Develop, test and build capacity for the business continuity management system (bcms) – gauteng department of education (3-Year contract)

Bidding procedure enquiries:

• Contact: Precious-Pearl Masedi
• Telephone: 011 355 1177
• Email: [email protected]

Technical enquiries:

• Contact: Nombulelo Matsapola
• Telephone: 011 355 0049
• Email: [email protected]

Tender documents available from: https://e-tenders.gauteng.gov.za/Pages/AdvertisedOpen-Tenders.aspx

or by email: [email protected]

Submission address (Tender Box):

Gauteng Department of Education

100 Main Street (corner Main and Rissik Streets)

Marshalltown

Johannesburg

Tender box open 07:00 to 16:00 on weekdays.

Non-compulsory 'How to tender' workshops: every Wednesday 10:00–13:00, venue via social media or [email protected] (Publications).

Submission method: sealed envelope deposited in the Tender Box at the address below, or posted to reach the destination by the closing date and time.

Envelope must be marked with the bidder's name and address, the bid number GT/GDE/046/2026, and the closing date 20/11/2026.

Bids must be submitted on the official GPG bid forms (not re-typed), fully completed and signed.

Bids must be submitted in two separately marked sections: Section 1 and Section 2.

Fax or email submissions are not accepted.

Submit all required documents; failure to submit any mandatory document or page will disqualify the bid.

Returnable forms and documents:

• SBD 1 (Invitation to Bid): signed last page and supplier information, including proof of authority to sign.
• SBD 3.3 (Pricing Schedule – Professional Services) as per Annexure A.
• SBD 6.1 (Preference Points Claim): to claim specific goals points.
• SBD 4 (Declaration of Interest): discloses any relationship with state employees or the procuring institution.
• SBD 8 (Declaration of Bidder's Past SCM Practices) and SBD 9 (Certificate of Independent Bid Determination) as applicable.
• POPIA Personal Information Processing Consent form.
• SBD 5 (National Industrial Participation Programme) only if imported component exceeds US $10 million.
• Proof of Project Leader's certification (FBCI, MBCI, or ISO 22301 Senior Lead Implementor).
• If applicable, JV or consortium agreement showing revenue split.
• B-BBEE certificate or sworn affidavit, SARS TCS pin, CSD registration proof.

Disqualification risks:

• Any mandatory returnable document missing, unsigned, or incomplete.
• Leaving blank spaces where information is required (write 'not applicable' if not applicable).
• Missing any page of the tender document.
• Bids received after the closing time, regardless of reason.

Evaluation is in two stages as per Preferential Procurement Regulations 2022.

Stage 1a: Administrative compliance on mandatory documents (eliminating). Any missing mandatory document disqualifies the bid.

Stage 1b: Functionality evaluation (minimum threshold 70 out of 100).

Functionality criteria and weights:

• Implementation Approach and Project Plan: 20 points.
• Qualifications and Experience of Proposed Project Team: 50 points.
• Relevant Company Experience: 30 points.

Total functionality: 100 points. Bidders scoring below 70 are disqualified.

Stage 2: Price and Specific Goals (PPPFA 90/10 preference point system — price 80 points, specific goals 20 points).

Specific goals allocation:

• Black-owned Enterprise: 6 points.
• Female Owned Enterprise: 8 points.
• Youth Owned Enterprise: 4 points.
• People with Disabilities Owned Enterprise: 2 points.

Bidders must submit SBD 6.1 and supporting documents to claim specific goals points. Failure to submit a valid B-BBEE certificate or sworn affidavit forfeits the B-BBEE preference points.

Bidders on the Register for Tender Defaulters or List of Restricted Suppliers are disqualified.

The Gauteng Department of Education (GDE) requires a suitably qualified and experienced service provider to develop, test and build capacity for a Business Continuity Management System (BCMS) in line with ISO 22301, covering the entire GDE (94 business units) located across 6 Head Office sites, 15 District Offices, 22 Teacher Development Centres, and schools support (2109 schools).

The BCMS must integrate the existing OHS Hazard Identification and Risk Assessment (HIRA) and ICT Disaster Recovery Plan (DRP).

The project will be delivered in three phases:

Phase 1 – Development and design:

• Review the BCMS Policy.
• Define Business Continuity Authority, roles and responsibilities.
• Conduct Business Continuity Risk Assessment (including community unrest, accidents, school nutrition contamination, infrastructure collapse, storm, fire and flood damage).
• Conduct Business Impact Analysis (BIA) workshops for all business units, referencing GDE strategic documents and considering ROL, RTO and RPO.
• Develop Business Continuity Strategy, Emergency Response Plan, Crisis Management Plan, and Business Continuity Plans for Head Office, Admin Sites and supporting schools.
• Develop a Charter for and establish/manage the Business Continuity Committee.
• Develop a Communication Plan.
• Integrate the existing OHS HIRA and ICT DRP.

