Board portal software solution – 36-Month supply and implementation (RFQ 29/2026)

Closing date: 19 October 2026 at 11:00 AM (South African Time)

RFQ issued: 12 October 2026

Validity period: 60 days from closing date

Enquiries:

• Contact: Vusi Maditsi
• Email: [email protected]

Submission:

• Email: [email protected]

Office address:

National Postal Centre (NPC)

Cnr 497 Sophie de Bruyn & Jeff Masemola Streets

Pretoria, 0002

Submission method: email only.

Submission email: [email protected]

Quotations must be emailed to the address above; sending to any other address will result in the quote not being considered.

Late quotations will not be accepted.

Returnable documents (all must be completed and signed):

• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with the procuring institution; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims specific goals points; failure to submit proof means no preference points are claimed.
• Annex D (Cost Breakdown): completed pricing schedule.
• All other annexures and Standard Bidding Documents (SBDs) as listed in the RFQ.

Bidders must be registered on the Central Supplier Database (CSD).

No goods or services may be delivered before an official Postbank Award Letter or Purchase Order is issued.

Evaluation is in three phases:

Phase 1: Technical/Functional Requirements (minimum 70/100 to proceed).

• Capacity and Experience (40 points): at least 3 reference letters from different public sector organisations for board portal solutions, on client letterhead, with contract/award/appointment letter or purchase order, for similar work in the last 5 years. 5+ references = 40, 4 = 30, 3 = 20, less = 0. Due diligence will be conducted.
• Project Lead Experience (15 points): minimum 5 years leading board portal system implementations; CV required.
• Project Lead Qualification (10 points): NQF level 6 in IT or Project Management; proof required; foreign qualifications need SAQA Certificate of Evaluation.
• Project Implementation Plan (20 points): time frames (5), onboarding/training method (5), system testing (5), feedback and close-out report (5).
• Support and Maintenance Proposal (15 points): maintenance and support plan with incident workflow and turnaround times.

Phase 2: System Demonstration (online via Microsoft Teams, 48-hour notice).

• Must cover: central administration, creating/updating meetings, meeting calendar and reports, accessibility (Windows, Apple, Android), voting procedure with audit trail.
• Scoring: all requirements covered = 100, some = 50, none = 0. Only bidders scoring 100 proceed.

Phase 3: Price (80) and Specific Goals (20).

Specific goals: HDI/Company (51%+) = 8, Women (51%+) = 7, Disability (51%+) = 5. Supporting documents required.

Postbank requires a Board Portal Software Solution for 36 months to support board management, governance compliance, and workflow automation.

Required capabilities:

• Digital board packs: centralised, sequential, real-time updates, online and offline access, notifications for uploads, resolutions, e-signatures, conflicts, notices.
• Integration: Microsoft Teams, Exchange, Microsoft 365; one-click signing, real-time updates, synchronised schedules and accounts.
• Personal dashboard: priorities, pending signatures, board materials, upcoming meetings.
• Notes and annotations: private sticky notes, shared annotations.
• Task tracking: assign, monitor, update tasks with due dates and progress.
• Secure messaging and shared notes for confidential communications.
• e-Signatures: built-in secure electronic signature.
• Archived records: searchable archive of meeting records and materials.
• In-app notifications: real-time alerts for meetings, uploads, action items.
• Multiple committee/meeting support: single sign-on, easy switching.
• Board directory: centralised contact details, roles, profiles.
• Multi-device support: desktops, tablets, mobile, web and dedicated apps, online and offline.
• Voting and approvals: integrated voting, approval workflows, round-robin resolutions.
• Advanced security: encryption at rest and in transit, RBAC, 2FA, audit logging, backup/disaster recovery, firewalls, IDS, VPN, incident response, security audits, vulnerability assessments.
• Compliance: Companies Act, PFMA, POPIA, GDPR; data hosted in certified data centres (e.g., ISO 27001); King IV and King V compliance.
• Technology and continuity: compatibility with existing systems, stable cloud operations, regular updates, business continuity.
• Operational support: user training, phased rollout, feedback mechanisms, super-user enablement, ongoing support, documentation.

