Renewal of vmware vsphere foundation licenses with 1-Year support and maintenance for the electoral commission (iec)

Closing date and time: As specified on the Votaquotes platform (https://votaquotes.elections.org.za). Enquiry cut-off date: Published on Votaquotes under the bid listing. Delivery of licenses: Within 10 calendar days after purchase order issuance. Support and maintenance duration: 1 year, extendable at IEC’s discretion.

All enquiries must be submitted exclusively via the VotaQuotes platform (www.votaquotes.elections.org.za). No telephonic, email, or other communication accepted. Monitor the platform for updates, clarifications, or additional information. Submission address for physical documents: Electoral Commission tender box, Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157.

Submit bids online via the Electoral Commission’s eProcurement (Votaquotes) portal before the closing date and time. Supporting documentation can be uploaded to the auction site or placed in the Electoral Commission tender box at: Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157. Clearly mark submissions: 'For the attention of Procurement and Asset Management Department – Auction # 0010570637'. Late submissions will be disqualified. Required documents: Completed Appendix A (Technical Response Sheet), Appendix B (Pricing Schedule), Appendix C (Guideline Reference Table), proof of reseller authorization, business profile confirming 3+ years’ experience, and OEM statement of licensing. Failure to submit all required documentation invalidates the bid.

Scope: Renewal of 1216 CPU cores of VMware vSphere Foundation (VVF) licenses with 1-year support and maintenance. Minimum requirements: (1) VSP-PL-TD-TL-1P-C (512 cores: 16 hosts, 2 CPU cores/host, 12–32 cores/host). (2) VSP-PL-TD-TL-1P-C (448 cores: 14 hosts, 2 CPU cores/host, 10–32 cores/host). (3) VSP-PL-TD-TL-1P-C (256 cores: 8 hosts, 2 CPU cores/host, 16–32 cores/host). Offers below minimum specifications will be disqualified. Exceeding specifications may be accepted. Licenses must include 1-year support and maintenance. IEC provides technical resources for setup/configuration; bidder may assist with OS/environment-specific configuration. Bidder’s change control process must align with IEC’s processes.

Minimum requirement: 3 years’ experience in selling VMware products. Scoring: ≥3 and <5 years (6 points), >5 and ≤10 years (8 points), >10 years (10 points). Submit a comprehensive business profile to confirm experience. References must include: customer name, contact person, email, telephone, physical address, VMware product/version, number of licenses, contract value estimate, and confirmation if service was provided in the last 36 months (0.5 points for YES).

Bidder must ensure the proposed solution complies with all auction specifications (functionality, technical, quantity, quality). IEC seeks the best product technically, functionally, and financially. IEC may inspect the bidder’s facilities post-award. A formal purchase order will be issued before service delivery. Due diligence audits (including site visits) may be conducted. Bidders may be required to make further submissions/presentations. SLA may include milestones, delivery schedules, quality checkpoints, and invoicing procedures. Non-conforming services will be rejected.

Submit a detailed pricing schedule (Appendix B) with correct SKUs, unit costs, and total costs (VAT inclusive). Total bid price must be firm for 180 days from closing date and remain fixed for the contract duration. Price must include all costs (licensing, support/maintenance, delivery). IEC reserves the right to adjust costs by excluding certain factors. No additional costs will be entertained post-award.

Total bid price must be submitted online via Votaquotes, inclusive of VAT, and firm for 180 days from closing date. Price must cover: (a) Licensing costs (including 1-year support/maintenance). (b) Delivery costs to IEC’s national office in Centurion. Complete Appendix B (Pricing Schedule) with correct SKUs and unit costs. No additional costs will be entertained post-submission. IEC reserves the right to adjust costs by excluding certain factors. Pricing must remain firm for the contract duration.

Mandatory: (1) Registered on National Treasury Central Supplier Database (CSD). (2) Tax compliant (per National Treasury Instruction No. /2018). (3) Not an employee of the state. (4) No transgressions of Prevention and Combating of Corrupt Activities Act or Competition Act. (5) Not a tender defaulter or restricted supplier. Submit: SBD4 (Bidder’s Disclosure), proof of reseller authorization (OEM/distributor), OEM licensing statement, and business profile confirming 3+ years’ VMware sales experience. Bidders must not be listed in the Register of Tender Defaulters or restricted suppliers list.

IEC will provide technical resources for setup/configuration of applications, databases, servers, desktops, and switching. Bidder must assist with initial OS/environment-specific configuration as needed. Bidder’s change control process must align with IEC’s to enable speedy deployment and problem resolution without compromising security or management controls.

Delivery of licenses must occur within 10 calendar days after purchase order issuance. Support and maintenance is for 1 year, extendable at IEC’s sole discretion. If delivery schedules are not met, IEC may appoint an alternative supplier, and the defaulting supplier will bear additional costs incurred.

Bid evaluation follows a 5-stage process: (1) SBD4 disclosure assessment for compliance (CSD, tax, conflicts of interest). (2) Key qualifying criteria (online submission, technical/pricing appendices, references, reseller authorization, OEM licensing, 3+ years’ experience). (3) Technical compliance with VMware vSphere Foundation specifications. (4) Technical scoring: References (max 10 points each, 3 required) and experience (6–10 points based on years). Minimum 75% (26.25/40) to advance. (5) 80/20 PPPFA scoring: 80 points for price, 20 for B-BBEE (Level 1: 20 points, Level 8: 2 points, Non-compliant: 0).