Supply, delivery, installation and configuration of hpe aruba network switches for the department of water and sanitation

• Non-compulsory virtual briefing session: date and time not specified in the bid specification. Refer to the main tender documents.
• Closing: 20 November 2026 at 09:00 (as per tender record).

• No contact details were provided in the bid specification. Refer to the main tender documents for SCM and technical enquiry contacts.

Submission method and returnable documents:

• Bidders must be registered as suppliers on the National Treasury Central Supplier Database (CSD). Only CSD-registered suppliers will be considered.
• Bids must be submitted by the closing date and time. The submission channel is not specified in the bid specification; refer to the main tender documents for delivery instructions.
• Returnable forms include, at minimum:
• CSD registration proof.
• SBD 1 (Invitation to Bid): completed and signed as the cover page.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• SBD 8 (Declaration of Bidder's Past SCM Practices): discloses past supply chain practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion and independent pricing.
• Technical returnables, all mandatory, must be attached to Annex A with a unique reference (e.g., binder/folio, chapter, section, page) for each item:
• OEM accreditation certificate/letter (see complianceRequirements).
• Completed Table 6 references and reference letters (see experience requirements).
• Signed Annex B: Addendum 1 confirming compliance with product/service functional requirements.
• Signed Declaration of Compliance and Acceptance for Special Conditions of Contract (Section 4.3.2).
• Declaration of Acceptance for Costing and Pricing Conditions must be marked with an "X" for either "ACCEPT ALL" or "DO NOT ACCEPT ALL"; leaving it unmarked is treated as "DO NOT ACCEPT ALL" and disqualifies the bid.
• Preference requirements must be completed in full; failure to submit proof to claim preference points is interpreted as not claiming them.
• Disqualification risks include:
• Submission after closing time.
• Missing, unsigned, or incomplete mandatory returnable forms.
• Failing to accept ALL Special Conditions of Contract.
• Setting counter-conditions or amending bid conditions without withdrawing them when asked.
• Incomplete Table 6 or missing reference letters.
• Misrepresentation of information, which may also lead to contract restriction.

The bid is evaluated in four sequential stages. Bidders must pass each stage to proceed.

Stage 1 – Mandatory Administrative Responsiveness:

• Attendance of the non-compulsory virtual briefing session is noted but not mandatory.
• Registration on the Central Supplier Database is mandatory.

Stage 2 – Technical Mandatory Responsiveness:

• Bidders must comply with ALL mandatory requirements, with substantiating evidence referenced by a unique location in the bid response. Failure to locate evidence may be treated as "NOT COMPLY".
• Requirements:

1. OEM accreditation as a partner/reseller for HPE Aruba switches.
2. At least two customer references for installation and configuration of HPE Aruba switches within the past five years.
3. Signed Annex B: Addendum 1 confirming product/service functional compliance.
4. Signed acceptance of ALL Special Conditions of Contract.

Stage 3 – Special Conditions of Contract Verification:

• Bidders must accept ALL Special Conditions. SITA may negotiate or waive conditions, or disqualify bidders who do not accept them.

Stage 4 – Price and Preference Points Evaluation (80/20 system):

• Price: 80 points.
• Preference points (Specific Goals): 20 points.
• Total: 100 points.
• Maximum points for preference goals are allocated based on the bidder's B-BBEE status and ownership categories (see B-BBEE evidence).
• Points are awarded only if substantiating evidence is complete, relevant, and accurate.

Scope of work:

• Supply, deliver, install, and configure HPE Aruba network switches for the Department of Water and Sanitation (DWS) Kimberley Regional Office.
• Delivery address: Department of Water and Sanitation, 28 Central Road, Beaconsfield, Kimberley, 8301.
• The existing LAN at two buildings (Block A and Block B) uses obsolete switches (HP 5820-14XG-SFP+, H3C S5820X-28C, HPE 4800-24G-PoE). Replace with new equipment per the specification.
• Provide on-site installation and configuration outside business hours (preferably weekend) as per DWS design document.
• Configure switch ports for compatibility with all existing network-reliant systems and devices.
• Test connectivity (ping, traceroute), VLAN isolation, and PoE delivery.
• Decommission all old equipment.
• Amend or update network diagrams as needed.
• Patching of all new equipment.

