Implementation and support of the meeting management tool (RFP 2026/33)

Sasria SOC Limited invites proposals for the implementation, maintenance, and support of a Meeting Management Solution for 36 months with an option to extend for 24 months. The solution will replace the current BoardPAC platform. The RFP consists of Parts 1-6 and Annexures A-D, plus standard bidding documents. Bidders consent to processing of personal information under POPIA.

Release of RFP: 19 October 2026

Last day of enquiries: 04 November 2026

Responses to enquiries: 06 November 2026

Closing date and time: 11 November 2026 at 12h00

No compulsory briefing or site visit is scheduled. Sasria may conduct site visits at bidder's offices or client sites if required.

Queries and clarifications:

• Method: via the Sasria Online Tender Portal (https://procurement.sasria.co.za/), under 'Queries'.

Registration assistance:

• Email: [email protected]

Sasria head office:

36 Fricker Road

Illovo

Sandton

Johannesburg

Submission method: via Sasria's Online Tender Portal only. Hand-delivered, posted, emailed, or faxed proposals will not be accepted.

Submission link: https://procurement.sasria.co.za/

Closing date and time: 11 November 2026 at 12h00

Registration: Bidders must register on the portal before the closing date and time. For registration assistance, email [email protected].

File limits: Maximum 4MB per file; each Schedule limited to 30MB. All four Schedules must be completed to submit.

Returnable Schedules:

• Schedule 1: Executive Summary and Annexure B (duly completed and signed).
• Schedule 2: All documents from Part 6 (except Annexure B), CSD report, B-BBEE certificate or sworn affidavit, and any consortium/JV or subcontracting agreements.
• Schedule 3: Technical Proposal.
• Schedule 4: Financial/Price Proposal.

Required standard forms (must be completed, signed, and submitted):

• SBD 1 (Invitation to Bid): the entire RFP document filled and signed.
• SBD 4 (Disclosure and Declaration): discloses any interest or connection with the state.
• SBD 6.1 (Preference Points Claim): claims preference points under the PPPFA.

Annexures required:

• Annexure A: Confidentiality and Non-Disclosure Agreement.
• Annexure B: Acceptance of Bid Conditions and Bidder's Details.
• Annexure C: Shareholder Information.
• Annexure D: Bidder's Experience and Proposed Project Team.

Disqualification risks:

• Failure to submit any required document may lead to immediate disqualification.
• Late submissions are not accepted; Sasria takes no responsibility for technical delays.
• Bids not submitted via the portal are not considered.

Required documents:

• SBD 1 (Invitation to Bid).
• SBD 4 (Disclosure and Declaration).
• SBD 6.1 (Preference Points Claim).
• Annexure A: Confidentiality and Non-Disclosure Agreement.
• Annexure B: Acceptance of Bid Conditions and Bidder's Details.
• Annexure C: Shareholder Information.
• Annexure D: Bidder's Experience and Proposed Project Team.

Submission format:

• Schedule 1: Executive Summary and Annexure B.
• Schedule 2: All documents from Part 6 (except Annexure B), CSD report, B-BBEE certificate/affidavit, and any consortium/JV or subcontracting agreements.
• Schedule 3: Technical Proposal.
• Schedule 4: Financial/Price Proposal.

Failure to submit any required document may lead to disqualification.

Evaluation is in three levels:

Level 1 – Governance Verification (compliance check):

• Proof of CSD registration and tax compliance.
• Valid B-BBEE certificate or sworn affidavit.
• Completed standard bidding documents and annexures.
• Technical and financial proposals submitted.
• Failure to comply may lead to disqualification.

