RFI: enterprise project controls and enterprise asset management (cmms) solutions

RFI issue date: 12 October 2026

Clarification deadline: 04 November 2026 at 11:00

Closing date and time: 13 November 2026 at 11:00

Briefing session: None (N/A)

Enquiries

• Contact: The Receiver Officer
• Email: [email protected]
• Telephone: Not stated

Submission

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

Submission method: email to [email protected]

Closing date and time: 13 November 2026 at 11:00

Submissions must clearly reflect the RFI description and RFI number (101/2026/EWSS/CMMS/RFI).

Submissions must be received before the closing date and time; late submissions will not be accepted.

Files must be readable and accessible; unreadable files will be deemed not received and may not be rectified after closing.

Submissions must be neat, legible, and prepared in the same order as the four assessment stages, with each stage clearly marked.

Returnable documents (all required for assessment, all non-mandatory):

• Technical information: proposed solution architecture, technical requirements, and solution design.
• Technical/Functional: description of the proposed Enterprise Project Controls and CMMS solution.
• Functional: response to the Enterprise Project Controls functional requirements (PC01–PC09).
• Functional: response to the Enterprise Asset Management (CMMS) functional requirements (CM01–CM15).
• Company profile: experience, accreditations, and relevant certifications.
• Accreditation and certifications of proposed key personnel.
• Training approach and supporting documentation.
• Post-implementation support and maintenance approach.
• Indicative pricing model with all-inclusive costs.
• Standard National Treasury Bidding Documents (SBD), including SBD 4 (Declaration of Interest).
• Valid B-BBEE certificate from a SANAS-accredited agency, or a sworn affidavit for EME/QSE meeting Annexure F minimum requirements (as stated), otherwise no preference points.

Questions or clarifications must be directed to the receiving officer at [email protected], stating the RFI number in the subject, at least five business days before closing.

Costs of preparing and submitting the RFI are borne by the bidder; TCTA is not liable for any costs incurred regardless of the outcome.

TCTA may request clarification or additional annexures; failure to submit within 5 working days may lead to disqualification.

Bidders may withdraw or modify submissions any time before closing; no modifications after closing.

This is a Request for Information (RFI), not a formal bid. The document outlines four assessment stages but does not provide specific weighting or scoring thresholds.

Stage 1: Returnables – all required documents are assessed for completeness.

Stage 2: Information requested – technical and functional responses to the requirements.

Stage 3: Price – indicative pricing model and all-inclusive costs.

Stage 4: Company vetting – checks for fraudulent information, unauthorised submission of third-party intellectual property, fronting, and conflicts of interest.

TCTA may disqualify any bidder that submits fraudulent information, information without authority, or third-party intellectual property without authorisation.

Bidders must provide professional, objective and impartial services, avoid conflicts of interest, and refrain from bribery or corrupt practices.

Fronting is condemned; TCTA may conduct probity investigationsholistic and failure to prove non-fronting within 14 days may invalidate the bid and lead to restriction from public sector business for up to ten years.

B-BBEE preference points: valid B-BBEE certificate from SANAS-accredited agency or sworn affidavit for EME/QSE. EME/QSE affidavits not meeting minimum requirements will not be awarded points. QSEs not meeting level 1 or 51% black ownership thresholds must show compliance with all five B-BBEE scorecard categories and obtain SANAS-accredited certificate. Joint ventures must submit consolidated B-BBEE certificate from SANAS-accredited agency.

The RFI covers two solution areas:

Objective 1: Enterprise Project Controls solution supporting:

• Project Planning and Scheduling
• Project Budgeting and Financial Planning
• Cost Control
• Forecasting
• Project Finance
• Project Performance Monitoring
• Portfolio Visibility
• Reporting & Dashboards

Objective 2: Enterprise Asset Management (CMMS) solution supporting:

• Asset Register and Asset Hierarchy
• Work Orders and Job Cards
• Preventive, Corrective and Predictive Maintenance
• Spare Parts and Inventory Management
• Maintenance Labour and Contractor Management
• Compliance Inspections and Documentation
• Maintenance KPIs and Reporting
• Purchasing
• Resource Management
• Asset Meters
• Failure Codes and Classification
• Mobile Maintenance
• Barcode Scanning and GPS Asset Identification

Technical architecture requirements:

• Preferred deployment: Software as a Service (SaaS), but on-premises or hybrid may be proposed.
• Compatibility with TCTA's existing technology environment.
• User authentication, multi-factor authentication, role-based access control, security capabilities.
• Data encryption at rest and in transit.
• Audit trail and system logging.
• Scalability for users, projects, assets and transaction volumes.
• Configuration capabilities: workflows, business rules, dashboards, reports.
• Reporting and analytics.
• Mobile capabilities for field maintenance (CMMS).
• Backup, disaster recovery and business continuity.
• API and integration capabilities with TCTA enterprise systems.

Training approach: details of proposed training for TCTA staff, methodology, user groups, documentation, practical exercises, refresher training, duration.

Implementation approach: methodology, prerequisites, assumptions, timeline, configuration, data migration, user adoption, risks, dependencies, roles and responsibilities.

