Supply of computer labels for all SITA data centres — five-year contract (RFB 3292-2026)

Closing date: 30 October 2026 at 11:00

Non-compulsory virtual briefing session: 19 October 2026 at 11:00

Procurement and supply of computer labels for all SITA data centres for a period of five (5) years.

Supply and delivery of computer labels for all SITA data centres over a five-year period. Bids must be submitted electronically via the SITA ERP system.

Briefing session (non-compulsory): 19 October 2026 at 11:00, via Microsoft Teams.

• Questions deadline: 23 October 2026 at 16:30, by email to [email protected].
• Closing date and time: 30 October 2026 at 11:00.

Enquiries contact:

• Name: Andisiwe Kunaka
• Email: [email protected]
• Telephone: 012 367 3293

Submission: via SITA ERP system (link provided in the invitation).

Submission method: electronic via the SITA ERP system only. Bids submitted outside the ERP platform will not be considered.

• Bidders must be registered on the CSD and keep company details updated.
• The bid pricing schedule must be completed in the provided Excel format and included as an original document in the response pack.
• Each line-item price must also be recorded directly in the ERP system as part of the submission.
• All documentation must be provided in the correct format and as original documents.
• Queries must be submitted in writing to [email protected].
• Refer to the Sourcing Supplier User Guide at https://www.sita.co.za/content/erp-isupplier-ecatalogue-guidelines for system navigation.

No evaluation criteria or scoring method are stated in the document.

Supply and delivery of computer labels for all SITA data centres.

• Contract period: five (5) years.
• Scope covers all SITA data centres.

CSD registration is mandatory; company details must be current on the CSD.

• Bidders must complete the pricing schedule in the provided Excel format.
• Bidders must record line-item prices directly in the ERP system.

The procurement is for the supply of computer labels to all SITA data centres over a five-year period. The pricing schedule lists twelve different label formats (varying labels per page) with annual quantities for each year of the contract.

No contact information is stated in the provided document.

Returnable documents: the completed and signed pricing schedule (RFB 3292-2026).

• Complete only the yellow cells in the pricing schedule.
• Prices must be VAT exclusive and in South African Rand.
• The bidder must sign the pricing schedule; a note indicates to convert to PDF before adding the signature.
• Submission method and address are not stated in the provided document.

Evaluation criteria are not stated in the provided document.

Supply of computer labels for all SITA data centres for a period of five (5) years.

The pricing schedule lists the following items (all A4 white, 80gsm Kraft backing, 100 sheets per box):

• 1 label per page: 100 boxes per year
• 2 labels per page: 20 boxes per year
• 4 labels per page: 20 boxes per year
• 6 labels per page: 200 boxes per year
• 8 labels per page: 20 boxes per year
• 10 labels per page: 20 boxes per year
• 12 labels per page: 100 boxes per year
• 14 labels per page: 500 boxes per year
• 16 labels per page: 500 boxes per year
• 18 labels per page: 500 boxes per year
• 21 labels per page: 1000 boxes per year
• 24 labels per page: 1000 boxes per year

Pricing format: unit and line prices must be VAT exclusive and in South African Rand.

Prices must include all costs to deliver the goods, including taxes, duty, logistics, storage, labour, overtime, and subsistence and travel.

If any portion of the price is dependent on the rate of exchange (ROE), the bidder must indicate the ROE used and enter the percentage of the price that is ROE dependent in the "Forex %" column.

The pricing schedule provides for a five-year term with quantities per year and a total line price per item.

VAT at 15% is to be added to the total bid price.

No specific compliance requirements are stated in the provided document.

Closing date and time: 30 October 2026 at 11:00 (South African time).

Virtual briefing session: 19 October 2026 at 11:00. Non-compulsory; held virtually, and attendance is not a condition of bidding.

Brand-specific objection: a bidder who believes the specification favours a particular brand must notify SITA within five (5) days of publication of the RFB; a late objection may not be considered.

Bid validity extension: if requested, the bidder must respond in writing within the required time frame on whether it will hold its bid open on the same terms for a further period.

Enquiries and technical enquiries

• Contact: Andisiwe Kunaka
• Email: [email protected]

National Industrial Participation programme (DTIC)

• Email: [email protected]
• Email: [email protected]
• Postal address: Private Bag X 84, Pretoria, 0001

Procuring entity

• State Information Technology Agency SOC Ltd, registration number 1999/001899/30.

Closing: 30 October 2026 at 11:00 (South African time).

Channel: bids are lodged in response to the invitation to bid; SITA's SCM may request written clarification on any aspect, and the bidder must reply in writing within the time set, failing which the bid is disqualified. Clarification may not change the bid price, the firmness of the price or the technical/functionality content.

Language: bids must be prepared in English.

Administrative returnables

• SBD 4 (Bidder's Disclosure): declares state employment, or connections to the procuring institution, held by the bidder or its directors, trustees, shareholders, members or partners.
• SBD 6.1 (Preferential Procurement Claim): claims preference points for specific goals and must carry the supporting evidence required for each goal claimed.
• Government Procurement General Conditions of Contract: acceptance of the standard contract terms.
• Special Conditions of Contract: acceptance of the bid-specific contract terms.

Mandatory returnables

• Cover letter: the bidder's operating structure and geographic footprint at national, regional and local level, a company profile, a proposal summary and the contact person for this RFB.
• Technical/functionality response, together with an OEM or OSM accreditation letter.
• Pricing/costing.
• SBD 5 (National Industrial Participation): required only where the imported content exceeds US$10 million.

