Supply and delivery of new server infrastructure for necsa

The bid is for the supply and delivery of new server infrastructure for Necsa. The replacement solution must improve network reliability, performance, security, availability, and supportability while reducing operational risks associated with obsolete hardware. Detailed technical requirements are in Technical Specification GIT-IN-MEM-0007. The bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and any applicable special conditions.

Closing date: 02 December 2026 at 11:00 am

Clarity-seeking questions must be submitted at least 3 working days before the closing date.

Bid validity period: 90 days from the closing date.

Enquiries:

• Contact: Mr. Buyani Nsibande
• Email: [email protected]
• Telephone: +27 (0) 12 305 6072

Submission address (bid box):

Necsa Gate 3

R104 Elias Motsoaledi Street (Church Street West Ext)

Pelindaba

Brits Magisterial District

Madibeng Municipality

North West, 0240

Submission method: sealed envelopes deposited in the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits Magisterial District, Madibeng Municipality, North West, 0240. Each envelope must be labelled as either Technical Proposal or Pricing Proposal. The physical size of the bid response must not exceed 400mm x 100mm x 150mm to fit the tender box aperture. Bids must be submitted by the closing date and time; late submissions will not be considered.

Returnable documents (all must be included; responses without all required documents are invalid):

• Bidder's Information (Paragraph 7) – completed company and contact details.
• Original SARS good standing letter (tax clearance) or SARS letter with PIN for tax compliance status.
• Valid tax clearance certificate for each consortium, joint venture or sub-contractor member.
• Price Breakdown.
• SBD 1 (Invitation to Bid) – signed as the offer cover page.
• SBD 4 (Declaration of Interest) – discloses any state employment or connection to the procuring institution.
• SBD 6.1 (Preference Points Claim) – claims preference points under the PPPFA.
• Necsa Terms and Conditions of Contract – acceptance of Necsa's standard terms.
• Necsa Confidentiality Agreement – commitment to keep bid information confidential.
• Necsa Alcohol and Drug Control Policy – acknowledgement of the policy.
• Necsa Safety, Health and Environmental Policy – acknowledgement of the policy.
• OEM accreditation letter.
• Letter confirming availability of OEM warranty, software and firmware support.
• Comprehensive price proposal in accordance with paragraph 2 of GIT-IN-MEM-0007.

Additional requirements:

• All responses must be in English, typed (no handwritten costing/pricing), and signed in black ink by an authorised person; every page must be initialled by the same signatory.
• A cover letter on company letterhead referencing the bid number must accompany both technical and pricing proposals.
• All attachments must be clearly marked, bound, and include a table of contents.
• Consortium bidders must submit a copy of their consortium agreement as a separate attachment.
• Bidders must detail any proposed sub-contracting work and sub-contractors.
• Bidders must be registered as a Necsa supplier if not already registered.

Evaluation stages:

1. Pre-qualification (eligibility) – non-compliance results in automatic disqualification.
2. Technical/Functional evaluation – minimum qualifying score is 80 out of 100. Bidders scoring below 80 are non-responsive and not evaluated further.
3. Price and preference points – 80/20 preference point system (for tenders valued R30,000 up to R50 million).

Technical/Functional criteria (100 points total):

• Delivery lead time (50 points): 50 = within 4 weeks; 40 = more than 4 up to 6 weeks; 30 = more than 6 up to 8 weeks; 20 = more than 8 up to 10 weeks; 0 = more than 10 weeks. Must be substantiated by a signed commitment letter, OEM/authorised distributor confirmation, and a project schedule.
• Relevant experience and reference projects (50 points): 10 points per valid reference letter, up to a maximum of 5 reference letters (max 50 points). Reference letters must be on client letterhead, signed or verifiable, and confirm satisfactory performance in supply and delivery of server infrastructure.

Preference points (20 points) – based on black ownership:

• 100% black ownership: 20 points
• At least 51% black ownership: 15 points
• More than 40% but less than 51% black ownership: 10 points
• More than 0% but less than 40% black ownership: 5 points
• 0% black ownership: 0 points

Evidence: B-BBEE certificate, sworn affidavit, or company registration documents showing ownership percentage.

A bidder failing to submit proof of specific goals is not disqualified but scores 0 out of 20 for specific goals and only scores for price (out of 80).

Contract awarded to the bidder scoring the highest total points, subject to the price being market-related; if not, Necsa may negotiate a market-related price with the highest scorer, then the second, then the third, or cancel the tender.

