Supply of microsoft licenses for etdp seta servers (hp proliant dl360p gen10, windows server 2025 standard)

Scope: Appointment of a service provider to supply Microsoft licenses for ETDP SETA.

Closing date: 22 June 2026

Closing time: 11h00

Bid submission email: [email protected]

Bidding procedure enquiries: Mr Sibusiso Kutshwa

Email: [email protected]

Technical enquiries: Mrs Siphesihle Nzima

Email: [email protected]

Submission method: Deliver bids by 22 June 2026 at 11h00 to the bid box at the specified street address or email to [email protected]. Late bids will not be accepted.

Required forms: Use only the official forms provided (do not re-type). Follow the bid document’s prescribed submission manner.

Contractual obligations: Bid is subject to the Preferential Procurement Policy Framework Act, 2000, Preferential Procurement Regulations, 2017, General Conditions of Contract (GCC), and any special conditions.

Post-award: Successful bidder must complete and sign the SBD7 contract form.

Disqualification risks: Bids may be invalid if submission guidelines are not followed, required documents are missing, or if the bidder is a state employee, a company with state-employed directors, or a close corporation with state-employed members.

Tax compliance: Bidders must be tax-compliant with SARS and submit a TCS PIN or CSD number. Consortia/joint ventures/sub-contractors must each provide separate TCS certificates, PINs, or CSD numbers.

B-BBEE: Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.

Disqualification: Bids from state employees, companies with state-employed directors, or close corporations with state-employed members will not be considered.

Tax compliance: Submit a Tax Compliance Status (TCS) PIN issued by SARS for verification. Apply via e-filing at www.sars.gov.za or provide a printed TCS certificate with the bid. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide the CSD number.

Consortia/JVs: Each party in a consortium, joint venture, or sub-contractor arrangement must submit a separate TCS certificate, PIN, or CSD number.

Foreign suppliers: If the entity is not a South African resident, has no branch, permanent establishment, source of income, or tax liability in South Africa, a TCS PIN is not required. If any of these conditions apply, enclose proof.

B-BBEE: Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.

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

B-BBEE compliance: Submit a B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs and QSEs) to qualify for preference points.

Bid submission: Bids must be delivered by the stipulated time to the correct address or emailed to [email protected]. Late bids will not be accepted.

Forms: Use only the official forms provided (do not re-type) or follow the bid document’s prescribed manner.

Legislation: Bid is subject to the Preferential Procurement Policy Framework Act, 2000, Preferential Procurement Regulations, 2017, General Conditions of Contract (GCC), and any special conditions.

Contract form: Successful bidder must complete and sign the SBD7 contract form.

Tax compliance: Submit a TCS PIN or CSD number. Consortia, joint ventures, or sub-contractors must each provide separate TCS certificates, PINs, or CSD numbers.

Disqualification: Bids will not be considered from state employees, companies with state-employed directors, or close corporations with state-employed members. Failure to comply with requirements may invalidate the bid.

Foreign suppliers: If the entity is not a resident of South Africa, has no branch, permanent establishment, source of income, or tax liability in South Africa, registration for a TCS PIN is not required. If any of these conditions apply, proof must be enclosed.

Bid submission email: [email protected]

General enquiries email: [email protected]

Returnable Documents: Submit a completed and commissioned sworn B-BBEE affidavit for Exempted Micro Enterprises (EMEs). The affidavit must include:

• Enterprise details: full name, trading name (if applicable), registration number, VAT number (if applicable), physical address, type of entity (e.g., CC, (Pty) Ltd, Sole Proprietor), and nature of business.
• Ownership declarations: percentage of Black Owned, Black Female Owned, and Black Designated Group Owned (with breakdowns for youth, disabled, unemployed, rural, and military veterans).
• Financial confirmation: annual total revenue of R10 million or less, based on the latest financial statements.
• B-BBEE Level Contributor selection: tick the applicable box for Level One (100% Black Owned, 135% recognition), Level Two (≥51% Black Owned, 125% recognition), or Level Four (<51% Black Owned, 100% recognition).
• The affidavit must be signed by a Commissioner of Oaths and remains valid for 12 months from the signing date.

