Renewal of veeam data cloud for microsoft 365 subscription – 36 months (sahpra RFB 006)

Closing date: 24 November 2026 at 11:00

• Clarification deadline: Friday 13 November 2026 (written email only; telephonic requests not accepted)
• Questions and answers published on SAHPRA website: Monday 16 November 2026
• No briefing session (confirmed in document)
• Current subscription expires 19 March 2027; contract term runs 36 months from subscription commencement, with option to extend 24 months

Bidding procedure and technical enquiries:

• Contact: Malose Teffo
• Email: [email protected]
• Telephone: not stated (field left blank in document)
• Facsimile: N/A

Submission address:

Loftus Park, Building A

402 Kirkness St

Arcadia

Pretoria

0083

Submission method: physical delivery only. No posted, faxed or emailed bids accepted.

• Deliver one original plus two copies and one USB to the tender box or Second Floor reception at SAHPRA.
• Address: Loftus Park, Building A, 402 Kirkness St, Arcadia, Pretoria, 0083.
• Deliveries accepted Monday to Friday 08:30 to 16:00, before or on closing date. Late bids returned unopened.
• Envelope must be sealed and marked with bid number, closing date and time (11:00), and bidder name and address.
• Register the hard-copy proposal in the tender submission register at SAHPRA reception.
• Closing time verified by Telkom time (dial 1026). Bids arriving even one second after 11:00 are late.

Returnable documents (complete, sign and return):

• Special Conditions of Bid and Contract (Section B-1): initial each page, sign last page; required for responsiveness.
• Tax Compliance (Part 2): submit SARS Tax Compliance System PIN, printed tax compliance status, or CSD number; each JV/consortium/subcontractor party must submit separate proof.
• SBD 4 (Declaration of Interest): disclose any director/shareholder employment by an organ of state or relationship with procuring institution personnel; failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim Form): claim specific goals points; incomplete or unsigned form and missing evidence means zero points for specific goals.
• SBD 1 (Invitation to Bid): complete and sign; required for responsiveness.
• SBD 3.1 (Pricing Schedule, firm prices): complete in prescribed format; no alterations allowed; missing/incomplete price or non-firm price renders bid non-responsive.
• Proof of CSD registration (Part 7): submit proof of registration or application; contract cannot be awarded without CSD registration; if subcontracting, submit subcontractor's CSD proof.
• Proof of authorisation as a Veeam partner, reseller or third-party distributor (mandatory requirement).

Other submission rules:

• Bid validity: 90 days from closing date.
• Bids not structured into Parts 1-7 may have information ignored in evaluation.
• Additional information requested during evaluation must be submitted within 2 working days.

Evaluation stages:

1. Compliance with minimum requirements: bids deviating from requirements may be eliminated; incomplete returnable forms or missing pricing schedule render bid non-responsive.
2. Functionality (minimum qualifying score: 75 out of 100 points).

• Reference letters (max 30): at least two contactable client references for similar services within past 5 years; each letter on client letterhead with client contact, scope, dates. 0-1 letter = 0, 2 letters = 20, 3 letters = 25, 4 letters = 30.
• Key Resource/Team Leader certification (max 40): relevant Veeam certification = 40; no certification = 0.
• Company experience (max 30): 2-4 years = 10, 5-7 years = 20, more than 7 years = 30.

3. Price and specific goals: 80/20 preference point system applied (price max 80, specific goals max 20). Estimated value does not exceed R50 million (VAT incl). Award to bidder with highest total points unless section 2(1)(f) of PPPFA applies.

SAHPRA requires renewal of its Veeam Data Cloud for Microsoft 365 subscription, including support and maintenance, for 36 months (option to extend 24 months).

Scope:

• Renewal of Veeam Data Cloud for Microsoft 365 licences for 550 users.
• Access to all licensed features and functionality.
• Subscription management and licensing/entitlement documentation.
• Technical support, software updates, upgrades, security patches and bug fixes.
• Licensing-related queries and administration assistance.

Data protection must continue for:

• Microsoft Exchange Online, SharePoint Online, OneDrive for Business, Microsoft Teams.
• Capabilities: item-level recovery, point-in-time recovery, full workload recovery, secure cloud-based backup storage, search and restore.

Deliverables:

• Subscription renewal for 36 months
• Official Veeam license confirmation and activation
• Solution support and escalation services
• Access to all applicable patches, updates and upgrades
• Support and service reports upon request

Pricing schedule (SBD 3.1) - firm prices only. Non-firm prices, including those subject to exchange rate variations, not considered.

• Price must cover all services for 36 months and be in prescribed format.
• VAT must be included and shown separately.
• Bids without a price, incomplete price, or no total cost for 36 months are non-responsive.
• Preference point system: 80/20 (estimated value not exceeding R50 million incl VAT).
• Payment terms: Purchaser undertakes to pay within 30 days after receipt of invoice (per contract form).
• No bid security or guarantee mentioned.

CSD registration: mandatory for all suppliers; must be registered (or provide proof of application) before submitting bid. Contract cannot be awarded to non-registered bidder.

Tax compliance: submit SARS Tax Compliance System PIN, printed TCS, or CSD number; each consortium/JV/subcontractor party must submit separate proof.

Mandatory authorisation: proof of being a Veeam partner, reseller or third-party distributor.

Disqualification grounds: listed on Register for Tender Defaulters or List of Restricted Suppliers; proven corruption/fraud; abuse of SCM system; failure to perform on previous contracts.

Special conditions: Bidders must indicate acceptance of all special conditions; deviations must be stated with reasons. Silence implies compliance.

B-BBEE: Preference points claimable under SBD 6.1 (80/20 system). Specific goals points (max 20) awarded for:

• 100% Black owned EME/QSE = 20 points
• At least 51% Black owned EME/QSE = 18 points
• 0% to <51% Black owned EME/QSE = 16 points
• HDI ownership (Black women 30-100%, Black youth 51-100%, Black people with disability 51-100%) = 20 points (all B-BBEE levels)
• 51-100% Black ownership (large enterprise), by B-BBEE level: Level 1 = 18, Level 2 = 16, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8/non-compliant = 0
• Non-black/non-HDI large enterprises, by level: Level 1 = 12, Level 2 = 10, Level 3 = 8, Level 4 = 6, Level 5 to non-compliant = 0

Evidence required: valid B-BBEE certificate, sworn affidavit (for EMEs/QSEs), certified ID copies of directors, CSD report, and for disability ownership, medical practitioner's declaration. Bidders must also complete the Preference Points Claim Form; missing it means zero specific-goal points.