GTAC K2 Maintenance and Support RFQ Gauteng

- Submit all standard bidding documents (sbd 1, sbd 3.3, Sbd 4, sbd 6.1) Fully completed and signed. - Provide valid csd registration report or SARS pin for tax compliance verification. - Achieve a minimum score of 70% in the functionality evaluation to proceed to the next stage. - Comply with the 80/20 preferential procurement regulations 2022 for price and specific goals (e.g., HDI ownership, women ownership). - Submit both technical and financial proposals by the closing date: 01 july 2026 at 14:00. - Ensure bid validity for 60 days from the closing date. - Late or incomplete submissions will be disqualified.

Appointment of service provider to assist the government technical advisory centre (gtac) with k2 maintenance and support in support of the k2 system and other related system used by the municipal finance improvement programme (mfip)

Management unit (pmu)

Name of Client MUNICIPAL FINANCE IMPROVEMENT PROGRAMME (MFIP)

Name of Project MFIP: K2 platform maintenance and support services provision

Contracting Government Technical Advisory Centre (GTAC), National Treasury

Accountable Officer Acting head of GTAC: Ronette Engela

Chief Director: MFIP

Project Purpose Support services to the MFIP Programme Management Unit (PMU) for the maintenance and support of the K2 platforms.

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Returnable Documents: 5.1.1 Phase 1: Stage 1a: Administrative Compliance (Non-Disqualification), matters and the Central Supplier Database (CSD) at the closing date and time of the, 1. SBD 1- SBD Invitation to Bid Complete the supplied pro forma document, 2. Central Supplier Database (CSD) Bidders must be registered on the Central, Registration Report, or CSD registration Database System (CSD) at the closing date, number, and Valid Tax Compliance Status and time of the bid., Partnership a Valid Tax Clearance, 3. Bidders Disclosure– SBD 4 (Refer to below Complete the supplied pro forma document, Bidder’s must submit the attached SBD 4 document. A bid may be disqualified if this, 4. SBD 6.1 - Preference Point Claim Form in Complete the supplied pro forma document

Minimum requirements from the bidder(s)

5.1.1 Phase 1: Stage 1a: Administrative Compliance (Non-Disqualification)

matters and the Central Supplier Database (CSD) at the closing date and time of the bid. Bidders must submit all returnable documents as outlined in the table below using the designated electronic e-procurement system

1. SBD 1- SBD Invitation to Bid Complete the supplied pro forma document on the e-procurement system.

2. Central Supplier Database (CSD) Bidders must be registered on the Central Registration Report, or CSD registration Database System (CSD) at the closing date number, and Valid Tax Compliance Status and time of the bid. Verification. NB: The bidder must submit, in the case of a Joint Venture, Consortium, Trust, or Partnership a Valid Tax Clearance Verification and/or SARS-issued pin code for both companies must be submitted (which will be verified).

3. Bidders Disclosure– SBD 4 (Refer to below Complete the supplied pro forma document disclosure) on the e-procurement system.

Note:

Bidder's must submit the attached SBD 4 document. A bid may be disqualified if this disclosure is found not to be true and complete in every respect. The following definitions should be considered when completing the form:

''Person'' means a bidder or supplier or shareholder, director, trustee, partner, member of a bidder or supplier having the controlling interest in the bidder or supplier.
''State'' means a national or provincial department, national or provincial public entity or constitutional institution, a municipality or municipal entity, a provincial legislature or parliament.

4. SBD 6.1 - Preference Point Claim Form in Complete the supplied pro forma document terms of the Preferential Procurement on e-procurement system. Regulation (PPR) 2022. Failure to submit or fully complete SBD 6.1 from will result in the bidder forfeiting points for specific goals.

Additional Functionality Requirements

6.1.1 Bidders must provide supporting documentation as proof of educational qualifications, as

well as all required certificates contemplated below.

6.1.2 Please note that a bidder will be requested to provide certified copies of certificates prior

to the award being made.

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

6.1.3 All international qualifications must be accompanied by South African Qualifications

Authority (SAQA) Accreditation. Please note that Certificate of membership shall not be

deemed as proof of educational qualification (Educational qualifications refer to

certifications issued by an institution of higher learning, e.g., Certificate, diploma, degree,

etc.)

6.1.4 The bidder must indicate the educational qualifications in respect of each resource offered

in line with the QUALIFICATIONS EVALUATION CRITERIA listed in Table 2 below.

6.1.5 The bidder must demonstrate knowledge, skills, and experience in respect of each

resource offered in line with the GENERAL EXPERTISE, the SPECIFIC EXPERTISE, and

CERTIFICATIONS EVALUATION CRITERIA listed in Table 2 below.

