This Tender Has Expired

Closing date: 08 June 2026 at 12:00. Tender validity period: 90 days from closing date. Bids remain open for public viewing on www.tswelopele.gov.za after opening. No briefing session scheduled. Clarifications must be requested up to one week before the closing date.

SCM Unit: Mr. Thabiso Matyesini / Mr. Kabelo Mahase. Tel: (051) 853 1111 (during office hours). Fax: (051) 853 1332. Submission address: Tender box at 01 Bosman Street, Civic Centre, Bultfontein, 9670. Tender documents available on www.tswelopele.gov.za and www.etenderportal.gov.za.

Submit bids in a sealed envelope marked with the project name (SCM/TSW/23/2025-2026) and number, deposited in the tender box at 01 Bosman Street, Civic Centre, Bultfontein, 9670 by 08 June 2026 at 12:00. Late, faxed, or emailed submissions will be rejected. Use only official bid forms provided; retyped forms are invalid. The entire original bid document must be submitted as a whole. Required returnables: Fully completed and signed MBD forms, returnable schedules, and Contract Data forms. Failure to submit all required documents (including PART T2) will result in automatic disqualification. Bids must be signed by an authorized representative. No documents will be returned. The municipality is not liable for courier/postal deliveries. Clarifications may be requested up to one week before the deadline via SCM Unit at (051) 853 1111 during office hours. No contact with the municipality is permitted from submission until contract award to avoid disqualification.

Evaluation follows a 3-stage process: (1) Returnable compliance and functionality (minimum 60/80 points required to proceed), (2) Price (80 points), (3) Specified Goals (20 points: Race, Gender, Disability, Youth). Functionality criteria: Company Experience (40 points: 1-2 PO/appointment letters + references = 20; 3+ = 30; 4+ = 40), Key Personnel Experience (10 points: 5 years IT leadership = 5; Degree/Diploma in IT = 5), Project Implementation Plan (10 points: clear methodology with timeframes = 10; without timeframes = 5; missing = 0), Microsoft Partnership Agreement (10 points: attached = 10; missing = 0). Price scoring uses the formula: Np = 80[1 – (Pt – Pmin)/Pmin], where Pt = bidder’s price, Pmin = lowest responsive bid. Preference points for B-BBEE and other goals are awarded per PPPFA 2022 regulations. Ties are resolved by highest functionality score, then specific goals, then drawing of lots. All functionality documents will be verified with references; failure to confirm after 3 attempts results in zero points for that returnable.

Scope: Migration of current email services to Microsoft 365 Business Standard subscription licenses for 110 users at Tswelopele Local Municipality. Contract duration: 3 years. Service provider must be a single legal entity (sub-contracting or joint ventures permitted but must be disclosed). All staff must be adequately trained prior to contract commencement. The municipality reserves the right to inspect the service provider’s offices. The service provider must provide a valid Microsoft partnership agreement. Project must include a clear implementation plan with timeframes.

Pricing must be in South African Rand (ZAR), VAT inclusive, and valid for 90 days from closing date. Prices must be fixed for the contract duration (3 years) with no further adjustments. Submit pricing on official Bill of Quantities/Schedule of Activities forms. Arithmetical errors will be corrected per tender rules (figures govern over words; rates govern over line-item totals). Bidders must accept corrections or risk rejection. Payment terms: Monthly basis. The municipality may negotiate terms, including price, with the preferred bidder. Financial offers are evaluated using the 80/20 preference point system after functionality compliance.

Mandatory documents: (a) Proof of registration on Central Supplier Database (CSD) with last verification between advert date and closing date, (b) SARS Tax Compliance Status (TCS) PIN or printed TCS certificate (CSD number acceptable if no TCS), (c) Proof that municipal rates/taxes or charges (for bidder/directors) are not in arrears >3 months (invoice/statement from lessor required; lease alone insufficient), (d) Valid Microsoft partnership agreement. For joint ventures/consortia: Each party must submit separate CSD, TCS/PIN, and municipal compliance proofs. Additional: No bids from persons in state service or with conflicts of interest (including immediate family). Disclosure of any conflict is mandatory. Bidders must not appear on the register of defaulters for unsatisfactory performance in the last 5 years. Foreign suppliers must complete the pre-award questionnaire (Part B:3) if not RSA-based. All documents must be valid and verifiable; fake documents result in disqualification.