Required Affidavit Details:

• Enterprise name, trading name (if applicable), registration number, VAT number (if applicable).
• Physical address, type of entity (e.g., CC, (Pty) Ltd, Sole Proprietor), and nature of business.
• Must be completed and signed by an authorised member, director, or owner.
• Must be commissioned by a Commissioner of Oaths.

Evaluation is based on B-BBEE compliance for Exempted Micro Enterprises (EMEs):

• Enterprise must have annual revenue ≤ R10 million.
• Must declare Black ownership percentages (total, female, and designated groups).
• Must select a B-BBEE Level Contributor: Level One (100% Black Owned, 135% recognition), Level Two (≥51% Black Owned, 125% recognition), or Level Four (<51% Black Owned, 100% recognition).
• Must adhere to B-BBEE Act definitions for 'Black People' and 'Black Designated Groups'.
• Affidavit must be commissioned and valid for 12 months.

B-BBEE Compliance:

• Submit a sworn affidavit declaring EME status (annual revenue ≤ R10 million).
• Declare ownership percentages: total Black Owned, Black Female Owned, and Black Designated Group Owned (with breakdowns for youth, disabled, unemployed, rural, and military veterans).
• Definitions:
• 'Black People': Africans, Coloureds, and Indians who are South African citizens by birth, descent, or naturalisation before 27 April 1994 (or eligible before that date).
• 'Black Designated Groups': unemployed black people, black youth, black persons with disabilities, black people living in rural areas, black military veterans.
• Select B-BBEE Level Contributor: Level One (100% Black Owned, 135% recognition), Level Two (≥51% Black Owned, 125% recognition), or Level Four (<51% Black Owned, 100% recognition).
• Affidavit must be signed by a Commissioner of Oaths and valid for 12 months.

B-BBEE Affidavit Requirements for Exempted Micro Enterprises (EMEs):

• Definitions:
• 'Black People': Africans, Coloureds, and Indians who are South African citizens by birth, descent, or naturalisation (before 27 April 1994 or eligible before that date).
• 'Black Designated Groups': unemployed black people, black youth, black persons with disabilities, black people living in rural areas, black military veterans.
• Declarations required:
• Percentage Black Owned.
• Percentage Black Female Owned.
• Percentage Black Designated Group Owned, with breakdowns for youth, disabled, unemployed, rural, and military veterans.
• Financial requirement: annual total revenue must be R10 million or less.
• B-BBEE Level Contributor selection:
• 100% Black Owned: Level One (135% procurement recognition).
• At least 51% Black Owned: Level Two (125% procurement recognition).
• Less than 51% Black Owned: Level Four (100% procurement recognition).

Evaluation uses the 80/20 or 90/10 Preferential Procurement Regulations (2022) system. Points are allocated as follows: Price (80 points), Specific Goals (20 points). The lowest acceptable tender determines the applicable system (80/20 or 90/10). Points for price are calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin) or Ps = 90(1 - (Pt - Pmin)/Pmin). Bidders must claim points for specific goals in the tender submission. Failure to submit required proof/documentation for specific goals means no points are awarded for those goals. The organ of state may require substantiation of claims at any time.

Price must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is the total estimated value, including all taxes, calculated at the time of bid invitation. Pricing must align with the tender’s requirements for goods/services.