Level 2 – Technical Evaluation (in three phases):

• Phase 1 – Mandatory requirements: OEM accreditation letter confirming the bidder is the owner or authorised reseller of the proposed meeting management solution in South Africa. Non-compliance results in automatic disqualification.
• Phase 2 – Technical criteria (100 points total):
• Detailed user requirements: 50 points (comprehensive compliance = 50, majority = 35, partial = 15, non-compliance = 0).
• Project plan: 25 points (all five areas = 25, four areas = 17.5, three areas = 7.5, two or fewer = 0).
• Project Technical Lead experience: 10 points (more than 8 years with IT degree NQF7 = 10, 4-7 years with IT diploma NQF6 = 7, 2-3 years = 3, less than 2 years = 0).
• Bidder's experience: 15 points (3+ reference letters = 15, 2 = 10.5, 1 = 4.5, 0 = 0).
• Minimum qualifying score: 70 points.
• Phase 3 – Solution Demonstration (100 points):
• 90-100% of requirements met = 100 points.
• 80-89% = 80 points.
• 70-79% = 70 points.
• Below 70% = 0 points.
• Minimum qualifying score: 70 points.

Level 3 – Preference Point System:

• Price: 80/90 points.
• Specific goals: 20/10 points.
• Total: 100 points.

Sasria requires the implementation, maintenance, and support of a secure Meeting Management Solution to replace the current BoardPAC platform. The solution must support end-to-end preparation, distribution, review, annotation, approval, audit logging, retention, and governance of Board, Executive Committee, and other committee packs.

Scope of work includes:

• Data discovery, validation, security, and reporting.
• Solution design, configuration, branding, and licensing.
• Data extraction, cleansing, migration, reconciliation, and formal sign-off from the incumbent solution.
• Configuration of committees, meetings, permissions, templates, workflows, notifications, retention rules, and audit controls. Cloud deployment preferred.
• Integration with Microsoft 365, SharePoint, and approved identity services.
• Functional, integration, security, performance, failover, backup/restore, migration, and user acceptance testing.
• Training, change management, and role-based access management.
• Production deployment, ongoing support, maintenance, upgrades, patches, and continuous service improvement.
• Contract exit, data return, secured deletion, transition support, and handover.

Functional requirements:

• Meeting and pack administration (FR1-FR7): create/manage meeting workspaces, agendas, pack compilation with approval workflows, version history, drag-and-drop, notifications, and AI functionality with role-based access.
• Member review and collaboration (FR7-FR12): secure online/offline access, annotations, highlights, bookmarks, comments, auto-save/sync, recovery/version history, consistent rendering of Word/PowerPoint/Excel/PDF, accessibility features.
• Governance, decisions, and records (FR13-FR18): record attendance, apologies, declarations of interest, resolutions, decisions, voting, action items; immutable audit trails; configurable retention/archival/legal hold; reports and dashboards; export in open formats.

Non-functional requirements (NFR01-NFR11):

• Encryption in transit and at rest.
• Microsoft Entra ID/Azure AD integration, MFA, role-based least-privilege access.
• Separation of duties.
• Comprehensive security logging, monitoring, and alerting.
• Secure software development, vulnerability management, and patching.
• Data residency and sub-processors must be disclosed and approved.
• POPIA compliance.
• Backup, restore, disaster recovery, and business continuity with tested RPO/RTO.
• No use of Sasria data for model training or secondary purposes without written approval.
• Secure configuration standards.
• Prompt notification of security incidents.

Audit trail requirements:

• Record username, date/time, field name, before/after values, effective date, and source (Direct/Web/Mobile App).
• Audit logs stored in a separate database.

Integration requirements:

• Microsoft Entra ID/Azure AD single sign-on.
• Multi-factor authentication.
• Microsoft 365/Outlook calendar integration.
• Teams meeting link or invite integration.
• SharePoint or OneDrive integration.
• Email notifications and reminders.

Data migration and transition:

• Provide a detailed discovery and migration plan covering data sets, metadata, meeting histories, committee structures, users, permissions, packs, documents, annotations, audit logs, and retention attributes.
• Perform at least one mock migration and reconciliation before final cutover.
• Define acceptance criteria, exception handling, rollback, freeze periods, and reconciliation reports.
• Maintain chain of custody, encryption, restricted access, and complete migration logs.
• Provide a coexistence or parallel-running approach where required.
• Obtain formal business and technical sign-off before decommissioning the incumbent solution.

Contract duration: 36 months with an option to extend for a further 24 months. Implementation period preferably 1-2 months; solution fully operational from month 3.

Implementation approach: The bidder must provide a detailed and practical project plan covering:

• Work Breakdown Structure (WBS)
• Project milestones
• Duration and timelines
• Resource allocation to tasks
• Project phases

Scoring: All five areas = 25 points, four areas = 17.5 points, three areas = 7.5 points, two or fewer = 0 points.

