Supply, delivery, installation, testing and commissioning of 2 servers for disaster recovery

Closing date: 05 November 2026 at 12:00

Compulsory briefing: Wednesday, 21 October 2026 at 11:00 at Allen Rautenbach Hall. Bids will not be accepted from bidders who have not attended.

Compulsory briefing session: Wednesday, 21 October 2026 at 11:00 at Allen Rautenbach Hall. Bids will not be accepted from bidders who have not attended the compulsory briefing.

Bidding procedure enquiries:

• Contact: Ms. S Bouwer
• Email: [email protected]
• Telephone: 056 216 9186

Technical information:

• Email: [email protected]
• Telephone: 056 216 9205

Submission address:

Corner 11&12 Way

Magasyn/Stores, Industrial

Kroonstad

Municipality address:

Moqhaka Local Municipality

Hill Street

Kroonstad, 9500

Submission method: sealed envelope deposited in the bid box at Corner 11&12 Way, Magasyn/Stores, Industrial, Kroonstad, by no later than 12:00 noon on 05 November 2026. Envelope must be endorsed with the tender number and title. Faxed, e-mailed and late tenders will not be accepted. Tenders may be delivered by hand, courier, or post at the bidder's risk and must be received by the deadline.

Returnable forms (all must be completed, signed and submitted):

• MBD1 (Invitation to Bid): bidder details and bid amount, signed as the offer cover page.
• MBD4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD6.1 (Preference Points Claim Form): claims B-BBEE preference points under the PPPFA 80/20 system.
• MBD7.1 (Contract Form - Purchase of Goods/Services): records the contract agreement.
• MBD8 (Declaration of Bidder's Past SCM Practices): declares past supply chain management practices.
• MBD9 (Certificate of Independent Bid Determination): certifies no collusion and independent pricing.
• Bank details form.
• Company registration document (CIPC-CK).
• Certified ID copies of all directors (not older than 6 months).
• Valid tax clearance certificate or TCS PIN.
• Municipal form or municipal rates and taxes statement (not older than 3 months).
• Proof of CSD registration.
• B-BBEE certificate or sworn affidavit.
• Joint venture agreement (if applicable).
• Pricing schedule.
• Evidence in support of compliance to specifications.

Disqualification risks:

• Tender documents not completed in black ink or not signed by the authorised signatory.
• Tender documents retyped.
• Missing pages from the original tender document.
• Unauthorised alterations to the tender documents.
• Failure to attend the compulsory briefing session.
• Bidders not registered on the CSD.
• Bidders with municipal rates and taxes or services charges in arrears.
• Bidders who contact the municipality regarding their bid after closure until award.

Evaluation follows the 80/20 preferential points system:

• Price: 80 points
• Specific goals: 20 points (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10)

Only bidders who score a minimum of 80 points on the functional/technical evaluation criteria are eligible for further evaluation. The functional/technical evaluation criteria (Annexure A) are:

• Company experience in similar projects (Setup, Install, Configure, maintain – Server Infrastructure / Data centre): up to 35 points. Points awarded based on number of reference projects (5 or more = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, none = 0). Reference letters must be on letterhead or appointment letter from clients, with contact details for verification.
• Technical alignment of server specifications: up to 25 points. Bidder must submit a brochure with detailed specifications for each item type; all features available = 5 points, any features not available = 0.
• Project methodology: up to 20 points. Project plan must be clear and aligned to deliverables, with detailed work breakdown structure (WBS), project schedule, milestones, project risks, and mitigation plan.
• Key personnel CVs and certificates: up to 20 points. Points awarded based on qualifications: Microsoft Windows Server + VEEAM + Project Management + Network Security = 5 points; Microsoft Windows Server + VEEAM + Project Management = 4 points; Microsoft Windows Server + VEEAM = 3 points; nothing = 0.

Pre-qualification scoring sheet (must be completed and attached):

• Vendor certifications and accreditation from OEM: valid official reseller certificate, vendor directory listing, or reseller contract/agreement.
• Three-year (03) on-site warranty for server equipment.

Scope: Supply, delivery, installation, testing and commissioning of 2 physical servers for disaster recovery (DR) implementation.

