Vmware cloud foundation licensing and support renewal – city power johannesburg

Closing date: 30 November 2026 at 11:00

No clarification meeting or site briefing is scheduled (N/A).

Requests for clarification must be submitted up to five working days before the closing date.

SCM and technical enquiries

• Contact: Refiloe Mphahlele
• Role: SCM and technical contact
• Telephone: 011 490 7870
• Email: [email protected]

Submission address

City Power Tender Advice Centre

40 Heronmere Road

Reuven, Johannesburg

Postal address

P.O. Box 38766

Booysens, 2016

Fraud and corruption reporting

• Toll-free: 0800 002 587
• Fax: 0800 007 788
• Email: [email protected]

Submission method: physical delivery to the bid box at City Power Tender Advice Centre, 40 Heronmere Road, Reuven, Johannesburg. The box is open 24/7. Bids delivered late will not be considered.

Submission format: submit an original plus two copies and a Memory Stick containing the full bid. Package must be marked with tender number 2648S and the bidder's name and contact details. The two-envelope system will not be followed.

Returnable documents — all must be completed, signed and submitted in full:

• MBD 1 (Invitation to Bid): bidder details and bid offer cover page.
• MBD 3.1 (Firm Prices): pricing schedule for firm prices.
• MBD 3.2 (Non-Firm Prices): non-firm pricing form.
• MBD 4 (Declaration of Interest): discloses any state employment or connection to the employer.
• MBD 5 (Declaration for Procurement above R10,000,000): required because this tender exceeds R10 million.
• MBD 6.1 (Preference Claim Form): claims B-BBEE preference points.
• MBD 6.2 (Declaration of Local Content): declares local production and content.
• MBD 7.1 (Form of Contract): must be signed by the successful bidder.
• MBD 8 (Declaration of Past SCM Practices): declares any past non-compliance.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion and independent pricing.
• Form of Offer/Acceptance.
• Pricing Schedule (Bill of Quantities).
• Certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs); consolidated certificate for joint ventures. Missing this means no preference points.
• Valid tax clearance certificate or SARS PIN.
• Central Supplier Database (CSD) registration report.
• Financial statements for the past three years.
• Municipal Rates and Taxes clearance: must not be in arrears for more than three months; or a signed lease agreement.
• SHERQ Regulations: must comply.

Disqualification risks:

• Late submission, regardless of reason.
• Incomplete or unsigned returnable documents.
• Bid submitted by fax or email (not accepted).
• Submission not on official forms (re-typing not allowed).
• Bidder or directors in arrears with municipal rates/taxes for more than three months.
• Bidder or directors listed on the Register of Tender Defaulters.
• Any form of corruption or fraud, or attempting to influence the process.
• Non-responsive tender: any material deviation from the tender requirements.
• Failure to provide all required data or information.

Evaluation method: Method 2 — financial offer and preferences (80/20 preference point system).

Price points: maximum 80 points, scored using the formula: Ps = 80 (1 - (Pt - Pmin)/Pmin), where Pt is the price under consideration and Pmin the lowest acceptable price.

Preference points (specific goals) — maximum 20 points, claimed as follows:

• 8 points: enterprises owned by black people with at least 51% shareholding.
• 5 points: enterprises owned by black youth with at least 51% shareholding.
• 5 points: enterprises owned by black women with at least 30% shareholding.
• 2 points: local suppliers within the City of Johannesburg geographical area.

Mandatory acceptance criteria:

• Valid tax clearance certificate or SARS PIN.
• Registered on the Central Supplier Database (CSD).
• Not in arrears with municipal rates/taxes for more than three months.
• Not listed on the Register of Tender Defaulters.
• No past abuse of the SCM system or failure to perform on a previous contract.
• No conflicts of interest declared.

The employer may reject any bid that presents a risk, including lack of technical competence, financial resources, or personnel capability.

Arithmetical errors will be corrected: amounts in words prevail over figures; line item totals prevail over rates; total price prevails over line items when errors exist.

Scope: VMware software licensing and support renewal for City Power Johannesburg (SOC) Ltd.

The successful bidder must provide the required licences and support services as detailed in the pricing schedule (bill of quantities) and specifications in Part 5 of the bid document.

Delivery: all delivery costs must be included in the bid price.

Compliance: the offer must comply with the specifications; any deviation must be indicated.

