Backup software, maintenance and support for department of agriculture — 3-Year contract

The Department of Agriculture (DOA) requires a service provider to supply backup software, maintenance and support for three years. The contract covers 200 software licences annually, optional additional licences, ad hoc technical support, nationwide installation across 200 servers, and specialised training for DOA ICT staff.

Closing: 29 October 2026 at 11:00

No briefing, site visit, or clarification deadline stated in the extracted document.

Submission method and address: not stated in the extracted document.

Returnable forms required:

• Pricing Schedule (SBD 3.1 or equivalent): complete yellow cells only; prices must be VAT-exclusive in ZAR; confirm all costs are included; sign and date.

Packaging: the pricing schedule must be converted to PDF and signed before submission.

Scope: supply, installation, maintenance and support of backup software for the Department of Agriculture (DOA) over three years.

Deliverables and quantities:

• Software licenses: 200 licences per year for 3 years (36-month term)
• Optional additional licences: 10 licences for Year 2; 10 licences for Year 3
• Ad hoc support: 80 hours per year, time-and-materials basis, for 3 years
• Installation and implementation: once-off rollout to 200 servers across South Africa, including initial server setup at Harvest House
• Training: 40 hours specialised training for 2 DOA ICT officials

Locations: Harvest House (initial server); 200 servers across South Africa.

Pricing format: schedule of rates across three years, VAT-exclusive in ZAR.

Pricing structure:

• Year 1, Year 2, Year 3 columns with unit price and line price per item
• Total bid price (excl VAT), VAT at 15%, total bid price (incl VAT)

Foreign exchange: if applicable, use stated rates — USD 1 = ZAR 16.16, EUR 1 = ZAR 18.73, GBP 1 = ZAR 21.89; indicate Forex % dependency.

Bidder confirmation required: prices cover all goods, works and obligations; bidder bears risk of any price or calculation errors.

Scope: appointment of a service provider to provide backup software, maintenance and support for a three-year period.

Procuring entity: SITA SOC Ltd (State Information Technology Agency)

Tender reference: RFB 3293-2026

Closing date: 29 October 2026 at 11:00

Compulsory virtual briefing session:

• Date: 16 October 2026
• Time: 11:00
• Platform: Microsoft Teams
• Link: https://teams.microsoft.com/meet/325498465266229?p=0ye7viqvzai2fxrp8b
• Meeting ID: 325 498 465 266 229
• Passcode: Jj7eq2gz

Final date for clarification questions: 23 October 2026

Tender issue date: 06 October 2026

Compulsory virtual briefing session:

• Date: 16 October 2026
• Time: 11:00
• Platform: Microsoft Teams
• Link: https://teams.microsoft.com/meet/325498465266229?p=0ye7viqvzai2fxrp8b
• Meeting ID: 325 498 465 266 229
• Passcode: Jj7eq2gz

Attendance: compulsory (stated as "Compulsory Virtual Briefing Session")

Enquiries contact:

• Name: Nokwanda Wasa
• Email: [email protected]
• Telephone: 012-367 3608

Issuing authority:

• Organisation: SITA SOC Ltd
• Address: 459 Tsitsa Street, Erasmuskloof, Pretoria
• Postal address: PO Box 26100, Monument Park, 0105
• General telephone: +27 12 482 3000
• General fax: +27 12 367 5151

Signed by: Muditambi Gangazhe

Date: 06 October 2026

Submission method: electronic only via SITA ERP system

• URL: https://suppliers.sita.co.za/OA_HTML/OA.jsp?page=/oracle/apps/pos/onboard/webui/ProspRegPG&OAHP=POS_GUEST_REG_HP&OASF=POS_SUPPREG_REGISTER&OAPB=POS_ISP_BRAND&ouid=CB0FA7C16C8D33F8
• Supplier guide: https://www.sita.co.za/content/erp-isupplier-ecatalogue-guidelines
• Closing: 29 October 2026 at 11:00

Required format:

• Complete bid response documentation pack
• Pricing schedule completed in provided Excel format, included as original document
• Each line-item price recorded directly in ERP system
• All documents as originals in correct format

Returnable forms:

• CSD registration proof (mandatory, details must be current)
• Completed pricing schedule (Excel)

Disqualification risks:

• Submission outside ERP platform
• Late submission
• Incorrect or incomplete documentation format
• Missing line-item pricing in ERP

Required submission documents:

