This Tender Has Expired

• RFQ issued: 03 February 2026
• Closing date & time: 16 February 2026 at 12:00 PM
• Submission deadline (quotation must be received by 12:00 PM on 16 Feb 2026)
• No additional briefings or site visits are mentioned in the document.

• Procurement Officer: Sijabulile Ntshangase – Phone: 031 372 3720 – Email: [email protected]
• Technical/Queries contact: Thulisile Nxumalo – Email: [email protected] – Phone: 031 372 3720 (business hours 08:00‑16:30, Mon‑Fri)

• Submit the bid by email to [email protected], addressed to Procurement Officer Sijabulile Ntshangase.
• Deadline: 12:00 (noon) on 16 February 2026 – late submissions will be rejected.
• Required returnable documents: signed RFQ form, company profile, completed SBD 1, 4 and 6.1 forms, proof of registration on the Central Supplier Database (CSD) showing tax compliance, OEM reseller letter or certificate (if you are not the OEM), and a joint‑venture agreement if applicable.
• All forms must be the official templates; do not re‑type the documents.
• Failure to provide any mandatory document results in a non‑responsive bid.

Selection is conducted in four stages:

1. Compliance (Stage 1) – Verify mandatory documents (signed RFQ, company profile, SBD 1/4/6.1, CSD/TAX proof, OEM letter, JV agreement). Non‑compliance = disqualification.

2. Functionality (Stage 2) – Evaluate against weighted criteria (experience, key personnel, project plan). Minimum overall score = 70 % (70 points). Scores are allocated as detailed in the RFQ (e.g., up to 25 points for reference letters, up to 25 points for key‑personnel experience, up to 50 points for project plan). Failure to reach 70 points = disqualification.

3. Demo Presentation (Stage 3) – Demonstrate the solution covering all functional requirements (user access, security, virtual scheduling, annotation, data migration, etc.). Minimum score = 70 % of the demo points. Below 70 % = disqualification.

4. Price & Specific Goals (Stage 4) – 80 points for the most competitive fixed price (inclusive of VAT) and 20 points for B‑BBEE specific‑goal targets (ownership percentages). The total of price and B‑BBEE points determines the final ranking.

Scope: procure, install and configure an electronic board meeting management system for 36 months (option to extend 12 months). Required capabilities:

• Support up to 30 users (executives, senior managers, admins).
• Virtual/ electronic board pack creation, distribution to all devices, web‑browser compatible.
• Strong security: encryption, two‑factor authentication, remote locking, data classification, password policies, certificate management.
• Offline operation and cloud‑based solution (no desktop app required).
• Integrated scheduling with Microsoft Teams, agenda/ minutes/ document collation, annotation, voting, surveys.
• Customisable permissions at document and user level.
• Virtual rooms for committees, data migration capability.
• Reporting: dashboards, notifications, SMS engine, exception logs.
• Deliverables: software licence subscription, implementation, training, support & maintenance (36 months), licensing, data migration, optional additional costs as per Annexure B.
• OEM reseller letter required if supplier is not the original equipment manufacturer.

• Fixed price quotation inclusive of VAT and all disbursements (see Annexure B).
• Price validity: 90 days from the closing date.
• No specific bond, guarantee or payment‑term details are provided in the RFQ.
• Submit pricing in the format shown in Annexure B (description, quantity, unit price, total price).

• Register on the Central Supplier Database (CSD) and provide tax compliance proof (SARS PIN or TCS certificate).
• Provide B‑BBEE certificate or affidavit to claim preference points (ownership, women, youth, disability).
• Submit OEM reseller letter/certificate if not the OEM (mandatory, otherwise disqualified).
• Joint‑venture or consortium bidders must attach the JV agreement.
• No bidders who are state employees or have directors who are state employees may participate.
• All bidders must sign the required SBD forms and the non‑disclosure agreement upon award.