Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Documents available on tender detail page
Tender Type
Request for Quotation
Delivery Location
Grosvenor Street - Hatfield, Pretoria - Tshwane - 0083
Organization Type
GOVERNMENT
Published
02 Sept 2026
OCDS Reference
ocds-9t57fa-168747
The national lotteries commission seeks a service provider to supply, implement, configure, train, support and maintain a cloud-hosted electronic board portal solution with 15 named user licences for a five-year period. The solution must replace manual board pack processes, support hybrid and virtual meetings, ensure popia compliance and data residency in south africa, and migrate all historical governance data from the existing portal. The single most consequential requirement is that the bidder must hold a valid oem certificate or written oem authorisation for the proposed board portal solution, without which the bid will be disqualified at the mandatory compliance phase.
Closing date and time: 08 September 2026 at 11:00 SAST; online submission only via the National Treasury e-tender portal in PDF format (pricing separate from technical response).
Mandatory returnable documents: completed and signed SBD 1 and SBD 4; company/board resolution authorising signatory; valid SARS Tax Compliance Status PIN; proof of CSD registration (CSD report); OEM certificate or written OEM authorisation for the proposed Board Portal solution (NLC may verify with OEM); if joint venture, signed JV agreement and consolidated B-BBEE certificate/affidavit.
Eligibility thresholds: CSD registration (foreign suppliers with no local entity exempt); tax compliance; B-BBEE status level certificate or sworn affidavit required to claim preference points; COIDA coverage for all employees and sub-contractors (proof may be requested).
Technical pre-qualification: minimum 70% score on technical/functional evaluation covering company experience (8+ years for maximum points), five contactable reference letters within five years, lead project manager with ≥5 years' enterprise solution implementation experience, and demonstrated capability in Electronic Board Portal/Governance Portal implementation, integration, data governance, security (ISO 27001/OWASP/NIST alignment), and knowledge transfer.
Solution must meet all functional, cybersecurity, data protection, residency and integration requirements: 15 named user licences, cloud-hosted, MFA, encryption in transit and at rest, RBAC, offline capability, POPIA compliance, production/backup/DR hosted in South Africa, secure APIs for Microsoft 365, Entra ID, ERP, Records Management, etc.
Service levels: minimum 99.9% availability; comprehensive SLA with defined response times for critical/high/medium/low incidents; incident, problem, change, business continuity and disaster recovery management; five-year maintenance, upgrades, security patches and vendor support.
Evaluation: 80/20 preference point system (80 price, 20 specific goals – B-BBEE level, black ownership <51%, women/youth/disability ownership thresholds); shortlisted bidders must deliver a live, fully functional demonstration of the solution covering the full board meeting lifecycle; tender validity 90 days from closing (extendable on same terms).
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Date & Time
Tuesday, 08 September 2026 - 11:00
Venue
null
NO email submission
Categories
Request for Quotation
Grosvenor Street - Hatfield, Pretoria - Tshwane - 0083
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Description
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf02 Sept
2026
Tender Published
Tender was published
08 Sept
2026
Closing Date
Tender closing date
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
These rules commonly apply to South African public-sector procurement.
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Act 108 of 1996 (s217)
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
RFQ2026-009-002- Eletronic Board Portal Solution.pdf
The National Lotteries Commission (NLC) seeks a service provider to supply, implement, configure, train, support and maintain a cloud-based Electronic Board Portal Solution with 15 named user licences for a five-year period. The solution must replace manual board pack distribution, support hybrid and virtual meetings, ensure POPIA compliance, and migrate historical governance data from the existing portal.
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The purpose of this Request for Quotation (RFQ) is to appoint a suitably qualified and experienced
service provider to supply, implement, configure, support and maintain a secure Electronic Board
Portal Solution that promotes effective corporate governance, enhances Board administration,
improves information security and enables efficient management of Board and Committee
activities.
The objectives of this procurement are to:
Improve governance and decision-making processes.
Modernise the administration of Board and Committee meetings.
Eliminate manual and paper-based Board pack distribution.
Improve collaboration amongst Board Members.
Strengthen information security and confidentiality.
Enhance auditability and governance transparency.
Improve operational efficiency within the Office of the Company Secretary.
Support hybrid and virtual Board meetings.
Provide secure long-term governance record management.
Reduce printing, courier and administrative costs.
Ensure Data Migration and cutover services from the current Board Portal Application to the
new service providers (including testing, reconciliation and validation).
The proposed solution shall support compliance with, where applicable:
Public Finance Management Act (PFMA).
Treasury Regulations.
Protection of Personal Information Act (POPIA).
Promotion of Access to Information Act (PAIA).
Electronic Communications and Transactions Act (ECTA).
King V Report on Corporate Governance.
NLC ICT Governance Framework.
NLC Cybersecurity Policies.
NLC Information Security Policies.
NLC Records Management Policy.
Applicable ISO 27001 security principles.
