ICT disaster recovery solution tender – mine health and safety council (gauteng)

SITE INSPECTION: The DR site (physical or cloud data centre location) must be located between 30km and 75km from the MHSC office (Tuscany Office Park, 6 Coombe Pl, Rivonia, Sandton). Rationale: This distance ensures low-latency replication, avoids single-event geographic risks (e.g., same power grid or flood zone), and allows physical access for MHSC ICT personnel within 1-2 hours if required. Cloud-based DR providers must provide proof of data centre location within Gauteng and within the specified distance range. The site must: A functional uninterrupted backup power supply. An operational Data Centre with environmental controls. 24/7 accessibility.

{"name":"DR services","email":"[email protected]","phone":"011 656 1797","department":"Supply Chain Management","address":"BER: 2216"}

Returnable Documents: Invitation to Bid (SBD 1) Fully completed and signed., SBD 6.1 (Preference Claim Form) Fully completed and signed., Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ, response fully completed pricing Schedule (SBD 3)., Pricing schedules must be completed in full., Proof of registration on the Central Please provide proof of registration on the Central, Database (CSD) of National Treasury registered with the Central Supplier Database (CSD), Tax Verification Proof of Tax Verification PIN from SARS or CSD, NB: MHSC only conducts business with bidders whose tax matters and CSD registration are in order., Failure to comply in terms of tax obligations and CSD registration will render your RFQ

Phase 1: SCM Compliance requirements (Returnable documents): RFQs received will be verified for completeness and correctness. MHSC reserve the right to accept or reject an RFQ based on the completeness and correctness of the documentation and information provided. No award will be done without complete provision of returnable documents and any schedules. Returnable documents are categorized as follows: Invitation to Bid (SBD 1) Fully completed and signed. SBD 6.1 (Preference Claim Form) Fully completed and signed. Proof of evidence: Valid and certified sworn affidavit or B-BBEE certificate. Pricing Schedule (SBD 3). Proof of registration on the Central Supplier Database (CSD). Tax Verification Proof of Tax Verification PIN from SARS or CSD supplier number.

Health and safety council for a period of 36 months

The off-site ICT disaster recovery centre should be located within 30km-75km away from the MHSC office. For cloud-based DR solutions, the physical location of the data centre must still comply with the data residency requirement (Gauteng province), and the 30-75 km distance rule applies to the location of the SC office.

requirements = 0 points

2. Criteria 2 experience of team member/s 35

Experience of at least one (1) team member in hyper v

5 years or more experience of at least one (1) team member in hyper v

solution = 5 points

of at least one (1) team member in

hyper v solution = 4 points

of at least one (1) team member in

hyper v solution = 3 points

of at least one (1) team member in hyper v

solution = 0 points

3. Criteria 3 experience of team member/s 35

Experience of at least one (1) team member in backup or

5 years or more experience of at least one (1) team member in backup or

replication tool = 5 points

of at least one (1) team member in

backup or replication tool = 4 points

of at least one (1) team member in

backup or replication tool = 3 points

of at least one (1) team member in backup

and replication tool = 0 points

4. Criteria 4 qualifications of team member/s 20

Provide 300 Mbps internet bandwidth during DR testing and invocation, with network health status

reporting.

1.3.8. Test Certificates: Provide a test certificate upon completion of each business continuity test.

1.3.9. Testing and Reporting

Initial DR Test: Conduct the first full-scale DR test within 90 days of successful DR service

implementation and migration of all systems and data.

Quarterly DR Tests: Conduct quarterly DR tests and provide quarterly test reports.

Monthly Status Meetings: Conduct monthly status meetings and submit monthly reports.

Health Status Reports: Provide environment controls health status monitoring reports and network

health status reports during test days and DR invocation.

As-Built Documentation: Provide comprehensive as-built documentation after final implementation

and testing.

1.3.10. Support and Maintenance

Technical Support: Provide technical support at the DR site during and after normal working hours, on

1.4. Site inspection

The DR site (physical or cloud data centre location) must be located between 30km and 75km from the

MHSC office (Tuscany Office Park, 6 Coombe Pl, Rivonia, Sandton).

Rationale: This distance ensures low-latency replication, avoids single-event geographic risks (e.g., same

power grid or flood zone), and allows physical access for MHSC ICT personnel within 1 2 hours if

required. Cloud-based DR providers must provide proof of data centre location within Gauteng and within

the specified distance range.

Backup or replication certificate of the individual evaluated in criteria 3 = 5

points

No certificate / Irrelevant certificate of the individual evaluated in criteria 3 =

0 points

Total 100

Note: Bidders are to ensure that the team members used in the proposal must be the same team to execute

replace those resources with resources of the same expertise and experience.