Required items (quantities as specified):

• Block A Access Stack: 6 x HPE Aruba CX 6200F 24G Class4 PoE 4SFP+ 370W Switch; 6 x Aruba 5Y FC NBD Exchange HW 6200F 24G PoE+ SVC; 2 x 10G SFP+ LC SR transceivers; 5 x 1m DAC cables; 1 x 3m DAC cable.
• Block B Access Stack: identical quantities as Block A.
• Core/Server Layer: 2 x CX 5420 6-slot Switch; 2 x 5Y FC NBD Exch HW 5420 SVC; 8 x 1600W AC Power Supplies; 2 x Management Modules; 4 x 8-port Smart Rate Class8 PoE Modules; 2 x 8-port SFP+ LRM Modules; 12 x 10G SFP+ transceivers; 2 x 7m DAC cables.
• Network Management: 12 x Aruba Central Switch Class-2 Foundation 5-year Subscription; 2 x Class-4 Foundation 5-year Subscription.
• Cabling: 300 x UTP Category 6 50cm patch leads.
• Spares: 1 x Smart Rate PoE Module; 1 x SFP+ LRM Module.
• Services: installation/configuration, patching, port configuration, decommissioning, diagram updates, testing (1 each).

Warranty and support:

• 5 years (60 months) on-site warranty with full parts and labour coverage, including upgrades and accessories, during office hours (07:30–16:00), 4-hour call follow-up and next business-day repair.
• All firmware/software upgrades and support costs for the warranty period must be bundled into the up-front solution price.
• Warranty and support must be quoted and paid up-front as capital expenditure.

Special requirements:

• DWS must be notified two weeks prior to installation for change control.
• Successful bidder must attend a kick-off meeting onsite to discuss design and implementation plan.
• Bid price must be fully inclusive of all costs to deliver a complete, functional solution after installation and testing.

• Pricing must be VAT inclusive, quoted in South African Rand (ZAR).
• Total price covers the entire scope: all services, accessories, upgrades, delivery, labour, overtime, and options must be included. If omitted, the supplier must supply them at no cost.
• Price must be quoted for the full duration of the contract, with local and foreign portions clearly indicated where applicable.
• Use the fixed exchange rates provided for comparison (per bid specification):
• 1 USD = 16.64 ZAR
• 1 eur = 18.52 ZAR
• 1 gbp = 22.13 ZAR
• Bidders must complete the pricing schedule in the provided Excel spreadsheet.
• SITA reserves the right to negotiate pricing and quantities with the successful bidder before award.
• Bidder must sign the Declaration of Acceptance for costing and pricing conditions.
• No bid security, bonds, guarantees, or retention were specified in the bid specification.
• SITA may conduct financial audit or probity before award to confirm financial capacity.

Mandatory compliance requirements:

• CSD registration is mandatory.
• OEM accreditation: bidder must be an accredited partner/reseller with Hewlett Packard Enterprise to provide Aruba switches. Provide a valid, signed, dated certificate or letter on OEM letterhead confirming the bidder's name and accreditation, issue date, and expiry date (if applicable).
• B-BBEE: to claim preference points, provide a B-BBEE certificate (SANAS accredited agency or the department) or a sworn affidavit in CIPC format (EMEs and QSEs only). CIPC registration documents will be used as evidence of compliance.
• Preference points categories (Table 5) may require:
• South African ID copy (for black-owned, black woman-owned, youth-owned).
• Medical certificate clearly indicating disability (for ownership by people living with disabilities).
• No CIDB grading, tax clearance pin, or professional body registration specified in the bid specification.
• Local production/content requirements are not specified in this document.