6.1.6 The above criteria will be provided for in the form of an SLA PROPOSAL that each bidder

MUST submit. Bidders who do not provide a record of experience will not be considered

for the role. The evaluation will place an emphasis on the hands-on experience,

achievements, the scale and scope of the projects and reforms implemented, and the

extent to which the experience demonstrates a holistic view of the specialisation and

context and demonstrates the candidate's ability to conceptualise and lead change

initiatives.

6.1.7 Candidates must elaborate on their technical proposal specific hands-on experience

including the reforms that he/she was actively involved in. The record of experience will

be used to evaluate the bidder’s specific experience using the evaluation criteria below.

6.1.8 The evaluation committee members will individually evaluate the responses received

against the following criteria as set out below. The functionality evaluation of the proposal

will be carried out as per the ToR including evaluation criteria stipulated in Table 2 below.

Functionality Evaluation

6.2.1 Technical evaluation criteria for the service providers are stipulated in Table 2 below.

Bidders to include examples of projects as specified in 2.1 and 3.1 in the table 2 below.

6.2.2 Only bidders who score a minimum of 70 % during the technical evaluation stage will be

considered for PPR 2022.

6.2.3 The GTAC reserves the right to call bidders who meet the minimum functionality

evaluation requirements to present their proposals to the Bid Evaluation Committee

(BEC). The BEC may decide to amend the scoring assigned to a particular bid based on

the presentation made.

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

Table 2: Functionality Evaluation Criteria

No. EVALUATION CRITERIA SCORING WEIGHT %

1. General expertise of the company

5 = more than 10 years 15 1.1 The company demonstrated years of

experience and knowledge in the K2 4 = more than 7 and up to 10 years

platform's support services, specifically: 3 = more than 4 and up to 7 years

K2 platforms development, maintenance, 2 = more than 2 and up to 4 years

1 = less than 2 years and workflow management

K2 workspace maintenance 0 = No required/relevant experience
K2 Smart Objects design, configuration, demonstrated

and maintenance.

K2 application deployment, migration, and

release management across Development,

Testing, UAT, and Production

environments.

Troubleshooting and resolution of

workflow, form, integration, and

environment-related incidents.

SharePoint administration, maintenance,

and support as it relates to K2 solutions

and integrations.

K2 Business process automation
K2 Security and governance
Integration and support of Microsoft Azure

services utilized by K2 solutions.

Integration and support of Microsoft 365

services associated with K2 business

solutions.

SQL Server administration, optimization,

backup, recovery, and performance

management for K2 databases.

Infrastructure support, performance tuning,

backup, recovery, and disaster recovery of

K2 environments.

2. Specific expertise of the company

2.1 Number of completed projects managed 5 = more than 5 projects completed 20

(NB: attach reference letters for each 4 = 4 projects completed

project) related to:

K2 applications developments 3 = 3 projects completed
Database administration, design, 2 = 2 projects completed

optimization, and intergration

1 = 1 project completed

Computer programming
Workflow automation and business 0 = No project completed

process automation using K2 Nintex

platform

Business process analysis, process re-

engineering, and workflow optimization

Solution Architecture
Application maintenance,

troubleshooting, and production support

services

Database administration, design, and

performance management.

SQL Server development, including

stored procedures, functions, views, and

query optimization

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

2.2 Shared SLA Support services high-level 5= Excellent (Meets all 7 elements) 15

plan outlining the following: 4=Very good (meets 5-6 elements)

Support scope
Support operating hours and support 3= Good (Meets 4 elements)

centre 2 – Poor (meets 1-3 elements)

Issue classification

1= very poor (unacceptable and

Support process

doesn’t meet set criteria)

Service level assurances
Reporting 0 = No plan submitted
Communication and stakeholder

engagement approach

SLA assumptions, exclusions, and terms
Risk management and business

continuity

Knowledge transfer and documentation

management approach

3. Team leader / project manager qualifications

Highest educational qualification obtained in: 5 = Honours degree or higher (NQF 20

Computer Science 8);
Information Systems 4 = Degree (NQF 7)
Software Engineering 3 = National diploma (NQF 6)
IT-related field 2 = National certificate (NQF

NB: No related/ relevant qualification 1 = Matric certificate (NQF 4)

provided a bidder will be scored zero (0) 0 = No related/relevant qualification/

No SAQA for international

qualification/ No qualification copy/ies

submitted

4. Team leader / project manager specific expertise

5 = more than 7 years 30 4.1 K2 Developer/Specialist/Team Leader

4 = more than 5 and up to 7 years

Cumulative years of experience in 3 = more than 3 and up to 5 years

implementing K2 Blackpearl/ K2 Five and 2 = more than 2 and up to 3 years

practical experience in workflow automation 1 = Up to 2 years

and enterprise application support related to: 0 = No experience demonstrated

K2 platforms development, maintenance,

and workflow management

K2 SmartForms, SmartObjects, and

workflow solution development

SQL Server database

administration, database design,

query optimization, and development

of stored procedures, functions,

views, and database integrations

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

No. EVALUATION CRITERIA SCORING WEIGHT %

K2 workspace administration and

maintenance

K2 integration with third-party solutions
Microsoft 365 and Microsoft Entra ID

(Azure AD) integration and support

SharePoint Online administration,

integration, and support

Application deployment,

migration, and release

management

Business process automation,

process analysis, and workflow

optimization

Stakeholder engagement,

communication, and business

relationship management

Experience leading technical

teams, managing support

services, coordinating incident

resolution

NB. The resources provided should

be based in the country and

available as and when required

Total 100

Only bidders that meet the 70 % threshold for the technical evaluation will be 70 %

