Frequently Asked Questions — APPOINTMENT OF A SERVICE PROVIDER TO ASSIST NRCS WITH MIGRATION AND WEBSITE CONTENT SUPPORT AND MIANTENANCE FOR PERIOD OF TWENTY-FOUR (24) MONTHS.

Question 1

What are the submission requirements for this tender (Ref: (RFQ No.: 014/2026))?

Accepted Answer

Returnable Documents:

Question 2

How will bids be evaluated?

Accepted Answer

{ "mandatory": [ "Submission of completed SBD forms (1, 3.1, 4, 6.1).", "Valid tax compliance (SARS PIN or CSD registration).", "B-BBEE status level verification (certificate or affidavit).", "No late submissions; emails only to solly.motlana@nrcs.org.za.", "No conflicts of interest (state employees or their associated entities are disqualified).", "Minimum 70/100 points in functionality evaluation." ], "preferential": [ "Higher B-BBEE status levels (Level 1–8) earn more preference points (20–2 points).", "Lower price bids score higher under the 80-point price component." ], "disqualifiers": [ "Failure to submit mandatory documents (e.g., tax compliance, B-BBEE proof).", "Late or hand-delivered submissions.", "Bidder or directors employed by the state.", "Fraudulent claims or non-compliance with procurement regulations." ] }

Question 3

What are the technical specifications?

Accepted Answer

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) BID RESPONSE DOCUMENTS TO BE SEND VIA E-MAIL ADDRESS PLEASE NOTE: QUOTATION TO BE E-MAIL TO: solly.motlana@nrcs.org.za; NO HAND DELIVERED WILL BE ACCEPTED. BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO: Thembela Sonandi / Lekgoloane CONTACT PERSON Mr Solomon Motlana CONTACT PERSON Makeke TELEPHONE NUMBER 012 482 8827 TELEPHONE NUMBER 12 482 8715/ 8927 FACSIMILE NUMBER N/A FACSIMILE NUMBER N/A E-MAIL ADDRESS Solly.Motlana@nrcs.org.za E-MAIL ADDRESS Thembela.Sonandi@nrcs.org.za SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER SUPPLIER COMPLIANCE TAX CENTRAL STATUS COMPLIANCE SUPPLIER OR SYSTEM PIN: DATABASE No: MAAA B-BBEE STATUS LEVEL TICK APPLICABLE BOX] B-BBEE STATUS LEVEL [TICK APPLICABLE BOX] VERIFICATION SWORN AFFIDAVIT The National Regulator for Compulsory Specification (NRCS) was established on 1 September 2008, under the auspices of the National Regulator for Compulsory Specifications Act (NRCS Act), Act . It emerged as an independent organisation from the original Regulatory Division of the South African Bureau of Standards and is defined as a Section 3A organisation under the Public Finance Management Act. The NRCS is primarily responsible for the administration of three Acts that reside under its jurisdiction, namely the NRCS Act , the Legal Metrology Act No and the National Building Regulations and Building Standards Act . The NRCS also administers regulations that fall under the jurisdiction of other governments departments, as per agreements. The NRCS currently operates a SharePoint 2019 on-premises website which has become technically constrained, difficult to maintain, and sub-optimal in user experience and accessibility. 1.1 OBJECTIVE The NRCS seeks to appoint a qualified and experienced service provider to: • Migrate the existing SharePoint 2019 website to SharePoint Online; • Redesign and modernise the website interface and information architecture; • Improve accessibility and responsiveness; • Implement analytics, reporting, and social media integration; • Implement an AI-enabled chatbot solution integrated within the Microsoft ecosystem; • Provide content management support and website optimisation services; RFQ N0.:01426 WEBSITE AND CONTENT SUPPORT AND MAINTANACE • Provide maintenance and support services for twenty-four (24) months; • Transfer skills and knowledge to designated NRCS personnel. 2 EXPECTED OUTCOMES (IMPACT-BASED) The successful bidder shall ensure that the following outcomes are achieved: 2.1 User Experience & Accessibility • Intuitive and user-friendly navigation; • Mobile-first responsive design; • Compliance with WCAG 2.1 AA accessibility standards or latest equivalent; • Improved user engagement and reduced bounce rates. 2.2 Performance & Reliability • Minimum 99.9% uptime; • Website page load speed of three (3) seconds or less under normal operating conditions; • Stable and secure SharePoint Online environment. 2.3 Digital Engagement Measurable increase in: • Improved Website traffic • Improved User engagement (session duration, page views) • Improved and successful access to NRCS services and information retrieval 2.4 Data-Driven Decision Making and Reporting • Integration with Google Analytics 4 and/or Microsoft analytics tools; • Availability of dashboards and monthly reporting; • Data-driven recommendations for optimisation RFQ N0.:01426 WEBSITE AND CONTENT SUPPORT AND MAINTANACE 2.5 Service Efficiency • Improved customer self-service capability; • Reduced repetitive customer queries through chatbot and FAQ functionality; • Improved access to online forms and service information. 2.6 SCOPE OF WORK The NRCS is running the website SharePoint 2019 on-prem and its support is coming to an end. NRCS want to migrate to SharePoint online to ensure website is always accessible. The website is currently accessed by NRCS customers to retrieve information. The service provider shall submit a proposal that addresses 24/7 maintenance and support for the following all requirements below: 2.6.1 Phase 1: Discovery & Assessment • Full audit of current website (content, structure, performance) • Assess current information architecture and content structure; • User journey and stakeholder analysis • Identification of gaps and improvement opportunities • SEO and search performance assessment • Identify usability and accessibility gaps; • Identify migration risks and dependencies. 4.1 Deliverable: ▪ Website Audit and Assessment Report; ▪ Migration Report; ▪ Recommendations and Improvement Plan. 2.6.2 Phase 2: UX/UI Design & Information Architecture The service provider shall: • Develop Site map • User journeys • Develop wireframes and prototypes; • Redesign website interface aligned with modern government digital standards; • Content…

