Provision of microsoft power platform licensing and design, implementation and support of the fpb public engagement and AI chatbot platform for three years

Closing date: 02 December 2026 at 11:00.

Compulsory briefing session: 18 November 2026 at 11:00, held virtually on Microsoft Teams.

Meeting link: https://teams.microsoft.com/meet/314248692465041?p=Dqx9i8AnJoHe5WV2EE

Validity period: 120 days from the closing date.

SCM inquiries (all bidding-related enquiries):

• Contact: Ms. Makhosazana Hlatshwayo
• Email: [email protected]
• Telephone: 012 003 1400

All clarity-seeking questions must be directed to the Supply Chain Management Division at [email protected].

Submission address:

Film and Publication Board (FPB), Eco Glades 2, 420 Witch Hazel Ave, Eco Park, Centurion 0169 (Pretoria).

Submission method: hand deliver or courier to the FPB tender box at reception.

Address: Film and Publication Board (FPB), Eco Glades 2, 420 Witch Hazel Ave, Eco Park, Centurion 0169 (Pretoria).

Hours: weekdays (Monday to Friday) 08:00 to 16:00.

Closing time: 02 December 2026 at 11:00.

Complete bid documents in black pen; initial every page; bind neatly; attach all supporting documents clearly marked as annexures.

Include a USB with relevant supporting documents along with the original bid.

Sign the bids submission register at reception.

Late tenders are unacceptable.

Online or electronic submission is not accepted; tenders not deposited in the tender box will not be accepted.

Returnable forms (complete and sign):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 4 (Declaration of Interest): disclose any director or shareholder employed by the state or connected to the FPB.
• SBD 6.1 (Preference Points Claim): governs B-BBEE preference points; non-submission yields zero B-BBEE score.
• SBD 3.1 (Pricing Schedule – Firm Prices): offer valid 120 days from closing date; all taxes included.
• Certificates of Authority for Signatory (Board Resolution for companies; partnership, one-person business, close corporation, or joint venture forms as applicable).
• Tax Compliance Pin or Tax Clearance Certificate (verified against CSD).
• Proof of CSD registration.
• Proof of being an authorised Microsoft Cloud Solution Provider (CSP) or partnership with one.

Financial proposal must be submitted in a separate sealed envelope.

Evaluation staged:

• Gate 1 (Mandatory/Pre-qualification): All required forms and documents must be submitted. Failure to submit any mandatory document disqualifies the bid.
• Gate 2 (Functionality – 100 points): Bidders must achieve a minimum of 70 out of 100 points to proceed. Each criterion scored 1 to 5; weighted score = (score ÷ 5) × criterion weight.

Functionality criteria and weights:

• Relevant Company Experience: 30 points. Evidence: reference letters for similar implementations (Microsoft Power Platform, Power Pages, Copilot Studio, mobile apps, digital transformation). Score improves with number of similar reference letters.
• Project Methodology and Implementation Approach: 20 points. Submit a detailed methodology covering project planning, licensing, migration, development, testing, deployment, support, governance, risk management, and sustainability with timelines.
• Project Manager (20 points total):
• CV and relevant ICT project exposure: 3 points.
• Project Manager qualification: 5 points. Higher scores for relevant diplomas/degrees and postgraduate qualifications.
• Experience managing ICT implementation projects: 8 points. 5+ years of verifiable experience scores 5.
• Professional project-management certification: 4 points. Practitioner-level certifications (e.g., PRINCE2, PMP) score highly.
• Technical Team (30 points total):
• Relevant CVs and technical roles: 5 points. 4+ strong relevant CVs score 5.
• Combined relevant experience: 10 points. 20+ years of combined experience in Power Platform, Power Pages, AI/chatbot development, mobile apps, systems integration scores 5.
• Qualifications: 5 points. At least 3 proposed resources with relevant degrees/advanced diplomas; certified copies required.
• Microsoft and specialist certifications: 10 points. At least 3 proposed resources holding relevant Microsoft certifications (Power Platform, Power Pages, AI/Copilot, mobile or integration) score 5.
• Gate 3 (Price and Specific Goals): Only bidders passing Gate 2 proceed. 80/20 preference point system.
• Price: maximum 80 points.
• Specific goals: maximum 20 points, claimed via CIPC, sworn affidavit/B-BBEE certificate, CSD full report, and proof of business address (Gauteng or National).

