Supply, delivery, implementation, maintenance and support of data replication / disaster recovery solution (3-Year contract)

Closing date: 30 September 2026. Closing time: 12:00. No compulsory briefing session or site inspection.

There is no briefing session or site inspection for this tender.

SCM enquiries: Yandiswa Tofile, Budget and Treasury Department, Tel: 045 931 1011, Fax: 045 931 1361, Email: [email protected]. Technical enquiries: Luvuyo Mnyaluza, Corporate Services Department, Tel: 047 877 5200, Fax: 047 877 0000, Email: [email protected]. Submission address: Budget Office, 15 Maclear Road, Elliot 5460.

Submission method: sealed envelope deposited in the bid box at Budget Office, 15 Maclear Road, Elliot 5460. Closing: 30 September 2026 at 12:00. No faxed, emailed, or late bids accepted. Bids opened in public after closing. Documents must remain intact — no unbinding/rebinding. Complete all forms in black ink; corrections initialled, no Tippex. Returnable forms (all must be completed, signed and submitted): Authority to Sign Bid with certified board resolution; General Conditions of Contract; General Conditions of Tender; SARS Tax Compliance PIN; MBD 4 Declaration of Interest; MBD 6.1 Preference Points Claim; MBD 7.2 Contract Form – Rendering of Services; MBD 8 Declaration of Past SCM Practices; MBD 9 Certificate of Independent Bid Determination; Specifications; Form of Offer; Declaration by Tenderer. Mandatory attachments: latest full CSD report (not older than 3 months); originally certified ID copies of directors (not older than 6 months); municipal billing clearance certificate/statement (not older than 3 months) or lease agreement with municipal rates; joint venture/consortium agreements and returnable documents for each partner if applicable. Bid validity: 90 days. Additional information may be requested within 7 days. Foreign suppliers must complete pre-award questionnaire.

Returnable documents checklist: (1) Authority to Sign Bid with certified board resolution; (2) General Conditions of Contract signed; (3) General Conditions of Tender signed; (4) SARS Tax Compliance PIN; (5) MBD 4 Declaration of Interest; (6) MBD 6.1 Preference Points Claim; (7) MBD 7.2 Contract Form – Rendering of Services; (8) MBD 8 Declaration of Past SCM Practices; (9) MBD 9 Certificate of Independent Bid Determination; (10) Specifications signed; (11) Form of Offer signed; (12) Declaration by Tenderer signed. Additional mandatory attachments: Latest full CSD report (not older than 3 months); Originally certified ID copies of directors (not older than 6 months); Municipal billing clearance certificate/statement (not older than 3 months) or lease agreement with municipal rates; Joint venture/consortium agreements and returnable documents for each partner if applicable. Bid documents must remain intact; no Tippex allowed.

Two-stage evaluation. Stage 1 — Functionality pre-qualification (minimum 70/100): Previous Experience in backup/replication/DR projects over 5 years (40 pts: 5+ refs=40, 3 refs=30, 1 ref=20, 0=0); ICT Equipment Reseller certification (15 pts); Cibecs/Endpoint Backup Reseller status (15 pts: Platinum=15, Gold=10, Silver=5); DR Site Compliance & Partnership (ISO 27001 or equivalent, SA-based data centre) (15 pts); Veeam Certification/Distributor Letter (15 pts). Stage 2 — Financial evaluation using 80/20 preference point system (PPPFA 2022): Price = 80 points (lowest bid); Specific Goals = 20 points: Black Owned Company (2 pts), Locality within Sakhisizwe LM (8 pts), Youth Owned Company (8 pts), Woman Owned Company (2 pts) — proof via CSD report, municipal account, or proof of residence.

Scope: Supply, delivery, implementation, maintenance, and support of data replication and disaster recovery solution for Sakhisizwe Local Municipality for 36 months. Required capabilities: authorised ICT equipment reseller (servers, storage, networking); Cibecs or equivalent endpoint backup reseller; DR site compliance (ISO 27001 or equivalent) with South Africa-based data centre partnership; Veeam certification (e.g., Veeam Certified Engineer/Partner) or distributor reseller letter. Demonstrated experience in similar backup, replication, and off-site DR projects over past 5 years with reference letters. Goods must be new, unused, latest models with 12-month warranty (or 18 months from shipment). Performance security required within 30 days of award (amount per SCC). Payment within 30 days of invoice in ZAR.

Scope: Supply, delivery, implementation, maintenance, and support of data replication and disaster recovery solution for Sakhisizwe Local Municipality for 3 years. Required capabilities: ICT equipment reseller (servers, storage, networking); Cibecs or equivalent endpoint backup reseller; DR site compliance (ISO 27001 or equivalent) with SA-based data centre partnership; Veeam certification or distributor partnership. Demonstrated experience in similar backup, replication, and off-site DR projects over past 5 years with reference letters.

