ICT support services for okhahlamba local municipality – 3-Year contract

Closing: 14 September 2026 at 12:00. Bid opening: same date and time, public, in the municipal boardroom. Documents available for download or purchase from 13 August 2026 from SCM bids office (free via eTenders portal) or purchase at R400 deposit. No briefing session. Mandatory objection period: 14 days after award notice for appeals.

Bidding enquiries: Thulile Maphalala, Finance-SCM, tel 036 448 8056 / 087 086 9209, fax 036 448 1986, email [email protected]. Technical enquiries: Thembeka Hlatshwayo, Corporate Department, tel 036 448 8040, fax 036 448 1986, email [email protected]. Deposit payments: Okhahlamba Local Municipality, First National Bank, branch code 220625, account 51660362710.

Submission: sealed bids endorsed with the contract number and description, with bidder details clearly indicated, deposited in the bid box at Okhahlamba Local Municipality reception, 259 Kingsway Street, Bergville, 3350, or couriered at least two days before closing. Hand delivery accepted; courier must avoid late delivery. Bids received after 12:00 on 14 September 2026 will not be considered. Fax and email bids not accepted. Bids must be on official forms (not re-typed) and completed in black ink. Returnable forms: signed Form of Acceptance and Declaration; MBD 3.1 Pricing Schedule (firm prices); MBD 4 Declaration of Interest; MBD 6.1 Preference Points Claim; MBD 7.2 Contract Form; MBD 8 Declaration of Past SCM Practices; MBD 9 Certificate of Independent Bid Determination; Particulars of Bidder; Enquiry Contact Details. Attach company-letterhead quote to pricing schedule. Return documents in the order issued; failure may disqualify. Bids remain valid for 90 days from closing.

The issued documents must be returned in the form and order in which they were issued to assist the Municipality to expedite adjudication of the bids.

Evaluation stages: first functionality, then preferential procurement (specific goals) and price. 80/20 preference point system applies (estimated value not exceeding R50m). Price = 80 points; Specific Goals = 20 points. Functionality threshold: bidders must score more than 80% on functionality to proceed. Functionality criteria total 100 points: references (max 3 letters of recommendation from government departments for DR/ICT services, 3=5pts, 2=3pts, 1=1pt); proof of at least 4 certified consultants with CVs and certified qualifications (MCSE=10, VMWare=10, Cisco=10, CISA/CGEIT/CRISC=35, network vulnerability/security+=10, total 70); consultant experience (5-10 years=10, less than 5=5, total 15); methodology (5); proof of online backup/DRP space (5); email archiving account proof (5). Claim points for specific goals with proof: race (100% Black owned 10pts, 51% Black 6pts, 50% Black 4pts, other 2pts), gender women 2pts, youth 18-35 2pts, disability 1pt, locality (provincial 5pts, national 3pts). All proof must be attached with the bid.

Scope: ICT support for 3 years covering computer hardware availability, software ordering and support, advanced technical assistance for Microsoft Exchange Server, Microsoft Server 2012, Veeam Backup and Replication, ESET Remote Administration, ICT strategy and governance, maintenance, backup checks, network management, internet and email, security risks, updates via WSUS, patch management, infrastructure upgrades, mobile technology management, license renewals, ICT plan and policy updates, reporting with quarterly downtime reports, full DRP (monthly and quarterly), significant audit support, skills transfer to ICT unit.

Key competencies: Cisco firewall and router, FortiGate firewall security, Mimecast, MCSE for server config (MCDBA) to manage Cyberfox and Sage/People, Veeam backup/recovery, VMWare for datacenter DR and BC, CISA/GGEIT/CRISC.

Resource requirement: one IT Engineer on site every Friday 08:00-16:00 (8 hours), responsible for executing the scope; additional hours/days may be requested.

Required licences and subscriptions: Microsoft 365 Business Standard (Teams) x30 internal, Panda x30, Microsoft Exchange Online (Plan 1) x230 internal, Microsoft 365 Apps for Business x70, Panda x32 councillors, Microsoft Exchange Online x32 councillors, Microsoft 365 Apps x32 councillors, Dube Trade cloud backup (1500GB) for 50 client computers, VMWare vSphere Standard annual subscription x4, FortiGate subscription license, Mimecast, Cloud Hosting for two servers for 36 months.

Project management: service provider works closely with Municipality; IT Manager is designated project manager.

