What are the submission requirements for this tender (Ref: COR-IT31/2025/2026)?

• Submit bids in a sealed envelope clearly marked with the bid number (COR-IT31/2025/2026) and description. Deposit in the bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, by 11:00 on 11 June 2026. The bid box is open 24/7. Late bids will not be accepted. • Use only black ink to complete bid documents. Pencil or incomplete forms will lead to disqualification. • Ensure all pages are initialed and signed. Alterations must be signed. • Bid documents must be properly stapled and banded; failure to do so results in automatic disqualification. • Attend the compulsory site inspection/briefing session on 20 May 2026 at 11:00 AM, Function Room, 41 Biccard Street, Polokwane. Non-attendance invalidates the bid. • Bids remain valid for 90 days after the closing date. • No bids will be accepted via email, fax, or internet. Only physical submissions are allowed.

How will bids be evaluated?

• Evaluation follows the 80/20 preference point system (price vs. specific goals). • Bids are first assessed for responsiveness. Non-responsive bids are rejected. • Responsiveness criteria include: sealed envelope with bid number/description, submission before deadline, valid CSD number, fully completed and initialed bid forms, signed Joint Venture Agreement (if applicable), proof of municipal rates/taxes payment or lease agreement, compliance with technical specifications, and financial ability to execute the contract. • Additional evaluation factors: experience with similar work (track record of similar scope/size), adherence to pricing instructions, and compliance with Notice to Bidders. • Only bids meeting minimum functionality thresholds proceed to price evaluation. • The bid with the highest combined points (price + municipal goals) wins. • Exclusions: Bidders in the service of the state, listed as tender defaulters, with unsatisfactory past performance (last 5 years), or who abused supply chain systems. • Foreign bidders are exempt from TCS PIN if they have no RSA presence, income, or tax liability.

What are the technical specifications?

• Scope: Support and maintenance of IT hardware, software, and systems for a period of 36 months. • Supplier must ensure goods/services comply with contract requirements. Non-compliant goods/services may be rejected at the supplier's cost and risk. • Supplier must provide packing sufficient to prevent damage during transit and storage. • Supplier may be required to provide incidental services such as on-site assembly, maintenance, repair, or training. • Warranty: Goods must be new, unused, and free from defects. Warranty is valid for 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair or replace defective goods at no cost to the purchaser. • Inspections and tests: Supplier's premises must be open for inspections. Costs of inspections are borne by the purchaser if goods comply, or by the supplier if they do not.

What financial requirements apply to bidders?

• Total bid amount must be clearly stated in the bid form. • Prices must not vary from those quoted in the bid, except for authorized adjustments or bid validity extensions. • Payment terms: Invoices must be accompanied by a delivery note. Payments are made within 30 days of invoice submission. • Payment currency: South African Rand (ZAR). • Performance security: Successful bidder must furnish performance security within 30 days of contract award. This can be a bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque. Security is discharged 30 days after contract completion. • Penalties: Late delivery or non-performance may result in deductions from the contract price or contract termination. • Tax compliance: Local suppliers are responsible for all taxes, duties, and levies until delivery. Foreign suppliers are responsible for taxes outside the purchaser’s country. No contract will be awarded to bidders with outstanding tax or municipal rate arrears.

What compliance and legal requirements must bidders meet?

• Central Supplier Database (CSD) registration is mandatory. Provide a valid CSD number. • Tax Compliance: Submit a Tax Compliance Status (TCS) PIN or CSD number. Foreign bidders may be exempt if they have no RSA presence, income, or tax liability. • Municipal rates and taxes: Proof of payment or a valid lease agreement must be attached for the company and all directors. Arrears exceeding 3 months disqualify the bidder. • Joint Ventures: If applicable, submit a properly signed Joint Venture Agreement. Each party in a JV must submit separate TCS/PIN/CSD documentation. • CIDB registration: Required only for construction-related work (not explicitly required for this IT tender). • B-BBEE: Compliance with B-BBEE requirements is implied under the Preferential Procurement Policy Framework Act. • Complete all MBD forms in the tender document, including MBD 4 (Declaration of Interest) and MBD 9 (Certificate of Independent B-BBEE Determination). Failure to disclose related companies or directors leads to automatic disqualification. • Certified ID copies of all directors/members/shareholders must be submitted. • CIPC registration documents must be attached. • Authority of signatory must be provided on company letterhead. • Bid documents must be filled in using black ink; alterations must be signed.

What are the important dates and deadlines for this tender?

• Closing date and time: 11 June 2026 at 11:00. • Compulsory site inspection/briefing session: 20 May 2026 at 11:00 AM, Function Room, 41 Biccard Street, Polokwane. • Bid validity period: 90 days from closing date.

Who should be contacted for queries about this tender?

• Technical enquiries: Andre@cdm.org.za / 015 294 1219 or 1128. • Supply Chain Management enquiries: Mr. Kwena Mashiane or Ms. Violet Masemola, 015 294 1212 or 1039, mashianek@cdm.org.za / masemolav@cdm.org.za. • Submission address: Bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, 0699.