Data migration: Provide a detailed discovery and migration plan, perform at least one mock migration, define acceptance criteria, exception handling, rollback, freeze periods, and reconciliation reports. Maintain chain of custody, encryption, restricted access, and complete migration logs. Provide a coexistence or parallel-running approach where required. Obtain formal sign-off before decommissioning the incumbent solution.

Project Technical Lead:

• Must have experience in implementing the proposed Meeting Management Solution.
• Submit a comprehensive CV detailing role, responsibilities, project involvement, and relevant professional certifications.
• Scoring: More than 8 years relevant experience with IT degree or similar at NQF level 7 = 10 points; 4-7 years with IT Diploma or similar at NQF level 6 = 7 points; 2-3 years = 3 points; less than 2 years = 0 points.

Bidder's experience:

• Must provide three (3) relevant reference letters from clients where the proposed solution was implemented.
• Letters must be on client letterhead, signed, include a contactable telephone number, and not be older than five (5) years.
• Scoring: 3+ letters = 15 points, 2 = 10.5 points, 1 = 4.5 points, 0 = 0 points.

Testing requirements: Functional, integration, security, performance, failover, backup/restore, migration, and user acceptance testing.

Deliverables: Test plan and test completion report, UAT support and sign-off.

Audit trail: Must record username, date/time, field name, before/after values, effective date, and source. Audit logs stored in a separate database.

Service levels: Measurable service levels required; support via ticket logging.

Financial proposal must be VAT exclusive and in ZAR.

Pricing model:

• 5.1 Implementation Costs: rate per hour, number of hours, total cost.
• 5.2 Software Costs: type of user, number of licenses (50 per year for Years 1-3), unit price, total cost.
• 5.3 Post-Implementation Support and Maintenance: monthly/annual hours, rate per hour, monthly fee, annual cost for three years.
• 5.4 Total Bid Price: sum of subtotals.

Price Declaration Form: Bidder states total amount in words and figures, confirms price covers all activities, no additional costs, holds offer for 150 days, and will commence work when required.

All prices must be VAT exclusive and quoted in South African Rand (ZAR).

Pricing model:

• 5.1 Implementation Costs: rate per hour, number of hours, total cost (VAT excl.).
• 5.2 Software Costs: type of user, number of licenses (50 per year for Years 1-3), unit price, total cost (VAT excl.).
• 5.3 Post-Implementation Support and Maintenance: monthly/annual hours, rate per hour, monthly fee, annual cost for three years. Support billed on time and material basis via ticket logging.
• 5.4 Total Bid Price: sum of subtotals (VAT excl.).

Price Declaration Form:

• Bidder must state the total amount in figures and words (VAT excl.).
• Confirms the price covers all activities in the scope of work and that Sasria will incur no additional costs.
• Offer must remain valid for 150 days after the closing date.

Payments will be linked to specified deliverables after approval by Sasria.

Sasria may consider the National Treasury Instruction on Cost Containment Measures (consultancy rates) where relevant.

CSD registration: Proof of registration with the Central Supplier Database confirming tax compliance status.

Tax compliance: Must be tax compliant with SARS.

B-bbee:

• Valid B-BBEE certificate, valid sworn affidavit, or valid specialised entity sworn affidavit required.
• EME (annual turnover less than R10 million): affidavit confirming annual total revenue and level of black ownership.
• QSE (annual turnover up to R50 million) with 51% or more black beneficiaries: affidavit confirming annual total revenue and level of black ownership.
• Consortium/Joint Venture: valid consolidated B-BBEE certificate or affidavit and signed consortium/JV agreement.
• Prime Contractor with Subcontractor(s): B-BBEE certificates or affidavits for both, plus signed subcontracting agreement.
• Individual bidder: valid B-BBEE certificate or sworn affidavit.

Standard bidding documents (must be completed and signed):

• SBD 1 (Invitation to Bid).
• SBD 4 (Disclosure and Declaration).
• SBD 6.1 (Preference Points Claim).