considered for Price and Specific Goals evaluation in terms of Preferential

Procurement Regulation (PPR) 2022.

Preferential procurement evaluation based on 80/20

Principle

6.3.1 The applicable formula (80/20) will be utilised to evaluate the bid, of which eighty (80) points

are allocated for price as indicated in the enclosed form SBD 6.1. that must be completed,

and the remaining twenty (20) points are allocated for the specific goals as indicated in

the table below.

Table 3: Specific Goals

Number of points allocated (80/20 system)

Price 80

The specific goals in terms of this tender 20

Above 30% ownership for Historically 10

Disadvantaged Individuals who had no

franchise in national elections before 1983

or 1993 Constitutions.

Women percentage of ownership: 30% and 10

above

Total Points 100

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

Price Evaluation

6.4.1 All project-related costs, i.e. professional fees, disbursements, etc., inclusive of VAT should

be clearly indicated on the pricing schedule/SBD 3.3 that bidders must submit as part of

the standard bidding documents. The service provider is expected to quote according to

the following indicative table of estimated hours and the skills/expertise indicated above.

Activity Estimated Hours Estimated Costs

FY2026/27- Maintenance and 720

support 1 July 2026 to June 2027

7 general requirements

Additional work to be performed

Across all areas of work, the Service Provider will be expected to:

7.1.1 Build and maintain positive working relationships with all MFIP participants and

stakeholders.

7.1.2 Serve as resources for technical specialists' advisory on strategic priorities and projects.

7.1.3 Contribute to MFIP’s annual, quarterly, and monthly reporting.

7.1.4 Promote learning and cooperation for improved service delivery and sustainability.

7.1.5 Support the development and refreshment of MFIP methodologies and toolkits

7.1.6 Support knowledge generation, including the identification of areas for knowledge sharing,

the development of case studies, and participation in knowledge sharing initiatives.

7.1.7 Maintain up-to-date system documentation, including technical specifications,

architecture diagrams updates, configuration records, and deployment procedures

documentation.

7.1.8 Proactively identify system risks, performance issues, security vulnerabilities, and

opportunities for improvement, and provide recommendations for remediation.

7.1.9 Provide timely status updates, incident reports, root cause analyses, and

recommendations for corrective and preventive actions where required.

7.1.10 Support disaster recovery testing, backup verification, and business continuity activities

related to K2/Nintex solutions.

7.1.11 Monitor and support the stability, reliability, and performance of K2 Nintex applications

and associated integrations.

7.1.12 Maintain the confidentiality, integrity, and availability of MFIP information, systems, and

data accessed during the execution of services.

General capabilities required

Across all areas of work, resources must have the following general capabilities.

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

7.2.1 Collaborative team player with excellent interpersonal skills and the ability to effectively

interact with stakeholders.

7.2.2 Logical, creative, innovative, analytical, lateral thinking, and problem solving;

7.2.3 Communication skills (verbal & written) with the ability to listen and learn.

7.2.4 Ability to transfer skills.

7.2.5 Ability to work under consistent and continuous pressure from varied sources, yet be able

to maintain a supportive approach;

7.2.6 Advanced computer skills including detailed knowledge and use of the Microsoft Office

Suite;

7.2.7 Ability to review and analyse strategic issues, current roles, functions, interface, processes

and procedures, risks, and options; and

7.2.8 A clear understanding of the desired outcomes of the local government financial

management and budget reform agenda.

Monitoring and Reporting

7.3.1 Monthly activity reports on the progress with reference to the SLA and specified key

performance indicators will be compiled and submitted to the MFIP PMU.

7.3.2 The project will be coordinated through the MFIP III Programme Management Unit,

located at 240 Madiba Street Pretoria.

8 contractual conditions

Contracting Authority

The service provider will contract directly with GTAC.

8.1.1 GTAC will make offers to successful bidders.

8.1.2 Fees exclude direct costs relating to project execution such as travel for which GTAC will

make provision.

8.1.3 GTAC does not pay for travel and parking costs to and from place of residence and their

place work.

8.1.4 GTAC reserves the right to terminate the Agreement/award or temporarily defer the

provisioning of the Services, or any part thereof, at any phase with immediate effect on

written notice to the Service Provider, should the GTAC in its sole and absolute

discretion, decide not to proceed with the Services.

