Supply and implementation of an electronic document and records management system (edrms) for the mining qualifications authority (mqa)

The document outlines the General Conditions of Contract (GCC) for government procurement in South Africa. Its purpose is to:

• Highlight general conditions applicable to government bids, contracts, and orders.
• Ensure all parties are familiar with their rights and obligations when doing business with the government.

• Standards compliance: Supplied goods must conform to the standards specified in the bidding documents and contract specifications.
• Inspections and audits: Suppliers must permit the purchaser to inspect their records and audit performance-related documents. All contract documents and information provided by the purchaser must be kept confidential and used solely for contract performance.
• Document ownership: Any documents (e.g., plans, drawings, samples) provided by the purchaser remain the purchaser’s property and must be returned upon request after contract completion.

• Payment terms: Payments will be made in South African Rand (ZAR) unless otherwise specified in the Special Conditions of Contract (SCC). Payments must be made within 30 days of invoice submission.
• Pricing: Prices quoted in the bid must not vary unless authorized by the SCC or a bid validity extension request. Pricing must cover all obligations under the contract.
• Performance security: Successful bidders must provide performance security (e.g., bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque) within 30 days of contract award. The amount and form are specified in the SCC.
• Insurance: Goods must be fully insured in a freely convertible currency against loss or damage during manufacture, acquisition, transportation, storage, and delivery, as per SCC.

• Tax compliance: Bidders must submit an original tax clearance certificate issued by the South African Revenue Service (SARS) prior to contract award. No contract will be awarded to bidders with outstanding tax matters.
• Local content: Bidders must disclose the portion of the bid price representing local content (manufactured in South Africa) and imported content. Local content is defined as the portion of the bid price not included in imported content, provided local manufacture occurs.
• National Industrial Participation Programme (NIPP): Applicable to contracts subject to NIP obligations, as administered by the Department of Trade and Industry.
• Corrupt and fraudulent practices: Bidders must avoid corrupt or fraudulent practices, including collusion, misrepresentation, or offering inducements to public officials. Conviction under the Prevention and Combating of Corrupt Activities Act may result in a 5–10 year restriction from doing business with the public sector.
• Patent rights: Suppliers must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement arising from the use of supplied goods.

• National Industrial Participation Programme (NIPP): The NIP Programme, administered by the Department of Trade and Industry, applies to all contracts subject to NIP obligations. Suppliers must comply with the programme requirements as specified in the contract.

The document refers to the General Conditions of Contract (GCC) revised in February 2008, which forms the basis for all government procurement contracts in South Africa.

Bidders must use the provided reference letter template to obtain verifiable references. The template must be completed by current or former clients and include: bidder and client legal names, project description, recommendation (yes/no with reasons if no), project duration (start and end dates), contact person name and details, reference date, and signature on company letterhead.

Bidders must use the provided reference letter template to obtain verifiable references. The template must be completed by current or former clients and include: bidder and client legal names, project description, recommendation (yes/no with reasons if no), project duration (start and end dates), contact person name and details, reference date, and signature on company letterhead.

This tender requires submission of the SBD 6.1 Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022. The form is mandatory for all tenders and serves as the basis for claiming preference points for specific goals.

Submit the SBD 6.1 Preference Points Claim Form as part of the tender. Failure to submit required proof or documentation for specific goals will result in no preference points being awarded for those goals. The organ of state may require substantiation of preference claims at any stage.

B-BBEE Certificate or Sworn Affidavit required to claim points for B-BBEE Status Level and ownership goals (Black Woman, Youth, Disabled, Rural). Fraudulent claims may result in disqualification, cost recovery, contract cancellation, business restrictions, or criminal prosecution.

The tender requires the appointment of a service provider to supply an Electronic Document and Records Management System (EDRMS). Proposals must be formulated using the accompanying information. The scope includes all phases of the project, with costs and man-days clearly specified.

Closing date: 07/08/2026 at 11:00. Offer validity period: 120 days from closing date.

