Bid description: request for proposals (RFP) for the appointment of a qualified and reputable service provider to deliver back-scanning and migration services for NHFC physical and digital records into an enterprise content management (ecm) solution for a period of two (2) years.

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Returnable Documents: Invitation to bid (SBD 1)................................................................................................. 6, Pricing Schedule .......................................................................................................... 45, SBD 4 Bidders Disclosure .......................................................................................... 46, SBD 6.1 Preference Points claim form ......................................................................... 49, (b) each member of the joint venture/consortium must provide a Tax Clearance Certificate., group or consortium must provide a combined joint venture/consortium Tax Clearance

In accordance with the NHFC Supply Chain Management Policy, the bid evaluation process shall be

carried out in three (3) stages namely:

Stage 1: Administrative Compliance Requirements of bid requirements

Stage 2: Functional Evaluation: and

Stage 3: Price and Preference Points

Stage 1 – Administrative Compliance Requirements

This stage checks and validates the bidders’ compliance to the legal requirements to conduct

business in South Africa, as well as to the industry requirement for the supply of goods and

services and technical requirements specific to this tender. All SBDs must be submitted

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(signed) noting where it is not applicable. If any specific SBD is not submitted, documentary

proof, clearly stating the reason must be attached.

Stage 2 – Functional Evaluation

Functionality is worth 100 points. The minimum threshold is 75 points. Bidders who score less

than 75 points on functionality will therefore be disqualified. Those who score 75 points and

more will be further evaluated on Price and preference points

The functionality evaluation is broken down as follows.

Maximum

Sub-Criteria Description

Points

Section 1: Client References 12 points

The Service Provider MUST provide verifiable reference letters

from clients, confirming the successful delivery of Back

scanning or Born Digital document Migration projects.

These references MUST specifically relate to projects where

such services were fully implemented.

The reference letters provided by the Service Provider’s clients

must include the following details:

▪ Company Name

▪ Company Letterhead

▪ Contact Person and contact information

▪ The reference letter must be dated from 2021 to

date.

Client References ▪ The letter must be signed by a duly authorized

person.

Bidders Reference Letters

• 4 Reference letters = 12 Points
• 3 Reference letters = 9 Points
• 2 Reference letters = 6 Points
• 1 Reference letter = 3 Points
• 0 Reference letter = 0 Points

NB: The NHFC will contact the reference as part of the due

diligence process. No response by the referee within 7 working

days from the date of request of confirmation by the NHFC,

will deem the reference letter invalid.

Section 2: Company capability, methodologies and capacity

49 Points

The bidder must provide a document with methodologies, processes and

guides that covers the following topics.

The bidder must provide a detailed process describing how

Move physical

boxes/files will be assessed at the off-site storage facility,

files from offsite

handled securely, and transported safely to the scanning 7 points

storage to NHFC

site for back scanning activities.

Scanning Point

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Score Allocation

• Process or methodology with detailed information which

cover all the requirements above – 7 points.

• Process or methodology provided partially meets

the requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

The bidder must provide detailed procedure and guidance for

the secure receipt, verification, handling, inventory list and

control of boxes/documents upon arrival at the scanning

facility. The process must address both physical and born-

digital documents.

Receiving of

Files, Boxes and Score Allocation

7 points

digital born

documents.

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

The bidder must provide a detailed process outlining the

document preparation process, including the verification

of documents, sorting, classification of documents,

physical preparation of documents, and the handling of

damaged, fragile or special-format records. Remove

duplicates and delete obsolete or redundant files. Check

for corrupted files and standardize formats to ensure that only

valid and clean documents move to ingestion stage. The

process must address both physical and born-digital

Document documents.

7 points

Preparation process

Score Allocation

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

The bidder must provide a detailed process outlining the

scanning, metadata and indexing process, file format and

image standard and secure storage for scanned documents.

Security and access controls applicable to scanned images

from the scanner to storage. The process must address both

physical and born-digital documents.

Scanning and

7 points

Indexing process

Score Allocation

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

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• Bidder failed to provide a methodology/process flow – 0

point.

The bidder must provide a detailed process describing the end-

to-end process for ingesting scanned documents

into the Enterprise Content Management System (ECM).

The process must outline the preparation for ingestion, file

format and image standards, and subsequent ingestion

into the Enterprise Content Management System (ECM).

Provide sample ingestion CSV, script or methodology to be

used to ingest from previously used ECM system

or EDMS. The process must address both physical and bornDocument

digital documents. 7 points

Ingestion

Score Allocation

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

The bidder must describe the end-to-end process for the

secure disposition, archival, retention, or destruction of

records in accordance with approved records management

policies, legal requirements, and retention schedules.

Score Allocation

Disposition and

7 points

Destruction Process

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

The bidder must provide a detailed methodology describing the

exception/error handling procedures and quality control

measures applicable throughout the entire records digitization

lifecycle, from off-site storage retrieval to final ingestion into

the Enterprise Content Management System (ECM). The

process must address both physical and born-digital

documents.

Exception/Error

Score Allocation

handling process

7 points

and Quality

• Process or methodology with detailed information which

Controls

cover all the requirement above – 7 points.

• Process or methodology provided which does not meet

all the requirements above – 3 points.

• No/irrelevant process or methodology provided – 0

point.

