Support, maintenance and hosting of a project management system — RFQ NB148/2026

Appointment of a service provider to support, maintain and host the Project Management System for Working for Tourism (WFT) for 24 months.

• The department uses an online, web-based project management system to manage EPWP projects from inception to completion.
• The system is a central repository of project information, generates reports for stakeholders, and manages and tracks project progress payments.
• The current system is obsolete, was developed around 1994 in Delphi 8, and has no source code.
• The scope is maintenance and support, not new development.

Closing

• Date: 26 October 2026
• Time: 10:00

Technical enquiries

• Contact: Moses Maleka
• Telephone: 012 444 6521
• Email: [email protected]

Bidding procedure enquiries

• Contact: Moses Maleka
• Telephone: 012 444 6521
• Email: [email protected]

Submission

• Email: [email protected]
• Physical address:

Tourism House

17 Trevenna Street

Sunnyside

Pretoria 0002

Submission channels

• Email: [email protected]
• Hand delivery: Tourism House, 17 Trevenna Street, Sunnyside, Pretoria 0002
• Hand-delivered quotations must be entered in the quotations register at reception; a bidder who fails to complete the register invalidates the RFQ.
• Late submissions are not considered.

Format

• Bids must be submitted on the official forms provided.
• All Standard Bidding Document (SBD) forms must be completed, signed and returned with the RFQ.
• The content and sequence of information in SBD 4 may not be altered.
• Bidders must quote on the entire scope of work; a partial quote may result in no award.
• The validity period of the price quotation, in days, must be stated.
• The 2010 version of the National Treasury General Conditions of Contract applies.

Returnable documents

• Part A and Part B: bid invitation and terms and conditions, completed and signed.
• Annexure A - SBD 4 (Declaration of Interest): discloses whether any director, member or shareholder is employed by the state or connected to anyone at the department.
• Annexure B - proof of women ownership, where those points are claimed: CIPC/CIPRO registration certificate, certified copies of the women's ID documents, and a full (not summarised) CSD report.
• Annexure C - proof of black ownership, where those points are claimed: CIPC/CIPRO registration certificate, certified copies of the black persons' ID documents, and a full CSD report.
• Annexure D - B-BBEE sworn affidavit for an EME or QSE, or a consolidated B-BBEE certificate for a joint venture.
• Annexure E - the quoted price or financial offer aligned to the scope of work.
• Proof of authority to sign, such as a company resolution.
• SARS tax compliance status PIN or CSD number.

Disqualification risks

• Failure to complete the quotations register for hand-delivered bids.
• Late delivery.
• Omitted or unsigned returnable forms and annexures.
• Failure to quote on the entire scope of work.
• Bids from persons in the service of the state, or from companies or close corporations whose directors or members are in the service of the state.

Evaluation stages

• Stage 1: functionality, scored against the criteria below. Minimum qualifying score: 65%.
• Stage 2: only bids that pass functionality are scored on price and specific goals under the 80/20 preference point system.

Functionality criteria (100 points)

• Past experience supporting a similar outdated system - weight 30. References must show project type and name, duration, budget and contact details. One reference 1 point; two references 3 points; three or more references 5 points; the detail and completeness of the experience determines the score.
• Delphi 8 and/or similar experience - weight 20. Less than 1 year 0; 1 to 3 years 2; 4 to 5 years 3; 6 to 9 years 4; 10 years or more 5.
• Inter-base database experience - weight 20. Less than 1 year 0; 1 to 3 years 2; 4 to 5 years 3; 6 to 9 years 4; 10 years or more 5.
• Qualifications and experience of support personnel - weight 20. Detailed CVs and certified qualification certificates must be attached, clearly labelled and packaged. 0 to 2 years in support roles with ICT qualifications 1 point; 3 to 5 years 3 points; 6 to 10 years 4 points; more than 10 years 5 points.
• Experience in hosting applications and databases - weight 10. 0 to 2 years 1 point; 3 to 5 years 3 points; 6 to 10 years 5 points; more than 10 years 7 points.

