration as a joint venture. The joint venture name must appear on the relevant pages; non-compliance leads to disqualification.

B-BBEE and specific goals: race and locality points are claimed on MBD 6.1, supported by a CSD/CIPC certificate, B-BBEE certificate or affidavit for race, and by a municipal account, affidavit or letter from a councillor for locality.

Specific goal points (20 points in total) are claimed on MBD 6.1:

• Race (not cumulative): 50% or more black owned (HDP) — 10 points; less than 50% black owned (HDP) — 5 points. Proof: CSD/CIPC certificate, B-BBEE certificate or affidavit.
• Locality (not cumulative): office based in uMgungundlovu District — 10 points; office based in KwaZulu-Natal outside uMDM — 7 points; office based outside KwaZulu-Natal — 3 points. Proof: municipal account, affidavit or letter from a councillor.
• Joint ventures: each company is scored individually and the cumulative points are averaged.
• Points not supported by proof are not awarded.

The municipality's procurement policy applies to this tender.

• The municipality is not bound to accept the lowest or any tender and may accept the whole or part of a tender.
• Tenders remain valid for 90 days from the closing date.
• Successful bidders receive an appointment letter.
• The municipality may require a bidder to substantiate any preference claim before adjudication or afterwards.

Eligibility criteria — a bid is accepted only if:

• The bidder is tax compliant with SARS.
• The Form of Offer is completed and signed.
• The bidder attended the compulsory briefing session.
• Neither the bidder nor any director or shareholder is listed on the Register of Tender Defaulters or prohibited from doing business with the public sector.
• The bidder has not abused the employer's supply chain management system and has not failed to perform on a previous contract after written notice.
• The bidder is registered on the Central Supplier Database.
• The bidder is not more than 90 days in arrears on municipal rates, taxes and service charges; the latest municipal account (not older than three months) or a lease agreement must be attached.
• A company profile is provided.
• Project reference letters covering 1 July 2021 to 30 June 2026 are provided, showing ICT experience with a minimum value of R200 000 per project, from state-owned entities, government departments, municipalities or public institutions.

Functionality is assessed before price and preference, out of 100 points:

• Professional technical resources and certifications: 50 points.
• Project experience: 50 points.
• Minimum qualifying score: 65 out of 100. Bidders scoring below 65 are non-responsive and disqualified.
• Supporting evidence for both criteria is compulsory.

Bidders who meet the minimum are then evaluated on price and preference under the 80/20 system in terms of the PPPFA and the Preferential Procurement Regulations 2022.