Appointment of a service provider for tier iii datacenter hosting of erwat disaster recovery (dr) infrastructure in gauteng

• Compulsory Virtual Briefing Session: Friday, 17 July 2026 at 10:30 am. Register via link on ERWAT website only (do not copy from document). Registration at least one day before is required.
• Closing Date and Time: Thursday, 13 August 2026 at 12:00 noon.
• Clarification Deadline: Bidders have 10 days after the compulsory briefing session to submit queries to SCM department.

• For SCM/General Enquiries: Mr Mphiwa V. Chuene ([email protected]) or Ms Chantel Kearns ([email protected]). Tel: 011 929-7000.
• For Technical Enquiries: Mr Paseka Nku ([email protected]). Tel: 011 929-7000.
• Submission Address (Hardcopy): ERWAT Head Office, R25 Bapsfontein Road, Norkem Park.
• Electronic Submission Email: [email protected].
• Fraud and Ethics Hotline: 0800-204-860; [email protected].

• Submit a hardcopy bid document on the original ERWAT-supplied forms. Deposit in the tender box at ERWAT Head Office, R25 Bapsfontein Road, Norkem Park.
• Additionally, submit an identical electronic copy (PDF) via email to [email protected] by the closing time. State the tender reference number and bidder's name in the subject line. Electronic submission is encouraged but not mandatory; no disqualification for non-submission.
• Both hardcopy and electronic versions must be identical. In case of discrepancies, the hardcopy is the official binding submission.
• Bids must be delivered by the stipulated closing time. Late bids will not be accepted.
• Bids must be submitted on the official forms provided (not retyped).
• Ensure all required MBD forms are completed and signed. Incomplete submissions risk disqualification.
• Do not use correction fluid (e.g., Tippex), erasable ink, or pencil. Complete in ink.
• Ensure the bid is properly signed by an authorised person with proof of authority (e.g., board resolution).

Scope: Host ERWAT's existing HPE Hyperconverged Infrastructure (HCI) at a secured, Tier III certified datacenter for Disaster Recovery (DR).

Key Deliverables & Minimum Requirements:

• Rack Space: Minimum 42U lockable cabinet in Tier III facility within Gauteng, RSA. Must be at least 15km from ERWAT Head Office. Provide 24/7 remote hands support.
• Power: Dual redundant feeds (A & B), 5 kVA provision, with UPS (N+1), generators (N+1), 24-hour fuel autonomy. 99.9% availability SLA.
• Cooling & Environment: Maintain optimal temperatures with continuous monitoring.
• Fire Detection: VESDA or equivalent with clean agent suppression (no water-based systems in server areas).
• Racking & Cabling: Service provider to install, mount, and cable existing HCI and network equipment.
• Network: Provision a dedicated, uncontended 300 Mbps symmetrical link between Production and DR sites with 99.9% availability SLA.
• VXLAN Configuration: Service provider fully responsible for configuring VXLAN on existing firewalls/switches for Layer 2 extension over Layer 3.
• Monitoring & Support: 24/7 surveillance of environment and network; 24/7 remote hands support.
• Disaster Testing: Assist with DR plan testing.
• Reporting: Inception, monthly, and closeout reports as per final SLA.

• Reporting: Inception report (analysis and work plan), monthly progress reports (technical and financial), and closeout handover report as per finalised SLA.
• ERWAT objectives include reducing quotation requests, improving purchase order turnaround, and focusing on core functions.

• Datacenter must have advanced fire detection (VESDA or equivalent) and clean agent suppression system.
• Routine inspection and maintenance records required.
• Service provider must provide detailed network topology diagrams, bandwidth documentation, and conduct link testing before DR go-live.
• Monitoring and 24/7 remote hands support required.