• CSD registration proof with updated company details
• Completed bid pricing schedule in provided Excel format (original)
• Line-item prices recorded in ERP system

Submission standards:

• All documentation as original documents in correct format
• Complete bid response documentation pack
• ERP submission mandatory; no physical or email submissions accepted

Guidance: Sourcing Supplier User Guide available at https://www.sita.co.za/content/erp-isupplier-ecatalogue-guidelines

Evaluation approach: not fully detailed in invitation letter

• Administrative pre-qualification mandatory before further evaluation
• CSD registration with updated company details required
• Valid ERP submission within deadline required for consideration
• Pricing schedule must be in prescribed Excel format

Preference points system: not stated in available text

• Minimum qualifying score: not stated
• Price vs functionality split: not stated

Note: Full evaluation criteria likely contained in separate bid documents not provided in extraction

Scope: supply, maintenance and support of backup software

Contract duration: three years

Deliverables:

• Backup software provision
• Maintenance services for three-year period
• Support services for three-year period

Note: Detailed technical specifications (software requirements, capacity, service levels, SLA metrics) not contained in invitation letter; likely in separate technical specification document

Pricing format:

• Bid pricing schedule in provided Excel format
• Each line-item price to be recorded directly in ERP system

Bid security: not stated

Bonds or guarantees: not stated

Retention: not stated

Payment terms: not stated

Turnover requirements: not stated

Note: Full financial terms likely in separate pricing schedule or contract documents

Mandatory registrations:

• CSD (Central Supplier Database) registration with all company details current and updated

Required evidence:

• CSD registration proof

Other compliance:

• B-BBEE requirements: not stated in available text
• Tax clearance status: not stated (SARS TCS PIN not mentioned)
• CIPC registration: not stated
• Professional registrations: not stated
• CIDB grading: not applicable (IT services, not construction)
• Local content requirements: not stated

Returnable documents:

• CSD registration confirmation
• Completed pricing schedule (Excel)
• All documents as originals in correct format

Primary enquiry contact:

• Name: Nokwanda Wasa
• Email: [email protected]
• Telephone: 012-367 3608

All queries must be submitted in writing to the above email address.

Appointment of a service provider to provide backup software, maintenance and support for three years for the Department of Agriculture (DOA).

The department requires a backup solution for three years, commencing 20 January 2027. The new backup system needs to be fully operational by this date, requiring the service provider to start training and installation by 11 January 2027.

Compulsory Virtual Briefing Session:

• Date: 16 October 2026
• Time: 11:00am
• Venue: Online (MS Teams)
• Link: Https://Teams.Microsoft.Com/Meet/325498465266229?P=0ye7viqvzai2fxrp8b
• Meeting ID: 325 498 465 266 229
• Passcode: Jj7eq2gz

Closing Date for Questions and Answers:

• Date: 23 October 2026
• Time: 16:00pm

Bid Closing Date and Time:

• Date: 29 October 2026
• Time: 11:00am (South African Time)

Vendor/Supplier Registration Queries:

• Email: [email protected]

ERP Queries:

• Email: [email protected]

Submission Address:

• The SITA-Supplier Oracle ERP Portal: www.suppliers.sita.co.za

Delivery Address:

• Harvest House, 30 Hamilton Street, Pretoria, Gauteng.

Returnable Documents:

• SBD 1 (Invitation to Bid)
• SBD 4 (Declaration of Interest)
• SBD 6.1 (Preference Points Claim)
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices)
• SBD 9 (Certificate of Independent Bid Determination)
• Authority to Sign / Board Resolution
• Bidder Certification / Affiliation Requirements (OEM/OSM accreditation)
• Bidder Experience and Capability Requirements (Table 6: References)
• Declaration of Acceptance of Special Conditions of Contract
• Bid Pricing Schedule (Excel format)
• Proof of CSD registration
• B-BBEE status documentation (SANAS-accredited certificate or CIPC sworn affidavit)

Submission Method:

• Online via the SITA-Supplier Oracle ERP Portal: www.suppliers.sita.co.za

Disqualification Risks:

• Failure to attend the compulsory virtual briefing session.
• Not being registered on the Central Supplier Database (CSD).
• Failure to comply with ALL Technical Mandatory Requirements.
• Not accepting ALL Special Conditions of Contract without counter conditions.
• Incomplete or missing returnable forms and substantiating evidence.

