Electronic board meeting system services for 36 months

The KwaZulu-Natal Growth Fund Agency (the KZNGFA) is a Provincial Public Entity established in terms of section

3(1) of the KZNGFA Act to support the creation of an enabling environment for activities that generate jobs and

accelerate the economic development of KZN, whilst promoting Broad-Based Black Economic Empowerment (B-

BBEE).

2.1 Procurement Philosophy

It is the policy of the KZNGFA, when purchasing goods and obtaining services, to follow a course of optimum

value and efficiency by adopting best purchasing practices in supply chain management, ensuring that open

and fair competition has prevailed, with due regard being given to the importance of:

2.1.1 The promotion, development, and support of businesses from disadvantaged communities (small,

medium, and micro-enterprises, as well as established businesses within those communities) in terms

of its BEE Policy,

2.1.2 The promotion of national and regional local service providers and agents before considering

overseas service providers; and

2.1.3 The development, promotion, and support for the moral values that underpin the above, in terms of

the KZNGFA Business Ethics and Guidelines, which requires that all commercial conduct be based on

ethical and moral values and sound business practice. This value system governs all commercial

behaviours within KZNGFA.

2.2 Supplier Due Diligence

2.2.1 The KZNGFA shall always be entitled to conduct bidder due diligence for short-listed bidders prior to

final award or at any time during the contract period. This may include site visits if applicable.

2.2.2 The KZNGFA reserves the right to request the successful bidder and its staff to undergo security

vetting and/or credit vetting processes via external service providers such as Credit Bureaus and the

South African Police Services. By submitting a bid proposal, the bidder gives explicit approval for the

KZNGFA to conduct such vetting requirements, when required.

2.2.3 The KZNGFA wishes to engage with service providers who are equally committed to

maintaining high-quality services and better pricing.

2.3 Valid JV contract

In the event that the bidder(s) are entering into a joint venture or consortium, the joint venture agreement

must be submitted.

3. PURPOSE AND OBJECTIVES OF THE PROJECT

The overall objective of this project is for the KZNGFA to improve governance, efficiency, and security in managing

board meetings and documents. The specific objectives of this service, therefore, will include:

3.1. Provide an electronic Board Pack Software as per the below scope of work,

3.2. Role and user profile management,

3.3. Network offline operational capability,

3.4. Storage model,

3.5. Hardware requirements,

3.6. Licensing model, and

3.7. Cloud-based solution requires no desktop application.

3.8. Reporting capabilities as follows:

3.8.1. Dashboard capabilities

3.8.2. Notification and reporting capabilities

3.8.3. SMS engine integration capabilities

3.8.4. System exception log reports

3.9. Information security measures: o Data classification requirements (sensitive, secret, confidential, etc.)

3.10. Password formatting and expiry management

3.11. Data encryption methodologies

3.12. Certificate management.

3.13. Respondent must provide an OEM (original equipment manufacturer) reseller letter or certificate if they are

not the OEM of the proposed solution. Failure to provide will result in automatic disqualification of the

respondents’ proposal.

4. SCOPE OF SERVICES REQUIRED

4.1 The KwaZulu-Natal Growth Fund Agency (KZNGFA) requires a service provider to submit Proposals to

procure, set up, and configure an electronic Board meeting solution/system on the KZNGFA premises.

4.2 The required board meeting system should:

4.2.1 Cater access for 30 users, comprising Non-Executive and Executive Management, Senior Managers,

and system administrators.

4.2.2 Be able to fully facilitate the virtual and electronic record-keeping and distribution of Board meeting

reports to all devices, including but not limited to mobile platforms, and should also support most

modern web browsers to ease the logistics of compiling the packs and improve overall governance

within the KZNGFA.

4.2.3 Be securely accessible by all users from any location and should support strong security features such

as encryption or two-phase authentication. The system must be capable of providing enhanced

security tools like remote locking.

4.2.4 Allowing seamless virtual scheduling of meetings through an online, collaborative meeting space

where you can include venue maps, agendas, attendee lists, meeting minutes, pre-and post-meeting

actions, and add related documents, integration of capabilities with Microsoft Teams

4.2.5 Provide for a function that allows one to easily collate meeting documents, including agendas, index,

minutes, dividers, and page numbering, into one file.

4.2.6 Allow all the system users to perform annotations (highlight text, make notes, etc.), complete

questionnaires, ask questions, vote, and sign off documents on their meeting packs, with or without

Wi-Fi.

4.2.7 Provide a centralised, collaborative platform where everyone can access and contribute to good

decision-making by capturing all decisions made and making it easy to conduct surveys.

4.2.8 Allow Board members to use its functions and content both online and offline and provide Board

members with full access to minutes and resolutions.

4.2.9 Customizable permissions for data access can be personalised down to the document level and user

level to improve privacy and security.

