Website redesign, hosting, support & maintenance tender – gauteng (3-Year contract)

The Gauteng Partnership Fund (GPF) is a Schedule 3C public entity established in 2002 to leverage private sector funding for affordable housing delivery. Its focus has shifted to the full spectrum of human settlements, acting as a financing vehicle and implementing agent for integrated, sustainable human settlements.

This RFP seeks a service provider to redesign, host, provide support, and maintain the GPF website for three years. The website is a strategic corporate portal and marketing tool. The current contract expires on 02 September 2026.

Scope includes: complete redesign, hosting, support, maintenance, SEO, web analytics, content updates, CMS administration and training, server monitoring, security (SSL, firewall), and migration of all data from the current provider.

Closing date: 09 December 2026 at 11:00

Enquiry deadline: 25 November 2026

Compulsory briefing session: date and time not stated in the document. Attendance is compulsory; proof of attendance verified through Microsoft Forms link attached in the Microsoft Teams chat box. Join link: https://teams.microsoft.com/meet/3409328422095494?p=cxvmMBB6o3B4ERnYhY, Meeting ID: 340 932 842 209 549 4, Passcode: TD6TT7wK.

Enquiries:

• Contact: Ms. Constance Sambo / Mr. Sandile Ngwenya
• Department: Supply Chain Management
• Email: [email protected]

Submission address:

Gauteng Partnership Fund

82 Grayston Drive

1st Floor

Sandton, 2196

Service delivery address: not stated (website is hosted and maintained remotely).

Submission method: sealed envelope placed in the bid box at the GPF Offices, 82 Grayston Drive, 1st Floor, Sandton, 2196, by no later than 09 December 2026 at 11:00 (Telkom time).

• Submit 2 hard copies and 1 electronic copy on USB in PDF format, all bound in a sealed envelope.
• Endorse the envelope with the bid closing date, bidder name, and return address.
• If using a courier, endorse the delivery note/courier packaging with the bid description and ensure the courier deposits the documents into the bid box. GPF is not responsible for delays if documents are handed to reception or officials.
• Bids received by telegram, telex, email, facsimile, or similar medium will not be considered.
• Bids not in the bid box at closing time are late and will not be evaluated.
• All documentation must be in English.
• Bids from companies must be signed by a person authorised by a resolution of the Board of Directors; a certified copy of the resolution must be submitted.
• Include a valid tax compliance status PIN and proof of CSD registration (Master Registration Number).

Returnable documents (all must be completed, signed, and submitted):

• Annexure A: ISO/IEC 27001 certificate from the hosting provider (information security management).
• Annexure B: SBD 4 (Bidder's Disclosure) – discloses any connection to state employees; failure to complete and sign leads to disqualification.
• Annexure C: Integrity Pact for Businesses – must be completed and signed; failure leads to disqualification.
• Annexure D: Pricing Schedule – duly completed.
• Annexure E: SBD 1 (Invitation to Bid) – duly completed and signed.
• Annexure F: SBD 3.1 (Pricing Schedule – Firm Prices) – duly completed and signed, in ZAR, all applicable taxes included.
• Annexure G: SBD 6.1 (Preference Points Claim Form) – duly completed.
• Annexure H: Sworn Affidavit – duly completed and signed.
• Annexure I: GPF's Standard Conditions of Bid and General Conditions of Contract – signed/initialled.
• Annexure J: General Conditions of Contract – signed/initialled.
• Annexure K: Protection of Personal Information Act (POPIA) – duly completed and signed.
• Tax Compliance Status PIN (issued by SARS) – for trusts, consortia, or joint ventures, each party must submit a valid TCS PIN.
• CSD Registration Report – proof of registration; each party in a trust/consortium/joint venture must submit separate proof.
• Trust/Consortium/Joint Venture agreement – if applicable, a duly signed agreement outlining structure, percentage revenue split, roles, and responsibilities; failure to provide results in automatic disqualification.
• B-BBEE credentials – valid B-BBEE certificate or sworn affidavit as applicable.

Disqualification risks:

• Incomplete information or documentation.
• Fraudulent, factually untrue, or inaccurate information.
• Receiving information not available to other bidders through fraudulent means.
• Failure to attend the compulsory briefing session.
• Failure to attach any required certificate/letter/document.

Evaluation stages in order:

1. Mandatory Criteria – non-compliance leads to disqualification.
2. Functionality – scored out of 100; minimum qualifying score is 70 points to proceed to price and specific goals.
3. Administration Compliance – completeness of returnable documents.
4. Price and Preference Points – 80/20 system (80 points price, 20 points specific goals).

