Objectives

The municipality intends to upgrade its data centre server infrastructure to ensure uninterrupted service availability, enhance system performance and security, and support future operational expansion. The project aims to replace aging equipment, mitigate risks associated with insufficient storage, expired warranties, and potential hardware failures, and establish a scalable, energy-efficient platform that supports digital transformation and reliable ICT service delivery.

Scope of Work

The successful bidder will supply, deliver, install, and commission new server and storage hardware at the designated facility. The scope includes migrating seventeen existing host systems, conducting comprehensive testing, and obtaining formal client acceptance. Deliverables encompass a migration completion report, security hardening report, backup and disaster recovery configuration documentation, test and acceptance reports, training materials, as-built documentation, and three-year warranty and support provisions. Project management must be initiated and maintained within sixty days of contract appointment.

Technical Requirements

• Server Hardware: Brand-new Dell PowerEdge R470 and R450 rack servers configured with specified processors, quad/dual-port 10GbE network adapters, iDRAC remote management modules, and RAID/HBA controllers.
• Data Protection Appliance: Dell PowerProtect DD3410 base unit with thirty-two terabytes of usable capacity, including subscription software and capacity licenses.
• Storage Arrays: Dell PowerVault ME5224 dual-controller storage enclosures with redundant power supplies, SAS cabling, and rack mounting kits.
• Integration & Configuration: All equipment must seamlessly integrate with the municipality’s existing Cisco, FortiGate, and Dell ecosystem. Solutions must support virtualization, high availability, and zero-downtime data migration.
• Warranty & Support: All hardware must include manufacturer-backed next-business-day onsite service and hard-drive retention warranties.

Skills and Experience Requirements

• Company Track Record: Submission of signed appointment and reference letters demonstrating execution of at least two similar data centre upgrade or migration projects.
• Personnel Certifications: Key technical staff must hold current certifications in Veeam Virtualization (VMCA/VMCE), Microsoft Windows Server Hybrid Administration or Hyper-V Engineering, and Dell Power Store or NetApp Storage, each supported by a minimum of two years’ hands-on experience.
• Manufacturer Accreditation: Valid certification as a Dell Silver Partner or higher-tier authorized reseller.
• Administrative Compliance: Active registration on the Central Supplier Database, valid SARS Tax Clearance Certificate, proof of cleared municipal account balances, and fully completed statutory declaration forms.

Key Terms and Conditions

The evaluation utilises an eighty-twenty preference point system, allocating eighty percent of the score to price and twenty percent to specific transformation goals (historically disadvantaged individual ownership, youth, women, disability, and rural enterprise participation). A minimum functionality threshold of ninety out of one hundred points is mandatory; bids scoring below this are automatically disqualified before financial evaluation proceeds. Successful contractors must provide performance security (typically a bank guarantee or cash deposit) within thirty days of award to guarantee contract fulfillment. The contract enforces strict anti-collusion and independent bid determination declarations to prevent bid-rigging, alongside standard penalty clauses for delayed delivery and termination rights for non-performance or corrupt practices. All bids remain legally binding for ninety days post-submission.