The employer may accept alternative offers only if they demonstrably satisfy the employer's standards and requirements.

Bidders must be able to demonstrate professional and technical qualifications, competence, financial resources, equipment, managerial capability, reliability, experience, and personnel to perform the contract. Bidders must have the legal capacity to contract and must not be insolvent or under business rescue.

Pricing schedule: firm prices only (MBD 3.1). Non-firm prices (MBD 3.2) will not be considered for this tender. Prices must be in Rand, include all applicable taxes except VAT, and VAT must be shown separately. Delivery costs must be included. A bill of quantities is used. Prices are fixed for the contract duration; price adjustment may apply thereafter as per the MBD 3.2 formula, but no non-firm pricing is accepted here.

Pricing format: firm prices only. Non-firm prices (subject to exchange rate or variation) will not be considered. If delivery to different points affects pricing, a separate pricing schedule must be submitted for each delivery point.

Prices must be in Rand and include all duties, taxes (excluding VAT), and levies. VAT must be shown separately.

Payment terms: 30 days from receipt of invoice and statement of account.

Method of payment: supplier must elect payment by cheque or electronic fund transfer in writing within 14 days of purchase order award; otherwise payment will be by cheque. Cheque postage risk lies with the supplier.

Invoicing: invoices must comply with the VAT Act and include the purchase order number, item descriptions, invoice number, company registration number, VAT number, and delivery note numbers.

Statements: original monthly statements must be submitted to the Financial Department by the 10th day of the following month.

Original documents only — faxed invoices or statements will not be processed.

City Power may set off any amounts owed by the supplier against payments due.

No additional costs beyond the purchase order will be payable unless stipulated. VAT is deemed included in the purchase price.

Bid validity period: 120 days from closing date. The bidder must consider extending validity if requested.

Mandatory registrations and clearances:

• Central Supplier Database (CSD) registration.
• Valid tax clearance certificate or SARS PIN. Each party in a joint venture/consortium must submit their own.
• Municipal rates and taxes: no arrears exceeding three months, or a signed lease agreement.
• B-BBEE: a certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs) is required to claim preference points. Joint ventures must provide a consolidated certificate or sworn statement.
• Financial statements for the past three years.
• SHERQ regulations compliance.

Disqualifications:

• Persons in the service of the state may not bid.
• Listing on the Register of Tender Defaulters disqualifies.
• Any false declaration may render the bid invalid.

Standard forms: MBD 1, MBD 3.1, MBD 3.2, MBD 4, MBD 5 (required because value exceeds R10 million), MBD 6.1, MBD 6.2, MBD 7.1, MBD 8, MBD 9 must all be completed and signed.

Bidders must comply with SHERQ (Safety, Health, Environment, Risk and Quality) regulations. The SHERQ Regulations document must be submitted with the bid.

Contract formation: the successful bidder must sign a formal contract (MBD 7.1). The purchase price is the amount set out in the purchase order; no additional costs are payable unless stated. VAT is deemed included. All taxes are included in the purchase price.

Payment terms: 30 days from receipt of invoice and statement. Settlement discounts, if agreed, will be deducted.

Payment method: supplier must elect cheque or EFT within 14 days of purchase order, in writing to the Financial Department; otherwise payment by cheque.

Invoicing: invoices must comply with the VAT Act; faxed documents are not accepted. Monthly statements due by the 10th of the following month.

Set-off: City Power may deduct any amounts owed by the supplier from payments due.

Entire contract: the contract supersedes previous negotiations and the supplier's terms and conditions.

Quotation validity: signatures required; failure to sign invalidates.

City Power may adjust arithmetical errors in quotations and bears no liability for such errors.

The employer reserves the right to cancel the tender or reject all bids at any time before contract formation, with written reasons on request.

This is additional to the main evaluation criteria. The tender uses the 80/20 preference point system. Specific goals and points are: 8 points for enterprises owned by black people with at least 51% shareholding; 5 points for enterprises owned by black youth with at least 51% shareholding; 5 points for enterprises owned by black women with at least 30% shareholding; 2 points for local suppliers within the City of Johannesburg geographical area.

Tenders will only be accepted if the bidder meets the acceptance criteria: valid tax clearance, CSD registration, no municipal arrears beyond three months, not listed as a tender defaulter, no past SCM abuse, and no conflicts of interest.