Method of work: Service provider works closely with municipality, with IT Manager as designated project manager. IT Engineer on-site Friday 08:00–16:00. Methodology must be submitted for evaluation (5 points). The provider must implement deliverables per scope, maintain updated ICT Plan and Policy annually, deliver quarterly downtime reports, and transfer skills to municipal ICT staff.

Evaluation requires proof of completed ICT DR/ICT Services for previous government clients (max 3). Consultants: at least 4 certified consultants (proof: CVs and certified qualification copies). Required certifications: MCSE, VMWare, Cisco, CISA/CGEIT/CRISC, network vulnerability (Security+ / PenTest+). Key competencies include: Cisco Certified for Firewalls/Routers, FortiGate firewall security, Mimecast management, MCSE for server config with MCDBA for CyberX and Sage/People Management, VEEAM skills, VMWare for datacenter/DR, CISA/CGEIT/CRISC for ICT governance. Consultant experience: 5–10 years preferred.

Pricing must be on MBD 3.1 using firm prices only. Quotations must indicate hourly rate, monthly rate, and total 3-year contract amount, all inclusive of VAT. Pricing schedules must have Year 1, Year 2, and Year 3. No non-firm prices (subject to exchange rate variations) allowed. Include all delivery costs. A company-letterhead quote must be attached to the pricing schedule page.

Pricing format: firm prices only; no exchange-rate adjustable prices accepted. Pricing schedule (MBD 3.1) must reflect hourly rate, monthly rate, and total for 3-year contract, all inclusive of VAT. Pricing schedules must have Year 1, Year 2, Year 3 breakdown. Delivery costs included; state all applicable taxes. Pricing fixed for contract duration (no variation except adjustments per purchaser’s request for bid validity extension). Payments: Municipality pays invoices within 30 days of receipt. No bonds or guarantees specified. Bid to remain valid 90 days.

Mandatory eligibility: registered on National Treasury CSD and Okhahlamba’s municipal database. Valid Tax Clearance Certificate and SARS status verification PIN (or CSD number if no tax pin). No persons in service of the state. Foreign suppliers must complete Part B:3 questionnaires. Attach with bid: CSD registration full report (not older than 3 months), tax clearance certificate + PIN, company registration certificate, certified IDs of directors/management, B-BBEE status level verification certificate. Evaluation documents: rates bill / proof of residence / lease agreement, Microsoft Account/Partnership Certificate for company, Cloud Hosting registration (Teraco/AWS/AZURE), Mimecast account proof, ISO 27001 (ICT Governance & security) certificate for company/director. Complete all MBD forms. Bids on official forms only; failure to provide required particulars may render bid invalid. Bidders must declare past SCM misconduct, fraud or corruption record, and any restriction in the Database of Restricted Suppliers or Register of Bid Defaulters (MBD 8). Independence certificate (MBD 9) certifying no collusion. MBD 4 declaration: no in service of state in last 12 months, no relationship with persons in service involved in evaluation, etc.

Specific goals points: race (Black-owned status), gender (women), youth (18-35), disability, and geographic location (provincial vs national). Proofs: CK document, ID copies, medical certificate for disability. Points: 100% Black owned 10, 51% 6, 50% 4, other 2; women 2; youth 2; disabled 2; locality provincial 5, national 3. Maximum 20. No B-BBEE level threshold specified.

Contract duration three years from appointment finalisation. The bid, filed acceptance and signed contract (MBD 7.2) form binding agreement. Governing law: Republic of South Africa. Municipality may award to multiple respondents, request presentations from shortlisted bidders, or request further information. If an incorrect award is made, municipality may remedy it lawfully. A 14-day object/appeal period applies after award notice; appointment confirmed unless appeal panel rules otherwise. Municipality not bound to accept lowest bid; reserves right to accept whole or part.

Special conditions: des travaux: One (1) IT Engineer on site every Friday 08:00–16:00, additional hours if requested. Contract duration 3 years from appointment. Quotations free standing (no escalation). Disqualification if returnable documents not submitted in order. Reserve right to call presentations, not award, split award, verify info, etc.

Requirements: Bidders must be CSD-registered; submit SARS PIN and tax clearance; supply all requested certifications and forms. Provide proof of company location (municipality rates/lease), Microsoft partnership, cloud hosting (Teraco/AWS/Azure), Mimecast, ISO 27001. Provide at least 4 certified consultants meeting specified certifications. Bidders must attach proof for all claims.

Evaluation stages: functionality (pass threshold >80%), then preferential points (specific goals). Score calculation for price: Ps=(Pt-Pmin)/Pmin *80. Award subject to Preferential Procurement Regulations, 2022. Municipality not bound to accept through.