Upgrade quantum scalar i6000 tape drives (LTO-6 to LTO-9) and stornext software with 3-Year maintenance for CD: ngi

Compulsory clarification meeting: 14 September 2026 at 11:00, Chief Directorate National Geospatial Information Office, 19 Rhodes Avenue, Van der Sterr Building, Mowbray, Cape Town. Closing date and time: 28 September 2026 at 11:00. Bid box closes at 11:00 on the closing date. Offer validity: 90 days from the closing date.

Technical enquiries: Mr Steve Lazaro, telephone (021) 658 4370, email [email protected]. Bid/SCM enquiries: Ms Mpho Mudau, telephone 021 409 0551, email [email protected]. Additional SCM contact: Mr Sicelo Zwane, telephone (021) 409 0605. Submission address: Bid Box, Foreshore Absa Building, 2nd Riebeek Street, Cape Town 8000, ground floor security area. Departmental address: Provincial Shared Services Centre: Western Cape, 14 Long Street, Cape Town, Private Bag X9159, Cape Town 8000, telephone 021 409 0300.

Submission method: sealed envelope deposited in the bid box at Foreshore Absa Building, 2nd Riebeek Street, Cape Town, ground floor security area. The bid box is open 08:00–16:00 weekdays and closes at 11:00 on the closing date. Courier deliveries must be instructed to drop proposals inside the bid box; officials will not sign waybills. Envelope must show bidder name and address, bid number SSC WC 10 (2026/2027) DLRRD, and closing date 28 September 2026. Late bids will not be accepted. Returnable forms (all must be completed, signed in black ink on the original forms, and submitted with the bid): SBD 1 (Invitation to Bid), SBD 2 (Tax Compliance), SBD 3.1 (Pricing Schedule – Non-Firm Prices for purchases), SBD 3.1 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), Authority to Sign / Board Resolution (on entity letterhead), General Conditions of Contract (GCC), and Terms of Reference. Failure to submit any returnable form unsigned or omitted disqualifies the bid.

The document does not state the evaluation split (price vs functionality), the preference point system (80/20 or 90/10), or minimum qualifying scores. Mandatory pre-qualification: registration on the Central Supplier Database (CSD), valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate (each consortium/JV/sub-contractor party must submit separately), and a B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) to claim preference points. Proof of authority to sign (board/member/partnership/JV resolution on letterhead) is required; absence renders the bid non-responsive. No CIDB grading or specific professional-body registration is mentioned.

Scope: upgrade four Quantum Scalar i6000 tape library drives from LTO-6 to LTO-9 and supply three Quantum StorNext software licences with three-year (2026–2029) maintenance support for archiving and backing up data for Chief Directorate: National Geo-Spatial Information (CD: NGI), Cape Town. Detailed deliverables per pricing schedule: 1) Supply, install, upgrade and configure 4x Quantum Scalar i6000 and AEL6000 IBM LTO-9 Tape Drive Module, Full Height, 8Gb Native Fibre Channel, Dual Port; supply necessary patches and service packs; supply, install, upgrade and configure 4x Quantum Fibre Channel Interface Cable, OM3 optical multimode 50 micron, LC-to-LC, 24.5 ft (7.5 m); tape drive upgrades including hardware installation, firmware upgrades, reconfiguration, repartitioning, removal of old drives after data migration; all connectivity between storage disks and tapes configured as current operation. 2) Supply 100x Quantum LTO-9 data cartridges (LTO Ultrium 9), pre-labelled ARC001–ARC100. 3) Data migration of LTO-6 to LTO-9, estimated 1 750 TB (1.75 PB) volume, with detailed migration and close-out reports. 4) Three-year hardware maintenance: Quantum QSP Scalar i2000/i6000/AEL6000 Tape Drive Module, Partner Onsite & Quantum Spares, 7x24TS + 4HR, annual costing for years 2026/27, 2027/28, 2028/29; annual ad hoc service fee of R60 000 for repairs during the three-year contract (costed per year). 5) Software licences and three-year maintenance: Quantum QSP StorNext 7 File System Capacity Licence, Subscription, per 600 TiB, includes Software Phone Support 7x24TS, annual all zones; Quantum QSP StorNext 7 Tape Capacity Licence, Subscription, per 600 TiB, includes Software Phone Support 7x24TS, annual all zones; Quantum QSP StorNext 7 Scale-Out Data Services Node Licence, Subscription, per Server Node, includes Software Phone Support 7x24TS, annual all zones, costed per year for three years. Bidders must indicate period required for commencement after acceptance and estimated man-days for completion.