The National Lotteries Commission (NLC) requires a modern, secure and enterprise-grade
Electronic Board Portal Solution that supports the effective administration and governance of the
Board and its various Committees. The proposed solution must provide an intuitive, highly secure
and collaborative digital platform that enables the end-to-end management of Board and
Committee activities, including meeting preparation, agenda management, document distribution,
minute taking, decision tracking, electronic resolutions and governance record management.
The solution must improve the efficiency, security and integrity of Board administration by
replacing manual, paper-based processes with a fully integrated digital platform that supports
both physical and virtual meetings while ensuring the confidentiality, availability and integrity of
sensitive governance information.
The solution shall incorporate industry-leading cybersecurity controls, role-based access
management, comprehensive audit trails, encryption of information both in transit and at rest, and
secure access from authorised desktop, web and mobile devices. It shall further provide resilient
cloud-based services, offline functionality, comprehensive reporting, administrative management
tools and seamless user collaboration to support informed and timely decision-making.
The successful bidder shall provide a fully configured, production-ready solution, including
implementation, data migration, user training, ongoing software maintenance, technical support,
security updates and product enhancements for the duration of the contract.
The successful bidder shall provide a complete turnkey Electronic Board Portal Solution
that, as a minimum, delivers the following functional, technical, security, implementation,
training, support and maintenance capabilities:
5.1 Solution Supply
Provision of fifteen (15) named user licences.
Cloud-hosted Board Portal Solution.
Software subscription for five years.
5.2 Implementation Services
Project initiation.
Project planning.
Solution installation.
Configuration.
User provisioning.
Security configuration.
User Acceptance Testing.
Production deployment.
Go-Live support.
Post Implementation Managed Support Services.
5.3 Data Migration
The successful bidder shall migrate information from the existing Board Portal including:
Historical Board Packs.
Agendas.
Minutes.
Committee documentation.
Resolutions.
Governance registers.
User accounts.
Security permissions.
Metadata.
NB! Migration shall include:
Validation.
Reconciliation.
Testing.
Sign-off.
5.4 Maintenance and Support
The bidder shall provide:
Software maintenance
Technical support
Version upgrades
Security patches
Performance optimisation
Preventative maintenance
Service Desk support
Vendor support.
5.5 Training
Comprehensive training shall be provided for:
Company Secretariat.
System Administrators.
Board Members.
Committee Members.
Refresher training where required.
Training material shall include:
User manuals
Administrator manuals
Quick reference guides
Online learning material.
The proposed solution shall, as a minimum, provide the following functionality.
6.1 Meeting Management
Meeting scheduling.
Agenda creation.
Board pack compilation.
Automated distribution.
Calendar integration.
Attendance registers.
Action tracking.
Matters arising.
Meeting templates.
Committee management.
6.2 Document Management
Version control.
Document history.
Full-text search.
Annotations.
Highlighting.
Sticky notes.
Bookmarks.
Document comparison.
PDF support.
Drag-and-drop upload.
6.3 Governance Management
Resolution management.
Circular resolutions.
Electronic voting.
Survey capability.
Decision tracking.
Governance registers.
6.4 Collaboration
Virtual committee rooms.
Secure messaging.
Document sharing.
Collaborative annotations.
Workflow approvals.
6.5 Offline Capability
The solution shall support:
Offline access.
Offline annotation.
Offline voting.
Automatic synchronisation once connectivity is restored.
The proposed solution shall include:
Multi-Factor Authentication (MFA).
Encryption of data in transit and at rest.
Role-Based Access Control (RBAC).
Document-level permissions.
Device authentication.
Remote device wipe capability.
Conditional access controls.
Watermarking of confidential documents.
Secure audit logs.
Security event logging.
Password policy enforcement.
Session timeout controls.
Backup encryption.
Protection against ransomware.
Security monitoring.
Secure document sharing.
NB! The bidder shall describe the security architecture of the proposed solution and
align same to the NLC security architecture requirements.
The proposed solution shall:
Support POPIA compliance.
Protect confidential Board information.
Maintain detailed audit trails with immutable snapshots
Record user access.
Record document downloads.
Support secure information retention.
Support secure deletion.
Provide breach notification processes.
Support legal hold requirements where applicable.
Production data, backups and disaster recovery environments must be hosted within the
Republic of South Africa.
The solution should support future integration through secure APIs with:
Microsoft 365.
Microsoft Entra ID / Active Directory.
Enterprise Content/ Document Management Solution.
Records Management System.
ERP Platform.
Microsoft Outlook.
Microsoft Teams.
Other authorised NLC enterprise systems.
The solution shall provide reporting including:
User activity.
Attendance.
Voting.
Resolution tracking.
Action tracking.
Document access.
Security events.
Audit logs.
System usage.
Administrator reports.
The bidder shall provide a comprehensive Service Level Agreement including:
Minimum 99.9% availability
Service Desk.
Incident Management.
Escalation Procedures.
Problem Management.
Change Management.
Preventative Maintenance.
