Renewal of convene licenses – national government tender (36 months)

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Returnable Documents: SBD 4: Declaration of interest 3, SBD 6.1: Preferential Procurement Claim Form 3, CSD Central Supplier Database (CSD) Registration Report., SUPPLIER REGISTRATION ON CSD, SBD 1 - Fully completed with required proof (Where applicable), Valid Tax Clearance Certificate(s) and/or proof of application, SBD 4 - Declaration of interest, SBD 6.1: Preferential Procurement Claim Form, Only bidders that have met or exceeded the qualification threshold on technical/ functionality

The Media, Information and Communication Technologies Sector Education and Training

Authority (MICT SETA) is a public entity established in terms of Section 9(1) of the Skills

Development Act (Act No. ). The MICT SETA plays a pivotal role in achieving South

Africa’s skills development and economic growth within the 5 distinct sub-sectors it operates in,

i.e., Advertising, Film and Electronic Media, Electronics, Information Technology, and

Telecommunications.

The MICT SETA has adopted digital transformation initiatives to enhance operational efficiency,

ensure regulatory compliance, and support a paperless working environment. One of the critical

enablers of this digital transition has been the implementation of Convene Board Management

Software, a secure and compliant digital platform for the management of meeting for the

Accounting Authority (AA), and its committees.

Convene has improved governance processes within the AA structures through its rich

functionality which includes the following features, amongst others:

• Uploading of meeting packs, i.e., agenda and meeting documents,
• Ability to add comments and receive responses thus improving efficiencies during

meetings,

• Ability to allow for voting on Board decisions,
• Ability to separate meeting documents for normal meeting and in-committee,
• Ability to allow for review rooms within the system

The current Convene license subscription is due to expire, and its renewal is essential to avoid

disruptions in critical business functions.

Given the proven value and usage across multiple governance structures within MICT SETA, the

renewal of Convene licenses will ensure continuity of services, maintain information security

standards, and uphold the principles of digital governance and efficiency.

The services provider must be a suitable, qualified, and experienced industry partner with high

sense of integrity who will play the role of providing required additional training, maintenance

and support of the Convene system.

MICT/SETA/CONV/04/2026 of 26

MICT SETA Head Office; Supply Chain Management

19 Richards Drive, Gallagher Convention Centre,

Gallagher House, Level 3 West Wing Tel +27 11 207

2600; E-mail: [email protected]

To invite service providers with the necessary expertise and experience to submit

proposals for the renewal of the Convene licenses is to ensure the continued use of

a secure, efficient, and legally compliant board management solution within the MICT SETA.

Convene is a critical enabler of the organization's digital transformation strategy and supports

the seamless execution of governance processes.

The renewal will guarantee uninterrupted access to the platform, thereby maintaining

operational continuity, enhancing governance, and supporting a paperless working

environment.

4. Objectives

The following were identified as objectives for the renewal of the Convene Software Licenses:

4.1. Ensure Business Continuity.

• Maintain uninterrupted access to Convene’s digital meeting management

functionality.

4.2. Enhance Operational Efficiency.

• AI Integration: Introduce Convene AI (AWS Bedrock-powered) for automated minutes,

action items, and enhance decision making quality.

• The below are the AI Capabilities required:

o Real-time AI notetaking and summary generation.

o Meeting Summaries: Instant generation of concise summaries highlighting key decisions,

timelines, and insights from audio/video.

o Auto-detects, suggests, and creates actionable tasks from discussions, assignable with

owners and deadlines.

o Intelligent search/query across meeting archives.

o Decision Support: Analyses files for strategic insights and governance analytics, like

decision trends

o Real-time, secure transcription of discussions, with editable full transcripts available post-

meeting.

o AI Companion/Assistant: In-app chat for querying past meetings, document insights,

technical support, or workflow guidance.

4.3 Promote Compliance and Security.

• To ensure compliance with relevant legislation such as the Electronic Communications

and Transactions Act (ECTA), the Protection of Personal Information Act (POPIA),

Business and ICT governance policies.