4.2.10 The system should have the ability to create virtual rooms for board committees or smaller groups

to allow secure collaboration before and after meetings.

4.2.11 The System must have data migration capabilities.

4.3 Through the deployment of this system, the KZNGFA wishes to achieve the following benefits:

4.3.1 Administrative time and cost saving,

4.3.2 Instant and secure distribution of meeting packs,

4.3.3 Collaborative, engaging, and easier to manage meetings,

4.3.4 Apps available for Apple, Android, and Windows devices,

4.3.5 Mitigation of risks through procedures, and

4.3.6 Transparency in decision-making procedures.

5. CONTRACT DURATION

The contract period is for thirty-six (36) months with an option to review for a further twelve (12) months, subject

to performance review.

6. CONFIDENTIALITY OF THIS INFORMATION

6.1 All the information in this document must be considered confidential as per the POPI Act , as

amended requirements. Bidders are requested not to copy or forward this document or part thereof to any

third party for any purpose other than to prepare for the response to this tender invitation.

6.2 The successful bidder will be required to enter into a non-disclosure agreement with KZNGFA.

7. AWARD OF THE RFQ

The KZNGFA is not obliged to accept and award this tender to the lowest bidder or any other bidder.

8. EVALUATION PROCESS AND CRITERIA

Selection will be conducted over three stages as detailed below:

Stage 1 - Compliance with Mandatory Requirements

Stage 2 - Functionality Evaluation

Stage 3 - Demo Presentation

Stage 4 – Price and Specific Goals

8.1 STAGE 1 – COMPLIANCE WITH MANDATORY REQUIREMENTS

8.1.1 All bidders must comply with the administrative requirements outlined in the Standard Bidding

Documents and the mandatory requirements listed below. All bidders failing to provide the mandatory

information and documentation in this stage 1 evaluation will be disqualified from further evaluation.

8.1.2 All quotations must be completed and accompanied by:

8.1.2.1 Signed RFQ document bidders’ details (),

8.1.2.2 Company Profile,

8.1.2.3 The service provider must fully complete and sign SBD 1,4 and 6.1 documents.

8.1.2.4 Evidence of registration on the National Treasury Central Supplier Database (or proof of

registration) must show Tax Compliance status.

All bids duly lodged as specified in this RFQ will be examined to determine compliance with the mandatory

requirements and conditions. Failure to provide any mandatory information as requested above will result in

the submission being deemed non-responsive.

8.2 STAGE 2 – FUNCTIONALITY EVALUATION

The bids will be evaluated for functionality based on the evaluation criteria and the minimum threshold as shown

in the table below. Any bid that fails to meet the overall minimum threshold of 70% will be disqualified for further

evaluation on price and specific goals.

Responses will be evaluated based on the following functionality criteria and weights:

No. FUNCTIONAL EVALUATION CRITERIA Weight

1. Previous Industry Experience

The bidder must provide reference letters related to the scope of work for this RFQ,

demonstrating experience in having provided work of a similar nature by submitting five

reference letters from clients for current and/or completed projects of a similar nature and

value (must be within the last five (5) years).

All reference letters must be on a client letterhead, dated, and signed by the client, not

older than 5 years.

Points will be allocated as follows:

• 1 reference Letter – 5 points

• 2 reference Letters – 10 points

• 3 reference Letters – 15 points

• 4 reference Letters – 20 points 25

• 5 reference Letters or more – 25 points

NB: Reference letters must be on the client’s letterhead, containing contact information

such as email address, telephone/cell phone number, and name of signatory, and

confirmation of work done.

Note – The KZNGFA reserves the right to verify all reference letters. At least 3 (three) signed

contactable reference letters on a company letterhead confirming similar work done.

The bidder should have relevant industry experience and expertise in similar business

assignments. This should be evident from the company registration and company profile.

NB: A company profile demonstrating industry experience must be provided as part of the

bidder's response.

2. Key Personnel/Resources Experience

The service provider must submit their key resources copies of CVs using Annexure A and

copies of qualifications demonstrating extensive knowledge and experience in

commissioning, implementing and supporting the client’s electronic board meeting

management system:

Less than 1 to 2 years of experience – 5 points

2 to 4 years of experience – 10 points

4 to 6 years of experience – 15 points

6 to 8 years of experience – 20 points 25

8 to 10 years of experience – 25 points

*The team’s experience shall be determined using a simple average whereby the aggregate

experience of the team members in years is divided by the size of the team.

Note: Failure to attach proof of qualifications will result in a score of zero.

Failure to submit a one-page CV using Annexure A will result in a score of zero.

3. Project Plan and Methodology

The bidder must provide a detailed project plan and milestones: The plan should clearly

define all phases, key activities, and milestones from start to finish.