Business Continuity.
Disaster Recovery.
Minimum response times shall be proposed for:
Critical incidents.
High priority incidents.
Medium priority incidents.
Low priority incidents.
The successful bidder shall deliver:
Configured Board Portal Solution.
Fifteen (15) operational user licences.
Configured security roles.
Configured governance workflows.
Migrated historical information.
Training.
User manuals.
Administrator manuals.
Technical documentation.
Operational support.
SLA documentation.
Disaster Recovery procedures.
Backup procedures.
Go-Live support.
Optional Post Implementation Managed Services.
The bidder shall provide an Exit Plan that includes:
Export of all NLC information in industry-standard formats.
Migration support.
Knowledge transfer.
Administrator handover.
Secure verifiable, deletion and destruction of NLC information in line with NLC Document
Management Policies.
The successful bidder shall report to the Office of the Company Secretary and work closely
with the NLC ICT Division throughout implementation and the operational support period of the
concluded contract.
The contract shall be for a period of five (5) years, comprising:
Implementation and configuration.
Data migration.
Training.
Go-Live.
Hypercare.
Ongoing maintenance.
Technical support.
Software upgrades.
Security updates.
Section 2: notice to bidders
1.1 This document may contain confidential information that is the property of the NLC.
1.2 No part of the contents may be used, copied, disclosed, or conveyed in whole or in part to any
party in any manner whatsoever other than for preparing a proposal in response to this RFQ without
prior written permission from the NLC.
1.3 All copyright and intellectual property herein vests with the NLC.
1.4 Late and incomplete submissions will not be accepted.
1.5 No services must be rendered, or goods delivered before an official NLC Purchase Order form has
been received.
1.6 This RFQ will be evaluated in terms of the 80/20 preference point system.
1.7 Suppliers are required to register on the Central Supplier Database at www.csd.gov.za.
1.8 Suppliers must provide their CSD registration number (and attach a CSD Registration report) and
ensure that their tax matters are compliant.
1.9 All questions regarding this RFQ must be forwarded to [email protected]
1.10 Any supplier who has reasons to believe that the RFQ specification is based on a specific brand
must inform the NLC via the email addressed in 1.9.
2.1 News and press releases
2.1.1 Bidders or their agents shall not make any news releases concerning this RFQ or the awarding of
the same or any resulting agreement(s) without the consent of, and then only in co-ordination with,
the NLC.
2.2 Precedence of documents
2.2.1 This RFQ consists of several sections. Where there is a contradiction in terms between the clauses,
phrases, words, stipulations, or terms and herein referred to generally as stipulations in this RFP
and the stipulations in any other document attached hereto, or the RFP submitted hereto, the
relevant stipulationsin this RFQ shall take precedence.
2.2.2 Where this RFQ is silent on any matter, the relevant stipulations addressing such matter, and which
appear in section 217 of the constitution of the republic shall take precedence. Bidders shall refrain
from incorporating any additional stipulations in its proposal submitted in terms hereof other than
in the form of a clearly marked recommendation that the NLC may in its sole discretion elect to
import or to ignore. Any such inclusion shall not be used for any purpose of interpretation unless it
has been so imported or acknowledged by the NLC.
It remains the exclusive domain and election of the NLC as to which of these stipulations are
applicable and to what extent. Bidders hereby acknowledging that the decision of the commission
in this regard is final and binding. The onus to enquire and obtain clarity in this regard rests with
the Bidder(s). The Bidder(s) shall take care to restrict its enquiries in this regard to the most
reasonable interpretations required to ensure the necessary consensus.
2.3 Preferential procurement reform
2.3.1 The commission supports B-BBEE as an essential ingredient of its business. In accordance with
government policy, the NLC insists that the private sector demonstrates its commitment and track
record to B-BBEE in the areas of ownership (shareholding), skills transfer, employment equity and
procurement practices (SMME Development) etc.
2.4 National Industrial Participation Programme
2.4.1 The Industrial Participation policy, which was endorsed by Cabinet on 30 April 1997, is applicable
to contracts that have an imported content. The NIP is obligatory and therefore must be complied
with. Bidders are required to sign and submit the Standard Bidding Document (SBD).
2.5 Language
2.5.1 Bids shall be submitted in English.
2.6 Gender
2.6.1 Any word implying any gender shall be interpreted to imply all other genders.
2.7 Headings
2.7.1 Headings are incorporated into this RFQ document and submitted in response thereto, for ease of
reference only and shall not form part thereof for any purpose of interpretation or for any other
purpose.
2.8 Occupational Injuries and Diseases Act
2.8.1 The Bidder warrants that all its employees (including the employees of any sub-contractor that may
be appointed) are covered in terms of the Compensation for Occupational Injuries and Diseases
Act and that the cover shall remain in force for the duration of the adjudication of this
RFP and/ or subsequent agreement. the commission reserves the right to request the Bidder to
submit documentary proof of the Bidder’s registration and “good standing” with the Compensation
Fund, or similar proofacceptable to the commission.