For bidding procedures: Ms Tsholo Dilape, Email: [email protected]. For technical information: Mr Joshua Chetty, Email: [email protected].

Submit the completed SBD 3.3 pricing schedule with all required details. Ensure all returnable documents are included as specified in the tender. Bids must be valid for 120 days from the closing date. Failure to provide certified invoices or proof of expenses may result in disqualification.

Use the accompanying information to formulate proposals. Specify the ceiling price based on total estimated time for completion of all phases, including all expenses and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Detail all personnel involved in the project, including their hourly and daily rates. Certified invoices must be rendered for all services.

Complete the SBD 3.3 pricing schedule as follows: Bid number: MQA/03/26-27. Offer validity: 120 days from closing date (07/08/2026). Pricing must include all applicable taxes. Provide: ceiling price for total project, personnel involved with hourly/daily rates, cost per phase with man-days, travel expenses (rate/km, total km, air travel class), and other expenses (accommodation, telephone, reproduction). Proof of expenses must accompany certified invoices. Specify project commencement period post-acceptance, estimated man-days for completion, and whether rates are firm or subject to adjustments (e.g., CPI).

Pricing must be in South African Rand (ZAR), inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Provide a ceiling price for the total project, including all phases and expenses. Breakdown required: cost per phase, man-days per phase, travel expenses (rate/km, total km, class of air travel), and other expenses (e.g., accommodation, telephone, reproduction costs). Proof of expenses must accompany certified invoices. Specify if rates are firm for the contract period or if adjustments (e.g., CPI-based) apply. Indicate the period required to commence the project post-acceptance and the estimated man-days for completion.

Appointment of a service provider to provide an Electronic Document and Records Management System (EDRMS) to the Mining Qualifications Authority (MQA).

Closing date: 7 August 2026 at 11:00. Non-compulsory briefing session: 17 July 2026 at 10:00 AM via Microsoft Teams (link: https://teams.microsoft.com/meet/322792791157408?p=jEHMhZpnvgSb0uvdFm, Meeting ID: 322 792 791 157 408, Passcode: KV9v3v7H).

Bidding procedure enquiries: Ms. Tsholo Dilape, Phone: 011 547 2628, Email: [email protected]. Technical enquiries: Mr. Joshua Chetty, Phone: 011 547 2691, Email: [email protected]. Submission email: [email protected]. Physical submission address: MQA Head Office (Block B Reception), No.7 Anerley Road, Parktown, Johannesburg, 2193.

Submit bids electronically to [email protected] or deposit physical copies in the bid box at MQA Head Office (Block B Reception), No.7 Anerley Road, Parktown, Johannesburg, 2193 by 7 August 2026 at 11:00. Late bids will not be accepted. Use official forms provided; do not re-type. Failure to comply with submission rules may disqualify the bid. Successful bidders must sign a written contract form (SBD7).

Provide an Electronic Document and Records Management System (EDRMS) to the Mining Qualifications Authority (MQA).

Bidders must comply with tax obligations. Submit a Tax Compliance Status (TCS) PIN issued by SARS or a printed TCS certificate. Apply for TCS PIN via e-filing at www.sars.gov.za. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide a CSD number. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies/directors/members in the service of the state, will not be considered. VAT registration number and proof of authority (e.g., company resolution) must be submitted.

The bid proposal must cover, but not limited to the following: 3.1. Governance

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A non-compulsory briefing session will be held for this bid on 17 July 2026 at 10:00 am. Join: https://teams.microsoft.com/meet/322792791157408?p=jEHMhZpnvgSb0u vdFm Meeting ID: 322 792 791 157 408 Passcode: KV9v3v7H

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Returnable Documents: 7.1.1. Proof of registration on Central Supplier Database System (CSD), AND RECORDS MANAGEMENT SYSTEM (EDRMS) TO THE MINING QUALIFICATIONS AUTHORITY, 7.1.2. Valid Tax Clearance Certificate (Refer to SBD 2: Tax Clearance Certificate Requirements), 7.1.4. SBD 1: Invitation to Bid fully completed and appropriately signed;, 7.1.5. SBD 3.3: Pricing Schedule fully completed and appropriately signed;, 7.1.6. SBD 4: Declaration of Interests Form fully completed and appropriately signed;, 7.1.7. SBD 6.1: Preference Points Claim Form, fully completed and appropriately signed;

personnel for Project development, on a template other than the one provided in the