Phase 4: Site Evaluation

Bidders who met the 70% threshold under the above functional / technical criteria will progress to site

inspection process to check suitability of facilities that will enable the service provider to execute this service.

e.g. Site location (40km or more), backup power facility, data centre. For the bidder to progress to the final

phase of price and specific goals, a minimum of 70% overall must be obtained on the site visit evaluation.

a) 300 Mbps dedicated

internet bandwidth at DR

site (active during DR

testing and invocation)

b) Network health status

reporting

binding and irrevocable for a period of thirty (30) days from the date of submission to the MHSC.

Bidders may not modify their initial pricing offer whilst the RFQ validity period is still in force. (RFQ

Validity Period: 30 days from date of closure)

complete.

received after closing time and date will be classified as LATE and will not be considered.

With regards to pricing, where a bidder submits both a quote and SBD 3, should the total bid prices

differ, or calculation errors be identified, the one indicated on the SBD 3 pricing schedule shall be

considered the correct price.

claimed for the specific goals and information is

captured correctly and information is true.

Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ

response fully completed pricing Schedule (SBD 3).

ADDRESS. (Proof of address: municipal / utility bill or lease

agreement or bank statement or rates and taxes invoices.)

An existing DR facility located between 30 and 75 kilometres = 5 points

Less than 30 kilometres and more than 75 kilometres = 0 points

2. Criteria 2 backup power supply 35

Does the facility have uninterrupted backup power supply?

Fully functioning backup power supply = 5 points

No backup power / backup power supply not fully functional = 0 points

3. Criteria 3 data centre 35

1. Applicable currency: All prices shall be quoted in South African Rand (R).

2. Completion of pricing schedule: Bidders shall complete the pricing schedule in full, inserting all

the information required therein.

3. Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes including VAT,

less all unconditional discounts, plus all costs to deliver the services and/or goods. Where imported

goods/services are to be used, and pricing is subject to exchange rate fluctuations, the exchange

currency against the Rand must be stipulated, as well as the exchange rate at the time of bidding.

whether because of CPI, PPI, industry extensions or expansions will be allowed in terms of the

signed contract by both parties.)

4. Submission of pricing: bidders must submit their pricing proposals with the technical proposal.

5. Validity Period: SBD 3 is valid for 30 days from date of closure of this RFQ

6. Payment terms: Payment will be made in accordance with section 38(1)(f) and 76(4)(b) of the

PFMA and Treasury Regulations 15.10.1.and 8.2.3 (within 30 days from receipt of invoice

after completion of deliverables).

PRICE SCHEDULE (SBD 3.1 Firm Unit Prices)

pricing requirements. Qualifying bids are ranked on price and specific goals points claimed in the

following manner:

(i) Price - with the lowest priced bid receiving the highest price score as set out in the Preferential

Procurement Regulations 2022.

(ii) Preference - preference points are allocated in accordance with the Preferential Procurement Policy

Framework Act (Act ) and its Regulations 2022 as claimed in the specific goals claim form (SBD

6.1) are added to the price ranking scores. The points for specific goals must be supported by a valid B-

Payment Terms: Payment terms: Payment will be made in accordance with section 38(1)(f) and 76(4)(b) of the

PFMA and Treasury Regulations 15.10.1.and 8.2.3 (within 30 days from receipt of invoice

after completion of deliverables).

PRICE SCHEDULE (SBD 3.1 Firm Unit Prices)

Tenderers are required to complete the following schedule of prices and ensure that the total price

Tax compliance status system pin code from the south african revenue service

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing

Tax Compliance Status

Tcs pin is available but the bidder is registered on the central

Csd number

Csd number must be provided

CSD registration are in order

CSD registration will render your RFQ non

Central supplier database (csd), a csd number must be provided

Central Supplier Database (CSD)

Invitation to Bid (SBD 1) Fully completed and signed.

SBD 6.1 (Preference Claim Form) Fully completed and signed.

Pricing Schedule (SBD 3). The bidder must submit and attach to the RFQ

response fully completed pricing Schedule (SBD 3).

Pricing schedules must be completed in full.

Proof of registration on the Central Please provide proof of registration on the Central

Database (CSD) of National Treasury registered with the Central Supplier Databas

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing

Each party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central

Supplier database (csd), a csd number must be provided.