2.9 Processing of the Bidder’s Personal Information
2.9.1 All Personal Information of the Bidder, its employees, representatives, associates, and sub-
contractors (“Bidder Personal Information”) required under this RFQ is collected and processed for
the purpose of assessing the content of its tender proposal and awarding the bid. The Bidder is
advised that Bidder Personal Information may be passed on to third parties to whom the commission
is compelled by law to provide such information. For example, where appropriate, the commission
is compelled to submit information to National Treasury’s Database of Restricted Suppliers.
2.9.2 All Personal Information collected will be processed in accordance with POPIA and with the
commission.
2.9.3 Data Privacy Policy.
2.9.4 The following persons will have access to the Personal Information collected:
2.9.4.1 The commission personnel participating in procurement/award procedures; and
2.9.4.2 Members of the public: within seven working days from the time the bid is awarded, the
followinginformation will have to be made available on National Treasury’s e-Tender portal:
2.9.4.2.1 contract description and bid number.
2.9.4.2.2 names of the successful bidder(s) and preference points claimed.
2.9.4.2.3 the contract price(s) (if possible).
2.9.4.2.4 contract period.
2.9.4.2.5 names of directors; and
2.9.4.2.6 date of completion/award.
2.9.5 The commission will ensure that the rights of the Bidder and of its employees and representatives
(i.e., the right of access and the right to rectify) are effectively guaranteed in accordance with the
procedures as specified in the commission PAIA manual.
2.9.6 In signing this document, the Bidder consents to the use of its Personal Information for the
purposes as specified in section 2.9.1 above.
No compulsory briefing session
4.1 The Commission requires a validity period of 90 Days Business Days against this RFQ.
4.2 Bidders are to note that they may be requested to extend the validity period of their bids, on the
same terms and conditions, if the internal evaluation process are not finalised within the validity
period.
5.1 Bidders are required to self-register on National Treasury’s Central Supplier Database (CSD) which
has been established to centrally administer supplier information for all organs of state and facilitate
the verification of certain key supplier information.
5.2 The Commission may not award business to a bidder who has failed to register on the CSD.
5.3 Only foreign suppliers with no local registered entity need not register on the CSD.
5.4 The CSD can be accessed at https://secure.csd.gov.za/
6.1 Bids submitted for this Request for Quotation will not be revealed to any other bidders and will be
treated as contractually binding;
6.2 The Commission reserves all the rights afforded to it by the POPIA in the processing of any of its
information as contained in RFQ.
6.3 The Bidder acknowledges that it will obtain and have access to personal information of The NLC
and agrees that it shall only process the information disclosed by the NLC in terms of this bid
award and only for the purposes as detailed in this RFQ and in accordance with any applicable
law.
6.4 The Bidder shall notify the NLC in writing of any unauthorised access to personal information and
the information of a third party, through cybercrimes or suspected cybercrimes, in its knowledge
and report such crimes or suspected crimes to the relevant authorities in accordance with
applicable laws, after becoming aware of such.
7.1 Specific queries relating to this RFQ should be submitted [email protected], before the closing
date.
7.2 In the interest of fairness and transparency the NLC’s response to such a query may be made
available to other bidders.
7.3 It is prohibited for bidders to attempt, either directly or indirectly, to canvass any officer or employee
of the NLLC in respect of this RFQ between the closing date and the date of the award of the
business.
7.4 Bidders found to be in collusion with one another will be automatically disqualified and restricted
from doing business with organs of state for a specified period.
8.1 The National Lotteries Commission conducts regular performance reviews in accordance with the
requirements for the classification of the contract and or stakeholder by making use of supplier
evaluation forms. The evaluation is conducted against the deliverables or scope of the contract with
a minimum of an annual review done for contracts longer than a year and a review at completion of
contract for those contracts less than a year.
8.2 Ad-hoc performance reviews shall be conducted where non-performance is identified outside the
review period.
8.3 Non-performance will be addressed with at least a formal letter advising specific non- performing
areas and stating remedial action/s required within specific time frames. Non-adherence to remedial
actions shall lead to escalating performance management actions.
8.4 Any party to this agreement may request to participate in a joint performance review where
appropriate and seek continuous improvement opportunities.
Section 3: evaluation criteria
The below phases evaluation criteria will be considered in evaluating the proposals, being:
Phase 1: Tender Closing and Opening
1.1 Tender closing details
The deadline for Tender submission is on 08 September at 11:00am Standard South African
Time. Any late tenders will not be accepted. All submissions Must be addressed to Supply
Chain Management, NLC Submission of proposals through (online submission on e-
tender). The onus remains on the bidder to ensure successful submission of their bids. Any
discrepancies must be addressed to and dealt with the National Treasury who are the custodians
of the e-tender portal.
1.2 Bid Formats
Bid submissions must be submitted in a PDF format that is protected from any modifications,
deletions, or additions.
