LEDA Server Supply and Migration Tender Limpopo

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Limpopo

Purpose: Appoint a bidder to supply, deliver, configure, and migrate servers at LEDA Lebowakgomo office to replace end-of-life infrastructure.
Background: LEDA’s current on-premises Dell server infrastructure (installed in 2016) is outdated, lacks capacity/redundancy, and requires modernization for improved performance, scalability, and high availability.
Scope: Supply of servers, SAN storage, cabinet, UPS, VMware licenses, configuration, migration of 14 VMs, and training for LEDA IT staff.

Closing date and time: 19 June 2026 at 11h00.
Bid validity period: 90 days from closing date.

Bidding procedure enquiries: Suzan Mabeba. Email: [email protected]. Phone: 066 484 1939.
Technical enquiries: Isaac Mamakoa. Email: [email protected]. Phone: 060 976 3993.
Submission address: Limpopo Economic Development Agency, Enterprise House, 1 Main Road, Lebowakgomo (tender box).
Clarifications: Submit written requests to [email protected]. No telephonic or in-person clarifications except for document collection.

Hand-deliver bids to the tender box at: Limpopo Economic Development Agency, Enterprise House, 1 Main Road, Lebowakgomo. Late submissions will be rejected.
Closing date: 19 June 2026 at 11h00.
Use official bid forms (SBD 1, SBD 4, etc.) as provided. Do not retype or alter forms.
Initial every page of the tender document.
Submit bids in two sealed envelopes (technical and financial), clearly marked.
Bids must remain valid for 90 days from the closing date.
Non-submission of required documents (e.g., SBD 1, SBD 4, CSD proof) may disqualify the bid.
Failure to comply with submission rules (e.g., late delivery, incomplete forms) renders the bid invalid.

Evaluation follows a 3-stage process:

Stage 1 (Pre-qualification): Mandatory submission of SBD 1, SBD 4, CSD registration proof, OEM reseller certificate, and joint venture agreement (if applicable). Non-compliance disqualifies the bid.
Stage 2 (Technical): Minimum 70/100 points required to proceed. Criteria include:
Relevant experience: Reference letters for SAN (25 pts) and VMware (25 pts) projects. 4+ references = full points; 3 = partial; <3 = minimal.
Team expertise (45 pts): CVs and certifications for 3+ technical personnel (SAN, VMware, Microsoft). Points awarded for experience (5+ years = 10 pts, 3-4 years = 5 pts, 1-2 years = 2 pts) and valid certifications (5 pts each).
Methodology (5 pts): Detailed approach, project plan, and understanding of scope.
Stage 3 (Price + Specific Goals): 80/20 system. Price (80 pts) uses formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific Goals (20 pts) include B-BBEE (ownership, equity, youth, disability), small business promotion, Limpopo-based enterprises, and Military Veterans.

Deadlock resolution: Highest Specific Goals score wins. If tied, functionality score decides. If still tied, drawing of lots.
Preference Points Claim Form (SBD 6.1) must be submitted with supporting documents (CSD report, medical certificates, financial statements, etc.).

Purpose: Modernize LEDA’s aging ICT infrastructure (Dell servers from 2016) with new hardware, virtualization, and redundancy.
Scope: Supply, deliver, configure, and migrate servers at LEDA Lebowakgomo office.
Hardware:

3x PowerEdge R470 servers: 256GB RAM each, 2.5" chassis, Intel Xeon 6511P processor, 8x32GB RDIMM, 2x480GB SSD, redundant 800W power supply, Broadcom quad-port NIC, 5-year warranty.
1x SAN storage: 25TB raw capacity, 24-bay enclosure, dual 12Gb SAS controllers, 3.2TB SSD SAS Mixed Use drives, hot-swappable/upgradable controllers, 5-year warranty. Must support specified protocols and I/O throughput.
1x 42U cabinet: 800Wx1000D, perforated door, 1200kg load, 10-way 16AMP power rail, 4x drop-in fans, blank/brush panels.
1x 10KVA online UPS: Rackmount with 12V9Ah x16 battery bank, 5-year warranty. Contractor must issue CoC after installation.

Software: VMware vSphere Standard (72 cores, Version 9.0.x) with 12-month support.
Services:

Configure SAN, servers, and VMware vSphere HA cluster.
Migrate 14 existing VMs to the new environment.
Provide training for 5 LEDA IT staff and a detailed handover document.

Deployment methodology: Proposal must include staging, onsite installation/racking, SAN/VMware configuration, VM migration, and training plan.
Project duration: 3 months from appointment.

Proposal requirements:

Statement of work: Detail the approach and methodology for the project.
Design/layout: Demonstrate how hardware will connect and interact within the environment.

Evaluation focus: Bidder’s understanding of the Terms of Reference, relevance of methodology, and contribution to project objectives.
Key deliverables: Staging/preparing servers, onsite installation/racking, SAN/VMware HA cluster configuration, VM migration, and training.

