Renewal of 41 m-files named licences and 8 concurrent licences with upgrade and support for 12 months — council for medical schemes

Closing date and time: 30 October 2026 at 23:59

Bidding procedure enquiries

• Contact: Khensani Sithole
• Email: [email protected]

Technical enquiries

• Contact: Henry Eybers
• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Invoices

• Email: [email protected]

General enquiries

• Telephone: 012 431 0500
• Customer care: 0861 123 267
• Email: [email protected]

CMS address

Block A, Eco Glades 2 Office Park

420 Witch-Hazel Avenue

Eco Park

Centurion, 0157

Submission method: email

Submission email: [email protected]

Closing: 30 October 2026 at 23:59

Bid validity: 90 days

Format rules

• Bids must be submitted on the official forms provided; retyped forms are not accepted.
• Late submissions are not accepted.
• Documents sent through cloud file-sharing services such as WeTransfer, Google Drive or Dropbox will not be considered.
• Bidders must register on the Central Supplier Database and quote their CSD number on SBD 1.
• All requested information must be supplied for evaluation purposes.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or member is employed by the state or connected to anyone at CMS.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals; only bidders who complete and sign it are considered for preference points.
• Annexure A (Bidder's Disclosure): declares state employment and any relationship with CMS staff.
• Proof of authority to sign, such as a company resolution.
• SARS tax compliance PIN document.
• National Treasury Central Supplier Database report.
• Valid B-BBEE certificate or sworn affidavit (EMEs and QSEs).
• The successful bidder must complete and sign the written contract form (SBD 7).

Disqualification risks

• Failure to complete and sign SBD 1, SBD 4 and SBD 6.1 may lead to automatic disqualification.
• Bids received after the closing time are not accepted.
• Bids delivered through cloud file-sharing services are not considered.

Administrative and evaluation documents: SARS PIN document; National Treasury Central Supplier Database report; valid B-BBEE certificate or sworn affidavit for EMEs and QSEs; completed and signed SBD 1, SBD 4 and SBD 6.1 — failure to complete and sign them may lead to automatic disqualification.

Specific goals evidence: certified South African ID copies of directors, owners or shareholders (HDI points); valid B-BBEE certificate or sworn affidavit (company-size points, allocated whether or not claimed on SBD 6.1); medical certificate or letter from an accredited health professional (ownership by people with disabilities); B-BBEE certificate or sworn affidavit, certified ID copies and CIPC document (Black woman-owned and youth-owned points).

Submission: proposals and quotations, with all requested documents and signed SBD forms, must be submitted to the address and per the instructions in SBD 1 by the closing date and time; late submissions are not accepted. Bidders must register on the CSD and quote the CSD number on SBD 1. Documents sent via cloud services such as WeTransfer, Google Drive or Dropbox will not be considered.

Two-stage evaluation.

Phase 1 — mandatory

• Assesses bidders' eligibility and previous experience in providing the service.
• Bidders must submit a valid M-Files reseller certificate or an official authorisation letter issued by M-Files confirming authorised reseller status.
• Failure to submit this proof renders the bid non-responsive and disqualifies the bidder from the price and specific goals evaluation.

Phase 2 — price and specific goals (80/20 preference point system)

• Price: 80 points, supported by a detailed budget breakdown.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals scoring (20 points)

• Historically Disadvantaged Individuals: 80%–100% Black-owned 5 points; 50%–79.99% 4 points; 20%–49.99% 3 points; 1%–19.99% 1 point; below 1% 0 points.

• Size of company: EME 3 points; QSE 2 points; Generic Enterprise 1 point.

• Black woman-owned enterprise: 75%–100% 5 points; 51%–74.99% 3 points; 1%–50.99% 1 point; below 1% 0 points.

• Ownership by people with disabilities: 75%–100% 3 points; 51%–74.99% 2 points; 1%–50.99% 1 point; below 1% 0 points.

• Ownership by youth (under 35 years): 75%–100% 4 points; 51%–74.99% 3 points; 20%–50.99% 2 points; 1%–19.99% 1 point; below 1% 0 points.

• Only bidders who complete and sign SBD 6.1 are considered for preference points.

• CMS may require a bidder to substantiate any preference claim before adjudication or at any time afterwards.

• Failure to submit the required proof means the specific goals points are not claimed.

Scope: renewal of M-Files licences together with upgrade and support subscription for twelve (12) months.

Quantities

• M-Files Named Licence Renewal: 41

• M-Files Concurrent Licence Renewal: 8

• Bidders must be authorised M-Files resellers, evidenced by a valid reseller certificate or an official authorisation letter issued by M-Files.

• The successful bidder works under the supervision of a CMS representative and must comply with the CMS Code of Conduct and organisational guidelines.

• Supplied goods and services must conform to the standards set out in the bidding documents and specifications.

Payments are made only for completed work (milestones or deliverables) in line with a project implementation plan agreed at the inception of the project.

Phase 1 (mandatory) assesses bidders' eligibility and previous experience in providing the service. Bidders who fail Phase 1 do not proceed to Phase 2. The mandatory proof of capability is a valid M-Files reseller certificate or an official authorisation letter issued by M-Files.

Supplied goods and services must conform to the standards stated in the bidding documents and specifications. Pre-bidding testing is for the bidder's account. Where inspection is a bid condition, the bidder's premises must be open at reasonable hours for inspection by the department or its representative. Non-compliant supplies or services may be rejected; the supplier bears the cost and risk of removal and replacement, and the purchaser may buy replacements at the supplier's expense. The supplier must allow the purchaser to inspect and audit records relating to performance. Contract documents and information supplied by the purchaser may not be disclosed or used for any purpose other than performing the contract.

