Appointment of an implementation partner to integrate information and records management operating model and governance framework

• Closing date and time: 4 August 2026 at 11h00 AM.
• Non-compulsory briefing session: 22 July 2026 at 10h00 via Microsoft Teams (link provided).
• Enquiries deadline: 24 July 2026 at 16h00.
• Bid validity period: 120 days from the closing date.
• Project duration: 36 months from start date after award.

• Procurement Specialist: Ntombifikile Mokgeseng.
• Email for enquiries: [email protected].
• Office telephone: 011 269 3767.
• Submission email address: https://idcza-my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgAoQVindB3jQo6x_80QmoyMATpm1OtMwrpaJjPpCGTtDFg.

• Submit electronically only to the dedicated email address: https://idcza-my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgAoQVindB3jQo6x_80QmoyMATpm1OtMwrpaJjPpCGTtDFg.
• Closing date and time: 4 August 2026 at 11h00 AM (before midday). No late bids will be considered.
• Submit at least 30 minutes before the deadline to avoid technical issues.
• Email file size limit: 50MB. Use standard electronic formats (Microsoft suite or PDF). Non-standard formats will lead to disqualification.
• Amended bids must be sent to the same address marked “Amendment to bid” and received before the closing date.
• Required returnable schedules:

• Schedule 1: Cover page with RFP reference number, description, and bidder name.
• Schedule 2: Executive summary.
• Schedule 3: Board resolution, certified ID copy, Annexures 2-8, financial statements, joint venture agreement (if applicable).
• Schedule 4: Price proposal (separate file).

• Disqualification risks: Incorrect email address, incomplete submissions, non-standard formats, late submission, tax non-compliance, incomplete information, fraudulent information, breach of confidentiality, non-compliance with POPIA, prime contractor holding lower contract value than subcontractor.

Eligible bidders must be tax compliant (SARS), submit a valid B-BBEE verification certificate or sworn affidavit (EME/QSE), provide a certified board resolution authorizing the signatory, and not be disqualified for reasons including non-compliant tax status, incomplete/fraudulent information, failure to meet mandatory functional requirements, POPIA non-compliance, or prime contractor holding lower contract value percentage than subcontractors. Joint ventures/consortia/prime-subcontractor structures must submit agreements and documentation for each party. Bidders must accept all bid conditions and undertake to hold offers valid for 120 days.

Scope: Implement an enterprise-wide Integration of Information Management (IIM) project to integrate records and information management operating model and governance framework.

• Deliverables:

• Implement Records and Information Management Governance Framework (RIMGF/IGF).
• Operationalise Records Management Operating Model (RMOM).
• Implement and integrate RIM controls across systems (SharePoint Online, Microsoft Purview, SAP, MS Dynamics, etc.).
• Execute change management, training, and capability building for staff (approx. 985 personnel).
• Implement continuous monitoring, compliance reporting, and improvement.

• Key requirements:

• Must demonstrate experience in enterprise-wide transformation projects and EDRMS implementation in large organisations (500+ employees).
• Provide three reference projects from the last ten years for both experience categories.
• Proposed team must include minimum roles: Programme/Engagement Lead (10+ years RIM experience), Operating Specialist (8+ years), EDRMS Specialist (5+ years), Migration Specialist (8+ years), Change Management Specialist.
• Methodology must show understanding of project objectives, alignment with frameworks, change management approach, and scalability.

• Out of scope: Digitisation of physical records, team appointments, procurement of systems.

• Bidders must propose a detailed methodology and project plan demonstrating understanding of project objectives, scope, and deliverables.
• Methodology must show approach to implementing the Information and Records Management framework and EDRMS solution.
• Must align with applicable frameworks, standards, governance, compliance, and system integration requirements.
• Must include clear linkages between activities, deliverables, outcomes, and milestones.
• Must address change management, user adoption, knowledge transfer, and sustainability.
• Must demonstrate feasibility and scalability of the proposed solution and implementation approach.