Financial/pricing information must be presented in a separate attachment from the
Technical/Functional Response information. The onus is on the Bidder to ensure that all
mandatory and required documents are included in the electronic submission. No exceptions will
be considered.
Submissions must be prominently marked with the full details of the tender namely Bidder’s Name,
Tender No and Tender Title.
Tender submissions received after submission date and time will be declared late and will not be
accepted for consideration by the NLC.
The NLC will not be responsible for any failure or delay in the submission or receipt of the bid
including but not limited to:
Power Network.
Struggling to use the e-tender portal.
Load shedding (Power cut).
Poor Network
Phase 2: Administrative Compliance
All bid respondents must submit the relevant documents that comply with administrative compliance,
which will include the following:
Evaluation Criteria Supporting Document
must be completed and returned by the closing date and time. SBD Form 6.1
official. proof of authorised
individuals’ delegation
Important Dates
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf (RFQ)Tender issue date: 02 September 2026. Closing date and time: 08 September 2026 at 11:00 South African Standard Time. No compulsory briefing session. Tender validity period: 90 days from closing date (may be extended on same terms if evaluation not finalised).
Contact Information
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf (RFQ)Enquiries (SCM): [email protected]. Specific queries relating to the RFQ may also be sent to [email protected] before the closing date. Submission address: Supply Chain Management, National Lotteries Commission, via online submission on the National Treasury e-tender portal.
Submission Guidelines
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf (RFQ)Submission method: online via the National Treasury e-tender portal only. All submissions must be addressed to Supply Chain Management, NLC. Format: PDF protected from modifications, deletions, or additions. Financial/pricing information must be in a separate attachment from the technical/functional response. Submissions must be prominently marked with the bidder's name, tender number (RFQ2026-009-002) and tender title. Late or incomplete submissions will not be accepted. No compulsory briefing session. Tender validity period: 90 days from closing date (may be extended on same terms if evaluation is not finalised). Returnable documents required with the bid: SBD 1 (Invitation to Bid) completed and signed; SBD 4 (Declaration of Interest) fully completed and signed; company resolution or board resolution as proof of authorised signatory; valid SARS Tax Compliance Status PIN; proof of CSD registration (CSD registration report); priced financial offer; if a joint venture: signed JV agreement and consolidated B-BBEE certificate/affidavit; OEM certificate or written OEM authorisation for the proposed Board Portal solution. Bidders may be requested to submit hard-copy certified qualifications, membership certificates, COIDA registration, etc. within 3 working days of request; failure to do so renders the bid non-responsive.
Evaluation Criteria
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf (RFQ)Evaluation follows a multi-phase process:
Phase 1 – Tender Closing and Opening: receipt by 08 September 2026 at 11:00 SAST via e-tender; late bids excluded.
Phase 2 – Administrative Compliance: verification of returnable documents (SBD 1, SBD 4, CSD registration, tax compliance PIN, company resolution, priced offer, JV agreement and consolidated B-BBEE if applicable, OEM certificate/authorisation).
Phase 3 – Mandatory Compliance: signed JV agreement (if applicable), fully completed and signed SBD 4, OEM certificate or written OEM authorisation (NLC reserves the right to verify with the OEM). Non-compliance leads to disqualification.
Phase 4 – Technical/Functional Evaluation (minimum qualifying score 70%):
Phase 5 – Pricing and Specific Goals: evaluated on 80/20 preference point system (80 points price, 20 points specific goals). Specific goals: B-BBEE status level verification certificate/sworn affidavit required to claim points; points allocated for black ownership (<51%), women ownership (100% = 4 pts, 30–99% = 2 pts, <30% = 0), black youth ownership (100% = 4 pts, 30–99% = 2 pts, <30% = 0), disability ownership (20%+ = 4 pts, 10–19% = 2 pts, <10% = 0). Total specific goals = 20 points.
Phase 6 – Due Diligence, Contract & Award: NLC may conduct due diligence (site visits, additional information) before final award; negotiation of best and final offers permitted.
