Supply and delivery of vmware (broadcom) software licences for 24 months

The procurement covers maintenance and support of VMware vSphere Foundation licences (SKU VCF-VSP-FND-8) for a 24-month period. A total of 352 licences must be priced, split across Year 1 and Year 2, in the Annexure B costing schedule.

Returnable document

• Annexure B (Compliance & Costing): must be completed and signed; a bid that fails to complete and sign it is disqualified.
• The declaration of compliance column for each mandatory requirement must be marked comply or do not comply.

Completion rules

• Only the yellow cells may be filled in by the bidder; orange cells are reserved for DPME.
• Any alteration to the formulas in the spreadsheet invalidates the bid.
• The signed schedule must carry the signature, supplier name, the name of the person who completed it and the date.

Scope

• Maintenance and support of VMware vSphere Foundation licences, SKU VCF-VSP-FND-8.
• Quantity: 352 licences.
• Contract period: 24 months, priced in Year 1 and Year 2 tranches.
• Provider status: the bidder must hold a VMware (Broadcom) accreditation.

Pricing schedule (Annexure B)

• Line item: maintenance and support of VMware vSphere Foundation licences (SKU VCF-VSP-FND-8), quantity 352, priced over two years.
• Columns to complete: forex %, unit price excluding VAT, Year 1 price, exchange-rate dependent portion of the price, Year 2 unit price, Year 2 costs, exchange-rate dependent portion, and total bid cost over the two years.
• Totals required: Year 1 total cost (VAT inclusive), Year 2 total cost (VAT inclusive) and the total bid price, which is carried to SBD 6.1.

Exchange rate

• Prices that depend on the rate of exchange must be flagged by marking the applicable currency: US Dollar, Euro or UK Pound.
• The forex % column must state the share of the price that is exchange-rate dependent; 0% indicates the price is not exchange-rate dependent.

Mandatory

• A VMware (Broadcom) accreditation letter or certificate must be attached to the bid.
• Annexure B (Compliance & Costing) must be completed, signed and returned with the bid; failure to do so disqualifies the bid.
• Each mandatory requirement must be answered comply or do not comply in the declaration column.

The bid is issued under the PFMA, Treasury Regulations, the PPPFA and Preferential Procurement Regulations 2022, National Treasury SCM instructions, the National Treasury General Conditions of Contract, the B-BBEE Act 53 of 2003 and departmental policies, together with any special conditions of contract in the bid pack. Lead times and delivery periods must be indicated in the quotation or proposal, and the Department may cancel an order if the quoted delivery period is extended.

Closing

• Closing date: 12 November 2026
• Closing time: 11:00

Briefing

• No compulsory briefing session or site visit is scheduled for this bid.

Bidding procedure enquiries

• Contact name: Phetogo Mnguni
• Telephone: 012 312 0426
• Email: [email protected]

Enquiry channel

• Bidding procedure enquiries go to the contact person indicated on the bid documents that issued the request.

Submission address for RFP and tender proposals

Tender box

330 Grosvenor Street

Hatfield

Pretoria

Submission channel for RFQs

• Email to the official who issued the request, before the closing date and time.

Submission method

• RFQs: email the quotation to the official who issued the request before the stated closing date and time.
• RFPs and tenders: submit in a sealed envelope marked with the bid reference number, deposited in the tender box.
• Late bids are not accepted, regardless of the reason.
• Use the official SBD forms provided; retyped forms are not accepted.
• All quoted prices must include VAT.

Tender box address

330 Grosvenor Street

Hatfield

Pretoria

Documents to submit with the bid

• CSD registration report, not older than 30 days; only suppliers registered on the CSD may bid.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder, member or controlling-interest holder is employed by the state or connected to staff at the department.
• SBD 6.1 (Preference Points Claim): claims points for the specific goals under the applicable preference system.
• Valid B-BBEE status level verification certificate bearing the SANAS logo, or a sworn affidavit for EMEs/QSEs, or CIPC turnover confirmation, CSD report, CoR13 or share certificate.
• SBD 6.2 (Declaration for Local Production and Content) with all annexures, where the designated-sector rules apply.
• Tax compliance status PIN, printed TCS certificate, or CSD number where no PIN is available.
• Proof of authority for the signatory, such as a company resolution.