Phase 2 – Testing and training:

• Conduct advocacy sessions and on-the-job training for identified staff (max 10 officials in Directorate: Enterprise Risk Management, 10 Head Office branch delegates, 15 District delegates).
• Test the Business Continuity Plans annually, audit and review the BCMS, incorporate lessons learned.

Phase 3 – Performance evaluation and continual improvement:

• Establish activities for continuous monitoring, review and improvement.
• Identify metrics and KPIs to measure BCMS effectiveness.
• Identify emerging risks and evolving technologies to enhance departmental resilience.

Monthly project status reports must be submitted as per milestones (also used for payment purposes).

Any data produced or tools used must be transferred to a usable Microsoft format at contract end; all data remains the property of GDE.

Project Leader must hold one of: FBCI, MBCI (Business Continuity Institute), or ISO 22301 Senior Lead Implementor certification from a PECB-accredited institution. Proof of certification and valid membership must be submitted.

Bidders must present an implementation approach and project plan.

The evaluation of methodology is weighted as follows: Implementation Approach and Project Plan 20 points; Qualifications and Experience of Proposed Project Team 50 points; Relevant Company Experience 30 points.

Minimum functionality threshold is 70 out of 100.

The Project Leader must hold one of the following valid certifications: FBCI (Fellow of the Business Continuity Institute), MBCI (Member of the Business Continuity Institute), or ISO 22301 Senior Lead Implementor certification from a PECB-accredited institution.

Proof of certification and valid membership standing must be submitted.

Functionality evaluation includes 50 points for qualifications and experience of the proposed project team and 30 points for relevant company experience.

The BCMS must align with ISO 22301 and other applicable South African and international standards.

The service provider must integrate the existing HIRA and ICT DRP into the BCMS.

The BCMS must be tested at least annually.

Any special tools used must transfer data in a usable Microsoft format at contract end.

If pre-production samples are required, they must be submitted to SABS or a designated testing authority within 30 days of request. If corrections are needed, re-submission within 21 days is required at the bidder's cost.

A separate pricing schedule (SBD 3.1, 3.2 or 3.3) must be completed for each item.

This tender uses SBD 3.3 (Professional Services).

Firm prices are preferred; if non-firm, SBD 3.2 must be used.

All costs including packaging (if applicable) must be included in the bid price.

For services requiring installation/erection/assembly, quote on a delivered-on-site basis.

No pricing for imported components unless SBD 5 applies (imports over US $10 million).

Pricing must be submitted on the completed and signed pricing schedule (Annexure A) and SBD 3.3 (Professional Services).

Prices should be firm for the contract duration (SBD 3.1); if non-firm, SBD 3.2 must be completed.

All costs including packaging (if applicable) must be included in the bid price.

For services requiring installation/erection/assembly, prices must be delivered-on-site basis.

Payment is linked to monthly status reports as per milestones.

No bid security, bonds, guarantees, or retention figures are stated in this document.

Bid validity: 180 days.

CSD registration: Proof of valid Central Supplier Database (CSD) registration required.

SARS Tax Compliance: Submit a valid SARS Tax Compliance Status (TCS) pin, or a printed TCS certificate, or CSD number if no TCS pin available. Consortia/JVs/subcontractors must each submit their own TCS/CSD.

No bids from persons in the service of the state, or companies with state-employed directors/members.

B-BBEE: A valid original or certified copy of a B-BBEE Status Level Verification Certificate issued by a SANAS-accredited agency (with BVA number) is required to claim preference points. EMEs/QSEs may submit a sworn affidavit signed by the representative and attested by a Commissioner of Oaths. Trusts, consortia and JVs must submit a consolidated certificate. Expired or non-valid certificates forfeit points.

Project Leader certification (FBCI, MBCI, or ISO 22301 Senior Lead Implementor) is mandatory.

POPIA: Sign the Personal Information Processing Consent form.

Company registration and ID copies of shareholders/owners/directors required to claim specific goals points.

Successful bidders must sign a GPG Contract upon award.

The bid is subject to the General Conditions of Contract (GCC) 2010.

The service provider must review and integrate the existing OHS Hazard Identification and Risk Assessment (HIRA) into the BCMS.

The BCMS must help prevent loss of life, prolonged service delivery interruptions, and reputational damage.

The Gauteng Provincial Government supports the Proudly South African campaign and encourages procurement of local products produced with sound labour relations and high environmental standards.

The contract period is fixed at three (3) years.

The successful bidder must sign a GPG Contract upon award.

The contract is subject to the General Conditions of Contract (GCC) 2010 and any special conditions.

The service provider must comply with POPIA and indemnify the department against losses from breaches of privacy laws.

All data produced under the contract remains the property of GDE.

The department may enter into a formal contract in addition to a letter of acceptance or purchase order.

If the service is not completed to standard, the department may require corrections at the bidder's cost; failure to deliver acceptable samples or meet time frames may lead to contract cancellation.