Upgrade and service of head office server room infrastructure – moqhaka local municipality

Compulsory briefing: Wednesday, 21 October 2026 at 10:00 at Allen Rautenbach Hall.

Closing date: Thursday, 05 November 2026 at 12:00 noon.

Compulsory briefing session: Wednesday, 21 October 2026 at 10:00 at Allen Rautenbach Hall. Bids will not be accepted from bidders who have not attended the compulsory briefing.

Enquiries (document completion):

• Contact: Ms. S Bouwer
• Role: Supply Chain Management Unit
• Email: [email protected]
• Telephone: 056 216 9186

Technical enquiries:

• Email: [email protected]

Submission address:

Corner 11&12 Way, Magasyn/Stores, Industrial, Kroonstad

Municipality address:

Moqhaka Local Municipality

Hill Street

Kroonstad

9500

Submission method: deposit the fully completed original tender document in each individually sealed envelope into the bid box at Corner 11&12 Way, Magasyn/Stores, Industrial, Kroonstad, by no later than 12:00 noon on the closing date. The envelope must be endorsed clearly on the outside with the tender number and title. Faxed, e-mailed and late tenders will not be accepted. Tenders may be delivered by hand, by courier, or posted at the bidder's risk and must be received by the deadline.

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

• MBD1 (Invitation to Bid): bidder and contact details, 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): the contract form for purchase of goods/services.
• MBD8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• MBD9 (Certificate of Independent Bid Determination): certifies no collusion and independent price determination.
• Bank details form.
• Company registration document (CIPC-CK).
• Certified ID copies of all directors (not older than 6 months).
• Valid tax clearance certificate or TCC PIN.
• Municipal form or proof of municipal rates and taxes (not older than 3 months).
• Proof of CSD registration.
• Valid 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 fully in black pen ink or not signed by the authorised signatory.
• Tender documents retyped.
• Missing pages from the original tender document.
• Unauthorised alteration of the tender documents.
• Failure to attend the compulsory briefing session.
• Failure to attach required documents (e.g., IDs, company registration, CSD proof).
• Bidders with municipal rates and taxes or municipal services charges in arrears.
• Bidders not registered on the CSD.

Evaluation stages:

1. Pre-qualification: bidder must complete the pre-qualification scoring sheet and attach proof. Confirmation of one (01) year on-site warranty and proof as a registered OSM Partner or an accredited supplier is required.
2. Functional/technical evaluation: only bidders scoring a minimum of 75 points out of 100 are eligible for further evaluation. Criteria and weights:

• Experience in similar projects (upgrade of server room): 30 points. Points based on number of projects: 5 or more = 5, 4 = 4, 3 = 3, 2 = 2, 1 = 1, none = 0. Must provide written and signed reference letters AND appointment letters with contact details.
• Experience in similar projects (service of server room): 30 points. Same scoring as above.
• Project methodology: 20 points. Project plan clear and aligned to deliverables, with detailed WBS, schedule, milestones, risks, and mitigation plan.
• Organisation and staffing resources (Project/Contract Manager): 20 points. CV with project listing; points based on number of projects (5 or more = 5, 4 = 4, 3 = 3, 2 = 2, 1 = 1).

3. Preference points: 80/20 system. 80 points for price, 20 points for specific goals (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10).

Scope of work:

• Supply and install a server room environment monitoring system with features: main power failure, server room temperature, water detection, door sensor, UPS monitoring, fire monitoring, humidity monitoring.
• Supply and install a fire suppression system for the server room (room dimensions: H 2.7m, L 5m, W 4.1m).
• Service the air-conditioning system: clean and test units, re-gas.
• Service the UPS (Uninterruptible Power Supply): model SUVT 20KVA, serial PS1105340393, test batteries.

Expected outputs:

• Once-off pricing for upgrading and servicing of the head office server room.
• Proof of previous work done.
• After-service guarantee.
• Project plan, project reports, and close-out report.
• Detailed proposal with brochures for proposed systems.

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:

• Bidders must submit a project plan that is clear and aligned to the deliverables, with a detailed work breakdown structure (WBS), project schedule, milestones, project risks, and mitigation plan, in accordance with the scope of work.
• The project plan is a functional evaluation criterion worth 20 points.

Experience and qualifications:

• Bidders must demonstrate experience in similar projects (upgrade of server room) and (service of server room).
• For each category, bidders must provide written and signed reference letters AND appointment letters of similar projects with contact details for references.
• Points awarded based on number of projects: 5 or more = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, none = 0.
• Project/Contract Manager: CV with project listing required; points based on number of projects (5 or more = 5, 4 = 4, 3 = 3, 2 = 2, 1 = 1).

Quality management:

• Goods/services must conform to standards in the bidding documents and specifications.
• Pre-bidding testing is for the bidder's account.
• The municipality may inspect, test or analyse goods/services at any reasonable time; non-compliant goods may be rejected and must be replaced at the supplier's cost.
• The municipality monitors the service provider's performance monthly in line with the SLA.

Pricing schedule:

• Once-off pricing for upgrading and servicing of the head office server room.
• Bid amount must be stated VAT inclusive.
• Pricing items: server room environment monitoring system, fire suppression system, air-conditioning system service, UPS service.

