The provision of IT support services for the south african robotics ocean technology & innovation centre (sa-robotic) for a period of 3 years

• Closing Date and Time: Friday, 07 August 2026 at 16h30. Late submissions will not be accepted.
• Last date for submission of enquiries/clarifications: Monday, 03 August 2026 at 16h30.
• RFQ Validity Period: 90 calendar days from the RFQ closing date.
• No briefing sessions, site visits, or clarification meetings are mentioned in the document.

• For submission of quotations and all enquiries: Email [email protected].
• Use the RFQ number and description as the email subject reference.
• CSIR office hours: 08h00 – 16h30.
• No specific contact person, telephone number, or physical submission address is provided.

• Submit your quotation electronically to [email protected] by the closing date and time. Late submissions will not be considered.
• Use the RFQ number (RFQ 6740/07/08/2026) and description as the email subject line.
• The total email and file size must not exceed 25MB per email. Do not use cloud solutions like WeTransfer, Google Drive, or Dropbox.
• File naming should be short and simple.
• All documentation must be submitted in English.
• Ensure you submit all mandatory returnable documents (Annexure B: Pricing Schedule, two contactable reference letters) and essential returnable documents (Annexures C, D, E, F, company profile). Failure to submit mandatory documents will result in disqualification.
• Bidders confirm the correctness and validity of their quotation, covering all services and obligations. Any pricing mistakes are at the bidder's own risk.
• The CSIR reserves the right to extend the closing date, verify submissions, request documentary proof, carry out site inspections, and post-tender negotiate.

Bidders must: 1) Submit before deadline to correct email ([email protected]), 2) Not be on NT restricted suppliers or tender defaulters lists, 3) Submit all mandatory returnables (Table 2), 4) Meet specification requirements, 5) Be tax compliant with valid CSD registration, 6) Have minimum 5 years relevant experience, 7) Provide evidence of supporting autonomous marine platform communications or equivalent systems.

• Scope: Provision of specialised IT support services for the SA-RobOTIC centre in Cape Town for 3 years. The facility is at The Shed, 1st Floor, East Pier Road, V&A Waterfront, Cape Town, 8001.
• Services required include:

• VPS Hosting and Infrastructure Management: Provision, configuration, hosting, monitoring, and maintenance of multiple Virtual Private Servers.
• Ocean Robotics Communications Infrastructure: Configure, manage, and maintain Iridium RUDICS and Short Burst Data (SBD) communication for autonomous marine platforms (e.g., Slocum Gliders, Seagliders, Wave Gliders). Ensure continuous connectivity and rapid fault resolution.
• VPN and Secure Remote Access Services: Design, deploy, and maintain secure VPN services for cloud and laboratory systems.
• Systems Administration: Day-to-day administration of Linux and Windows servers, proactive monitoring, patch management.
• Backup, Recovery and Disaster Recovery Services: Implement automated backups, maintain schedules, conduct recovery testing.
• Cybersecurity Services: Proactive monitoring, vulnerability assessments, incident investigation, compliance with POPIA.
• Monitoring and Incident Management: Proactive monitoring, incident management process with remote/on-site support.

• Service Level Requirements (minimum targets):

• System Availability: 99.5%
• Critical Incident Response: Within 1 hour
• High Priority Incident Response: Within 4 hours
• Medium Priority Incident Response: Within 8 business hours
• Backup Success Rate: 100%
• Security Patch Deployment: Within 14 days of approved release
• Monthly Service Report Submission: By the 5th working day of each month

• Service credits/penalties apply for SLA non-compliance (e.g., 2% of monthly fee for every 0.5% below 99.5% availability, capped at 10%).
• Deliverables include Monthly Operations Report, Quarterly Vulnerability Assessment Report, Quarterly Asset Register Update, Annual Disaster Recovery Test Report.

• Mandatory Returnable Documents include two contactable reference letters clearly outlining experience related to the scope of work.
• Bidder must demonstrate: minimum 5 years' experience providing managed specialised IT infrastructure services; experience supporting cloud-hosted environments/VPS; managing Linux/Windows servers; implementing/managing VPN technologies; delivering cybersecurity, monitoring, backup/disaster recovery services; proven capability in mission-critical/research environments requiring high availability; experience supporting IT infrastructure for autonomous marine platforms or equivalent remote autonomous systems; availability of 24x7 support and escalation capabilities.
• Submit a company profile and at least two contactable client references for relevant services performed in the last five years.