Required work:

• Supply and deliver the physical servers (x2) in line with specifications.
• Setup and configure operating system (Windows Server) on the servers. Licenses provided by the municipality.
• Implement replication from primary to secondary server (Kroonstad) using VEEAM. Licenses provided by the municipality.
• Deploy and test the DR servers at the disaster recovery server room (Viljoenskroon). VPN infrastructure already exists – routing only.
• Synchronise primary and secondary server infrastructure.

Server specifications:

• Form factor: 2U rack server
• Processors: 16 Core x 2 Processors, 135W, 2.4GHz
• Memory: 64GB x 12 TruDDR4 3200MHz
• Expansion slots: Up to 7x PCIe 3.0 via multiple riser options including 1x dedicated PCIe slot for RAID adapter
• Drive bays: 24 x 2.5" hot-swap SAS Drive (2TB – RAID5[22/24]), plus 2 x M.2 boot drives (2 x 1TB – RAID1)
• HBA/RAID: HW RAID (up to 24 ports) with flash cache
• Security and availability: TPM 1.2/2.0; PFA; hot-swap/redundant drives, fans, and PSUs; 45°C continuous operation; light path diagnostic LEDs; front-access diagnostics via dedicated USB port
• Network interface: 4-port 10GbE (Base-T); 1x dedicated 1GbE management port
• Power: 2x hot swap/redundant: 750W 80 PLUS Titanium (Energy Star 2.0 compliant)
• Systems management: embedded management, Administrator centralized infrastructure delivery, Integrator plugins, and Energy Manager centralized server power management
• Operating systems supported: Microsoft, Red Hat, SUSE, VMware
• Limited warranty: 3-year customer replaceable unit and onsite service, next business day 9x5, optional service upgrades

Performance management: The municipality will monitor the service provider's performance on a monthly basis in line with the Service Level Agreement (SLA), as required by Section 116(2) of the MFMA.

Methodology requirements:

• Supply and deliver the physical servers (x2) in line with specifications.
• Setup and configure the operating system (Windows Server) on the servers.
• Implement replication from primary to secondary server using VEEAM.
• Deploy and test the DR servers at the disaster recovery server room (Viljoenskroon).
• Synchronise primary and secondary server infrastructure.
• VPN infrastructure already exists – routing only.
• Project plan must be clear and aligned to deliverables, with detailed work breakdown structure (WBS), project schedule, milestones, project risks, and mitigation plan.

Experience and qualifications requirements:

• Company experience in similar projects (Setup, Install, Configure, maintain – Server Infrastructure / Data centre): provide written and signed reference letters on letterhead or appointment letter from clients, with contact details for verification. Points awarded based on number of projects: 5 or more = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, none = 0.
• Key personnel: Provide CVs and copies of qualifications/certificates. Points awarded based on certifications: Microsoft Windows Server + VEEAM + Project Management + Network Security = 5 points; Microsoft Windows Server + VEEAM + Project Management = 4 points; Microsoft Windows Server + VEEAM = 3 points; nothing = 0.

Quality requirements:

• Goods must conform to the standards mentioned in the bidding documents and specifications.
• The municipality may inspect, test, or analyse goods at any stage. If goods do not comply, they may be rejected and the supplier must replace them at own cost.
• Pre-bidding testing is for the bidder's account.
• The supplier's premises must be open for inspection by the municipality's representative.
• Performance will be monitored monthly in line with the Service Level Agreement (SLA) as required by Section 116(2) of the MFMA.

Pricing schedule:

• Complete the pricing schedule as provided, stating the bid amount (VAT inclusive).
• The schedule includes: Supply and delivery of hardware; Project cost, labour, travelling, etc.; Total.
• Prices charged shall not vary from those quoted in the bid, except for authorised adjustments or bid validity extension.

Pricing schedule: Bidders must complete the pricing schedule as provided, stating the bid amount (VAT inclusive). The pricing schedule includes:

• Supply and delivery of hardware
• Project cost, labour, travelling, etc.
• Total

Prices charged shall not vary from those quoted in the bid, except for authorised price adjustments or bid validity extension.

