Appointment of a service provider to provision an information and communications technology disaster recovery solution for the mine health and safety council for a period of 12 months

by State, Employer, and Labour members under chairmanship of the Chief Inspector of Mines. The MHSC

is funded by public revenue and is accountable to Parliament. The main task of the Council is to advise the

{"closingDate":"22 July 2026","closingTime":"11:00am","briefingSession":"{"date":"16 July 2026","time":"14:00 pm","venue":"e: 16 July 2026","is_compulsory":true}"}

Date: 16 July 2026

Time: 14:00 pm

Venue – MS teams https://acesse.one/pni5pz9

{"name":"MS teams","email":"[email protected]","phone":"011 656 1797","department":"Supply Chain Management","address":"sse.one/pni5pz9"}

Returnable Documents: Invitation to Bid (SBD 1) Fully completed and signed., Bidders’ Disclosure form (SBD 4) 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.

1.1. Bids must be delivered by the stipulated time to the correct address. Late

1.2. All bids must be submitted on the official forms provided (not to be re-

Typed) or in the manner prescribed in the bid document.

Tax compliant with SARS PIN or CSD number. Registered on National Treasury's Central Supplier Database (CSD). Not in service of the state. For foreign suppliers, must meet RSA tax liability criteria. Must achieve minimum 70% score in Technical (Phase 3) and Site Evaluation (Phase 4). Must submit all returnable SBD forms fully completed and signed.

Health and safety council for a period of 12 months

1.3.1. ICT Disaster Recovery Infrastructure

• Duplication of Production Environment: Provide a comprehensive DR solution that replicates the

• 2 reference letters that meet the above requirements = 4 points
• 1 reference letters that meet the above requirements = 3 points
• No reference letters / reference letter that do not meet the above

requirements = 0 points

2. Criteria 2 experience of members 35

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

Solution (or equivalent).

Solution (or equivalent).

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

solution (or equivalent) = 5 points

• 4 years but less than 5 years’ experience of at least one (1) team member in

hyper v solution (or equivalent) = 4 points

• 3 years but less than 4 years’ experience of at least one (1) team member in

hyper v solution (or equivalent) = 3 points

• Less than 3 years’ experience of at least one (1) team member in hyper v

solution (or equivalent) = 0 points

3. Criteria 3 experience of members 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

• 4 years but less than 5 years’ experience of at least one (1) team member in

backup or replication tool = 4 points

• 3 years but less than 4 years’ experience of at least one (1) team member in

backup or replication tool = 3 points

• Less than 3 years’ experience of at least one (1) team member in backup

and replication tool = 0 points

4. Criteria 4 qualifications 20

• Data Replication: Implement continuous or scheduled data replication to the DR site with defined

Recovery Point Objective (RPO) and Recovery Time Objective (RTO).

• Backup Solution: Provide a robust backup solution for the DR environment with automated retention

policies and restore capabilities.

1.3.2. Network Connectivity:

Provide a dedicated 1 Gbps point-to-point fibre link between the MHSC production site and the DR site.

• Enable VXLAN capabilities on the network link.

• Provide 200 Mbps internet bandwidth during DR testing and invocation, with network health status

reporting.

• Provide VPN gateway and firewalls pre-configured and ready for activation during a disaster.

1.3.3. 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 or solar power supply.

• 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).

• Fireproof walls and doors.

• Leak detection systems.

• Flood protection systems (e.g., raised floor).

• Real-time monitoring systems.

1.3.4. Security and Access Control:

• 24/7 access to the DR site for MHSC ICT personnel (when required).

• Security, access control, and CCTV surveillance.

1.3.5. Business Continuity Management (BCM) Services

• Contingency Plan Review: Review and enhance developed contingency plans, including but not

limited to crisis management plan, tactical plans, and business continuity plans in the first year of

the contract. A comprehensive report to be submitted upon completion and reviewed annually

thereafter.

• Maturity Assessment: Conduct a maturity assessment of the MHSC's BCM Program in the first year

of the contract.