Deliver a complete solution for the FPB Public Engagement and AI Chatbot Platform, including professional services, licensing, configuration, development, implementation, integration, testing, training, documentation, deployment, and post-implementation support for 36 months.

Scope:

• Microsoft Power Platform Premium Licensing: supply, configure, maintain and support all licences (Power Platform, Power Pages, Copilot Studio, Dataverse, etc.) for 36 months; identify all licences and quantities in pricing.
• Microsoft Power Pages: configure a secure, scalable, public-facing digital platform.
• Microsoft Copilot Studio: licensing and deployment of AI conversational agents for public users and FPB officials.
• Migrate the existing Hotline Reporting Portal to Power Pages, preserving and enhancing functionality.
• Migrate the existing Complaints Portal to Power Pages; maintain a centralised complaints register capturing date received, acknowledgment, nature, complainant address, province, municipality, routing history, status and progress; automatically calculate and monitor turnaround times against a 60-day resolution period with alerts for approaching/exceeding deadlines; provide searchable reporting and trend analysis.
• Develop Android and iOS mobile applications with core portal functionality (user registration, submission, document/media uploads, case tracking, push notifications, AI chatbot, Halo ITSM integration).
• Develop an AI-powered public chatbot using Copilot Studio across website, portals, mobile apps and WhatsApp.
• Develop an internal Copilot assistant for FPB officials with role-based access.
• Integration with Halo ITSM, Microsoft Entra ID, Microsoft 365, email/notification services, Dataverse, and existing FPB APIs.
• Workflow automation with Power Automate for routing, approvals, notifications, escalations, acknowledgements.
• Security and compliance: role-based access, encryption, audit logging, secure authentication, vulnerability management; comply with POPIA, Films and Publications Act, Cybercrimes Act, and government ICT security standards.
• Training: initial half-day session for all user groups during implementation, then biannual refresher training for the contract duration; provide complete documentation and knowledge transfer to designated FPB officials.
• Implement WhatsApp Business with AI-enabled automated responses and escalation to FPB officials.

Deliverables include:

• Fully configured, operational Power Platform environment.
• Secure Power Pages platform.
• Modernised Hotline and Complaints Portals.
• Published Android and iOS apps.
• AI-powered public chatbot and internal Copilot assistant.
• Integration with Halo ITSM, Microsoft 365.
• Complete technical, architecture, user and admin documentation.
• Full source code, configuration files, APIs and intellectual property developed for FPB, with unrestricted access upon completion.
• Comprehensive training and skills transfer.

Implementation phases (proposed timelines):

• Months 1-2: initiation, licensing, design.
• Months 3-5: portal modernisation.
• Months 4-6: mobile app development.
• Months 5-7: AI chatbots.
• Months 7-8: UAT and go-live.
• Months 9-12: support, optimisation, knowledge transfer; ongoing for remaining contract period.

The bidder must submit a detailed implementation methodology covering project planning, licensing, migration, development, testing, deployment, support, project governance and risk management, with clear timelines.

The methodology is evaluated under Gate 2 (20 points). Higher scores require a comprehensive methodology with clear phases, timelines, risk mitigation and sustainability approach.

The submission must include a project plan, migration approach, testing strategy, deployment plan, and post-implementation support.

Knowledge transfer and training plan must be included to ensure sustainability.

The bidder must demonstrate relevant company experience (30 points) in implementing Microsoft Power Platform, Power Pages, Copilot Studio, enterprise mobile applications, and digital transformation solutions, supported by reference letters.

The bidder must prove capability to integrate with Microsoft 365, Microsoft Entra ID, Halo ITSM and other enterprise systems.

The bidder must have proven experience in designing, developing and deploying Android and iOS mobile applications.