Methodology timeframes, resource 1 = Plan submitted is not

allocation, milestones and a aligned with sections 3

risk register. and 4 of the terms of

reference and does not

Note: The tasks in the have tasks, timeframes,

project plan must be aligned and resource allocation.

but not limited to the scope

of work and deliverables in 2 = Plan submitted is

sections 3 and 4 of the ToR. aligned with sections 3

Plan and Methodology and 4 of the terms of

showing: reference and has tasks,

• Digitisation of records or timeframes, or resource

which includes: allocation.

• The file plan approval

process; 3 = Plan submitted is

• The back-scanning in aligned with sections 3

line with the approved file and 4 of the terms of

plan reference and has tasks,

• transferring of physical timeframes, and resource

records into the Registry allocation.

2 = 2 compliant reference letters provided

The amount quoted must be denominated in South African Rand, and should include VAT. The quoted price for services should be itemised and in line with the specified scope of work.

PREFERENCE GOAL 80/20 Documents for verification GOAL 1 – B-BBEE Status Level of Contributor 15 more than 50% black people who 2 are woman more than 50% black people who 1 are youth more than 50% black people with 1 disability more than 50% black people living 1 in rural areas

• Provide a signed letter from NARSSA indicating that the EDRMS has been assessed and

deemed suitable for use.

• provide an ISO/IEC 27001 certificate – which demonstrates that an organisation has established,

implemented and maintained a robust Information Security Management System.

• Approximately 3,100 boxes (Standard Boxes) housed at the MQA Head Office.
• Around 100 boxes in its 6x Regional Offices.
• Over 4,500 boxes stored off-site with a third-party storage provider.

These records are governed by various legal and regulatory frameworks, including (but not limited to):

• National Archives and Records Service of South Africa Act, 1996 (Act No. )
• Protection of Personal Information Act (POPIA), 2013
• Protection of Information Act, 1982
• Minimum Information Security Standards (MISS)
• Promotion of Administrative Justice Act (PAJA), 2000
• King IV Report on Corporate Governance
• Protocol on Corporate Governance in the Public Sector
• SANS 15489 – Records Management
• SANS 15801 – Trustworthiness and reliability
• SANS 23081 – Metadata for records
• SANS (ISO) 16175-2:2014 – Functional requirements for digital records systems

MQA/COM/00/000 Revision: 00 Approved: EMSR Date: 29/08/2024

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• Comply with NARSSA and other relevant statutory requirements
• Preserve its institutional memory.
• Enhance transparency and accountability.
• Improve service delivery and information access.
• Ensure the authenticity, integrity, confidentiality, and auditability of its records.

Ultimately, this procurement is central to the MQA’s goal of becoming a fully digital, compliant, and agile

public entity that is responsive to sectoral and national imperatives.

3. Scope of work

And records management system (edrms) to the mining qualifications authority

(Mqa)

• Support automated retention scheduling and disposal tracking, with functionality to apply legal

holds when necessary.

• Accommodate both structured (correspondence) and unstructured (non-correspondence)

records within a single unified platform.

• Facilitate bulk and individual record processing to support operational efficiency.
• Allow secure access for external users, including third parties involved in contracts, audits, or

other authorised engagements.

• Seamlessly integrate with the NARSSA-approved file plan and retention schedule, supporting

unlimited digital folders with each folder mapped to a specific record category.

• Enable the extraction, classification, and secure storage of records from existing MQA

platforms such as SharePoint, OneDrive, and shared drives, with applied retention and

disposal controls.

• Deliver high performance, reliability, and scalability to handle large volumes of data and users

efficiently.

