IT support services for overberg water – 36-Month contract (RFP OW-014/2026/27)

Closing date: Tuesday 01 September 2026 at 12h00.

Clarification deadline: all enquiries must be submitted in writing on or before 21 August 2026 at 17h00.

Documents available from 12 August 2026 on the e-Tender Portal and Overberg Water website.

No briefing session or site visit is stated.

Technical enquiries: Mr. Xolisile Ndlela, 021 851 2155, [email protected].

SCM enquiries: Mr. Edward Nwamafela, Mr. Sanelisa Mayixhale, Mr. Ayabulela Booi, 021 851 2155, [email protected], [email protected], [email protected].

All enquiries must be in writing and directed only to these officials. Contacting any other Overberg Water personnel may lead to disqualification.

Submission address: Overberg Water Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Way, Somerset West, Cape Town.

Submission channel: one original completed bid in a sealed envelope, clearly marked with the bid number and title, delivered to the reception desk of Overberg Water's Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Way, Somerset West, Cape Town. Bidders or couriers must register the submission on the Lodging Sheet at reception, recording the deliverer's name, number of copies, time and date, and signing the sheet.

Returnable forms (all must be completed, signed and returned):

• SBD 1 (Invitation to Bid): signed cover page with bidder details and total bid price.
• SBD 3.2 (Pricing Schedule): completed with all items priced; failure to quote on all items is non-responsive.
• SBD 4 (Declaration of Interest): discloses any state employment or relationships with the procuring institution; false or incomplete disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific goals points; must align with CSD data.
• Annexure A3 (Pricing Submission): amounts properly calculated; total inclusive of VAT is the bid price.
• CSD report, certificate of authority for signatory, ID copy of authorised individual, company registration certificate from CIPRO, and a board resolution authorising the signatory.

Disqualification risks:

• Late submissions, regardless of reason.
• Telegraphic, telexed, faxed or e-mailed submissions.
• Any returnable form omitted or unsigned.
• Failure to provide mandatory information (e.g., tax compliance PIN, CSD registration printout).
• Contacting Overberg Water personnel other than the named officials about the RFP.
• Misrepresentation of capability or empowerment credentials.
• Any communication with Overberg Water staff or the adjudication team that could be seen as a conflict of interest, bribe or influence.

Evaluation phases: Administrative, Mandatory Requirements, Functionality, and Price and Specific Goals.

Phase 1 – Administrative: all returnable schedules must be complete and signed; SBD 1 date must fall within the bid advert period.

Phase 2 – Mandatory Requirements (failure = non-responsive):

• Valid COIDA certificate.
• Bidder located within the Western Cape, evidenced by a valid lease agreement signed by both lessor and lessee, or a municipal statement. Overberg Water may conduct a site visit.
• Key IT personnel must hold an accredited IT certification or short course (e.g., CompTIA A+, Microsoft Certified, ITIL Foundation, CCNA) and a recognised IT qualification (minimum NQF Level 5).

Phase 3 – Functionality (minimum threshold 70/100):

• Company Experience (40%): minimum 3 years' IT support experience; submit contactable references (4+ letters = 5 points, 3 = 4, 2 = 3, 1 = 2, less than 1 = 1).
• Team Capabilities (30%): key personnel minimum 5 years' IT support experience; knowledge of Microsoft software, SAGE and VIP or equivalent; more than 5 years = 5 points, 5 years = 4, 4 years = 3, 2-3 years = 2, 0-1 year = 1.
• Methodology (20%): project plan with clear milestones, timeframes, deliverables, quality assurance and management, including call logging; scoring from 5 (well broken down) to 1 (no plan).
• Skills Transfer Plan (10%): detailed plan with training method, deliverables, timeframes, milestones, quality assurance and management; scoring from 5 to 1.

Phase 4 – Price and Specific Goals: 80/20 preference points system. Price = 80 points (lowest acceptable bid scores 80). Specific Goals = 20 points. Specific goals: women (5), people with disability (5), youth 35 and below (5), location of enterprise in Western Cape (2), B-BBEE status level 1 or 2 contributors that are EME or QSE (3).

Bidders scoring below 70/100 on functionality are disqualified.

Scope: provide IT support services for all IT-related matters at Overberg Water for 36 months, covering the head office in Somerset West and satellite offices in Caledon, Swellendam and Heidelberg.