The bidder must demonstrate experience in implementing AI-powered chatbot or Copilot solutions in enterprise or public sector environments.

Project Manager requirements:

• CV with relevant ICT project exposure (3 points).
• Qualification: relevant degree/diploma in Project Management, ICT or related field; postgraduate qualification scores higher (5 points).
• Experience managing ICT implementation projects: 5+ years of verifiable experience scores maximum (8 points).
• Professional certification: PRINCE2 Practitioner, PMP or equivalent scores maximum (4 points).

Technical Team requirements (30 points):

• Relevant CVs: at least 4 strong CVs with clear responsibilities.
• Combined experience: 20+ years of combined relevant experience in Power Platform, Power Pages, AI/chatbot, mobile and integration scores maximum.
• Qualifications: at least 3 proposed resources with relevant degrees/advanced diplomas.
• Microsoft certifications: at least 3 proposed resources holding relevant Microsoft certifications (Power Platform, Power Pages, AI/Copilot, mobile, integration).

The solution must meet the technical requirements including Microsoft 365 integration, Power Pages, Power Apps, Power Automate, Dataverse, secure APIs, role-based security, audit logging, POPIA compliance, and reporting/dashboards.

Deliverables must include a fully configured and operational Power Platform environment, modernised portals, mobile apps, AI chatbot and internal assistant, full documentation, and source code.

The bidder must submit a detailed project implementation plan covering governance, milestones, resources, risks, timelines, testing, deployment and knowledge transfer.

Testing and UAT are part of phases 6 (months 7-8).

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices) with all applicable taxes included.

Offer valid for 120 days from the closing date.

The pricing schedule must clearly show licensing, implementation, support and maintenance costs, with quantities of licences identified.

The financial proposal must be in a separate sealed envelope.

Price evaluation uses the 80/20 preference point system, with price carrying a maximum of 80 points.

Specific goals (20 points) are claimed via CIPC, B-BBEE affidavit/certificate, CSD report, and proof of business address (Gauteng or National).

Pricing format: firm prices (SBD 3.1) — all applicable taxes included; delivery costs must be included.

Offer validity: 120 days from closing date.

Pricing schedule must clearly itemise licensing, implementation, support and maintenance costs.

Specific goals points (20 points) claimed via:

• CIPC registration.
• Sworn affidavit or B-BBEE certificate indicating ownership level.
• CSD full report.
• Proof of business address (Gauteng or National).

CSD registration: mandatory; all bidders must be registered on the Central Supplier Database (visit https://secure.csd.gov.za if not registered).

Tax compliance: Tax Compliance Pin or Tax Clearance Certificate must be submitted; verified against CSD. If a hard copy is submitted, CSD verification takes precedence.

B-BBEE: preference points claimed under the 80/20 system; submit a valid B-BBEE certificate or sworn affidavit (for EMEs) to claim points; non-submission of SBD 6.1 results in zero B-BBEE score.

Microsoft CSP accreditation: bidder must be an authorised Microsoft Cloud Solution Provider or partner with one; proof of accreditation required.

Bidder must provide consent for FPB to publish required bidder information on its website.

All brand names used are indicative; equivalent products acceptable (word 'similar' applicable).

POPIA: by submitting personal information, the bidder consents to processing and indemnifies FPB against claims arising from such processing.

No explicit health and safety requirements stated in the tender document.

Bidders submitting personal information consent to processing by FPB in line with POPIA and indemnify FPB against civil or criminal action, fines or penalties arising from such processing.

The successful bidder must deliver full source code, configuration files, APIs and intellectual property developed specifically for FPB, with unrestricted access to the solution upon project completion.

The validity period is 120 days from the closing date.

Pricing is firm and includes all taxes and delivery costs.

Functionality evaluation (Gate 2) uses a 1-5 score per criterion with weighted scores. Minimum threshold: 70/100.

Criteria weights: Company Experience (30), Project Methodology (20), Project Manager (20), Technical Team (30).

After Gate 2, price and specific goals evaluated under 80/20 system (price max 80, specific goals max 20).