Functionality evaluation requires: Previous experience in similar backup, replication, and off-site DR projects over the past 5 years, supported by reference letters (5+ references = 40 points, 3 references = 30 points, 1 reference = 20 points, none = 0). Valid certification as authorised ICT equipment reseller (servers, storage, networking). Valid Cibecs or equivalent endpoint backup reseller certificate (Platinum/Gold/Silver status). Proof of DR site compliance (e.g., ISO 27001) and partnership with SA-based data centre. Valid Veeam certification (e.g., Veeam Certified Engineer/Partner) or distributor reseller letter.

Inspection and testing: pre-bidding testing at bidder's account. Premises open for inspection by purchaser's representative at reasonable hours if bid condition requires. Inspection costs borne by purchaser if supplies comply; by supplier if non-compliant. Non-compliant supplies may be rejected and must be replaced at supplier's cost and risk. Purchaser may audit supplier's records relating to performance.

Pricing schedule: MBD 3.1/3.2/3.3 (firm/non-firm/professional services) to be completed. Total bid price and total number of items offered to be stated. VAT must be included in bid rates. Price fixed for contract duration — no adjustments. 80/20 evaluation: 80 points for price (lowest bid), 20 points for specific goals. Performance security: bank guarantee, irrevocable letter of credit, or certified cheque within 30 days of award (amount specified in SCC). Penalties: prime interest rate per day of delay; 10% of invoice withheld for failure to deliver per specifications.

CSD registration with valid CSD number (latest full CSD report not older than 3 months). Tax compliance: SARS TCS PIN or certificate; each JV/consortium party submits separate TCS/CSD. B-BBEE status level verification certificate (SANAS-accredited agency, registered auditor, or accounting officer) or sworn affidavit (EMEs/QSEs) required for preference points. No bids from persons in service of the state. Municipal rates/statement not older than 3 months or lease agreement with proof of owner responsibility. Originally certified ID copies of directors (not older than 6 months). Joint ventures/consortiums: signed agreements and returnable documents for each partner. Foreign suppliers: complete pre-award questionnaire (Part B:3).

B-BBEE status level verification certificate (SANAS-accredited agency, registered auditor, or accounting officer) or sworn affidavit for EMEs/QSEs must be submitted to qualify for preference points. Specific Goals allocation under 80/20: Black Owned Company (2 points), Locality within Sakhisizwe LM (8 points), Youth Owned Company (8 points), Woman Owned Company (2 points). Proof required via full CSD report, municipal account statement, or proof of residence.

Contract governed by General Conditions of Contract (GCC) for Supply Chain Management read with Special Conditions of Contract. Contract period: 36 months. Performance security required within 30 days of award (bank guarantee, irrevocable letter of credit, or certified cheque). Warranty: 12 months after delivery/acceptance or 18 months from shipment. Payment within 30 days of invoice in ZAR. Penalties: prime interest rate per day of delay; 10% invoice withholding for specification non-compliance. Termination for default (non-delivery, non-performance, corrupt/fraudulent practices). Force majeure relief per GCC. Dispute settlement per GCC. Governing law: South African law. Contract language: English. No assignment without written consent. Subcontracts must be notified. Price fixed — no adjustments. Supplier indemnifies purchaser against patent/IP claims. Supplier liable for damages to persons/property arising from contract execution.

Special conditions: Bid documents must not be unbound/rebound; no Tippex; bids must be on official forms in black ink; corrections initialled; sealed envelopes marked with bid number and description; delivered to Budget Office, 15 Maclear Road, Elliot 5460 by 12:00 on 30 September 2026; no faxed/emailed bids; late bids rejected; bids opened in public; municipality reserves right to accept whole or part of bid; no obligation to accept lowest bid; 90-day bid validity; SCC overrides GCC where conflicting; additional information may be requested within 7 days; foreign suppliers must complete pre-award questionnaire; joint ventures require signed agreements and returnables per partner.

Eligibility requirements: Valid tax compliance status (TCS PIN or CSD number); B-BBEE status level verification certificate or sworn affidavit (EMEs/QSEs) for preference points; No bids from persons in service of the state; Joint ventures/consortiums must provide signed agreements and returnable documents for each partner; Bid validity period: 90 days; Contract period: 36 months; Fixed rates — no contract adjustment; Penalties: 10% of invoice withheld for failure to deliver per specifications; Performance security required within 30 days of award (amount per SCC); Goods must be new, unused, latest models with 12-month warranty (or 18 months from shipment); Payment within 30 days of invoice in ZAR.

Evaluation uses the 80/20 preference point system (PPPFA 2022). Price = 80 points (lowest bid). Specific Goals = 20 points: Black Owned Company (2 points), Locality within Sakhisizwe LM (8 points), Youth Owned Company (8 points), Woman Owned Company (2 points) — proof required via CSD report, municipal account, or proof of residence. Functionality pre-qualification (minimum 70/100): Previous Experience in backup/replication/DR projects over 5 years (40 pts: 5+ refs=40, 3 refs=30, 1 ref=20, 0=0); ICT Equipment Reseller certification (15 pts); Cibecs/Endpoint Backup Reseller status (15 pts: Platinum=15, Gold=10, Silver=5); DR Site Compliance & Partnership (ISO 27001 or equivalent, SA-based data centre) (15 pts); Veeam Certification/Distributor Letter (15 pts).