Appointment of a service provider for the supply and installation of an electronic document and records management system (edrms) for the free state development corporation

• Compulsory briefing session: 30 July 2026 at 12:00 at FDC House, 33 Kellner Street, Westdene, Bloemfontein.
• Closing date for bid enquiries: 04 August 2026.
• Bid closing date and time: 11 August 2026 at 12:00.

• Technical enquiries: Contact Sylvester Mohloli at [email protected] or 051 400 1500.
• Supply Chain Management (bidding procedure) enquiries: Contact Kelebogile Mokopi at [email protected] or 051 400 1500.
• Bid submission/delivery address: FDC Building, 33 Kellner Street, Westdene, Bloemfontein.

• Submit your bid by 12:00 on 11 August 2026.
• Deliver to the bid box at 33 Kellner Street, Westdene, Bloemfontein (FDC Building).
• Use the official forms provided; do not retype them.
• Your bid must remain valid for 120 days after the closing date.
• Late submissions will not be considered.
• Mandatory returnable documents: Proof of CSD registration, Valid Tax Clearance Certificate or PIN, SANAS-accredited B-BBEE Certificate or Sworn Affidavit, fully completed and signed SBD 1, SBD 3.3, SBD 4, and SBD 6.1.
• Failure to submit these documents will lead to disqualification.
• The successful bidder must sign a written contract form (SBD7).

• Mandatory returnables: CSD proof, Tax Clearance/PIN, B-BBEE Certificate/Affidavit, SBD 1, SBD 3.3, SBD 4, SBD 6.1.
• All forms must be fully completed and appropriately signed.

Mandatory compliance documents: CSD registration, valid Tax Clearance/PIN, SANAS accredited B-BBEE Certificate/Sworn Affidavit, and fully completed SBD forms (1, 3.3, 4, 6.1). Minimum bidder requirements: Proven EDRMS implementation experience, knowledge of National Archives compliance, and availability of qualified records management and technical specialists. Functionality evaluation criteria: Company Experience (25 points, based on 5+ reference letters), Technical Experience (30 points for Project Manager experience and team structure), Detailed Proposal (35 points), and Locality (10 points for Free State-based company).

• Scope: Supply, installation, configuration, testing, commissioning, and support of a fully functional enterprise Electronic Document and Records Management System (EDRMS).
• The system must serve as the single authoritative repository for all corporate records.
• Key deliverables: Implemented EDRMS, migrated and digitised records repository, training materials, support SLA, and final project report.
• The solution must comply with legislation and standards including the National Archives Act, POPIA, PAIA, MISS, ISO 15489, and ISO/IEC 27001.
• Project includes data migration, digitisation of physical records, end-user and administrator training, change management, and a minimum 12-month support and maintenance period.
• Project duration: Six to twelve months from appointment.

• Submit a detailed technical proposal including implementation methodology, project plan, communication plan, risk management, change management, training approach, support approach, and quality assurance.
• The proposal will be evaluated on how comprehensively it addresses the mandatory requirements.

• Bidders must demonstrate proven experience in EDRMS development and implementation.
• Submit reference letters for similar projects completed within the last five years.
• Provide CVs and certified qualifications for key personnel, especially the Project Manager/Team Leader (minimum five years relevant experience for maximum points).
• Submit a clear project organisational structure with roles, responsibilities, and supporting CVs.

• The technical proposal must include a quality assurance and testing methodology.
• The bidder must provide a defined Service Level Agreement for support and maintenance.

• Use SBD 3.1 Pricing Schedule for firm prices.
• Prices must be firm and include all applicable taxes.
• Indicate delivery period, brand/model, country of origin, and compliance with specifications.
• All delivery costs must be included.

• Submit firm prices only; non-firm prices or those subject to exchange rate variations will not be considered.
• Use the provided Price Declaration Form and SBD 3.1 Pricing Schedule.
• The total bid price must include all activities, deliverables, project management, consulting, and any other costs; no additional costs will be allowed.
• All applicable taxes (VAT, PAYE, income tax, UIF, skills levies) must be included.
• All delivery costs must be included in the bid price.

• Mandatory documents: CSD registration proof, Valid Tax Clearance Certificate or Tax PIN, SANAS-accredited B-BBEE Certificate or Sworn Affidavit.
• Submit your SARS Tax Compliance Status PIN or printed TCS certificate.
• For consortia/joint ventures, each party must submit separate TCS/PIN/CSD documentation.
• If no TCS PIN is available but registered on CSD, provide your CSD number.
• Bidders must complete and sign SBD 1, SBD 3.3, SBD 4, and SBD 6.1.
• No bids will be accepted from persons in the service of the state or companies with directors/members in the service of the state.
• Foreign suppliers must complete a questionnaire; if answer is 'no' to all questions, no SARS PIN is required.

• Submit a SANAS-accredited B-BBEE Certificate or Sworn Affidavit.
• Specific goals for preference points: 100% Black Women Ownership (10 points) and 100% Black Youth Ownership (10 points) under the 80/20 system.
• Use SBD 6.1 form to claim preference points.

• The successful bidder must sign a written contract form (SBD7).
• The bid is subject to the Preferential Procurement Policy Framework Act, General Conditions of Contract, and any special conditions.
• Bidders must submit proof of authority to sign the bid (e.g., company resolution).
• Failure to comply with submission or tax requirements may render the bid invalid.

• All project information must be handled confidentially in compliance with POPIA and FDC security policies.
• The appointed service provider will report to the ICT Manager and provide monthly progress reports, risk logs, and milestone sign-offs.

• Bids must remain open for acceptance for 120 days after the closing date.
• Foreign suppliers must complete a questionnaire to determine tax registration requirements.
• Minimum bidder requirements: proven EDRMS experience, knowledge of National Archives compliance, availability of qualified records management specialists, and adequate technical capacity.

• The 80/20 preference point system applies (80 points for price, 20 for specific goals).
• Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals points are awarded for Black Women Ownership and Black Youth Ownership.