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Section 3: Reporting 9 Points

The bidder must provide a comprehensive Ingestion report

template. A details report which specifies the following or

relevant metadata Nodes/Folders scanned in, File name,

unique identifier, Document type and dates.

Sample Ingestion

Report from The report should include the following requirements:

previously

used Enterprise

• Successful Ingestion

Content

• Failed Ingestions

Management

System (ECM) or Score Allocation

Electronic Document

Management System

• Template report provided with detailed information

(EDMS) which cover all the reporting requirement from the

NHFC -9 points.

• Template report provided which does not meet all the

NHFC requirement– 4 points.

• No/irrelevant template provided – 0 point.

Section 4: Team Experience 30 points

Project Manager

The Service Provider MUST submit the CVs, qualifications and

certifications of the Project Manager. The project manager

should have relevant project management certification (e.g.

Prince 2 or PMBok) and experience in leading projects related

to providing scanning, indexing and destruction of files. The

Project manager must have at least eight (5) years of

experience.

Project Management

*NHFC reserves the right to verify qualifications andExperience,

certifications. Qualification and

Certification

NB: Personnel proposed with international (foreign)

qualifications are required to obtain a formal evaluation of their

qualifications from the South African Qualifications Authority

(SAQA) and submit proof of such evaluation/report.

The bidder MUST attach the CV, qualifications, and related

certificates.

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• CV with related experience
• NQF level 6 – Project Management/ICT/equivalent
• Project Management Certification.

NB!! Bidder must submit comprehensive CV, copies of

certificates, and qualification documents. Failing to

provide these will result in a zero (0) Score.

Score Allocation:

• CV with more than 8 years of experience – 10 points
• CV with 7-8 years of experience – 6 points
• CV with 5 -6 years of experience – 2 points
• CV with less than five (5) years of experience – 0

points

Project Technical Lead

The Service Provider MUST submit the CVs and qualifications

of the project technical lead. The project technical lead should

have relevant CDIA+ certificate to lead project.

*NHFC reserves the right to verify qualifications and

certifications.

NB: Personnel proposed with international (foreign)

qualifications are required to obtain a formal evaluation of their

qualifications from the South African Qualifications Authority

(SAQA) and submit proof of such evaluation.

The bidder MUST attach comprehensive CV, qualifications,

and related certificates.

• CV with related experience
• Minimum NQF level 6 Qualification
• CompTIA CDIA+ (Certified Document Imaging

Architect)

NB!! Bidder must submit comprehensive CV,

certificates, and qualification documents. Failing to

provide these will result in a zero (0) Score.

Score Allocation:

• CV with more than 8 years of experience – 10 points
• CV with 7 -8 years of experience – 8 points
• CV with 5 -6 of experience – 4 points
• CV with less than five (5) years of experience – 0 point

Scanning resources Allocation

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The Service Provider must submit the CVs of

all allocated project resources, together with supporting

evidence demonstrating that the proposed personnel have

received formal training relevant to back scanning projects,

document digitization, records management,

or Electronic Document Management Solution (DMS).

The bidder MUST attach the CV and training proof.

▪ CV with related experience

▪ Proof of Training

NB!! Bidder must submit comprehensive CV and proof

of training. Failing to provide these will result in a zero

(0) Score.

Score Allocation:

• Four (4) or more resources with training proof and

more than eight (8) years of combined experience

– 10 points

• Three (3) resources with training proof

and > 6 years of combined experience – 9 points

• Two (2) resources with training proof and > 4 years of

combined of experience – 6 points

• One (1) resource with training proof and > 2 years of

experience – 3 points

• No resource submitted training proof or < 2 years of

experience – 0 points

TOTAL 100 Points

Minimum Threshold 75 Points

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The NHFC is a public entity listed as a Schedule 3A of the Public Finance Management Act (PFMA)

of 1999 (as amended). The entity was established by the National Department of Human

Settlements (NDOHS) as a development finance institution (DFI) in 1996, with the mandate of

broadening access to affordable housing for the low- and middle-income households. NHFC, as a

national public entity, adheres to the regulatory framework of the Public Finance Management Act

(PFMA) of 1999.

The NHFC operates largely as a wholesale funder providing funding in the affordable housing

market through a network of non- banking intermediaries such as: social housing institutions /other

delivery agents (ODAs); residential property developers and investors, contractors who develop

government subsidised houses; as well as non-banking financial retail intermediaries who on lend

to customers for the purpose of improving their homes incrementally. In addition to providing loans

to its intermediary partners, the company also provides other funding instruments in the form of

strategic investments, such as equity and quasi-equity to certain niche businesses in the affordable

housing value chain. It also provides programme management services to augment the capacity

of provincial and local government in the implementation of various housing programmes.

As part of its retail funding model, the NHFC facilitates the national implementation of a housing

subsidy programme on behalf of the Department of Human Settlements, which is focused on

providing a subsidy for aspiring first-time homeowners, known as the First Home Finance

Programme.

NHFC has completed the implementation of an Enterprise Content Management (ECM) system

the main purpose of the system is to manage the organisation’s documents and information

throughout their entire lifecycle. This involves creating or collecting information, securely storing it,

managing access permissions, enabling collaboration, retaining it for record-keeping purposes, and

disposing of it safely when it is no longer required. NHFC requires a service provider to digitise

physical records held at both onsite and offsite storage facilities through back-scanning, and to

migrate electronic documents from network shared drives, Microsoft OneDrive, SharePoint, local

drives, and end-user devices into the Enterprise Content Management (ECM) system. The project

is expected to be executed over a period of two (2) years.

