IT services, telephony and network infrastructure for naledi local municipality

Closing date and time: 20 November 2026 at 12:00

Compulsory briefing session: required (date, time, venue not stated in document)

Compulsory site inspection: required before bid submission (no fixed date; bidder must arrange)

Bid validity period: 90 days from closing date

Compulsory site inspection: bidder must visit all sites, create schedule, acquaint with environment/cabling/telephones; final bid based on this investigation. Compulsory briefing session: proposed variations/amendments presented for municipality review and decision. Date, time, venue not specified in document.

SCM enquiries:

• Contact: Supply Chain Management Office
• Department: Finance
• Telephone: (053) 928 2247 / (053) 928 2261
• Fax: (053) 927 6181

Technical enquiries:

• Contact: B Kebotlhale
• Telephone: 053 928 2233
• Fax: (053) 927 6181

Submission address (bid box):

19A Market Street

Vryburg

8601

Postal address:

P.O. Box 35

Vryburg

8600

Submission method: sealed envelope deposited in bid box at 19A Market Street, Vryburg, 8601, or posted to P.O. Box 35, Vryburg, 8600. No electronic submissions (email, fax, telegram) accepted. Bid box accessible Monday–Friday 07:30–16:15. Closing: 20 November 2026 at 12:00. Late bids rejected. Document must be submitted as issued with all schedules/forms fully completed in black ink; prices VAT inclusive. Additional documents attached as annexures. Corrections must be crossed out in ink and signed at each alteration; correction fluid not permitted. Bid valid for 90 days from closing date. Compulsory site inspection and briefing session required (date/time not specified).

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

• MBD 1: Invitation to Bid – offer cover page with bidder details
• MBD 2: Tax Clearance Requirements – original valid tax clearance certificate and SARS tax compliance status PIN
• MBD 3.1: Pricing Schedule – firm prices for all items
• MBD 4: Declaration of Interest – discloses state employment/relationships
• MBD 5: Declaration for Procurement Above R10 Million – required if bid exceeds R10M; includes audited annual financial statements (3 years)
• MBD 6.1: Preference Points Claim – claims B-BBEE points under PPPFA 2022
• MBD 8: Declaration of Past SCM Practices
• MBD 9: Certificate of Independent Bid Determination – certifies no collusion
• Section 3: Bid Declaration – acceptance of terms, 90-day validity
• Section 4: Board Resolution – authorises signatory (single entity)
• Section 5: Consortium/JV Resolution – authorises signatory, joint and several liability
• Section 9: Previous Work Experience – 5 years similar projects
• CSD registration proof – full CSD report not older than 14 days
• Original/certified B-BBEE status level verification certificate
• Certified company registration and VAT certificates
• Certified ID copy (sole proprietorship)
• Industry registration certificate (e.g. Electrical Contractors Board) if applicable
• Covering letter
• Bid document administration fee receipt
• Municipal rates and taxes statement (not in arrears >90 days)

Disqualification risks: incomplete/unsigned forms, document taken apart, late submission, non-compliant tax/B-BBEE/CSD, use of correction fluid, submission via prohibited channels.

Two-stage evaluation:

1. Functionality (minimum 75/100 points to proceed):

• Locality preference: Naledi LM = 25, District = 15, Province = 10, National = 5
• PABX system upgrade/maintenance competence: 15 points
• Network infrastructure upgrade/maintenance competence: 15 points
• Mobile phones/tablets/data supply/delivery competence: 15 points
• Website migration/hosting/updating competence: 15 points
• Biometric system upgrade/maintenance competence: 15 points

Evidence: 3+ appointment/reference letters from different companies per category. Scoring: 1 appointment letter = 2.5, 1 reference letter = 2.5, appointment + reference = 5, 3+ letters = 15 max per category.

2. Price and preference (80/20 or 90/10 per PPPFA 2022):

• Price points per formula
• B-BBEE points per MBD 6.1 claim supported by valid certificate
• Minimum functionality threshold is a gate; bidders below 75 points not evaluated further.

Only bidders registered on CSD with full CSD report (≤14 days old) considered.

Scope: Install, test, commission, train and maintain telephone services, network infrastructure and IT services from award until 30 June 2029. Installation within 60 days of award; all new services tested before cut-over.

