Web hosting, maintenance and support of the bcmda website – 12-Month contract (notice 12 of 2026)

Closing date and time: 6 November 2026 at 12:00 (submission deadline). No briefing or site visit is stated.

Enquiries:

• Contact: Z. Madabane
• Email: [email protected]

Submission address:

Buffalo City Metropolitan Development Agency

69 Frere Road, Vincent

East London, 5201

(corner of Frere Road and Windsor Road – use entrance at Windsor Road)

Sealed hard copies only; emailed and faxed quotations are rejected.

• Submission address: Buffalo City Metropolitan Development Agency, 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use entrance at Windsor Road), 5201.
• Deposit in the quotations box by 12:00 on 6 November 2026.
• Envelope must be clearly marked: NOTICE: WEB HOSTING, MAINTENANCE AND SUPPORT OF THE WEBSITE FOR A PERIOD OF 12 MONTHS.
• Corrections with Tippex or erasable ink make the bid non-responsive.
• Quotations must remain valid for 90 days after closing.
• BCMDA may request clarification; late submissions are not considered; acceptance of the whole or part of any tender is at BCMDA's discretion.

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

• MBD 4 (Declaration of Interest): discloses any state employment or connections with state officials.
• MBD 6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• MBD 7.1 (Contract Form – Purchase of Goods/Works/Services): the signed offer and acceptance form.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares no prior abuse, fraud or tender default.
• MBD 9 (Certificate of Independent Bid Determination): certifies independent pricing, no collusion.
• Declaration of Bidder: authorises SARS verification, confirms no tender default or fraud.

Disqualification risks:

• Any required form unsigned or omitted.
• Proof of CSD registration or CSD number not included.
• Quotation not sealed or incomplete.
• Received after the closing time.

Evaluation stages:

1. Compliance evaluation – mandatory requirements checked.
2. Functionality evaluation – technical phase; bidders scoring below 80% are disqualified from further evaluation.
3. 80/20 preference point system (PPPFA) – price 80 points, specific goals 20 points.

Functionality points (total 100):

• Experience of bidder (40): based on number of similar projects completed, supported by reference letters. One = 10, two to three = 20, four to five = 30, six or more = 40. Appointment letters, purchase orders or invoices are not accepted as proof.
• Key personnel (20): Project Leader with NQF Level 6 in IT (or related). CV and qualifications required. Experience: 1–3 years = 10, 4–5 years = 15, 5 years or more = 20.
• Methodology (40): plan covering domain registration, hosting, migration, security, monitoring and maintenance. All requirements addressed = 40, 5–6 = 30, 3–4 = 20, less than 3 = 0.

Minimum qualifying score in functionality: 80%.

Contract period: 12 months.

Scope:

• Secure web hosting services for 12 months, using a South African-based web host.
• Maintenance, support and training.
• Sufficient SSD disk space to support website growth.
• 24/7 monitoring against DDoS attacks and for service availability.
• Hosting the website (HTML, PHP, MySQL) locally in South Africa in a secure environment, including an SSL certificate provided by the service provider.
• Disaster recovery facility so operations continue with minimal interruption during a data centre disaster.
• Bidders may add functionalities beyond those listed.

Pricing schedule items:

• Web hosting for 12 months (including SSL certificate and DDoS protection).
• Migration and configuration.
• Domain renewal (12 months).
• Support and maintenance (40 hours).

Bidder experience (40 points):

• Supported by list of similar projects completed and reference letters from previous clients.
• Points: one similar project = 10, two to three = 20, four to five = 30, six or more = 40.
• Appointment letters, purchase orders or invoices are not accepted as proof.

Key personnel (20 points):

• Project Leader must hold at least NQF Level 6 in IT (related field); provide CV with years of experience and copies of qualifications.
• Experience points: 1–3 years = 10, 4–5 years = 15, 5 years or more = 20.

Pricing schedule to be completed with the following line items:

• Web hosting for 12 months (including SSL certificate, DDoS protection) – 1 year.
• Migration and configuration – 1.
• Domain renewal (12 months) – 1.
• Support and maintenance – 40 hours.

Indicate subtotal, VAT and total. All prices inclusive of VAT.

All prices must be inclusive of VAT where applicable.

Pricing schedule to be completed with subtotal, VAT and total.

No bid security, guarantee, bond or retention amounts are stated.

Mandatory compliance requirements:

• Registration on National Treasury's Central Supplier Database (CSD), with summary report or CSD number.
• Municipal accounts (company and directors) must not be in arrears for more than 3 months. Proof may be: municipal account statements showing age of debt, a stamped and signed debt clearance certificate, or signed lease agreements with lessor confirmation that no arrears exist.
• Bidders must not be persons in the service of the state as defined in the Municipal Finance Management Act and municipal SCM regulations.
• No bidder or director may be listed on the Register for Tender Defaulters or National Treasury's Database of Restricted Suppliers; no fraud/corruption convictions in the past five years; no terminated public contracts for failure to perform in that period.
• These are confirmed via MBD 8 and the Declaration of Bidder.

Specific goal claim evidence (MBD 6.1) – up to 20 points:

• B-BBEE Level 1 contributor (6 points) – B-BBEE certificate confirming level one.
• Enterprise located in the BCMM municipal area (6 points) – proof of municipal account.
• Majority black women-owned (3 points) – detailed CSD report or B-BBEE certificate.
• Majority black youth-owned (3 points) – detailed CSD report or B-BBEE certificate.
• Majority disabled-person-owned (2 points) – proof from registered medical practitioner, SARS exemption (ITR-DD), or detailed CSD report.

A Service Level Agreement (SLA) will be signed upon acceptance of the offer, detailing the conditions of contract. The offered contract form (MBD 7.1) commits the bidder to execute the services as per the tender and pricing. Payment by BCMDA within 30 days after receipt of invoice and proof of delivery.

Evaluation follows compliance, then functionality (minimum 80% to proceed), then 80/20 preference points (price 80, specific goals 20). Functionality criteria: experience (40), key personnel (20), methodology (40).