Pricing Instructions:

• Price line items as per table. This is a rates-based tender; no subtotals/totals.
• Orders issued on 'as and when required' basis at quoted rates.
• Include all direct/indirect costs (VAT inclusive). Use official ERWAT schedule only.
• Complete in ink; abbreviations allowed (N/C, Incl, R0, N/O). Blank or N/A entries render bid non-responsive.
• Provisional Sum: R600,000 for items not listed, with R500 administrative fee per order/job.

Pricing Table Items (Rate VAT inclusive):

1. Racking and Stacking of HCI/Network equipment (Once-Off)

2. VXLAN Configuration (Once-Off)

3. Network Link Setup – 300 Mbps (Once-Off)

4. DR Initial Testing (Once-Off)

5. 42U Lockable Rack Space Tier III (Per Month)

6. Guaranteed Power Availability (Per kVa)

7. Interconnectivity Fee (Per Month)

8. 300 Mbps Dedicated Network Link (Per Month)

9. Datacenter 24/7 Remote Hands Support (Per Month)

10. Initiation/Implementation Fee (Sum if applicable)

• This is a rates-based tender. No subtotals/totals in pricing schedule. Orders issued on 'as and when required' basis at quoted rates.
• Pricing must include all direct and indirect costs (VAT inclusive). Use only the official ERWAT pricing schedule; do not add your own.
• Complete pricing schedule in ink (no pencil/tippex). Abbreviations allowed: N/C, Incl, R0, N/O. Blank or N/A entries render bid non-responsive.
• Payment Terms: 30 days from receipt of valid invoice/tax invoice and statement. Invoices must reference an official ERWAT order number.
• Provisional Sum: R600,000 for items not in pricing schedule, subject to approval. Administrative fee of R500 per order/job deducted from provisional sum.
• Price Adjustments: Annual increases as per pricing schedule for years 1, 2, and 3.
• Contract Value: Indicative quantities may vary. ERWAT reserves right to increase/decrease quantities.

• Central Supplier Database (CSD): Registration mandatory. Provide CSD number.
• Tax Compliance: Submit SARS PIN for tax status verification. Alternatively, submit printed TCS certificate. Foreign suppliers complete pre-award questionnaire.
• B-BBEE: Submit B-BBEE certificate or CIPC documentation to claim preference points. Points calculated for joint ventures/consortiums based on average ownership %.
• Company Registration: Provide proof of legal entity (registration number).
• Joint Ventures/Consortiums: Submit signed teaming agreement clearly defining roles and lead partner authority.
• Authority to Sign: Provide proof (e.g., board resolution) that signatory is authorised.
• Other Legislative Compliance: Adhere to Municipal Supply Chain Management Regulations, Preferential Procurement Policy Framework Act, and General Conditions of Contract.

• Compliance with Occupational Health and Safety Act required, including a safety file relevant to the scope.
• The most current regulations take precedence.
• Penalties for delivery failures as per Clause 22 of National Treasury General Conditions of Contract.

• Datacenter must provide environmental monitoring (temperature, humidity, power) within the rack.
• Ensure proper cable management to maintain airflow.
• 24/7 access control, visitor logging, and escort procedures.

• Contract Period: Maximum 36 months (3 financial years) on 'as and when required' basis, commencing on SLA signature date.
• Probation Period: 12 months; contract lapses if performance unsatisfactory.
• Price Adjustments: Annual increases as per pricing schedule for years 1, 2, and 3.
• ERWAT reserves right to cancel contract if found unauthorised, fruitless, wasteful, or irregular.
• General Conditions of Contract and Municipal Finance Management Act apply.
• Joint Ventures/Consortiums must submit signed agreements to claim preference points.

Mandatory Technical Requirements (Disqualification if not met):

1. Datacenter Tier III Uptime Institute certification (or equivalent). Submit valid certificate.

2. Bidder ISO/IEC 27001:2013 or higher certification. Submit valid certificate.

3. Datacenter ISAE 3000 or higher Type 2 Attestation. Submit valid report.

4. Datacenter physically located in Gauteng, RSA. Submit proof of name and address.