Disqualification risks

• Incomplete bids, or bids failing any administrative requirement, are not evaluated further.
• Any returnable form left unsigned or omitted.
• Failure to provide the tax compliance particulars.
• Bid submissions received after the closing time.

Documents to submit with the bid

• CSD registration report, not older than 30 days.
• SBD 1 (Invitation to Bid).
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Points Claim).
• Valid B-BBEE status level verification certificate bearing a SANAS logo, or a sworn affidavit for EMEs/QSEs; alternative proof of turnover includes CIPC confirmation, CSD report, CoR13 or share certificate.
• SBD 6.2 (Declaration for Local Production and Content) with all annexures, where applicable to the designated sector.
• Any additional documents issued with the bid documents for the specific bid type.

Evaluation stages

• Stage 1 — Administrative compliance: only bids meeting every administrative requirement, including tax compliance, proceed.
• Stage 2 — Functional evaluation: bids are scored against the functional criteria and specifications in the ToR or specification sheet; only bids meeting the minimum functional requirements proceed.
• Stage 3 — PPPFA evaluation: price and specific goals.

Preference point system

• 80/20 applies: 80 points for price and 20 points for specific goals.
• Where 80/20 is specified and all bids received exceed R50 000 000, the 90/10 system applies instead.
• The PPPFA preference system applies to bids estimated at R2 001 or more; this bid falls in that range.

Specific goals — 20 points

• Black ownership of 51% or more: 5 points; below 51%: 1 point.
• Black ownership by people with disabilities as defined in the Employment Equity Act, 1998: 3 points (certificate required).
• Black women ownership of 30% or more: 2 points; below 30%: 0 points.
• Black youth ownership of 30% or more at the closing date: 3 points.
• Black military veteran ownership: 2 points.
• Supplier located in the local municipality where the project or event takes place (rural and semi-urban areas): 3 points.
• SMME making a profit below R10 million a year: 2 points.

Other evaluation points

• Preference points claimed without the required supporting proof are treated as not claimed.
• The Department may call bidders who meet the minimum functional requirements to present their proposals; the Bid Evaluation Committee may revise the score after the presentation.
• Any attempt to influence the evaluation, comparison or award may result in rejection of the bid.
• The Department may publish bidder names, total bid prices and points claimed after the closing date.

Scope

• Supply of VMware licences for a 24-month period. The detailed specification or terms of reference is issued separately from this forms pack.

Delivery and execution

• Lead times and delivery periods must be stated clearly in the quotation or proposal; the Department may cancel an order where the quoted delivery period is extended.
• The Department may require delivery of the goods as specified, at the price quoted, regardless of differences in the specifications contained in the quotation.
• No variation of contract price or scope creep is permitted unless the ToR or specification expressly allows it.
• Work performed and equipment used at DPME premises must comply with the Department's security and emergency policies and procedures.
• All staff working on the project must be adequately trained before work starts; the Department must be notified of staff changes and reserves the right to vet everyone working on the project.
• Data generated by the project, if any, must be handed over to the Department in an accessible and confidential manner.

The Department may verify the following with the relevant authorities: citizenship of individuals; company information; criminal records of individuals; previous tender and government contract track records; state employment status of individuals, staff and directors; company or close corporation ownership and membership; suitability to handle confidential government information; and the qualifications of the bidder, contractors and team members. The Department reserves the right to vet all persons working on the project.

The total bid price inclusive of VAT must be stated on SBD 1. Prices must remain firm for at least 30 days from the closing date, or at least 90 days for open tenders. Where pricing depends on the exchange rate, the rate used must be stated. Escalation and the conditions attached to it must be clearly indicated. No variation of contract price or scope creep is permitted unless the ToR or specification expressly allows it. Valid invoices are paid within 30 calendar days.