1.3.6. Training and Simulation Exercises:

• Conduct annual Crisis Management Team simulation exercises.

• Conduct annual Business Continuity and IT Coordinators training.

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

1.3.8. 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.

• Status Meetings: Conduct quarterly 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.

1.3.9. Support and Maintenance

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

P1 Critical Within 1 Hour 4 Hours

P2 High Within 2 Hours 8 Hours

P3 Medium Within 4 Hours 2 Working Days

P4 Low Within 8 Hours 2 Working Days

• Change Management: Formally notify MHSC of any changes in the ICT DR environment that may

affect service provision. Should the contractor relocate the DR site, the cost of relocation shall be borne

by the contractor, and MHSC must be notified 6 months prior to relocation.

1.3.10. Compliance and Certification

• Data Residency: No MHSC data will reside outside the borders of Gauteng province, South Africa.

• Data Destruction: At the end of the contract, all MHSC data on the DR environment must be

destroyed in compliance with all relevant South African laws and regulations after releasing a good

copy to MHSC.

• Compliance Certificates: Provide building compliance certificate and demonstrate compliance with

OHS Act, ISO 22301, and applicable by-laws.

1.3.11. Office Address

The MHSC office is situated in Tuscany Office Park, 6 Coombe Pl, Rivonia, Sandton.

1.3.12. Outputs / deliverables

• Provide a comprehensive DR solution.

• Provide a direct fibre link between the MHSC office and the DR site.

• Conduct quarterly DR tests.

• Provide quarterly DR test reports.

• DR solution quarterly status meetings.

• Submit monthly reports during the meetings.

• 24 hours access to the DR site for MHSC ICT personnel.

• Provide training and skills transfer to the MHSC ICT team.

1.4. Site inspection

The site must be located 30km to 75km from the MHSC office and have:

• A functional uninterrupted backup power supply.

• An operational Data Centre with environmental controls.

• 24/7 accessibility.

1.5. Contract period

The required services will be required to be delivered within a period of Twelve (12) months

Total 100

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

the project. In instances whereby the team members resign, it is the bidder’s responsibility to ensure they

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. In order 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) 200 Mbps dedicated

internet bandwidth at DR

site (active during DR

testing and invocation)

b) Network health status

reporting

• A submission submitted in response to this RFQ will constitute a binding offer which will remain 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)

• No service will be rendered, or goods delivered before an official MHSC Purchase Order has been

issued to the awarded bidder.

• It is the responsibility of the bidder to ensure that its response reaches MHSC on or before the closing

date and time of the RFQ.

• Bidders may not make any alterations or additions to the content of this bid document, except to comply

with the instructions issued by the MHSC.

• There shall be no discussions with any enterprise until evaluation of the proposal has been complete.
• RFQ’s 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.

• MHSC reserves the right to cancel this RFQ due to the following reasons:

a) Due to changed circumstances, there is no longer a need for the services specified in this RFQ.

b) Funds are no longer available to cover the total envisaged expenditure for the project.

c) No RFQ meets the required specifications.

d) There is a material irregularity in the RFQ process.

e) Bidder fails to deliver in accordance with the requirements of the RFQ. The MHSC reserves the right

to terminate the contract/PO during the first week after work has commenced should the appointed

service provider have misrepresented themselves and/or their product and will not be able to fulfil the

requirements as contained in the contract.

• Valid and certified sworn affidavit or B-BBEE

certificate.

• Bidders should ensure the points are correctly

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).

• The bidder must attach proof of the dr facility

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

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

5. 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. The portion of the bid price subject to exchange rate

fluctuations must be stated. Price changes 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. The pricing folder must be clearly labelled as such.

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

claim form for preference points for specific goals.

Nb: before completing this form, tenderers must study the general

And preferential procurement regulations, 2022

1.1 The following preference point systems are applicable to invitations to tender:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable

taxes included); and

• the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes

included).