Pricing format: once-off pricing for the upgrade and service of the head office server room. Bid amount must be stated VAT inclusive.

Pricing schedule items:

• Supply and install server room environment monitoring system: once-off price.
• Supply and install fire suppression system: once-off price.
• Air-conditioning system service: once-off price.
• UPS service: once-off price.

Payment terms: payments to be made within 30 days after submission of a valid invoice. Payment in Rand.

Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the Special Conditions of Contract (amount not stated in the document).

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 unique PIN must accompany the bid. For a joint venture, each member must submit a separate certificate or PIN. If SARS cannot provide a certificate, a letter from SARS on original letterhead confirming tax matters are in order is required. No contract will be concluded with a bidder whose tax matters are not in order.

CIDB: when applicable, a copy of the bidder's CIDB registration and grading certificate must be included. Failure to do so results in disqualification.

Municipal rates and taxes: bidders must provide proof that municipal rates and taxes are not in arrears, via one of the following (not older than 3 months): municipal rates statement in company name, clearance certificate from local municipality, completed Municipal Form with municipality or landlord stamp, official letter from tribal authority, valid signed lease agreement with supporting documents, or affidavit if rates statement is in landlord's or director's name. No contract will be concluded with a bidder whose municipal rates and taxes or services charges are in arrears.

Company registration: CIPC-CK document reflecting company name, registration number, date of registration, and active directors or members.

Identity documents: certified ID copies of all directors, not older than 6 months.

B-BBEE: a valid B-BBEE certificate issued by DTIC/CIPC or an accredited SANAS 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.

Standard forms: MBD1, MBD4, MBD6.1, MBD7.1, MBD8, MBD9 must be completed and signed.

No specific health and safety requirements are stated in the tender document.

No specific environmental requirements are stated in the tender document.

Contract terms:

• The General Conditions of Contract (GCC) and Special Conditions of Contract (SCC) apply; where they conflict, SCC prevails.
• Contract duration: once-off.
• The contract may be extended should additional funds become available.
• The contract will be in English and interpreted under South African law.
• The successful bidder is liable for all duties and costs on legal documents, surety and retentions.
• Goods/services must conform to standards in the bidding documents.
• If a contract is awarded on the strength of incorrect information, the municipality may recover all costs, losses or damages.
• Warranty: goods must be new, unused, and free from defects; warranty valid for 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier.
• Payment: within 30 days of invoice submission, in Rand.
• Prices: no variation from bid prices except as authorised.
• Variation orders: changes up to 15% of contract value may be instructed; unit price reductions may be accepted if no escalation.
• Assignment and subcontracting: require prior written consent; subcontracts must be notified.
• Delays: penalties calculated at the current prime interest rate per day of delay; termination possible for default.
• Termination for default: if supplier fails to deliver or perform, or engages in corrupt/fraudulent practices; restriction from doing business with the public sector up to 10 years possible.
• Force majeure: relieves liability for delay if notified promptly.
• Disputes: amicable resolution, then mediation, then South African courts.
• Limitation of liability: supplier not liable for indirect or consequential loss; aggregate liability capped at contract price (except for repair/replacement of defective equipment).
• Confidentiality: supplier must not disclose contract documents without consent; records subject to audit.
• Intellectual property: documents/projects developed for the municipality vest in the municipality.
• Prohibition of restrictive practices: collusive bidding prohibited; may lead to bid invalidation, contract termination, restriction, and damages.

Special conditions:

• GCC and SCC apply; SCC prevails on conflict.
• Bids valid for 120 days after closing.
• Tender documents must be completed in black pen ink, signed by authorised signatory, not retyped, and returned complete.
• No unauthorised alterations.
• Bidders must not contact the municipality regarding their bid from opening to award.
• The municipality may withdraw, re-advertise, reject, or accept part of any tender.
• The municipality is not liable for costs incurred in preparing the tender.
• The contract may be extended if additional funds become available.
• The successful bidder is liable for all duties and costs on legal documents, surety and retentions.
• Incorrect information may lead to recovery of costs, losses or damages.

Mandatory documentation:

• Valid original Income Tax Clearance Certificate or SARS unique PIN (each joint venture member must submit separately).
• CIDB registration and grading certificate (when applicable).
• Municipal rates and taxes statement or clearance certificate not older than 3 months, or completed Municipal Form, or official letter from tribal authority, or valid signed lease agreement with supporting documents, or affidavit if rates statement is in landlord's or director's name.
• Certified ID copies of directors (not older than 6 months).
• Company registration document (CIPC-CK).
• B-BBEE certificate or sworn affidavit.
• Proof of CSD registration.
• No contract will be concluded with a bidder whose municipal rates and taxes or services charges are in arrears.

Additional evaluation criteria:

• 80/20 preferential points system: 80 points for price, 20 points for specific goals (Locality = 10, Historically Disadvantaged Individuals (Black People) = 10).
• Minimum functional score of 75 points out of 100 required to proceed to preference points evaluation.
• Pre-qualification: confirmation of one-year on-site warranty and proof as a registered OSM Partner or accredited supplier.