Relevant experience: Provide reference letters and purchase orders for at least 3 completed SAN and VMware projects (scored: 4+ references = 25 pts each category, 3 = 20 pts, <3 = 5 pts). References must be <10 years old and contactable.
Team expertise: Submit CVs and certifications for at least 3 technical personnel with experience in SAN storage, VMware (hypervisor), servers, and Microsoft products. Scoring:

Experience: 5+ years = 10 pts, 3-4 years = 5 pts, 1-2 years = 2 pts.
Valid certifications: 5 pts each.
Failure to submit 3 CVs = 0 pts for this criterion.

Personnel standards: Successful bidder must ensure employees are qualified, skilled, and competent. LEDA may interview personnel to verify understanding of key deliverables.

Verification: LEDA reserves the right to conduct site inspections, product evaluations, or explanatory meetings to verify the quality of services offered, before or after bid adjudication.
Standards: Successful bidder must use reasonable professional techniques and standards, monitor project progress against targets/costs/timeframes, and ensure continuity of services to LEDA.

Form: Use SBD 3.1 (Pricing Schedule – Firm Prices) for all submissions.
Requirements:

Firm prices only (no exchange rate variations).
Include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
Provide detailed cost breakdown for each item/service.
Separate pricing schedules required for different delivery points.

Validity: Prices must remain firm for the contract duration (90 days from bid closing).
Delivery: All delivery costs must be included in the bid price. Delivery basis must be specified (firm/not firm).

Pricing: Submit firm prices in South African Rand (ZAR), including all applicable taxes (VAT, PAYE, income tax, UIF, skills levies). Non-firm prices (e.g., subject to exchange rates) will be rejected.
Pricing schedule: Use SBD 3.1. Include detailed cost breakdown for all items (hardware, software, services). Separate pricing schedules required for different delivery points.
Validity: Prices must remain firm for the contract duration (90 days from bid closing).
Payment terms: Payments made upon completion of each project phase. Invoices paid within 30 days of receipt. No interest payable during disputes.
Delivery costs: Must be included in bid prices. Delivery basis: Firm, to prescribed destination.
Payment method: Electronic transfer to the bank account listed on the verified CSD report and invoice.

Mandatory registrations/certifications:

Central Supplier Database (CSD) registration with proof (detailed report).
OEM Certified Reseller (attach certificate or letter of accreditation).
Microsoft Certified Gold Partner.
VMware certification.

Tax compliance:

Valid Tax Compliance Status (TCS) PIN from SARS. If no TCS, provide CSD number.
Foreign bidders: Complete questionnaire. If 'No' to all questions, TCS registration is not required.
Consortia/joint ventures: Each party must submit separate TCS/CSD details.

B-BBEE and Specific Goals:

Claim points via SBD 6.1 for: Black ownership (5 pts), Women equity (3 pts), Youth equity (2 pts), Disability (2 pts), Small business promotion (3 pts), Limpopo-based enterprises (3 pts), Military Veterans (2 pts).
Supporting documents: CSD report, medical certificates, latest financial statements, proof of address, MVA force number.

Mandatory documents:

Duly completed and signed: Original Bid Document, SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure).
Consortium/joint venture agreement (if applicable): Must be legally compliant and signed by all parties.

Disqualification risks:

Non-submission of mandatory documents.
Bidders in service of the state, or listed on Tender Defaulters/Restricted Suppliers list.
Collusive bidding or fraudulent claims.

Contract formation: Successful bidder must sign a contract and Service Level Agreement (SLA) within 7 days of conditional award. The bid document, bid response, and General Conditions of Contract (GCC) form the contract.
Subcontracting: Not permitted without prior written consent from LEDA’s Accounting Officer. Bidder remains fully liable for subcontractor work, quality, and activities on LEDA premises.
Assignment: Contract or any part thereof cannot be assigned or ceded without prior written consent.
Variations/amendments: Only valid if documented in writing and mutually agreed upon.
Governing law: Contracts are governed by the laws of the Republic of South Africa.
Intellectual property: All inventions, innovations, data, and reports created under the contract become the property of LEDA/Limpopo Provincial Administration. Bidder must transfer all rights unless otherwise agreed in writing.
Confidentiality: Bidder must protect government information and ensure staff/associates comply with statutory requirements, even post-contract.
Conflict of interest: Bidders must disclose any potential conflicts and avoid actions that may create conflicts with LEDA’s interests.
Termination: LEDA may terminate for breach, fraud, professional misconduct, or unavailability of funds.
Liability: Bidder indemnifies LEDA for losses, damages, or costs arising from its acts or omissions.
Warranties: Bidder warrants legal capacity, suitability, compliance with laws, and authorization to perform the work.

This Tender Has Expired

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