Appointment of a service provider to supply, implement, configure, and support an integrated facilities management system for a period of thirty-six (36) months

Closing date: 22 June 2026 at 11h00. Non-compulsory briefing session: 13 April 2026, 11h00-12h00 via Microsoft Teams (link/ID not provided). RFQ validity period: 60 working days from closing date.

Enquiries: [email protected]. Submission email: [email protected]. Address: TRANSPORT.

Submit bids strictly via email to: [email protected]. Late submissions will not be accepted. Use official forms provided (do not re-type). Mandatory returnables: SBD 1 (signed), CSD Registration Report, Tax Compliance PIN, Sworn Affidavit or valid B-BBEE Certificate, SBD 4 (signed), SBD 4 Annexure A, SBD 6.1 (signed), and price quotation on company letterhead. Non-submission of mandatory documents results in immediate disqualification. Bids must comply with Preferential Procurement Policy Framework Act, 2000, and Regulations. Successful bidder must sign SBD7 contract form. Bidders may correct tax non-compliance within 7 days of notification; failure leads to disqualification.

Scope: Supply, implement, configure, and support an Integrated Facilities Management System for 36 months. Purpose: Centralise management of assets, maintenance, compliance, contracts, space, helpdesk, financials, and reporting to improve efficiency, governance, and audit readiness. Functional Requirements: Asset Management (register, tracking, tagging, audits), Maintenance Management (planned/preventive/corrective/emergency, work orders, SLAs), Compliance Management (inspections, calendars, notifications, documentation), Health/Safety/Environmental (incidents, SHE docs, inspections, risk registers, reports), Contract/Service Provider Management (registers, expiry tracking, performance monitoring), Space/Occupancy Management (floor plans, allocation, utilisation reports), Financial/Cost Management (expenditure tracking, budget monitoring), Helpdesk/Service Requests (multi-channel reporting, tickets, escalation, feedback), Reporting (dashboards, ad-hoc reports, data export). Technical Requirements: Hosting (on-premises, Azure, cloud-agnostic, SA data residency), Architecture (modular, scalable, secure, web-based, RBAC, encryption), Backup (automated, incremental/full, SA storage, restoration testing), Disaster Recovery (RTO/RPO, failover, minimal disruption, testing), Security (firewall, RBAC, AD/Azure AD integration, MFA, least privilege, logging, encryption), Mobility (desktop/mobile access, offline sync, document uploads). Implementation: Plan, configuration, UAT, change management, go-live support. Training: User, admin, manuals, train-the-trainer, refresher. Support: Local presence, helpdesk, updates, enhancements, monitoring. Proprietary rights: All IP (copyright, patents, source code) transfer to C-BRTA.

Implementation methodology must be comprehensive and include: System configuration, project plan with milestones, risk mitigation strategies, training (user, admin, train-the-trainer, refresher), support (local presence, helpdesk, updates, monitoring), and go-live support. Scoring: Comprehensive methodology=10 points, limited plan=5 points, no clear methodology=0 points.

Compliance Management: Track statutory inspections/certificates, maintain compliance calendars, issue automated expiry notifications, store regulatory documentation. Backup/Data Protection: Regular automated backups, daily incremental/periodic full backups, configurable retention policies, secure SA-based storage, periodic restoration testing. Disaster Recovery: DR capabilities, defined RTO/RPO targets, failover mechanisms, minimal disruption, regular testing/validation. Implementation: Provide implementation plan, system configuration, user acceptance testing, change management plan, go-live support.

Pricing template required: Once-off costs (supply, implementation, configuration, training), Annual user licenses (Year 1: 5 users, Years 2-3: 6 users), Annual system license/subscription (Years 1-3), Helpdesk/technical support (Years 1-3), System maintenance/software updates (Years 1-3). Total must be provided in ZAR (inclusive of VAT). Payment terms and bonds/guarantees not specified.

Mandatory: CSD registration, Tax Compliance (SARS PIN or CSD number), SBD forms (1, 4, 6.1), B-BBEE Certificate or Sworn Affidavit (Level 1-4 for points). Consortia/JVs: Each party must submit separate TCS/CSD/PIN. Foreign suppliers: Must declare RSA residency/branch/permanent establishment/income/tax liability; if none, no SARS PIN required. Disqualification: State employees, directors/members in state service, or entities listed in Tender Defaulters/Restricted Suppliers Register. B-BBEE Specific Goals: Level 1-4 (10 points), Women-owned (5 points), Disabled-owned (5 points). Proof of authority (e.g., company resolution) required for bid signing.

Health, Safety, and Environmental (SHE) Management requirements for the system: Record incidents and investigations, manage SHE documentation, track safety inspections, maintain risk registers, generate statutory reports. The solution must support these functions as part of the Integrated Facilities Management System.

Environmental management is part of the system scope. The Integrated Facilities Management System must include Health, Safety, and Environmental (HSE) management capabilities, such as tracking environmental compliance, managing documentation, and generating reports to meet regulatory requirements.

Contract duration: 36 months. Successful bidder must sign SBD7 contract form. Contract is subject to General Conditions of Contract (GCC) July 2011, Special Conditions, and Preferential Procurement Policy Framework Act, 2000. Proprietary rights: All IP (copyright, patents, source code) generated during the contract belong to C-BRTA. Penalties for fraudulent claims: Disqualification, cost recovery, contract cancellation, 10-year public sector restriction, or criminal prosecution. Bidders must certify truthfulness of information and compliance with tender conditions.

Evaluation uses the 80/20 Preferential Procurement Regulations 2022 system with three phases: (1) Administrative Compliance (mandatory documents: SBD 1, CSD Report, SBD 4, SBD 6.1; non-submission = disqualification), (2) Functionality (100 points, 70-point threshold to advance; includes References 30pts, System Functional Capabilities 20pts, Technical Requirements 40pts, Implementation Methodology 10pts), (3) Price & Specific Goals (80pts price via formula Ps=80(1-(Pt-Pmin)/Pmin), 20pts Specific Goals: B-BBEE Level 1-4=10, Women-owned=5, Disabled-owned=5). Bidders scoring <70 in Phase 2 are disqualified. Price evaluation uses lowest acceptable bid (Pmin) as baseline.