Preference points (80/20)

• Price: 80 points, calculated as Ps = 80 x (1 - (Pt - Pmin) / Pmin); the lowest acceptable price scores 80 and higher prices score proportionally fewer.
• Specific goals: 20 points - women ownership 6 points, black ownership 12 points, SMME (EME or QSE) 2 points.
• Women ownership points: 6 x (% of the enterprise owned by women) / 100.
• Black ownership points: 12 x (% of the enterprise owned by black persons who did not have voting rights) / 100.
• SMME: 2 points for an EME or QSE, 0 if not.
• Price and specific goals points are added and the total is rounded to two decimal places.
• No proof submitted means zero points for the relevant specific goal.

Award and deadlock

• The bid with the highest total points is awarded the contract, unless objective criteria under section 2(1)(f) of the PPPFA justify another award.
• Equal totals: the bidder with the highest specific goals points wins.
• Still equal: the award is decided by drawing lots.

Appointment of a service provider to support, maintain and host the Project Management System for Working for Tourism (WFT) for 24 months.

Background

• The department's online web-based project management system manages EPWP projects from inception to completion, acts as a central repository of project information, generates reports for stakeholders, and tracks project progress payments.
• The system is obsolete: it was developed around 1994 in Delphi 8 and no source code is available. The requirement is maintenance and support, not new development.

Basic system support

• Data fixes; validation data updates; re-opening of submission forms; updating of payments and other data; data import and replication support; report bug fixes; document uploads.
• Standard support requests must be resolved within 2 to 12 hours.
• Emergency requests must be resolved within 2 to 4 hours.

Technical system support

• System troubleshooting.
• Server maintenance and RMP, including rebuilding the server and/or databases after a system fault.
• Database and system integrity validations.
• Bi-weekly server maintenance on Sundays between 19:00 and 21:00, including database backup and restore.

Reporting

• Monthly and quarterly reports, including imported data.
• Weekly system backups.
• Reporting of support hours.

Hosting

• Hard disk: 150GB
• Ram: 4gb
• CPU: Intel Xeon E5 2620 at 2.1GHz
• Operating system: Windows Server 2003 R2, Enterprise Edition, Service Pack 2
• Anti-virus software
• Server details and hosting contracts with third-party hosting providers must be shared at least two months after appointment.

Scope of work

• Basic system support: data fixes, validation data updates, re-opening of submission forms, updating of payments and other data, data import and replication support, report bug fixes, document uploads. Standard requests resolved within 2 to 12 hours; emergency requests within 2 to 4 hours.
• Technical system support: troubleshooting, server maintenance and RMP including rebuilding servers and databases after faults, database and system integrity validations, and bi-weekly server maintenance on Sundays 19:00 to 21:00 with database backup and restore.
• Reporting: monthly and quarterly reports including imported data, weekly system backups, and reporting of support hours.
• Hosting: 150GB hard disk, 4GB RAM, Intel Xeon E5 2620 at 2.1GHz, Windows Server 2003 R2 Enterprise Edition Service Pack 2, and anti-virus software.
• Server details and hosting contracts with third-party providers must be shared at least two months after appointment.

Functionality criteria and weights (100 points total)

• Past experience supporting a similar outdated system - 30 points. Submit references showing project type and name, duration, budget and contact details. One reference 1 point; two references 3 points; three or more references 5 points; the detail and completeness of the experience determines the score.
• Delphi 8 and/or similar experience - 20 points. Less than 1 year 0; 1 to 3 years 2; 4 to 5 years 3; 6 to 9 years 4; 10 years or more 5.
• Inter-base database experience - 20 points. Less than 1 year 0; 1 to 3 years 2; 4 to 5 years 3; 6 to 9 years 4; 10 years or more 5.
• Qualifications and experience of support personnel - 20 points. Attach detailed CVs and certified qualification certificates, clearly labelled and packaged. 0 to 2 years in support roles with ICT qualifications 1 point; 3 to 5 years 3 points; 6 to 10 years 4 points; more than 10 years 5 points.
• Experience in hosting applications and databases - 10 points. 0 to 2 years 1 point; 3 to 5 years 3 points; 6 to 10 years 5 points; more than 10 years 7 points.

Minimum qualifying score for functionality: 65%.

Pricing table: total price excluding VAT; VAT at 15% where the bidder is registered for VAT; grand total including VAT. Bidders must quote on the entire scope of work.

