Supply and delivery of an enterprise hybrid storage system (lenovo thinksystem de4200h or equivalent)

The Western Cape Gambling and Racing Board (WCGRB) is a statutory body that commenced formal functioning in August 1997, charged with the licensing and regulation of the gambling industry in the Western Cape. It exercises its duties in terms of the Western Cape Gambling and Racing Act and is a public entity listed in Schedule 3 Part C of the Public Finance Management Act (PFMA). The bid invites suitable and qualified service providers to submit proposals for the supply and delivery of one (1) Lenovo ThinkSystem DE4200H Hybrid SAS 2U24 (or equivalent), with any equivalent solution required to meet or exceed all functional, configuration, performance, compatibility, capacity, support and warranty requirements.

• Advertisement date: 13 August 2026
• Closing date: Friday, 4 September 2026
• Closing time: 11:00 (South African standard time)
• Validity period: 60 days from the closing date
• No compulsory briefing session or site visit is mentioned in the tender

Bidding procedure enquiries:

• Laverne Sawall / Jehaan Davids
• Telephone: 021 480 7400
• Email: [email protected] / [email protected]

Technical enquiries:

• Zoe Siwa
• Telephone: 021 480 7400
• Email: [email protected]

All written communication between bidders and WCGRB must be directed to [email protected]. No communication is permitted between the closing date and award of the bid.

Submission address: 24 Fairway Close, Parow, 7500

Submission method: Two-envelope system with three (3) copies of the proposal. Envelope A and Envelope B must be submitted together.

Delivery options:

• Placed in the bid box at 24 Fairway Close, Parow, 7500
• Hand-delivered to 24 Fairway Close, Parow, 7500 (office hours 07H00–15H00, Monday to Friday)
• Couriered to 24 Fairway Close, Parow, 7500

Format requirements:

• Bidders must initial each page of the tender document on the top right corner
• Bids must be submitted on the official forms provided (not re-typed)
• Late bids will not be accepted
• Counter conditions or amendments to bid conditions invalidate the bid

Envelope A (administrative and mandatory) must include:

• Company registration documentation
• WCBD 1 (Invitation to Bid) with CSD registration number, WCSEB registration number (if applicable), and TCS PIN
• Tax Compliance Status Report (if available)
• WCBD 4 (Declaration of Interests, Bidder's Past SCM Practices and Independent Bid Determination) — must be duly completed, signed and commissioned by a Commissioner of Oaths; failure results in disqualification
• WCBD 6.1 (Preference Points Claim Form)
• WCBD 7.1 (Contract Form) — for the successful bidder
• General Conditions of Contract (for information purposes)
• Valid B-BBEE Certificate or Sworn Affidavit (failure to submit does not disqualify but no preference points will be allocated)
• Covering letter
• Mandatory requirements evidence (OEM authorisation, certified service partner status, support and escalation framework)

Envelope B (pricing) must include:

• Detailed cost breakdown (inclusive of VAT) aligned to WCBD 3.2 Pricing Schedule

Envelope A must include: Section 1: Company registration documentation; completed and duly signed WCBD 1 (Invitation to Bid) with CSD registration number, WCSEB registration number (if applicable), and TCS PIN; Tax Compliance Status Report (if available); duly completed, signed and commissioned WCBD 4 (Declaration of Interests, Bidder's Past SCM Practices and Independent Bid Determination) - failure to submit a duly commissioned WCBD 4 will result in disqualification; duly completed and valid WCBD 6.1 (Preference points claim form); duly completed and signed WCBD 7.1 (Contract form) for successful bidder; General Conditions of Contract (for information purposes); valid B-BBEE Certificate or Sworn Affidavit (failure to submit will not result in disqualification but no points will be allocated); any other relevant statutory certification. Section 2: Covering letter. Section 3: Submission of Mandatory Requirements. Envelope B must include: Section 1: Detailed Cost Breakdown (inclusive of VAT) aligned to WCBD 3.2 – Pricing Schedule. Three (3) copies of the proposal (Envelope A plus Envelope B) must be submitted.

Evaluation system: 80/20 preferential point system (80 points for price, 20 points for B-BBEE).

Three-stage evaluation process:

• Stage 1: Administrative Compliance
• Stage 2: Mandatory Requirements
• Stage 3: Price and B-BBEE

Bidders who fail any stage do not proceed to subsequent stages.