The bid evaluation process consists of four stages:

Stage 1: Mandatory Administrative Responsiveness (including attendance of briefing session and CSD registration).

Stage 2: Technical Mandatory Requirements (compliance with all technical requirements, supported by evidence).

Stage 3: Special Conditions of Contract Verification (acceptance of all SCC).

Stage 4: Price and Preference Points Evaluation (80/20 system).

Minimum Qualifying Score:

• Not explicitly stated, but bidders must comply with all mandatory requirements in Stages 1, 2, and 3 to proceed to Stage 4.

Preference Point System:

• 80/20 system (80 points for Price, 20 points for Specific Goals).

B-BBEE Requirements:

• Points will be awarded based on B-BBEE status level as per Table 05.
• Evidence required: SANAS-accredited B-BBEE certificate or a CIPC sworn affidavit (for EMEs and QSEs).
• Specific goals points are detailed in Table 4 and Table 5.

Scope of Work:

• Installation and rollout of backup software licenses for 200 servers across South Africa.
• Provision of backup software licenses (Backup and replication, Monitoring and Orchestration) for 200 Servers.
• Optional additional licenses for 20 servers (10 in year 2, 10 in year 3), subject to department's decision.
• On-site support (time and material basis) for 240 hours over the contract period (80 hours per year).
• On-site skills transfer training for two ICT officials (40 hours total).

Product Requirements:

• Backup software licenses for backup and replication, monitoring, and orchestration.
• Licenses must be registered in the name of the Department of Agriculture (DOA).
• Software will be paid for annually in advance.

Installation Requirements:

• Initial installation on servers at Harvest House, Pretoria.
• Rollout to 200 servers across South Africa.
• Installation payment contingent on successful completion and testing.

Support Requirements:

• On-site support available as and when required.
• Unused support hours carry over to subsequent years.
• Support payment contingent on service rendered and acceptance by DOA.

Training Requirements:

• 40 hours of training for two ICT officials.
• Training payment contingent on provision of the service.

Pricing:

• Total price must be VAT inclusive and quoted in South African Rand (ZAR).
• All costs (delivery, labour, S&T, overtime, etc.) must be included.
• All required accessories, upgrades, and options must be included; if not, they will be supplied at no cost.
• SITA reserves the right to negotiate pricing and quantities.
• Bidders must complete the bid pricing schedule in the provided Excel spreadsheet.

Foreign Currency:

• Bidders must provide the TOTAL BID PRICE for the contract duration, indicating Local Price and Foreign Price.
• The following exchange rates are provided for comparison:
• 1 US Dollar: R16.16
• 1 Euro: R18.73
• 1 Pound: R21.89

Bid Security/Guarantees:

• Not specified.

Mandatory Registration:

• Bidders must be registered on National Treasury’s Central Supplier Database (CSD).

Bidder Accreditation:

• Must be accredited by the Original Equipment Manufacturer (OEM)/ Original Software Manufacturer (OSM) as a Reseller/Partner/Distributor for the proposed backup software and support.
• Accreditation documentation (letter/certificate/license) must be valid, dated, signed, on letterhead, and not older than 12 months.

Bidder Experience:

• Must have provided maintenance and support of backup software to at least three (03) current South African companies/government institutions in the last three (03) years.
• Reference details and/or letters must include company name, contact person, telephone/email, project scope, and project start/end dates.

Special Conditions of Contract (SCC):

• Bidders must accept ALL Special Conditions of Contract.
• Failure to accept SCC will result in disqualification.
• SITA reserves the right to negotiate SCC, automatically disqualify bidders for non-acceptance, or conduct audits.
• Fronting is not condoned and may lead to disqualification and restriction from public sector business.

Business Continuity and Disaster Recovery:

• Bidders must confirm they have written business continuity and disaster recovery plans.

Supplier Due Diligence:

• SITA reserves the right to conduct supplier due diligence, including site visits, before award or during the contract period.
• Misrepresentation of information during due diligence may disqualify the bid or contract.

Preference Goal Requirements:

• Bidders must complete the 80/20 preference point system and submit required proof.
• Commitment to preference goals is legally binding and forms part of the contract.
• B-BBEE Level must be sustained or improved for the contract duration.
• Annual performance reports on preference goals are required within 30 days of each contract anniversary.
• Auditable records must be maintained and available upon request.
• SITA may introduce a penalty of 1% of the overall annual year spent by SITA if bidders fail to comply with preference goal requirements.