Question 4

What compliance and legal requirements must bidders meet?

Accepted Answer

Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] RFQ N0.:01426 WEBSITE AND CONTENT SUPPORT AND MAINTANACE ARE YOU THE ARE YOU A ACCREDITED FOREIGN BASED REPRESENTATIVE SUPPLIER FOR IN SOUTH AFRICA THE GOODS FOR THE GOODS /SERVICES Yes No /SERVICES Yes No /WORKS /WORKS OFFERED? [IF YES, ANSWER THE QUESTIONNAIRE [IF YES ENCLOSE PROOF] BELOW] OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. RFQ N0.:01426 WEBSITE AND CONTENT SUPPORT AND MAINTANACE PART B TERMS AND CONDITIONS FOR BIDDING

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided–(not to be re-typed) or in the manner prescribed in the bid document. 1.3 Before completing this form, tenderers must study the general conditions, definitions and directives applicable in respect of the tender and preferential procurement regulations, 2022 1.3. The successful bidder will be required to fill in and sign a written contract form (sbd7).

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ........................ RFQ N0.:01426 WEBSITE AND CONTENT SUPPORT AND MAINTANACE

Maintenance will be performed remotely, and it is the responsibility of the NRCS to ensure the service provider has the necessary access to the production environment.

Maintenance performed in the production environment will be performed outside of the Business Hours and Days and the Service Provider is expected to be available to deal with such.

Maintenance performed on the development environment as part of the testing will be performed during the Business Day.

24/7 system monitoring

Website optimisation;

Performance monitoring;

Content publishing support;

Preventative maintenance.

Break-fix support

Regular health system checks

Software enhancements and updates 2.11 Support Requirements

Defined response and resolution times

Remote support capability

Change Management process

Incident severity classification

Monthly SLA performance reporting RFQ N0.:01426 WEBSITE AND CONTENT SUPPORT AND MAINTANACE 2.12 SLA TIME RESPONSE RATE REQUIREMENTS Priority Severity Description Response Resolution time Time (incl. response time) Priority High Entire organization is 15 4 hours 1 affected. minutes

Core business process cannot be carried out.

Security violation.

Incident has serious impact on critical tasks and no workaround is available. RFQ N0.:01426 WEBSITE AND CONTENT SUPPORT AND MAINTANACE Priority Medium System cannot function as 30 8 hours 2 designed or installed minutes

Compliance timeline is affected

Multiple users or departments are directly affected. Priority Low Small number or small 1 hour 2 calendar 3 group of users are directly days affected.

Isolated incident.

Degraded performance and/or is difficult to use

User requests general information, service or consultation.

Cosmetic enhancements

Report enhancements Low small groups of users are 4 hours 3 Calendar directly affected. days

Report enhancements 2.13 Continuous Optimisation

B-BBEE Minimum Level: 1

Points Allocation: 3 points

B-BBEE Details: ECHNICAL ENQUIRIES MAY BE DIRECTED TO:

Thembela Sonandi / Lekgoloane

CONTACT PERSON Mr Solomon Motlana CONTACT PERSON Makeke

Telephone number 012 482 8827 telephone number 12 482 8715/ 8927

Facsimile number n/a facsimile number n/a

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier compliance tax central

Status compliance supplier

Or

System pin: database

No: MAAA

B-bbee status level tick applicable box] b-bbee status level [tick applicable box]

Verification sworn affidavit

Certificate

Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN

Order to qualify for preference points for b-bbee]

RFQ n0.:01426 Website and content

Support and maintanace

Are you the are you a

Accredited foreign based

Representative supplier for

In south africa the goods

FOR THE GOODS /SERVICES Yes No

/SERVICES Yes No /WORKS

/Works offered? [If yes, answer the questionnaire

[If yes enclose proof] below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status

System pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

RFQ n0.:01426 Web

Question 5

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingDate":"30 JUNE 2026","closingTime":"11H00"}

Question 6

Who should be contacted for queries about this tender?

Accepted Answer

{"name":"Mr Solomon Motlana CONTACT PERSON","email":"solly.motlana@nrcs.org.za","phone":"012 482 8827","department":"Price Amount","address":"ENANCE FOR PERIOD OF TWENTY-FOUR (24) MONTHS."}

Appointment of a service provider to assist nrcs with migration and website content support and miantenance for period of twenty-four (24) months.

Appointment of a service provider to assist nrcs with migration and website content support and miantenance for period of twenty-four (24) months.

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Critical Requirements

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

National Regulator for Compulsory Specifications

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