8.1.5 Bidders’ attention is drawn to the fact that amendments to any of the bid conditions or

setting of counter conditions by bidders may result in the invalidation of such bids.

Service Provider Reporting Requirements

8.2.1 The following reports will be submitted by the service provider as proof of delivery of

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

services:

(a) Monthly progress reports;

(b) A close-out report on the completion or termination of the contract.

8.2.2 Reports shall be written in English; and

8.2.3 All reports, files, notes, electronic files, and documents shall be structured, formatted, and

completed according to the requirements of the MFIP PMU.

9 bid validity period

The RFQ will be valid for a period of 60 (sixty) days from the closing date of the RFQ.

10 legal implications

The successful service provider must be prepared to enter into a contract with GTAC.

11 clarifications

Requests for clarification must be made in writing by e-mail. Telephonic enquiries for clarification

will not be accepted.

Requests for clarification will be accepted by GTAC as specified in the bid document. The

submission reference must be included in the subject line of the email.

12 communication

GTAC’s Professional Services Procurement (PSP) unit will only communicate with

bidders by email where bid clarity is sought, to obtain information or to extend the

validity period. For any enquiries, email: [email protected]. The submission reference

must be included in the subject line of the email. GTAC will only respond to email

communication during business hours.

Alternatively, contact the e-procurement portal support desk at:

https://vendorportal.gtac.gov.za/Contact.

Any communication by the bidder (either by facsimile, letter, electronic mail or any other

form of correspondence) to any government official, representative, or a person acting

in an advisory capacity for GTAC in respect of this bid between the closing date and

the award of the bid is prohibited.

13 counter conditions

Bidders’ attention is drawn to the fact that amendments to any of the Information to bid

by bidders will result in invalidation of such bids.

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

14 prohibition of restrictive practices

In terms of section 4(1) of the Competition Act No. , as amended, an

agreement between, or concerted practice by, firms, or a decision by an association of

firms, is prohibited if it is between parties in a horizontal relationship and if a bidder(s)

is/ are or a contractor(s) was/were involved in:

a. Directly or indirectly fixing a purchase or selling price or any other trading condition.

b. Dividing markets by allocating customers, suppliers, territories or specific types

of goods or services; or

c. Collusive bidding.

d. If a bidder(s) or contractor(s), in the judgment of the purchaser, has/have

engaged in any of the restrictive practices referred to above, the purchaser may,

without prejudice to any other remedy provided for, invalidate the bid(s) for such

item(s) offered or terminate the contract in whole or in part and refer the matter

to the Competition Commission for investigation and possible imposition of

administrative penalties as contemplated in the Competition Act No. .

15 beneficial ownership

The bidder/s are required to provide the information below for transparency.

a. A beneficial owner of a company is an individual who, directly or indirectly,

ultimately owns that company or exercises effective control over that company.

b. Companies are required to keep a register of their beneficial owners and to

provide this information to the Companies and Intellectual Property Commission

(CIPC). The CIPC maintains a central register of beneficial ownership information.

c. The beneficial ownership regime in South Africa is intended to improve

transparency and accountability in the corporate sector. It is also intended to help

prevent money laundering and terrorist financing.

d. Companies are required to keep a register of their beneficial owners and must

disclose in their bids the following information, as provided for in their register for

the information of each beneficial owner:

Name

Date of birth
Identity number or passport number
Residential address
Occupation
Nature and extent of control over the company

16 submission details

To respond to this tender, bidders are required to register on the GTAC e-procurement

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

system, using the following link: https://vendorportal.gtac.gov.za/

The registration process involves the following steps:

a. Register as a portal user. This is the process of creating a user account on the

vendor portal/e-procurement system. This will allow the user to view and

respond to tenders.

b. Capture the supplier details. Registering the company details allows the bidder to

enter information and upload documents.

To respond to this tender:

a. Log in to the portal https://vendorportal.gtac.gov.za/

b. Navigate to the tender menu.

c. Select “Formal” and click on “Current”.

d. A list of available tenders/RFQ will be available, and the bidder to select the

tender number (e.g. TENxxxxx) to start the submission process.

Detailed instructions on how to register on the e-procurement system are

available at

(https://docs.corelab.co.za/Home/ViewContent?productid=1&sectionid=2&contentid

=1165 )

The capturing process is in the form of a wizard, with the system guiding you through

each step. Once all the required information is completed, remember to submit your bid.

Only submitted bids will be eligible for the award.

NB: Only electronic submission of bids on the GTAC e-procurement system

is allowed. Do not submit hard copy bids to GTAC, as these will not be

considered.

NB: Submissions received after the closing date and time will not be accepted.

For any enquiries, email: [email protected] or contact the vendor support desk at:

https://vendorportal.gtac.gov.za/Contact.