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Digitization is the process of converting any physical item, such as a paper record, photograph or

graphic items, into an electronic representation or image that can be accessed, stored and

managed electronically.

In the context of these requirements, digitization of NHFC records should be done to support NHFC

objectives for organisational transparency, knowledge sharing and business continuity by providing

better access to, and faster retrieval of information, and more cost-effective storage of NHFC

physical/digital records.

3. Objective

The objective of this bidding process is to appoint a qualified and reputable service provider to

deliver back-scanning and migration services for NHFC physical and digital records into an

enterprise content management (ECM) solution for a period of two (2) years. The NHFC core

objectives include:

3.1 Reduction of Paper Records and Business Continuity

Physical records can be stored on electronic storage devices and thus reduce the need for physical

space while also promoting strategies for vital records protection. This strategy is undertaken as

part of a disaster mitigation strategy.

3.2 Migration of born digital documents/files to ECM

Centralize document management in a single repository to strengthen security and elevate

compliance standards.

3.3 Better Information Sharing

Records digitization and increased use of electronic records improve information sharing by

allowing access to digital information on records and electronic management system and by

allowing efficient dissemination of information. Electronic records support more efficient ways of

information access and sharing.

3.4 Archival Preservation

Digitization offers a strategy for long-term preservation of archival records by reducing handling of

original hard copy archives, improving access to archives by making digital archives available

through databases, websites and via email.

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Record-keeping standards require records to be authentic, complete, and readily accessible so

that they can be relied upon as credible evidence. NHFC may be called upon to demonstrate

authenticity, accuracy, and integrity of digitized records when required.

4.1 The following outlines the key requirements for creating and maintaining reliable digital

copies:

Requirement Digital Capture must be

Authentic The product of routine, documented, authorized copying and

registration processes.

Complete Accurate, legible reproduction of the original that contains

all intellectual and physical components of the original

without alterations to content.

Accessible Available, searchable and readable to all those with a right to

access it, for as long as it is required.

In order to achieve the qualities of authenticity, completeness and accessibility the NHFC must

ensure that records digitization efforts are undertaken as part of an overall record-keeping

programme. A recordkeeping programme consists of recordkeeping polices, standards,

procedures and guidelines, and robust, reliable technology to support recordkeeping. A critical

part of the planning stage is incorporating good record-keeping practices into records digitization

initiatives through the identification of record-keeping requirements and tools that will ensure

digitized records will have the same evidentiary qualities listed above that should be inherent in

hard copy original records.

Once records are digitized, consideration will need to be given on how they will be retrieved for

use, on how the NHFC electronic system relates to the system used to manage hard copy records.

It is important that electronic and hard copy records are organised, tracked, secure and retrievable

within the ECM (Papertrail). Papertrail systems facilitate the management of records throughout

their lifecycle and minimize the risks associated with poor record-keeping such as loss of or

inaccessibility to records. ECM provides the tools necessary for records retention and disposal,

metadata capture, records classification, tracking and indexing.

All NHFC records are subject to the Records Management policy. At the end of a records life

cycle, when a record progresses from active to semi-active to non-active, the record will either be

eventually destroyed or retained as archives due to its enduring historical value. The disposal of

physical and electronic (digital) records requires authorisation by Chief Information Officer (CIO)

through the issuance of an approved records retention schedule. Paper originals should not be

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disposed of unless the division has specific approval from the CIO authorising the disposal of

original hard copy records after digitization

4.2 The following are principles to be followed when managing NHFC records to ensure

authenticity, completeness and accessibility:

Capture of the image copies as records into NHFC Enterprise Content Management

System (ECM) and they should be in a PDF format;

Movement of electronic document into the NHFC Enterprise Content Management

System (ECM) with their current format;

Management of the image/electronic copies under the framework of the NHFC file plan in

alignment with National Archives requirements.

Keeping adequate record-keeping metadata to facilitate the records' preservation, use and

retrieval; and

Careful planning for long term accessibility of the records.

It is important to note that records retention schedules apply to a record regardless of its format.

When a retention schedule authorises the disposal of records after a certain period, both hardcopy

records, as well as any corresponding digital copies of the records should be destroyed.

Enterprise Content Management System (ECM) that is configured with records retention

functionality has the capability to manage the disposal of digital records. While records digitization

can have many benefits it can also present certain risks in relation to the protection of sensitive

information. Careful consideration should be given before digitizing records marked as those

containing sensitive personal information.

Digitized records containing sensitive information will require appropriate metadata; security and

access markers, compliant with the file plan and information privacy and information classification

policies, to be incorporated into Enterprise Content Management System (ECM) where the

digitized records will be stored. This is critical to ensure that the records are only accessed by

those authorized to access the records, and to reduce the risk of possible unauthorised access

to sensitive information. This information will be managed in the form of a file plan that identifies

records series and their corresponding information sensitivity levels.

During the digitization process any security classified records (hard copy and digital) will be kept

separate from public or unclassified records. This is done to ensure that classified records can

be managed as a separate group, in addition to being protected for future records

declassification initiatives.

