Board management system RFQ – government tender in gauteng

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Returnable Documents: Please refer to ANNEXURE A of this document for the format in which the

2.1.1.15. Board evaluation surveys

2.1.3.1. The service provider must comply with ISO 27001 and adhere to recognized

2.1.3.2. The service provider must hold valid ISO 27001 certification and demonstrate

8. Evaluation process

10.1 Aim of Evaluation

the pre-determined evaluation criteria.

10.2 Evaluation Criteria

The evaluation criteria as set out hereunder will assist NMISA to ensure conformity to all

tender requirements. The NMISA evaluation team shall use the evaluation criteria, applicable

values and/or minimum qualifying scores for functionality as indicated in the bid specification

The following are the stages that will be used to evaluate all bid/s received.

NB: Proposals that score NO for any items in the compulsory technical specification section

will be disqualified and will not advance to the next stage of evaluation.

10.2.3 Functionality

The evaluation criteria for functionality aim to assess the bidder’s capability, reliability and ability to

execute and maintain a bid and/or contract. The minimum points that bidders’ have to obtain in order

to progress to the next stage of evaluation is 70.

NB: Proposals that scored less than 70 points on functionality will be disqualified and will not

progress to the next stage of evaluation.

NO functionality criteria allocated

If < 10 years = 10 points

If ≥ 10 years = 20 points

If < 15 years = 30 points

If > 15 years = 40 points

10.2.4 Price and BBBEE points

The NMISA is a Type 3A Public Entity established in accordance with the Measurement Unit and

Measurement Standards Act, No. (the Act). The NMISA is mandated by the Act to

provide for the use of the international system of units (the SI) and other measurement units in

South Africa, to maintain national measurement standards (NMS) and to determine and ensure

the comparability of the NMS. More information can be obtained from www.nmisa.org.

The National Metrology Institute of South Africa (NMISA) invites proposals from qualified and

reputable service providers for the supply, installation, and configuration of a secure and

customised Board Management System. The solution should support NMISA’s governance

framework by streamlining board meeting processes, enabling secure document collaboration,

and ensuring controlled access to approved policies and historical governance records.

Board meeting documents are vital for effective governance, strategic oversight, and informed

decision-making. Given their sensitive nature, the system must ensure accuracy,

confidentiality, and ease of access, with distribution methods aligned to best practices in

governance and information security.

Service providers are therefore invited to submit proposals for a solution that will enhance

collaboration among board members and executives, improve document management, and

optimize the administration of board meetings and governance activities.

2.1. The scope of services required should include:

The appointed service provider will be responsible for supplying and installing a

comprehensive and user-friendly Board Management System that includes the following

functionalities:

2.1.1. Functional requirements

The system must deliver the following features and capabilities:

2.1.1.1. The system must support automated compilation of board packs from agenda

items, including automatic pagination, indexing, and secure distribution to

board and committee members.

2.1.1.2. Digital creating of agenda, meeting documents and minute-taking

2.1.1.3. Create annual board calendar using a template.

2.1.1.4. Support annotations and comments on documents

2.1.1.5. Allow collaborations on board documents in real time on any device

2.1.1.6. Enable e-signatures and digital approvals

2.1.1.7. Provide a dashboard for upcoming meeting and tasks

2.1.1.8. Provide a dashboard for previous meeting documents and document

depository

2.1.1.9. Secure Instant messaging tools

2.1.1.10. Action item tracking and management

2.1.1.11. Offer offline access to documents

2.1.1.12. Include audit trails and activity log

2.1.1.13. In-meeting and round robin voting options

2.1.1.14. Agenda review and approval workflows

2.1.1.15. Board evaluation surveys

2.1.1.16. The system must support dynamic watermarking of board documents

displaying user information to prevent unauthorised distribution.

2.1.1.17. The system must allow document-level permissions, including view-only,

download restriction, and time-limited access.

2.1.1.18. The system must maintain version control and document history for all

uploaded materials.

2.1.1.19. The system must provide governance reporting dashboards including

meeting attendance, action tracking and board activity analytics.

2.1.2. Technical requirements

2.1.2.1. Mobile and tablet compatibility (iOS, Windows and Android), allowing secure

access via desktop, tablet and mobile devices and Integration with Microsoft

365 where applicable.

2.1.2.2. Integration with Microsoft 365 applications, including Outlook, Teams,

OneDrive and SharePoint, where applicable.