1. Resource Allocation: Demonstrates how personnel, tools, and Systems will be

organised and utilized throughout the project.

2. Risk Management: Identifies potential risks and provides strategies for mitigation.

3. Monitoring and Reporting: Establishes mechanisms for tracking progress and

communicating updates to Stakeholders. 50

The bidder must show understanding of KZNGFA's specific requirements and tailor the

implementation plan accordingly, i.e., the plan is fully customised to KZNGFA’s needs.

Points will be allocated as follows:

• Methodology and approach outline all three of the highlighted elements = 50

• Methodology and approach outline two of the elements = 30

• Methodology and approach outline only one of the elements = 20

• Methodology does not speak to any of the elements = 0

100 TOTAL

Note: Failure to obtain a minimum of 70 out of 100 on functionality will result in disqualification from further

evaluation.

8.3 STAGE 3 DEMO PRESENTATION

Bidders that meet the functionality/ technical criteria will be invited to give a demo presentation in order to assist the

organisation to find a suitable solution. Bidders must achieve a minimum qualifying score of 70 points (70%) in the

presentation of a demo to be further evaluated Bidders must demonstrate their proposed solution by setting up a mock

environment that allows KZNGFA representatives to walkthrough the functionality of the solution. The following key

solution functionality must be demonstrated by the bidder:

Functional requirements Weighted score

Ease of navigation

The system should have a clear interface with clear menus, logical workflows and easily accessible

features to allow users to navigate the system with ease.

System demonstration

Provide a clear demonstration of all the elements as defined in the scope of work/services

The required board meeting system should:

Description POINTS

1. Cater access for 30 users, comprising Non-

Executive and Executive Management, 40

Senior Managers, and system

administrators.

2. Be able to fully facilitate the virtual and

electronic record-keeping and distribution

of Board meeting reports to all devices,

including but not limited to mobile

platforms, and should also support most

modern web browsers to ease the logistics

of compiling the packs and improve overall

governance within the KZNGFA.

3. Be securely accessible by all users from any

location and should support strong security

features such as encryption or two-phase

authentication. The system must be

capable of providing enhanced security

tools like remote locking.

4. Allowing seamless virtual scheduling of

meetings through an online, collaborative

meeting space where you can include

venue maps, agendas, attendee lists,

meeting minutes, pre-and post-meeting

actions, and add related documents,

integration of capabilities with Microsoft

Teams

5. Provide for a function that allows one to

easily collate meeting documents, including

agendas, index, minutes, dividers, and page

numbering, into one file.

6. Allow all the system users to perform

annotations (highlight text, make notes,

etc.), complete questionnaires, ask 2

questions, vote, and sign off documents on

their meeting packs, with or without Wi-Fi.

7. Provide a centralised, collaborative

platform where everyone can access and

contribute to good decision-making by 2

capturing all decisions made and making it

easy to conduct surveys.

8. Allow Board members to use its functions

and content both online and offline and

provide Board members with full access to

minutes and resolutions.

9. Customizable permissions for data access

can be personalised down to the document

level and user level to improve privacy and

security.

10. The system should have the ability to create

virtual rooms for board committees or

smaller groups to allow secure

collaboration before and after meetings.

11. The System must have data migration

capabilities.

Through the deployment of this system, KZNGFA wishes to achieve the

following benefits:

12. Administrative time and cost saving, 3

13. Instant and secure distribution of meeting

packs

14. Collaborative, engaging, and easier to

manage meetings,

15. Apps available for Apple, Android, and

Windows devices,

16. Mitigation of risks through procedures and

controls

TOTAL SCORE 50

Note: Failure to obtain the minimum of 70% of the maximum score on the Demo will result in disqualification from

further evaluation. Bidders who obtain at least 70 points in stage 3 (Demo) will proceed to Stage 4 (Pricing)

8.4 STAGE - PRICE AND SPECIFIC GOALS

The 80/20 preference point system shall apply to this phase, where 80 points represent the maximum

obtainable points for the lowest acceptable price, and 20 points represent the specific goals. The bid

documentation's table below will award points to a bidder for achieving the specific goals.

8.4.1 Proposals will be subject to an evaluation based on an 80/20 - 80 points for price and 20 points for

specific goals.

