Supply and implementation of a password manager service for a 36-Month period

This is a Request for Quotation (RFQ) for the supply of a Password Manager service for a period of 36 months. The procurement adheres to principles of transparency, accountability, impartiality, and ethics as outlined in the South African Constitution and relevant legislation.

Department: Supply Chain Management. No additional contact details (e.g., email, phone, or address) are provided in the document.

Submit the following returnable documents as part of your bid: - Fully completed and signed Bidder’s Disclosure Form (SBD4). - If applicable, provide names, ID numbers, and state employee numbers of any directors, trustees, shareholders, members, partners, or persons with controlling interest employed by the state. - If applicable, disclose details of any relationships with employees of the procuring institution. - If applicable, disclose details of any interests in related enterprises bidding for this contract. - Certify that all information provided is true and complete. - Confirm that the bid was prepared independently, without collusion, and that bid terms will not be disclosed to competitors before official opening. Note: Failure to submit a complete and accurate SBD4 may result in disqualification.

Required documents to be submitted: - Fully completed and signed Bidder’s Disclosure Form (SBD4). - If applicable, particulars of state-employed individuals: names, ID numbers, and state employee numbers of directors, trustees, shareholders, members, partners, or controlling persons. - Details of any relationships with procuring institution employees (if applicable). - Details of any interests in related enterprises (if applicable). - Certification that all information provided is true and complete.

Evaluation will assess compliance with the following: - Bidder, directors, trustees, shareholders, or controlling parties must not be state employees unless fully disclosed. - No consultations, communications, or agreements with competitors or officials regarding bid details (e.g., pricing, specifications, or bid decisions). - Bidder must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. - Bidder must certify the accuracy of all provided information. Non-compliance may lead to bid rejection, reporting to the Competition Commission or NPA, and public sector restrictions for up to 10 years.

Scope: Supply of a Password Manager service for a 36-month period. Procurement principles: Transparency, accountability, impartiality, and ethics as per the South African Constitution and relevant legislation.

Mandatory compliance requirements: - Bidders (or their directors, trustees, shareholders, members, partners, or controlling persons) must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. - Bidders must declare any state employment or relationships with procuring institution employees. - Bidders must confirm independence in bid preparation and deny any collusion with competitors. - Bidders must not have consulted with procuring institution officials during the bidding process, except for clarifications. - Bidders must not have been involved in drafting the specifications or terms of reference. Disqualification risks: - Automatic disqualification if listed in the Register for Tender Defaulters or the List of Restricted Suppliers. - Disqualification if the Bidder’s Disclosure (SBD4) is false or incomplete. - Collusive bidding may result in penalties, including reporting to the Competition Commission or NPA. - Suspicious bids may be investigated and penalised under the Competition Act or Prevention and Combating of Corrupt Activities Act.

Description: Password manager for 36 months Quantity required 1. PURPOSE to submit their quotations for a Password Manager System, as part of enhancing the security of SANAS Users, Data, Information, Devices, and Information Systems within the South African National Accreditation System (SANAS).

{"name":"Ms Nkhesani","email":"[email protected]","phone":"012 740 8536","department":"with recovery options","address":"number"}

1 Completed and signed SBD 4 48 working hours 2 Valid tax pin,Central Supplier 7 Working days compliant tax status

The purpose of this RFQ is to invite suitably interested qualified service providers

to submit their quotations for a Password Manager System, as part of enhancing

the security of SANAS Users, Data, Information, Devices, and Information

Systems within the South African National Accreditation System (SANAS).

SANAS is a Section 3A Public Entity for purposes of the Public Finance

Management Act (PFMA), 1999 (Act No. ) (as amended by Act No. ). SANAS business involves SANAS staff working remotely from home to

perform their work. This remote work needs SANAS staff using Laptops to

connect through a Virtual Private Network (VPN) to the Office. Our VPNs are 1 Service

terminated on Sophos Firewalls. The office IT Systems runs on Microsoft provider

Windows Server version 2022 with Sophos Anti-Virus. Staff mobile Laptops run

Microsoft Windows 11, with Sophos Anti-Virus with malware detection and

protection features. Our server farm is hosted on-premise, on 2 physical servers

and virtualised into over 30 Virtual Servers.

3. Objectives

The goal of this exercise is to solicit a proposal for a solution that will offer a multifactor

authentication (MFA), secure digital vault that creates, stores, and autofill

strong, unique credentials using AES-256 or similar encryption, typically employing a

zero-knowledge architecture across all systems and applications for

all staff members. The password manager must require the user to create a

strong master password or use a passkey to unlock their encrypted vault. The

system then automatically handles login credentials and sensitive data.

4. Scope, approach and methodology

SANAS desires to engage the services of a service provider who can provide the

following services sought: Password Manager System with AES-256 Encryption

and features that include but not limited to:

i. Zero-Knowledge Architecture

ii. Cross-Platform Sync: Access on Windows, macOS, Linux, iOS, and

Android

iii. Autofill & Autosave on browsers and applications

iv. Multi-Factor Authentication (MFA)

v. Security Audits: Alerts for weak, reused, or breached passwords

2023-05-23 ©SANAS of 6

F 276-02

vi. Centralised Administration for IT Department with recovery options

Supplier Database(CSD) or through SARS’s e-Filing. Service providers will be given 7 working days to rectify their tax

compliance status with SARS. If the tax status is still non-compliant after 7 working days, the service provider will be

disqualified from further evaluation.