Required services include:

• Setup of PC hardware and installation of Microsoft Office on new PCs.
• Setup of PCs on network printers and configuration of network switches and access points.
• Maintenance of cabinets for hardware, network and internet connectivity.
• Installation and relocation of network cabling.
• Testing of all equipment, software, email and scanning functions.
• Remote access for maintenance and setup of remote access for Somerset West.
• Setup of local workstations and printers on the server.
• Desktop remote user support for Caledon, Duivenhoks, Swellendam and Somerset West head office.
• Service and repair of UPS units.

Service levels:

• Monthly fixed support for 40-50 computers and one server, including hardware and software maintenance (onsite and remote), user access management, server backup, antivirus, wireless access, email support, and cloud backup.
• Biannual servicing of all PCs, laptops and server, including hardware condition, Windows security updates, antivirus, hard drive space and RAM, and UPS condition.
• Biannual visits to Heidelberg, Heidelberg plant, Ruensveld-Oos plant, Caledon Office, Caledon Store, and Ruensveld Wes plant.
• Monthly visit to Somerset West office for 36 months.
• Call-out fees for after-hours support and travelling charges per kilometre (excluding normal monthly and biannual visits).
• Price markup for IT items that need replacement or acquisition.

Contract period: 36 months, commencing once the procurement process is completed.

No advance payments will be made.

Bidders must achieve significant cost savings without degradation of services, address safety, health and environment risks, and comply with local content requirements.

Methodology is a scored functionality criterion (20% weight).

Bidders must submit a project plan aligned with the scope, with clear milestones and timeframes for each task, including logging of calls.

Scoring levels:

• 5: well broken down with methodology, deliverables, timeframes/milestones, quality assurance and management, including staff deployment and call logging.
• 4: methodology, deliverables, timeframes/milestones and management.
• 3: clear deliverables, methodology and timeframes/milestones.
• 2: no clear deliverables, methodology or timeframes/milestones.
• 1: no project plan or methodology.

A skills transfer plan is also required (10% weight), detailing training to be provided, types of skills, and whether training is on-the-job or classroom-based. Scoring from 5 (well broken down) to 1 (no plan).

Company experience: minimum 3 years' experience in IT support services, including desktop support, server maintenance, software and hardware updates, Microsoft package support, and network/LAN support. Submit contactable references from previous clients (4+ letters = 5 points, 3 = 4, 2 = 3, 1 = 2, less than 1 = 1).

Key personnel: minimum 5 years' experience in IT support, with hardware and software support. Knowledge of Microsoft software is necessary, and knowledge of SAGE and VIP or equivalent is required. Experience scoring: more than 5 years = 5, 5 years = 4, 4 years = 3, 2-3 years = 2, 0-1 year = 1.

Qualifications: key personnel must hold either a recognised IT qualification (minimum NQF Level 5) or an accredited IT certification (e.g., CompTIA A+, Microsoft Certified, ITIL Foundation, CCNA).

Quality management is assessed under the Functionality evaluation, specifically the Methodology criterion (20% weight).

Bidders must provide a project plan with clear milestones, timeframes, deliverables, quality assurance and management of the project, including staff deployment to each activity and logging of calls.

Scoring: 5 = well broken down with methodology, deliverables, timeframes, quality assurance and management; 4 = methodology, deliverables, timeframes and management; 3 = clear deliverables, methodology and timeframes; 2 = no clear deliverables, methodology or timeframes; 1 = no plan.

A skills transfer plan is also required (10% weight), detailing training methods, deliverables, timeframes, milestones, quality assurance and management of training.

Pricing must be submitted on the Pricing Schedule (SBD 3.2) and Annexure A3.

Prices must be exclusive of VAT, with VAT shown separately at 15%. The total price inclusive of VAT is carried forward to the form of offer.

Pricing structure includes:

• Monthly fixed support cost for year 1 (80 hrs/month), year 2 (60 hrs/month), year 3 (40 hrs/month) – each for 12 months.
• Call-out fees – after hours rate per hour.
• Travelling charges per kilometre.
• Price markup for IT items.

All costs must include travel and accommodation if applicable.

Bidders warrant that quoted rates cover all work and obligations under the contract, and any errors or omissions in pricing are at the bidder's risk.

