Integrated delivery management capability – 6 month RFQ (PRASA)

Closing date: 2 October 2026 at 10:00

No briefing session will be held.

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

• Completed and signed RFQ returnable schedules, declarations and all applicable Standard Bidding Documents (SBDs), including Commissioner of Oaths signatures where required.
• Signed Joint Venture, Consortium, Subcontracting or Partnering Agreement, where applicable; if not applicable, state 'Not applicable'.
• Valid B-BBEE certificate (SANAS-accredited) or applicable sworn affidavit for EME/QSE; combined certificate for a JV/consortium.
• Central Supplier Database (CSD) registration number or CSD registration report.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents.
• Copies of directors' identity documents.
• All five mandatory key resources: signed availability confirmation, completed Annexure B, CVs, certified qualifications and relevant certifications.
• Three contactable client reference letters on client's letterhead, one per reference, using Annexure C template.
• Resource CV cover form (Annexure D) for each mandatory resource.
• Resource-loaded work plan aligned to the milestones in section 4.

Disqualification risks:

• Failure to submit any mandatory compliance document (Stage 1A) results in automatic disqualification.
• Failure to submit any basic compliance document (Stage 1B) may result in disqualification; PRASA may request the outstanding document within a specified period (e.g., seven days).
• Failure to submit or meet any mandatory technical requirement (Stage 1C) results in automatic disqualification.
• Bidders scoring below 70/100 in Stage 2 will not proceed to Stage 3.

Submission method: Not specified in the document. Closing date: 2 October 2026 at 10:00.

Evaluation stages:

• Stage 1A - Mandatory Compliance (Substantive Responsiveness): Failure to submit any mandatory document results in automatic disqualification.
• Stage 1B - Basic Compliance (Administrative Responsiveness): Failure to submit may result in disqualification; PRASA may request outstanding documents within a specified period (e.g., seven days).
• Stage 1C - Mandatory Technical Compliance: Failure to submit or meet any mandatory technical requirement results in automatic disqualification.
• Stage 2 - Technical/Functionality: Minimum threshold is 70 points out of 100. Bidders scoring below the threshold will not proceed to Stage 3.
• Stage 3 - Pricing and Specific Goals: 80/20 preference point system applies. Maximum 80 points for price and 20 points for specific goals.

Stage 2 scoring (total 100 points):

• Relevant Company Experience: 40 points. Scoring bands: 0 compliant references = 0 points; 1 = 1 point; 2 = 2 points; 3 = 3 points; 4 = 4 points; 5 = 5 points.
• Capability of Key Resources: 40 points. Scoring bands: 0 compliant resources = 0 points; 1 = 1 point; 2 = 2 points; 3 = 3 points; 4 = 4 points; 5 = 5 points.
• Technical Approach and Implementation Methodology: 20 points. Scoring bands: no approach = 0 points; addresses 1-2 elements = 1 point; 3-4 = 2 points; 5-6 = 3 points; 7-8 = 4 points; 9-10 = 5 points.

Stage 3 - Price formula: Ps = 80 [1 - ((Pt - Pmin) / Pmin)], where Ps = points for price, Pt = price under consideration, Pmin = price of lowest acceptable quotation.

Specific goals (20 points total, 4 points each):

• Black Women Owned (certified copies of owners' identity documents)
• Black Youth Owned (certified copies of owners' identity documents)
• Owned by Black People with Disabilities (certified copies of owners' identity documents and medical practitioner's confirmation of disability)
• B-BBEE Contributor Status Level 2 or better (valid B-BBEE certificate or applicable affidavit)
• EME or QSE with at least 51% Black Ownership (audited annual financial statements and/or valid B-BBEE certificate or applicable affidavit)

Scope: Provision of an integrated Delivery Management capability for PRASA ICT programmes and projects over six (6) months (24 weeks).

The service provider must deliver an embedded multidisciplinary team working with the Group CIO, ICT PMO, EPMO, ICT leadership, business owners, Finance, Supply Chain Management and governance structures.

Key activities:

• Mobilisation and portfolio baseline: confirm engagement charter, review active and planned ICT portfolio, establish verified baseline, agree 30-, 60- and 90-day stabilisation plan.
• Portfolio governance and delivery controls: establish integrated governance model, define standard minimum controls, maintain integrated portfolio plan, support weekly delivery reviews and monthly executive reporting.
• Executive delivery leadership and intervention: provide CIO-level leadership, lead focused interventions on delayed or high-risk initiatives, coordinate cross-functional resolution, prepare executive briefs.
• Integrated planning, monitoring and reporting: consolidate project plans into integrated portfolio schedule, implement dashboards, validate reported progress, track corrective actions, build PRASA capability.
• ICT value realisation and procurement coordination: review business cases, define benefit owners and measures, maintain value and benefits register, track expenditure, support procurement preparation, provide monthly value-realisation reporting.
• Change management, stakeholder readiness and adoption: conduct assessments, develop change plan, produce change collateral, measure readiness and adoption.
• Delivery administration and governance secretariat: coordinate meetings, maintain controlled repositories, provide weekly administrative reporting.
• Capability transfer, close-out and handover: assess capability gaps, develop sustainable operating guide, complete final portfolio health assessment, provide handover pack.

Scope boundaries:

• PRASA retains all statutory, fiduciary, procurement, financial and governance decision-making authority.
• Service provider may support procurement preparation but may not act as PRASA's delegated bid committee or approval authority.
• System development, infrastructure implementation, managed ICT operations and software licensing are not included.
• Service provider may not commit PRASA to expenditure, contract changes or supplier instructions.
• Work outside approved portfolio priorities requires written approval through formal change control.