Stage 2 — Mandatory Requirements (all three must be met; failure to submit any results in disqualification):

• OEM Authorisation: valid Original Equipment Manufacturer Letter of Authority confirming the bidder is authorised to supply, install and support the proposed solution
• Certified Service Partner Status: proof of certification as an authorised service partner of the OEM
• Support and Escalation Structure: a support and escalation framework (support matrix and/or escalation matrix) with clear contact points, response commitments and escalation procedures

Stage 3 — Price and B-BBEE scoring:

• Price: 80 points allocated to the lowest-priced bid; pricing must include 15% VAT
• B-BBEE: 20 points allocated based on status level of contributor

B-BBEE points table:

• Level 1 = 20 points
• Level 2 = 18 points
• Level 3 = 14 points
• Level 4 = 12 points
• Level 5 = 8 points
• Level 6 = 6 points
• Level 7 = 4 points
• Level 8 = 2 points
• Non-compliant = 0 points

Tie-breaking: If two or more bidders score equal total points, the award is decided by drawing of lots.

Joint ventures/consortiums/trusts: Must submit concrete proof (signed agreements) of the arrangement, with the Lead Partner identified and granted power of attorney. B-BBEE points allocated based on either the entity's certificate (if incorporated) or a consolidated B-BBEE scorecard (if unincorporated).

Scope: Supply and delivery of one (1) Lenovo ThinkSystem DE4200H Hybrid SAS 2U24 (or equivalent). Any equivalent solution must meet or exceed all functional, configuration, performance, compatibility, capacity, support and warranty requirements.

Bill of materials (quantities):

• Lenovo ThinkSystem DE4200H Hybrid SAS 2U24 — 1
• Lenovo ThinkSystem Storage 2U24 Chassis — 1
• Fibre Channel — 1
• Lenovo 32Gb FC SFP+ Transceiver — 8
• Lenovo ThinkSystem DE4200 Controller — 2
• Lenovo ThinkSystem DE Series 3.84TB 1DWD 2.5" SSD 2U24 — 18
• Lenovo 3m LC-LC OM4 MMF Cable — 8
• USB-A to USB-C Cable — 1
• 1.5m, 10A/100-250V, C13 to C14 Jumper Cord — 2
• Lenovo ThinkSystem DE4200H Base Bundle — 1
• Lenovo ThinkSystem Storage Rack Mount Kit 2U24/4U60 — 1
• Lenovo ThinkSystem DE4200/4800 Ship Kit — 1
• Top Choice flag — 1
• Lenovo ThinkSystem DMDE 2U Accessory Kit — 1
• Lenovo ThinkSystem DM3010/DE4200/DE4800 HIC, 32G 4P I/O Plate — 2
• Lenovo ThinkSystem Storage SFF Drive Filler — 6
• Lenovo ThinkSystem DE Series 2U24 System Label v2 — 1
• Lenovo Thinksystem DE Series DE4200H Product Label — 1
• Lenovo ThinkSystem DE Series 2U24 End Cap Kit (Pair) — 1
• Lenovo ThinkSystem Storage Packaging 2U — 1
• Lenovo ThinkSystem DE4200H SMID Controller Base Setting 551 — 1
• Lenovo ThinkSystem DM3010/DE4200/DE4800 HIC, 16/32Gb FC, 4-Ports — 2
• XClarity Pro, Per Endpoint w/3 Yr SW S&S — 1
• Lenovo XClarity Pro, Per Managed Endpoint w/3 Yr SW S&S Registration only — 1
• 5Yr Premier 24x7 4Hr Response DE4200H Hybrid SAS 2U24 — 1
• 5Yr KYD Add-On DE4200H Hybrid SAS 2U24 — 1

Delivery: Within 4–6 months from the date of order, or sooner where possible. Bidders must clearly indicate their proposed delivery lead time and confirm stock availability or sourcing arrangements.

Pricing must be submitted on WCBD 3.2 (Pricing Schedule: Non-Firm Prices) with total price inclusive of VAT. Bidders must indicate whether pricing is subject to exchange rates. In the absence of a specified Rate of Exchange, the price is deemed fixed. The pricing schedule must include line items for the storage system, 5-year premier support, 5-year KYD add-on, delivery costs, and any additional costs. Foreign exchange adjustments apply only to the portion of the bid price exposed to such risk, calculated against Reserve Bank rates.

Pricing format: Detailed and itemised pricing schedule (WCBD 3.2) with total price inclusive of VAT (15%).

Required pricing schedule line items:

• Supply and Delivery of Lenovo ThinkSystem DE4200H Hybrid SAS 2U24 (or equivalent)
• 5Yr Premier 24x7 4Hr Response DE4200H Hybrid SAS 2U24
• 5Yr KYD Add-On DE4200H Hybrid SAS 2U24
• Delivery Costs
• Additional Costs (specify)
• Total bid price for evaluation purposes

Foreign exchange risk:

• Bidders must indicate where pricing is subject to exchange rates
• In the absence of a specified Rate of Exchange (ROE), the price is deemed fixed and not subject to exchange rate fluctuations
• Only the portion of the bid price exposed to foreign exchange risk is subject to adjustment
• Adjustments calculated using the original awarded contract price as the base
• Adjustments based on percentage change between base average ROE and adjusted average ROE
• Reasonableness evaluated against Reserve Bank rates (https://www.resbank.co.za)

No bonds, guarantees, or insurance requirements are specified in the tender.