8.4.2 A fixed price is required; the price must be inclusive of VAT and all costs relating to disbursements and

accommodation. See Annexure B

Evaluation Maximum points to be awarded

The relative competitiveness of the price 80

Specific Goals (see the table below) 20

Total Price and B-BBEE Points 100

SPECIFIC GOALS TABLE

SPECIFIC GOAL POINTS

51% - 100 % 10

30% - 50% 6

Black Ownership 5% - 29% 4

0% - 4% 0

51% - 100 % 4

30% - 50% 2

Black Women 5% - 29% 1

Ownership 0% - 4% 0

30% - 100 % 3

Black Youth Ownership 5% - 29% 2

0% - 4% 0

30% - 100 % 3

Disability 5% - 29% 2

0% - 4% 0

TOTAL POINTS 20

The following may be used as proof for claiming preference points:

• B-BBEE Certificate or B-BBEE Affidavit

• CSD Report

• ID Documents of the owners of the company

• Municipal Account or Lease Agreement

• Doctors’ certificates/disability database from relevant institutions (for more research)

4 THE INFORMATION REQUIRED

You are requested to provide KZNGFA with a quotation by no later than 12h00 on the 16 February 2026.

5 SUBMISSION DETAILS

▪ Submissions must be emailed to [email protected] with attention to Sijabulile Ntshangase by no later than

the stipulated time above.

▪ For queries, you can contact Thulisile Nxumalo at [email protected] during business hours of 08H00 am

to 16H30 Monday to Friday on 031 372 3720.

Approved by

______________________

Thulisile Nxumalo

Company Secretary

ANNEXURE A

Curriculum Vitae

1. Role – Key Resource

Name and surname

Residential Address

Project Role

2. Relevant Qualifications/Certifications

Name of Certificate Institution Year Obtained Expiry Date (if any)

3. Relevant Experience

Company Name Position Key responsibility Start End Date

Date

4. References

Name Company Name Position Relationship

Annexure B

NAME OF BIDDER: __________________________________________________________

OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF RFP.

No. Description Quantity Unit Price Total Price

1. Implementation of electronic board meeting Once-off

system

2. Training after implementation for all users Once-off

3. Support and maintenance 36 Months

4. Licensing 36 Months

5. Migration and handover of data to KZNGFA Once-off

at the end of the contract

6. *Other Costs

Sub-total

VAT@ 15%

Grand Total

*Other costs must be detailed

Tenderer's signature..............................

COMPANY STAMP

SBD 1

PART A: INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR THE REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY)

BID NUMBER: KZNGFA RFQ 2025 - 29 CLOSING DATE: 16 February 2026 CLOSING TIME: 12H00 PM

DESCRIPTION ELECTRONIC BOARD MEETING SYSTEM FOR 36 MONTHS

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)

Via email to [email protected]

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

CONTACT PERSON Sijabulile Ntshangase CONTACT PERSON Thulisile Nxumalo

TELEPHONE NUMBER TELEPHONE NUMBER

FACSIMILE NUMBER FACSIMILE NUMBER

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION

NUMBER

SUPPLIER TAX CENTRAL

COMPLIANCE STATUS COMPLIANCE OR SUPPLIER

SYSTEM PIN: DATABASE No: MAAA

B-BBEE STATUS LEVEL TICK APPLICABLE BOX] B-BBEE STATUS LEVEL SWORN [TICK APPLICABLE BOX]

VERIFICATION AFFIDAVIT

CERTIFICATE Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED to QUALIFY FOR PREFERENCE

POINTS FOR B-BBEE]

Yes Yes No

ARE YOU THE ACCREDITED

No ARE YOU A FOREIGN BASED

REPRESENTATIVE IN SOUTH

SUPPLIER FOR THE GOODS [IF YES, ANSWER THE

AFRICA FOR THE GOODS [IF YES, ENCLOSE QUESTIONNAIRE BELOW ] /SERVICES /WORKS OFFERED?

/SERVICES /WORKS OFFERED? PROOF]

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS

SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTERED AS PER 2.3 BELOW.

PART B

TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR

CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR IN THE MANNER

PRESCRIBED IN THE BID DOCUMENT.

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL

PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER

SPECIAL CONDITIONS OF CONTRACT.

1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO

ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE

WWW.SARS.GOV.ZA.

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A

SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD

NUMBER MUST BE PROVIDED.

2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE

PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE

STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

SIGNATURE OF BIDDER: ...................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................

(Proof of authority must be submitted e.g. company resolution)

DATE: ...................................................

SBD 4

BIDDER’S DISCLOSURE

1. PURPOSE OF THE FORM

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with

the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of

the Republic of South Africa and further expressed in various pieces of legislation, it is required for the

bidder to make this declaration in respect of the details required hereunder.

Where a person/s is listed in the Register for Tender Defaulters and/or the List of Restricted Suppliers,

that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors/trustees/shareholders/members/partners, or any person having

a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee

numbers of sole proprietors/directors/trustees/shareholders/members/ partners or any person

having a controlling interest in the enterprise, in the table below.

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise whether

or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

1 the power, by one person or a group of persons holding the majority of the equity of

an enterprise, alternatively, the person/s having the deciding vote or power to

influence or to direct the course and decisions of the enterprise.

No specific requirements found