Points Allocation: 80 points

B-BBEE Details: Bid price proposals are compared on an equal and fair basis, considering all aspects of the bid

pricing requirements. Qualifying bids are ranked on price and specific goals points claimed in the

following manner:

(i) Price - with the lowest priced bid receiving the highest price score as set out in the Preferential

Procurement Regulations 2022.

(ii) Preference - preference points are allocated in accordance with the Preferential Procurement Policy

Framework Act (Act ) and its Regulations 2022 as claimed in the specific goals claim form (SBD

6.1) are added to the price ranking scores. The points for specific goals must be supported by a valid B-

BBEE certificate or certified sworn affidavit.

A maximum of 80 points will be allocated for price on the following basis: 80/20

Where;

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

A maximum of 20 points will be allocated for specific goals on the following basis:

The tenderer must indicate how they claim points for each preference point system in line with the

specific goals of the RFQ as outlined in SBD 6.1.

1.6. Price negotiations

The award of this RFQ may be subject to price negotiations where there are opportunities where prices

are not market related. Under no circumstances will negotiation with any Bidders, constitute an award or

promise/ undertaking to award the contract.

1.7. Protection of personal information act, (popia)

MHSC adheres to the Protection of Personal Information Act, (POPIA) requirements regarding

personal information which came into effect 1 July 2021. As MHSC, we are committed to protecting your

privacy and ensuring that personal information collected is used properly, lawfully, and

SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022: This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for specific goals. 1.1 The following preference point systems are applicable: - the 80/20 system for requirements with a Rand value of up to R50 000 000; - the 90/10 system for requirements with a Rand value above R50 000 000. 1.4 The maximum points for this tender are allocated as follows: PRICE 80, SPECIFIC GOALS 20, Total points for Price and SPECIFIC GOALS 100. 4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be awarded for specific goals stated in the tender.

Security and Access Control: 24/7 access to the DR site for MHSC ICT personnel. Security, access control, and CCTV surveillance.

1.3.4. DR Site Facilities and Environmental Controls

Environmental Controls: The DR site must have the following:

Uninterruptible Power Supply (UPS) with battery backup.

Backup diesel generator power supply with fuel for a minimum of 30 days of continuous operation

during disaster invocation.

Air-conditioned data centre with redundant cooling systems (HVAC, CRAC units).

Environmental and temperature monitoring systems (temperature and humidity controls).

Fire suppression system (e.g., FM200, VESDA, CO2).

Support and Maintenance: Technical Support: Provide technical support at the DR site during and after normal working hours, on DR test days, and during invocation.

DUE DILIGENCE: The MHSC reserves the right to conduct supplier due diligence prior to final award or at any time during the contract period. This may include site visits, reference checks and requests for additional information. The MHSC may where applicable request samples from the bidder/s to confirm capability.

Phase 2: Mandatory Evaluation: Mandatory requirements. The following requirements which are mandatory must be complied with by the bidder. Please note that bidders will not be evaluated further if they do not provide evidence confirming compliance with any of the specified mandatory requirements. NO DESCRIPTION COMPLY NOT COMPLY 1. Service providers must provide MHSC with proof of a valid Microsoft Solutions Partner designation in Infrastructure (Azure) or Security. (Attach valid proof of the Solutions Partner designation as displayed in the Microsoft Partner Center, or an official partner certificate issued by Microsoft confirming active status in the required solution areas.) The certification must be valid on the date of the closure of the bid.

There shall be no discussions with any enterprise until evaluation of the proposal has been

Phase 3: Functionality/technical evaluation phase

Functional Evaluation.

Bidders must achieve 70% in this phase for their bid to progress to the next phase of evaluation.

3 or more reference letters that meet the above requirements = 5 points

2 reference letters that meet the above requirements = 4 points

1 reference letter that meets the above requirements = 3 points

requirements = 0 points

solution = 5 points

hyper v solution = 4 points

hyper v solution = 3 points

solution = 0 points

replication tool = 5 points

backup or replication tool = 4 points

backup or replication tool = 3 points

and replication tool = 0 points

he lowest priced bid receiving the highest price score as set out in the Preferential

(ii) Preference - preference points are allocated in accordance with the Preferential Procurement Policy

Framework Act (Act ) and its Regulations 2022 as claimed in the specific goals claim form (SBD

6.1) are added to the price ranking scores. The points for specific goals must be supported by a valid B

A maximum of 80 points will be allocated for price on the following basis: 80/20

Ps = Points scored for price of tender under consideration

A maximum of 20 points will be allocated for specific goals on the following basis

The tenderer must indicate how they claim points for each preference point system in line with the

specific goals of the RFQ as outlined in SBD 6.1.