Date Published: 17 January 2023
Deadline for Proposals: 10h00 on 15 February 2023

ACT Ubumbano invites Service Providers to provide Technical and Financial Proposals for the provision of ICT services to the organisation. The required services include, but are not limited to, the following:

Branding & Communications Support – website & social media management, newsletter production, database management, creative design

1. Design, maintenance and updating of the ACT Ubumbano and Ubumbano Voice websites and Ubumbano Voice App, and any other website and app the organisation may develop
2. Monthly maintenance and updating of ACT Ubumbano databases
3. Content updates, addition of news items, creation of new pages as needed
4. Design and publication of monthly newsletters, ad hoc reports, and other communication in line with requirements of the POPI Act
5. Design for branded marketing for online and print usage as needed
6. Monthly social media platforms updates and postings
7. Compilation of digital marketing reports as needed.

ICT Support

1. Maintenance of ICT Hardware & Software, including appropriate security and antivirus measures
2. Maintenance of cloud systems for filing and operational efficiencies
3. Onsite and remote ICT support for 3-5 staff laptops, printers, email communications, and any other related ad hoc request
4. Point of liaison with external ICT-related service providers and partner collaborations
5. Onsite and remote technical support for conferences, online meetings and webinars

The Service Provider will be selected to enter into a service agreement (hereinafter referred to as the “contract”) for two years. An extension of the contract can be agreed upon with the expressed agreement of both parties at the end of the first 2-year cycle. Specific orders may be issued for additional specific assignments.

Service Providers are kindly requested to send proposals by e-mail to hub@actubumbano.org by no later than 10h00 (10am) on 15 February 2023. No late proposal shall be accepted.

Requests for clarification can be submitted to the above e-mail addresses at least 7 calendar days before the set deadline. ACT Ubumbano reserves the right to annul the selection process and reject all proposals at any time prior to contract award, without thereby incurring any liability to affected Service Providers.

Instructions to Service Providers

1. The proposal shall be the basis for contract negotiations and ultimately for a signed contract with the selected Service Provider.
2. Service Providers should familiarize themselves with local/regional conditions and needs of the team, and take them into account in preparing the proposal. ACT Ubumbano currently works in Eswatini, Malawi, Mozambique, South Africa, Zambia, and Zimbabwe.
3. The Service Providers’ costs of preparing the proposal and of negotiating the contract will not be reimbursed as a direct cost of the assignment.
4. ACT Ubumbano shall provide, at no cost to the Service Provider the necessary inputs needed to carry out the services and make available relevant project data and reports.

Technical Proposal

It is desirable that the majority of the key professional staff proposed are permanent employees of the firm or have an extended and stable working relationship with it.

The Technical Proposal shall provide a brief description of the Service Provider’s organisation and an outline of recent experience on assignments of a similar nature. The description should explain how the Service Provider has the required capacity to deliver all services listed above, and how it approaches such assignments

Financial Proposal

Service Providers will provide a cost estimate based on the requirements and conditions outlined above. This financial proposal should include provision for VAT and shall be presented in South African Rands (ZAR).

The Financial Proposal shall be valid for 2 (two) months. ACT Ubumbano will make its best effort to complete negotiations and determine the award within the validity period. If ACT Ubumbano wishes to extend the validity period of the proposals, the Service Providers have the right not to extend the validity of the proposals.