Pricing

• Bidders must quote on the entire scope of work; a partial quote may result in no award.
• Pricing table: total price excluding VAT; VAT at 15% (only where the bidder is registered for VAT); grand total including VAT.
• The validity period of the quotation, in days after the closing date, must be stated.

Registration and tax

• Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD number, or submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• A full (not summarised) CSD report, preferably drawn before the closing date, must be submitted.
• The directors and shareholders reflected in the CSD report must match the ID documents and company registration documents or shareholder certificates submitted.

Ownership and B-BBEE

• Annexure B (women ownership) and Annexure C (black ownership) evidence is required only where those preference points are claimed.
• Annexure D: an EME or QSE must submit a valid B-BBEE sworn affidavit, valid for 12 months from the date signed by the Commissioner of Oaths, together with CIPC business registration and a share certificate.
• A joint venture claiming points must submit a consolidated B-BBEE certificate issued by an accredited verification agency, regardless of the size of the members; joint venture affidavits are not accepted.

Exclusion

• Bids will not be considered from persons in the service of the state, or from companies or close corporations whose directors or members are in the service of the state.

Company documents

• CIPC/CIPRO registration certificate and certified ID copies of owners, where ownership points are claimed.
• Proof of authority for the signatory, such as a company resolution.

Popia

• Personal information submitted to the department is treated confidentially and processed in line with POPIA and PAIA.
• The department may process and further process the information, share it with its service providers, agents, contractors and professional advisers, and place it in the public domain in executing its mandate.
• The department accepts no liability for loss, damage or expense arising from information made available or from actions or transactions resulting from it.

General Conditions of Contract

• The 2010 version of the National Treasury General Conditions of Contract applies.

Deliveries

• Deliveries must be accompanied by a delivery note or invoice quoting the official purchase order number.
• Deliveries that do not comply with the purchase order may be returned to the supplier at the supplier's cost, and the department is not liable to pay for incorrectly delivered goods or services.
• Bidders must state the planned delivery period in days from the date an order is issued.

Compliance

• Bidders must be tax compliant and submit a SARS PIN or a CSD number.
• Bids from persons in the service of the state, or from companies with such directors, are not considered.
• Bidders must quote on the entire scope of work.
• The validity period of the price quotation must be stated.

Preference point system: 80/20.

• Price: 80 points.
• Specific goals: 20 points - women ownership 6, black ownership 12, SMME (EME or QSE) 2.
• Price points are calculated as Ps = 80 x (1 - (Pt - Pmin) / Pmin).
• Specific goals points are awarded in proportion to the percentage of the enterprise owned.
• Price and specific goals points are added and rounded to two decimal places.
• The highest total score wins; ties are broken first by specific goals points and then by drawing lots.
• Functionality must be passed at a minimum of 65% before price and specific goals are scored.

Returnable document

• Sworn Affidavit for EME and QSE (Annexure B): must be completed, signed before a Commissioner of Oaths and returned with the RFQ/RFP response. SMME preference points are only allocated when this affidavit accompanies the bid.
• The affidavit is valid for 12 months from the date it is signed by the Commissioner of Oaths.

SMME preference points

• Points for SMME (EME and/or QSE) are awarded only where the completed sworn affidavit is submitted with the bid.
• EME qualification: annual total revenue of R10,000,000.00 or less.
• QSE qualification: annual total revenue, allocated budget or gross receipts between R10,000,000.00 and R50,000,000.00.
• The bidder must indicate on the affidavit whether it claims EME or QSE status.

B-BBEE / SMME status

• EME: annual total revenue of R10,000,000.00 or less, evidenced by financial statements or management accounts for the latest financial year-end.
• QSE: annual total revenue, allocated budget or gross receipts between R10,000,000.00 and R50,000,000.00, evidenced on the same basis.
• The affidavit must declare the enterprise's percentage of Black beneficiaries, Black woman beneficiaries and Black designated group beneficiaries in terms of the Amended Codes of Good Practice (Act No 53 of 2003, as amended by Act No 46 of 2013).
• The affidavit must be sworn before a Commissioner of Oaths, whose signature and stamp must appear, and remains valid for 12 months from the date of signing.
• The deponent must be a director duly authorised to act for the enterprise, and must provide the enterprise name, trading name, registration number, physical address, type of entity, nature of business, full name, surname and identity number.