Renewal of desktop and laptop backup solution (cibecs endpoint cloud) – 24-Month maintenance, support and training

SCM enquiries:

• Email: [email protected]

Technical enquiries:

• Contact: Ms. Yavela Sofika
• Telephone: 040 602 4188
• Email: [email protected]

Fraud, Complaints & Tender Abuse Hotline:

• Telephone: 0800 701 701 (toll free)

Submission address:

Department of Public Works & Infrastructure

Qhasana Building, Ground Floor

Independence Avenue

Bhisho

Submission method: sealed envelope deposited in the bid box.

Bid box location: Department of Public Works & Infrastructure, Qhasana Building, Ground Floor, Independence Avenue, Bhisho.

Envelope marking: bid number SCMU5-26/27-0062, bid description, and closing date.

Closing time: 29 October 2026 at 11:00.

Courier-delivered bids must be placed in the bid box by the courier before closing; the Department is not responsible for bids handed to officials.

Bids must be on official forms, not re-typed, and must be signed.

Late, incomplete, unsigned, faxed or emailed bids will not be accepted.

Returnable documents (all must be completed and signed):

• SBD 1 Part A and Part B: bidder details and signed offer, including the bid sum in words and figures.
• SBD 3.1: Pricing Schedule – Firm Prices.
• SBD 4: Declaration of Interest – disclose any interest in related enterprises.
• SBD 6.1: Preference Points Claim – to claim specific goal points.
• Annexure A: Resolution to Sign, if applicable.
• Proof of authority to sign (e.g., company resolution) if the signatory is not a director/member.
• Two contactable references (see experience requirements).
• CIPC certificate (CK) and certified ID copy to claim ownership points.
• Medical certificate (with practice number) to claim disability points.
• JV/consortium agreement, if applicable.

Only one offer per bidder; no joint ventures or consortiums for this bid.

Evaluation in two phases:

Phase One – Administrative compliance: bids must meet minimum specifications and requirements; non-responsive bids are eliminated.

Phase Two – PPPFA and PPR 2022 evaluation using the 80/20 or 90/10 preference point system.

Points: price 80 or 90; specific goals 20 or 10; total 100.

The applicable system (80/20 or 90/10) is determined by the lowest acceptable tender value.

Award intended to the highest points scorer, unless circumstances justify otherwise; a contract may be awarded to a non-highest scorer subject to risk assessment.

Specific goals and points (80/20 system):

• 100% black ownership: 8 points
• 51% to 99% black ownership: 4 points
• Less than 51% black ownership: 2 points
• 100% black women ownership: 3 points
• 30% to 99% black women ownership: 2 points
• Less than 30% black women ownership: 0 points
• 100% black youth ownership: 3 points
• 30% to 99% black youth ownership: 2 points
• Less than 30% black youth ownership: 0 points
• 20% or more disabled people ownership: 4 points
• Less than 20% disabled people ownership: 0 points
• Locality within the Eastern Cape: 2 points
• Outside the Eastern Cape: 0 points

SBD 6.1 must be completed and signed to claim specific goal points; failure results in no points for specific goals.

All information verified through CSD where applicable.

The Department requires renewal of maintenance, support, professional services, certification training and workshop training for its existing Cibecs Endpoint Cloud backup solution for 1,600 endpoints (perpetual licences already owned).

Contract period: 24 months.

Scope – integrated services from a single vendor, including:

• Endpoint data backup, protection and security for laptops and desktops with a single unified management console.
• Cloud management with hybrid ability to use on-premise storage.
• Integrated device and data discovery, inventory and deployment.
• Automated endpoint backup, archival and recovery with global source-side data deduplication and configurable retention policies.
• Self-service data restore by end users without administrator intervention.
• Option to sync files/folders to Microsoft OneDrive when working remotely.
• Data loss prevention: local data encryption, remote wipe, automated revoking of access, remote revocation of user access, device geolocation.
• Full device-to-device migration initiated and executed remotely without physical access, without requiring a data restore.
• Enterprise-level reporting and protection metrics, including daily failed backup report, instant alerts for restore failures and service availability, weekly reports on last backup status, bandwidth utilisation and configuration changes.
• Licence for 1,600 employees.

Services and support:

• Licence fee includes support agreement, all software upgrades, unlimited remote support and maintenance, and monthly system review and health check.
• South African based development support.
• Support attended within 4 hours of notification during business hours (08h00 to 16h30); delays may result in consequential financial damages.
• Quarterly quality of service meetings with DPWI ICT Management.

Training:

• Vendor certified training for 5 delegates.
• Workshop training: 8 sessions over 24 months, held quarterly and virtually.

Hybrid storage model:

• Current: all backed-up data on on-premise storage.
• Planned: phased migration of executive staff and selected user groups to cloud-hosted storage within South Africa; other users remain on-premise.

Data residency must remain within South African borders.

Pricing schedule – firm prices only (SBD 3.1).

Prices must be fixed for 24 months and not subject to rate of exchange.

Pricing lines:

• Maintenance and Support for 24 months (1,600 licences) – Year 1 and Year 2 prices.
• ICT Technicians Certified Training (5 resources) – Year 1 price.
• Workshop Training Sessions (8 sessions over 24 months, held quarterly) – Year 1 and Year 2 prices.

Subtotal, VAT at 15% (if applicable), and total price must be carried over to SBD 1.

If the bid sum in words differs from figures, the words govern; failure to complete the bid sum in words invalidates the bid.

VAT vendors must include VAT at 15% and state the VAT amount.

Non-VAT vendors whose turnover would exceed R1 million if awarded must include VAT and register as VAT vendors within 21 days of award.

Bid security, bonds, guarantees or retention are not specified.

Payment will be in accordance with the General Conditions of Contract.

CSD registration: mandatory prior to award.

Tax compliance: bidders must be tax compliant; submit SARS TCS PIN or CSD number; tax status verified through CSD.

Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

VAT vendor registration: required within 21 days of appointment letter if applicable.

No B-BBEE level threshold is stated; specific goals are claimed via SBD 6.1.

No CIDB grading is required (not construction-related).

CIPC certificate (CK) and certified ID copy required to claim ownership points.

Medical certificate (with practice number) required to claim disability points.

Company screening and supplier due diligence will be conducted on the successful bidder.

The Department may verify the operational office of the service provider.

SCM enquiries: [email protected]

Technical enquiries: Ms. Yavela Sofika, Tel: 040 602 4188, Email: [email protected]

Fraud, Complaints & Tender Abuse Hotline: 0800 701 701 (toll free)