Supply, delivery and renewal of trend micro licences for the department of planning, monitoring and evaluation (36 months)

Bid DPME 14 2026-27 covers the supply, delivery and renewal of DPME Trend Micro licences for 36 months.

Closing date: 11 November 2026 at 11:00.

No briefing session is scheduled.

Closing: 11 November 2026 at 11:00.

Briefing session / site visit: none scheduled for this bid.

Bidding procedure enquiries

• Contact: Phetogo Mnguni
• Telephone: 012 312 0426
• Email: [email protected]

Technical enquiries: no contact person listed.

Submission address

330 Grosvenor Street

Hatfield

Pretoria

Submission method

• Sealed envelope clearly marked with the bid reference number, deposited in the DPME tender box.
• Tender box address: 330 Grosvenor Street, Hatfield, Pretoria.
• Bids must be submitted on the official forms provided and must not be re-typed.

Closing

• 11 November 2026 at 11:00. Late bids will not be accepted.

Returnable documents — each must be completed, signed and submitted with the bid

• CSD registration report, not older than 30 days; only suppliers registered on the CSD may bid.
• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims points for the stated specific goals.
• SBD 6.2 (Declaration for Local Production and Content): only where a designated sector applies.
• B-BBEE status level verification certificate bearing a SANAS logo, or a sworn affidavit for EMEs/QSEs (supported by CIPC turnover confirmation, CSD report, CoR13 or share certificate).
• Proof of authority to sign, such as a company resolution.

Disqualification risks

• Any required document omitted or left unsigned.
• Bids received after the closing time.
• Failure to use the official SBD forms as issued.

Documents required with every bid or quotation:

• CSD registration report, not older than 30 days.
• SBD 1 (Invitation to Bid).
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Points Claim).
• Valid B-BBEE status level verification certificate with a SANAS logo, or a sworn affidavit for EMEs/QSEs.
• SBD 6.2 (Declaration for Local Production and Content) and annexures, where the designated sector applies.
• Any additional documents issued as part of the bid pack.
• Proof of authority to sign, such as a company resolution.

Evaluation stages

• Administrative compliance first: only bids meeting all administrative requirements (including tax compliance) proceed. Incomplete or late bids may be rejected.
• Functional/specification requirements next: only bids meeting these proceed to the PPPFA evaluation phase.
• Price and preference points evaluation under the PPPFA.

Preference point system

• 80/20 system applies to this bid; points are awarded for price and for specific goals claimed on SBD 6.1.
• Price: up to 80 points. Specific goals: up to 20 points. Total: 100 points.
• PPPFA applies to bids estimated at R2 001 or more.
• If all bids received exceed R50 000 000, the bid is evaluated on the 90/10 system instead.

Specific goals points (per SBD 6.1)

• Black ownership of at least 51%: 5 points (below 51%: 1 point).
• Black ownership by persons with disabilities: 3 points (certificate required).
• Black women ownership of at least 30%: 2 points.
• Black youth ownership of at least 30% at closing date: 3 points.
• Black military veteran ownership: 2 points.
• Supplier situated in the local municipality of the project: 3 points.
• SMME with annual profit below R10 million: 2 points.

Notes

• Claims must be supported by the required proof (CSD report preferred); without proof, no specific-goal points are awarded.
• Bidders meeting the minimum functional requirements may be called to present their proposals; the Bid Evaluation Committee may adjust the score after the presentation.
• Any attempt to influence evaluation, comparison or award decisions may lead to rejection of the bid.

Supply, delivery and renewal of DPME Trend Micro licences.

Contract period: 36 months.

Bidders must state their lead time / delivery period in the quotation.

Detailed functional criteria and specifications are set out in the specifications sheet / Terms of Reference issued with the bid.

DPME reserves the right to verify, with the relevant authorities, a bidder's citizenship status, company information, criminal records, previous tender and government contract track record, government employment status, company or closed corporation ownership, suitability to handle confidential government information, and the qualifications of the bidder, contractor and team members, together with any other information submitted in the bid.