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All records, hard copy and electronic records (digitized and born-digital records such as emails)

require unique identifiers or metadata elements to facilitate their management. Metadata is

information about records, such as their date, title, description, security classification, retention,

etc. The more metadata captured, the more complete the record, and the easier it will be to

facilitate the management of and access to records.

Note: HFC will supply recordkeeping metadata elements for each business unit

The following standard metadata are common for all NHFC business units' records.

Metadata elements

Identifier

Title/Description

Document Type

Date

File Plan Location

File Name

Note: Additional business unit-specific metadata will be required depending on the document

type; however, this will not exceed four additional elements per document.

4.3 Documentation Requirements

NHFC must be able to certify that their electronic records are accurate, unalterable and complete.

Altered digital copies are not considered authentic and cannot be used as evidence of NHFC

business. Therefore, it is essential that all aspects of the digitization process be well documented

including image enhancement techniques, use of security controls and preservation techniques. It

is possible that the NHFC may be called upon to justify its claims that digital records may be relied

upon as evidence, either for legal purposes, or by an external investigative body or by a member

of the public.

The measures recommended to certify that authentic, complete and accessible digital

capture are as follows:

adherence to standards set by Records Management Policy, Information Classification

Policy, Information Privacy Policy, File Plan, and procedures;

application of relevant, complete and accurate metadata as per NHFC indexing

requirement;

implementation of procedures for accommodating documents with incomplete metadata;

use of 'read-only' controls in network servers used for electronic storage;

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use of security controls such as access passwords, encryption and audit trails to prevent

any alteration of the images;

use of retention scheduling for destruction, retention or transfer of records;

application of security classification for records that contain sensitive information.

The table below provides further requirements of documentation:

NHFC policy and procedures Which records are digitized, destroyed, retained or

or record keeping and transferred as archives.

digitization. Verification of quality control measures.

The work plan outlining the Ensure that electronic storage and use of file

digitization system formats were chosen to suit the nature of the

records and the organisation’s requirements.

Ensure that image enhancement techniques used such

as retouching and editing do not substantively alter the

records.

Ensure that all risks associated with digital records

Quality of images and storage have been assessed.

Ensure that measures are in place to produce a good

quality image.

Ensure that digital records are managed in a trustwort

hy record system and secure.

Documentation of dispo Ensure that records (electronic and physical) are

sal as required by disposed in an authorised, secure and accountable

NHFC way.

4.4 Technical Requirements

NHFC requires that digitized records meet the minimum technical specifications for image quality

based on approved policies and international standards. Applying technical standards ensures the

accurate reproduction of NHFC records while also considering the levels of access requirements

and the cost of electronic storage. The service provider needs to provide details regarding the back

scanning infrastructure that they will deploy at the NHFC during the lifespan of the project (e.g.

scanners).

The following processes should have been completed prior to commencing digitization of records.

Records Retention & NHFC has an approved Records management policy that has

Disposition to be applied to all records to assess their eligibility for digitization.

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Organising Records Records have been classified and organised according to a file

classification scheme.

Information Security Records containing sensitive information have been

identified and appropriate protection and security measures have

been put in place for hard copy and digitized records.

Metadata All record-keeping and other technical metadata elements have

been identified and documented.

4.5 Collecting and receiving physical and electronic documents

Physical documents are collected from the following locations (Midrand), NHFC Branch

– Gqeberha, NHFC Branch – Western Cape to the scanning location at NHFC Head Office

(Sandton).

Note: NHFC may relocate its offices by 30 May 2027. The new office location will still be in

Sandton.

In addition to physical records, electronic documents are sourced from multiple platforms

within the NHFC environment and moved to a secure storage provided by NHFC. These

include:

• Three internal file servers, accessible via the NHFC network
• Microsoft cloud platforms, including OneDrive and SharePoint
• Locally stored files on user devices (endpoints)

4.6 Preparing Physical Files for Scanning

The list below outlines the preparatory tasks that must be completed on records before digitization

can begin. Any additional preservation activities, such as photocopying fragile documents, should

also be carried out during this stage.

• Remove the following materials: file clips, staples, plastic sleeves, clips, metal clips and

rubber bands.

• Remove file dividers such as plastic or cardboard section dividers. If the section divider
• contains relevant information, make a photocopy and place on file.
• Remove coloured tags and post-it notes from files. If the post-it note contains relevant

information, make a photocopy and place on file to be scanned.

• Remove envelopes from file and place the content/s of the envelope on file.

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4.7 Preparing electronic documents for ingestion

Organize records in line with business and governance requirements. Remove duplicates

and delete obsolete or redundant files. Check for corrupted files, and standardize formats to ensure

that only valid, clean, and relevant records proceed to ingestion.

4.8 Capturing Digitised Records into a Record-Keeping System

Capturing digitized records in a record keeping system for both physical and

electronic records is one of the most important elements of the process for future access, ease of

retrieval and disposal. Electronic records must correlate with their physical counterparts in

structure, description (file classifications and series, and indexing). This is where metadata capture

becomes increasingly important, because it allows digital records to be tracked.

4.9 Post Digitization Quality Checking and Control

Quality control measures for checking digital images should be applied throughout the process.

This will include:

• checking individual files for any errors in arrangement, imaging or classification.
• For large volumes, random sampling (5% to 10%) needs to be applied.