Technical Specifications
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf (RFQ)Scope: supply, implement, configure, train, support and maintain a cloud-hosted Electronic Board Portal Solution with 15 named user licences for a 5-year period. Functional scope includes: solution supply (15 licences, cloud-hosted, 5-year subscription); implementation services (project initiation, planning, installation, configuration, user provisioning, security configuration, UAT, production deployment, go-live support, post-implementation managed support); data migration from existing Board Portal (historical board packs, agendas, minutes, committee documentation, resolutions, governance registers, user accounts, security permissions, metadata) with validation, reconciliation, testing and sign-off; maintenance and support (software maintenance, technical support, version upgrades, security patches, performance optimisation, preventative maintenance, service desk, vendor support); training (Company Secretariat, system administrators, Board Members, Committee Members, refresher training) with user manuals, administrator manuals, quick reference guides, online learning material. Functional requirements: meeting management (scheduling, agenda creation, board pack compilation, automated distribution, calendar integration, attendance registers, action tracking, matters arising, meeting templates, committee management); document management (version control, history, full-text search, annotations, highlighting, sticky notes, bookmarks, document comparison, PDF support, drag-and-drop upload); governance management (resolution management, circular resolutions, electronic voting, survey capability, decision tracking, governance registers); collaboration (virtual committee rooms, secure messaging, document sharing, collaborative annotations, workflow approvals); offline capability (offline access, annotation, voting, automatic synchronisation on connectivity restore). Cybersecurity requirements: MFA, encryption in transit and at rest, RBAC, document-level permissions, device authentication, remote device wipe, conditional access, watermarking, secure audit logs, security event logging, password policy enforcement, session timeout, backup encryption, ransomware protection, security monitoring, secure document sharing; bidder must describe security architecture and align to NLC security architecture. Data protection/POPIA: support POPIA compliance, protect confidential Board information, immutable audit trails, record user access and downloads, secure retention/deletion, breach notification, legal hold. Data residency: production data, backups and disaster recovery must be hosted within South Africa. Integration: secure APIs with Microsoft 365, Microsoft Entra ID/Active Directory, Enterprise Content/Document Management, Records Management System, ERP, Outlook, Teams, other authorised NLC systems. Reporting: user activity, attendance, voting, resolution tracking, action tracking, document access, security events, audit logs, system usage, administrator reports. Service levels: minimum 99.9% availability; service desk, incident/problem/change management, preventative maintenance, business continuity, disaster recovery; proposed response times for critical, high, medium, low priority incidents. Deliverables: configured portal, 15 operational licences, configured security roles, governance workflows, migrated historical information, training, user/admin manuals, technical documentation, operational support, SLA documentation, DR/backup procedures, go-live support, optional post-implementation managed services. Exit management: export of all NLC information in industry-standard formats, migration support, knowledge transfer, administrator handover, secure verifiable deletion/destruction per NLC Document Management Policies, confirmation of data destruction on termination. Reporting structure: successful bidder reports to Office of the Company Secretary, works closely with NLC ICT Division. Project duration: 5 years covering implementation, configuration, data migration, training, go-live, hypercare, ongoing maintenance, technical support, software upgrades, security updates.
Methodology
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfBidders must submit a 5–10 page implementation methodology and project delivery plan tailored to Electronic Board Portal Solution deployment in a public sector governance environment, aligned to recognised frameworks (PMBOK, PRINCE2, Agile or Hybrid). The plan must address five mandatory elements:
Methodology must demonstrate how the solution satisfies functional, technical and security requirements (secure remote access, mobile accessibility, board meeting administration, document management, collaboration, offline functionality, electronic voting, minute taking, governance records, NLC ICT security standards, governance requirements). Evaluation criteria: completeness, practicality, implementation approach, project controls, quality assurance, risk management, understanding of NLC governance environment, ability to deliver secure, sustainable, well-supported solution.
Experience & Qualifications
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfCompany Experience & Capability (10%): company profile demonstrating organisational capacity, skills and experience in design, implementation, integration and support of Board Portal/Governance Portal solutions within the scope of the ToR. Scored on years of implementation experience: 0 = none; 1 = 1–2 years; 2 = >2–4 years; 3 = >4–6 years; 4 = >6–8 years; 5 = 8+ years.
Written Reference Letters (10%): contactable references from public/private clients within past 5 years, on client letterhead, dated, signed by authorised representative, including client name, contact person/designation, physical address, telephone, contract duration, brief description of services/scope. Appointment/award letters not accepted. Multiple letters from same client count as one. Scored: 0 = none; 1 = 1 letter; 2 = 2; 3 = 3; 4 = 4; 5 = 5 letters.
Lead Project Manager Experience (10%): CV showing years as Project Manager with demonstrable experience in design, implementation and delivery of enterprise business solutions including system integration projects. Scored: 0 = none; 1 = >0–1 year; 2 = >1–2 years; 3 = >2–3 years; 4 = >3–4 years; 5 = ≥5 years.
Solution Architecture & Technical Capability (10%): experience designing scalable, resilient solutions with hybrid deployment, software QA, test planning, stress/load testing, performance/scalability assurance, UAT support. Scored by years of experience (0–5).
Integration & Interoperability (5%): capability to integrate securely with NLC core systems and third-party sources using standards-based APIs, data ingestion/transformation, BI/reporting tools. Scored by years of experience (0–5).
Data Governance, Quality & Security (5%): comprehensive approach addressing five mandatory components – secure development practices, POPIA compliance/data protection, vulnerability management/remediation, audit logging/traceability/evidence management, alignment to recognised frameworks (ISO 27001, OWASP, NIST). Scored 0–5 on completeness, depth, relevance, evidence.