17 contact details

Professional Services

Procurement, 3rd Floor at GTAC:

room GL03.44 Private Bag X

115, Pretoria, 0001

Physical address: GTAC, 40 Madiba Street,

Pretoria.0001 For any enquiries, email: [email protected]

For the appointment of a service provider to deliver k2 platforms

Maintenance and supporting services for the mfip programme

Management unit (pmu)

Background information

Programme Identification

Name of Client MUNICIPAL FINANCE IMPROVEMENT PROGRAMME (MFIP)

Name of Project MFIP: K2 platform maintenance and support services provision

Contracting Government Technical Advisory Centre (GTAC), National Treasury

Authority

Accountable Officer Acting head of GTAC: Ronette Engela

Budget Manager Johnson Matshivha

Chief Director: MFIP

Project Purpose Support services to the MFIP Programme Management Unit (PMU)

for the maintenance and support of the K2 platforms.

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

Contents

1 purpose of these terms of reference .............................................................. 3

2 background information ........................................................................................ 3

General ........................................................................................................................... 3

National Treasury and the Intergovernmental Relations (IGR) ........................................ 3

Background to MFIP ....................................................................................................... 4

3 specific requirements .............................................................................................. 6

Overall Objective ............................................................................................................. 6

Specific Scope of Work ................................................................................................... 6

Project timelines .............................................................................................................. 7

Specific expertise required .............................................................................................. 7

4 Evaluation Phases ............................................................................................................ 8

5 submission requirements ........................................................................................ 9

Minimum requirements from the bidder(s) ....................................................................... 9

6 evaluation criteria ................................................................................................. 10

Technical Requirements ................................................................................................ 10

Functionality Evaluation (Technical desktop evaluation) ................................................ 11

Preferential procurement evaluation based on 80/20 principle ...... 13

Price Evaluation............................................................................................................. 13

7 general requirements ........................................................................................... 14

Additional work to be performed .................................................................................... 14

General capabilities required ......................................................................................... 14

Monitoring and Reporting .............................................................................................. 14

8 contractual conditions ........................................................................................ 15

Contracting Authority ..................................................................................................... 15

Service Provider Reporting Requirements ..................................................................... 15

9 bid validity period .................................................................................................... 15

10 legal implications .................................................................................................... 15

11 clarifications ............................................................................................................ 15

12 communication ........................................................................................................... 15

13 counter conditions ................................................................................................. 16

14 prohibition of restrictive practices ................................................................ 16

15 beneficial ownership .............................................................................................. 16

16 submission details ................................................................................................... 17

17 contact details ........................................................................................................ 18

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

1 purpose of these terms of reference

1.1. GTAC is seeking a highly qualified, skilled, experienced, and certified service provider to

provide K2 maintenance and support services as well as other third-party systems such as

Microsoft 365 and Power BI to the Municipal Finance Improvement Programme (MFIP).

2 background information

General

2.1.1 GTAC is an agency of the National Treasury, established to provide advisory services,

programme management, and transaction support across all spheres of government. Its

central mandate is to assist organs of state in building capacity for efficient, effective, and

transparent public finance management and in implementing high-impact government

initiatives.

2.1.2 GTAC contributes to public finance management capacity development and knowledge

sharing by:

(a) Promoting collaborative and innovative approaches to service delivery

challenges, in collaboration with partner institutions.

(b) Developing and adapting methodologies and tools designed to meet

government and public-sector management requirements.

papers; and

(d) Public finance professional development.

2.1.3 GTAC implements its mandate through a client-focused and project-based approach and

collaborates with partners inside and outside government in the development and delivery

of its services.

2.1.4 GTAC has been appointed by the Intergovernmental Relations (IGR) division to appoint

resources for phase IIIx of the Municipal Finance Improvement Programme (MFIP).

National Treasury and Intergovernmental Relations (IGR)

2.2.1 The National Treasury is committed to building capacity for sound and transparent

financial management across all three spheres of government.

2.2.2 The National Treasury has pursued an aggressive financial management reform and

modernisation agenda in local government. To date, significant progress has been made,

including, among others:

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

Promulgation of the Municipal Finance Management Act (MFMA), 2003.
Development and implementation of a fiscal framework aimed at supporting the

Constitutional objectives of local government.

Development and implementation of a budgeting framework for local government

through the Municipal Budget and Reporting Regulations, 2009.

Development and implementation of an in-year reporting framework, including the

monitoring of conditional grant performance.

Continuous refinement of the accounting standards (GRAP Standards) directly

aligned to the principles of accrual accounting; and

Promulgation of the Municipal Regulations on a Standard Chart of Accounts

(mSCOA) on 22 April 2014, where after municipalities had a three-year preparation

period to comply with the Regulation by 1 July 2017.

