Supply and implementation of snapcomms internal employee communication platform for hsrc

Technical enquiries: Email [email protected] for the attention of Mr Themba Mnisi.

Submit the following documents as part of your bid:

• Company profile
• Detailed solution proposal outlining how the SnapComms platform meets HSRC requirements
• Technical specifications of the proposed platform
• Hosting and security information, including compliance with POPI Act and GDPR
• Implementation methodology, including timelines and key milestones
• Pricing proposal with clear breakdown of costs
• Demonstration capability or product presentation materials (e.g., demo access, slides, or videos)

Mandatory requirements for qualification:

• Must be a South African service provider.
• Must be an authorized reseller or partner of Everbridge Europe Limited for the SnapComms platform. Proof of authorization (e.g., letter of confirmation) is required.

Evaluation focus areas:

• Capability to deliver all specified functional and technical requirements (e.g., multi-channel communication, analytics, security).
• Compliance with POPI Act and GDPR data security and privacy standards.
• Quality and completeness of the submission, including company profile, solution proposal, technical specs, pricing, and implementation plan.

Platform requirement:

• SnapComms cloud-based employee communication solution.

Core communication features:

• Desktop pop-up alerts, scrolling desktop tickers, and screensavers.
• Emergency notification capabilities for high-priority alerts.
• Mobile communication functionality (compatible with smartphones and tablets).
• Surveys, quizzes, and digital signage support.
• Multi-channel communication (desktop, tablet, smartphone).

Message management:

• Centralised content creation and management via SnapComms Content Manager.
• Scheduled and real-time messaging capabilities.
• Targeted messaging to specific employee groups (e.g., by department, office, or user group).
• Read receipt and acknowledgement tracking for sent messages.
• Escalation capabilities for urgent or unacknowledged communication.

Reporting and analytics:

• Message delivery reporting (e.g., success/failure rates).
• Engagement analytics (e.g., interaction metrics).
• Readership statistics (e.g., open rates, time spent).
• Survey and participation reporting.
• Exportable reporting dashboards for custom analysis.

Security and hosting:

• Cloud-based hosting with secure infrastructure.
• Secure user authentication mechanisms.
• Compliance with POPI Act and GDPR for data security and privacy.
• No VPN required for remote user access.
• High availability and operational resilience (minimal downtime).

Implementation and support:

• System implementation, configuration, and customization.
• User onboarding and training for HSRC staff.
• Technical support and maintenance for the duration of the contract.
• Service level commitments (e.g., response times, uptime guarantees).
• Dedicated account management for ongoing assistance.

Scalability and integration:

• Support for approximately 600 users across HSRC’s national offices and remote environments.
• Ability to integrate with existing enterprise systems (e.g., Microsoft Teams, MS Outlook).
• Enterprise-grade reliability and uptime to ensure continuous operation.

Mandatory compliance:

• Must be an authorized reseller or partner for Everbridge Europe Limited for the SnapComms platform. A confirming letter from Everbridge is required as proof.

Data protection:

• Solution must fully comply with the Protection of Personal Information (POPI) Act and General Data Protection Regulation (GDPR) for data security and privacy.

Price must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is calculated at the time of bid invitation and includes all applicable taxes.

Bidders must complete the SBD 6.1 Preference Points Claim Form as part of their tender submission. Compliance requirements include:

• Submission of proof/documentation to claim preference points for specific goals (e.g., B-BBEE status, ownership details).
• Certification that the information provided is true and correct.
• Acknowledgment that failure to substantiate claims or fraudulent claims may result in:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages incurred by the organ of state.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years.
• Criminal prosecution.

Company/firm details required:

• Name of company/firm.
• Company registration number.
• Type of company (e.g., Partnership, Close Corporation, (Pty) Ltd, Non-Profit Company, etc.).
• Authorized signature and declaration.

Preference points for specific goals are awarded as per Table 1 in the SBD 6.1 form. Bidders must indicate their claimed points for each applicable system (80/20 or 90/10).

Contractual terms include:

• Bidders must certify that all information provided is true and correct.
• Preference points claimed must align with the General Conditions of the tender.
• The organ of state (HSRC) may require documentary proof to verify claims before or after contract award.
• Consequences of fraudulent claims or non-fulfillment of contract conditions include:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years (after due process).
• Criminal prosecution if necessary.
• Bidders must specify their company type (e.g., Partnership, Sole Proprietorship, (Pty) Ltd, etc.).

For income-generating contracts, price scoring uses the formula: Ps = 80(1 + (Pt−Pmax)/Pmax) or Ps = 90(1 + (Pt−Pmax)/Pmax), where Pmax is the highest acceptable tender price.