Network infrastructure:

• Switches: 12×48-port POE Layer 3 Netgear (8 install, 4 spares); 8×24-port POE Layer 3 Netgear; 15×8-port POE Layer 3 Netgear (11 install, 4 spares)
• Cabinets: Head Office – 1×42U + 4×12U + 4×1KVA UPS; Traffic/Fire/Huhudi – 1×12U + 3KVA inverter each; 11 remote sites – 1×4U + 1KVA inverter each
• 300 CAT6e network points (2 per user) covering main building, remote sites, WiFi APs, multifunction copiers
• Fibre links between all main building cabinets and server room (single mode at head office); OTDR reports required
• UPS servicing every 6 months
• Labelled points with diagrams

Website (www.naledilm.co.za): update pages, contacts, staff info; backend portal access for municipality personnel

Chamber audio recording system: Taiden conference system – 1 main unit, 3 chairman units, 29 delegate units, 3 HD cameras, 4×4 video switcher, 3G-SDI/HDMI converter, 150" motorised screen, Vivitek DU4771 laser projector, wireless BYOD, 3×Samsung 22" LED, 4K distribution amplifier, 2×4K HDMI extenders, 4K matrix switcher, Yamaha amplifier, 2×surface speakers, 2×wireless clock systems, DSP, control keypad, equipment rack, cabling, LOA allowance ×8

Biometrics/access control (ZKTeco Pro Capture WP fingerprint readers, Sherlo power supplies, Securi-Prod batteries, maglocks, emergency switches, door closers):

• Main building: 24 readers, 12 power supplies, 12×PS-18/12 batteries, 12×PS-7.2/12 batteries, 12 maglocks, 12 emergency key switches, 12 emergency reset switches, 12 ZKTeco 12V/5A PSUs, 12 elock brackets
• Stella: 2×Sherlo PS48-2, 4 readers, 2×12V/7.2Ah batteries, 2 ZKTeco PSUs, 2 key boxes, 2 reset boxes, 2 maglock brackets, 2 door closers, 2 maglocks, 2×18Ah batteries
• Fire Dept: 1 reader, 1 PS-20B, 1×7.2Ah battery
• Huhudi: 2×Sherlo PS48.2, 2 readers, 1 maglock bracket, 1 maglock, 1 key box, 1 reset box, 1 ZKTeco PSU, 1×18Ah battery, 1×7.2Ah battery
• Traffic: 5×Sherlo PSUs, 10 readers, 5 key boxes, 5 maglocks, 5 reset boxes, 5 door closers, 5 maglock brackets, 5 ZKTeco PSUs
• PC: Cool Master with ZKTeco software, LG 19.5" LED, RFID reader, fingerprint reader, wireless mouse

PABX/VoIP:

• 1 main switchboard, 280 VoIP extensions
• Handsets: 130 executive (E-1051i, triple-line LCD, hands-free, flexible/fixed buttons), 130 basic (E-1010i, double-line LCD, hands-free, 50 flexible + 8 fixed buttons)
• Distribution: Head Office (50 exec, 120 basic), Huhudi (2 exec, 12 basic), Traffic (4 exec, 30 basic), Fire (1 exec, 5 basic), Stella (3 exec, 22 basic), Swartfontein (3 basic), Workshop Electrical (2 basic), Workshop Mechanical (2 basic), Reservoir (1 basic), Waste 1 (1 basic), Waste 2 (1 basic), Museum (1 basic), Huhudi Library (1 basic), Vryburg Library (3 basic), Colridge Library (1 basic)
• Existing VPN (10 Meg tunnel) connects remote sites to head office
• Windows Telephone Management System: LAN/WAN networkable, 10,000 account codes, 50,000 staff names, 500 extensions, 20 directorates, TCP/IP compatible, multi-level mark-up, budget cut-off, extensive reporting
• 300 DID numbers (053-982-2200 to 053-928-2500) via existing 2Meg PRI line
• VoIP installed independently of existing network

Mobile devices:

• 18 tablets: 1TB storage, 16GB RAM, 14.6" Dynamic AMOLED 2X, 1440×3120, dual 13MP+8MP rear, 12MP front, WiFi/Bluetooth/SIM, 10GB data, quad stereo speakers, Android
• 18 phones: 1TB storage, 16GB RAM, 3.8GHz, 6.9" Dynamic AMOLED 2X, 1440×3120, 200MP main, USB-C, 5GB data, 500 minutes, Android

Requirements: scaled drawings of server/network cabinet layouts and PABX/server room; no service interruption during cutover/UPS switch; inverter/UPS specs 1KVA+10KVA; installation during office hours unless arranged; training after installation and as needed; expansion cost schedules for switches, leads, fibre, points, website, audio, biometrics; monthly maintenance for cabling, network uptime, VPN, website; monthly insurance for PABX, call management, mobile devices.

Bidder must outline proposed network infrastructure reconstruction covering all buildings with brief explanation of layout changes. Scaled drawings required for server/network cabinet layouts and PABX/server room equipment placement. No service interruption permitted during cutover to backup/UPS. Inverter/UPS specifications (1KVA+10KVA) to be provided. Installation timing during office hours unless otherwise arranged; any service interruption intervals and durations must be declared. VoIP to be supplied and installed independently of existing network infrastructure. Training after installation and as required during contract.