Pricing

• All quoted prices must include VAT.
• Prices must be firm for at least 90 days from the closing date for open tenders (at least 30 days for other bids).
• Prices dependent on the exchange rate must state the rate used, and any escalation conditions must be clearly indicated.
• No variation of contract price or scope creep is permitted unless specifically allowed in the ToR/specifications.

Payment

• Valid invoices are paid within 30 calendar days.
• No work may commence, and no expense for which DPME could be liable may be incurred, until a written government purchase order has been issued.

Registration and status

• Registration on the Central Supplier Database (CSD) is mandatory; only CSD-registered suppliers may bid.
• CSD information must be current: tax compliance status, B-BBEE level, turnover category, black / women / youth / disabled / military veteran ownership, verified banking details and contact details.
• Tax compliance: submit a SARS tax compliance PIN or a printed TCS certificate, or a CSD number where no PIN is available. Each party in a consortium, joint venture or subcontracting arrangement must submit its own PIN, certificate or CSD number. Foreign bidders with no South African tax obligations must complete the SARS pre-award questionnaire.
• B-BBEE: a valid B-BBEE status level verification certificate with a SANAS logo, or a sworn affidavit for EMEs/QSEs, is required to claim preference points.

Exclusions

• No bid will be considered from a person in the service of the state, a company with directors who are state employees, or a close corporation with members who are state employees.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• DPME may disregard a bid where the bidder or a subcontractor is not tax compliant, has abused an SCM system, has committed proven fraud or improper conduct, has failed on a previous contract, or has supplied incorrect information.

Returnable forms — complete, sign and submit each: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and SBD 6.2 (Local Production and Content) where applicable.

All work performed and all equipment used at DPME facilities must comply with the Occupational Health and Safety Act, 1993 and its regulations, as well as DPME standard instructions.

Service provider obligations

• Conduct business courteously and professionally.
• Provide all documentation requested before contract award.
• Comply with employment legislation and applicable bargaining council agreements, including UIF and PAYE; DPME may monitor compliance and impose penalties for non-compliance.
• Manage internal staff disputes without affecting DPME.
• Comply with DPME security and emergency policies at DPME premises.
• Ensure all work and equipment at DPME facilities comply with the Occupational Health and Safety Act, 1993.
• Train all project staff before work commences.
• Notify DPME of any staff changes; DPME may vet all persons working on the project.
• Store and hand over any project data to DPME in an accessible and confidential manner.
• Not commence work or incur expenses for which DPME could be liable until a written government purchase order has been issued.

DPME obligations

• Manage contracts professionally and provide information where needed for the service provider to perform.
• Not be responsible for damages suffered by the service provider or its staff, or for accounts and expenses not agreed between the parties.
• Not tolerate unfair labour practices during project execution.
• Pay all valid invoices within 30 calendar days.

DPME reserves the right to: cancel any order where the stated delivery period is extended; require delivery exactly as specified at the quoted price regardless of differences in the quotation; publish bidder names, total bid prices and specific-goal points claimed; decline to appoint any service provider or withdraw the request; split the award between two or more providers or award only part of the bid; and call bidders who meet the minimum functional requirements to present proposals, with the Bid Evaluation Committee able to adjust scores based on the presentation.

All quoted prices must be inclusive of VAT and firm for at least 30 days for bids other than open tenders, and at least 90 days for open tenders, from the closing date.

Prices dependent on the exchange rate must state the rate used, and escalation conditions must be clearly indicated.

No variation of contract price or scope creep is permitted unless specifically allowed in the ToR/specifications.

CSI registration is mandatory: only suppliers registered on the Central Supplier Database may bid, and all CSD information must be up to date, including tax compliance status, B-BBEE level, turnover category, black ownership, women ownership, youth, disabled and military veteran ownership, banking details and contact details.

Bidders must keep DPME informed in writing of any change in their details and provide an updated CSD report; an award based on incorrect CSD information may be cancelled and damages claimed.

