Migration, modernisation, and 24-Month support of nrcs sharepoint website to sharepoint online

The NRCS seeks to appoint a service provider to migrate its SharePoint 2019 on-premises website to SharePoint Online, modernise the interface, and provide 24-month content support and maintenance. The current website is technically constrained, difficult to maintain, and sub-optimal in user experience and accessibility. The goal is to ensure the website remains accessible, user-friendly, and aligned with modern government digital standards.

Closing date: 30 June 2026. Closing time: 11h00. Offer validity: 90 days from closing date.

Submission email: [email protected].

Bid enquiries: Mr Solomon Motlana, Phone: 012 482 8827, Email: [email protected].

Technical enquiries: Thembela Sonandi / Lekgoloane or Makeke, Phone: 012 482 8715 / 8927, Email: [email protected].

Submission method: Email only to [email protected]. No hand-delivered submissions accepted.

Required forms: Completed and signed SBD forms 1, 3.1, 4, and 6.1.

Disqualification risks: Late submissions, failure to submit mandatory documents (e.g., tax compliance, B-BBEE proof), or conflicts of interest (state employees or associated entities).

Additional notes: Bids must be submitted on official forms provided; no re-typed forms accepted. Successful bidder must sign SBD7 contract form.

Evaluation system: 80/20 preference point system (80 points for price, 20 points for B-BBEE status).

Price scoring: Lower bids score higher under the 80-point price component. Formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = bid price, Pmin = lowest acceptable bid price.

B-BBEE preference points: Level 1 (20 points), Level 2 (18), Level 3 (14), Level 4 (12), Level 5 (8), Level 6 (6), Level 7 (4), Level 8 (2), Non-compliant (0).

Functionality evaluation: Minimum 70/100 points required to qualify for price and preference evaluation. Criteria include company experience (25 points), methodology (20 points), and team expertise (15 points).

Disqualifiers: Scoring below 70 in functionality evaluation, fraudulent claims, or non-compliance with procurement regulations.

Objective: Migrate SharePoint 2019 on-premises website to SharePoint Online, modernise interface, improve accessibility, and provide 24-month maintenance and support.

Scope of work:

• Phase 1: Discovery & Assessment (audit, gap analysis, migration risk assessment). Deliverables: Website Audit Report, Migration Report, Improvement Plan.
• Phase 2: UX/UI Design & Information Architecture (sitemap, wireframes, prototypes, accessibility compliance). Deliverables: Approved UX/UI designs, information architecture documentation.
• Phase 3: Migration & Development (clean migration, content restructuring, role-based access, search functionality, online forms). Deliverables: Configured SharePoint Online environment, modern web pages, security documentation.
• Phase 4: Integration (social media: Facebook, X, LinkedIn, YouTube; analytics: Google Analytics 4; AI chatbot: Microsoft ecosystem, 24/7 responses, escalation to contact centre).
• Testing & Quality Assurance: Functional, performance, security, and UAT testing. Deliverables: Signed-off UAT report, test plans, test results.
• Go-Live & Deployment: Minimal disruption, rollback plan, post-deployment support.
• Maintenance & Support (24 months): 24/7 monitoring, remote support, break-fix, performance monitoring, content publishing, preventative maintenance, software updates.

Technical requirements: Cloud-based Microsoft 365, responsive design, modern browser support, scalability, backup/recovery, audit logging, secure authentication.

Expected outcomes: 99.9% uptime, 3-second page load speed, WCAG 2.1 AA compliance, improved user engagement, data-driven reporting, reduced customer queries.

SLA response times: Priority 1 (15 min response, 4-hour resolution), Priority 2 (30 min response, 8-hour resolution), Priority 3 (1-hour response, 2 calendar days resolution).

Bidder must demonstrate methodology for service delivery, including:

• Incident management process.
• Change management process.
• Problem management process.
• Support management process.
• Escalation management process.

Points: 5 processes defined = 5 points, 4 = 4 points, 3 = 3 points, 2 = 2 points, 1 = 1 point, none = 0.

Project Plan: Must include project initiation, migration phases, testing/validation, go-live, and support timelines.