Quality control of images includes checking for:

• smallest detail legibly captured (digitize smallest type size for text; clarity of punctuation

marks, including decimal points);

• completeness of detail (digitize acceptability of broken characters, missing segments of

lines);

• dimensional accuracy compared with the original;
• completeness of overall image area (e.g. missing information at the edges of the image

area); and

• density of solid black areas.

4.10 Review, Evaluation and Revision of Digitization Processes

It is necessary to review the digitization process and evaluate how effective it has been. This is an

opportunity to identify any redundancies, inefficiencies or problems in the process and revise

and enhance the process accordingly. Any changes to the process must be reflected in an updat

ed training programme.

• Testing Access to Digitized records: It is important to test retrievability of and access to

digital records that have been captured into electronic storage system. A retrieval exercise

involving a sample of digitized records will suffice.

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• Applying Retention Policy to Digital and Hard Copy Records:

Ensure that retention and disposition of electronic copy and hard copy records in accord

ance with the file plan. Please note that hard copies of records that are to be kept as

archives because of their historic value must not be destroyed.

Notes: Records retention schedules apply to all records regardless of the format. In terms of

digitization this means that a retention action applied to hard copy records also applies to its

corresponding digital

copy.Images of scanned documents will not be retained by the service provider after the

expiry of the contract.

4.11 Deliverables

The total files stored on NHFC network drives are approximately 4,000,000 occupying 5.5

terabytes of storage. The total number of files stored on Microsoft OneDrive/SharePoint is

estimated at 3,200,000 occupying approximately 13.5 terabytes of storage. The following high-

level deliverables form part of the scope of the project and must be provided by the service

provider:

• The service provider must supply a comprehensive document outlining the methodology,

approach, or processes that will be implemented throughout the project. The

document should align with the NHFC requirements covered in this document;

• The service provider must provide the business process and business requirements

specification (BRS) to ensure successful delivery of the project.

• The service prodder must conduct a successful Proof of Concept (POC) that will be

approved by the NHFC.

• Planning of the project with the NHFC team;
• Picking up and deliver of the records from NHFC specified locations to a

confirmed scanning location; NHFC has an estimated amount of 3500 containers/boxes

at the off-site storage facilities, (standard size for offsite storage boxes, containing

files/folders). A container/box will primarily contain files and folders. Some of the content

of the files may be stapled, tied together or received without a box;

• Back scanning of NHFC physical files to PDF image format onto Papertrail the NHFC

Enterprise Content Management System (ECM). The scanner must be OCR capable with

minimum of 300dpi resolution;

• Migration of born digital documents (OneDrive, SharePoint and Network drive, Local

drives) into Papertrail the Enterprise Content Management System (ECM).

• Indexing of all documents as per NHFC requirements. The documents must follow NHFC

document naming standards;

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• Managing the project staff;
• Manage the sorting process;
• Manage the scanning process;
• Managing the indexing process for both hardcopies and softcopy documents before

ingested into Papertrail system;

• Managing quality controls throughout the process. The service provider will be responsible

for image optimisation and quality assurance. The quality control process must be both

reactive and proactive;

• Maintaining a register of all the container/box barcodes and documents on the Enterprise

Content Management System (ECM) and the status of each of the containers/boxes;

• Maintain backups of all scanned electronic images for the full duration of the contract (this

will be agreed upon in conjunction with the ICT division;

• Secure storage and handling of containers and movement between service providers (this

will be done in conjunction with NHFC staff members that responsible for security and

facilities);

• Scanning of nominated/selected documents, as directed by NHFC, to PDF image format;
• Digital born documents will be migrated and ingested in their original format.
• Destruction of scanned documents and files following approved processes
• Provide weekly activity reports;
• Attending project meetings;
• Give presentations to relevant audiences when requested

andwriting and delivering any further reports pertaining to the project.

Note: The NHFC will provide the guidelines for the naming conversion and indexing

requirements for the records.

4.12 Physical document destruction requirements:

• Destruction of scanned documents will be authorised by NHFC.
• Provide the weekly activity reports for the document destruction activities.
• The destruction of the scanned hard copy documents will be directed and supervised by

NHFC.

• The destruction method for the physical documents will be shredding and pulping.
• A destruction certificates, that contains the detail of the destroyed documents, shall be

supplied to NHFC on same day of destruction.

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5. Training requirements

Bidders are required to identify training and change management requirements. A training

programme should be developed that addresses the following issues:

• Overview of the digitization initiative, its size, timeframe, purpose and desired outcomes;
• Proper use of digitization hardware and software;
• Digital image formats;
• Proper records handling techniques to avoid damage to records;
• The use of a file classification scheme for organizing images;
• Maintaining the records in their original order;
• How to identify and process records containing sensitive information;
• Digitization documentation requirements;
• How to identify and process records that require specialised digitization techniques, such

as photographs or large format records;

• Standards and procedures for quality control checking; and
• Varying work to avoid fatigue from repetition.

6. Duration of the project

The duration will be two (02) years from the date of appointment.

7. Special condition of tender

• The prospective service providers must submit an all-inclusive contractual fixed price and

detailed cost breakdown schedule (the price must be VAT inclusive) as provided for in

SBD 3.3 Form.

• The NHFC reserves the right to negotiate pricing with all the preferred bidders in line with

market-related prices.

• Travelling costs and time spent or incurred between home and office of the consultant

including their staff, shall not be for the account of the NHFC.

• Travelling costs and time spent or incurred between the service provider offices and the

NHFC offices shall not be for the account of the NHFC.