Tax compliance: submit a SARS PIN, a printed TCS certificate, or a CSD number; each party to a consortium, joint venture or subcontracting arrangement must provide separate tax compliance.

Foreign bidders with no South African tax obligations must complete the SARS pre-award questionnaire on their tax obligation categorisation.

No bids from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees.

Only bids that meet all administrative and functional requirements proceed to PPPFA evaluation.

The PPPFA preference point system applies to bids estimated at R2 001 or more.

The 80/20 system applies unless all bids received exceed R50 million, in which case the 90/10 system applies.

The applicable evaluation method is indicated on SBD 6.1.

Procurement of a 36-month renewal of the Department of Planning, Monitoring and Evaluation's Trend Micro licensing, covering 352 units of Trend Micro Smart Protection for Endpoints and 5 000 Trend Vision One Credits. Only bidders holding Trend Micro accreditation may bid, and pricing must be returned on the Annexure B compliance-and-costing spreadsheet.

Returnable documents

• Annexure B — Compliance & Costing: the completed spreadsheet, signed and dated; a bid that leaves it unsigned or incomplete is disqualified.
• Trend Micro accreditation letter or certificate.
• The total bid price must be reflected as required by SBD 6.1 (Preference Points Claim).

Completion rules for Annexure B

• Only the yellow cells may be filled in by the bidder; orange cells are reserved for the department.
• Any alteration to the spreadsheet formulas invalidates the bid.
• The completed by (name) and supplier fields, signature and date lines must be filled in.

Submission channel, submission address, number of copies and packaging are not stated in this annexure.

Compliance-and-costing annexure basis

• Each mandatory requirement in Annexure B is answered with a declaration of comply or do not comply.
• Failure to complete and sign Annexure B results in disqualification.
• Absence of a Trend Micro accreditation letter or certificate is treated as a mandatory non-compliance.
• No functionality scoring, preference point allocation, 80/20 or 90/10 split, or minimum qualifying score is stated in this annexure.

Scope

• Renewal of Trend Micro licences for a 36-month period.
• Supply and delivery of the licences covered by the renewal.

Quantities

• Trend Micro Smart Protection for Endpoints renewal: 352 units.
• Trend Vision One Credits: 5 000 credits.

Licence holding

• The bidder must hold a current Trend Micro accreditation letter or certificate.

Pricing schedule (Annexure B)

• Three-year price build-up per line item: Year 1, Year 2 and Year 3 prices, with unit price excluding VAT shown for each year.
• Unit prices are entered excluding VAT; each year's total cost is carried through VAT inclusive.
• Total bid price is stated as per SBD 6.1.

Foreign exchange

• Where the price depends on the rate of exchange, the bidder marks which rate applies — 1 US Dollar, 1 Euro or 1 Pound (UK).
• The percentage of the price that is ROE dependent is entered in the Forex % column; 0% means the price is not ROE dependent.
• The forex-linked portion of each year's price is shown separately.

No bid security, performance guarantee, retention or payment terms are stated in this annexure.

Mandatory requirements (Annexure B)

• Trend Micro accreditation letter or certificate must be attached.
• Annexure B (Compliance & Costing) must be completed, signed and dated by the bidder.
• Only yellow cells may be completed by the bidder; formula changes invalidate the bid.
• The total bid price must be presented as per SBD 6.1.

Disqualification risks

• Any mandatory requirement marked as do not comply.
• Annexure B submitted incomplete or unsigned.
• Altered formulas in the costing spreadsheet.

No CSD, tax compliance, B-BBEE, CIDB or local-content thresholds are stated in this annexure.

Annexure A carries the detailed project description: background, problem statement and purpose, objectives and scope of the project, key deliverables, and timeframes.

Closing

• Closing date and time: 11 November 2026 at 11:00, as also indicated on SBD 1; bids received after closing are rejected.

Briefing

• No compulsory briefing session is held; attendance is not a condition of bidding.

Bid validity

• Bids must remain valid for at least 120 days after the closing date.