Company Experience (25 points):

• Submit signed reference letters (not appointment letters) from clients on their letterhead.
• Each letter must include: bidder name, project objectives, duration, recommendation, referee contact details, and confirmation of on-time completion.
• Points: 5 letters = 5, 4 = 4, 3 = 3, 2 = 2, 1 = 1, none = 0.

Team Expertise (15 points):

• Project/Account Manager CV required with minimum NQF Level 6 qualification.
• Points based on experience: 9-10 years = 5, 7-8 years = 4, 5-6 years = 3, 3-4 years = 2, <3 years = 1.
• Copies of qualifications must be provided.

Testing & Quality Assurance:

• Functional testing, performance testing, security testing, and User Acceptance Testing (UAT) required.
• Deliverables: Signed-off UAT report, test plans, test results.

Maintenance & Support:

• 24/7 system monitoring, website optimisation, performance monitoring, content publishing support.
• Preventative maintenance, break-fix support, regular health checks, software enhancements/updates.
• Support requirements: Defined response/resolution times, remote support capability, change management process, incident severity classification, monthly SLA performance reporting.

SLA Response Times:

• Priority 1 (High): 15-minute response, 4-hour resolution.
• Priority 2 (Medium): 30-minute response, 8-hour resolution.
• Priority 3 (Low): 1-hour response, 2 calendar days resolution.

Pricing form: SBD 3.1 (Firm Prices). Only firm prices accepted; non-firm prices (e.g., subject to exchange rate variations) disqualified.

Structure:

• Itemised breakdown: Migration cost (once-off), Website Content Support and Maintenance (monthly for 24 months).
• Include subtotal, VAT @15%, and total including VAT.
• All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included.

Validity: Offer must remain valid for 90 days from closing date (30 June 2026).

Notes:

• Bidders may compile their own pricing schedule aligned with specifications.
• Delivery costs must be included in bid price.
• Specify if offer complies with specifications; declare deviations if any.

Pricing: Firm prices only (no price adjustments for exchange rates). Offer must remain valid for 90 days from closing date.

Pricing schedule: Submit using SBD 3.1 form. Include total cost breakdown.

Items: Migration cost (once-off), Website Content Support and Maintenance (monthly for 24 months).

Taxes: All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included in bid price.

Delivery costs: All delivery costs must be included in the bid price.

Payment terms: Not specified in document.

Mandatory documents:

• Completed SBD forms (1, 3.1, 4, 6.1).
• Tax compliance: SARS TCS PIN or CSD registration number. Each party in a consortium/joint venture must submit separate TCS/CSD proof.
• B-BBEE: Verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Proof of Microsoft AI Cloud Partner validity period.

Disqualifiers:

• Persons in the service of the state, or companies with directors/members in state service.
• Failure to submit mandatory documents.
• Listing in Register for Tender Defaulters or Restricted Suppliers.

Foreign suppliers: Must answer questionnaire if not resident in RSA or without RSA branch/permanent establishment. If no RSA presence, no SARS TCS PIN required.

Contract duration: 24 months from appointment date, subject to SLA agreement within 1 month of award.

NRCS rights: May award in full/part, vary instructions, or cancel the project. May assign additional work at its discretion.

Service provider restrictions:

• May not cede/assign contract or subcontract without prior written NRCS approval.
• Must comply with NRCS policies, procedures, and confidentiality requirements.
• All information, documents, and reports are confidential; unauthorised disclosure prohibited.

General Conditions of Contract (GCC): Must be signed on each page by the service provider.

Delivery: Firm prices only. All delivery costs included in bid price. Offer must comply with specifications (deviations must be declared).

Functionality evaluation criteria (minimum 70/100 required to qualify):

• Company Experience (25 points): Number of reference letters (5 letters = 5 points, 1 letter = 1 point, none = 0). Each reference must include bidder name, project objectives, duration, recommendation, and referee contact details.
• Methodology (20 points): Define 5 processes (incident, change, problem, support, escalation management) for full points.
• Team Expertise (15 points): Project/Account Manager CV with NQF Level 6+ qualification. Points based on experience: 9-10 years = 5, 7-8 years = 4, 5-6 years = 3, 3-4 years = 2, <3 years = 1.

Preference points: 80/20 system (80 for price, 20 for B-BBEE). B-BBEE levels earn 20 (L1) to 2 (L8) points. Non-compliant = 0.