Payment terms: Payments will be made within 30 days after submission of a valid invoice accompanied by a delivery note. Payment will be in Rand.

Variation orders: The municipality may instruct changes up to 15% of the total contract value without price escalation.

Performance security: The successful bidder must furnish performance security within 30 days of contract award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque, as specified in the SCC.

Mandatory compliance requirements:

• CSD registration: Bidders must be registered on the Central Supplier Database (CSD) and provide proof of registration. The municipality will not do business with unregistered suppliers.
• Tax compliance: A valid original Income Tax Clearance Certificate or SARS TCS PIN must accompany the bid. For consortia/joint ventures, each member must submit a separate certificate or PIN. If not attached, the municipality may verify after closing; if not obtainable, the bid will be disqualified.
• Municipal rates and taxes: Bidders must not be in arrears with municipal rates and taxes or services charges. Provide one of: municipal rates and taxes statement, clearance certificate, completed municipal form, tribal authority letter, or lease agreement (not older than 3 months). If the statement is in the landlord's or director's name, a certified affidavit must be attached.
• Company registration: CIPC-CK document reflecting company name, registration number, date of registration, and active directors/members.
• Identity documents: Certified ID copies of all directors (not older than 6 months).
• B-BBEE: A B-BBEE certificate issued by DTIC/CIPC or a SANAS-accredited institution, or a sworn B-BBEE affidavit signed by a commissioner of oaths. Failure to comply results in no preference points for the Historically Disadvantaged Individuals (Black People) specific goal.
• CIDB: If applicable, a copy of the bidder's CIDB registration and grading certificate must be included; failure results in disqualification.
• Joint venture: If applicable, a joint venture agreement must be submitted.
• Compulsory briefing: Attendance is mandatory; bids from non-attendees will not be accepted.

B-BBEE requirements:

• A maximum of 20 points (80/20 preference points system) will be allocated for specific goals: 80 points for price, 20 points for specific goals (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10).
• Bidders must submit a B-BBEE certificate issued by DTIC/CIPC or a SANAS-accredited institution, or a sworn B-BBEE affidavit signed by a commissioner of oaths.
• Failure to comply will result in no preference points being awarded for the specific goal.

Special conditions of tender:

• The General Conditions of Contract (GCC) and Special Conditions of Contract (SCC) apply; SCC prevails in conflict.
• The municipality reserves the right to withdraw, re-advertise, reject, or accept part of any tender.
• Bids remain valid for 120 days after closing.
• Tender documents must be completed in black ink, not retyped, and returned complete. No unauthorised alterations.
• Bidders must be registered on the Central Supplier Database (CSD).
• Compulsory documentation includes: valid tax clearance certificate or SARS PIN, CIDB registration (if applicable), municipal rates and taxes statement or clearance certificate not older than three months, certified ID copies of directors, company registration documents (CIPC-CK), B-BBEE certificate or sworn affidavit, and proof of CSD registration.
• Bidders must not contact the municipality regarding their bid after closure until award.
• Tenders will be opened immediately after closing time.
• The contract may be extended if additional funds become available.
• The successful bidder is liable for stamp duties and costs on legal documents.
• Goods/services must conform to specified standards.
• Incorrect information may result in recovery of costs, losses, or damages.

Mandatory requirements:

• Bidders must be registered on the Central Supplier Database (CSD) and provide proof.
• Valid tax clearance certificate or SARS TCS PIN required.
• Municipal rates and taxes must not be in arrears.
• Company registration documents (CIPC-CK) and certified ID copies of directors required.
• B-BBEE certificate or sworn affidavit required.
• Bidders must attend the compulsory briefing session.
• Bidders must complete the pre-qualification scoring sheet and attach proof of vendor certifications and three-year on-site warranty.

Evaluation criteria:

• 80/20 preferential points system: 80 points for price, 20 points for specific goals (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10).
• Only bidders who score a minimum of 80 points on the functional/technical evaluation criteria are eligible for further evaluation.
• Pre-qualification scoring sheet requires evidence of valid official reseller certificate/s (OEM) and product proposal or brochure.
• Functional/technical criteria include company experience (35 points), technical alignment (25 points), project methodology (20 points), and key personnel CVs and certificates (20 points).