B-BBEE compliance is required to claim preference points. Documentation must be submitted to verify ownership and other specific goals. Acceptable documents: B-BBEE Certificates (SANAS-accredited), Affidavits, CIPC B-BBEE Certificates, ID copies of Directors/Owners, Medical reports (for disabled-owned businesses), Company registration documents, Cooperatives/NPCs/NPOs/CBOs documents (CIPC/Department of Social Development), Proof of municipal account (for location-based preferences). Specific Goals and points: GOAL 1 – Ownership (Max 15 points): 100% Black owned (8), 51%+ Black owned (2), 100% Black women-owned (4), 51%+ Black women-owned (1), 51%+ Youth owned (2), 51%+ Disabled-owned (1). GOAL 2 – Economic Reconstruction and Recovery Programmes (Max 5 points): SMME/QSE/EME (2), Cooperatives/NPCs/NPOs/CBOs (2), Business in required province (2), Business in South Africa (1). Total Specific Goals points: 20. Bidders must declare company type (e.g., Partnership, Sole Proprietorship, (Pty) Ltd, Non-Profit, State-Owned). Tax compliance is mandatory. Fraudulent claims may result in disqualification, cost recovery, contract cancellation, business restrictions for up to 10 years, or criminal prosecution.

The tenderer must certify that all information provided is true and correct. The organ of state may require documentary proof to substantiate claims at any time. Consequences of fraudulent claims or non-fulfillment of contract conditions include: disqualification from the tendering process, recovery of costs/losses/damages incurred by the organ of state, contract cancellation with damages claimed, restriction from obtaining business from any organ of state for up to 10 years (after due process), and potential criminal prosecution. The tenderer must sign a declaration confirming compliance and acknowledging these terms.

The purpose is to appoint a service provider to supply Microsoft licenses for ETDP SETA for a 12-month period on a once-off basis. Objectives: Secure an accredited Microsoft partner to supply licenses in accordance with ETDP SETA’s needs. Ensure ETDP SETA maintains up-to-date Microsoft licenses to enable business systems to function with new technologies on Microsoft solutions.

Bid documents available from 12h00 on 10 June 2026 on the ETDP SETA website (www.etdpseta.org.za) under Supply Chain Management > Open RFQs. Closing date for submissions: 11h00 on 22 June 2026. No late submissions will be accepted.

All enquiries must be directed in writing to the Supply Chain Manager at [email protected]. No other communication is permitted. Bid documents are available on the National Treasury e-portal and ETDP SETA website (www.etdpseta.org.za). Submissions must be emailed to [email protected].

Submit all documents electronically via email to [email protected]. Organize submissions into three folders: Folder A (Stage 1: Administrative Requirements), Folder B (Stage 2: Mandatory Requirements), and Folder C (Stage 3: Price and Specific Goals). Ensure all relevant documents are included for efficient evaluation. Late, incomplete, or unsigned bids will not be accepted. Bids must remain valid for 120 days. No telephonic or other communication is permitted; all enquiries must be in writing to [email protected]. Attempts to influence the adjudication process will result in immediate disqualification.

Submit three folders: Folder A (Stage 1: Administrative Requirements): SBD 1, SBD 4, General Conditions of Contract (GCC), SARS PIN. Folder B (Stage 2: Mandatory Requirements): OEM letterhead confirmation of Sage Business Partner certification. Folder C (Stage 3: Price and Specific Goals): Signed costing model (including VAT), SBD 6.1 Preferential Points Claim Form.

Evaluation is based on functionality, price, and specific goals. Bidders must first meet the minimum threshold for functionality to proceed to price and specific goals evaluation. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (B-BBEE). Mandatory requirements: Must be a Microsoft-accredited partner (proof required via OEM letterhead confirmation). Must be a Sage Business Partner certified to implement and support Sage 300. Failure to comply with mandatory requirements results in disqualification. Administrative compliance includes submission of SBD 1, SBD 4, General Conditions of Contract (GCC), and SARS PIN. Preferential points are allocated based on B-BBEE status level and specific goals.

Supply Microsoft licenses for a 12-month period on a once-off basis. Required licenses: 200x Microsoft 365 A5 for faculty annual subscription, Windows Server 2025 Standard subscription (1 year, refer to Annexure A), 30x Windows Server 2025 Remote Desktop Services - 1 User CAL, 1x Microsoft SQL Server 2025 Standard, 150x Microsoft SQL Server 2025 Client Access Licenses, 15x Copilot for Microsoft 365. Note: ETDP SETA uses Faculty licenses; do not quote on Open or Enterprise licensing.