Pricing

• Prices must be quoted inclusive of VAT, stated as the total bid price on SBD 1.
• Prices must remain firm for at least 30 days from the closing date on SBD 1; for open tenders the minimum firm period is 90 days.
• Prices that depend on the exchange rate must state the rate used.
• Any escalation and the conditions attached to it must be clearly indicated.
• No variation of contract price and no scope creep is allowed unless the ToR or specification expressly permits it.

Payment

• Valid invoices are paid within 30 calendar days.
• No work may be performed and no expense may be incurred for the Department's account until an official written government purchase order has been issued.

Capacity

• The Department may split the award between two or more service providers, or award only part of the bid, and may decline to appoint any provider.

Registration and tax

• Registration on the Central Supplier Database (CSD) is compulsory; only registered suppliers may bid.
• CSD information must be current: tax compliance status, B-BBEE level, turnover (EME/QSE), black ownership, women ownership, youth, disabled and military veteran ownership, verified banking details and contact details.
• Provide a unique SARS personal identification number (PIN), or a printed tax compliance status certificate, or a CSD number where no PIN is available, so the Department can verify tax status.
• Consortia, joint ventures and subcontractors: each party submits its own TCS certificate, PIN or CSD number.
• Foreign bidders with no South African tax obligations complete a SARS pre-award questionnaire on tax obligation categorisation instead of providing a PIN.
• The bidder authorises SARS to disclose its tax registration, tax debt and filing compliance information to the Department.
• Suppliers must notify the Department in writing of any change in their details and provide an updated CSD report; a contract awarded on incorrect CSD information may be cancelled with a damages claim.

State employment

• Bids are not considered from persons in the service of the state, companies with directors in state service, or close corporations with members in state service.

B-bbee

• A valid B-BBEE status level verification certificate bearing a SANAS logo, or a sworn affidavit for EMEs and QSEs, must be submitted to claim preference points for B-BBEE.

Required forms

• SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) must be completed and signed.
• SBD 6.2 (Declaration for Local Production and Content) with annexures is required where the designated-sector rules apply.
• Proof of authority to sign on behalf of the bidder, such as a company resolution.

Preference points for specific goals — 20 points in total

• Black ownership of 51% or more: 5 points; below 51%: 1 point.
• Black ownership by persons with disabilities as defined in the Employment Equity Act, 1998: 3 points (certificate required).
• Black women ownership of 30% or more: 2 points; below 30%: 0 points.
• Black youth ownership of 30% or more at the closing date of the RFQ/RFP/tender: 3 points.
• Black military veteran ownership: 2 points.
• Supplier situated in the local municipality where the project or event takes place (rural and semi-urban areas): 3 points.
• SMME making a profit below R10 million a year: 2 points.

Evidence

• A B-BBEE status level verification certificate or a sworn affidavit (EMEs/QSEs) must be submitted to claim B-BBEE preference points.
• Claims without the required proof are treated as not claimed, and the Department may call for substantiation before or after adjudication.
• The CSD report is the preferred means of verification for the award of points.
• Fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from public sector business for up to 10 years and criminal prosecution.

Sub-contracting

• Indicate whether any part of the contract will be subcontracted, the percentage subcontracted, the subcontractor's name, whether it is an EME or QSE, and the specific goals it contributes.

Service providers must ensure that all work performed and all equipment used at DPME facilities comply with the Occupational Health and Safety Act, 1993 and its regulations, and with the Department's standard instructions. Staff working on the project must be adequately trained before the project commences, and the Department may vet anyone working on the project.

Service provider obligations

• Conduct business courteously and professionally and provide any documentation requested before award.
• Comply with employment legislation and applicable bargaining council agreements, including UIF and PAYE; the Department may monitor compliance and impose penalties.
• Manage internal staff disputes so that the Department is not affected.
• Comply with the Department's security and emergency policies, procedures and regulations at its premises.
• Ensure work performed and equipment used at DPME facilities comply with the Occupational Health and Safety Act, 1993 and departmental standard instructions.
• Ensure all project staff are adequately trained before the project starts and inform the Department of any staff changes.
• Store and hand over all project data to the Department in an accessible and confidential manner.
• Do not start work or incur any expense chargeable to the Department until an official written government purchase order is issued.

