Objectives

The primary objective is to appoint an accredited service provider to supply, install, configure, deploy, monitor, and support a comprehensive data backup and replication system for the Elundini Local Municipality over a three-year contract period. The initiative aims to eliminate current vulnerabilities to data loss, system failures, cyber threats, human error, and unforeseen disasters, thereby ensuring business continuity and safeguarding critical municipal information.

Scope of Work

• Provision of ten (10) licenses for data backup and replication software for a three-year term.
• Creation and configuration of a dedicated Virtual Machine (VM) on the municipality’s existing server infrastructure using a Hypervisor platform, ensuring full compatibility with the proposed backup solution.
• Supply, installation, and optimization of the backup system on designated VMs to maximize data protection, backup efficiency, and recovery capabilities.
• Ongoing maintenance and synchronization of a Disaster Recovery site to guarantee rapid data restoration during critical incidents.
• Submission of detailed technical specifications outlining the proposed backup architecture, security protocols, and implementation methodology.
• Quarterly maintenance and technical support services throughout the contract duration.

Technical Requirements

• Valid Original Equipment Manufacturer (OEM) certification or authorized partnership documentation proving eligibility to supply the proposed solution.
• Seamless integration with the municipality’s existing Hypervisor-based virtualization environment.
• Comprehensive technical documentation detailing backup architecture, encryption standards, access controls, and recovery procedures.
• Adherence to all applicable occupational health and safety legislation during deployment and maintenance.
• Pricing must be quoted in South African Rand, inclusive of VAT where applicable, and fixed for the contract duration unless adjusted per contractual variation clauses.
• Mandatory registration on the Central Supplier Database (CSD) and a valid SARS Tax Clearance Certificate or Tax Compliance Status PIN.
• Proof of Black Economic Empowerment (B-BBEE) status via a SANAS-accredited verification certificate or a sworn affidavit.

Skills and Personnel Requirements

• A Project Leader with a minimum of three years’ experience in data backup and recovery, holding a National Diploma in Information Technology or a related qualification, plus a recognized Project Management certification.
• At least one Technician with two years’ hands-on experience in data backup and replication, supported by vendor-specific certifications and a CV demonstrating relevant technical proficiency.
• All personnel documentation, including certified qualifications, vendor certificates, and detailed CVs, must be submitted to substantiate expertise.
• The bidding entity must demonstrate a minimum of two successfully completed similar projects, supported by verifiable appointment letters and signed reference reports.

Key Terms and Clarifications

80/20 Preferential Procurement System: Bid evaluation allocates 80 points to price competitiveness and 20 points to specific socio-economic goals. Points are awarded for enterprises owned by black people, with additional incentives for women-owned, youth-owned (18–35), and disability-owned businesses. Strict proof of ownership structure is required.

Due Diligence Verification: The municipality will conduct rigorous validation of all claimed project experience and references using a standardized assessment form before contract award. Non-compliant or unverifiable claims will result in disqualification.

Hypervisor Platform: Refers to virtualization software that allows multiple operating systems to run concurrently on a single physical server. Bidders must ensure their backup solution is fully compatible with this environment.

Disaster Recovery Site Maintenance: Involves regular testing, patching, configuration updates, and data synchronization of a secondary IT environment to ensure it remains operationally ready for emergency data restoration following major system failures or cyber incidents.