Records management, archiving and tracking system (saas) – 3-Year contract – SABC

Closing date: 22 October 2026 at 12:00

Briefing session (non-compulsory): 15 October 2026 at 11:00–12:00, via Microsoft Teams

• Join link: https://teams.microsoft.com/meet/3985149433324950?p=4hI1ew1DQY7LfWiyRY
• Meeting ID: 398 514 943 332 495 0
• Passcode: qz3j8Le3

Enquiries must be emailed at least three days before closing date.

Enquiries:

• Contact: Blonde Ngoepe
• Email: [email protected]

Submissions:

• Email: [email protected]

Service location: Auckland Park, Johannesburg

Submission method: email only, to [email protected], on or before 22 October 2026 at 12:00.

• All electronic submissions must be in PDF format, protected from modification, deletion, or addition.
• Financial/pricing information must be in a separate attachment from the technical/functional response.
• Email subject line must include the RFQ number and bidder's name.
• Submit at least 30 minutes before closing to avoid transmission delays; late emails are not accepted.
• If using WeTransfer or Google Dropbox, ensure links expire after 30 days, not 7.

Returnable documents (all must be included):

• Proof of CSD registration.
• Valid TV licence statement for the company; all active directors and shareholders must have valid TV licences.
• Valid tax clearance certificate or SARS PIN.
• Original or certified copy of a valid B-BBEE certificate from a SANAS-accredited verification agency.
• Certified copy of company registration document (name, registration number, date, active directors/members).
• Certified copies of shareholders' certificates.
• Certified copies of ID documents of directors/members.
• Annexure A: Declaration of Interest – discloses any relationship with SABC personnel.
• Annexure B: SBD 6.1 – Preference Points Claim form for specific goals.
• Annexure C: Consortium, Joint Venture and Sub-Contracting Regulations – declares any subcontracting.
• Annexure D: Previous/current projects – details of completed records management projects.
• Annexure E: SBD 4 – Bidder's Disclosure (declaration of interest, collusion, etc.).
• Annexure F: Pricing Schedule – completed cost breakdown.

Disqualification risks:

• Late or incomplete submissions.
• Missing any mandatory document.
• Non-compliance with mandatory requirements.
• Attempting to canvass SABC officers or employees between closing and award.

Required documents: proof of CSD registration; valid TV licence statement for company and all active directors/shareholders; valid tax clearance certificate or SARS PIN; original or certified copy of valid B-BBEE certificate; certified copy of company registration document; certified copies of shareholders' certificates; certified copies of ID documents of directors/members.

Evaluation is in three phases:

Phase 1 – Mandatory compliance: submission of all mandatory documents (OEM letter, CSD, tax, TV licence, B-BBEE, company documents). Non-compliance disqualifies.

Phase 2 – Functionality/technical evaluation (out of 95 points):

• Minimum threshold: 70 out of 95. Bidders below 70 are disqualified.
• Compliance with given requirements: 35 points.
• Records management, archiving and tracking system (SAAS) requirements: 5 points.
• System requirements: 10 points.
• System interface: 10 points.
• Reporting requirements: 5 points.
• Security requirements: 5 points.
• Solution deployment lead time: 5 points (within 6 weeks = 10, within 8 weeks = 5, >9 weeks = 0).
• Project delivery plan: 10 points.
• Training: 5 points.
• Support and maintenance: 10 points.
• Bidder's experience and track record: 5 points (more than 3 references = 10, 3 references = 5, less than 3 = 0).

Phase 3 – System demonstration: Microsoft Teams presentation, approximately 2 hours including Q&A. Must demonstrate all functional elements (e.g., data migration, barcode creation, audit trail, user management). Failure to meet any element prevents progression to price and specific goals.

Price and specific goals (80/20 system):

• Price: maximum 80 points.
• Specific goals: maximum 20 points (EME/SME 51% black-owned = 10, 51% black-owned = 5, 51% black-owned women = 3, Black youth = 2).
• Highest total points wins; ties decided by drawing of lots.

The SABC requires a cloud-hosted Records Management, Archiving and Tracking System (SAAS) for its Records Management Department, for a period of three years.

• Data must be hosted within the Republic of South Africa; on-premises solutions are not considered.
• The system must support the approved SABC File Plan and future amendments.
• Must track all archive boxes and file movements, recording origin, destination, user, date and time for every transaction.
• Must include lookup tables, fast location and retrieval, advanced search (metadata, barcode, file number, document type, user, location, date ranges), and various reports.
• Barcode generation: a submit button triggers barcode creation; barcode must contain document type and sub-document type metadata; printable on adhesive paper.
• Comprehensive audit trail: automatically records user ID, action, date and time for all transactions, amendments and approvals.
• When a document is scanned, it must automatically link to the data entry; each data entry reference number must be unique; users can modify but not delete entries.
• Must migrate all existing records, metadata, barcodes, audit history and associated documents from the legacy Document Warehouse system (Windows Server and SQL Server) with no loss of data integrity.
• Must integrate with two SABC approved File Plans (PDF documents linked to Microsoft SharePoint).
• Must support records retention schedules, disposal authorities and automated disposition processes, subject to approval workflows and audit logging.
• Licensing: must support a minimum of 10 users (including approvers and end-users) for three years; indicate whether licences are perpetual, subscription-based, or expire.
• Must provide security, authentication, auditing methods, full reporting, user management, admin management, access control, backup and recovery, and documented disaster recovery and business continuity procedures (including RTO and RPO).
• Must provide training for system administrators (at least four sessions) and for admin users (at least two sessions), on-site or web-based.
• On contract exit, the bidder must grant SABC access to extract data in a readable and usable format.
• Compliance: must comply with National Archives and Records Service Act, POPIA, PAIA, PFMA, National Key Points Act, and SABC information governance and security policies.