Capricorn District Municipality IT Support Tender Limpopo

DocumentTENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

Description

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

The tender is for the support and maintenance of IT hardware, software, and systems for a period of 36 months.

Important Dates

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)

Closing date and time: 11 June 2026 at 11:00.
Compulsory site inspection/briefing session: 20 May 2026 at 11:00 AM, Function Room, 41 Biccard Street, Polokwane.
Bid validity period: 90 days from closing date.

Contact Information

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)

Technical enquiries: [email protected] / 015 294 1219 or 1128.
Supply Chain Management enquiries: Mr. Kwena Mashiane or Ms. Violet Masemola, 015 294 1212 or 1039, [email protected] / [email protected].
Submission address: Bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, 0699.

Submission Guidelines

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)

Submit bids in a sealed envelope clearly marked with the bid number (COR-IT31/2025/2026) and description. Deposit in the bid box at Capricorn District Municipality, 41 Biccard Street, Polokwane, by 11:00 on 11 June 2026. The bid box is open 24/7. Late bids will not be accepted.
Use only black ink to complete bid documents. Pencil or incomplete forms will lead to disqualification.
Ensure all pages are initialed and signed. Alterations must be signed.
Bid documents must be properly stapled and banded; failure to do so results in automatic disqualification.
Attend the compulsory site inspection/briefing session on 20 May 2026 at 11:00 AM, Function Room, 41 Biccard Street, Polokwane. Non-attendance invalidates the bid.
Bids remain valid for 90 days after the closing date.
No bids will be accepted via email, fax, or internet. Only physical submissions are allowed.

Evaluation Criteria

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)

Evaluation follows the 80/20 preference point system (price vs. specific goals).
Bids are first assessed for responsiveness. Non-responsive bids are rejected.
Responsiveness criteria include: sealed envelope with bid number/description, submission before deadline, valid CSD number, fully completed and initialed bid forms, signed Joint Venture Agreement (if applicable), proof of municipal rates/taxes payment or lease agreement, compliance with technical specifications, and financial ability to execute the contract.
Additional evaluation factors: experience with similar work (track record of similar scope/size), adherence to pricing instructions, and compliance with Notice to Bidders.
Only bids meeting minimum functionality thresholds proceed to price evaluation.
The bid with the highest combined points (price + municipal goals) wins.
Exclusions: Bidders in the service of the state, listed as tender defaulters, with unsatisfactory past performance (last 5 years), or who abused supply chain systems.
Foreign bidders are exempt from TCS PIN if they have no RSA presence, income, or tax liability.

Technical Specifications

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)

Scope: Support and maintenance of IT hardware, software, and systems for a period of 36 months.
Supplier must ensure goods/services comply with contract requirements. Non-compliant goods/services may be rejected at the supplier's cost and risk.
Supplier must provide packing sufficient to prevent damage during transit and storage.
Supplier may be required to provide incidental services such as on-site assembly, maintenance, repair, or training.
Warranty: Goods must be new, unused, and free from defects. Warranty is valid for 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair or replace defective goods at no cost to the purchaser.
Inspections and tests: Supplier's premises must be open for inspections. Costs of inspections are borne by the purchaser if goods comply, or by the supplier if they do not.

Methodology

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

For contract variations not exceeding 15% of the original value, the supplier may be instructed to deliver goods or render services as specified. For measurable quantities, the supplier may be asked to reduce unit prices, provided there is no price escalation.

Experience & Qualifications

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

Bidders must demonstrate a track record of projects with similar scope and size.
Financial ability to execute the contract is required.
Compliance with technical specifications and bid conditions is mandatory.
All bid forms must be completed in full, with each page initialed and signed.
Joint Venture Agreements (if applicable) must be properly signed by all parties.
Proof of municipal rates/taxes payment or a valid lease agreement must be provided for the company and all directors.
CIDB registration is required only for construction-related work.

Quality Management

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

Pre-bidding testing costs are the bidder’s responsibility.
Supplier’s premises must be open for inspections, tests, and analyses at reasonable hours if required by the contract.
If inspections are not initially required but later decided, the purchaser arranges and pays for them. If goods/services fail inspections, the supplier bears the cost.
Non-compliant goods/services may be rejected. Supplier must remove and replace them at their own cost. If the supplier fails to replace, the purchaser may procure substitutes at the supplier’s expense.
Inspection results do not prejudice the purchaser’s right to cancel the contract for breach of conditions.

Pricing Schedule

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

Total bid amount (combined rates) must be clearly stated.
Total number of items offered must be specified.
Pricing must adhere to the instructions provided in the tender document.
All MBD forms, including pricing forms, must be completed and signed in full.
Tax compliance: Submit TCS PIN or CSD number. For JVs, each party must provide separate documentation.
Municipal rates/taxes: Proof of payment or lease agreement must be attached for the company and all directors.
Non-compliance with pricing instructions or documentation requirements may lead to bid rejection.