1.2 To be completed by the organ of state

(delete whichever is not applicable for this tender).

a) The applicable preference point system for this tender is the 90/10 preference point system.

b) The applicable preference point system for this tender is the 80/20 preference point system.

Either the 90/10 or 80/20 preference point system will be applicable in this tender. The lowest/ highest

acceptable tender will be used to determine the accurate system once tenders are received

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be

awarded for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to

claim points for specific goals with the tender, will be interpreted to mean that preference points for

specific goals are not claimed.

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated

or at any time subsequently, to substantiate any claim in regard to preferences, in any manner

required by the organ of state

(a) “tender” means a written offer in the form determined by an organ of state in response to an

invitation to provide goods or services through price quotations, competitive tendering process or

any other method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and includes all

applicable taxes less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid

invitation, and includes all applicable taxes;

(d) “tender for income-generating contracts” means a written offer in the form determined by an

organ of state in response to an invitation for the origination of income-generating contracts through

any method envisaged in legislation that will result in a legal agreement between the organ of state

and a third party that produces revenue for the organ of state, and includes, but is not limited to,

leasing and disposal of assets and concession contracts, excluding direct sales and disposal of

assets through public auctions; and

(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ).

3.1. Points awarded for price

3.1.1 The 80/20 preference point systems

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

Pt−P min

Ps = 80 (1 − )

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income generating

3.2.1. Points awarded for price

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

Pt−P max

Ps = 80 (1 + )

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

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. For the purposes of this

tender the tenderer will be allocated points based on the goals stated in table 1 below as may be

supported by proof/ documentation stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that,

if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must,

in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

allocated allocated Number of points

The specific claimed (80/20 system) (example)

goals allocated

(80/20 system) points in terms of (To be completed

this tender by the organ of (To be completed by

state) the tenderer)

Total Points: 10

For example, if the enterprises 100% black

bidder’s Black “enterprises owned ownership = 10

Ownership is by black people”. 76% to 99% black between 61% and Persons ownership = 8 75%, it will historically

disadvantaged on 61% to 75% black score/claim 6 points

the basis of race: ownership = 6 for 80/20

41% to 60% black

ownership = 4

20% to 40% black

ownership = 2

0 to 19% black

ownership = 0

Total Points: 5

100% black women

ownership = 5

76% to 99% black

Black women women ownership =

owned enterprises 4

“Enterprises 61% to 75% black For example, if the

owned by women” women ownership = bidder is 61 to 75%

Persons 3 owned by Women, it

will score/claim 3

historically 41% to 60% black points for 80/20.

disadvantaged on women ownership =

the basis of 2

gender:

20% to 40% black

women ownership =

0 to 19% black

women ownership =

Total Points: 5

100% owned by

Enterprises owned youth = 5

by Youth

76% to 99%

“Enterprises owned by youth = 4 For example, if the

owned by people bidder is 61 to 75%

61% to 75% ownedwho are youth. owned by Women, it

by youth = 3Persons will score/claim 3

historically 41% to 60% owned points for 80/20.

disadvantaged on by youth = 2

the basis of youth. 20% to 40% owned

by youth = 1

0 to 19% owned by

youth = 0

that he is an employer in his own right with duties and responsibilities as prescribed in the Act.

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm

for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs

1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of

the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be

1.9. Important notice to bidders

offering monetary gratuity in exchange for information or awarding of bids. MHSC is in no way

selling the bid document, all documents shall be found on the MHSC website and National Treasury

eTender Portal and awarded bids are notified through the website and MHSC shall never ask any

bidder for monetary gratuity in exchange for information or manipulating outcome of bids.

BID NUMBER: 2216 CLOSING DATE: 22 July 2026 TIME: 11:00am

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

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 letters that meet the above requirements = 3 points

requirements = 0 points

solution (or equivalent) = 5 points

hyper v solution (or equivalent) = 4 points

hyper v solution (or equivalent) = 3 points

solution (or equivalent) = 0 points

replication tool = 5 points

backup or replication tool = 4 points

backup or replication tool = 3 points

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.

claim form for preference points for specific goals.