Bidder must demonstrate 5 years' experience in similar work (completed or ongoing). References verifiable by municipality contacting listed institutions. Functionality scoring requires 3+ appointment/reference letters from different companies per category (PABX, network, mobile, website, biometrics).

All equipment/material must be new, fully ICASA-compliant, and of best professional quality standards for telecommunications/network industry. Offer deemed to comply with Terms of Reference unless deviations stated before closing. No variation/amendment to specification or contract valid without written municipality approval. Successful bidder liable on all terms and conditions.

Firm prices (VAT inclusive) in Rand for supply, delivery, installation, training, commissioning. Expansion cost unit rates: per switch, fly lead, patch lead, fibre SFP, network point installation, website changes/training, audio system, biometrics system. Monthly maintenance: network cabling, network downtime, VPN connectivity, website changes. Monthly insurance: PABX solutions, call management, mobile devices/tablets. Payment after commissioning/acceptance. MBD 5 + 3 years audited financials if >R10M.

Pricing: firm prices only (VAT inclusive), quoted in Rand. Non-firm prices (exchange-linked) rejected. Full payment after commissioning or municipality acceptance, whichever later, subject to satisfactory performance. Bid valid 90 days from closing.

Expansion cost schedules required (unit rates):

• Per network switch
• Per network fly lead
• Per network patch lead
• Per fibre connection SFP unit
• Per network point installation
• Website changes/training
• Audio recording system
• Biometrics system

Monthly maintenance costs:

• Network cabling (CAT6e)
• Network downtime (including switches)
• Head office–remote site VPN connectivity
• Monthly website changes

Monthly maintenance/insurance costs:

• PABX and related solutions
• Telephone call management system
• Mobile devices, tablets

If total procurement exceeds R10 million (all taxes included): MBD 5 required with audited annual financial statements for past three years (or since establishment). No bid security, performance bond, or retention percentage specified in document.

Mandatory eligibility:

• CSD registration: full CSD report ≤14 days old (www.csd.gov.za)
• Tax compliance: original valid SARS tax clearance certificate + tax compliance status PIN (certified copies not accepted); each JV/consortium party submits separately
• B-BBEE: original or certified copy of status level verification certificate (SANAS-accredited agency, accounting officer, or registered auditor) to claim preference points; EMEs may submit qualifying affidavit
• Company registration: certified copies of CIPC/CC/CO certificates
• VAT registration: certified copy
• Sole proprietorship: certified ID copy
• Industry registration: e.g. Electrical Contractors Board if applicable
• Municipal rates and taxes: not in arrears >90 days
• Not a person in the service of the state (per MSCM Regulations)
• Bid document administration fee paid with receipt attached

Mandatory signed forms:

• Mbd 1, 2, 3.1, 4, 6.1, 8, 9
• Section 3 (Bid Declaration), Section 4 (Board Resolution) or Section 5 (JV/Consortium Resolution)
• Section 9 (Previous Work Experience)
• MBD 5 + audited financial statements (3 years) if bid >R10M

JV/Consortium: joint and several liability; resolution from all partners; common domicilium citandi et executandi.

General Conditions of Contract (GCC July 2010) apply. Copyright/patent rights in deliverables vest in municipality.

Not explicitly detailed beyond emergency door key switches and emergency reset switches specified in biometric access control hardware lists for each site.

No environmental or sustainability requirements stated in the document.

Contract governed by South African law. General Conditions of Contract (GCC July 2010) apply. Bid validity: 90 days from closing. Withdrawal within validity period or failure to fulfil contract makes bidder liable for municipality's additional costs (re-tendering, less favourable bid), recoverable by set-off against monies due or guarantees/deposits. Acceptance communicated by letter/order via certified/registered mail; deemed served on posting date. Bidder chooses domicilium citandi et executandi in South Africa for legal notices. JV/consortium: joint and several liability; common domicilium. Copyright/patent rights in all documents, systems, processes designed during consultancy vest in municipality.

Document must remain intact as issued; all schedules/forms fully completed. Additional documents as annexures. Disassembly may cause rejection. Unsigned/incomplete forms lead to non-consideration. Black ink only; VAT inclusive prices. Municipality not bound to accept lowest/any bid; may accept whole or part. Prices/details must be legible. Corrections: cross out in ink, sign each alteration; no correction fluid. No electronic submissions. Late bids rejected. Bid box at 19A Market Street, Vryburg 8601. Copyright/patent rights in deliverables vest in municipality.

Functionality gate: minimum 75/100 points. Six weighted categories (total 100): locality (25/15/10/5), PABX competence (15), network competence (15), mobile competence (15), website competence (15), biometrics competence (15). Evidence: 3+ appointment/reference letters from different companies per category. Scoring: appointment letter 2.5, reference letter 2.5, both 5, max 15 per category. Only CSD-registered bidders with current CSD report evaluated. Price/preference stage: 80/20 or 90/10 per PPPFA 2022.