Scope: Supply and delivery of new server infrastructure for Necsa. The replacement solution must improve network reliability, performance, security, availability, and supportability while reducing operational risks associated with obsolete hardware. Detailed technical requirements are provided in Technical Specification GIT-IN-MEM-0007.

Key requirements:

• Delivery lead time must be stated from receipt of official purchase order, substantiated by a signed commitment letter, OEM/authorised distributor confirmation, and a project schedule.
• OEM accreditation letter required.
• Letter confirming availability of OEM warranty, software and firmware support required.
• Successful bidder must demonstrate pre-employment screening (including security screening) for staff involved in installation, commissioning and training. Screening must authenticate identity, confirm right to work in RSA, obtain written declaration of any criminal record, and confirm relevant qualifications.
• Successful bidder must deploy competent, appropriately experienced and trained staff.
• Site access: Necsa site is a National Key Point; access is restricted to the building where equipment will be housed. Valid South African ID or driver's licence required; foreign citizens must submit a passport copy at least 4 weeks before entry.
• Bidders may submit a company SHE Policy and Quality Policy with the bid, reflecting intention to submit a SHE Plan and Quality Plan.

Pricing: Bidders must submit a comprehensive price proposal in accordance with paragraph 2 of GIT-IN-MEM-0007. Price breakdown required.

Preference point system: 80/20 (price 80 points, specific goals 20 points) for tenders valued R30,000 up to R50 million.

No bid security, bond, guarantee, retention, or payment terms are stated in the document.

Pre-qualification criteria (non-compliance results in automatic disqualification):

• Valid SARS tax clearance: original good standing letter or SARS letter with PIN for tax compliance status. For consortium, joint venture or sub-contractor, a valid tax clearance certificate for each member.
• B-BBEE: proof of black ownership required for preference points (B-BBEE certificate, sworn affidavit, or company registration documents).
• OEM accreditation letter.
• Letter confirming availability of OEM warranty, software and firmware support.
• Bidder information (Paragraph 7) must be completed.

Other compliance:

• Bidders must comply with Necsa policies: Safety, Health and Environmental Policy (SHEQ-INS-0100), Alcohol and Drug Policy (SHEQ-INS-0102), and Necsa requirements for SHE for Contractors (SHEQ-INS-5450).
• Bidders must handle bid documents as confidential and not disclose to third parties.
• Successful bidder must register as a Necsa supplier if not already registered.
• No CIDB grading or CSD registration requirement is stated.

The tender is for the supply and delivery of new core network infrastructure for Necsa. The invitation is open to any person or entity, but compliance with all particulars is mandatory; failure to provide or comply may render the bid invalid.

Closing date: 4 November 2026 at 11:00

Bidding procedure enquiries:

• Contact: Mr Buyani Nsibande
• Telephone: 012 305 6072
• Email: [email protected]

Submission address:

Necsa Gate 3

R104 Elias Motsoaledi Street (Church Street West Ext)

Pelindaba

Bids must be delivered by the stipulated time to the correct address; late bids will not be accepted.

• Submission method: deposit in the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba.
• Closing time: 11:00 on 4 November 2026.
• All bids must be submitted on the official forms provided, not re-typed.
• Returnable forms (all must be completed and signed):
• SBD 3.1 (Pricing Schedule): states the offer validity period and pricing details.
• SBD 4 (Bidder's Disclosure): declares any employment by the state, relationships with procuring institution staff, and interests in related enterprises; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals; supporting proof must be submitted.
• SBD 7.1 (Contract Form): the successful bidder must sign this contract form.
• Certificate of Independent Bid Determination: certifies no collusion or price disclosure.
• Proof of authority to sign (e.g., company resolution) must be submitted.
• Bidders on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in state service, will not be considered.

Evaluation is based on the 90/10 or 80/20 preference point system (the applicable system is determined by the lowest acceptable tender value; the tender document indicates either system may apply).

• Price: maximum 90 or 80 points.
• Specific goals: maximum 10 or 20 points, as allocated by the organ of state.
• Bidders must submit proof of B-BBEE status (certificate or sworn affidavit for EMEs/QSEs) to claim preference points; failure to submit means no preference points are claimed.
• The organ of state may require substantiation of any preference claim at any time.

Supply and delivery of new core network infrastructure.