Deliverables (with target weeks):

1. Mobilisation, Inception Report and Portfolio Baseline (Weeks 1-2)
2. Delivery Governance and Integrated Control Framework (Week 4)
3. Portfolio Stabilisation and Priority Recovery Plans (Week 8)
4. Value Realisation, Financial and Procurement Control Pack (Week 12)
5. Integrated Change, Stakeholder and Adoption Pack (Week 16)
6. Portfolio Performance and Executive Reporting Pack (Week 20)
7. Capability Transfer and Sustainable Operating Guide (Week 22)
8. Final Portfolio Health Assessment, Handover and Close-out (Week 24)

All deliverables must be PRASA-specific, practical, internally consistent, version-controlled, auditable and suitable for use in PRASA's governance structures. Generic, uncustomised templates or unsupported status reporting will not be accepted.

Alignment to standards: PMI/PMBOK, PRINCE2, Agile, hybrid and stage-gate practices, COBIT, ITIL, benefits and value-management practices, PRASA ICT governance, PMO, enterprise architecture, cybersecurity, change, release and CAB processes, PRASA SCM, Finance, Legal and records-management requirements, and applicable legislation (PFMA, PPPFA, POPIA, National Treasury requirements).

Key resources (mandatory, five roles):

1. Delivery Management Lead: NQF Level 8 in IT, Computer Science, Information Systems, Engineering, Business Administration, Commerce or related; PMP, PgMP, PRINCE2 Practitioner, MSP, SAFe or equivalent; minimum 15 years' ICT leadership/programme/portfolio delivery experience including at CIO/executive level.
2. Change Management Specialist: NQF Level 7 degree in Education; recognised project-management certification; minimum 8 years' organisational change experience, including at least 5 years supporting ICT/digital transformation projects.
3. ICT Value Realisation and Procurement Specialist: NQF Level 7 in Finance, Accounting, Commerce, Supply Chain Management, Procurement, Information Systems, Business Administration or related; CIPS, SAICA, SAIPA, CIMA, ACCA, PMP or equivalent; minimum 8 years' experience in ICT investment planning, value/benefits realisation, financial management, commercial management or procurement.
4. Delivery Administrator: Certificate in Finance, Project Administration or related; project administration, Finance or related certification; minimum 5 years' programme/project/PMO administration in complex ICT environment.
5. Business Analyst: NQF Level 7 qualification and relevant certification in business analysis; minimum 5 years' experience in business analysis and documentation of requirements in technology projects.

All five key resources must be available for the full six-month contract period and may not be replaced without PRASA's prior written approval; replacements must have equivalent or higher qualifications and experience.

Service level requirements:

• Maintain detailed integrated delivery plan, risk and issue register, action and decision logs, dependency register and weekly written status report.
• All four nominated key resources (note: document states four but lists five) must be available for the duration and attend relevant workshops, delivery reviews and governance sessions.
• Monthly milestone deliverables must be submitted in time for PRASA review and include at least two structured review and revision cycles where required.
• Consolidated PRASA comments must be acknowledged within one business day and an agreed response or revised deliverable provided within three business days, unless otherwise agreed.
• All working papers, data models, registers, templates, reports, collateral and final artefacts become PRASA property upon payment.
• Preserve confidentiality, comply with PRASA security and access requirements, obtain approval before sharing PRASA information externally.
• Any deviation from approved scope, timeline, key resources, milestones or approach must be submitted through formal change control and approved in writing by PRASA.

Payment will be milestone-based and linked to formal written acceptance of the deliverables stated in the RFQ.

Pricing: The 80/20 preference point system applies; price is scored out of 80 points using the formula Ps = 80 [1 - ((Pt - Pmin) / Pmin)].

No bid security, bonds, guarantees, retention or turnover requirements are stated in the document.

Mandatory compliance (Stage 1A):

• Completed and signed RFQ documentation, declarations and all applicable SBDs, including Commissioner of Oaths signatures where required.
• Signed JV/consortium/subcontracting/partnering agreement, where applicable.

Basic compliance (Stage 1B):

• Valid B-BBEE certificate (SANAS-accredited) or applicable sworn affidavit for EME/QSE; combined certificate for JV/consortium.
• Central Supplier Database (CSD) registration number. Bidders not registered on CSD may be afforded 14 days after closing date to register, subject to PRASA procurement requirements.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents.
• Copies of directors' identity documents.

Mandatory technical compliance (Stage 1C):

• Submit all five mandatory key resources with signed availability confirmation, completed Annexure B, CVs, certified qualifications and certifications.
• Delivery Management Lead must meet NQF Level 8, 15 years' experience with executive-level experience.
• Change Management Specialist must hold NQF Level 7 degree in Education and project-management certification.

B-BBEE specific goals (Stage 3, 20 points):

• Black Women Owned (4 points)
• Black Youth Owned (4 points)
• Owned by Black People with Disabilities (4 points)
• B-BBEE Contributor Status Level 2 or better (4 points)
• EME or QSE with at least 51% Black Ownership (4 points)

References: Three mandatory references, each relating to delivery management, programme or portfolio management, a transformation office or comparable multidisciplinary ICT delivery assignment completed within the last ten years. Each reference must have a signed client reference letter on the client's letterhead.