Comprehensive digital services tender: website hosting, design, support, social media & intellex platform management for ppecb

PPECB requires a 36-month contract (renewable for 24 months) for: 1) Website hosting, design, support, and development for www.ppecb.com (WordPress-based, currently hosted with Xneelo). 2) Social media management for LinkedIn and X/Twitter (pay-per-use, ~1 post/month). 3) Intellex platform support (Microsoft Power BI Embedded, hosted on PPECB website). Services include 15-hour monthly retainer for support, security, development, and enhancements (rollover up to 6 months). Additional ad hoc work billed separately. Intellex support (~120 hours/year) and social media are billed as needed. Dedicated account manager required for direct email/phone contact. Full source code repository must be provided at contract end.

Closing date and time: 06 July 2026 at 11h00. Bid validity period: 120 days from date of closure. Queries deadline: 10 days before closing date (26 June 2026).

Tender enquiries: Mpumzi Mehlomakulu. Email: [email protected]. Phone: +27 21 930 1134. Submission address: PPECB Head Office, Main Reception, 45 Silwerboom Avenue, Plattekloof, Cape Town, 7500. Business hours: 08:15 – 16:45.

Submit in dual format: 1) Hard copy in sealed tender box at PPECB Head Office, Main Reception, 45 Silwerboom Avenue, Plattekloof, Cape Town, 7500; 2) Electronic copy via Microsoft OneDrive shared with [email protected] and [email protected]. Both must be delivered before 06 July 2026 at 11h00. In case of conflict, hard copy takes precedence. No late submissions accepted. Split into two envelopes: Envelope 1 (Technical Proposal, no pricing) and Envelope 2 (Pricing Proposal, no technical info). Both envelopes must be sealed and placed in an outer envelope. Non-compliance with submission instructions may result in disqualification. Required forms: SBD1, SBD4, SBD6.1, SBD3.3, and all supporting documents as listed in Section 5.2.

Minimum functional threshold of 185 points out of 195 in Technical Evaluation. Must pass Administrative/Compliance Evaluation first. Must score above individual sub-minimums per criteria. Site visit required for shortlisted bidders. Bidders must not be in litigation with PPECB. Bidders with poor record of accomplishment may be excluded. Contract award subject to Executive Committee and Board approval.

Scope: Website hosting (WordPress), design, support, and development for www.ppecb.com; social media management (LinkedIn, X/Twitter); Intellex platform support (Microsoft Power BI Embedded). Services: 15-hour monthly retainer for support, design, development, and security (rollover up to 6 months). Additional ad hoc work billed at approved rates. Intellex support: ~120 hours/year, billed as needed. Social media: pay-per-use (sponsored content, promoted posts). Deliverables: Monthly reports (website analytics, plugin updates, backups, Intellex usage), annual customer satisfaction survey, bulk email management, source code repository on contract completion. SLA response times: 24h for tender docs, 48h for other docs, 7 working days for survey reports, end of first week for monthly reports. POPIA compliance and website security (firewall, updates, backups) mandatory.

Organizational experience (not individual): 5–10 years = 20 points, 4–5 years = 10 points, 2–3 years = 5 points. Current number of websites maintained = 5 points. Response times: Must confirm agreement to stipulated times (20 points, no deviations). Resource allocation: Provide organogram (10 points) + CVs for Customer Service Rep (5), Lead Developer (5), Support Developer (5). Confirm resource availability and continuity plans (5 points). Financial stability: Confirm not over-reliant on PPECB fees; state % of total income from PPECB: <5% = 20, 5–15% = 15, 15–25% = 10, >25% = 5 points. Dedicated account manager: Must be separate from developer, available via email/phone (20 points).

Technical documents must be organized in sequence with clearly marked sections per evaluation criteria. Include page references for easy location. Site visit stage: Bidders passing Stages 1 & 2 undergo premises inspection by 2 evaluators. Risk assessment and feedback provided to committee. Bidder must confirm in writing they will allow site access and provide address. Scoring: Safety/security of premises (min 10, max 20 points), additional security measures (CCTV, alarms, etc.) (min 10, max 20 points).

Submit SBD 3.3 Pricing Schedule in MS-Excel (unencrypted). Must include: Ceiling price (total estimated cost + taxes). Hourly/daily rates for all personnel. Cost per phase + man-days. Travel expenses (rate/km, airfare class, etc.) with proof. Other expenses (accommodation, etc.) with proof. Period for project commencement post-award. Estimated man-days for completion. Confirm if rates are firm for contract duration (yes/no); if no, specify adjustment basis (e.g., CPI). All prices VAT inclusive. No blank fields; detailed cost breakdown required. Deviation from format = non-responsive bid.

Pricing must be VAT inclusive. Required fees: hourly retainer rate, monthly hosting fee, ad hoc support rate, after-hours emergency rate, total monthly fee (including retainer, hosting, bulk email platform). Intellex: hourly rate. Social media: management fee, costs for sponsored content/inMail (LinkedIn), promoted tweets/cards (X/Twitter). Payment terms: 30 days from invoice (20 points). Pricing schedule must be in MS-Excel, unencrypted. All components must be quoted; no blank fields. Deviation from pricing schedule format = non-responsive bid. Discounts only considered if unconditional. Errors/omissions not accepted.

Mandatory: CSD registration (Master Registration Number in SBD1). Tax Compliance PIN Certificate. Valid B-BBEE Certificate (SANAS approved or affidavit for EMEs/QSEs). For joint ventures/consortiums: consolidated B-BBEE certificate, joint venture agreement (split of work, rand value, lead partner, guarantees), Tax Clearance for each member, proof of ownership/shareholders, company registration certificates. SBD forms: SBD1 (Invitation to Submit Proposal), SBD4 (Bidder Declaration), SBD6.1 (Preference Points Claim). Non-Disclosure Agreement (Annexure A). Proof of authority to sign bid. Subcontracting not allowed. POPIA compliance required.

Contract governed by National Treasury’s General Conditions of Contract (GCC) and PPECB’s Special Conditions of Contract (SCC). SCC prevails in conflicts. Key terms: 36-month duration + 24-month renewal option. Annual performance reviews; PPECB may terminate for poor performance or reputational risk. Successful bidder must sign formal agreement. No assignment/cession of obligations without written consent. Proof of insurance (public liability) required before work begins; must be maintained for contract duration. Subcontracting not allowed. Legal jurisdiction: South African courts. Payment terms: 30 days from invoice, VAT inclusive, correct PO number required. PPECB reserves right to reject non-compliant proposals.

5-stage evaluation: 1) Administrative/Compliance: Check returnable documents for compliance with tender terms. 2) Functional/Technical: Weighted criteria (195 points total, 185 minimum threshold). Key criteria: POPIA compliance & security (20), costs clarity (20), references (20), experience (25), response times (20), resource availability (30), payment terms (20), financial stability (20), dedicated account manager (20). 3) Site Visit: Premises inspection (max 40 points: safety/security 20, additional measures 20). 4) Price & Preference: 80/20 system. B-BBEE points: EME=20, QSE=20, Generic=5 (max 20). 5) Objective Criteria: Risk assessment (fruitless expenditure, abnormally low bid, material irregularity, litigation, poor past performance).