• Supporting documents for all disbursement incurred must be submitted to the NHFC

together with the invoices.

• Payments will be strictly based on approved deliverables and time as per the service level

agreement.

• The NHFC reserves the right not to award the bid to the lowest bidder.
• The service provider must not bill the NHFC for any unproductive or duplicated time spent

on any assignment, for any reason, including as a result of staff changes.

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• Copy and Distribute
• The NHFC shall be entitled to copy, reproduce and/or distribute submissions of all copies

sent to the NHFC by the respondent in response to and/or in connection with this bid,

among its employees to be used for further development of the NHFC project.

• All intellectual property rights emanating from this project will vest with the NHFC either

electronically or hard copy or any other.

• All information pertaining to the NHFC obtained by the bidder as a result of participation in

this bid is confidential and must not be disclosed without written authorisation from the

NHFC.

• Should the resource provided by the preferred bidder to render services to the NHFC

resign, etc. the appointed bidder should be expected to replace the resource with similar

skills as the resource.

• The General Conditions of Contract (GCC) must be signed or initial on each page by the

bidder as included in the bid document.

• The NHFC will not award the bid to any preferred bidder who has not registered on the

Central Database Supplier (CSD) as required by the National Treasury Prescript, until

they are registered on the CSD.

• The NHFC reserves the right not to accept any bids which do not comply with the

specifications and conditions set out in the bid documents.

• In cases where a bidder will be sub-contracting, proof of documentation for the

subcontractor should be submitted as well, i.e. B-BBEE, company registration documents,

partnership agreement, Joint Venture agreement, Central Database Supplier (CSD) etc.

• The NHFC reserves the right to further confirm reference letters or similar project

experience of the preferred bidder to be appointed.

• Submission of an original and valid B-BBEE certificate or a certified copy therefore,

including Sworn Affidavit (EMEs/QSEs) to claim the preference points.

• In cases where a bidder will be sub-contracting, proof of documentation for the

subcontractor should be submitted as well i.e. B-BBEE, company registration documents.

The B-BEEE certificate must be valid for a period of 12months (either be an original

certificate or certified copy of an original or certified sworn affidavit).

• All SBD forms to be duly completed and signed. Failure to do so may lead to

disqualification.

• In terms where the preferred bidder tax matters are not in order, 7 (seven) days will be

given to the bidder to rectify their tax matters. Failure to do so will lead to disqualification

of the bidder from the bid process as indicated in the National Treasury Prescript No /2018.

• The provisions of Protection of Personal Information Act, No. will be adhered to.

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• The NHFC shall directly sign the licensing agreement with the software vendor, although

the preferred bidders will remain responsible for performing and facilitate the transaction.

• The preferred bidder should provide a skill transfer and training to the NHFC Technical

Team (6 personnel) of the following areas, not limited to:

• Installation and use of the tools
• Monitoring and administration
• The skill transfer and training plan will be required within the timelines to be determined by

NHFC during contract execution stage.

• The prospective bidder must be registered on Central Supplier Database (CSD) prior to

submitting bids as per the information below which will not lead to a disqualification except

for the tax matters:

• Business registration, including details of directorship and membership;
• The quoted price must include inflation escalation and specify exchange rates used or

where applicable.

• The NHFC may prescribe specifications to fit in with the operational requirements.
• The NHFC reserves the right to impose penalties in cases where the service provider fails

to perform the services in line with specifications.

• The NHFC reserves the right to exercise the non-exclusive option.
• The NHFC reserves the right to conduct site visits.
• A schedule of all related parties must be disclosed in the bid document, if any.
• The NHFC may disqualify a Bidder whose proposal contains a misrepresentation which is

materially incorrect or misrepresented.

• The tender will be awarded in line with National Treasury Prescripts and all applicable

legislation.

• Process or methodology with detailed information which

cover all the requirements above – 7 points.

• Process or methodology provided partially meets

the requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

7 points

digital born

documents.

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

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• Bidder failed to provide a methodology/process flow – 0

point.

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially meets the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

7 points

Destruction Process

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided partially the

requirements above – 3 points.

• Bidder failed to provide a methodology/process flow – 0

point.

handling process

7 points

and Quality

• Process or methodology with detailed information which

cover all the requirement above – 7 points.

• Process or methodology provided which does not meet

all the requirements above – 3 points.

• No/irrelevant process or methodology provided – 0

point.

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Section 3: Reporting 9 Points

• Should the resource provided by the preferred bidder to render services to the NHFC

resign, etc. the appointed bidder should be expected to replace the resource with similar

skills as the resource.

• The General Conditions of Contract (GCC) must be signed or initial on each page by the

bidder as included in the bid document.

• The NHFC will not award the bid to any preferred bidder who has not registered on the

Central Database Supplier (CSD) as required by the National Treasury Prescript, until

they are registered on the CSD.

• The NHFC reserves the right not to accept any bids which do not comply with the

specifications and conditions set out in the bid documents.

• In cases where a bidder will be sub-contracting, proof of documentation for the

subcontractor should be submitted as well, i.e. B-BBEE, company registration documents,

partnership agreement, Joint Venture agreement, Central Database Supplier (CSD) etc.

• The NHFC reserves the right to further confirm reference letters or similar project

experience of the preferred bidder to be appointed.