• Ensure the system is configured according to NARSSA Advisory Template No. 2 and

successfully evaluated and approved by NARSSA.

• Support the integration and migration of legacy records from existing servers and repositories

into the new EDRMS.

• Guarantee Ensure compliance with

o SANS 15489 – Records Management

o SANS 15801 – Trustworthiness and reliability

o SANS 23081 – Metadata for records

o SANS (ISO) 16175-2:2014 – Functional requirements for digital records systems and

o relevant NARSSA standards for recordkeeping systems.

• Ensure full compatibility with existing digital record systems to allow smooth migration and

interoperability.

• Embedded Functionality Must Include:

o Advanced metadata-based search capabilities for quick and precise retrieval.

o Automatic record declaration upon upload or approval to maintain control and

compliance.

o Role-Based Access Control (RBAC) to manage permissions by user roles.

o Multi-factor authentication (MFA) for enhanced login security.

o Automated classification of records based on defined rules and metadata.

o Real-time document tracking throughout the lifecycle.

o Secure hosting within the borders of South Africa to ensure data sovereignty.

o Sensitivity classification of records consistent with MISS and internal policies.

3.3.1 Record Integrity, Authenticity, and Compliance

• Guarantee that all records remain authentic, tamper-resistant, verifiable, and securely

maintained throughout their lifecycle.

• Ensure full compliance with the NARSSA Act, POPIA, applicable data protection laws, and

relevant internal governance policies.

• Apply sensitivity classification to documents in accordance with the Minimum Information

Security Standards (MISS).

• Maintain detailed and traceable audit trails of all user interactions and modifications to support

accountability and transparency.

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safeguard information, and support seamless record lifecycle management in line with regulatory

requirements and organisational standards.

• Enable fine-grained access controls for individuals and groups to manage permissions at all

levels.

• Restrict upload and download functions strictly to authorised users to maintain data security.
• Implement multi-factor authentication (e.g., one-time PIN) to verify user identities and

strengthen access security.

• Ensure secure, role-based access through the MQA network, aligned with internal user

management policies.

• Facilitate real-time tracking of both digital and physical records, with precise location mapping

and full lifecycle visibility.

• Maintain synchronisation between electronic and physical records, across on-site and off-site

locations, throughout their lifecycle.

• Provide advanced metadata-driven search capabilities for fast and accurate record retrieval.
• Support customisation of the user interface to reflect MQA’s corporate identity and align with

internal IT governance standards.

• Allow secure, remote access to the system via the MQA computer network, based on assigned

user rights.

• Deliver an intuitive and user-friendly interface, with the option to incorporate MQA branding for

consistency and ease of use.

3.3.3 System Architecture and Performance

• Ensure consistent performance and system stability under both normal operating conditions

and peak or abnormal loads.

• Demonstrate high levels of reliability and scalability, with the ability to efficiently handle large

volumes of users and growing data demands.

• Provide robust functionality for the management of duplicate records, including tools for

merging, editing, and maintaining data integrity.

• Clearly demonstrate the system’s ability to remain continuously available and fully operational

in order to support critical business continuity requirements.

• The EDRMS must be fully integrated with all existing and future MQA systems as a mandatory

architectural requirement. Integration shall ensure seamless interoperability, controlled

information exchange, end-to-end auditability, regulatory compliance (including alignment with

POPIA), and adherence to corporate governance and sound records management principles

across the organisation.

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verifiable use of EDRMS data

only.

Performance, Scalability & Reliability 3 0 = Not Demonstrated: No

evidence of system performance,

• System responsiveness scalability, or stability

o Fast response times such

as login, document retrieval, 1 = Poor: System shows slow

search, upload, workflow performance and limited ability to

execution, reporting, and scale or remain stable under

dashboard access. normal operational conditions

o Efficient performance when

processing large files, bulk 2 = Fair: Demonstration confirms

uploads, OCR operations, acceptable system

metadata searches, and responsiveness and operational

report generation. stability under normal conditions.