OEM accreditation: Must submit an OEM accreditation letter confirming the bidder is the owner or authorised reseller of the proposed meeting management solution in South Africa. Non-compliance results in automatic disqualification.

Other compliance:

• Must not appear on National Treasury's restricted/defaulters register.
• Must not be prohibited from doing business with the state.
• Must sign the Confidentiality and Non-Disclosure Agreement (Annexure A).
• Consent to processing of personal information under POPIA.

Transformation: Sasria encourages partnerships with majority black-owned entities (51% black owned and controlled) and SMMEs. Bidders must submit a partnership/subcontracting proposal detailing the portion of work to be outsourced, level of involvement of the black-owned partner, and where relevant, a consolidated B-BBEE scorecard.

Preference points system:

• Price: 80/90 points.
• Specific goals: 20/10 points.

Specific goals points:

• EME or QSE (at least 51% black owned): 15 points (valid sworn affidavit or B-BBEE certificate).
• Generic enterprise: 10 points (valid B-BBEE certificate).
• Generic enterprise subcontracting at least 20% of contract to an EME or QSE that is at least 51% black owned: 15 points (valid B-BBEE certificate, signed subcontracting agreement, and sworn affidavit for the subcontractor).
• Additional 5 points if the tenderer is at least 51% black owned (valid B-BBEE certificate or sworn affidavit).

Failure to submit proof may result in preference points not being allocated.

Contract duration: 36 months with an option to extend for a further 24 months, subject to support and performance reviews.

Contractual commitment: No commitment exists until a formal written agreement is executed. Preferred bidder status gives no enforceable rights. Sasria may cancel the RFP at any time prior to agreement.

Sasria's rights: May amend bid conditions, award in whole or part, award to multiple bidders, negotiate with shortlisted bidders, not accept the lowest price, conduct site visits, request additional information, and restrict a company or person from doing business with the state for up to 10 years.

Confidentiality: All bidders must sign the Confidentiality and Non-Disclosure Agreement (Annexure A).

Dispute resolution: Disputes to be resolved through negotiation, then mediation, then arbitration under AFSA rules in Sandton.

Domicilium: Sasria's address for notices is 36 Fricker Road, Illovo, Sandton, Johannesburg; postal address P.O. Box 653367, Benmore, 2010; fax (011) 447 8624.

Proposal costs: All costs incurred by the bidder are borne exclusively by the bidder.

Validity period: Proposals must remain valid for at least 150 days after the closing date.

Ethical dealings: Bidder confirms no unethical business practices and warrants adherence to ethical standards.

Reasons for disqualification: Failure to provide tax compliance proof, incomplete or fraudulent information, canvassing/collusion/lobbying, fraudulent acts, reputational/financial/operational risk, appearing on National Treasury's restricted/defaulters register, prohibited from doing business with the state, dishonest or bad faith conduct.

Special instructions: If a bidder believes the functional requirements are not open/fair or are written for a particular bidder, they must notify Sasria Procurement within five (5) days after publication of the RFP.

Mandatory requirements:

• Proof of tax compliance (CSD report).
• Valid B-BBEE certificate or sworn affidavit (EME/QSE specifics apply).
• Completed standard bidding documents (SBD 1, SBD 4, SBD 6.1).
• Technical proposal.
• Financial/price proposal.
• OEM accreditation letter confirming the bidder is the owner or authorised reseller of the proposed solution in South Africa.

Failure to comply with any mandatory requirement may lead to disqualification.

Evaluation process:

• Level 1 – Governance Verification: compliance check.
• Level 2 – Technical Evaluation: Phase 1 mandatory requirements (OEM accreditation), Phase 2 technical criteria (minimum 70 points), Phase 3 solution demonstration (minimum 70 points).
• Level 3 – Preference Point System: price and specific goals.

Technical evaluation criteria:

• Detailed user requirements: 50 points.
• Project plan: 25 points.
• Project Technical Lead experience: 10 points.
• Bidder's experience with reference letters: 15 points.
• Threshold: 70 points.

Solution demonstration:

• 90-100% of requirements met = 100 points.
• 80-89% = 80 points.
• 70-79% = 70 points.
• Below 70% = 0 points.
• Minimum 70 points to proceed.