Functionality criteria (total 100 points):

• Experience in hosting, support, and maintenance: 18 points. Reference letters not older than 5 years, max 2 per client, on official letterhead, dated, signed, and specifically referring to website hosting, support, and maintenance. Scoring: 0 letters or non-compliant = 0; 1–3 letters = 10; 4–5 letters = 15; 6+ letters = 18.
• Experience in website design: 9 points. Reference letters not older than 5 years, max 2 per client, on official letterhead, dated, signed, and specifically referring to website design. Scoring: 0 letters or non-compliant = 0; 1–3 letters = 3; 4–5 letters = 5; 6+ letters = 9.
• Experience in SEO optimization: 8 points. Reference letters not older than 5 years, max 1 per client, on official letterhead, dated, signed, and specifically referring to SEO capability. Scoring: 0 letters or non-compliant = 0; 1 letter = 2; 2–3 letters = 6; 4+ letters = 8.
• Technical Skills Set: 20 points. Submit an organogram of the key team with names, designations, qualifications, and areas of specialty, plus detailed updated CVs. Qualifications must be SAQA-accredited, certifications from reputable accredited institutions, copies certified not older than 3 months.
• Website Designer: 10 points. Postgraduate or higher (NQF Level 8) = 10; Degree (NQF Level 7) = 8; National Diploma (NQF Level 6) = 5; no required qualification = 0.
• Systems Administrator: 10 points. Postgraduate or higher (NQF Level 8) = 10; Degree (NQF Level 7) = 8; National Diploma (NQF Level 6) = 5; no required qualification = 0.
• CV demonstrating experience in website design, hosting, support, and maintenance: 15 points. Over 10 years = 15; 5–9 years = 10; 3–4 years = 5; less than 3 years = 0.
• Proposed Hosting Environment and Infrastructure Architecture: 30 points. Full details of proposed hosting environment (physical or cloud). Fully compliant (30 points) requires: data centre location (country, region) – 5; hosting type (on-premises, cloud, hybrid) – 5; infrastructure architecture (servers, storage, network) – 5; redundancy and high availability (failover, clustering) – 5; backup and disaster recovery strategy – 5; security controls (firewalls, intrusion detection, access control) – 3; uptime guarantees (SLA) – 2. Non-compliant (insufficient information) = 0.

Preference points (80/20 system):

• Price: 80 points.
• Specific goals (GEYODI): 20 points total – Women 8, Youth 8, People with Disabilities 4. Points calculated based on ownership percentage from CSD. Failure to complete SBD 6.1 correctly results in zero for that specific goal.

The Gauteng Partnership Fund (GPF) requires a service provider to redesign, host, provide support, and maintain its website for a period of three (3) years. The website serves as a strategic corporate portal and marketing tool.

Scope of work:

• Complete redesign of the website.
• Hosting for three years, subject to good performance measured monthly.
• Support and maintenance for three years, subject to good performance measured monthly.
• Manage installation of the application and ensure successful migration of all data from the current service provider.
• Provide a secure, user-friendly control panel for GPF personnel to manage website files, databases, and email accounts.
• Provide 24/7 server monitoring for availability, performance, and security, including proactive monitoring of uptime, storage, bandwidth, system performance, security vulnerabilities, and potential disruptions.
• Install SSL certificate and Digital Signature certificate.
• Install and maintain a firewall.
• Implement basic Search Engine Optimization (SEO).
• Submit web analytic reports monthly, including: website availability/uptime, SEO reports, user access, backup and restore activity, server and website security management, and Google Analytics. Quarterly reports submitted on the 1st of every month.
• Update website content, upload stories and pictures in liaison with GPF representatives.
• Compile and manage the database from the registration function/page.
• Keep a website editor activity record.
• Provide campaign reporting as required.
• Keep website and plugins updated and secure.
• Provide proactive maintenance.
• Produce graphic models for regular and mobile web browsing.
• Make website information accessible and ergonomic.
• Develop a content management tool and integrate a content management platform.
• One-off development work to implement new features.
• Create an interface with GPF social media platforms.
• Add a conference registration module managed via the user interface.
• Maintain full backup of the website throughout the contract; deliver backup, code, and source files to GPF on closing of the contract.
• Provide CMS administration and training to GPF personnel.
• Provide comprehensive training and knowledge transfer to the GPF team.