2. Submitted information that is fraudulent; factually untrue or inaccurate for example membership that do not exist; B-

BBEE credentials; experience etc.

Description Year 1 Year 2 Year 3 Description Year 1 Year 2 With Year 3 with escalations escalations three years Total (Table A +B) VAT (if registered) Total for 3 years including VAT

These are minimum requirements in our environment for the proposed system(s) to meet: No Description Specification 1 Number of Users 90 2 Device / Platforms MS Windows 11 3 Browsers MS Edge; Google Chrome 4 Network Termination Device Sophos NGX230 Firewall in Failover Mode 5 Number of Years on Contract Three (3) Years Term 6 Type of Deployment Hybrid (SANAS Staff currently working remotely and 2 days on site)

Additional notes

SANAS can do with an onsite resource maybe during the installation and stabilization period, after that an on-call support system would suffice. ii. SANAS usually works on a minimum three (3) year contracts. iii. SANAS has its offices in Equestria, Pretoria, South Africa.

All proposal submitted MUST have pricing in South African Rands (ZAR). vi. The bidder MUST name the systems that form part of the proposed solution. Expected date of delivery: July 2026 Contract or once-off: 36 months contract Technical / Mandatory N/A Other information: SECTION TO BE COMPLETED BY SUPPLIER

SUPPLIER DETAILS Supplier name: CSD number: Contact person: Contact number: Valid Tax reference number and Pin Email: VAT number (if applicable): Physical address: 2023-05-23 ©SANAS of 6 F 276-02

SCM COMPLIANCE REQUIREMENTS (please tick) Central Supplier Database Report or Summary Completed and signed SBD 4 Completed and signed SBD 6.1 Certified valid B-BBEE Certificate EVALUATION PROCESS All bids will be evaluated as follows: The First stage, bids will be evaluated first for Administrative requirements,Bidders are required to submit the following administrative documents to be considered for evaluation.

Completed and signed SBD 4

Completed and signed SBD 6.1

Valid BBBEE certificate or sworn affidavit signed by the commioner of oath

Valid tax pin,Central Supplier Database Report or Summary with compliant tax status No Name of Administrative Required Clarification Document Time 1 Completed and signed SBD 4 48 working hours 2 Valid tax pin,Central Supplier 7 Working days Database Report or Summary with compliant tax status Bidders who do not adhere to the indicated response time for clarifications requested by the SANAS will be deemed to be non-responsive and their submissions will not be evaluated further. Stage 2: Price and SANAS specific goals: PREFERENTIAL PROCUREMENT REFORM: The Preferential Procurement Regulations, 2022 pertaining to the Preferential Procurement Policy Framework Act, Act No . SANAS Preferential Procurement (PP) requirements as per the SANAS Supply Chain Management Policy, states that SANAS shall deal with suppliers in accordance with the SANAS specific goals. The application of the specific goals will be as per the applicable pricing formula, the 80/20 system. SANAS specific goals are in support of the following

Previously disadvantaged groups by allocating points for black owned businesses. Black owned businesses are defined as per the Broad-Based Black Economic Empowerment Act as Amended by Act No which states that “Black People” is a generic term which means Africans, Coloureds and Indians who are citizens of the Republic of South Africa by birth or descent; or who became citizens of the Republic of South Africa by naturalisation before 27 April 1994 or on or after 27 April 1994; and who would have been entitled to acquire citizenship by naturalization prior to that date.

Black women as per the Amended Code Series 100 of the Amended Codes of Good Practice issued under section 9 (1) of B-BBEE Act No as Amended by Act No .

Black people who are youth as defined in the National Youth Commission Act of 1996.

Black people who are persons with disabilities as defined in the Code of Good Practice on employment of people with disabilities issued under the Employment Equity Act.

Exempt micro enterprises (EMEs) and thus promoting small businesses.

Qualifying small enterprises (QSEs). All responsive tender offers shall be evaluated in terms of Price and SANAS specific goals. The 80/20 Preference Point System shall be applicable in accordance with the Preferential Procurement Framework Act (No.5) of 2000. 2023-05-23 ©SANAS of 6 F 276-02 Points will be allocated in terms of the SANAS specific goals as indicated in the table below. Bidders must submit valid B-BBEE Certificates or sworn affidavit to claim points on specific goals. PRICE 80 SANAS SPECIFIC GOALS 20 Note:To claim points Bidders must submit a valid BBBEE certificate or sworn affidavit signed by the commissioner of Oath together with a fully completed and signed SBD 6.1. Bidders are required to indicate the preference point claimed in the SBD 6.1. Specific Goal 20 10 100% Black Owned 6 4 51% - 99% Black Owned 4 2 100% Black Women Owned 6 3 51% - 99% Black Women Owned 4 2 5% Youth Owned 2 1 2% Owned by Persons with Disabilities 1 1 Exempt Micro Enterprise (EME) 5 0 Qualifying Small Enterprise (QSE) 3 1 This RFQ will be evaluated according to the above SANAS specific goals. Failure to submit supporting documents may result to a bidder being allocated zero (0) points. Bidders are required to claim SANAS specific goals in the provided SBD 6.1 attached.

