Procurement of a cloud-based management administration system (mas) for western cape nursing colleges

Submission requirements:

• Attend the compulsory virtual briefing session on 02 June 2026 at 11h00. Failure to attend will result in disqualification.
• Bidders must be registered on National Treasury’s Central Supplier Database (CSD) as per Instruction Note 4A of 2016/17.
• Submit all technical returnable documents with substantiating evidence (e.g., certificates, letters, completed questionnaires) as per Annex A. Each document must include a unique reference (e.g., binder/folio, chapter, section, page) for traceability.
• Non-compliance with mandatory administrative or technical requirements will result in disqualification.
• Complete the bid pricing schedule in the provided Excel format and upload it as part of the submission.
• Sign and submit the Declaration of Acceptance for Costing and Pricing Conditions (Section 4.6.6). Mark either 'ACCEPT ALL' or 'DO NOT ACCEPT ALL' with reasons for non-acceptance.
• Sign and submit the Declaration of Compliance and Acceptance of Special Conditions of Contract (SCC) (Section 4.5.2).
• All submissions must be in English and adhere to the bid specification structure.

Evaluation consists of six stages. Bidders must qualify in each stage to proceed to the next:

Stage 1: Mandatory Administrative Responsiveness

• Attendance at the compulsory virtual briefing session on 02 June 2026.
• Registration on National Treasury’s Central Supplier Database (CSD).

Stage 2: Technical Mandatory Responsiveness

• Accreditation as a partner/reseller of the Original Software Manufacturer (OSM) for the MAS solution (certificate/letter <12 months old).
• Proof of local presence in South Africa (e.g., signed lease agreement or utility bill dated within the last 3 months).
• Acceptance of all Special Conditions of Contract (SCC).
• Compliance with MIOS standards (submission of Annex C).
• Submission of the IT Architecture and Operational Requirements Questionnaire (Annex D).
• Reference letters from at least 2 public sector or educational institutions where a similar MAS was delivered in the past 5 years.

Stage 3: Technical Functionality Evaluation

• Compliance with all Technical Mandatory Requirements.
• Minimum threshold: ≥60% cumulative score to proceed to Stage 4.
• Scoring based on completeness, relevance, and accuracy of substantiating evidence for 20 technical functionality requirements (e.g., web-based application, SaaS hosting, encryption, scalability).

Stage 4: Demonstration/Proof of Concept

• Live demonstration of the proposed solution.
• Minimum threshold: ≥60% cumulative score to proceed to Stage 5.
• Evaluation based on live demonstrations of technical functionality requirements (e.g., web-based application, SaaS hosting, interoperability).

Stage 5: Special Conditions of Contract Verification

• Verification of compliance with SCC, including data ownership, service levels, and governance.

Stage 6: Price and Preference Points Evaluation

• 80/20 preference point system: 80 points for price, 20 points for specific goals (B-BBEE).
• Total bid price must be VAT-inclusive and quoted in South African Rand (ZAR).
• Preference points allocated based on B-BBEE status (Table 10) and substantiating evidence (e.g., B-BBEE certificate, ID copies, medical certificates).
• Bidders must sustain or improve their B-BBEE level for the contract duration.

Scope of Work:

• Provide a Software-as-a-Service (SaaS) end-to-end web-based Management Administration System (MAS) for a 5-year period.
• Deliverables: Implementation, Configuration & Customisation, Data Migration, Testing & Quality Assurance, User Training (Train the Trainer), Licensing, Hosting, Additional Functionality (e.g., self-help student portal), Development, Maintenance & Support.

Delivery Addresses (Multi-Campus):

• Metro Campus: Klipfontein Road, Heideveld, Athlone.
• Boland-Overberg Campus: Rainier Street, Worcester.
• Southern Cape-Karoo Campus: Herrie Street, George.
• Western Cape College of Nursing Central Administration: De la Haye Avenue, Stikland.
• College of Emergency Care: Franci van Zyl Avenue, Tygerberg Hospital Precinct.

System Requirements:

• Web-based, SaaS-hosted, accessible via secure URL.
• Compliance: POPI Act, DPSA digital public service standards, National Cloud and Data Policies, Western Cape Government (WCG) IT Policy (MISS, MIOS).
• Integration: Must integrate with third-party systems (e.g., BAS, Symphony Library System).
• Regulatory Compliance: Support reporting for Council on Higher Education (CHE), South African Nursing Council (SANC), Health Professions Council of South Africa (HPCSA), DHET Annual Reports.
• Data Residency: Data must reside within South African borders unless POPIA Section 72 compliance is achieved.
• Security: Encryption at rest (industry standards), vulnerability management, annual penetration testing by certified third parties, audit trails, valid SSL certification.
• Scalability: Support multi-campus operations and a minimum of 200 concurrent users.
• Availability: 24/7 with ≤4-hour downtime recovery; database must be restorable to the last backup state.
• Performance: Application load time ≤7 seconds.
• Reporting: Generate role-based, regulatory, student lifecycle, financial reports, real-time dashboards, and downloadable formats.
• User Interface: Responsive (desktop, laptop, tablet, mobile), uniform look/feel, compatible with Microsoft Edge, Google Chrome, Mozilla Firefox, and Apple Safari.
• Features: Campus creation, student registration (online/paper-based), class creation, fees account management, records management, marks management, support functions, system administration.
• Interoperability: APIs, HL7 interfaces, frontend interfaces for integration with provincial and college information systems.
• Data Ownership: Western Cape Department of Health & Wellness (DoHW) retains full ownership and access to all data.

Architecture & Governance:

• Align with WCG Cloud Governance (Solution Architecture Forum, Enterprise Architecture Board, Change Advisory Board).
• Infrastructure as Code (IaC) or CI/CD pipelines for repeatable, auditable deployments.
• Hosted in accredited South African data centers meeting WCG Cloud and National Directives.
• Business Continuity/Disaster Recovery: Written plans for service continuity.

User & Access Management:

• Role-based access control, user roles/permissions, campus-level administration, secure access control.
• Training: Vendor must provide application training (Train the Trainer).
• Support: Vendor must provide application support (onsite/remote), preventative maintenance, SLA-defined response and resolution times.

• Pricing: Total price must be VAT-inclusive and quoted in South African Rand (ZAR) for the entire 5-year scope.
• All costs (delivery, labor, S&T, overtime, accessories, upgrades, options) must be included in the bid price. Missing items may require free provision later.
• Exchange Rates (if applicable): Use the provided rates for foreign currency components (1 USD = R16.69, 1 EUR = R19.43, 1 GBP = R22.29). Clearly indicate local and foreign price portions.
• Bid Pricing Schedule: Complete the provided Excel spreadsheet and upload it as part of the submission.
• Time and Material (T&M): Ad-hoc services (e.g., emergency repairs, additional training) are not part of the total bid price. Must include:
• Hourly/daily rates for resource categories (e.g., project manager, trainer).
• Labor cost breakdown (onsite vs. remote).
• Travel/subsistence cost inclusions or exclusions.
• Scope examples for ad-hoc work (e.g., emergency repairs, special configurations).
• Process for logging, approving, and tracking T&M requests.
• No T&M work may proceed without written client authorization.
• Payment Terms: Not explicitly stated; negotiate as part of Special Conditions of Contract (SCC).
• Bonds/Guarantees: Not explicitly stated; may be required per SCC.
• Penalties: SLA non-compliance may incur penalties (e.g., 1% of annual spend for preference goal failures).

• Central Supplier Database (CSD): Mandatory registration per National Treasury Instruction Note 4A of 2016/17.
• B-BBEE: Preference points (20/100) allocated per B-BBEE status (Table 10). Bidder must:
• Submit valid B-BBEE certificate (from a SANAS-accredited agency) or sworn affidavit (for EMEs/QSEs only).
• Sustain or improve B-BBEE level for the contract duration.
• Submit annual preference status reports within 30 days of the contract anniversary.
• Maintain auditable records for verification.
• Tax Compliance: Valid tax clearance certificate required for company security screening by the State Security Agency (SSA).
• CIPC: Company registration documentation required for security screening.
• Local Content: Proof of local presence (signed lease agreement or utility bill dated within the last 3 months).
• POPIA: Full compliance with the Protection of Personal Information Act. Data must reside within South African borders unless POPIA Section 72 compliance is achieved.
• Security Clearance: Employees may require security suitability checks or clearances (Confidential/Secret/Top Secret) if accessing classified information. Required documentation includes:
• Z204 or DD1057 security clearance application form.
• Fingerprints (electronic).
• ID, qualifications, and personal documents (e.g., passport, marriage certificate).
• Signed consent form for background checks.
• Fronting: Strictly prohibited. Bidders must prove no fronting exists if indicators are found during verification.
• Non-Disclosure: Supplier must sign a Non-Disclosure Agreement (NDA) for confidential information.
• Intellectual Property: DoHW retains all IP rights; supplier granted a non-exclusive license for the contract duration.
• Business Continuity/Disaster Recovery: Written plans required for service continuity.
• Audit Rights: SITA/Department may conduct financial/technical audits or site visits (pre-announced or non-announced) to verify compliance.
• CIDB: Not explicitly stated but may be required for construction/IT infrastructure components.
• Professional Registrations: Not explicitly stated but may be required for specific roles (e.g., project managers, trainers).