Post-implementation support: availability of documentation, support hours (08:00–16:30 SA time), channels, incident processes, SLAs, reports, software maintenance, upgrades, customisation, support pricing model.

Vendors must provide:

• Proposed implementation methodology and approach.
• Implementation prerequisites and infrastructure requirements.
• Assumptions regarding TCTA resources, data, infrastructure and business participation.
• Proposed implementation timeline and estimated duration.
• Approach to configuration and deployment.
• Approach to data migration, where applicable.
• Approach to user adoption and change management.
• Key success factors for successful implementation.
• Key implementation risks and proposed mitigation measures.
• Key dependencies that TCTA should consider.
• Roles and responsibilities of the service provider and TCTA during implementation.

Company profile, experience, accreditations and relevant certifications are required as part of the returnables. Accreditation, qualifications and certifications of proposed key personnel must be provided.

No specific quality management requirements beyond the technical and functional solution capabilities described in the RFI. Vendors must describe solution architecture, security, scalability, configuration, reporting, mobile capabilities, backup and disaster recovery, and API integration. The RFI is for information gathering, not a formal quality assurance specification.

Indicative itemised pricing must cover:

• Software licensing cost (preferably subscription/SaaS; on-premises or hybrid may be proposed).
• Implementation and configuration costs.
• Support and maintenance costs.
• Training costs.
• Integration/API services costs, where applicable.
• Professional services costs, where applicable.
• Optional modules or additional functionality and associated costs.
• Customisation costs.
• Any assumptions, exclusions, optional items or additional costs must be clearly identified and priced separately.
• Quoted amounts must include all applicable costs and disbursements, including travel and other expenses.

The pricing schedule provides separate columns for Enterprise Project Controls and Enterprise Asset Management (CMMS) with line items for implementation, software licensing/subscription Year 1 and 2, integration/API, training, support and maintenance Year 1 and 2, optional modules, total excluding VAT, VAT 15%, and indicative total including VAT.

Pricing must be indicative and itemised, covering:

• Software licensing cost (preferably subscription/SaaS, but on-premises or hybrid may be proposed).
• Implementation and configuration costs.
• Support and maintenance costs.
• Training costs.
• Integration/API services costs.
• Professional services costs.
• Optional modules or additional functionality costs.
• Customisation costs.

Any assumptions, exclusions, optional items or additional costs must be clearly identified and priced separately.

Quoted amounts must include all applicable costs and disbursements, including travel and other expenses.

Pricing schedule includes separate columns for Enterprise Project Controls and CMMS, with rows for implementation, licensing per year, integration, training, support per year, optional modules, total excluding VAT, VAT at 15%, and indicative total including VAT.

Registrations and certificates:

• Valid B-BBEE certificate issued by a SANAS-accredited verification agency, or for EME/QSE a validly commissioned affidavit meeting minimum requirements (Annexure F/G). Affidavits not meeting requirements will not be awarded points.
• QSEs not meeting level 1 or 51% black ownership thresholds must show compliance with all five B-BBEE scorecard categories and obtain a SANAS-accredited certificate.
• Joint ventures must submit consolidated B-BBEE certificate from a SANAS-accredited verification agency.
• Standard National Treasury Bidding Documents (SBD) must be submitted, including SBD 4 (Declaration of Interest).
• POPI Act compliance: TCTA will process personal information as per the disclaimer; bidders consent to use of information.
• Bidders must not submit fraudulent information or third-party intellectual property without authorisation.
• Bidders must not engage in bribery, corrupt practices, or fronting.
• Bidders must declare any conflicts of interest.
• Bidders must bear their own costs.

No specific health and safety requirements are detailed for this RFI, which is for software solution information. The document focuses on technical, functional, training, implementation and support aspects.

Contract conditions include:

• Bidders bear all costs of preparing and submitting the RFI; TCTA is not liable for any costs incurred regardless of the outcome.
• TCTA may disqualify a bidder for fraudulent information, unauthorised submission of intellectual property, or fronting.
• Clarifications: all queries must be directed to the receiving officer stated on the front page, at least five business days before closing, with the RFI number in the subject line. TCTA is not liable for failure to respond.
• Bidders may withdraw or modify submissions before closing; no changes after closing.
• TCTA may request clarification and additional annexures; failure to submit within 5 working days may lead to disqualification.
• POPIA: By participating, bidders consent to TCTA processing personal information as described; TCTA will protect personal information.
• Conflicts of interest: bidders must avoid conflicts and provide impartial advice.
• Prohibition of bribery and corrupt practices: influencing TCTA employees or agents may lead to disqualification.
• Fronting: TCTA may investigate; failure to prove non-fronting within 14 days may invalidate the bid and lead to restriction from public sector business for up to ten years.
• Intellectual property: each party retains its own IP; bidder warrants no infringement.
• Confidentiality: TCTA will not divulge confidential information without consent, except as required by law.
• TCTA accepts no liability for loss or damage arising from the RFI process.

The RFI has four stages of assessment: Stage 1 – Returnables, Stage 2 – Information Requested, Stage 3 – Price, and Stage 4 – Company Vetting. Each stage must be clearly marked in the submission. No specific scoring weights or minimum qualifying scores are provided in this RFI.