2.2.3 The IGR promotes and enforces transparency and effective management in respect of

revenue expenditure, assets, and liabilities of institutions in all three spheres of

government. This includes the administration of the National Revenue Fund (NRF), the

Reconstruction and Development Programme Fund (RDPF), and Banking Services (BS)

for national departments. The OAG is the custodian of the PFMA and MFMA and is

responsible for developing policies and frameworks on accounting, internal audit and risk

management.

Background to MFIP

2.3.1 As a result of the persistent poor performance of municipalities over the past fifteen years,

numerous support programmes and interventions have been initiated by both national and

provincial governments in an effort to improve the capacity of local government, address

inadequate service delivery issues, and enhance good governance through improved

accountability and transparency.

2.3.2 The Municipal Finance Improvement Programme is incorporated into the National

Treasury (NT) Strategic Plan, and currently institutionalised within the NT, in the

Intergovernmental Relations (IGR) division. The overall strategic goal of the programme

is to facilitate improvements in the management of the financial affairs of municipalities,

and to facilitate effective implementation of the Municipal Finance Management Act

(MFMA), Act .

2.3.3 The MFIP continues to support Pillar 3, Priority 6 of the Government’s Medium-Term

Development Plan (MTDP 2024–2029) – building a capable, ethical, and developmental

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

state. It remains a core initiative in strengthening municipal financial management

capacity across all spheres of government.

2.3.4 The current MFIP is a strategically driven programme of technical assistance aligned to

the six LGFM game changers, designed to build the institutional and technical financial

management capacity of NT, PTs and Municipalities. This is mainly achieved through the

placement of Technical Advisors (TAs) within the MFMA support units of provincial

treasuries, and the Budget and Treasury Office (BTO) of municipalities.

2.3.5 The MFIP IIIx operating model is set out in the figure below and illustrates the alignment

of the integrated project work streams to the six LGFM game changers. It further shows

the three modalities of providing direct institutional and technical capacity support to

selected NT divisions, PT municipal finance units and the BTOs of identified municipalities.

to Direct

Management support Units capacity Municipalities MFM capacity

PT Management support (BTOs) Direct to

Audit Outcomes

Figure 1: MFIP Operating Model

2.3.6 The MFIP Programme Management Unit (PMU) is responsible for providing the overall

strategic leadership, oversight, management, and support required for the successful

implementation of the Municipal Finance Improvement Programme.

2.3.7 The PMU is led by a Chief Director who is supported by Directors and other Project

Support officials. The PMU oversees the work performed by MFIP TAs deployed to the

NT, respective PTs, and participating municipalities.

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

2.3.8 The MFIP also works in close consultation with relevant NT Chief Directorates to ensure

coherence of policy implementation and specialist support and the co-development of

initiatives, tools, and systems that can be used to strengthen overall improvements in the

local government financial management space.

2.3.9 This ToR is primarily for a service provider who will support and maintain the Programme’s

K2 platform and related systems.

1.1. GTAC is seeking a highly qualified, skilled, experienced, and certified service provider to

provide K2 maintenance and support services as well as other third-party systems such as

Microsoft 365 and Power BI to the Municipal Finance Improvement Programme (MFIP).

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

3.4.1 Successful service provider must possess the minimum relevant experience and qualifications,

as specified in Table 2 below. The K2 developer(s) presented as potential resources need to be

K2 certified (K2 Blackpearl and K2 Five).

3.4.2 K2 certified developer(s) i.e. (K2 Blackpearl/ K2 Five which entails comprehensive

business process management (BPM) platform that allows for the creation of complex

workflows and process automation and K2 Five which includes the following features):

a) improved workflow design and management,

b) enhanced integration options,

c) advanced reporting and analytics and

d) modernised forms and UI design.

3.4.3 The successful service provider should demonstrate knowledge and experience related

to:

K2 development, installation and implementation.
K2 workflow design, migration, and deployment.
Database administration and design and management.
Business processes automation and solution integration.
Support and maintenance of applications functionality.
Have the ability to work under consistent and continuous pressure from varied

sources, yet be able to maintain a supportive approach; and

Demonstrate expertise in the administration, support, maintenance, and

troubleshooting of Microsoft 365 technologies, including SharePoint Online,

6.1.1 Bidders must provide supporting documentation as proof of educational qualifications, as

well as all required certificates contemplated below.

6.1.2 Please note that a bidder will be requested to provide certified copies of certificates prior

to the award being made.

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

6.1.3 All international qualifications must be accompanied by South African Qualifications

Authority (SAQA) Accreditation. Please note that Certificate of membership shall not be

deemed as proof of educational qualification (Educational qualifications refer to

certifications issued by an institution of higher learning, e.g., Certificate, diploma, degree,

etc.)

6.1.4 The bidder must indicate the educational qualifications in respect of each resource offered

in line with the QUALIFICATIONS EVALUATION CRITERIA listed in Table 2 below.