2.1.3. Security and compliance

2.1.3.1. The service provider must comply with ISO 27001 and adhere to recognized

best practices for information security and data privacy.

2.1.3.2. The service provider must hold valid ISO 27001 certification and demonstrate

adherence to recognized best practices.

2.1.3.3. Advanced encryption controls for users and documents.

2.1.3.4. Strong authentication methods for all users, including multi-factor

authentication (MFA).

2.1.3.5. The system must provide mobile device management controls such as remote

wipe of downloaded board materials if a device is lost or compromised.

2.1.3.6. Role-based access control (RBAC) and configurable permission levels for

internal and external users.

2.1.3.7. Fine-grained controls for document viewing, editing, annotations, downloads,

and e-signatures.

2.1.3.8. The solution must be a secure cloud-based platform with high availability and

disaster recovery capabilities.

2.1.4. Training and support

2.1.4.1. The service provider will be required to offer onboarding and training for users.

Provision of a warranty post-system commissioning (go-live)

2.1.4.2. The service provider must provide user manuals and help desk support.

2.1.4.3. The service provider must provide 24 hours support to troubleshoot issues,

provide guidance and maintain the portal.

2.1.4.4. Ongoing technical support after system implementation and maintenance of

the system.

3. RFQ document

RFQ documents are available on the website (www.nmisa.org) at no cost. Suppliers are advised

not to ask a NMISA staff member to download the RFQ documentation from the website on their

behalf. Serious action will be taken against the staff member, and the offending supplier may be

disqualified to do business with NMISA in future.

4. Validity period

The proposal submitted by the supplier must be valid for the period of 30 days from the closing

date of submission of proposals.

1 Company profile must be attached 40

1.1 Bidder/ Tenderer Experience: A minimum of ten (10) years’ experience

in providing board management software.

Please complete the table below by indicating “yes” or “no” to confirm whether this requirement

No. Compulsory Technical Requirements Yes or No Comments (please

Please refer to ANNEXURE A of this document for the format in which the

B-BBEE Minimum Level: 0

Points Allocation: 3 points

B-BBEE Details: OF GOVERNANCE 10

The bidder must demonstrate expertise and understanding of Governance

topics

10.2.4 Price and BBBEE points

The 80/20 preference points system will be applicable to this RFQ.

The following formula would be applied:

Ps = 80[1- Pt- Pmin /Pmin]

Where:

Ps = Points scored for price of bid under consideration

Pt = Rand value of bid under consideration

Pmin = Rand value of lowest acceptable bid

Points awarded for Labour Relations Training status level of contributor

A maximum of 20 points will be awarded for the service whose BBBEE status has the

required level conributor.

B-BBEE Status Level of Contributor Number of Points

1 20

2 18

3 14

4 12

5 8

6 6

7 4

8 2

Non-compliant contributor 0

9. Disclaimer

NMISA reserves the right not to appoint a service provider and is also not obliged to provide

reasons for the rejection of any proposal. NMISA reserves the right to:

• Award the contract or any part thereof to one or more service providers.
• Reject all bids.
• Decline to consider any proposals that do not conform to any aspect of the bidding process.
• Request further information from any service provider after the closing date, for clarification

purposes.

10. Notes to suppliers

This section outlines basic requirements that must be met. Failure to accept these conditions or part

thereof may result in your proposal being excluded from the evaluation process.

• Proposal documents should be submitted to [email protected].
• NMISA will not be liable to reimburse any costs incurred by the bidder during the proposal

process.

• Evaluation of proposals will be carried out by NMISA. The Cross- Evaluation Committee will,

if necessary, contact suppliers to seek clarification on any aspect of the proposals.

11. Disclaimer

The NMISA reserves th

RFQ description: nmisa wishes to procure the services of a service provider

Closing date: Wednesday, 29 July 2026 @ 14h00.

1 introduction

The NMISA is a Type 3A Public Entity established in accordance with the Measurement Unit and

Measurement Standards Act, No. (the Act). The NMISA is mandated by the Act to

provide for the use of the international system of units (the SI) and other measurement units in

South Africa, to maintain national measurement standards (NMS) and to determine and ensure

the comparability of the NMS. More information can be obtained from www.nmisa.org.