Department obligations

• Manage contracts professionally and provide information only where the service provider needs it to perform its duties.
• Accept no responsibility for damages suffered by the service provider or its staff during the project.
• Not tolerate unfair labour practices between the service provider and its staff.
• Accept no responsibility for the service provider's accounts or expenses not agreed by the contracting parties.
• Pay all valid invoices within 30 calendar days.

Rights reserved by the Department

• Cancel an order where the quoted delivery period is extended.
• Require delivery of the goods as specified, at the quoted price, regardless of differences in the quotation specifications.
• Publish bidder names, total bid prices and points claimed for specific goals.
• Decline to appoint any service provider, or withdraw the request for bids.
• Split the award between two or more service providers, or award only part of the bid.

Grounds on which a bid may be disregarded or rejected

• Bidder is not tax compliant.
• Abuse of the SCM system of the Department or any other government department, agency or entity.
• Proven fraud or other improper conduct in relation to an SCM system.
• Failure to perform on a previous contract.
• Incorrect information supplied in the bid documents.
• Any proven corrupt or fraudulent act in competing for a contract.
• Any attempt to influence evaluation, comparison or award decisions.

Other

• The Department may verify citizenship, criminal records, company information, state employment status, ownership and qualifications.
• A contract awarded on incorrect CSD information may be cancelled with a claim for damages.

No bid is considered from a person in the service of the state, a company with a director in state service, or a close corporation with a member in state service. Registration on the CSD is compulsory and a current CSD report must be submitted. Tax compliance is proved by a SARS PIN, a TCS certificate or a CSD number; foreign suppliers complete a SARS pre-award questionnaire instead. All quoted prices must include VAT and remain firm for at least 30 days, or 90 days for open tenders.

Functional evaluation

• Only bids that meet the administrative requirements and the minimum functional and specification requirements in the ToR or specification sheet are evaluated on price.

Preference points

• DPME applies the PPPFA and its regulations to all bids estimated at R2 001 or more; this bid falls in that range.
• The applicable system is indicated on SBD 6.1; where the 80/20 system is specified and all bids received exceed R50 million, the 90/10 system is applied.

Departmental powers during evaluation

• The Department may publish bidder names, total bid prices and points claimed after the closing date.
• Bidders meeting the minimum functional requirements may be called to present their proposals, and the Bid Evaluation Committee may amend the score awarded to a bid after the presentation.
• Any attempt by a bidder to influence evaluation, comparison or award decisions may lead to rejection of the bid.

The department requires the procurement of VMware (Broadcom) software licences for a 24-month period. The full scope, including background, problem statement, objectives, key deliverables and timeframes, is detailed in Annexure A of the terms of reference.

Closing date: 12 November 2026 at 11:00.

Briefing session: none (no compulsory briefing).

Enquiries:

• Contact: Mr. Manuel Raseala

Email: [email protected]

Telephone: 012 312 0552

• Contact: Phetogo Mnguni

Email: [email protected]

Telephone: 012 312 0426

Submission method: one original and five copies of the proposal, with one original price proposal and SBD forms.

Annexure B (Compliance and Pricing) must be completed using the provided Microsoft Excel template; handwritten annexures are not accepted and will render the bid administratively non-compliant.

The published terms of reference (including Annexure A) and all other required forms/certificates must be attached.

Bids must remain valid for at least 120 days after the closing date.

Late bids will not be accepted.

Returnable forms: SBD 1 (Invitation to Bid) – cover page with bidder details; SBD 6.1 (Preference Points Claim) – claims B-BBEE points under the 80/20 system; SBD 6.2 (Declaration for Local Production and Content) – if applicable; SBD 4 (Declaration of Interest) – discloses any state employment connections; SBD 8 (Declaration of Past SCM Practices) – confirms no prior improper practices; SBD 9 (Certificate of Independent Bid Determination) – certifies no collusion; Authority to Sign / Board Resolution – authorises the signatory.

Evaluation stages: administrative compliance, then mandatory requirements, then functional scoring, then PPPFA price/specific goals.

Administrative: Annexure B must be in the provided Excel format; handwritten submissions are rejected.