SEO work includes: keyword research and analysis, site analysis, competitive analysis, content optimization, HTML code optimization, search engine submission, optimizing meta descriptions/titles/tags, link exchange, web ranking reports, Google Business Profile setup, improving search rankings, optimizing headings/image alt tags/internal linking, SEO-friendly URLs, improving content readability and keyword relevance, optimizing landing pages, and improving domain authority.

New website functionalities:

• Robust Content Management System (CMS) for creating, editing, organising, managing, and publishing multimedia content.
• Integration with GPF digital communication platforms, including social media, for automated content distribution and publication of news/announcements.
• Compatibility with multimedia streaming, embedded content, and interactive digital features.
• Fully responsive, mobile-first design across all devices and screen sizes.

Current website technical information:

• Size: 30 GB
• WordPress version 7
• Includes SSL certificate
• Monthly Google Analytics reporting
• Pingdom reporting monthly for downtime

Critical success factors:

• Availability/uptime rate of at least 99.5% per month.
• Contract managed via SLA with specific service targets and performance criteria.
• Dedicated account manager for escalations, issue resolution, and status meetings.
• Provider manages hosting platform including hardware maintenance, software patches, backups, and continuity plans.
• Annual review and redesign of the look and feel of the website.
• 24/7 monitoring for website availability.
• Website content updates within 24 hours.
• Response times for critical issues within 1–2 hours.
• Availability for urgent meetings at short notice.
• SEO to ensure GPF appears among top searches for mega projects, integrated sustainable human settlements, property investment, funding, property development, rental housing, student accommodation, and affordable housing.
• Various usage statistics reports for planning.

Experience requirements (scored under functionality):

• Experience in hosting, support, and maintenance: reference letters not older than 5 years, max 2 per client, on official letterhead, dated, signed, and specifically referring to website hosting, support, and maintenance. Scoring: 0 letters or non-compliant = 0; 1–3 letters = 10; 4–5 letters = 15; 6+ letters = 18.
• Experience in website design: reference letters not older than 5 years, max 2 per client, on official letterhead, dated, signed, and specifically referring to website design. Scoring: 0 letters or non-compliant = 0; 1–3 letters = 3; 4–5 letters = 5; 6+ letters = 9.
• Experience in SEO optimization: reference letters not older than 5 years, max 1 per client, on official letterhead, dated, signed, and specifically referring to SEO capability. Scoring: 0 letters or non-compliant = 0; 1 letter = 2; 2–3 letters = 6; 4+ letters = 8.
• Key personnel qualifications (SAQA-accredited, certified copies not older than 3 months):
• Website Designer: Postgraduate or higher (NQF Level 8) = 10; Degree (NQF Level 7) = 8; National Diploma (NQF Level 6) = 5; no required qualification = 0.
• Systems Administrator: Postgraduate or higher (NQF Level 8) = 10; Degree (NQF Level 7) = 8; National Diploma (NQF Level 6) = 5; no required qualification = 0.
• CV demonstrating experience in website design, hosting, support, and maintenance: over 10 years = 15; 5–9 years = 10; 3–4 years = 5; less than 3 years = 0.
• Submit an organogram of the key team with names, designations, qualifications, and areas of specialty, plus detailed updated CVs.

Quality requirements:

• ISO/IEC 27001 certification from the hosting provider is mandatory (Annexure A).
• Qualifications of key personnel must be SAQA-accredited, and certifications must be from reputable accredited institutions.
• All copies of qualifications must be certified, not older than 3 months.
• The website must have an availability/uptime rate of at least 99.5% per month.
• The contract is managed via SLA with specific service targets and performance criteria.
• Monthly performance reports required, including uptime, SEO, user access, backup/restore, security, and Google Analytics.

Pricing schedule (Annexure D) to be completed in ink (preferably black). Prices in ZAR, firm for the contract period.

Items to price:

• Website redesign: once off
• Website hosting, maintenance, and support services: 3 years
• Administration services (monthly reporting, analytics, backup & restore, etc.): 3 years
• Other services related to the website (content updates, reviews, site optimization): 3 years

Bid validity: 180 days.

GPF may consider prescribed hourly remuneration rates for consultants as per National Treasury Instruction /2025.

Pricing format: Annexure D – Pricing Schedule, to be completed in ink (preferably black). Prices in ZAR, firm for the contract period (SBD 3.1).