6.1.5 The bidder must demonstrate knowledge, skills, and experience in respect of each

resource offered in line with the GENERAL EXPERTISE, the SPECIFIC EXPERTISE, and

CERTIFICATIONS EVALUATION CRITERIA listed in Table 2 below.

6.1.6 The above criteria will be provided for in the form of an SLA PROPOSAL that each bidder

5 = more than 10 years 15 1.1 The company demonstrated years of

experience and knowledge in the K2 4 = more than 7 and up to 10 years

platform's support services, specifically: 3 = more than 4 and up to 7 years

K2 platforms development, maintenance, 2 = more than 2 and up to 4 years

1 = less than 2 years and workflow management

K2 workspace maintenance 0 = No required/relevant experience
K2 Smart Objects design, configuration, demonstrated

and maintenance.

K2 application deployment, migration, and

release management across Development,

5 = more than 7 years 30 4.1 K2 Developer/Specialist/Team Leader

4 = more than 5 and up to 7 years

Cumulative years of experience in 3 = more than 3 and up to 5 years

implementing K2 Blackpearl/ K2 Five and 2 = more than 2 and up to 3 years

practical experience in workflow automation 1 = Up to 2 years

and enterprise application support related to: 0 = No experience demonstrated

K2 platforms development, maintenance,

and workflow management

K2 SmartForms, SmartObjects, and

workflow solution development

SQL Server database

administration, database design,

query optimization, and development

of stored procedures, functions,

views, and database integrations

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

No. EVALUATION CRITERIA SCORING WEIGHT %

K2 workspace administration and

maintenance

K2 integration with third-party solutions
Microsoft 365 and Microsoft Entra ID

(Azure AD) integration and support

SharePoint Online administration,

integration, and support

Application deployment,

migration, and release

management

Business process automation,

process analysis, and workflow

optimization

Stakeholder engagement,

communication, and business

relationship management

FY2026/27- Maintenance and support 1 July 2026 to June 2027

Overall Objective This ToR is for the appointment of a service provider who will be responsible for providing support and maintenance for the MFIP K2 applications for the purposes of stabilising and strengthening the business process automation environment. The following K2 workflows and applications were designed and developed/configured to date and will require support and maintenance services

Capture Effort application and admin panel

Travel and disbursement Application

Monthly status report

Portfolio of evidence on capture effort (part of the capture effort app)

Document review Application

Knowledge Product Application

Support Plan Application

Technical / Query Support Application

Leave/ Absence Application

Invoice Processing Application

Ad hoc task management

Programme Dashboards

Frequently Asked Questions Application

Organogram Application

Worklist Capture Effort reject application

Email Template

Feedback Application Specific Scope of Work The key activities per focus area over the duration of the project will include, but not limited to the areas highlighted below: 3.2.1 Maintenance and support services of the K2 solution as follows: FOR THE APPOINTMENT OF A SERVICE PROVIDER TO DELIVER K2 PLATFORMS MAINTENANCE AND SUPPORTING SERVICES FOR THE MFIP PROGRAMME MANAGEMENT UNIT (PMU)

Troubleshooting all K2 platforms and resolving system bugs i.e. breaking and non-breaking bugs.

Provision of second-line technical support for user query resolution on the K2 platform.

Application enhancements and development whilst ensuring that there is synchronization

Troubleshooting of third-party applications (e.g., Microsoft 365, Azure Database, PowerBI) which are integrated into the K2 platform; and

To effect minor changes to the existing applications where functionalities need to be added on, changed, and/ or deleted to enhance user experience.

Conduct annual K2 applications end-to-end testing to ensure the efficiency of the K2 solutions are without any defects and workflows are in order and formulate an action plan on how to resolve the issues.

Manage closely the updates implemented as part of regular maintenance by Nintex on all cloud-based K2 tenant platforms that may lead to system downtime.

Maintain the security of user access management within the K2 platform. 3.2.2 Other outputs may be requested by the Project Manager for MFIP PMU. Project timelines 3.3.1 The indicative timeframe for the provision of maintenance and support services will be ending 30 June 2027. 3.3.2 To maintain the K2 applications available to the programme stakeholders, continued support and maintenance, i.e., SLA services, are required to ensure business continuity through the procurement of 720 hours for the duration of the contract. The hours will be allocated as follows

01 July 2026 – 30 June 2027 (60 hours per month). 3.3.3 Hours not utilised at the end of each month must be carried over to the next month; however, hours which are not utilised will be forfeited at the end of the contract. The management of the SLA hours will allow us to continue to have access to the services described above. Specific expertise required. FOR THE APPOINTMENT OF A SERVICE PROVIDER TO DELIVER K2 PLATFORMS MAINTENANCE AND SUPPORTING SERVICES FOR THE MFIP PROGRAMME MANAGEMENT UNIT (PMU) 3.4.1 Successful service provider must possess the minimum relevant experience and qualifications, as specified in Table 2 below. The K2 developer(s) presented as potential resources need to be K2 certified (K2 Blackpearl and K2 Five). 3.4.2 K2 certified developer(s) i.e. (K2 Blackpearl/ K2 Five which entails comprehensive business process management (BPM) platform that allows for the creation of complex workflows and process automation and K2 Five which includes the following features)

improved workflow design and management,

enhanced integration options,

advanced reporting and analytics and

B-BBEE Minimum Level: 5

B-BBEE Details: paragraph 5.1.2.