Mandatory compliance:

• Registration on the Central Supplier Database (CSD) — CSD number required
• SARS Tax Compliance Status (TCS) PIN or printed TCS certificate
• Tax compliance for the full contract term; non-compliance may result in award withdrawal or contract cancellation
• WCBD 4 (Declaration of Interests, Bidder's Past SCM Practices and Independent Bid Determination) — must be commissioned by a Commissioner of Oaths; failure results in disqualification
• WCBD 6.1 (Preference Points Claim Form) — completed and valid
• B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs) — required to claim preference points
• WCBD 7.1 (Contract Form) — to be completed and signed by the successful bidder
• Proof of authority to sign (e.g. company resolution)

Mandatory technical compliance (Stage 2):

• OEM Letter of Authority confirming authorisation to supply, install and support the proposed solution
• Certified Service Partner Status with the OEM
• Support and Escalation Structure framework

Disqualification conditions:

• Bidders, directors or members who are persons in the service of the state
• Bidders listed on the National Treasury Register of Tender Defaulters
• Bidders listed on the National Treasury List of Restricted Suppliers
• Fronting or misrepresentation (may result in restriction from public sector business for up to 10 years)
• Collusive tendering, anti-competitive conduct, or corruption
• Failure to submit a duly commissioned WCBD 4
• Failure to meet any Stage 2 mandatory requirement
• Late submission
• Setting counter conditions or qualifying bid conditions

Foreign suppliers: Must complete the foreign supplier questionnaire in WCBD 1 and may be required to register for a TCS PIN if liable for RSA taxation.

POPIA compliance: Bidders must take all reasonable steps to protect information in line with the Protection of Personal Information Act.

B-BBEE preference points (20 points maximum) are allocated based on the bidder's status level of contributor: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0. Points are awarded on submission of a duly completed WCBD 6.1 and a B-BBEE Certificate or Sworn Affidavit. Joint ventures, consortiums and trusts qualify for points as a legal entity (with a B-BBEE certificate) or as an unincorporated entity (with a consolidated B-BBEE scorecard). Signed agreements are accepted as proof of joint venture or consortium arrangements.

Key contractual provisions:

• Vicarious liability: the service provider is responsible for the conduct of its employees and sub-contractors for the full contract duration
• No legal obligation arises until both parties sign a formal contract or service level agreement, or the award is formally accepted
• The successful bidder will be subject to performance evaluations conducted by the Office of the Board
• Bidders must comply with the SCM Legislative Framework and protect information in line with POPIA
• Misrepresentation may result in service termination and a claim by WCGRB
• Indemnity: bidders indemnify WCGRB for costs or damages arising from breach of bid conditions
• Limitation of liability: bidders participate at their own risk and cost; WCGRB is not liable for any costs or damages
• Governing law: South African law; exclusive jurisdiction of South African courts
• Sub-contractors remain the responsibility of the bidder at all times
• Confidentiality: no information may be disclosed except as required for bid preparation
• WCGRB proprietary information: bidders must declare they did not have access to any information that may have unfairly placed them in a preferential position
• Availability of funds: WCGRB may terminate or suspend the agreement if funds are no longer available, with payment for services delivered up to the date of cancellation
• Disclaimer: WCGRB reserves the right to withdraw the tender without prior notice
• Precedence: the tender document prevails over any briefing session information unless expressly amended by written reference

WCGRB reserves the right to:

• Award the tender to a bidder that did not score the highest total points, in accordance with section 2(1)(f) of the PPPFA
• Negotiate with one or more preferred bidders on any terms and conditions, including price, without offering the same opportunity to other bidders
• Accept part of a tender rather than the whole tender
• Carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of services offered, before or after adjudication
• Correct any mistakes at any stage of the tender process
• Cancel or terminate the tender process at any stage, including after the closing date, after presentations, after evaluation, or after preferred bidders have been notified

Mandatory requirements (failure to submit any results in disqualification):

• OEM Authorisation: valid Letter of Authority from the vendor confirming the bidder is authorised to supply, install and support the proposed solution
• Certified Service Partner Status: proof of certification as an authorised service partner of the OEM
• Support and Escalation Structure: a framework demonstrating adequate support and escalation mechanisms, including contact points, response commitments and escalation procedures

Evaluation follows the 80/20 preferential point system (80 price, 20 B-BBEE) under the PPPFA and Preferential Procurement Regulations, 2022. Three stages apply: Administrative Compliance, Mandatory Requirements, and Price and B-BBEE. Bidders failing any stage are eliminated. The highest-scoring bid out of 100 is recommended for appointment. Ties are resolved by drawing of lots.