IT change management specialist services (6 months) – tender in gauteng

Issue date: 15 October 2026

Clarifications deadline: 20 October 2026 at 14:00

Closing date: 22 October 2026 at 11:00

RFQ validity period: 30 days from the closing date

Enquiries and submission:

• Email: [email protected]
• Telephone: not applicable
• Facsimile: not applicable

Submission method: email to [email protected]

Submission method: email

Submission email: [email protected]

Closing time: 22 October 2026 at 11:00

Returnable documents (all must be completed, signed and submitted):

• Fully completed Pricing Schedule as incorporated in the RFQ document.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at TCTA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• A recognised Change Management certification for the proposed specialist, such as Prosci Change Management Certification, APMG Change Management Practitioner, or an equivalent certification.
• CSD Registration Report.
• Valid B-BBEE certificate from a SANAS-accredited verification agency, or a sworn affidavit for EME/QSE (Annexures F and G).

Disqualification risks:

• Failure to submit any mandatory requirement results in exclusion from further evaluation.
• Bids received after the closing time will not be accepted.
• Bids must be submitted on the official forms provided, not re-typed.

Evaluation stages:

1. Mandatory returnables check — failure to submit any mandatory requirement disqualifies the bid.
2. Functional evaluation (total 40 points, minimum qualifying score: 27/40).

• Bidder's experience (20 points):
• Less than 3 references in the last 10 years = 0 points.
• 3 references in the last 10 years = 12 points.
• More than 3 references in the last 10 years = 20 points.
• IT Change Management Specialist qualification and experience (20 points):
• Bachelor's degree with less than 5 years' experience = 0 points.
• Bachelor's degree with 5 to 8 years' experience = 15 points.
• Bachelor's degree with 9 or more years' experience = 20 points.

3. Price and preference evaluation (total 100 points):

• Price = 80 points.
• Specific goals (B-BBEE) = 20 points.

Notes:

• Bidders must obtain a minimum of 27 out of 40 functional points to proceed to price and preference evaluation.
• TCTA evaluates bids under the Preferential Procurement Policy Framework Act (PPPFA).
• If the highest-scoring bidder's price is not market-related, TCTA may decline to award to that bidder.

The department (TCTA, EWSS Division) requires the services of one IT Change Management Specialist for a period of six months.

The specialist must develop and execute change management strategies, assess change impact, ensure effective communication, and drive user readiness and adoption of new digital solutions. The role also includes facilitating stakeholder engagement, monitoring user adoption, and supporting post-implementation change activities.

Deliverables:

• IT Change Management Strategy and Plan: approach aligned to the portfolio of strategic ICT projects, including methodology, activities, timelines, responsibilities and success measures.
• Change Impact Assessment: how each technology initiative affects employees, roles, processes, systems and ways of working, including extent of change per stakeholder group.
• Stakeholder Analysis and Engagement Plan: identify affected stakeholders, assess influence and impact, and establish engagement interventions.
• IT Change Readiness Assessment: organisational and user readiness for new systems and gaps affecting implementation or adoption.
• User Adoption Strategy and Plan: how users move from current practices to effective use of the new technology, including interventions for low-adoption areas.
• Change Communication Plan and Materials: targeted communications on what is changing, why, when, how users are affected and what support is available.
• Training Needs Assessment and Training Plan: user competency requirements and coordination of role-based training, user guides, demonstrations and other learning interventions.
• Change Resistance Management Plan: identify sources of resistance, adoption barriers and stakeholder concerns, and implement targeted interventions.
• Change Champion / Super-User Network: establish and support business change champions or super-users to promote adoption and provide first-line support.
• Go-Live Readiness Assessment: whether affected users and business areas are ready for go-live from a people and adoption perspective, and outstanding actions and risks.
• Post-Go-Live Adoption Support Plan: structured post-implementation support including user engagement, refresher training, issue identification and reinforcement activities.

The specialist will work with IT project teams, business process owners, HR and other stakeholders. The role complements, and does not replace, the organisation's broader change management function.

The IT Change Management Strategy and Plan must include methodology, activities, timelines, responsibilities and success measures, aligned to the portfolio of strategic ICT projects.

Company experience: minimum of three change management projects for corporate clients, evidenced by at least three signed reference letters for similar work in the past 10 years, or by Form A. Reference letters must contain all information stipulated in Annexure A.

Personnel experience: the IT Change Management Specialist must hold a three-year Bachelor's Degree in Computer Science, Information Technology, Business Administration or a related field, and have at least five years' experience developing and executing end-to-end Change Management for ICT or digital transformation initiatives, supporting IT system implementations, automation, digital transformation or other technology-enabled business change.