Skills, Capacity & Knowledge Transfer (5%): four mandatory elements – Electronic Board Portal capability (board/committee admin, governance workflows, secure document/records, e-voting/resolutions, information security/RBAC, data migration, cloud governance platform); key resources (PM, Technical Lead, Solution Specialist, Migration Specialist, Training Lead, Support Lead with CVs, qualifications, certifications, project references, vendor accreditation); resource capacity/local service delivery (remote and on-site); knowledge transfer/operational sustainability (admin/end-user training, workshops, schedules, documentation, procedures, transition/exit strategy). Scored 0–5. Mandatory evidence: detailed CVs, professional qualifications/certifications, project references for comparable implementations, vendor accreditation/partnership/authorisation evidence. Generic/unsubstantiated claims not considered.
Quality Management
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfQuality assurance requirements embedded in technical evaluation: bidders must demonstrate software QA methodology and standards; test planning, execution, defect management, regression testing; stress, load and capacity testing; performance, scalability and resilience assurance; UAT support and acceptance management. Implementation methodology must include quality assurance processes and decision-making forums throughout the lifecycle. Service level framework must define KPIs, reporting arrangements and governance structures to monitor service delivery. Incident/problem/service request management requires structured, auditable approach with call logging, prioritisation, escalation, root cause analysis, corrective actions, communication protocols, regular service reporting. Business continuity, cybersecurity and operational resilience: business continuity planning, disaster recovery, backup/restoration, cybersecurity monitoring, vulnerability management, software patching, security updates, system availability, data protection, POPIA compliance, operational risk mitigation. Ongoing maintenance: preventative, corrective, adaptive, perfective maintenance; software version upgrades; product enhancements; vendor support; technical advisory; change management; administrator support; continuous optimisation. Knowledge transfer: administrator/end-user training programmes, workshops, schedules/milestones, user/admin documentation, operational procedures/knowledge repositories, transition/exit strategy for long-term sustainability. Supporting evidence required for all key resources: detailed CVs, professional qualifications/certifications, project references for comparable Board Portal/Governance Portal implementations, vendor accreditation/partnership/authorisation evidence. Generic or unsubstantiated claims not considered.
Pricing Schedule
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfPricing must be submitted in a separate attachment from the technical response. Evaluation uses the 80/20 preference point system: 80 points for price (calculated using the prescribed formula Ps = score for bid under consideration), 20 points for specific goals. Specific goals points: B-BBEE status level verification certificate/sworn affidavit required; black ownership (<51%); women ownership (100% = 4 pts, 30–99% = 2 pts, <30% = 0); black youth ownership (100% = 4 pts, 30–99% = 2 pts, <30% = 0); disability ownership (20%+ = 4 pts, 10–19% = 2 pts, <10% = 0). Total specific goals = 20 points. No detailed pricing schedule, bill of quantities, or payment terms specified in the document. Bidders must propose a comprehensive SLA with service credits where applicable. Tender validity period 90 days from closing date.
Financial Requirements
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf (RFQ)Pricing must be submitted in a separate attachment from the technical response. Evaluation uses the 80/20 preference point system (80 points for price, 20 points for specific goals). Price points calculated using the prescribed formula (Ps = score for bid under consideration). Specific goals points allocated for B-BBEE status level (certificate/sworn affidavit required), black ownership (<51%), women ownership (100% = 4 pts, 30–99% = 2 pts), black youth ownership (100% = 4 pts, 30–99% = 2 pts), disability ownership (20%+ = 4 pts, 10–19% = 2 pts). Total specific goals = 20 points. No explicit pricing schedule, bond, guarantee or insurance amounts stated in the document. Bidders must provide a comprehensive SLA with service credits where applicable. Tender validity period 90 days from closing date.
Compliance Requirements
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdf (RFQ)Mandatory compliance: CSD registration (CSD registration number and report required; only foreign suppliers with no local registered entity exempt); valid SARS Tax Compliance Status PIN (or printed TCS certificate); completed and signed SBD 1 (Invitation to Bid) and SBD 4 (Declaration of Interest); company/board resolution authorising signatory; OEM certificate or written OEM authorisation for the proposed Board Portal solution (NLC may verify with OEM); if joint venture: signed JV agreement and consolidated B-BBEE certificate/affidavit. B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. Bidders must warrant COIDA coverage for all employees (including sub-contractors) and may be asked for proof of registration and good standing with the Compensation Fund. Compliance with PFMA, Treasury Regulations, POPIA, PAIA, ECTA, King V, NLC ICT Governance Framework, NLC Cybersecurity/Information Security/Records Management Policies, ISO 27001 principles. Data residency: production, backup and DR environments hosted in South Africa. Bids submitted in English. No services rendered or goods delivered before official NLC Purchase Order. Late/incomplete submissions not accepted.
Health & Safety
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfBidder warrants that all employees (including sub-contractor employees) are covered in terms of the Compensation for Occupational Injuries and Diseases Act (COIDA) and that cover remains in force for the duration of adjudication and any subsequent agreement. NLC reserves the right to request documentary proof of registration and good standing with the Compensation Fund or similar acceptable proof.
