Supply and maintenance of kerio connect mail server licence renewal for 90 users – 24 months (richtersveld municipality)

Closing date: 14 August 2026 at 12h00.

Advertisement date: 07 August 2026.

Validity period of quotation: 90 days.

Enquiries: Serah-Mari van Niel and Fabiola Young.

Information desk: 169 Main Road, Port Nolloth, 8280.

Website: www.richtersveld.gov.za.

E-tender portal: https://etenders.treasury.gov.za/

Returnable documents — all must be completed, signed and submitted with the quotation:

• Company registration documents (CK1) and certified ID copies of all shareholders/owners/partners/managers.
• Rates & Taxes invoice or signed lease agreement; bidders may not be in arrears with municipal rates or service charges for more than three months.
• MBD 2: SARS Valid Tax Pin.
• Declaration on State of Municipal Account (attached form).
• MBD 4: Declaration of Interest.
• MBD 9: Certificate of Independent Bid Determination.
• MBD 6.1: Preference Points Claim Form.
• MBD 8: Declaration of Tenderer's Past Supply Chain Management Practices.
• Quotation signed by the Director of the Company.
• CSD registration report or CSD supplier number.

Submission channel: deposit in the tender box at 169 Main Road, Port Nolloth, 8280, before the closing time. Bids submitted by facsimile or electronically will not be accepted.

Disqualification risks:

• Late, incomplete, unsigned, or pencil-completed quotations.
• Missing any compulsory document.
• Price alterations not signed by the bidder.
• MBD 6.1 and MBD 9 must be originals; MBD 4 and MBD 9 must be dated within the quotation period.

Checklist of documents to submit: Company registration documents (CK1), ID copies of shareholders/owners/partners/managers, Rates & Taxes invoice or lease agreement, MBD 2 – SARS Tax Pin, Declaration on State of Municipal Account, MBD 4 – Declaration of Interest, MBD 9 – Certificate of Independent Bid Determination, MBD 6.1 – Preference Points Claim Form, MBD 8 – Declaration of Tenderer's Past Supply Chain Management Practices, signed quotation, CSD registration report.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals.

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable price.

Specific goals (20 points):

• Promotion of enterprises located in the Northern Cape: maximum 10 points.
• Advancement of HDI's: maximum 10 points (race 5, gender 5).

Bidders must be registered on the Central Supplier Database (CSD) and submit a valid SARS Tax Pin. Bidders in the service of the state are not eligible.

Supply and maintenance of Kerio Connect Mail Server licence for 90 users for a contract period of 24 months.

Delivery address: 169 Main Road, Port Nolloth, 8280.

Prices must include delivery charges.

“competitor” shall include any individual or organization, other than the bidder, whether

or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

bidders to attach a valid Sars Tax Pin attached to the

tender

2. Latest copy of rates and taxes together with a completed “Declaration on State of Municipal

Accounts” form (Attached)

i. Name of bidder

......................................................................................................

ii. Registration Number

....................................................................................................

iii. Municipality where business is situated

.............................................................................

iv. Municipal account number for rates

.................................................................................

v. Municipal account number for water and electricity

.............................................................

vi. Names of all directors, their ID numbers and municipal account number.

1. ......................................................................................................................

2. ......................................................................................................................

3. ...................................................................................................................

4. ....................................................................................................................

5. ...................................................................................................................

6. ...................................................................................................................

7. ...................................................................................................................

Pricing schedule: supply and maintenance of Kerio Mail Server licence for 90 users on a 24-month basis.

All prices must be inclusive of VAT. Suppliers not registered for VAT will be treated as non-VAT vendors.

Prices must be firm, subject only to statutory changes (VAT and customs/excise levies).

No price increases will be approved after submission.

Quantities are given in good faith; the municipality may increase or reduce quantities.

Mandatory registrations and forms:

• CSD registration (Central Supplier Database).
• Valid SARS Tax Pin (MBD 2).
• MBD 4: Declaration of Interest — discloses any connection to state employees.
• MBD 6.1: Preference Points Claim Form.
• MBD 8: Declaration of Past Supply Chain Management Practices.
• MBD 9: Certificate of Independent Bid Determination.
• Declaration on State of Municipal Account.
• Company registration documents (CK1) and ID copies of all shareholders/owners/partners/managers.
• Proof of municipal account or lease agreement; bidders may not be in arrears for more than three months.
• Bidders in the service of the state are not eligible.

Quotations above R 30 000.00 will be evaluated on the basis of price and specific goals: 80 points for price and 20 points for specific goals as per the Preferential Procurement Policy Framework and Richtersveld Municipality Supply Chain Management Policies. Specific goals include: promotion of enterprises located in the Northern Cape (max 10 points), advancement of HDI's (max 10 points) – race 5 points, gender 5 points.

specific Province for work to be done or

services to be rendered in the Northern Cape

[10 Points]

ADVANCEMENT OF HDI’s

Race – 5 Points

Gender-5 Points

Total points for Price and Specific Goals must not 100

exceed

1.5 The purchaser reserves the right to require of a bidder , either before a bid is adjudicated or

at any time subsequently , to substantiate any claim in regard to preferences, in any manner

required by the purchaser

(a) Functionality – means the ability of a tenderer as to provide goods or services in

accordance with the specifications as set out in the tender documents

of 34

(b) Prices – includes all applicable taxes less all unconditional discounts

(c) Rand value means the total estimated value of a contract in Rand, calculated at

the time of bid invitation , includes all applicable taxes.