Annexure A (Form A) requires the specialist's name, whether they hold a Bachelor's degree and Change Management certificate(s) (with copies attached — failure to submit copies results in zero for this section), and work experience with start and end dates in months and years, employer/client, work scope, and contact details. No points are allocated if start and end dates are not provided.

Pricing schedule: one IT Change Management Specialist, hourly rate, total price for 6 months, subtotal, 15% VAT, total. Appointment is based on an agreed rate for the duration. The successful bidder must submit signed timesheets with every invoice indicating the agreed rate. Pricing must be market related, firm and unconditional.

Pricing format: hourly rate for one IT Change Management Specialist, with a total price for six months.

Pricing schedule components:

• Service: IT Change Management Specialist, quantity 1.
• Hourly rate.
• Total price for 6 months.
• Subtotal.
• 15% VAT.
• Total.

Pricing instructions:

• Appointment is based on an agreed rate for the duration of the appointment.
• The successful bidder must submit signed timesheets with every invoice indicating the agreed rate.
• Pricing must be market related.
• Prices must be firm and unconditional.

Tax compliance:

• Bidders must provide a SARS Tax Compliance Status (TCS) PIN, or a CSD number if registered on the Central Supplier Database.
• Each party in a consortium, joint venture or subcontracting arrangement must submit a separate TCS certificate/PIN or CSD number.
• Bids from persons in the service of the state, or companies with directors who are in the service of the state, will not be considered.

B-bbee:

• Preference points for B-BBEE Status Level of Contributor: 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.
• Bidders must submit valid certified copies of their B-BBEE certificates or sworn affidavits to claim preference points.
• No points are awarded if the sworn affidavit does not comply with Annexure B requirements.
• A B-BBEE certificate issued by a withdrawn verification agency is deemed invalid and earns no points.
• EMEs (revenue up to R10 million) and QSEs (revenue up to R50 million) may submit a sworn affidavit (Annexure F or G).
• Joint venture tenderers must submit a consolidated B-BBEE certificate from a SANAS-accredited agency, or a sworn affidavit for EME/QSE.

Sworn affidavit validity (Annexure B):

• Must include deponent's name as per ID and identity number.
• Must state the deponent's designation (director, owner or member).
• Must include enterprise name as per CIPC registration, business address, percentage of black ownership, black female ownership and designated group ownership.
• Must state total revenue for the latest financial year and whether based on audited financial statements or management accounts.
• Must state the financial year end used to determine total revenue.
• Must state the B-BBEE status level (only one status level per enterprise).
• Must state nature of business and VAT number.
• The deponent and Commissioner of Oaths must sign on the same date.
• The Commissioner of Oaths cannot be an employee or ex officio of the enterprise.
• The correct sector codes affidavit must be used.

Company experience:

• Minimum of three change management projects for corporate clients.
• Minimum of three signed reference letters for similar work in the past 10 years, or Form A.
• Reference letters must contain all information stipulated in Annexure A.

Personnel qualifications:

• Three-year Bachelor's Degree in Computer Science, Information Technology, Business Administration or a related field.
• At least five years' experience in end-to-end change management for ICT or digital transformation initiatives.
• A recognised Change Management certification (e.g., Prosci, APMG) is mandatory.

CSD registration report is required.

Preference points for B-BBEE Status Level: Level 1 = 20; Level 2 = 18; Level 3 = 14; Level 4 = 12; Level 5 = 8; Level 6 = 6; Level 7 = 4; Level 8 = 2; non-compliant = 0. Bidders must submit valid certified copies of B-BBEE certificates or sworn affidavits to claim points. No points are awarded if the sworn affidavit does not comply with Annexure B. A certificate from a withdrawn verification agency is invalid. EMEs and QSEs may submit sworn affidavits (Annexures F and G).

TCTA's Standard Conditions of Bid apply to this bid. TCTA reserves the right to cancel or not to award the bid in accordance with its standard Conditions of Bid.

TCTA's Standard Conditions of Bid apply. TCTA reserves the right to cancel or not to award the bid.

Functional criteria total 40 points, minimum 27 points required to proceed. Bidder's experience (20 points): less than 3 references in last 10 years = 0; 3 references = 12; more than 3 = 20. Specialist qualification and experience (20 points): less than 5 years' experience = 0; 5 to 8 years = 15; 9 or more years = 20. Preference points: Price = 80, Specific Goals = 20, Total = 100. TCTA evaluates under PPPFA and may decline to award if the highest-scoring bidder's price is not market-related.