36-Month ICT professional services contract for eastern cape department of sport, recreation, arts and culture (SITA RFB 1183 vendors only)

Provision of ICT professional services for a period of thirty-six (36) months through SITA registered IT vendors/service providers (RFB 1183 contract).

• Closing date and time: 28 July 2026 at 11h00.
• No compulsory briefing session, site visit, or clarification deadlines are stated.

• For enquiries relating to the specification: Mr. M. Ndalasi at (043) 492 0286.
• For enquiries relating to bid documents: Mr. N. Mtamzeli at (043) 492 1310 / 066 474 2755.
• Submission address: Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi building, No.5 Eales Street, Buffalo Road, King Williams Town.

• Submit a sealed envelope clearly marked with the bid number, description, and department name.
• Deliver bids to the Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi building, No.5 Eales Street, Buffalo Road, King Williams Town.
• The bid box is open Monday to Thursday from 8h00 to 16h30, and Friday from 8h00 to 16h00.
• Bids received after the closing time (28 July 2026 at 11h00) will be considered late and will not be accepted.
• Complete and sign all required SBD forms (SBD1, SBD4, SBD6.1) in original ink. Photocopied signatures will be rejected.
• Bids by telegram, facsimile or similar apparatus are not acceptable.
• Include a fully completed Annexure A, CVs for personnel for each service element, and an appointment letter from the SITA Transversal contract.
• The quote must be a complete solution, inclusive of VAT for registered vendors.

The tender is for ICT professional services for a 36-month period, comprising five service elements:

• a) Application Development/Systems Functional Support: Full-time onsite technical resource. Responsibilities include developing/maintaining websites using WordPress & SharePoint, streamlining business processes, user training, and system testing. Minimum NQF level 6 qualification and 3 years' relevant experience required.
• b) Helpdesk Support and Server/Network Administration: Full-time onsite technical resource. Responsibilities include helpdesk support for head office and 8 district offices, monitoring server/network infrastructure. Minimum NQF level 6 qualification and 3 years' relevant experience required. Additional qualifications (N+, A+, MCSE, Vmware, ITIL) advantageous.
• c) ICT Governance and Compliance Consultant: Part-time onsite consultancy, maximum 160 annual hours. Responsibilities include advisory services on ICT governance, review of statutory frameworks and policies. Minimum NQF level 6 qualification and 4 years' relevant experience required.
• d) ICT Strategic Consulting: Part-time onsite consultancy, maximum 160 annual hours. Responsibilities include development/review of ICT Strategic Plan, strategic business analysis, change management. Minimum NQF level 6 qualification and 4 years' relevant experience required.
• e) ICT Specialised Security Services: Part-time onsite consultancy, maximum 200 annual hours. Responsibilities include risk analysis, vulnerability assessments, security awareness workshops. Minimum NQF level 6 qualification and 4 years' relevant experience in information/cyber security required.
• The contractor must comply with all applicable legislation, departmental procedures, and health and safety requirements.

• Bidders must provide transparency in their pricing approach by completing the Pricing Schedule.
• For ICT Strategic Consulting, the methodology includes strategic business analysis, system architecture design, implementation planning, and change management.
• The bid price must be firm with no ROE claims.

• Bidders must submit details of experience in the relevant trade and present contracts.
• For each service element, proposed personnel must meet minimum qualification and experience requirements:
• Application Development/Systems Support: NQF level 6, 3 years' experience in ICT systems, knowledge of SharePoint & WordPress.
• Helpdesk Support: NQF level 6, 3 years' experience in helpdesk/support; additional certifications advantageous.
• ICT Governance and Compliance: NQF level 6, 4 years' experience in ICT governance frameworks.
• ICT Strategic Consulting: NQF level 6, 4 years' experience in ICT strategy development.
• ICT Specialised Security: NQF level 6, 4 years' experience in information/cyber security.
• Submit CVs for all proposed personnel.

• Contractor performance will be measured against specifications and any service level agreement.
• Compliance determined via contractor reports, third-party complaints, user satisfaction surveys, and service reviews/audits.
• Contractor must keep full and accurate records of services provided for the contract duration.
• The department may conduct inspections, tests, and analyses; costs are borne by the supplier if services are non-compliant.

• Submit pricing on the attached Pricing Schedule form (Annexure A).
• Pricing must be inclusive of VAT.
• The schedule includes monthly rates for full-time resources and hourly rates for part-time consultancy services.
• Provide a grand total including VAT.

• Submit pricing details on the Pricing Schedule form (Annexure A).
• The bid price must be firm with no ROE (Rate of Exchange) claims.
• Prices must be stipulated inclusive of VAT.
• Provide transparency in pricing approach by completing all aspects of the Pricing Schedule.
• The contract price is fixed for the 36-month duration.
• The department may withhold payment for disputed amounts until resolved.

• Submit a fully completed and signed SBD1 (Bidder's Information).
• Submit a fully completed and signed SBD4 (Declaration of Interest). A false declaration results in disqualification.
• Submit a fully completed and signed SBD6.1 (Preference Points Claim Form).
• Bidders must be SITA registered IT vendors/service providers (RFB 1183 contract) and attach the appointment letter.
• Submit CVs for proposed personnel with their qualifications for each service element.
• Partnerships, close corporations, or companies must submit certificates reflecting names, IDs, and addresses of partners/members/directors.
• Consortia must submit a signed agreement and nominate a lead member.
• Provide details of the bidder's nearest office to the contract location.
• Provide financial particulars; absence implies the bidder is not in good financial standing.

• The contractor must comply with the Occupational Health and Safety Act and all departmental safety, fire, emergency, and security procedures.
• The contractor must report any fire risks immediately and take remedial action.
• The department may deny site access to personnel failing to comply with procedures and require their replacement.
• The contractor is liable for expenses from damage or injury due to poor quality products.

• The contractor must provide services in an energy-efficient manner and comply with the department's energy management strategy.
• ICT Specialised Security Services include reviews of physical and environmental security for data centres and premises.

• Contract duration: 36 months from the date of the letter of acceptance.
• Prices are fixed (firm) for the contract period.
• The contractor must comply with all applicable legislation and departmental procedures, including health and safety.
• The contractor must report incidents/accidents involving its personnel without delay.
• The contractor may only sub-contract with prior written consent from the department.
• The contractor indemnifies the state against loss or damage arising from its acts or omissions.
• The department may implement additional quality requirements via a service level agreement.
• Performance will be measured through reports, complaints, surveys, and audits.
• The department reserves the right to amend the bidding process, reject all bids, or cancel the process without liability.
• Bids are valid for 120 calendar days from the closing date.

• Prices must include VAT for registered vendors.
• The quote must be a complete solution; the supplier is responsible for ensuring all required components are included.

• Points are awarded for Price and Specific Goals.
• The applicable preference point system (80/20 or 90/10) will be determined by the lowest acceptable tender.
• Specific Goals include points for designated groups and local enterprises.
• Submit the SBD6.1 form to claim preference points.
• The organ of state may require documentary proof to substantiate claims.