• Submission of an original and valid B-BBEE certificate or a certified copy therefore,

including Sworn Affidavit (EMEs/QSEs) to claim the preference points.

• In cases where a bidder will be sub-contracting, proof of documentation for the

subcontractor should be submitted as well i.e. B-BBEE, company registration documents.

The B-BEEE certificate must be valid for a period of 12months (either be an original

certificate or certified copy of an original or certified sworn affidavit).

• All SBD forms to be duly completed and signed. Failure to do so may lead to

disqualification.

• In terms where the preferred bidder tax matters are not in order, 7 (seven) days will be

given to the bidder to rectify their tax matters. Failure to do so will lead to disqualification

of the bidder from the bid process as indicated in the National Treasury Prescript No /2018.

• The provisions of Protection of Personal Information Act, No. will be adhered to.

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• The NHFC shall directly sign the licensing agreement with the software vendor, although

the preferred bidders will remain responsible for performing and facilitate the transaction.

• The preferred bidder should provide a skill transfer and training to the NHFC Technical

Team (6 personnel) of the following areas, not limited to:

• Installation and use of the tools
• Monitoring and administration
• The skill transfer and training plan will be required within the timelines to be determined by

Management System

• Template report provided with detailed information

(EDMS) which cover all the reporting requirement from the

NHFC -9 points.

• Template report provided which does not meet all the

NHFC requirement– 4 points.

• No/irrelevant template provided – 0 point.

Section 4: Team Experience 30 points

certifications of the Project Manager. The project manager

should have relevant project management certification (e.g.

Prince 2 or PMBok) and experience in leading projects related

to providing scanning, indexing and destruction of files. The

Project manager must have at least eight (5) years of

experience.

*NHFC reserves the right to verify qualifications andExperience,

certifications. Qualification and

certificates.

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• CV with related experience
• NQF level 6 – Project Management/ICT/equivalent
• Project Management Certification.

NB!! Bidder must submit comprehensive CV, copies of

certificates, and qualification documents. Failing to

provide these will result in a zero (0) Score.

• CV with more than 8 years of experience – 10 points
• CV with 7-8 years of experience – 6 points
• CV with 5 -6 years of experience – 2 points
• CV with less than five (5) years of experience – 0

points

and related certificates.

• CV with related experience
• Minimum NQF level 6 Qualification
• CompTIA CDIA+ (Certified Document Imaging

Architect)

NB!! Bidder must submit comprehensive CV,

certificates, and qualification documents. Failing to

provide these will result in a zero (0) Score.

• CV with more than 8 years of experience – 10 points
• CV with 7 -8 years of experience – 8 points
• CV with 5 -6 of experience – 4 points
• CV with less than five (5) years of experience – 0 point

▪ CV with related experience

▪ Proof of Training

NB!! Bidder must submit comprehensive CV and proof

of training. Failing to provide these will result in a zero

(0) Score.

• Four (4) or more resources with training proof and

more than eight (8) years of combined experience

– 10 points

• Three (3) resources with training proof

and > 6 years of combined experience – 9 points

• Two (2) resources with training proof and > 4 years of

combined of experience – 6 points

• One (1) resource with training proof and > 2 years of

experience – 3 points

• No resource submitted training proof or < 2 years of

experience – 0 points

TOTAL 100 Points

Minimum Threshold 75 Points

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5 SBD 1: Invitation to Bid

6 SBD 3.3: Pricing Schedule

7 SBD 4: Bidder’s Disclosure

8 SBD 6.1: Preference Point Claim Form in Terms of Preferential

Procurement Regulations 2022

9 SBD 7.2 Contract Form Rendering of Services

Part 1: tendering procedure & process

Tender Conditions ......................................................................................................... 4

Invitation to bid (SBD 1)................................................................................................. 6

Terms of Reference ..................................................................................................... 11

Part 2: returnable documents

Pricing Schedule .......................................................................................................... 45

SBD 4 Bidders Disclosure .......................................................................................... 46

SBD 6.1 Preference Points claim form ......................................................................... 49

Protection of personal information Consent Form ....................................................... 55

Resolution to sign ........................................................................................................ 57

Consent For Credit and World Checks ........................................................................ 58

Part 3: the contract

SBD 7.2 Contract Form – Rendering of Services ................................................ 64

General Conditions of Contract .................................................................................... 66

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a) Submission of the following Signed and Completed Standard Bid Documents (SBD) Forms

• SBD 1: Bidders Information
• SBD 3.3: Pricing Schedule
• SBD 4: Bidders Disclosure
• SBD 6.1: Preference Points Claim Form in terms of preferential procurement.
• SBD 7.2: Contract form - Rendering of Services

b) Tax Compliance Status Pin (TCS Pin);

c) Copy of Valid B-BBEE Certificate/ Sworn Affidavit (B-BBEE certificate issued by a SANAS

accredited agency and the Sworn Affidavit signed by a commissioner of oaths and

deponents).

d) Proof of Company Registration;

e) Identity Documents for Directors;

f) Current Copy of Central Supplier Database (CSD) Report;

g) Signed or initial General Conditions of Contract (GCC);

h) Protection of personal information Consent form

i) Consent For Credit and World Checks (form 1,2,3,4)

• The prospective service providers must submit an all-inclusive contractual fixed price and

detailed cost breakdown schedule (the price must be VAT inclusive) as provided for in

SBD 3.3 Form.