The system must be cloud-hosted (SAAS) with data hosted in South Africa. It must support configurable user roles, permissions, workflows, and reporting. All archive box and file movements must be tracked with origin, destination, user, date and time. The system must include audit trails, barcode generation, advanced search, and integration with SABC File Plans. Migration from legacy Document Warehouse system is required with no data loss.

Bidders must submit valid reference letters for records management, archiving and tracking implementation and support projects, on client letterhead, signed, with contact details. Minimum 3 references from projects delivered within the past five years. More than 3 references = 10 points; exactly 3 = 5 points; less than 3 = 0 points. Annexure D must be completed with project details (description, client, contact, period, value, dates).

Project delivery plan must include proposed methodology, periods for configuration and integration, testing, training, deployment, and handover. Non-compliance with any item scores zero.

Pricing must be provided using Annexure F – Pricing Schedule, with a detailed cost breakdown including: system configuration, implementation and training costs (once-off fee) for Year 1, Year 2, Year 3; total cost of licence and system; cost of maintenance and support for the full contract; sub-total including inflation; other costs; sub-total; VAT; total amount including VAT. The bid remains valid for 90 days from closing.

Pricing: Use Annexure F – Pricing Schedule, providing a detailed cost breakdown including:

• System configuration, implementation and training costs (once-off fee) – Year 1, Year 2, Year 3.
• Total cost of licence and system.
• Cost of maintenance and support for the full contract.
• Sub-total (including inflation rate), other costs, sub-total, VAT, total amount including VAT.

Payment terms: SABC will pay 60 days after service rendered and invoice/statement submitted.

Bid validity: 90 days from closing date.

Contract duration: three years.

No bid security or guarantee is specified.

Mandatory requirements (non-compliance disqualifies):

• Valid letter of authority or partnership document from the OEM or distributor, authorising distribution, resale and support within South Africa. Must be on OEM/distributor letterhead, signed by an authorised official with contact details, and valid at closing date and at award.
• Proof of CSD registration.
• Valid TV licence statement for the company; all active directors and shareholders must have valid TV licences.
• Valid tax clearance certificate or SARS PIN.
• Original or certified copy of a valid B-BBEE certificate from a SANAS-accredited verification agency.
• Certified copy of company registration document.
• Certified copies of shareholders' certificates.
• Certified copies of ID documents of directors/members.
• No contract will be awarded if tax matters, TV licence, or CSD registration are not in order.
• Bidders blacklisted, guilty of fraud or misrepresentation, or failing financial stability assessment will not be awarded.
• No former SABC employees within 12 months of termination; dismissed employees prohibited for 5 years; criminal record until expunged.
• No business with SABC Board members or their businesses; 12-month cooling-off for former Board members.

The 80/20 preference point system applies. Specific goals: EME/SME 51% owned by Black people = 10 points; 51% owned by Black people = 5 points; 51% owned by Black women = 3 points; Black youth = 2 points. Bidders not meeting specific goals score zero but are not disqualified. Evidence required: B-BBEE certificate or sworn affidavit, certified ID documents, CIPC documents, etc.

Payment terms: 60 days after invoice. SABC does not bind itself to accept the lowest or any tender; may cancel the RFQ at any time. No contract is deemed accepted until a formal contract/letter of award is signed by both parties. SABC may negotiate with preferred bidders and contact bidders for clarification without informing others. Bidders bear all costs of preparing and submitting their bid. SABC may not award to bidders with poor past performance, blacklisted, fraudulent, or failing financial stability. Cooling-off periods: 12 months for former employees and Board members; 5 years for dismissed employees; criminal record until expunged.

Mandatory requirement: valid letter of authority or partnership document from the OEM or distributor, authorising distribution, resale and support within South Africa. Must be on letterhead, signed by authorised official with contact details, and valid at closing date and award. Non-submission results in automatic disqualification.

Technical evaluation out of 95 points, minimum threshold 70. Evaluation areas: compliance with requirements (35), SAAS requirements (5), system requirements (10), system interface (10), reporting (5), security (5), deployment lead time (5), project delivery plan (10), training (5), support and maintenance (10), experience (5). System demonstration phase: must demonstrate all functional elements; failure to meet any element prevents progression to price and specific goals.