Submit a detailed quotation covering all requirements. Provide a summarized and signed costing proposal on company letterhead with the following columns: Description, Quantity, Total (excl VAT). Include Sub-Total, VAT @ 15%, and Grand Total. All pricing must be in ZAR. The costing model must not be modified; if retyped, all line items must be included in the specified order. Final prices must be provided and signed.

Submit a detailed quotation covering all requirements. Provide a summarized and signed costing proposal on company letterhead using the specified format: Description, Quantity, Total (excl VAT), Sub-Total, VAT @ 15%, Grand Total. Pricing must be in South African Rand (ZAR) and include VAT. The costing model must not be modified; if retyped, all line items must be included in order. Final prices must be provided and signed.

Must be registered on the Central Supplier Database (CSD). Submit a valid certified B-BBEE Certificate from a SANAS Accredited Verification Agency or issued by CIPC, or a signed Sworn Affidavit for allocation of points for specific goals. Joint ventures must submit a consolidated B-BBEE Verification Certificate for this bid. Failure to submit B-BBEE proof means no points are claimed for specific goals. Deregistered, blacklisted, or CIPC de-registering companies are disqualified. Submit SBD 1, SBD 4, General Conditions of Contract (GCC), and SARS PIN. Companies must not be blacklisted on the National Treasury database.

Submit a valid certified B-BBEE Certificate from a SANAS Accredited Verification Agency or issued by CIPC, or a signed Sworn Affidavit to claim points for specific goals. Joint ventures must submit a consolidated B-BBEE Verification Certificate for this bid. Failure to submit B-BBEE proof means no points are claimed for specific goals. Specific goals are not allocated if supportive documents are missing.

ETDP SETA Supply Chain Management Policy applies. ETDP SETA reserves the right to negotiate prices, cancel the bid, or not award it. Bids must remain valid for 120 days. Due diligence will be conducted on successful bidders. POPIA and PAIA compliance: By submitting a proposal, bidders consent to ETDP SETA treating their data as private and confidential. Personal information is collected for legal and regulatory obligations. For details, refer to ETDP SETA’s POPIA and PAIA Manuals on www.etdpseta.org.za.

ETDP SETA reserves the right to negotiate prices, cancel the bid, or not award it. Bids must remain valid for 120 days. Deregistered, blacklisted, or CIPC de-registering companies are disqualified. All suppliers must be registered on the Central Supplier Database (CSD). No bid will be awarded to unregistered suppliers. Due diligence will be conducted on successful bidders.

Evaluation is conducted in three stages: Stage 1 (Administrative Compliance): Submit completed and signed SBD 1, SBD 4, General Conditions of Contract (GCC), and SARS PIN. Stage 2 (Mandatory Requirements): Must be a Sage Business Partner with OEM letterhead confirmation of certification to implement and support Sage 300. Failure to comply results in disqualification. Stage 3 (Price and Specific Goals): Submit a final, signed costing model (including VAT) and SBD 6.1 Preferential Points Claim Form. The 80/20 preference point system applies (80 for price, 20 for specific goals). Evaluation follows the Preferential Procurement Policy Framework Act and ETDP SETA procurement policy.

• Refer to the Special Conditions of Contract (SCC) for submission details, including required returnable documents.
• Submission must comply with the General Conditions of Contract, which form part of all bid documents and may not be amended.

• The supplier must be a legally registered entity capable of entering into a binding contract.
• Must not be listed on the Register for Tender Defaulters or restricted from doing business with the public sector.
• Must have tax matters in order and submit a valid SARS tax clearance certificate prior to award.
• Must demonstrate the ability to supply genuine Microsoft licenses as specified.
• Must comply with any local content or National Industrial Participation Programme (NIPP) requirements if applicable.
• Must be financially stable to furnish performance security and meet contract obligations.
• Must not have engaged in corrupt, fraudulent, or collusive practices.