(d) Specific goals – means specific goals as contemplated in section 2 (1) (d) of the

act which may include contracting with persons or categories , historically

disadvantaged by unfair discrimination on the basis of race, gender and disability

including the implementation of programs of Reconstruction and Development

Programme as published in Government Gazette No: 16085 dates 23 Novemeber

and service charges)

4 MBD 2 – SARS Valid Tax Pin must be attached

5 Declaration on State of Municipal Account – ( Attached)

6 MBD 4 – Declaration of Interest

MBD 9: Certificate of Independent Bid Determination. (Attached)

8 MBD 6.1 Preference Points Claim Form in Terms of The Revised Preferential Procurement

Framework 2023 adopted by Council on the 27th of February 2024

MBD 8- Declaration of Tenderer’s Past Supply Chain Management Practices.

a) If the business is operated from the residence of one of the directors, an affidavit, certified, must

be submitted stating the address of the business premises.

b) If the premises from where business is conducted or where a director is residing, or leased, a

copy of the lease agreement or an affidavit must be submitted.

2. The quotation page must be signed. If you are using your own format on your Company’s

letterhead to quote, please ensure that the quotation is signed.

3. The attached MBD 9 form (Certificate of Independent Bid Determination) must be completed and

submitted with the quotation. If the MBD 9 is incomplete or not attached the quotation may be

disqualified.

4. The attached MBD 6.1 form (Preference Points Claim Form in terms of the Preferential Procurement

Regulations Revised and adopted by Council on the 27th of February 2024 must be completed and

submitted with the quotation. If the MBD 6 is incomplete or not attached the quotation may be

disqualified.

5. The attached MBD 4 form (Declaration of Interest) must be completed and submitted with the

quotation. If the MBD 4 is incomplete or not attached the quotation may be disqualified.

6. The attached MBD 8 form (Declaration of Tenderer Past Supply Chain Management Practices)

must be completed and submitted with the quotation. If the MBD 8 is incomplete or not attached

the quotation may be disqualified

7. Both the MBD 6.1 & 9 forms must be original for each quotation. No copies will be accepted. Both

the MBD 4 & 9 forms must be dated within the quotation period.

8. Proof of Directors: A certified copy of your Company Registration Documents

that, when bids are considered, reasonable steps are taken to prevent any form of bid-

rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9)

must be completed and submitted with the bid:

All goods or services purchased will be subject to Richtersveld Municipality's SCM Policy and Procedures. All purchases will be made through an official order form; no goods must be delivered or service rendered before an official order has been forwarded to and accepted by the successful bidder. All prices quoted must be inclusive of VAT. Prices quoted must include delivery charges. All prices submitted must be firm, subject only to statutory changes (VAT, customs and excise levies). Quantities are given in good faith and without commitment; the municipality reserves the right to increase or reduce quantities. The municipality does not take responsibility for quotations deposited in the wrong box. No price increases will be approved after submission of the quotation.

Compulsory requirements: Copy of Company Registration documents (CK1), ID copies of all shareholders/owners/partners/managers, Rates & Taxes invoice or signed lease agreement (bidders may not be in arrears for more than three months with municipal rates and service charges), MBD 2 – SARS Valid Tax Pin, Declaration on State of Municipal Account, MBD 4 – Declaration of Interest, MBD 9 – Certificate of Independent Bid Determination, MBD 6.1 – Preference Points Claim Form, MBD 8 – Declaration of Tenderer's Past Supply Chain Management Practices, quotation signed by the Director of the Company, registration report on Central Supplier Database (CSD). Bids which are late, incomplete, unsigned, completed in pencil, submitted by facsimile or electronically will not be accepted. No tender will be considered from persons in the service of the state.

the evaluation and or adjudication of this bid? ................................................ YES / NO

may be involved with the evaluation and or adjudication of this bid? YES / NO

Specific Goals as per PPPF 20

[10 Points]

Race – 5 Points

Gender-5 Points

Total points for Price and Specific Goals must not 100

at any time subsequently , to substantiate any claim in regard to preferences, in any manner

(a) Functionality – means the ability of a tenderer as to provide goods or services in

(d) Specific goals – means specific goals as contemplated in section 2 (1) (d) of the

2. Points awarded for price

3.1 The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis

Ps = Points scored for price of bid under consideration

3. Points awarded for specific goals

1.2 Final Proposal will be evaluated on the basis of the PPPFA 80/20point system.

The 80/20point system will be as follows

Specific Goals as per PPPF Policy of RVM 20

Maximum [10 Points]

Advancement of HDI’s Maximum [10 Points ]

Race 5 Points

Gender 5 Points

The Formulae to be utilized in calculating points scored for Price are as follows

Ps = Points scored for comparative price of bid or offer under consideration Pt

Quotations above R 30 000.00 will be evaluated on the basis of price and specific goals, 80 points