Supply and implementation of a web-based e-performance management system for SAFCOL

Technical/Specification queries: [email protected]. Submission email: [email protected]. Phone: 013 754 2700 / 060 960 6573. Delivery address: Absa Square Building, 20 Paul Kruger Street, 3rd Floor, Mbombela, 1200. Contact person: Xolani Mathabela.

Submit via email to [email protected]. Use RFQ Number (RFQ 890/ICT/09/2026) and description in the email subject. Required returnable documents: Fully completed and signed RFQ, official quotation on company letterhead, latest Tax Clearance Certificate, latest B-BBEE certificate (SANAS-accredited or sworn affidavit for EME/QSE), CSD Report or MAAA number, and signed Supplier Code of Conduct. Late or incomplete submissions will be rejected. All SBD forms must be signed and submitted. Joint ventures must provide a consolidated B-BBEE certificate.

Evaluation follows a 3-phase process: Phase 1 (Administrative Compliance): Completion of RFQ document, all SBD forms, tax compliance proof (SARS PIN/Tax Clearance), company registration documents, B-BBEE certificate (or sworn affidavit for EME/QSE), and CSD registration (or commitment to register within 7 days of award). Phase 2 (Mandatory Requirements): System must demonstrate all 12 specified functions (e.g., track strategic objectives, link to KPIs, workflow notifications, email reminders, document attachment, system lock post-agreement, surveys, 360 feedback, customizable reports, Balanced Scorecard tracking). Submit system manual and screenshots. Additional requirements: 2 client reference letters (on letterhead, signed, with contact details), CV and tertiary qualification certificate for at least 1 support technician, and a high-level project plan for 2-month delivery. Phase 3 (Price and Specific Goals): 80 points for price (lowest acceptable tender as baseline), 20 points for specific goals (51%+ Black Owned entities only). Preference points require proof: CIPC documents, valid B-BBEE certificate/sworn affidavit, and SA ID. Disqualification occurs for non-compliance, fraudulent information, or failure to meet mandatory system functions.

Scope: Provide an online web-based e-Performance Management System for ~400 users. Key requirements: 2-year license quote (including setup, training, and data migration from current system). Features: Track strategic objectives linked to programmes/projects and individual KPIs, measurable quarterly/bi-annually, workflow notifications for completed assessments, email reminders, document attachment, system lock post-agreement, surveys, 360-degree feedback, customizable reports (Board/EXCO/Management/staff levels), performance tracking for objectives and individuals, Balanced Scorecard generation. Implementation: Rollout within 2 months. Additional: Provide a system demo upon award. Training: Basic online training resources and support included.

Pricing must be firm and inclusive of VAT. Quote for a 2-year period, covering licensing, setup, training, and data migration. Payment terms: Accepted RFQs will be confirmed via official purchase order or promissory note; no work may commence before receipt. SAFCOL reserves the right to accept any offer in full or part, or not to award.

Tax compliance: Valid Tax Clearance Certificate (verified via CSD or SARS e-Filing). Non-compliance allows 7 working days to rectify; failure results in disqualification. B-BBEE: SANAS-accredited certificate or sworn affidavit (EME/QSE). CSD: Registration required (or within 7 days of award). Company registration: Proof of CIPC registration (Pty, Trust, CC, etc.). SBD documents: All forms must be completed and signed. Joint ventures: Consolidated B-BBEE certificate required. Disqualification risks: Fraudulent information, false declarations, listing on National Treasury’s restricted suppliers database, or failure to meet specifications.