Phase 2 Functionality Evaluation

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

Bidders must submit information as per the Bid Submission Requirements. The

submitted technical proposal must respond to the Technical Evaluation criteria

cited in these Terms of Reference.

The Technical proposal will be evaluated out of 100 % with a Threshold of

70 %.

Only bidders who meet the threshold will be considered for the Price and Specific

Goals evaluation.

Price and Specific Goals

Phase 3

Preference points in the 80/20 formula will be awarded to bidders for attaining a

score for Specific goals as indicated in Table 3. Bidders must provide the required

information for evaluation purposes.

It should be noted that the stages are considered to be separate processes. These

three phases are mutually exclusive and will be treated as such in the appraisal.

5 submission requirements

Minimum requirements from the bidder(s)

Bidders must ensure that the following submission requirements are included in their bids:

5.1.1 Phase 1: Stage 1a: Administrative Compliance (Non-Disqualification)

During this phase, bid documents will be reviewed to determine compliance with tax

matters and the Central Supplier Database (CSD) at the closing date and time of the

bid. Bidders must submit all returnable documents as outlined in the table below using

the designated electronic e-procurement system

No. Document to be submitted Requirement

1. SBD 1- SBD Invitation to Bid Complete the supplied pro forma document

on the e-procurement system.

2. Central Supplier Database (CSD) Bidders must be registered on the Central

Registration Report, or CSD re

Table 3: Specific Goals

Number of points allocated (80/20 system)

Price 80

The specific goals in terms of this tender 20

Above 30% ownership for Historically Disadvantaged Individuals who had no franchise in national elections before 1983 or 1993 Constitutions.

Women percentage of ownership: 30% and above

Total Points 100

2.1.1 GTAC is an agency of the National Treasury, established to provide advisory services,

programme management, and transaction support across all spheres of government. Its

central mandate is to assist organs of state in building capacity for efficient, effective, and

transparent public finance management and in implementing high-impact government

initiatives.

2.1.2 GTAC contributes to public finance management capacity development and knowledge

sharing by:

(a) Promoting collaborative and innovative approaches to service delivery

challenges, in collaboration with partner institutions.

(b) Developing and adapting methodologies and tools designed to meet

government and public-sector management requirements.

papers; and

(d) Public finance professional development.

2.1.3 GTAC implements its mandate through a client-focused and project-based approach and

collaborates with partners inside and outside government in the development and delivery

of its services.

2.1.4 GTAC has been appointed by the Intergovernmental Relations (IGR) division to appoint

resources for phase IIIx of the Municipal Finance Improvement Programme (MFIP).

National Treasury and Intergovernmental Relations (IGR)

2.2.1 The National Treasury is committed to building capacity for sound and transparent

financial management across all three spheres of government.

2.2.2 The National Treasury has pursued an aggressive financial management reform and

modernisation agenda in local government. To date, significant progress has been made,

including, among others:

For the appointment of a service provider to deliver k2 platforms maintenance and supporting

Services for the mfip programme management unit (pmu)

Promulgation of the Municipal Finance Management Act (MFMA), 2003.
Development and implementation of a fiscal framework aimed at supporting the

for the role. The evaluation will place an emphasis on the hands-on experience,

achievements, the scale and scope of the projects and reforms implemented, and the

extent to which the experience demonstrates a holistic view of the specialisation and

context and demonstrates the candidate's ability to conceptualise and lead change

initiatives.

6.1.7 Candidates must elaborate on their technical proposal specific hands-on experience

including the reforms that he/she was actively involved in. The record of experience will

be used to evaluate the bidder’s specific experience using the evaluation criteria below.

6.1.8 The evaluation committee members will individually evaluate the responses received

against the following criteria as set out below. The functionality evaluation of the proposal

will be carried out as per the ToR including evaluation criteria stipulated in Table 2 below.

All bidders or individuals forming part of this project are hereby notified that valid

documentation, including but not limited to a valid passport, visa, and work permit

issued in accordance with the Immigration Act, must be presented with bids for the

employment of a foreign national within the Republic of South Africa.

Furthermore, the successful bidder and the proposed resources shall be subject to

screening by the State Security Agency (SSA). Therefore, the ID copies must form

part of the bid proposal.

Failure to comply with these requirements may result in disqualification or

termination of the contract at any stage of implementation.

5.1.2 Phase 1: Stage 1b: Mandatory Requirements