4.5 Preserve Audit Trails and Document Integrity.

MICT/SETA/CONV/04/2026 of 26

MICT SETA Head Office; Supply Chain Management

19 Richards Drive, Gallagher Convention Centre,

Gallagher House, Level 3 West Wing Tel +27 11 207

2600; E-mail: [email protected]

• To ensure secure, time-stamped, and traceable records of all documents,

which are critical for audits, reporting, and regulatory compliance.

4.6 Support and maintenance of the solution.

• To provide post renewal support and maintenance of the solution.

4.7 User training.

• Provide user training when required.

4.8 Integration with the following systems:

• MS Team – for embedding calls directly into workflows.
• OneDrive – enable the importing and exporting of documents without leaving

Convene.

• MS Outlook - for scheduling and notifications.
• SigniFlow - for resolutions and approvals.

The winning bidder will be required to do the following:

5.1 Renew the Convene licenses. The MICT SETA requires access for 60 users as stated

below:

• 15
• Board Members
• 04
• Independent Audit and Risk Committee (ARC) members
• 11
• Senior Managers
• 17
• Management Committee (MANCO)
• 04
• Board Secretary’s Office (BSO)
• 04
• Administrators (OCEO + SCM)
• 05
• Guest/Additional Users.

5.2 Provide support and maintenance for the system

5.3 Provide user training and skills transfer

5.4 Integrate Convene with other business systems

6. Duration of the contract

6.1. Duration shall be for a period of thirty-six (36) months from date of appointment.

MICT/SETA/CONV/04/2026 of 26

MICT SETA Head Office; Supply Chain Management

19 Richards Drive, Gallagher Convention Centre,

Gallagher House, Level 3 West Wing Tel +27 11 207

2600; E-mail: [email protected]

EXPERIENCE Contactable References: Bidders must submit reference letters from

years the services have been provided to determine the experience.

The letter must be from bidder’s clients within the borders of the RSA.

allocated as follows:

• Five (05) or more signed reference letters from different clients, with

five (05) years’ experience = 15 points

• Four (04) signed reference letters from different clients, with five (05)

years’ experience = 12 points

• Three (03) signed reference letters from different clients, with five

(05) years’ experience = 09 points

• Two (02) signed reference letters from different clients, with five (05)

years’ experience = 06 points

• One (01) signed reference letters from different clients, with five (05)

years’ experience = 03 points

• No signed reference letters submitted = 0 points

MICT/SETA/CONV/04/2026 of 26

MICT SETA Head Office; Supply Chain Management 19 Richards Drive,

Gallagher Convention Centre, Gallagher House, Level 3 West Wing Tel

+27 11 207 2600; E-mail: [email protected]

NOTE: Reference lists or award letters will not be considered for point

allocation. In the event of sub-contracting, the bidder must furnish the above

reference letters of the main bidder. MICT SETA reserves the right to contact

references prior to award.

requirements (but not limited to) [15 points]:

• Clear timeframes;
• Resource allocation;
• Testing;
• Existing Data take-on (ingestion); and
• Feedback and close-out report.

Minimum functionality/qualifying score: 80

Valid Tax Clearance Certificate(s) and/or proof of application

Tax compliance status

Tax compliance status may not be

Tax compliance requirements

Tax compliance status (tcs) or pin may also be made via e-filing

Tax compliance system pin code from the south african revenue service (SARS) and if not register as

TCS PIN: OR CSD No

Csd number

Csd number must be provided

Central Supplier Database (CSD) Registration Report

Central Supplier database in terms of National Treasury circular no 4A of

Central supplier database (csd) to upload mandatory information

Central supplier database (csd), a csd

proof of ownership

SBD 1: Part A: Invitation to bid 1

SBD 1: Part B: Terms and Conditions for bidding 1

SBD 4: Declaration of interest 3

SBD 6.1: Preferential Procurement Claim Form 3

CSD Central Supplier Database (CSD) Registration Report.

