Maintenance and support of the rsr's business applications (c#/.NET, SQL server, sharepoint) on an as-and-when-required basis for 12 months

Returnable document:

• SBD 4 (Bidder's Disclosure): must be completed and signed — declares any state employment, service or other interest held by the bidder, its directors, trustees, shareholders, members or controlling-interest holders, and any relationship with employees of the procuring institution, and confirms the bid was prepared independently.

Disqualification risks:

• Appearance on the Register for Tender Defaulters or the List of Restricted Suppliers.
• A disclosure found to be untrue or incomplete.

Purpose

• Appoint a service provider for 12 months to maintain and support RSR's business applications on an as-and-when-required basis, starting from an agreed commencement date.
• Work is allocated according to actual operational requirements and needs prior written authorisation from RSR.

Background

• RSR oversees and enforces railway safety performance in South Africa, including the operations of railway operators from neighbouring states entering the country.
• Its application estate combines bespoke systems and commercial off-the-shelf solutions that automate workflows and support regulatory operations, corporate services, finance, human resources and enterprise information management.
• The systems are mostly web-based, developed on Microsoft C# and the .NET Framework, with Microsoft SQL Server for databases and Microsoft SharePoint Online hosted in Microsoft 365.
• The ICT Department needs specialist external expertise for application incidents, defect resolution and maintenance work that exceeds its internal capacity.

Closing

• 27 October 2026 at 15:00.

RFQ date

• 20 October 2026.

No compulsory briefing or site visit is scheduled.

SCM enquiries

• Name: Ms Lesego Nkambule
• Role: SCM
• Email: [email protected]

Project manager enquiries

• Name: Mr Evans Namanyana
• Role: Project Manager
• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Method

• Email submission to [email protected].
• Closing: 27 October 2026 at 15:00. Late responses are not accepted.

Quotation

• A comprehensive quotation with all prices inclusive of VAT.
• Priced on the prescribed schedule: unit rate per hour for support and maintenance of RSR business applications across scope items 3.1 to 3.8.

Returnable documents

• National Treasury CSD registration report.
• Tax PIN and tax clearance certificate.
• Completed and signed National Treasury Standard Bidding Documents (SBD) forms issued with the RFQ — signing binds the bidder to the declarations each form carries, including interest disclosure, independent price determination and any preference points claimed.
• Valid B-BBEE certificate, or a sworn affidavit stating the financial year period it covers.
• CIPC company registration documents.
• Identity document copy for each company owner.
• At least three reference letters (client name, contact person, email, telephone, services rendered and the engagement period).
• CV of one developer with at least 8 years' experience in the listed technologies.
• Certified copies of the developer's NQF Level 7 or higher qualification, not older than 6 months.
• Medical certificate, SASSA registration (where applicable) and NCPPDSA registration — only when claiming points for ownership by persons with disabilities.

Disqualification risks

• Any mandatory requirement not met — the quotation will not be considered.
• Certified qualification copies missing or older than 6 months.
• A claimed specific goal without the supporting proof earns no preference points for that goal.

Administrative and compliance documents to submit

• National Treasury CSD registration report.
• Comprehensive quotation with all prices inclusive of VAT.
• Tax PIN and tax clearance certificate.
• Completed and signed National Treasury Standard Bidding Documents (SBD) forms.
• Valid B-BBEE certificate or valid sworn affidavit, showing the financial year period it covers.
• Valid CIPC company registration documents.
• Identity document copy for each company owner.
• Valid medical certificate, valid SASSA registration (where applicable) and valid NCPPDSA registration — only where points are claimed for ownership by persons with disabilities.
• Three reference letters, the developer's CV, and certified copies of the developer's NQF Level 7 qualification no older than 6 months.

Consequence

• Documents that are missing or invalid for a claimed specific goal mean no preference points are awarded for that goal.

System: 80/20 preference point system under the PPPFA and the Preferential Procurement Regulations 2022, applicable to acquisitions up to R50 million including all applicable tax.

Points split

• Price: maximum 80 points.
• Specific goals: maximum 20 points.

Minimum qualifying score: none stated.

Specific goal points, for an EME or QSE at least 51% owned by the relevant group

• Black people: 10 points.
• Black women: 5 points.
• Youth: 3 points.
• Persons with disabilities: 2 points.

Application

• Points are awarded only where the proof of claim for that goal is submitted; without proof no points are scored.
• Mandatory requirements operate as a pass/fail gate before price is considered.

Appointment: one service provider for 12 months to maintain and support RSR's business applications on an as-and-when-required basis from an agreed commencement date.

• Work is assigned against actual operational needs and each assignment requires prior written authorisation by RSR.