• The tender reference is FIN-SCM-TEN-0251 (note: the tender record lists FIN-SCM-TEN-0256, but the document states FIN-SCM-TEN-0251).
• The invitation is for requirements of Necsa.
• No further technical specifications are provided in the available text.

Pricing must be submitted on the SBD 3.1 pricing schedule, including all applicable taxes.

• The offer must remain valid for the number of days stated on the pricing schedule (the number is not specified in the available text).
• No bid security, bonds, guarantees, or retention requirements are stated.

Tax compliance:

• Bidders must submit a SARS Tax Compliance Status (TCS) PIN, or a CSD number if registered on the Central Supplier Database.
• For consortia, joint ventures, or subcontractors, each party must submit a separate TCS certificate, PIN, or CSD number.
• A printed TCS certificate may be submitted with the bid.

B-bbee:

• A B-BBEE status level verification certificate, or a sworn affidavit for EMEs and QSEs, must be submitted to qualify for preference points.
• Bidders must indicate whether they are the accredited representative in South Africa for the goods/services offered (enclose proof if yes).
• Foreign-based suppliers must complete the questionnaire regarding residency, branch, permanent establishment, income, and tax liability in South Africa.
• No specific B-BBEE level threshold is stated.

Tax compliance

• No contract will be concluded with any bidder whose tax affairs are not in order.
• An original tax clearance certificate issued by SARS must be submitted by the bidder and held by NECSA before award.

Subcontracting

• Preference must be given to Black Empowerment Companies as subcontractors.
• All subcontracts awarded under the agreement must be notified to NECSA in writing, whether specified in the bid documents or later; such notification does not relieve the supplier of any liability or obligation.

Assignment and subcontracting

• No assignment, transfer, subcontracting or parting with the agreement, or any right or obligation under it, without the other party's prior written consent.

The contract covers the supply of goods or works or the rendering of services to NECSA. Specific scope, quantities, locations and deliverables are not stated in this document.

Fees are set out in the Pricing Schedule (Annexure E of the SLA) and are payable for full and complete performance of the services. Payment is made only after services are fully performed and reports/deliverables are accepted. Monthly statements with original invoices must be submitted by the last day of the month; payment is made within 30 days if correct. NECSA may retain 10% of the contract value as a retention fee, paid within 3 months of receipt of all goods/services and issue of a certificate of acceptance.

Fees and payment terms

• Fees are set out in the Pricing Schedule (Annexure E of the SLA) and are payable for full and complete performance of the services.
• Payment is made only after services are fully performed and reports/deliverables (per Annexure B) are accepted.
• The service provider must submit a monthly statement no later than the last day of the month, with an original invoice and associated documents.
• If documents are correct, payment is effected within 30 days after the date of statement, by electronic bank transfer.
• Where travel, accommodation and disbursement expenses are not included in the fees and NECSA has agreed to reimburse reasonable expenses, the service provider must submit an invoice for such expenses.
• NECSA may retain 10% of the contract value as a retention fee, paid to the service provider within 3 months of receipt of all goods/services and issue of a certificate of acceptance.
• For labour costs on a recovery basis, a monthly statement is provided by the last day of the month; NECSA pays within 30 days if correct, and may adjust errors at the next payment or on payment of retention fees.

Tax compliance

• No contract will be concluded with any bidder whose tax matters are not in order.
• An original tax clearance certificate issued by the South African Revenue Service must be submitted by the bidder and held by NECSA prior to award.

Taxes and duties

• A foreign service provider is responsible for all taxes, stamp duties, licence fees and other levies imposed outside NECSA's country.
• A local service provider is responsible for all taxes, duties and licence fees incurred until delivery of the contracted goods to NECSA.

General

• The agreement is governed by the laws of the Republic of South Africa.
• All contract documents and correspondence are in English.
• No variation or amendment is valid unless in writing and signed by both parties.

Assignment and subcontracting

• Neither party may assign, transfer, subcontract or part with the agreement without the other party's prior written consent.
• The service provider must give preference to Black Empowerment Companies as subcontractors and must notify NECSA in writing of all subcontracts awarded.

Indemnity and liability

• The service provider indemnifies NECSA against all loss or damage sustained by the service provider or its employees during performance.
• The service provider indemnifies NECSA against third-party claims of infringement of patent, trademark or industrial design rights.
• The service provider indemnifies NECSA against loss, damage, expenses and legal costs incurred due to breach of warranties.
• Except for criminal, negligence or wilful misconduct, neither party is liable for indirect or consequential loss.