• The NHFC reserves the right to negotiate pricing with all the preferred bidders in line with

market-related prices.

• Travelling costs and time spent or incurred between home and office of the consultant

including their staff, shall not be for the account of the NHFC.

• Travelling costs and time spent or incurred between the service provider offices and the

• The prospective bidder must be registered on Central Supplier Database (CSD) prior to

submitting bids as per the information below which will not lead to a disqualification except

for the tax matters:

• Business registration, including details of directorship and membership;
• The quoted price must include inflation escalation and specify exchange rates used or

where applicable.

• The NHFC may prescribe specifications to fit in with the operational requirements.
• The NHFC reserves the right to impose penalties in cases where the service provider fails

to perform the services in line with specifications.

• The NHFC reserves the right to exercise the non-exclusive option.
• The NHFC reserves the right to conduct site visits.
• A schedule of all related parties must be disclosed in the bid document, if any.
• The NHFC may disqualify a Bidder whose proposal contains a misrepresentation which is

materially incorrect or misrepresented.

• The tender will be awarded in line with National Treasury Prescripts and all applicable

legislation.

8. Evaluation criteria

Tax Compliance Status Pin

Tax compliance status system pin code from the south african revenue service (SARS)

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing

Tax Compliance Status Pin (TCS Pin)

Tcs pin is available but the bidder is registered on the central

Csd number

Csd number must be provided

Central Supplier Database Report Copy

Central supplier database (csd), a csd number must be provided

Central Supplier Database (CSD) Report

Central Supplier Database (CSD) prior to

Joint Venture agreement, Central Database Supplier (CSD) etc

Invitation to bid (SBD 1)................................................................................................. 6

Pricing Schedule .......................................................................................................... 45

SBD 4 Bidders Disclosure .......................................................................................... 46

SBD 6.1 Preference Points claim form ......................................................................... 49

• The prospective bidder must be registered on Central Supplier Database (CSD) prior to

submitting bids as per the information below which will not lead to a disqualification except

• Bid rigging/collusive behavior by the bidder will result in disqualification. A bidder is

(b) each member of the joint venture/consortium must provide a Tax Clearance Certificate.

group or consortium must provide a combined joint venture/consortium Tax Clearance

6 SBD 3.3: Pricing Schedule

7 SBD 4: Bidder’s Disclosure

8 SBD 6.1: Preference Point Claim Form in Terms of Preferential

B-BBEE Minimum Level: 6

Points Allocation: 12 points

B-BBEE Details: ill be considered)

Bid enquiries: [email protected]

Bidder’s Authorised Signatory: ________________________

Initials and Surname:

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Bid documents check list:

The contents of the BID document must be as follows, and numbered as per the numbering below,

with each schedule punched, placed in a file and separated from the next schedule with a file divider.

Please complete the checklist below to verify your submission of the relevant documents:

No. Description Submitted –

Indicate YES or

NO

1 Tax Compliance Status Pin

2 Copies of Company Registration Documents

3 Copy of Valid B-BBEE certificate or Sworn Affidavit.

4 Current Central Supplier Database Report Copy

5 SBD 1: Invitation to Bid

6 SBD 3.3: Pricing Schedule

7 SBD 4: Bidder’s Disclosure

8 SBD 6.1: Preference Point Claim Form in Terms of Preferential

Procurement Regulations 2022

9 SBD 7.2 Contract Form Rendering of Services

10 Resolution to Sign

11 Signed or Initialized General Conditions of Contract (GCC)

12 One (1) original hard copy and a soft copy of the RFP (USB)

must be submitted in a sealed envelope, appropriately

addressed.

13 Protection of personal information Consent Form

14 Consent For Credit and World Checks (FORM 1,2,3,4)

15 Confidentiality and Non-Disclosure Agreement

16 Technical proposal and supporting documents

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Table of contents

Part 1: tendering procedure & process

Tender Conditions ......................................................................................................... 4

Invitation to bid (SBD 1)................................................................................................. 6

Terms of Reference ..................................................................................................... 11

Part 2

(d) after the award of a contract to a joint venture/consortium, the successful joint venture

group or consortium must provide the details of the joint venture / consortium banking

details.

(e) a trust, consortium or joint venture will qualify for preference points as a legal entity,

provided that the entity submits the required proof for claiming preference points.

(f) a trust, consortium or joint venture will qualify for preference points as an unincorporated

entity, provided that the entity submits the required proof for claiming preference points

as if they were a group structure.

12. 1 the joint venture/consortium agreement must contain the following: -

(a) Who the managing member will be.

(b) Who the signatory of authority will be.

(c) How the joint venture/consortium share of profit will be split.

(d) The bank account details where payments will be deposited into.

(e) The agreement must be signed by all parties.

(f) The agreement must be certified by a Commissioner of Oaths.

(g) The postal and physical address where all correspondence will be sent to.

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Terms of reference

1. Introduction

The NHFC is a public entity listed as a Schedule 3A of the Public Finance Management Act (PFMA)

of 1999 (as amended). The entity was established by the National Department of Human

Settlements (NDOHS) as a development finance institution (DFI) in 1996, with the mandate of

broadening access to affordable housing for the low- and middle-income households. NHFC, as a

national public entity, adheres to the regulatory framework of the Public Finance Management Act

(PFMA) of 1999.