Project implementation plan required, covering: time frames for implementation, method for onboarding and training of users, system testing, and feedback and close-out report.

Bidders must submit at least 3 reference letters from different public sector organisations for board portal solutions, on client letterhead, with contract/award/appointment letter or purchase order, for similar work in the last 5 years. 5+ references = 40 points, 4 = 30, 3 = 20, less = 0. Due diligence will be conducted. Project lead must have minimum 5 years' experience leading board portal system implementations (CV required) and NQF level 6 qualification in IT or Project Management (proof required; foreign qualifications need SAQA Certificate of Evaluation).

Support and maintenance proposal required, including maintenance and support plan with clear incident workflow and turnaround times (15 points in Phase 1).

Pricing in ZAR, VAT inclusive. Separate quote on company letterhead. Cost breakdown for: Board Management Software Licences (20 users), 24/7 Support (if separate), Remote/Virtual Training (20 users), Ad hoc software maintenance (if applicable). Provide Year 1, Year 2, Year 3 costs (VAT excl.), total VAT excl., VAT 15%, total VAT incl. Price warranted free of errors and omissions.

Pricing must be in South African Rand (ZAR) and VAT inclusive.

A separate quote on company letterhead must be provided.

Cost breakdown required for:

• Board Management Software Licences for 20 users (administrators and users) – Year 1, Year 2, Year 3 costs (VAT excl.)
• 24/7 Support (if provided separately) – quantity 1
• Remote/Virtual Training for 20 users
• Ad hoc software maintenance (if applicable) – quantity 1

Total (VAT excl.), VAT 15%, Total Price (VAT incl.).

The quoted price is warranted to be free of errors and omissions.

CSD registration: mandatory.

Tax compliance: bidders must ensure compliance with tax obligations.

Standard Bidding Documents (SBDs) and annexures must be completed and signed.

Specific goals (B-BBEE/equity) points require supporting documentation.

No specific B-BBEE level threshold stated; preference points are claimed via SBD 6.1.

Specific goals points: Historically Disadvantaged Individuals/Company (51% and above) = 8 points; Women (51% and above) = 7 points; Disability (51% and above) = 5 points. Supporting documents must be provided to claim points.

Postbank's standard conditions of purchase apply. No delivery before an official Award Letter or Purchase Order is issued. Postbank may cancel or reject any quote, not award to the lowest bidder, award parts to different bidders, or not award at all. Postbank may procure from multiple service providers. Bidders must adhere to National Treasury General Conditions of Contract.

Postbank's standard conditions of purchase apply. Late submissions not accepted. Recommended bidder must complete and sign SBDs and annexures. Bidders must adhere to National Treasury General Conditions of Contract. No delivery before official Award Letter or Purchase Order. RFQ responses must be sent to the specified email address. Bidders must be CSD registered. Postbank may cancel or reject any quote, not award to lowest bidder, award parts, or not award at all. Postbank may procure from multiple service providers.

RFQ responses must be emailed to the correct address ([email protected]). Late quotations will not be accepted. Postbank reception accessible 07h30 to 16h00, Monday to Friday, for delivery of goods. Bidders must complete and sign all annexures and Standard Bidding Documents. Suppliers must ensure tax compliance.

Three-phase evaluation: Phase 1 technical/functional (min 70/100), Phase 2 system demonstration (must score 100), Phase 3 price (80) and specific goals (20). Phase 1 weights: capacity/experience 40, project lead experience 15, project lead qualification 10, implementation plan 20, support/maintenance 15. Phase 2 demonstration covers central administration, meeting creation/updates, calendar/reports, accessibility, voting procedure with audit trail. Phase 3 specific goals: HDI 8, women 7, disability 5.