Quote validity refers to calendar days

SANAS reserves the right to award to multiple suppliers.

SANAS reserves the right to increase or decrease quantities at the prices quoted.

SANAS reserves the right to cancel this request.

All goods/services must be quoted in Rand value.

SANAS reserves the right to negotiate with bidders.

All fields must be filled in / completed for this document to be accepted.

Late and incomplete submissions will not be accepted.

All prices quoted must be firm and be inclusive of Value Added Tax( VAT), where applicable

Failure to submit the quotation by the date and time stipulated will result in disqualification.

Payment will be made in 30 working days after receipt of a valid invoice.

All SBD documents must be always signed and sent back with the quotation.

This quote does not constitute an order.

Any bidder who has reasons to believe that the RFQ specification is based on a specific brand must inform SANAS before RFQ closing date.

Points Allocation: 02 points

B-BBEE Details: of the proposed

solution.

Expected date of delivery: July 2026

Contract or once-off: 36 months contract

Technical / Mandatory N/A

requirements:

Other information:

Section to be completed by supplier

1. Supplier details

Supplier name:

CSD number:

Contact person:

Contact number:

Valid Tax reference number and

Pin

Email:

VAT number (if applicable):

Physical address:

2023-05-23 ©SANAS of 6

F 276-02

2. SCM COMPLIANCE REQUIREMENTS (please tick)

Central Supplier Database Report or Summary

Completed and signed SBD 4

Completed and signed SBD 6.1

Certified valid B-BBEE Certificate

Evaluation process

All bids will be evaluated as follows:

The First stage, bids will be evaluated first for Administrative requirements,Bidders are required to submit the following

administrative documents to be considered for evaluation.

• Completed and signed SBD 4
• Completed and signed SBD 6.1
• Valid BBBEE certificate or sworn affidavit signed by the commioner of oath
• Valid tax pin,Central Supplier Database Report or Summary with compliant tax status

No Name of Administrative Required Clarification

Document Time

1 Completed and signed SBD 4 48 working hours

2 Valid tax pin,Central Supplier 7 Working days

Database Report or Summary with

compliant tax status

Bidders who do not adhere to the indicated response time for clarifications requested by the SANAS will be deemed to

be non-responsive and their submissions will not be evaluated further.

Stage 2: Price and SANAS specific goals:

Preferential procurement reform:

The Preferential Procurement Regulations, 2022 pertaining to the Preferential Procurement Policy Framework Act, Act No . SANAS Preferential Procurement (PP) requirements as per the SANAS Supply Chain Management Policy, states that

iii. Autofill & Autosave on browsers and applications

iv. Multi-Factor Authentication (MFA)

v. Security Audits: Alerts for weak, reused, or breached passwords

2023-05-23 ©SANAS of 6

F 276-02

vi. Centralised Administration for IT Department with recovery options

5. Requirements

These are minimum requirements in our environment for the proposed system(s)

to meet:

1 Number of Users 90

2 Device / Platforms MS Windows 11

3 Browsers MS Edge; Google Chrome

4 Network Termination Device Sophos NGX230 Firewall in Failover Mode

5 Number of Years on Contract Three (3) Years

Term

6 Type of Deployment Hybrid (SANAS Staff currently working

remotely and 2 days on

site)

11. Payment will be made in 30 working days after receipt of a valid invoice.

2. SCM COMPLIANCE REQUIREMENTS (please tick) Completed and signed SBD 4 Completed and signed SBD 6.1

Evaluation process

The First stage, bids will be evaluated first for Administrative requirements,Bidders are required to submit the following

administrative documents to be considered for evaluation.

Stage 2: Price and SANAS specific goals

SANAS shall deal with suppliers in accordance with the SANAS specific goals. The application of the specific goals will be as

per the applicable pricing formula, the 80/20 system.

SANAS specific goals are in support of the following

• Previously disadvantaged groups by allocating points for black owned businesses. Black owned

All responsive tender offers shall be evaluated in terms of Price and SANAS specific goals. The 80/20 Preference Point System

Points will be allocated in terms of the SANAS specific goals as indicated in the table below. Bidders must submit valid B-BBEE

Certificates or sworn affidavit to claim points on specific goals.

Sanas specific goals 20

Note:To claim points Bidders must submit a valid BBBEE certificate or sworn affidavit signed by the commissioner of Oath

together with a fully completed and signed SBD 6.1. Bidders are required to indicate the preference point claimed in the SBD

Note:To claim points Bidders must submit a valid BBBEE certificate or sworn affidavit signe

Note:To claim points Bidders must submit a valid BBBEE certificate or swor

Note:To claim points Bidders must submit a valid