• Goods supplied must conform to the standards mentioned in the bidding documents and specifications.
• The supplier must not disclose contract documents, specifications, plans, or purchaser information without prior written consent.
• The purchaser may inspect the supplier's records relating to performance and have them audited.
• The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design rights infringement arising from use of the goods.

• The supplier must maintain confidentiality of contract documents and purchaser information.
• The purchaser has the right to inspect the supplier's records and performance, and to have them audited.

• Payment method and conditions will be specified in the Special Conditions of Contract (SCC).
• Supplier must submit an invoice accompanied by a copy of the delivery note.
• Payments will be made promptly, no later than 30 days after submission of an invoice.
• Payment will be in Rand unless otherwise stipulated in SCC.
• Prices charged for goods delivered and services performed shall not vary from the prices quoted in the bid, except as authorized in SCC or a bid validity extension.
• Performance security may be required within 30 days of contract award, as specified in SCC.

• Tax Compliance: No contract will be concluded with a bidder whose tax matters are not in order. A valid original tax clearance certificate from SARS must be submitted prior to award.
• The General Conditions of Contract apply to all bids, contracts, and orders, including professional services.
• Special Conditions of Contract (SCC) will supplement these General Conditions and prevail in case of conflict.
• The National Industrial Participation (NIP) Programme applies to contracts subject to the NIP obligation.

• The contract is the written agreement entered into between the purchaser and supplier, including all attachments and documents incorporated by reference.
• No variation or modification of the contract terms is allowed except by written amendment signed by both parties.
• The supplier shall not assign its obligations under the contract without the purchaser's prior written consent.
• The supplier must notify the purchaser in writing of all subcontracts awarded under the contract.
• The contract shall be interpreted in accordance with South African laws, unless otherwise specified in SCC.
• The contract and all correspondence shall be in English.
• Notices shall be sent to the address furnished in the bid or as later notified in writing.

• Purpose: Appointment of a service provider to supply Microsoft licenses for ETDP SETA.
• Reference: RFQ NO: 03 - 2026/27.

• General enquiries: [email protected]
• Website: www.etdpseta.org.za
• Anti-Corruption Hotline: 0800 204 937
• SMS tip-off line: 49017
• Tip-off email: [email protected] or [email protected]

• Complete the server compliance table in Annexure A by marking YES/NO for each listed server to confirm ability to supply the required Microsoft licenses.
• Submit a signed form with the following details: Bidder name, position/role, and signature.

• Compliance table: Mark YES/NO for each of the 5 listed servers (HP ProLiant DL360p Gen10, Windows Server 2025 Standard) to confirm ability to supply.
• Signed submission: Include bidder name, position/role, and signature.

• Ability to supply: Bidders must confirm (YES/NO) their capacity to provide the specified Microsoft licenses for each server listed.
• Technical compliance: Must adhere to the server specifications (HP ProLiant DL360p Gen10, Windows Server 2025 Standard, cores, virtual machines, and license counts).
• Submission format: Completed Annexure A with YES/NO responses and required signatures.

• Scope: Supply Microsoft licenses for ETDP SETA.
• Server requirements: Quote based on the provided server list, specifying cores and number of virtual machines.
• Compliance table: For each of the 5 listed HP ProLiant DL360p Gen10 servers running Windows Server 2025 Standard, indicate YES/NO for ability to supply the required licenses (2 cores, 2 virtual machines, 8 total licenses per server).

• Basis: Quote must be based on the provided server list, including cores and number of virtual machines for each HP ProLiant DL360p Gen10 server.

• Pricing basis: Quote must align with the provided server list, including cores and number of virtual machines.
• Structure: Pricing should reflect the exact specifications for each server (HP ProLiant DL360p Gen10, Windows Server 2025 Standard).

• Website: www.etdpseta.org.za
• General email: [email protected]
• Anti-Corruption Hotline: 0800 204 937
• SMS tip-off line: 49017
• Tip-off email: [email protected] or [email protected]