Technology environment

• Predominantly web-based applications developed on Microsoft C# and the .NET Framework.
• Microsoft SQL Server as the database platform, and Microsoft SharePoint Online within the Microsoft 365 environment.
• A mix of bespoke and commercial off-the-shelf systems supporting regulatory operations, corporate services, finance, human resources and enterprise information management.
• The ICT Department requires specialist capacity beyond its internal skills to handle incidents, defects and maintenance.

Deliverables

• Functional and technical support and maintenance.
• Database upgrades, service packs, patching, health checks, bug fixes and general maintenance.
• Daily recording of problems and their solutions, change tracking, and monthly or quarterly reporting.
• Review and update of existing system documentation — source code, functional specification and technical specification — to align with current business processes.
• Skills transfer to two internal RSR ICT staff so they can provide 2nd and 3rd line support.
• Development of refresher user training material, with assistance in facilitating the training.
• Remote support capability plus call-out services whenever required.
• Connection to RSR's seamless call logging system to handle service requests.

References

• Minimum three reference letters proving delivery of enterprise web-based systems built with C#, VB.NET, F#, Visual Basic, ASP.NET, MVC, Razor Pages, Blazor, Web API or SignalR.
• Each letter must carry the client's name, contact person, email address, telephone number, a description of the related services and the engagement period.
• RSR may contact the referees to verify what is claimed.

Key personnel

• One developer is required, holding a qualification at NQF Level 7 or above and at least 8 years' application development experience in the listed technologies.
• The developer's CV and certified qualification copies must be submitted; certified copies must be less than 6 months old, and missing certified copies disqualify the bid.
• No other team members are required.

Pricing form

• One line item: support and maintenance of RSR's business applications as described in scope items 3.1 to 3.8.
• Unit of measure: per hour.
• The rate must be quoted inclusive of VAT.
• No quantities or bill of quantities are provided; because the work is as-and-when-required, the hourly rate determines the cost of each authorised assignment.

Pricing format

• Priced on the prescribed schedule with a single line item: support and maintenance of RSR's business applications as specified in scope items 3.1 to 3.8.
• Unit of measure: per hour.
• Rates must be quoted inclusive of VAT, and the quotation as a whole must be comprehensive and VAT inclusive.

Volume

• No quantities or bill of quantities are given; services are rendered as-and-when-required, so the quoted hourly rate governs the cost of each assignment.

Mandatory requirements (pass/fail — failing any one means the quotation is not considered)

• Minimum three relevant reference letters demonstrating delivery of enterprise web-based systems in any of C#, VB.NET, F#, Visual Basic, ASP.NET, MVC, Razor Pages, Blazor, Web API or SignalR. Each letter must give the client's name, contact person, email address, telephone number, a description of the related services and the period from yyyy/mm/dd to yyyy/mm/dd. RSR may contact referees to verify.
• Certified copies of the developer's qualification at NQF Level 7 or higher, issued not more than 6 months ago. Missing certified copies disqualify the bid.
• CV of one developer with a minimum of 8 years' application development experience in the listed technologies. Only one developer is required.

Administrative and compliance documents

• Registration on the National Treasury Central Supplier Database (CSD).
• Tax PIN and tax clearance certificate.
• Completed and signed Standard Bidding Documents (SBD) forms supplied with the RFQ.
• Valid B-BBEE certificate or valid sworn affidavit; the affidavit must state the day, month and year of the financial year period it covers.
• Valid CIPC company registration documents.
• Copy of the identity document of the company owner(s).
• Valid medical certificate, valid SASSA registration (where applicable) and valid NCPPDSA registration — required only where points are claimed for ownership by persons with disabilities.
• Proof submitted for a claimed specific goal earns those preference points; anything missing for that goal means no points are awarded for it.

Mandatory requirements — failing any of these means the quotation is not considered

• Minimum three relevant reference letters showing a proven record in enterprise web-based systems built with C#, VB.NET, F#, Visual Basic, ASP.NET, MVC, Razor Pages, Blazor, Web API or SignalR; each letter must name the client, contact person, email, telephone, describe the services rendered and give the engagement dates. RSR may verify with the referees.
• Certified copies of a qualification at NQF Level 7 or higher, not older than 6 months. Failure to submit certified copies leads to disqualification.
• CV of a developer with at least 8 years' experience in the listed technologies. Only one developer is required.

Proof of claim for specific goals

• Documents supporting a claimed specific goal must be valid and submitted, otherwise no points are awarded for that goal.

Basis: 80/20 preference point system under the PPPFA and Preferential Procurement Regulations 2022, applying to acquisitions valued at R50 million or less including all applicable tax.

• Price: up to 80 points.
• Specific goals: up to 20 points.

Specific goal allocation, for an EME or QSE at least 51% owned by the relevant group

• Black people — 10 points.
• Black women — 5 points.
• Youth — 3 points.
• Persons with disabilities — 2 points.
• A goal is only scored if the supporting proof of claim is submitted.
• Meeting every mandatory requirement is a precondition; shortfalls there end the evaluation of the quotation.