• Bidder experience: Must demonstrate relevant experience in enterprise-wide Information and Records Management (IRM), Information Governance, and Digital Transformation projects in large organisations (500+ employees).
• Provide three reference projects from the last ten years covering implementation of IRM frameworks, SharePoint Online as EDRMS, and Microsoft Purview.
• Team qualifications: Minimum roles required:

• Programme/Engagement Lead: 10+ years in RIM/information governance, relevant degree and professional certification (e.g., IGP, AIIM).
• Operating Specialist/Business Analyst: 8+ years hands-on operational RIM experience.
• EDRMS/Information Systems Specialist: 5+ years systems implementation experience with SharePoint Online and Microsoft Purview.
• Records Migration & Integration Specialist: 8+ years migration experience.
• Change Management and Stakeholder Engagement Specialist.

• Submit CVs for key personnel and team structure details.

• Pricing must be detailed in the costing model per deliverable: resource rate per hour, number of hours, cost (VAT excl.).
• Deliverables include: Implementing RIMGF/IGF, operationalising RMOM, integrating RIM controls, change management/training, continuous monitoring.
• Disbursements must be itemised; if none, state “No Charge”.
• Include subtotal cost (VAT excl.), VAT at 15%, total bid price (VAT incl.).
• Complete Price Declaration Form with total amount in words and figures, confirming no additional costs.

• All prices must be VAT inclusive and quoted in South African Rand (ZAR).
• Bidders must indicate if rates are firm for the full contract period; if not, provide basis for adjustments (e.g., CPI).
• All additional costs must be clearly specified and included in the total bid price.
• Disbursements (travel, accommodation, printing) must be itemised; if none, state “No Charge”.
• Payment terms: Linked to approved deliverables, paid within 30 days of invoice.
• Rates should align with National Treasury Instruction on Cost Containment Measures and DPSA guide on hourly fee rates.
• Pricing schedule must include detailed breakdown per deliverable: resource rate per hour, number of hours, cost (VAT excl.), subtotal, VAT, total bid price.

• Tax compliance: Bidder’s tax affairs with SARS must be in order; provide written confirmation.
• Central Supplier Database (CSD): Bidders registered on CSD must provide supplier number and unique registration reference.
• B-BBEE: Submit a B-BBEE verification certificate. EMEs (annual revenue < R10 million) and QSEs (revenue R10-50 million) may submit a sworn affidavit confirming revenue and black ownership.
• Specific Goals scoring for B-BBEE: Points for black ownership, black women ownership, Black Designated Groups ownership, and promotion of SMMEs.
• Mandatory documents: Annexures 2-8 (Acceptance of Bid Conditions, Tax Compliance, Disclosure, Shareholders, BEE Commitment Plan, Disclosure Statement, POPIA).
• Prime contractor with subcontractors: Prime contractor must not hold a lower percentage of contract value than any subcontractor.
• Joint ventures/consortia: Submit required documents for each member.
• Disqualification for non-compliance with POPIA requirements.

• Bid validity: 120 days from closing date.
• IDC reserves rights to amend bid conditions, extend closing date, not accept lowest bid, conduct site visits, request verification information, appoint multiple vendors, and interpret requirements.
• Bidder undertakings: Offer binding during validity period, prepare for possible presentation within 5 days if requested, confirm correctness of bid and coverage of all costs, accept responsibility for contract execution.
• Successful bidder must conclude a Service Level Agreement (SLA) for performance measurement.
• Enterprise development: May be required to mentor SMMEs or youth-owned businesses.
• Disqualification reasons: Tax non-compliance, incomplete/fraudulent information, breach of confidentiality, POPIA non-compliance, prime contractor holding lower contract value than subcontractor.

• Evaluation follows a four-phase process: compliance screening, technical functionality (minimum 70% score), preference points (80 for price, 20 for specific B-BBEE goals), and objective criteria.
• Technical functionality weighted: 25% each for enterprise transformation experience, EDRMS experience, methodology, and team qualifications.
• Specific Goals points: Black ownership (10 points), 30% black women ownership (5 points), Black Designated Groups ownership (2 points), promotion of SMMEs (3 points).
• Objective criteria include risk assessment of reputational, concentration, financial, and past performance factors.