• The CSIR reserves the right to verify submission information, request documentary proof, and carry out site inspections or product evaluations to verify the quality of the product/service offered.
• Service Level Agreements include performance measurement and service credits/penalties for non-compliance.
• The provider must implement backup, recovery, disaster recovery testing, and cybersecurity monitoring to ensure service quality and data integrity.

• The pricing schedule must cover the 36-month period, including all taxes and CPI.
• Format: Item description, quantity (36 months), unit price (VAT exclusive), total price (VAT exclusive).
• Show total price (VAT exclusive), VAT (15%), and total price (VAT inclusive).
• Use Annexure B: Pricing Schedule or Bill of Quantities. Provide explanatory notes if deviating from the schedule.

• Pricing must be in South African Rand, inclusive of all applicable taxes less unconditional discounts.
• Clearly indicate if prices are subject to escalation and exchange rate fluctuations, stating the currency and rate of exchange used.
• Prices must include all additional costs: freight, insurance until acceptance, duty where applicable.
• Payment will be according to CSIR Payment Terms and Conditions.
• Submit detailed pricing using the Pricing Schedule in Annexure B. Provide explanatory notes if deviating from the schedule.
• The pricing schedule should cover the 36-month period, include all taxes and CPI, and show VAT (15%) separately.
• No goods/services may be delivered without an official CSIR purchase order. Invoices without a CSIR purchase order number will be returned.

• Tax Compliance: No tender will be awarded to a bidder who is not tax compliant. CSIR may request written proof from SARS of tax compliant status or an arrangement to meet outstanding obligations within 7 working days. CSIR reserves the right to withdraw an award or cancel a contract if the bidder is found non-compliant.
• Central Supplier Database (CSD): Bidders must be registered on the CSD. National Treasury will verify tax compliance through the CSD. Register at www.csd.gov.za. For consortia/joint ventures/sub-contractors, each party must be registered.
• B-BBEE: Preference points are awarded for Black Ownership (20 points). Submit a valid B-BBEE certificate (SANAS accredited) or sworn affidavit. For joint ventures/consortia, submit consolidated B-BBEE scorecards or individual certificates.
• Standard Bidding Documents: Submit completed and signed SBD 1, SBD 4, Preference Points Award Form (Annexure E).
• Confidentiality: Sign and submit Annexure F: Mutual Non-Disclosure Agreement.
• Company Profile and References: Submit a company profile and at least two contactable client references for relevant services performed in the last five years.
• No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

• Indemnity: The bidder indemnifies CSIR for costs/damages arising from breach of bid conditions.
• Tax Compliance: No award to non-tax compliant bidders. CSIR may request SARS proof within 7 working days. CSIR reserves right to withdraw award or cancel contract if non-compliance is established.
• Limitation of Liability: Bidders participate at own risk; CSIR not liable for costs/damages from participation.
• Misrepresentations: Misrepresentations in the tender may lead to service termination and claim by CSIR, even after contract award. The Service Level Agreement prevails in case of conflict.
• Disclaimer: This RFQ is a request for quotations only, not an offer. Submission implies acceptance of all terms. CSIR makes no warranties.
• Central Supplier Database: Bidders must be registered on CSD. For consortia/joint ventures, each party must be registered.

• The CSIR reserves the right to: extend the closing date; correct mistakes; verify submission information; request documentary proof; carry out site inspections/product evaluations; award to a bidder not scoring highest points per PPPFA Section 2(1)(f); request audited financial statements; award the RFQ as a whole, in part, or to multiple bidders; cancel/terminate the tender process at any stage; post-tender negotiate on technical, transformation, price, or contractual terms; not award to a bidder associated with a security breach or whose directors/officers are formally charged with fraudulent/illegal conduct.
• Confidentiality: Tender documents are confidential and must only be used for responding. Bidders must sign Annexure F (Non-Disclosure Agreement). No disclosure of bid information without CSIR approval.
• Protection of Personal Information: Both parties consent to processing personal information per POPI Act and comply with data protection laws.

• The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (Black Ownership).
• Price points formula: Ps = 80[1 - (Pt - Pmin)/Pmin].
• Black Ownership points: 100% ownership = 100% of points, 51-99% = 50%, less than 51% = 0%.
• Joint ventures/consortia must submit valid B-BBEE certificates (SANAS accredited) or consolidated scorecards. Signed agreements are required.
• Sub-contracting more than 25% to an enterprise that does not qualify for at least the same points is not allowed, unless the sub-contractor is an EME with capability.