Pricing schedule items:

• Website redesign: once off
• Website hosting, maintenance, and support services: 3 years
• Administration services (monthly reporting, analytics, backup & restore, etc.): 3 years
• Other services related to the website (content updates, reviews, site optimization): 3 years

Bid validity: 180 days from bid closing date.

GPF may consider prescribed hourly remuneration rates for consultants as per National Treasury Instruction /2025: Revised Cost Containment Measures.

No bid security, bonds, guarantees, or retention amounts are stated in the document.

Mandatory requirements (non-compliance leads to disqualification):

• Annexure A: ISO/IEC 27001 certificate from the hosting provider (information security management).
• Annexure B: SBD 4 (Bidder's Disclosure) – must be duly completed and signed.
• Annexure C: Integrity Pact for Businesses – must be duly completed and signed.
• Compulsory briefing session attendance – proof of attendance required.

Other compliance requirements:

• CSD registration: all bidders must be registered on the Central Supplier Database and submit proof of registration (Master Registration Number). Each party in a trust/consortium/joint venture must submit separate proof.
• Tax compliance: valid Tax Compliance Status PIN from SARS must be included. For trusts, consortia, or joint ventures, each party must submit a valid TCS PIN.
• B-BBEE credentials:
• EME (annual total revenue ≤ R10 million): submit a valid sworn affidavit confirming revenue and ownership percentage.
• QSE (annual total revenue between R10 million and R50 million) that is at least 51% black-owned: submit a valid sworn affidavit confirming revenue and ownership level.
• QSE less than 51% black-owned: submit a valid B-BBEE Status Level Verification Certificate plus a sworn affidavit declaring revenue.
• Bidders not qualifying as EME or QSE: submit a valid B-BBEE Status Level Verification Certificate.
• Public entities and tertiary institutions: submit valid B-BBEE Status Level Verification Certificates.
• Trusts, consortia, or joint ventures: submit a valid consolidated B-BBEE status level verification certificate for each separate bid.
• Trust/Consortium/Joint Venture agreement: if applicable, a duly signed agreement outlining structure, percentage revenue split, roles, and responsibilities must be in place at the time of tendering; failure results in automatic disqualification.
• Board Resolution: bids from companies must be signed by a person authorised by a resolution of the Board of Directors; a certified copy must be submitted.
• All documentation must be in English.

Contract duration: three (3) years.

• The successful bidder must conclude a Service Level Agreement (SLA) with GPF upon award, which will form part of the supply agreement and be used to measure, monitor, and assess supplier performance.
• The bidder accepts full responsibility for proper execution and fulfilment of all obligations under the supply agreement and SLA.
• GPF may amend bid conditions, validity period, specifications, or extend the closing date before closing; amendments will be posted on the GPF website.
• GPF may award the bid as a whole or in part.
• GPF may consider prescribed hourly remuneration rates for consultants as per National Treasury Instruction /2025.
• GPF may request additional information and conduct background checks on the bidding entity and its directors/trustees/shareholders/members.
• The bidder may be required to attend an interview or practical demonstration.
• All costs incurred in preparing, presenting, and demonstrating the solution are for the bidder's account.
• Supporting documentation and manuals submitted become GPF property unless otherwise stated.
• The bidder must keep the RFP and related information confidential and not disclose it to third parties without GPF's written consent.
• Successful bidders may be required to mentor SMMEs and/or youth-owned businesses, subject to negotiation.
• Website availability/uptime rate must be at least 99.5% per month.
• Content updates within 24 hours; response times for critical issues within 1–2 hours.
• Annual review and redesign of the website look and feel.
• Dedicated account manager required.
• Full backup of the website must be maintained; backup, code, and source files delivered to GPF on contract closing.

Evaluation stages:

1. Mandatory Criteria – non-compliance leads to disqualification.
2. Functionality – scored out of 100; minimum qualifying score is 70 points to proceed to price and specific goals.
3. Administration Compliance – completeness of returnable documents.
4. Price and Preference Points – 80/20 system (80 points price, 20 points specific goals).

Functionality criteria (total 100 points):

• Experience in hosting, support, and maintenance: 18 points.
• Experience in website design: 9 points.
• Experience in SEO optimization: 8 points.
• Technical Skills Set: 20 points (Website Designer 10, Systems Administrator 10).
• CV demonstrating experience in website design, hosting, support, and maintenance: 15 points.
• Proposed Hosting Environment and Infrastructure Architecture: 30 points.

Preference points (80/20 system):

• Price: 80 points.
• Specific goals (GEYODI): 20 points total – Women 8, Youth 8, People with Disabilities 4.