Edms development, cloud migration & 36-Month support for water research commission

• This is a Request for Bid (RFB) for the development, support, and maintenance of an Electronic Document Management System (EDMS) and cloud migration.
• The purpose is to select a preferred bidder to conclude a service level agreement (SLA).
• The bid will be evaluated under the PPPFA (80/20 principle).
• Queries must be submitted in writing to [email protected] by 25 July 2026 at 11:00.
• Bids must be submitted online via the National Treasury eTender portal by 30 July 2026 at 11:00.
• The document contains extensive confidentiality clauses, rules on press releases, and stipulates that WRC's interpretation of requirements is final.

• Bid Closing Date and Time: 30 July 2026 at 11:00.
• Virtual Briefing Session: 30 June 2026 at 11:00. Request a link by emailing [email protected] and [email protected] before 10:00 on 30 June 2026.
• Deadline for Clarification Questions: 25 July 2026 at 11:00. Questions received after this time will not be considered.

• For bid procedure enquiries: Supply Chain Management.
• Contact Person: The SCM Manager.
• Telephone: 012 761 9300.
• Email: [email protected] (for bid queries).
• Fraud Hotline (for reporting suspicious activity): 0800 214 777 or [email protected].
• Do not contact any other WRC staff regarding this tender.

• Submit your bid online via the National Treasury eTender portal (www.etenders.gov.za). No physical submissions are accepted.
• Deadline: 30 July 2026 at 11:00. Late bids will not be considered.
• Ensure your bid is fully completed, dated, and signed in black ink. Initial every page.
• Include all required returnable documents: SBD1, SBD4, SBD6.1, fully completed pricing schedule, B-BBEE certificate/affidavit, business registration certificate, CSD Compliance History Report, and SARS Tax Compliance PIN or CSD number.
• Bids can be disqualified for incomplete information, fraudulent submissions, non-compliance with mandatory requirements, false declarations, or being listed on the National Treasury restricted supplier database.
• All costs for bid preparation are for the bidder's account.
• Do not contact any WRC staff other than the designated SCM contacts for queries.

Scope: Appointment of a service provider for the development, support, and maintenance of an Electronic Document Management System (EDMS) including file server migration to a cloud service for 36 months.

Key Deliverables:

• A fully functional, cloud-based EDMS built on Microsoft 365/Azure/SharePoint Online.
• Migration of approximately 6TB of data from on-premises file servers.
• Integration with existing systems (Microsoft Dynamics, Sage, WRC intranet/website).
• Comprehensive system documentation, user and administrator training.
• Ongoing support and maintenance.

Functional Requirements include:

• Document creation, upload, metadata tagging, and enforced naming conventions.
• Document review and approval workflows with notifications and audit trails.
• Role-based access control, version control, advanced search, and mobile accessibility.
• Security and compliance features aligned with POPIA and ISO 27001.
• The service provider must supply a team of senior experts, including developers and a project manager.
• All intellectual property produced will be owned by WRC.

• Bidders must demonstrate commitment to Black Economic Empowerment (B-BBEE) and complete a preference certificate.
• Personnel may require security clearances at the bidder's cost.
• The bidder must provide extensive company information, including:
• Full company details, directors, shareholders, and organizational structure.
• CSD Compliance History Report.
• Company profile detailing main expertise, range of services, and reference list of contracts from the last 5 years.
• Details of training capabilities, management structure, and staff qualifications.
• Specific evaluation criteria award points for:
• Number of relevant EDMS projects completed (1-5 projects score 1-5 points).
• Years of experience in EDMS development, implementation, maintenance, and support (>10 years scores 10 points).

• The service provider must provide ongoing maintenance and support for 36 months.
• Requirements include:
• Regular system updates, patches, and testing in a staging environment.
• Strong security controls, regular vulnerability scans, and daily/scheduled backups.
• System performance monitoring and optimisation.
• Helpdesk support for technical and user issues.
• Regular reporting on system usage, audit logs, and analytics.
• Management of cloud hosting environment, SSL certificates, and scalability.
• The WRC reserves the right to audit the service provider if complaints arise.
• The project includes a quality assurance process with testing and continuous improvement based on feedback.

• The total bid price must be a fixed amount inclusive of VAT and all applicable taxes, presented in ZAR.
• Prices must account for price fluctuations over the contract duration.
• Overheads and additional costs will be increased annually per the latest CPI.
• The bid must be valid for 120 days.
• Failure to provide a compliant price may render the bid invalid.
• As part of the mandatory submission, bidders must include a fully completed pricing schedule.

• All prices must be quoted in South African Rand (ZAR), inclusive of VAT and all other applicable taxes and charges.
• The total bid price must be a fixed amount valid for 120 days.
• Overheads and additional costs will be increased annually according to the latest CPI rate.
• Payment Terms: Invoices will be paid by the last day of the calendar month following the month a correct, original invoice is received. Invoices must be submitted after WRC acknowledges receipt of services/goods. A correct monthly statement must be submitted by the 5th of each month.
• No penalty interest is allowed for late payment due to incorrect documentation.
• The estimated contract value does not exceed R50 million.

• Tax Compliance: Submit a valid SARS Tax Compliance Status PIN or a TCS certificate. If registered on the Central Supplier Database (CSD) but no TCS, provide your CSD number. Foreign suppliers may have different requirements.
• Central Supplier Database (CSD): Submit a CSD Compliance History Report.
• B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or a sworn affidavit for EMEs/QSEs. This is mandatory to qualify for Specific Goals points.
• Company Registration: Provide a business registration certificate (e.g., CK1, certificate of incorporation).
• COIDA: The bidder warrants that all employees are covered by the Compensation for Occupational Injuries and Diseases Act and must provide proof of registration and good standing if requested.
• Security Clearances: Personnel may be required to have valid security clearances at the bidder's cost.

• The bidder warrants that all employees (including subcontractors) are covered by the Compensation for Occupational Injuries and Diseases Act (COIDA).
• WRC may request proof of registration and good standing with the Compensation Fund.
• The current WRC document storage includes a section for Health and Safety Documents.

• The maintenance and support requirements include implementing strong security controls, regular vulnerability assessments, proactive patching, and daily/scheduled backups to ensure data protection and system recovery.

• Bid forms must not be retyped; photocopies are allowed but must have original signatures in black ink.
• The bidder's offer remains binding and open for acceptance for the validity period (120 days).
• South African law governs the contract.
• The bidder's own terms and conditions are not acceptable.
• The bidder accepts full responsibility for the bid's execution and correctness of prices.
• The document and its contents are confidential intellectual property of WRC.
• The contract may be terminated by WRC with 30 days' written notice for valid commercial/operational reasons.
• Disputes are resolved through negotiation, then mediation, then arbitration under the Arbitration Foundation of Southern Africa rules (Sandton, English law).
• Payment terms are as specified in the financial requirements section.

• The evaluation follows a phased approach under the PPPFA.
• Phase 1 screens for mandatory administrative documents (SBD1, tax compliance PIN, pricing schedule, SBD4, SBD6.1, B-BBEE certificate, business registration, CSD report). No elimination.
• Phase 2 Stage 1 is a functional evaluation with an 80% minimum threshold. Scoring is based on:
• Company profile and relevant EDMS projects (1-5 projects score 1-5 points).
• Company years of experience in EDMS (>10 years scores 10 points).
• Phase 2 Stage 2 is a verbal presentation phase (if required) with an 80% threshold.
• Phase 3 evaluates price (80 points) and Specific Goals (20 points).