Website maintenance, support, hosting, and enhancement services for nersa

NERSA seeks a service provider to maintain, support, host, and enhance its website for three years. The website, relaunched in 2021, is a key communication tool for stakeholders. The scope includes dedicated hosting, bespoke PHP application support, document repository management, chatbot functionality, and ongoing maintenance and enhancements as required.

• Bid Closing Date: 13 July 2026.
• Bid Closing Time: 11:00.
• Non-compulsory Virtual Briefing Session: 26 June 2026 at 10:00 via MS Teams.
• Registration for Briefing: Email request to [email protected] by 09:00 on 26 June 2026.
• Clarification/Query Deadline: Submit written queries to [email protected] by 12:00 on 29 June 2026. No clarifications after this time.
• Clarification Responses: Will be forwarded on 30 June 2026.
• Reference Letter Submission Deadline: Submit reference letters by the bid closing date or alternatively by 20 July 2026 at 16:00.

• For briefing session registration and clarifications/queries: Email [email protected].
• Physical Submission Address: The Procurement Manager, NERSA, Kulawula House, 526 Madiba Street, Arcadia, Pretoria.
• Directions and GPS coordinates are provided in the document.
• For invoice submissions: Email [email protected].

• Submit one (1) original bid document plus one (1) memory stick (USB) containing a duplicate of the original submission.
• Deliver to: The Procurement Manager, NERSA, Kulawula House, 526 Madiba Street, Arcadia, Pretoria.
• The original bid must be fully completed and/or signed in ink. Do not retype or convert the document to word format; it may be completed in ink.
• Submit the memory stick sealed in a closed envelope.
• The sealed outer envelope must be marked with: Bid number NERSA/2627/ICT/MSH/BID009, closing date and time (13 July 2026 at 11:00), and the bidder's name and address.
• Bids received in an unsealed envelope may be disqualified.
• Sign the tender register at reception when dropping off the bid; arrive timeously.
• Late bids will not be considered. The tender box is locked at exactly 11:00; official Telkom time (Dial 1026) is used.
• Bids sent via post are deemed received only upon arrival at NERSA premises after the closing time.
• Documents submitted on time will not be returned.
• Returnable documents include: CV as part of the bid proposal.

Scope: Maintain, support, host, and enhance the NERSA website on an as-and-when-required basis for three (3) years.

Key Deliverables:

• Server Hosting: Dedicated LAMP stack (Linux, Apache, MySQL, PHP) environment with minimum 8 vCPU cores, 32GB RAM, 2TB high-speed SSD/NVMe storage (RAID-10), 1Gbps network, unmetered bandwidth.
• Security: Server-level firewall, restricted SSH access, SSL certificates, malware monitoring, hardened PHP.
• Backups: Daily database and scheduled file system backups with off-server retention and restore capability.
• Software: Bespoke PHP application (PHP 8.2.30+, MySQL 8.x, Zend OPcache, Memcached support). Extensive PHP extensions required (e.g., mysqli, cURL, OpenSSL, GD, Imagick).
• Application Features: Custom CMS, structured document repository (~7,600+ records), workflow-driven publishing, ElasticSearch indexing, event calendar, chatbot functionality.
• Compliance: Enhancements must comply with W3C standards for usability, accessibility, and SEO.
• Maintenance & Support: Ensure website and CMS are operational 24/7; renew third-party subscriptions; update plugins and framework.
• Account Manager: Must be provided with minimum three years' experience; responsibilities include project meetings, training, reporting, issue resolution, and industry advice.
• Training: Provide technical training to NERSA staff on website and CMS administration.
• Duration: Three-year contract from effective date negotiated with successful bidder.

Your technical proposal must include:

• A detailed methodology and technical approach addressing the Terms of Reference.
• A detailed work plan with milestones/deliverables demonstrating your capability to maintain, support, host, and enhance websites.
• The methodology is evaluated out of 40 points in the selection criteria, ranging from non-compliance (0 points) to comprehensive with problem identification and solutions (40 points).

• Provide a minimum of five (5) reference letters for similar work done in corporates, government departments, or State-Owned Enterprises in the past five years.
• Submit CVs for all proposed team members.
• For the Account Manager: Provide details of at least three years of relevant experience (see Table 1 in the document).
• For the service provider: Provide details of similar projects with contactable references (see Table 2 in the document).
• NERSA reserves the right to verify information and may blacklist bidders for false or misrepresented information.
• Reference letters must follow the NERSA standard template and not be older than three years.

• Submit the financial proposal/pricing schedule separately in a sealed envelope.
• The pricing schedule (Table 3) must cover the 36-month contract duration.
• Prices must be in ZAR, inclusive of VAT, and be a firm ceiling price covering all activities, resources, travel, and disbursements.

• Submit the financial proposal separately in a sealed envelope.
• Pricing must be in South African Rands (ZAR), inclusive of VAT for registered vendors.
• Include one (1) copy of the pricing schedule for the 36-month contract duration.
• The price must be a firm ceiling price, inclusive of all activities, resources, travel, and disbursements as per the scope of work.
• Payment terms: NERSA will pay according to the contract's table of deliverables. Invoices must be submitted monthly with supporting documents to [email protected].
• Payment is via bank transfer into a South African bank account, normally within 30 days of receiving a valid, original tax invoice compliant with the VAT Act.
• No additional amounts beyond the contracted fees will be payable.

Mandatory Documents to Submit:

• National Treasury Central Supplier Database (CSD) registration summary report or CSD number on SCM forms. Registration must be done prior to bid submission.
• SARS Tax Compliance Status Pin Letter (TCS) with unique PIN or printed TCS.
• Valid B-BBEE certificate or sworn affidavit from a SANAS-accredited verification agency. For consortia/joint ventures, submit a consolidated certificate.
• Fully completed and signed standard bidding forms: Bidder’s Disclosure, Preference Points Claim Form (Purchases), and Invitation to Bid.
• Accept the Special Conditions of Bid and Contract.
• Proof of experience in rendering similar services: Minimum five (5) reference letters for similar work done in corporates/government/SOEs in the past five years.
• CVs of proposed team members.
• Compliance with the Protection of Personal Information Act (POPIA), 2013.
• Failure to submit required compliance documents will invalidate the bid.

• Contract Duration: Three (3) years from the effective date negotiated between NERSA and the successful bidder.
• Negotiation: NERSA reserves the right to negotiate terms, including price, with one or more bidders. This does not constitute an award.
• Contract Conclusion: A contract is only concluded when a formal written contract and Service Level Agreement are signed by NERSA's CEO or authorised delegate.
• Payment: Fees are as per the final contract's table of deliverables. No additional amounts payable.
• Invoicing: Contractor must invoice NERSA for services rendered, accompanied by supporting documents.
• Tax Compliance: Contractor is responsible for its own income tax, VAT, and other statutory payments.
• Cancellation: The procurement process can be postponed or cancelled prior to contract conclusion.
• Rejection Reasons: Bids may be rejected for proven corrupt/fraudulent acts, abuse of the SCM system, or failure to perform on previous contracts.

The evaluation uses the 80/20 preferential point system in accordance with NERSA's SCM policy and the Preferential Procurement Regulations 2022. Stages: 1) Administrative compliance, 2) Selection criteria (minimum 60/100 points to proceed), 3) Price and Specific Goals (80 points for price, 20 points for B-BBEE goals).