Supplier registration on csd

SBD 1 - Fully completed with required proof (Where applicable)

SBD 4 - Declaration of interest

SBD 6.1: Preferential Procurement Claim Form

1.3. Bidders must register on the central supplier database (csd) to upload mandatory information

Namely: (business registration/ directorship/ membership/identity numbers; tax compliance status;

1.4. Where a bidder is not registered on the csd, mandatory information namely: (business

Registration/ directorship/ membership/identity numbers; tax compliance status may not be

2.3 Application for tax compliance status (tcs) or pin may also be made via e-filing. In order to use

A separate proof of tcs / pin / csd number.

B-BBEE Minimum Level: 3

Points Allocation: 80 points

B-BBEE Details: pply Chain Management 19 Richards Drive,

Gallagher Convention Centre, Gallagher House, Level 3 West Wing Tel

+27 11 207 2600; E-mail: [email protected]

Section 7: bid evaluation criteria

The MICT SETA complies with the provisions of the Public Finance Management Act, Act No as amended; Treasury Regulations of 2005; the Preferential Procurement Policy Framework

Act, Act No ; and the Preferential Procurement Regulations of 2022; and the MICT SETA

Supply Chain Management (SCM) Policy.

Bids received will be evaluated against the Mandatory criteria, Functionality Criteria, and Price

and Specific Goals.

Bids received will be evaluated on the following set criteria:

7.1. Mandatory criteria

7.1.1. Biddrs conference

Bidder must attend compulsory bidders conference.

Proof of compliance to bidder’s conference

Bidder must complete and sign the attendance register of the virtual compulsory briefing session

held on Microsoft Office.

NOTE: Non-attendance of the compulsory bidders’ conference will automatically

disqualify any prospective bidder from further evaluation process.

7.1.2. Proof of accreditation

The bidder must be an OEM/OSM or authorised Distributor or authorised by the OEM/ Distributor

to supply, configure and support the proposed solution.

Proof of compliance to 7.1.2:

The bidder must submit documentary proof in the form of a certificate or letter from the

product owner, OEM/OSM, that the bidder is an accredited or licensed product supplier of the

proposed system.

a) If the bidder is an OEM/OSM must submit documentary proof of ownership.

b) If the bidder is authorised directly by the OEM/OSM must submit documentary proof

indicating that the bidder is authorised to supply or resell and provide maintenance

services of the Convene solution, or

c) If t

HDI Requirement: 51%

Authority (MICT SETA) is a public entity established in terms of Section 9(1) of the Skills

Development Act (Act No. ). The MICT SETA plays a pivotal role in achieving South

Africa’s skills development and economic growth within the 5 distinct sub-sectors it operates in,

i.e., Advertising, Film and Electronic Media, Electronics, Information Technology, and

combining their expertise, property, capital, efforts, skill and knowledge in an

activity for the execution of a contract.

MICT/SETA/CONV/04/2026 of 26

MICT SETA Head Office; Supply Chain Management 19 Richards Drive,

Gallagher Convention Centre, Gallagher House, Level 3 West Wing Tel

+27 11 207 2600; E-mail: [email protected]

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of

the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result

of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as

a result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any organ

of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

MICT/SETA/CONV/04/2026 of 26

for evaluation. It is the bidder’s responsibility to ensure that the bid is sent to the correct

Section 7: evaluation criteria

functionality which includes the following features, amongst others

functionality.

ary) no points will be allocated for a brief/summary project

Technical Evaluation Criteria Total 100

Note: Bidders that do not meet the minimum threshold of 80 points on functional criteria will be

7.3. Price and specific goals

functionality evaluation criteria will qualify for further evaluation on Price and Specific Goals

Evaluation of Price and Specific Goals according to the 80/20 preference point system in terms

of the Preferential Procurement Regulations 2022, where 80 points will be for Price and 20 points

will be for Specific Goals.

Specific Goal to be evaluated out of 20 Points

Specific Goal Criteria Points

RFQ to claim points for specific goals, will be interpreted to mean that preference points for specific

serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

a) The applicable preference point system for this tender is the 80/20 preference point

b) the 80/20 preference point system will be applicable in this tender. The lowest/ highest

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20