Goods supplied must conform to standards mentioned in the bidding documents and specifications (GCC clause 4.1). Supplier must permit purchaser to inspect records and have them audited (GCC clause 5.4). Pre-bidding testing at bidder's account (GCC 8.1). If inspections are a bid condition, premises open at all reasonable hours for inspection by department or its agent (GCC 8.2). Non-compliant supplies may be rejected; cost of inspections/tests for non-compliant supplies borne by supplier (GCC 8.5–8.7).

Two pricing schedules: (1) SBD 3.1 Non-Firm Prices (Purchases) – itemised list with quantity, description, bid price in RSA currency (all applicable taxes included), brand/model, country of origin, compliance confirmation, delivery period, firm/not firm. (2) SBD 3.1 Professional Services – Table 1 with costing per scope item: 1) Supply, delivery, configuration of equipment (4x LTO-9 drives, cables, installation, migration); 2) Supply 100x LTO-9 media cartridges pre-labelled ARC001–ARC100; 3) Data migration ~1 750 TB with reports; 4) Three-year hardware maintenance (annual costing years 1–3) plus annual ad hoc service fee R60 000 per year; 5) Software licences and three-year maintenance: StorNext 7 File System Capacity Licence (per 600 TiB), StorNext 7 Tape Capacity Licence (per 600 TiB), StorNext 7 Scale-Out Data Services Node Licence (per server node), each with annual costing for three years. Subtotal (excl VAT), VAT @ 15%, Total (incl VAT). Bidders must provide separate prices per line item; no conditional pricing; total cost includes all hidden costs. Indicate commencement period, estimated man-days, whether rates firm for full contract period, and adjustment basis if not firm.

Pricing format: two-part schedule — SBD 3.1 Non-Firm Prices (purchases) and SBD 3.1 Professional Services. Prices must be inclusive of VAT (15%). Offer validity: 90 days from closing date. Payment: made at completion of each job/milestone; department pays within 30 days of invoice submission. Bidders must provide costing for each individual line item as per the pricing table; no conditional pricing or discounted contract price for award of all bids accepted; total cost must include all hidden costs. Rates may be firm or non-firm; if non-firm, basis for adjustment (e.g. CPI) must be stated. Performance security: successful bidder must furnish performance security of the amount specified in the Special Conditions of Contract within 30 days of award notification, in the form of a bank guarantee/irrevocable letter of credit or cashier's/certified cheque. Goods must be fully insured in a freely convertible currency against loss or damage during manufacture, acquisition, transportation, storage and delivery as specified in SCC. Warranty: 12 months after delivery/acceptance at final destination or 18 months after shipment, whichever ends earlier, unless SCC specifies otherwise.

Mandatory compliance documents: Central Supplier Database (CSD) registration (CSD number MAAA:xxxxxx); valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate (each consortium/JV/sub-contractor party submits separately); B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points. Returnable forms (compressed): SBD 1 (Invitation to Bid – signed offer cover page), SBD 2 (Tax Compliance), SBD 3.1 (Pricing Schedule – Non-Firm Prices), SBD 3.1 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest – discloses state employment/relationships), SBD 6.1 (Preference Points Claim – claims B-BBEE points under PPPFA), SBD 8 (Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination – certifies no collusion), Authority to Sign / Board Resolution (on entity letterhead, authorises signatory). Failure to provide any of the above renders the bid invalid. No CIDB grading, professional-body registration, or local-content percentage is specified.

Contract governed by the General Conditions of Contract (GCC) July 2010, supplemented by Special Conditions of Contract (SCC) where applicable; SCC prevails in conflict. Key GCC clauses: performance security due within 30 days of award (amount per SCC), forms: bank guarantee/irrevocable LC or cashier's cheque; inspections/tests at bidder's premises if required; packing to withstand rough handling, extreme temperatures, salt, precipitation, open storage; delivery terms per SCC; insurance in freely convertible currency per SCC; incidental services (assembly, commissioning, tools, manuals, maintenance, training) as specified in SCC; spare parts obligations per SCC; warranty 12 months after delivery/acceptance or 18 months after shipment; payment within 30 days of invoice in Rand unless SCC states otherwise; prices fixed except authorised adjustments in SCC; no assignment without purchaser's written consent; subcontracts must be notified; liquidated damages for late delivery per SCC; termination for default, insolvency, force majeure; dispute resolution: mutual consultation, then mediation (30 days), then South African courts; limitation of liability: no indirect/consequential loss, aggregate liability capped at contract price (excludes repair/replacement of defective equipment); governing language English; applicable law South African; notices by registered/certified mail; taxes/duties: foreign supplier responsible outside RSA, local supplier responsible until delivery; NIPP applies where applicable; restrictive practices prohibited under Competition Act.