Insurance

• Goods supplied must be fully insured in a freely convertible currency against loss or damage incidental to manufacture, transportation, storage and delivery.
• Each party accepts its own legal liabilities and must have sufficient insurance cover.

Reports and deliverables

• Interim and final reports must be furnished to NECSA at its domicilium within the stages set out in the SLA.
• NECSA has 7 days to verify conformity; nonconformities must be corrected at the service provider's expense, with a further 7-day verification period.
• Upon full and final payment, reports/deliverables become the property of NECSA.

Penalties

• If the service provider fails to deliver or perform within the specified periods, NECSA may deduct a penalty calculated per the Penalty Formula (Annexure D of the SLA) for each day of delay, and may also terminate the contract.

Impossibility of performance

• Failure or delay due to a cause beyond reasonable control is not a breach, provided written notice is given within 5 days of manifestation.
• If the impossibility is not rectified within 14 days, the other party may cancel the agreement.

Project plan and variation

• Services are completed per the Project Plan and Schedule of Deliverables (Annexure B).
• Variations or additions due to unforeseen circumstances require written notification and agreement on revised plan and fees.

Delays in performance

• If the service provider delays beyond the essential delivery time, NECSA may obtain services from another provider at the service provider's expense, or cancel and procure elsewhere.

Force majeure

• Neither party is liable for failure caused by events beyond reasonable control, including acts of God, riot, strike, war, terrorism, etc.

Confidentiality

• Each party must keep the other's information confidential, not disclose to third parties without written consent, and use it only for the agreement.
• The service provider must ensure its employees are aware of Section 51 of the Nuclear Energy Act and have signed confidentiality agreements.
• The service provider may not disclose the contract or specifications without NECSA's prior written consent.
• NECSA may inspect and audit the service provider's records relating to performance.

Ownership and intellectual property

• NECSA Data remains NECSA's property; improvements to NECSA Data remain NECSA's property.
• The service provider's intellectual property remains its own; improvements remain the service provider's.
• The service provider warrants no infringement of third-party rights and must defend NECSA against claims.
• The service provider grants NECSA a royalty-free, perpetual, non-exclusive, non-transferable licence to use its intellectual property solely in connection with the deliverables.

Dispute resolution

• Disputes are first referred to project managers, who must try to resolve within 7 days.
• If unresolved, escalated to executive managers, who must try within 10 days.
• If still unresolved, parties may exercise their legal rights.

Breach

• If a party breaches and fails to remedy within 7 days of written notice, the other party may claim specific performance or terminate and claim damages.

Termination for insolvency

• Either party may terminate without notice if the other becomes bankrupt, insolvent, placed under judicial management, or fails to satisfy a judgment within 14 days.

Notices

• Notices are deemed received when delivered, 7 days after posting, on the day sent by fax, or on the day emailed.
• Parties may change their domicilium on 14 days' notice.

Non-solicitation of personnel

• Neither party may employ or use as consultants the other's personnel during the agreement or for 6 months after completion.
• Breach renders the breaching party liable for damages equal to 6 months' salary of the relevant personnel.

Relaxation

• Any indulgence or delay in enforcement does not waive rights.

Validity and severability

• Invalid provisions are severable; remaining provisions remain valid.

Warranties

• Goods supplied are new, unused, of the most recent models, and free from defects.
• Warranty valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends earlier.
• NECSA must notify the service provider of warranty claims promptly; the service provider must repair or replace at no cost.
• If the service provider fails to remedy, NECSA may take remedial action at the service provider's risk and expense.

Taxes and duties

• Foreign service providers are responsible for all taxes and levies outside NECSA's country.
• Local service providers are responsible for all taxes and duties until delivery.
• No contract with any bidder whose tax matters are not in order; an original SARS tax clearance certificate must be submitted prior to award.

Reports and deliverables acceptance

• NECSA has 7 days (Evaluation Period) after furnishing of reports/deliverables to verify conformity with requirements.
• If a nonconformity is notified in writing before the Evaluation Period expires, the service provider must correct it at its own expense, and NECSA then has an additional 7 days (Verification Period) to verify the correction.
• If NECSA does not notify acceptance, the reports/deliverables are deemed accepted upon expiry of the Evaluation Period or, after a nonconformity, upon expiry of the Verification Period.