Supply, delivery and licensing of an on-premises backup and replication solution programme

RFQ Issue Date: 25 August 2026. Closing date and time: 08 September 2026 at 12:00 PM. No compulsory briefing or site visit mentioned.

Technical/Specification queries: [email protected] (use RFQ number and description in subject). Phone: 013 754 2700 / 060 960 6573. Submission email: [email protected] (use RFQ number and description in subject). Delivery address for goods/services: Absa Square Building, 20 Paul Kruger Street, 3rd Floor, Mbombela, 1200. Contact persons for delivery: Themba Ximba / Katlego Ramaube.

Submission method: email quotations to [email protected] with the RFQ number and description in the subject line. Closing date and time: 08 September 2026 at 12:00 PM. Late submissions will not be considered. Returnable documents (all must be completed, signed and submitted with the quotation):

• Fully completed and signed RFQ document
• Official quotation on company letterhead
• Latest tax clearance certificate or SARS PIN
• B-BBEE verification certificate (SANAS accredited) or sworn affidavit for EME/QSE
• CSD report or MAAA number
• Supplier Code of Conduct acknowledgement
• All SBD forms (Declaration Forms) signed and returned

Disqualification risks: late or incomplete submissions; non-compliant tax status not rectified within 7 working days; fraudulent or inaccurate information; false declarations on SBD forms; listed on National Treasury's restricted suppliers database; failure to quote in line with specification.

Three-phase evaluation:

Phase 1 — Administrative Compliance: full completion of RFQ document; all SBD forms completed; tax matters in order (SARS PIN/tax clearance); company registration documents; B-BBEE certificate or sworn affidavit (failure to attach leads to non-allocation of points); CSD registration (successful bidder must register within 7 working days if not already registered).

Phase 2 — Mandatory Requirements: bidder must be an authorised Veeam reseller/partner; attach proof of valid certificate or authorisation letter in the bidding company's name; certificates will be verified on the Veeam website — failure to verify results in disqualification.

Phase 3 — Price and Specific Goals (80/20 system): Price 80 points; Specific Goals 20 points. Specific goals and required proof:

• 51%+ Black Owned entities: 20 points (CIPC registration, valid B-BBEE certificate/sworn affidavit, SA ID document)
• 30%+ Black Women Owned: points per table (CIPC registration, valid B-BBEE certificate/sworn affidavit, SA ID document)
• 51%+ Owned by People with Disabilities: points per table (doctor's letter confirming disability, SA ID document, valid B-BBEE certificate/sworn affidavit)
• 51%+ Youth Owned: points per table (CIPC registration, valid B-BBEE certificate/sworn affidavit, SA ID document)
• Implementation of RDP goals (Locality): points per table (municipal bill or council letter confirming business address, SA ID document)

Failure to submit required proof documentation means specific goal points are not claimed. RFQ validity period: 60 days from closing date.

Supply, delivery and licensing of an on-premises Veeam Backup & Replication solution:

• Quantity: 1 subscription licence covering up to 30 Virtual Machines (VMs)
• Hypervisor: Microsoft Hyper-V 8-node failover cluster with 230 TB raw storage capacity, Cluster Shared Volumes (CSV)
• Licensing model: Veeam licences for 30 VM instances on subscription basis (12 or 36 months)
• Core backup capabilities: image-based automated backups, application-aware processing, inline deduplication, compression, AES 256-bit encryption
• Recovery capabilities: Instant VM Recovery, granular item-level restore (files, Active Directory objects, database items), automated backup testing/verification
• Replication & Disaster Recovery: VM replication for failover/failback between host nodes or secondary DR targets
• Scalability: architecture must support seamless scale-up in 10-VM increments without re-architecture
• Software maintenance & OEM support: 24/7 Veeam OEM Production Technical Support with direct portal access; full entitlement to all updates, patches and major version upgrades during contract period
• Implementation & professional services: installation, setup and optimisation of Veeam Backup server and proxy infrastructure; configuration of backup repositories, retention policies and job schedules; integration with 8-node Hyper-V cluster and storage targets; operational handover and knowledge transfer for internal ICT team

Mandatory requirement: bidder must be an authorised Veeam reseller/partner with valid certificate or authorisation letter in the bidding company's name (verified on Veeam website). No other specific experience or key personnel qualifications stated.

Quality requirements embedded in technical specifications: Veeam solution must provide image-based automated backups, application-aware processing, inline deduplication, compression, AES 256-bit encryption, Instant VM Recovery, granular item-level restore, automated backup testing/verification, VM replication for failover/failback, and scalable architecture supporting 10-VM increment growth. 24/7 Veeam OEM Production Technical Support with direct portal access required. Full entitlement to all software updates, patches and major version upgrades during contract period. Implementation includes installation, optimisation, configuration of repositories/retention policies/job schedules, integration with 8-node Hyper-V cluster and storage targets, and operational handover with knowledge transfer.

All prices quoted must be firm and inclusive of VAT where applicable. Quotation must show total price (incl. VAT) on company letterhead. RFQ validity period: 60 days from closing date. Accepted RFQs will be communicated via official purchase order or promissory note signed by a duly authorised official — no goods/services/works to be prepared or delivered before receipt. No bond, guarantee or insurance requirements stated.

Mandatory compliance documents:

• CSD registration (MAAA number) or registration within 7 working days of award
• Tax compliance: SARS tax clearance certificate or PIN; non-compliant bidders given 7 working days to rectify, else disqualified
• B-BBEE: SANAS-accredited verification certificate or EME/QSE sworn affidavit signed by representative and attested by Commissioner of Oaths (failure to attach leads to non-allocation of points)
• Company registration documents (e.g. Pty, Trust, CC)
• Supplier Code of Conduct acknowledgement
• All SBD forms (Declaration Forms) completed and signed
• Joint Venture bidders: consolidated BEE certificate
• Authorised Veeam reseller/partner certificate or authorisation letter (verified on Veeam website)
• Proof documents for specific goals claims as per evaluation criteria table

Contract terms: RFQ subject to SAFCOL general conditions of RFQ and general conditions of purchase, plus any special conditions of contract. Accepted RFQs communicated via official purchase order or promissory note signed by authorised official — no delivery before receipt. Prices firm and VAT-inclusive. Lowest or any offer not necessarily accepted; SAFCOL reserves right to accept any offer in full or part. Offer remains binding for 60-day validity period from closing date. SAFCOL reserves right not to make an appointment. Protection of Personal Information: SAFCOL will process bidder data only for evaluation and award, in accordance with applicable law; will not modify, disclose or permit disclosure to third parties without prior written consent. Bidders must similarly protect SAFCOL's personal information. Disqualification reasons: non-compliant tax status (7 working days to rectify); fraudulent/inaccurate information; false declarations on SBD forms; listed on National Treasury restricted suppliers database; failure to quote per specification.