Renewal of sophos subscription licences for a period of one year – garden route district municipality (GRDM/12/26-27)

Closing date: 29 September 2026, 11:00.

Published date: 03 September 2026.

No compulsory site meeting (stated as 'None').

Bidding procedures and documents: Miss Bukelwa Ndzinde, Financial and Corporate Services, Tel: (044) 803 1338, Email: [email protected].

Bid scope and technical specifications: Mr. Morne Stevens, ICT, Tel: (044) 803 1441 or 084 800 3025, Email: [email protected].

Document availability: Ms. Bukelwa Ndzinde, office hours Mon–Thu 08:00–16:30, Fri 08:00–13:30.

Submission address: Garden Route District Municipality, Supply Chain Management Unit, 54 York Street, George, 6530.

Submission method: sealed envelope, clearly marked with the bid number and title, deposited in the Bid Box at the Garden Route District Municipality, 54 York Street, George, 6530, by 11:00 on 29 September 2026. Faxed, e-mailed and late bids will not be accepted. Bids may be delivered by hand, courier, or post at the bidder's risk.

Returnable documents (all must be completed, signed, and attached):

• MBD 1 (Invitation to Bid) – bidder details and offer cover page.
• MBD 3.1 (Pricing Schedule – Firm Prices) – firm prices only.
• MBD 4 (Declaration of Interest) – discloses any connection to state employees.
• MBD 5 (Declaration for Procurement Above R10 Million) – required if the contract value exceeds R10 million.
• MBD 6.1 (Preference Points Claim) – claims B-BBEE and locality points.
• MBD 7.1 (Formal Contract for Services) – to be signed by the successful bidder.
• MBD 8 (Declaration of Past SCM Practices) – discloses past supply chain practices.
• MBD 9 (Certificate of Independent Bid Determination) – certifies no collusion.
• Authority of Signatory – board resolution authorising the signatory.
• Current Municipal Certificate or Lease Agreement – proof of municipal account.
• Annexure A: Past Experience.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Unauthorised alteration of the bid document.
• Bids from persons in the service of the state.
• Bidders or directors with municipal arrears over three months.
• Failure to submit a valid SARS TCS PIN or CSD number.
• Failure to submit a valid B-BBEE certificate or sworn affidavit.

Evaluation follows the Preferential Procurement Regulations 2022 and the Garden Route District Municipality Supply Chain Management Policy. The 80/20 preference point system applies (contract value up to R50 million): 80 points for price, 10 points for B-BBEE status level, 10 points for locality. The 90/10 system applies if the value exceeds R50 million: 90 points for price, 5 points for B-BBEE, 5 points for locality.

B-BBEE points: Level 1 = 10 (80/20) or 5 (90/10); Level 2 = 9 or 4.5; Level 3 = 7 or 3; Level 4 = 6 or 2.5; Level 5 = 4 or 2; Level 6 = 3 or 1.5; Level 7 = 2 or 1; Level 8 = 1 or 0.5; Non-compliant = 0.

Locality points: Supplier located within Garden Route District = 10 (80/20) or 5 (90/10); within Western Cape = 5 or 2.5; outside Western Cape = 0.

Bids are evaluated for responsiveness to specifications and requirements. The municipality does not bind itself to accept the lowest bid.

Scope: Renewal of Sophos subscription licences for a period of one year. Current licences expire on 29 November 2026.

Required items (quantities and part numbers):

• CDEAAU12AFRGAA: Central Device Encryption, 200–499 clients, 12 months renewal – QTY 350.
• PHISHU12AFRGAA: Central Phish Threat, 200–449 users, 12 months renewal – QTY 350.
• CIXA0U12AFRGAA: Central Intercept X Advanced, 200–499 users, 12 months renewal – QTY 350.
• CIXA0S12BBRGAA: Central Intercept X Advanced for Server, 10–24 servers, 12 months renewal – QTY 10.
• XS230012ZZRGAA: XGS 2300 Xstream Protection, 12 months renewal – QTY 1.

Prices must remain fixed for 60 days from the closing date, irrespective of exchange rate fluctuations. Bidders must indicate if pricing is fixed for 60 days.

VAT must be included in all prices.

Bidders must complete Annexure A: Past Experience. The Certificate of Independent Bid Determination (MBD 9) requires the bidder to confirm that the bid was prepared independently and that no competitor's pricing was disclosed.

Bids will be opened in public immediately after the bid closure date. Names of bidders and, if practical, total amounts will be read out aloud if requested. Bids received in time are recorded in a register open for public inspection.

Pricing must be submitted on MBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices are accepted; prices subject to exchange rate variations are not considered. Prices must remain fixed for 60 days from closing date. VAT must be included. Bidders must also submit a municipal account or lease agreement to claim locality points.

Pricing format: Firm prices only (MBD 3.1). Non-firm prices, including those subject to exchange rate variations, will not be considered.

Prices must remain fixed for 60 days from the closing date.

VAT must be included in all prices; bidders must be VAT vendors.

Bids remain valid for 120 days after the bid closure date.

Municipal account: Bidders must submit a municipal account for rates and taxes for the bidding entity and its directors. Failure to submit a valid municipal account or lease agreement results in 0 locality points and may render the bid non-compliant.

MBD 5 (Declaration for Procurement Above R10 Million) requires audited or unaudited annual financial statements for the past three years if the contract value exceeds R10 million.

CSD registration: Mandatory – bidders must be registered on the Central Supplier Database (www.csd.gov.za).

Tax compliance: A valid SARS Tax Compliance Status PIN (TCS) is compulsory. Bids without a valid TCS PIN are non-compliant. Each party in a consortium/JV/sub-contracting arrangement must submit individual TCS PINs.

B-BBEE: A valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points. Bids without it are non-compliant. Joint ventures/consortiums must submit a consolidated B-BBEE certificate in the name of the JV/consortium.

Municipal account: A recent municipal account or valid lease agreement must be submitted; bidders or directors with municipal arrears over three months are disqualified.

No bids from persons in the service of the state.

Foreign suppliers must complete the questionnaire in Part B:3.

No specific health and safety requirements are stated in the tender document. Bidders must not contact the municipality regarding their bid from opening to award; any additional information must be submitted in writing. Attempts to influence evaluation or award decisions may result in rejection.

The successful bidder must sign the contract form (MBD 7.1) within 30 days of notification of acceptance. The contract will be in English. The successful bidder is liable for all duties and costs on legal documents and for surety and retentions. The municipality may recover costs, losses, or damages if a contract is awarded based on incorrect information. Bids remain valid for 120 days after closure. The municipality reserves the right to withdraw, re-advertise, reject, or accept part of any bid.

The 80/20 or 90/10 preference point system applies, determined by the lowest acceptable tender. Points are allocated for price, B-BBEE status level, and locality. The municipality may require bidders to substantiate preference point claims at any time.