Effect of omissions: leaving out the evaluation returnables lowers the score but does not by itself disqualify the bid.

Oral presentation: SITA may require bidders to present or demonstrate their solution, on a date and at a place SITA sets.

Scoring basis: price plus preference points for specific goals.

Price weighting: a maximum of 80 or 90 points, scored against the lowest acceptable bid using the prescribed formula.

Preference point system: the bid document cites both the 90/10 and the 80/20 system; where it is unclear which applies, the lowest acceptable bid determines which system is used.

Specific goals: the goals that earn preference points, and the proof required for each, are set out in Annexure 1: Bid Specification.

Missing proof: a bidder who does not submit the required proof with the bid is treated as not claiming preference points for specific goals.

Substantiation: SITA may require a bidder to prove any preference claim before adjudication or at any later stage, and may act against a claim that proves false, including disqualification, recovery of costs, cancellation of the contract, restriction from public-sector business for up to 10 years and criminal referral.

Oral presentations: held at SITA's discretion, for fact-finding and explanation only, and not part of negotiation.

Reservation: SITA may cancel the RFB, reject any bid, decline to award to the lowest bidder, or award parts of the work to different bidders.

Scope: procurement and supply of computer labels for all SITA data centres.

Contract period: five (5) years.

Detailed specification: set out in Annexure 1: Bid Specification.

Standards: the goods supplied must conform to the standards stated in the bidding documents and specification.

Delivery: per the time schedule in the contract; if delivery is impeded the supplier must notify the purchaser in writing without delay, stating the fact of the delay, its likely duration and the cause.

Packing: packing must prevent damage or deterioration in transit, withstand rough handling, extreme temperatures, salt and precipitation and open storage, and take account of the remoteness of the destination and the absence of heavy handling facilities.

Warranty: goods must be new, unused and current models; the warranty runs for 12 months from delivery and acceptance at the final destination, or 18 months from shipment, whichever ends first; defective goods or parts must be repaired or replaced at no cost to the purchaser.

Incidental services: on-site assembly and commissioning, supply of assembly and maintenance tools, an operations and maintenance manual per unit, maintenance and repair, and training of purchaser personnel may be required, at rates agreed in advance that do not exceed prevailing rates charged to others.

Spare parts: the purchaser may require spare parts and, where production ends, advance notice plus blueprints, drawings and specifications at no cost.

Inspection: premises must be open at reasonable hours for inspection, and non-compliant supplies may be rejected and replaced at the supplier's cost.

Pricing: pricing/costing is a mandatory returnable document; the bid price excludes VAT; prices are fixed for the contract term and only adjustments authorised in the contract may be applied.

Payment: made in South African Rand, on an invoice supported by a copy of the delivery note and on fulfilment of the other contractual obligations.

Performance security: the successful bidder must furnish it within 30 days of receiving the award notification, for the amount stated in the contract; acceptable forms are a bank guarantee, an irrevocable letter of credit issued by a reputable bank, or a cashier's or certified cheque; it is released within 30 days after completion of the supplier's performance obligations, including warranty obligations.

Penalties: late delivery or non-performance attracts a penalty on the delivered price of the delayed goods or unperformed services, calculated at the current prime interest rate for each day of delay; the purchaser may also terminate the contract.

Pre-bidding testing: carried out at the bidder's cost.

Withdrawal after award: a bidder that accepts an award and then withdraws may be held liable for the extra cost SITA incurs in taking a less favourable bid or re-tendering.

NIPP financial obligation: contracts with imported content of US$10 million or more carry an obligation equal to 30% of the imported content, to be discharged within seven years, and contractors must report contracts above R10 million to the DTIC within five working days of award.

Tax: no contract is concluded with a bidder whose tax matters are not in order; an original SARS tax clearance certificate must be submitted before award.

Restricted suppliers: a bidder listed on the Register for Tender Defaulters or the National Treasury List of Restricted Suppliers is automatically disqualified.

SBD 4 (Bidder's Disclosure): must be completed and signed; a disclosure that is not true and complete disqualifies the bid.

SBD 6.1 (Preferential Procurement Claim): must be submitted with the evidence required for each specific goal claimed.

SBD 5 (National Industrial Participation): must be signed and submitted with the bid where the imported content threshold is met.

Government Procurement General Conditions of Contract and Special Conditions of Contract: must be accepted with the bid.

Sub-contracting: SBD 6.1 requires the bidder to state whether any part of the contract will be sub-contracted and to give the particulars if so.

COIDA (Act 13 of 1993): the bidder warrants that its own employees and those of any sub-contractor are covered, and that the cover stays in force for the adjudication period and any resulting agreement; SITA may call for proof of registration and good standing with the Compensation Fund.

Bid validity: SITA may ask a bidder to extend the validity period; refusing without justifiable reason is a disqualification, and any extension must be confirmed in writing within the time required.

Clarification: failure to answer a written clarification request within the stated time frame disqualifies the proposal.

Prime contractor: the contract is awarded to a prime contractor responsible for managing it, and SITA enters into no separate contract with sub-contractors.

Publicity and personal information: no news release about the RFB or the award without SITA's consent; by signing the bid the bidder consents to processing of its personal information for evaluation and to publication of the contract description, bid number, successful bidder, preference points claimed, contract price and period, and directors' names on the National Treasury e-Tender portal within seven working days of award.

Disqualification risks: false SBD 4 disclosure; listing on the tender defaulters or restricted suppliers register; tax matters not in order; refusing to extend bid validity; not answering a clarification request within the stated time frame.