SCM enquiries

• Name: Mr Mzwakhe Makhubu
• Email: [email protected]
• Telephone: 012 312 0518

Technical enquiries

• Name: Phetogo Mnguni
• Email: [email protected]
• Telephone: 012 312 0426

Submission format

• One original proposal plus 5 (five) copies.
• Only 1 (one) original price proposal and the SBD forms are required.
• A detailed proposal responding to every requirement in the terms of reference must be submitted.
• Annexure B (compliance and pricing) must be completed on the supplied Microsoft Excel template; annexures completed by hand are rejected as administratively non-compliant.
• Documents to attach: Annexure B pricing/compliance schedule, the published terms of reference including Annexure A, and all other forms and certificates listed in the bid documents.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 6.1 (Preference Points Claim): claims the specific-goal preference points under the 80/20 system.
• Annexure B: completed Microsoft Excel pricing and compliance schedule.
• Trend Micro accreditation certificate or letter naming the bidder and confirming the partnership is valid at bid time.
• B-BBEE certificate or sworn affidavit.
• Verification documents for preference points: CSD report, ID copies, share certificates, CIPC CoR13 and confirmation letter.
• Remaining National Treasury standard forms and declarations in the bid documents, completed and signed.

Submission channel

• Delivery method and address are set out in the attached bid documents and on SBD 1.
• Bids received after the closing date and time shown on SBD 1 are not accepted.

Disqualification risks

• Late submission.
• Trend Micro accreditation certificate or letter omitted.
• Annexure B completed by hand.
• Any required information left unpopulated.
• Failure of any mandatory requirement.

Stage 1 — Administrative compliance

• All required documents submitted and all information populated; Annexure B completed in the supplied Microsoft Excel template. Non-compliant bids are not evaluated further.

Stage 2 — Mandatory requirements

• Bidder must be an accredited Trend Micro Partner/Reseller, proven by a valid certificate or letter from Trend Micro showing the bidder's name and that the partnership is valid at bid time.
• Mandatory scoring: comply = 3; do not comply = 1.
• Only bids meeting all mandatory requirements proceed to PPPFA price evaluation.

Stage 3 — Functionality

• Administratively acceptable bids are scored by the Bid Evaluation Committee against the functional criteria.
• Weight allocation: 1 = value-adding requirement (minimum score 2); 3 = important requirement (minimum score 6 or 9); 5 = essential/integral requirement (minimum score 15).
• Panel scoring scale per criterion: 1 = does not comply; 2 = partial compliance; 3 = full compliance; 4 = exceeds requirements.
• Criterion result: weight multiplied by each panel member's score, then averaged across all panel members.
• Overall score (%) = (sum of average criterion scores ÷ (sum of weights × 4)) × 100.

Stage 4 — Price and specific goals

• Preference point system: 80/20, per SBD 6.1; a B-BBEE certificate or affidavit must be submitted.
• Black ownership at least 51%: 5 points; below 51%: 1 point.
• Black ownership including people with disabilities as defined in the Employment Equity Act of 1998: 3 points (certificate required).
• Black women ownership at least 30%: 2 points; below 30%: 0 points.
• Black youth ownership at least 30% at the closing date: 3 points.
• Black military veteran ownership: 2 points.
• Supplier situated in the local municipality where the project takes place (rural and semi-urban areas): 3 points.
• SMME showing a profit below R10 million a year: 2 points.
• Points verified from the CSD report, B-BBEE certificate/affidavit, ID copies, share certificates, CIPC CoR13 and confirmation letter; the preferred address in the CSD report is used for awarding points.

Procurement

• Supply, delivery and renewal of Trend Micro licences for the Department of Planning, Monitoring and Evaluation.
• Contract period: 36 months (3 years).
• Licences must be supplied and renewed through an accredited Trend Micro Partner/Reseller.

Scope and deliverables

• A detailed proposal covering all information needed to evaluate the bid against the terms of reference.
• Annexure A sets out the background, problem statement and purpose, objectives and scope of the project, key deliverables and timeframes.
• The bidder must be an accredited Trend Micro Partner/Reseller able to provide Trend Micro products and services, with a certificate or letter confirming the bidder's name and that the partnership is valid at the time of bid.