Tender prices must remain valid for 120 days from the closing date.

Pricing format: complete the Pricing Schedule (SBD 3.2) and Annexure A3. Prices must be quoted exclusive of VAT, with VAT shown separately at 15%. The total price inclusive of VAT is carried forward to the form of offer.

Pricing structure:

• Monthly fixed support cost for year 1 (80 hrs/month), year 2 (60 hrs/month), year 3 (40 hrs/month) – each for 12 months.
• Call-out fees – after hours rate per hour.
• Travelling charges per kilometre.
• Price markup for IT items.

All costs must include travel and accommodation if applicable.

Tender prices must remain valid for 120 days from the closing date.

No advance payments will be made by Overberg Water.

Bidders warrant that quoted rates cover all work and obligations under the contract, and any errors or omissions in pricing are at the bidder's risk.

CSD registration: bidders must be registered on the Central Supplier Database and submit a CSD registration printout. CSD number or tax compliance PIN must be provided.

Tax compliance: valid tax compliance status (TCS) or PIN from SARS; each party in a consortium/JV must submit separate proof.

B-BBEE: valid B-BBEE certificate from a SANAS-accredited agency, or sworn affidavit for EMEs/QSEs, to qualify for preference points.

COIDA: valid certificate required.

Location: bidder must be within the Western Cape, evidenced by a lease agreement or municipal statement.

Key personnel qualifications: accredited IT certification (e.g., CompTIA A+, Microsoft Certified, ITIL Foundation, CCNA) and recognised IT qualification (minimum NQF Level 5).

Returnable forms: SBD 1, SBD 3.2, SBD 4, SBD 6.1, plus CSD report, certificate of authority, ID copy, company registration certificate from CIPRO, and board resolution.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Public service employees are prohibited from conducting business with organs of state unless in an official capacity (Public Service Regulations 2016).

Bidders must appropriately address Overberg Water's safety, health and environment risks as part of the service.

No specific OHS plan or certification is required beyond the general obligation to manage these risks.

Contract duration: 36 months, commencing once the procurement process is completed.

No advance payments will be made.

Tender prices must remain valid for 120 days from the closing date.

All submissions and subsequent information become the property of Overberg Water and will not be returned.

Overberg Water reserves the right not to accept any submission, in part or in whole.

No costs incurred in preparing a submission will be reimbursed.

Overberg Water is not liable for any claims, damage or accidents arising from the contract.

Bidders must comply with Public Service Regulations 2016 regarding employees conducting business with organs of state.

Joint ventures/consortia must submit a joint venture agreement; failure to do so disqualifies the bid. Each party must provide separate tax compliance proof.

Misrepresentation of information leads to disqualification.

Overberg Water may conduct supplier due diligence at any time, including site visits and requests for additional information; bidders must cooperate within two days of notification.

All submissions must be received by 12h00 on 01 September 2026. No late submissions considered.

Submissions become the property of Overberg Water and will not be returned.

Telegraphic, telexed, faxed or e-mailed submissions are not accepted.

One original document in a sealed envelope, clearly marked with the bid number and title, must be delivered to the reception desk at Overberg Water's Corporate Office.

Bidders must register their submission on the Lodging Sheet at reception.

All enquiries must be directed only to the named officials; contact with other Overberg Water personnel may lead to disqualification.

Overberg Water reserves the right not to accept any submission.

Bidders must comply with Public Service Regulations 2016 regarding employees conducting business with organs of state.

No costs incurred in preparing a submission will be reimbursed.

Overberg Water is not liable for any claims, damage or accidents arising from the contract.

Tender prices must remain valid for 120 days from the closing date.

Evaluation uses the 80/20 preference points system under the Preferential Procurement Regulations, 2022.

Phases: Administrative, Mandatory Requirements, Functionality, and Price and Specific Goals.

Functionality: maximum 100 points, minimum threshold 70%. Criteria: Company Experience (40%), Team Capabilities (30%), Methodology (20%), Skills Transfer Plan (10%).

Price: 80 points (lowest acceptable bid scores 80).

Specific Goals: 20 points (women 5, disability 5, youth 5, Western Cape location 2, B-BBEE level 1/2 EME/QSE 3).

Bidders scoring below 70/100 on functionality are disqualified.