o Minimal latency Basic evidence provided for

o Real-time or near real-time scalability, concurrent user

updates for workflows, support, high-volume processing,

tracking, audit logs, and load testing, resilience, or long-

dashboards. term reliability under increased

o Stable user experience demand.

across integrated systems

and remote access 3 = Excellent: Demonstration

environments. confirms fast and consistent

• Ability to scale system responsiveness, stable

o The system architecture operation under high transaction

must accommodate volumes and concurrent usage,

increasing users, records, and a proven scalable

storage volumes, and architecture. Strong evidence

transaction loads. provided of load testing, reliability,

o Support for future failover capability, disaster

expansion, including recovery, business continuity, and

integration with additional the ability to support future growth

• Stability under load

o System stability and

availability during periods of

high transaction volumes

and concurrent user activity.

o Ability to maintain

performance during bulk

processing activities such

as migrations, indexing,

reporting, workflow

automation, and disposal

processing.

o Resilience against system

failures, interruptions, or

degraded performance.

o Availability of failover,

backup, disaster recovery,

and business continuity

capabilities.

o Evidence of performance

testing, load testing, stress

testing, uptime monitoring,

and reliability metrics from

existing implementations or

testing environments.

Total 30

Note: A total of 24 points must be obtained in the System demo to be considered for the overall

functionality calculation.

7.5. Phase Five (5): Price and Specific Goals

During the third phase proposals will be evaluated using the 80/20 preference points system in

accordance with the PPPFA guidelines. Based on this system the points will be allocated as

follows:

8.1. Awarding of this contract will be subject to the service provider’s acceptance of the Supply Chain

Management’s general conditions of contract.

8.2. The appointed service provider will enter into a service level agreement with the MQA, which will

include:

8.2.1. Period of agreement.

8.2.2. Project objectives and scope.

8.2.3. Method of communication.

8.2.4. Disputes.

8.2.5. Termination of contract and other specific matters that will be agreed upon to form part of

the service level agreement.

8.3. The MQA reserves the right to terminate the contract in the event that there is clear evidence of

non-performance and or poor quality of work.

8.4. The MQA reserves a right to appoint one or more bidders for the projects.

8.5. The basis of engaging bidders will be on an assignment basis.

8.6. In the event where there is more than one bidder accredited on the bid, and they have the necessary

skills that are required to render a specific service, the MQA will issue out the Terms of

with the relevant issuing authorities, regulatory bodies, or certification entities. Where such verification is unsuccessful, or where the submitted documentation is found to be invalid, fraudulent, or not attributable to the bidder, the bid will be deemed non-compliant and disqualified from further evaluation.

7. EVALUATION CRITERIA Proposals for the appointment of the service provider will be evaluated in four (4) phases. The first phase will be compliance requirements, the second phase will be mandatory requirements, the third phase will be functionality, and the fourth phase will be price and specific goals in accordance with the PPPFA.

Department: SUPPLY CHAIN MANAGEMENT. No other contact details provided in the document.

• Bidders must complete the SBD4 disclosure form as part of their submission.
• Automatic disqualification if the bidder, directors, trustees, shareholders, members, partners, or any person with controlling interest is listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidders must declare if they or connected persons are employed by the state or have relationships with employees of the procuring institution (MQA).
• Bidders must declare any interest in other related enterprises, whether or not they are bidding for this contract.
• Bids will be disqualified if the disclosure is found to be false or incomplete.
• Collusive bidding (consultation, communication, or agreements with competitors) is prohibited. Joint ventures or consortiums are exempt from this rule.
• Bidders must not disclose bid terms to competitors before the official bid opening or contract award.
• No prior or ongoing consultations, communications, or agreements with procuring institution officials are permitted, except for bid clarification.
• Bidders involved in drafting specifications or terms of reference for this bid will be disqualified.
• Suspicious bids may be reported to the Competition Commission, National Prosecuting Authority (NPA), or result in a 10-year public sector restriction under the Prevention and Combating of Corrupt Activities Act.

• Bidders accept that the state may reject the bid or take action under PFMA SCM Instruction 22 if the declaration is false.