Mandatory: bidder must be an accredited VMware (Broadcom) Partner/Reseller, evidenced by a valid certificate or letter stating the bidder's name and that the partnership is current at bid time. DPME may verify this.

Functional scoring: weights – 1 (value adding, minimum score 2), 3 (important, minimum score 6 or 9), 5 (essential, minimum score 15). Scores: 1 = does not comply, 2 = partial, 3 = full, 4 = exceeds.

Overall score (%) = (sum of average scores / (sum of weights × 4)) × 100.

Only bids meeting all mandatory requirements proceed to price evaluation.

PPPFA: 80/20 preference point system. Specific goals and points:

• Black ownership ≥51%: 5 points; <51%: 1 point
• Black ownership with disabilities (per Employment Equity Act): 3 points
• Black women ownership ≥30%: 2 points
• Black youth ownership ≥30% at closing: 3 points
• Black military veteran ownership: 2 points
• Supplier located in the local municipality (rural/semi-urban): 3 points
• SMME with annual profit < R10 million: 2 points

Verification via CSD, B-BBEE certificate/affidavit, ID copy, share certificate, CIPC (CoR13), confirmation letter, or CSD report.

Procurement of VMware (Broadcom) software licences for a period of 24 months.

Detailed requirements (background, problem statement, objectives, scope, key deliverables, timeframes) are in Annexure A of the terms of reference.

The successful bidder must enter into a service level agreement (SLA) with DPME; the National Treasury General Conditions of Contract (GCC) form part of the SLA.

Prices must be inclusive of VAT (if VAT registered) and cover all costs to deliver all outputs. No price variation is permitted. Costing must be summarised using Annexure B (Excel template).

Prices must be inclusive of VAT (if VAT registered) and cover all costs to deliver all outputs in the terms of reference.

No variation in contract price is permitted.

Costing must be summarised using Annexure B (Excel template).

Mandatory: accredited VMware (Broadcom) Partner/Reseller – submit valid certificate or letter as proof.

B-BBEE: submit a valid B-BBEE certificate or sworn affidavit (as applicable) to claim preference points.

CSD registration: required for verification of preference points.

CIPC registration: may be required for ownership verification.

Tax compliance: valid tax clearance status required (implied by standard bid conditions).

B-BBEE preference points under the 80/20 system. Points are allocated for: Black ownership ≥51% (5 points) or <51% (1 point); Black ownership with disabilities (3 points); Black women ownership ≥30% (2 points); Black youth ownership ≥30% at closing (3 points); Black military veteran ownership (2 points); supplier located in the local municipality (3 points); SMME with annual profit < R10 million (2 points). Verification via CSD, B-BBEE certificate/affidavit, ID copy, share certificate, CIPC (CoR13), or confirmation letter.

The successful bidder must sign a service level agreement (SLA) with DPME; the National Treasury General Conditions of Contract (GCC) apply. All bid and post-award information is confidential and may not be disclosed without DPME's written consent. Background IP remains the property of the provider; DPME gets a non-exclusive, royalty-free, non-transferable licence to use it for the deliverables. All IP in bespoke deliverables vests in DPME unless otherwise agreed; the provider may not publish or sell bespoke deliverables without written consent. Copyright of bespoke deliverables vests in DPME.

The department reserves the right to award or not to award the bid. Bidders must submit the VMware/Broadcom accreditation letter or certificate. Failure to comply with all mandatory requirements results in disqualification. Bidders must populate and submit all required information. The general conditions of contract apply if either party fails to deliver.

Mandatory requirement: bidder must be an accredited VMware (Broadcom) Partner/Reseller. Provide a valid certificate or letter stating the bidder's name and that the partnership is valid at the time of bid. DPME may verify this information.

Functional evaluation uses a weighted scoring system: value-adding requirements (weight 1, minimum score 2), important requirements (weight 3, minimum score 6 or 9), and essential requirements (weight 5, minimum score 15). Each criterion is scored 1–4 (does not comply, partial, full, exceeds). The final score per criterion is the average of panel members' scores (weight × score). Overall score (%) = (sum of average scores / (sum of weights × 4)) × 100. Only bids meeting all mandatory requirements proceed to price evaluation.