Financial Requirements

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)

Total bid amount must be clearly stated in the bid form.
Prices must not vary from those quoted in the bid, except for authorized adjustments or bid validity extensions.
Payment terms: Invoices must be accompanied by a delivery note. Payments are made within 30 days of invoice submission.
Payment currency: South African Rand (ZAR).
Performance security: Successful bidder must furnish performance security within 30 days of contract award. This can be a bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque. Security is discharged 30 days after contract completion.
Penalties: Late delivery or non-performance may result in deductions from the contract price or contract termination.
Tax compliance: Local suppliers are responsible for all taxes, duties, and levies until delivery. Foreign suppliers are responsible for taxes outside the purchaser’s country. No contract will be awarded to bidders with outstanding tax or municipal rate arrears.

Compliance Requirements

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf (TENDER)

Central Supplier Database (CSD) registration is mandatory. Provide a valid CSD number.
Tax Compliance: Submit a Tax Compliance Status (TCS) PIN or CSD number. Foreign bidders may be exempt if they have no RSA presence, income, or tax liability.
Municipal rates and taxes: Proof of payment or a valid lease agreement must be attached for the company and all directors. Arrears exceeding 3 months disqualify the bidder.
Joint Ventures: If applicable, submit a properly signed Joint Venture Agreement. Each party in a JV must submit separate TCS/PIN/CSD documentation.
CIDB registration: Required only for construction-related work (not explicitly required for this IT tender).
B-BBEE: Compliance with B-BBEE requirements is implied under the Preferential Procurement Policy Framework Act.
Complete all MBD forms in the tender document, including MBD 4 (Declaration of Interest) and MBD 9 (Certificate of Independent B-BBEE Determination). Failure to disclose related companies or directors leads to automatic disqualification.
Certified ID copies of all directors/members/shareholders must be submitted.
CIPC registration documents must be attached.
Authority of signatory must be provided on company letterhead.
Bid documents must be filled in using black ink; alterations must be signed.

Contractual Terms

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

Contract duration: 36 months.
Warranty: Supplier warrants goods are new, unused, and free from defects. Warranty period is 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair or replace defective goods at no cost.
Payment: Invoices must include a delivery note. Payments are made within 30 days of invoice submission in ZAR.
Prices: Must match bid prices unless adjusted per contract terms.
Variation orders: Changes up to 15% of the contract value may be instructed without price escalation.
Assignment: Supplier cannot assign contract obligations without written consent from the purchaser.
Subcontracts: Supplier must notify purchaser of all subcontracts in writing. This does not relieve the supplier of liability.
Delays: Supplier must notify purchaser of delays in writing. Purchaser may extend time or impose penalties. Late delivery may result in contract termination or substitution of goods at the supplier’s expense.
Penalties: Late delivery or non-performance may result in deductions from the contract price or termination.
Termination for default: Purchaser may terminate the contract if the supplier fails to deliver, perform obligations, or engages in corrupt/fraudulent practices. Supplier is liable for excess costs of replacement goods/services.
Termination for insolvency: Purchaser may terminate if the supplier becomes bankrupt or insolvent.
Force majeure: Supplier is not liable for delays or failures due to force majeure events but must notify the purchaser promptly.
Dispute resolution: Parties must attempt mediation first. If unresolved after 30 days, disputes may be settled in a South African court.
Limitation of liability: Supplier’s liability is capped at the contract price, except for repairing/replacing defective equipment or willful misconduct.
Governing law: Contract is interpreted under South African law.
Confidentiality: Supplier cannot disclose contract details or purchaser-provided information without written consent.
Intellectual property: Documentation or projects developed for the municipality vest in the municipality.
Performance security: Required within 30 days of contract award (bank guarantee, letter of credit, or cashier’s cheque). Discharged 30 days after contract completion.
Inspections: Supplier’s premises must be open for inspections. Non-compliant goods may be rejected at the supplier’s cost.
Packing: Supplier must provide packing sufficient to prevent damage during transit.
Spare parts: Supplier may be required to provide spare parts or notifications of production termination.
Anti-dumping/countervailing duties: Supplier is responsible for any additional costs due to duties imposed after the bid date.

Section

Source: TENDER DOCUMENT SUPPORT AND MAINTENANCE OF IT HARDWARE,SOFTWARE AND SYSTEMS FOR A PERIOD OF THIRTY-SIX (36) MONTHS..pdf

Bids are adjudicated using the 80/20 preference point system (price vs. specific goals).
If all bids exceed R50 million, the 90/10 system applies. If all bids are below R50 million, the 80/20 system applies.
Bids must meet responsiveness criteria to qualify for evaluation. Non-responsive bids are rejected.
Points are awarded separately for price and municipal-specific goals, then combined for final scoring.

36-Month IT hardware, software, and systems support and maintenance services for capricorn district municipality

Information & Communication Technology Industry Profile

Critical Requirements

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Capricorn District Municipality

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