Supply, delivery, installation, configuration, commissioning and one-year support and maintenance of on-premises backup appliances

Technical enquiries (specifications): Regan Mooideen, Senior Manager: ICT, Tel 021 808 8538, Email [email protected].

SCM enquiries: Renae Bergstedt, Tel 021 808 8588, Email [email protected].

Office hours for collection: 08h00-15h30.

Submission address: Tender box, Stellenbosch Municipality, Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch.

Submission channel: sealed envelope, clearly endorsed with the tender number and title, deposited in the tender box at the Stellenbosch Municipality Town House Complex (Main Building between Town Hall and Municipal Library), Plein Street, Stellenbosch. The tender box is accessible 24 hours a day.

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

• Authority to Sign a Bid: certifies the signatory's authority; a certified copy of the board/members' resolution must be attached for companies and close corporations.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points; a SANAS-accredited B-BBEE certificate or original sworn affidavit (for EMEs & QSEs) must be attached.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• MBD 10 (Certificate of Payment of Municipal Accounts): declares municipal account numbers for all members, partners, directors, etc.; municipal accounts will be verified and used for preference points scoring.
• OHSA form: completed and signed, with a valid Letter of Good Standing from the Compensation Commissioner attached.
• Form of Indemnity: completed and signed.
• Pricing Schedule: completed and signed.
• Form of Offer: completed and signed (if applicable).
• Declaration by Tenderer: completed and signed.

Disqualification risks:

• Tenders not submitted on the official tender document issued by Stellenbosch Municipality.
• Tenders not accompanied by the complete set of tender documents.
• Late, electronic, telephonic or faxed tenders.
• Tenders not in a sealed envelope clearly marked with the tender number, placed in the tender box before closing time.
• Bids from persons in the service of the state will not be considered.

The following forms must be completed and submitted: Authority to Sign a Bid (with certified resolution if applicable), MBD 4 Declaration of Interest, MBD 6.1 Preference Points Claim Form (with B-BBEE certificate or sworn affidavit), MBD 8 Declaration of Past SCM Practices, MBD 9 Certificate of Independent Bid Determination, MBD 10 Certificate of Payment of Municipal Accounts, OHSA form with Letter of Good Standing, Form of Indemnity, Pricing Schedule, Form of Offer (if applicable), Declaration by Tenderer.

Evaluation is under the 80/20 preferential points system, in accordance with the Stellenbosch Preferential Procurement Policy (effective 16 January 2023) and the Preferential Procurement Regulations 2022.

Points allocation (total 100):

• Price: 80 points.
• B-BBEE status level of contribution: 10 points.
• Locality: 10 points.

Price scoring formula (80/20 system): Ps = 80(1 - (Pt - Pmin) / Pmin), where Ps = points for price, Pt = price of bid under consideration, Pmin = price of lowest acceptable bid.

Specific goals for preference points include contracting with persons historically disadvantaged by unfair discrimination on the basis of race, gender or disability, and promotion of enterprises located in the municipal area (WCO24).

Pre-qualification requirements: bidders must be registered on the Central Supplier Database (CSD) and have a compliant tax status. B-BBEE status level verification certificate or sworn affidavit must be submitted to qualify for preference points.

Scope: supply, deliver, install, configure, commission and provide one (1) year support and maintenance of an on-premises backup appliance for Stellenbosch Municipality.

Goods supplied must conform to the standards in the bidding documents and specifications. The purchaser may inspect, test and analyse goods at any time; non-conforming goods may be rejected and must be replaced at the supplier's cost.

Pre-bidding testing is for the bidder's account. If inspections are required, the bidder's premises must be open at all reasonable hours for inspection by the purchaser's representative. Costs of inspections showing non-compliance are borne by the supplier.

No specific methodology or execution plan is required beyond the general conditions of contract. Variation orders not exceeding 15% of the total contract value may be instructed.

Goods supplied must conform to the standards in the bidding documents and specifications. The purchaser may inspect, test and analyse goods at any time; non-conforming goods may be rejected and must be replaced at the supplier's cost. Pre-bidding testing is for the bidder's account. The bidder's premises must be open for inspection at all reasonable hours. Costs of inspections showing non-compliance are borne by the supplier.

Prices must be quoted in South African Rand and inclusive of VAT. The total bid price must be fixed. For contracts exceeding R1 million, the bidder must be VAT registered. Stellenbosch Municipality's VAT registration number is 4700102181. Foreign suppliers are responsible for all taxes, stamp duties, license fees and other levies imposed outside the purchaser's country; local suppliers are responsible for all taxes, duties and license fees until delivery. No contract will be concluded with any bidder whose tax matters are not in order or whose municipal rates and services charges are in arrears.