Environmental
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfNo explicit environmental requirements stated. Operational resilience requirements include business continuity planning, disaster recovery arrangements, backup and restoration procedures, cybersecurity monitoring, vulnerability management, software patching, security updates, system availability, data protection, POPIA compliance and mitigation of operational risks.
Contractual Terms
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfContract duration: 5 years (implementation, configuration, data migration, training, go-live, hypercare, ongoing maintenance, technical support, software upgrades, security updates). Confidentiality: RFQ contains NLC confidential information; no use, copying, disclosure except for preparing a proposal without prior written permission; all copyright and IP vest with NLC. Late/incomplete submissions not accepted. No services/goods before official NLC Purchase Order. Evaluation under 80/20 preference point system. CSD registration mandatory (foreign suppliers without local entity exempt). Tax compliance required (TCS PIN). Queries to [email protected]. No brand-specific specifications; if suspected, inform NLC. News/press releases require NLC consent. RFQ clauses take precedence over attached documents; where silent, Constitution section 217 applies. B-BBEE commitment required (ownership, skills transfer, employment equity, SMME development). National Industrial Participation Programme applies to imported content; SBD must be signed. Bids in English. Gender-neutral interpretation. Headings for reference only. COIDA coverage warranted for all employees/sub-contractors; proof of registration/good standing may be requested. Personal information processed per POPIA; may be shared with National Treasury's Database of Restricted Suppliers; successful bidder details published on e-Tender portal within 7 working days of award. Bidder consents to personal information use. No compulsory briefing. Validity period 90 business days; may be extended on same terms. NLC may not award to unregistered CSD suppliers. Bids treated as contractually binding and confidential. Bidder must notify NLC of unauthorised access to personal information and report cybercrimes. Queries to [email protected]; responses may be shared with other bidders. No canvassing of NLC officers/employees between closing and award. Collusion leads to automatic disqualification and restriction from state business. Supplier performance reviews: minimum annual for contracts >1 year, at completion for <1 year; ad-hoc reviews for non-performance; formal letters with remedial actions and timeframes; escalation for non-adherence. Joint performance reviews permitted. Due diligence (site visits, additional information) may be conducted before final award or during contract. Negotiation stage for improvement in price/delivery/content without disadvantaging other tenderers; best and final offers may be requested. Successful bidder must fill in and sign written contract form (SBD 7).
Section
Source: RFQ2026-009-002- Eletronic Board Portal Solution.pdfsame terms and conditions, if the internal evaluation process are not finalised within the validity
cloud-based services, offline functionality, comprehensive reporting, administrative management
The proposed solution shall, as a minimum, provide the following functionality.
1.6 This RFQ will be evaluated in terms of the 80/20 preference point system.
mandatory or functionality assessment. Failure to submit the information within the requested
Phase 4: Technical Evaluation
The evaluation for the Technical and Functional threshold will include the following
Rating Definition Score
understanding, experience, skills, resources, and quality measures. Adds
EVALUATION CRITERIA Scoring Matrix %
Bidders are required to submit a company
The company profile must explicitly detail the equal to 4 years = 2 Points.
required solutions within the scope of this TOR. equal to 6 years = 3 Points.
equal to 8 years = 4 Points.
experience of 8 years and above = 5 Points.
services pertaining to this ToR.
Each reference letter must include, at a
70% Minimum qualifying score
qualifications, memberships certificates, etc., which may have been requested for functionality
Stage 5: pricing and specific goals
Pricing Schedule: Please refer to Annexure A: The evaluation for Pricing and Specific Goals
Evaluation Criteria Final Weighted Scores
The following formula will be used to calculate the points out of 80
Ps = Score for the Bid under consideration
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Act 5 of 2000
Covers preferential procurement and preference-point systems used in public tenders.
Relevant because this is a South African public-sector procurement opportunity.
Act 12 of 2004
Supports anti-corruption controls and supplier integrity in procurement processes.
Relevant because this is a South African public-sector procurement opportunity.
Act 28 of 2024
Provides the national framework for public procurement across government.
Relevant because this is a South African public-sector procurement opportunity.
Act 2 of 2000
Supports access to tender records, award decisions and public-sector procurement information.
Relevant because this is a South African public-sector procurement opportunity.
Act 3 of 2000
Supports lawful, reasonable and procedurally fair administrative tender decisions.
Relevant because this is a South African public-sector procurement opportunity.
Address
Block D, 333 Grosvenor St, Hatfield, Pretoria, 0083, South Africa
Source confidence
High source confidence
Official source
eTenders.gov.za
Documents found
1
Last checked
03 Sept 2026
AI status
Enhanced
Data conflicts
None detected
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
Contact
012-423-1414[email protected]www.nlcsa.org.zaBlock D, 333 Grosvenor St, Hatfield, Pretoria, 0083, South Africa
Key Personnel
Provinces Active
Industries
Median Estimate
R 349 140
Range
Based on 25 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
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