Pricing

• Price carries 80 of the 100 available points and must be supported by a detailed budget breakdown.

Payment

• CMS pays in full within thirty (30) days of receiving an original tax invoice, against substantiated claims for work done to its satisfaction.
• Payment is made only for completed work (milestones or deliverables) in line with the project implementation plan agreed at project inception.
• Invoices must be emailed to [email protected] and must reference the Purchase Order number.
• No goods or services may be delivered without an official Purchase Order from the CMS Supply Chain Management Unit.

Performance security

• The General Conditions of Contract require the successful bidder to furnish a performance security within thirty (30) days of award, in the amount stated in the Special Conditions of Contract.

Registration and tax

• Bidders must register on the Central Supplier Database (CSD) and quote their CSD number on SBD 1.
• A SARS Tax Compliance Status PIN must be submitted; a printed TCS certificate is also acceptable.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• CMS will not award to a non-compliant bidder. A recommended but non-compliant bidder is given seven (7) working days to prove compliance or show arrangements to meet outstanding tax obligations, failing which the bid is rejected.
• CMS may withdraw an award or cancel a contract if the bidder was not tax compliant at award, submitted a fraudulent tax clearance certificate, or fails CSD verification.

B-BBEE and ownership evidence

• Valid B-BBEE certificate or sworn affidavit (EMEs and QSEs) for company-size points; company-size points are allocated whether or not claimed on SBD 6.1, but the certificate or affidavit must still be submitted.
• Certified copies of South African ID of directors, owners or shareholders for Historically Disadvantaged Individual points.
• Medical certificate or letter from an accredited health professional for ownership by people with disabilities.
• B-BBEE certificate or sworn affidavit, certified ID copies and CIPC document for Black woman-owned and youth-owned claims.

Exclusions

• No bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Bidders listed on National Treasury's database of restricted bidders or tender defaulters are disqualified.
• Bidders or their directors, members, shareholders or related parties convicted of fraud, corruption or collusion in the past five (5) years, or who submitted false or misleading information in any procurement process, may be rejected.
• Foreign suppliers must complete the questionnaire to bidding foreign suppliers.

Specific goals carry 20 points: Historically Disadvantaged Individuals — 80%–100% Black-owned 5 points, 50%–79.99% 4 points, 20%–49.99% 3 points, 1%–19.99% 1 point, below 1% 0 points; size of company — EME 3 points, QSE 2 points, Generic Enterprise 1 point; Black woman-owned — 75%–100% 5 points, 51%–74.99% 3 points, 1%–50.99% 1 point, below 1% 0 points; ownership by people with disabilities — 75%–100% 3 points, 51%–74.99% 2 points, 1%–50.99% 1 point, below 1% 0 points; ownership by youth under 35 — 75%–100% 4 points, 51%–74.99% 3 points, 20%–50.99% 2 points, 1%–19.99% 1 point, below 1% 0 points. Only bidders who complete and sign SBD 6.1 are considered for preference points, and failure to submit the required proof means the points are not claimed.

Payment: CMS pays in full within thirty (30) days of receiving an original tax invoice, against substantiated claims for work done to its satisfaction. Payment is limited to completed milestones or deliverables under the project implementation plan agreed at inception. Invoices go to [email protected] and must reference the Purchase Order number; no goods or services may be delivered without an official CMS Purchase Order.

Confidentiality: information relating to submissions is treated in strict confidence.

Withdrawal: CMS may withdraw an award or cancel a contract if the bidder was not tax compliant at award, submitted a fraudulent tax clearance certificate, or fails CSD verification.

The General Conditions of Contract (July 2010) apply, supplemented by any Special Conditions of Contract, which prevail in the event of conflict.

CMS may extend the closing date in exceptional circumstances; proposals and information received are not returned. The adjudication process does not commit CMS to proceed with any proposal. Signing the RFQ/RFP confirms the bidder has read, understands and accepts its terms. The successful bidder works under a CMS representative's supervision and must follow the CMS Code of Conduct and organisational guidelines. CMS may decline to enter into any relationship, declare the process closed, proceed on a different basis, appoint no one, and validate all claims made. CMS may cancel an award where the recommended supplier engaged in corrupt or fraudulent practices, including collusive bidding. CMS may reject a bid or decline to appoint where the bidder or its directors, members, shareholders or related parties were convicted of fraud, corruption or collusion in the past five years, submitted false or misleading information in any procurement process, or are listed on National Treasury's database of restricted bidders or tender defaulters (Sections 28 and 29 of the Preferential Procurement Regulations); it may also decline where past conduct poses a significant reputational or operational risk even if technical and price criteria are met. CMS may amend the RFQ document, with changes communicated to firms that responded. The bid validity period is ninety (90) days, and extension requests are communicated to responding service providers. CMS is not liable for any costs a bidder incurs in responding, including briefing sessions, site visits and proposal submission.

Phase 1 mandatory requirement: a valid M-Files reseller certificate or an official authorisation letter issued by M-Files proving authorised reseller status. Failure to submit it renders the bid non-responsive and disqualifies the bidder from the price and specific goals evaluation. Phase 1 also assesses eligibility and previous experience; bidders who fail do not proceed to Phase 2. Tax compliance: CMS will not award to a non-compliant bidder; a recommended but non-compliant bidder is notified in writing and has seven (7) working days to prove compliance or show arrangements to meet outstanding tax obligations, failing which the bid is rejected.

Evaluation runs in two phases. Phase 1 is a mandatory assessment of eligibility and previous experience; bidders who fail are excluded. Phase 2 scores price and specific goals under the 80/20 preference point system in terms of the PPPFA Regulations: price 80 points, specific goals 20 points, 100 points in total. CMS may require a bidder to substantiate any preference claim before adjudication or at any time afterwards.