Pricing: total bid price must be quoted inclusive of VAT, in South African Rand. The total bid price must be fixed.

VAT: for contracts exceeding R1 million, the bidder must be VAT registered. Stellenbosch Municipality's VAT registration number is 4700102181.

Payment: payments will be made no later than 30 days after submission of a valid invoice, statement or claim. Payment will be made in Rand.

Tax obligations: no contract will be concluded with any bidder whose tax matters are not in order; SARS must have certified the tax status of the preferred bidder prior to award. No contract will be concluded with any bidder whose municipal rates and taxes or municipal services charges are in arrears.

Municipal debt: bidders indebted to the municipality for rental, levies, rates or service charges must either settle the debt or agree to a deduction from payments due under the tender until the debt is paid in full. All municipal account numbers in the Stellenbosch area for which the enterprise or its proprietors/directors are responsible must be declared.

CSD registration: bidders must be registered on the Central Supplier Database (CSD) to conduct business with the municipality.

Tax compliance: bidders must be tax compliant. Submit a SARS Tax Compliance Status (TCS) PIN or CSD number. A printed TCS certificate may also be submitted. For consortia, joint ventures or subcontractors, each party must submit a separate TCS certificate/PIN/CSD number. Foreign suppliers must complete the questionnaire in Part B:3; if not resident in South Africa, they are not required to register for a TCS PIN.

B-BBEE: a B-BBEE status level verification certificate (SANAS-accredited) or original sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points. A sworn affidavit must be an original, not a copy.

Returnable forms: Authority to Sign a Bid (with certified resolution for companies/CCs), MBD 4, MBD 6.1, MBD 8, MBD 9, MBD 10, OHSA form with Letter of Good Standing, Form of Indemnity, Pricing Schedule, Form of Offer (if applicable), Declaration by Tenderer.

Joint ventures: a copy of the Joint Venture Agreement showing the percentage contribution of each partner must be appended.

OHSA form: must be completed and signed, and a valid Letter of Good Standing from the Compensation Commissioner must be attached. No other health and safety requirements are stated.

Warranty: goods must be new, unused, of the most recent models, and free from defects. Warranty valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever concludes earlier. The supplier must repair or replace defective goods at no cost to the purchaser.

Payment: within 30 days of a valid invoice, statement or claim. Payment in Rand.

Prices: must not vary from the quoted bid prices, except for authorised adjustments or bid validity extension.

Variation orders: changes not exceeding 15% of the total contract value may be instructed; for measurable quantities, the contractor may be asked to reduce unit prices with no escalation.

Assignment: the supplier may not assign obligations without the purchaser's prior written consent.

Subcontracts: the supplier must notify the purchaser in writing of all subcontracts awarded.

Delays and penalties: delay in delivery or performance renders the supplier liable to penalties calculated at the current prime interest rate per day of delay, deducted from the contract price. The purchaser may also terminate for default.

Termination for default: the purchaser may terminate if the supplier fails to deliver, fails to perform obligations, or engages in corrupt or fraudulent practices. The supplier may be restricted from doing business with the public sector for up to 10 years.

Force majeure: the supplier is not liable for delay or failure caused by force majeure, provided prompt written notice is given.

Disputes: parties must first attempt amicable resolution; if unresolved after 30 days, mediation may be commenced; if mediation fails, the dispute may be settled in a South African court.

Insolvency: the purchaser may terminate the contract if the supplier becomes bankrupt or insolvent.

Confidentiality: the supplier must not disclose contract documents or information without the purchaser's prior written consent. Documents remain the property of the purchaser.

Intellectual property: documentation or projects developed for the municipality vest in the municipality.

Performance security: the successful bidder must furnish performance security within 30 days of contract award, in the amount specified in the Special Conditions of Contract, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.

Tenderers must be registered on the Central Supplier Database (CSD). No award will be made to tenderers whose tax status is non-compliant. Tenders must be submitted on the official forms, in a sealed envelope marked with the tender number, deposited in the tender box before closing time. Tenders must be valid for 180 days after closing. Late, electronic, telephonic or faxed tenders will not be considered. Tender documents are available free from the website or for a non-refundable fee of R295.00.

Price scoring formula (80/20 system): Ps = 80(1 - (Pt - Pmin) / Pmin), where Ps = points for price, Pt = price of bid under consideration, Pmin = price of lowest acceptable bid. A maximum of 80 points is allocated for price. Preference points are awarded for specific goals: contracting with persons historically disadvantaged by unfair discrimination on the basis of race, gender or disability, and promotion of enterprises located in the municipal area (WCO24).