Proposal content

• Detailed response to the terms of reference, with the published terms of reference and Annexure A attached.
• Pricing schedule (Annexure B) covering all outputs in the terms of reference, fully inclusive.

Pricing schedule

• Prices include VAT where the bidder is VAT registered and cover all costs of delivering every output in the terms of reference.
• No variation in the contract price is permitted after award.
• Annexure B must summarise the costing and must be completed in the supplied Microsoft Excel template; handwritten versions are not accepted.

Pricing

• Prices must include VAT where the bidder is VAT registered.
• Prices must be fully inclusive of all costs needed to deliver every output in the terms of reference.
• Annexure B, the supplied Microsoft Excel template, must be used to summarise costing; handwritten pricing is not accepted and renders the bid administratively non-compliant.
• No variation in the contract price is permitted after award.

Eligibility and mandatory compliance

• Accredited Trend Micro Partner/Reseller: valid certificate or letter from Trend Micro showing the bidder's name and confirming the partnership is valid at bid time. Failure disqualifies the bid.
• Annexure B must be completed in the supplied Microsoft Excel template; handwritten versions are administratively non-compliant.
• All required information must be populated and all required bid documents submitted.
• Only suppliers meeting every requirement in the terms of reference and bid documents are considered.
• DPME reserves the right to verify the information supplied.

B-BBEE and ownership evidence

• A B-BBEE certificate or sworn affidavit must be submitted to claim preference points.
• Verification documents accepted: CSD report, B-BBEE certificate or affidavit, ID copies, share certificates, CIPC CoR13 and confirmation letter.

Other obligations

• Bid validity of at least 120 days after the closing date.
• Bid information, and information supplied after award, must be kept confidential and may not be disclosed without DPME's written consent.

Preference points — 80/20 system, per SBD 6.1

• Black ownership at least 51%: 5 points; below 51%: 1 point.
• Black ownership including people with disabilities as defined in the Employment Equity Act of 1998: 3 points; certificate to be attached.
• Black women ownership at least 30%: 2 points; below 30%: 0 points.
• Black youth ownership at least 30% at the closing date: 3 points.
• Black military veteran ownership: 2 points.
• Supplier situated in the local municipality where the project takes place (rural and semi-urban areas): 3 points.
• SMME with a profit below R10 million a year: 2 points.

Evidence for points

• CSD report, B-BBEE certificate or affidavit, ID copies, share certificates, CIPC CoR13 and confirmation letter; the preferred address in the CSD report is used for awarding points.

Contract management

• The successful bidder concludes a service level agreement with DPME; the National Treasury General Conditions of Contract form part of the SLA, and the standard DPME SLA template is available on the DPME tenders website.
• Bid information and post-award information must stay confidential unless DPME consents in writing to disclosure.
• Background IP remains with its owner; DPME receives a non-exclusive, royalty-free, non-transferable licence to use Background IP incorporated into the deliverables.
• Bespoke deliverables and their copyright vest in DPME; the provider receives a non-exclusive, royalty-free, non-transferable licence to use them for the contract.
• The provider may not publish or sell bespoke deliverables without DPME's written consent.

Special conditions

• DPME may award or decline to award the bid.
• The Trend Micro accreditation letter or certificate must be submitted.
• Bids failing any mandatory requirement are disqualified.
• Bidders must populate and submit all required information.
• The National Treasury General Conditions of Contract apply where either party fails to deliver.

Mandatory requirement

• The bidder must be an accredited Trend Micro Partner/Reseller.
• Evidence: a valid certificate or letter from Trend Micro showing the bidder's name and confirming the partnership is valid at the time of bid.
• DPME may verify the information supplied; failure to meet the requirement disqualifies the bid.

Mandatory quantitative criteria

• Only bids meeting all mandatory requirements proceed to PPPFA price evaluation.
• Criterion: accredited Partner/Reseller able to provide Trend Micro products and services — comply = 3, do not comply = 1.