2 purpose

The National Metrology Institute of South Africa (NMISA) invites proposals from qualified and

reputable service providers for the supply, installation, and configuration of a secure and

customised Board Management System. The solution should support NMISA’s governance

framework by streamlining board meeting processes, enabling secure document collaboration,

and ensuring controlled access to approved policies and historical governance records.

10.2.1 Compulsory Technical Specifications

Please complete the table below by indicating “yes” or “no” to confirm whether this requirement

is met and provide explanations/ comments to support your answers. Supporting

documentation or evidence should be attached to this document. Supporting documentation

should take the form of technical specifications, datasheets, technical drawings, brochures,

etc. Supporting documents should have page numbers for ease of reference.

NB: Proposals that score NO for any items in the compulsory technical specification section

will be disqualified and will not advance to the next stage of evaluation.

No. Compulsory Technical Requirements Yes or No Comments (please

reference page no.)

10.2.2.1 Bidder must be registered as an

authorised Board management system

service provider

10.2.2.2 Bidders must use the latest stable

versions of operating system, and

browser.

10.2.2.3 Bidders must have proven track record

and expertise to manage sensitive

board documents securely

10.2.2.4 Bidders must have a history of

successful implementations across

should include:

• Process mapping

• Risk identification

• Risk assessments

• Risk mitigation

4 administration and ease of use 10

8.1 Name of

company/firm:........................................................................................

8.2 VAT registration

number:.....................................................................................

8.3 Company registration

number:..............................................................................

8.4 Type of company/ firm

 Partnership/Joint Venture / Consortium

 One person business/sole propriety

 Close corporation

 Company

 (Pty) Limited

[Tick applicable box]

8.5 Describe principal business activities

..................................................................................................................

..................................................................................................................

..................................................................................................................

..................................................................................................................

........

8.6 Company classification

 Manufacturer

 Supplier

 Professional service provider

 Other service providers, e.g. transporter, etc.

[Tick applicable box]

8.7 Total number of years the company/firm has been in business:.................................

8.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the

company/firm, certify that the points claimed, based on the B-BBE status level of

contributor indicated in paragraphs 1.4 and 6.1 of the foregoing certificate, qualifies the

company/ firm for the preference(s) shown and I / we acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 6.1, the contractor may be required to furnish documentary

proof to the satisfaction of the purchaser that the claims are correct;

iv) If the B-BBEE status level of contributor has been claimed or obtained on a

of 5

fraudulent basis or any of the conditions of contract have not been fulfilled, the

purchaser may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as

a result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the bidder or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted by the National Treasury from

obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other

side) rule has been applied; and

(e) forward the matter for criminal prosecution.

decision-making. Given their sensitive nature, the system must ensure accuracy,

confidentiality, and ease of access, with distribution methods aligned to best practices in

governance and information security.

2.1.3. Security and compliance

2.1.3.1. The service provider must comply with ISO 27001 and adhere to recognized

best practices for information security and data privacy.

2.1.3.2. The service provider must hold valid ISO 27001 certification and demonstrate

adherence to recognized best practices.

2.1.3.3. Advanced encryption controls for users and documents.

2.1.3.4. Strong authentication methods for all users, including multi-factor

authentication (MFA).

2.1.3.5. The system must provide mobile device management controls such as remote

wipe of downloaded board materials if a device is lost or compromised.

2.1.3.6. Role-based access control (RBAC) and configurable permission levels for

internal and external users.

2.1.3.7. Fine-grained controls for document viewing, editing, annotations, downloads,

and e-signatures.

2.1.3.8. The solution must be a secure cloud-based platform with high availability and

disaster recovery capabilities.

2.1.4. Training and support

2.1.4.1. The service provider will be required to offer onboarding and training for users.

Provision of a warranty post-system commissioning (go-live)

2.1.4.2. The service provider must provide user manuals and help desk support.

2.1.4.3. The service provider must provide 24 hours support to troubleshoot issues,

provide guidance and maintain the portal.

2.1.4.4. Ongoing technical support after system implementation and maintenance of

the system.

10.2.3 Functionality

The evaluation criteria for functionality aim to assess the bidder’s capability, reliability and ability to

execute and maintain a bid and/or contract. The minimum points that bidders’ have to obtain in order

to progress to the next stage of evaluation is 70.

NB: Proposals that scored less than 70 points on functionality will be disqualified and will not

progress to the next stage of evaluation.