Microsoft cloud solutions partner for nersa sharepoint intranet and edrms – 5-Year contract

Closing date: 30 October 2026 at 11:00

Briefing session (non-compulsory, virtual): 19 October 2026 at 10:00 on MS Teams

Registration for briefing: email [email protected] by 19 October 2026 at 09:00

Clarification deadline: 20 October 2026 at 12:00 (email only)

Clarification reply: 21 October 2026

Briefing and clarification enquiries:

• Email: [email protected]

Invoices:

• Email: [email protected]

Submission address:

NERSA, Kulawula House

526 Madiba Street

Arcadia, Pretoria

GPS coordinates: Latitude -25.743579, Longitude 28.204839

Submission method: hand delivery

Address: NERSA, Kulawula House, 526 Madiba Street, Arcadia, Pretoria

Closing time: 30 October 2026 at 11:00 (official Telkom time, dial 1026)

Required format:

• One original bid document, fully completed and signed in ink, plus one memory stick (USB) containing a duplicate of the original with all attachments.
• The memory stick must be sealed in a closed envelope.
• Do not retype or convert the original bid document to Word format; complete it in ink.
• Bids must be in PDF format, bound, and placed in a sealed envelope endorsed with: bid number, closing date and time, and bidder's name and address.
• Sign the tender register at reception when dropping off the bid.

Returnable forms (all must be completed, signed and submitted):

• CSD registration summary report (or MA number on first page of SCM forms)
• SARS Tax Compliance Status Pin Letter or printed TCS
• Bidder's Disclosure (duly completed and signed)
• Preference Points Claim Form (Purchases)
• B-BBEE certificate or sworn affidavit (EME)
• Invitation to Bid (duly completed and signed)
• Proof of Microsoft Solutions Accredited Partner (mandatory)
• Technical proposal and project plan
• Table 1: CV of Account Manager
• Table 2: CV of Project Manager
• Table 3: Experience of service provider in similar services
• Table 4: Pricing Schedule/Financial Proposal (submitted separately in a sealed envelope)
• Labour Legislative Requirements (CIPC)
• Special Conditions of Bid and Contract (duly completed and signed)
• Reference check letters

Disqualification risks:

• Late bids (arriving even one second after 11:00) are returned unopened.
• Unsealed envelopes may be disqualified.
• Missing memory stick may lead to disqualification.
• Failure to submit proof of CSD registration invalidates the bid.
• Failure to submit proof of Microsoft Accredited Partner status may lead to disqualification.

Evaluation is in four stages:

Stage 1: Administrative compliance – bidders must meet all minimum requirements or be eliminated.

Stage 2: Selection criteria (functionality) – scored out of 100 points. Minimum qualifying score: 60 points to proceed.

Stage 3: Presentation – scored out of 100 points. Minimum qualifying score: 60 points to proceed.

Stage 4: Price and specific goals – 80/20 preference point system.

Selection criteria (Stage 2) – 100 points:

• Experience of service provider in similar services (Table 3): up to 60 points
• No similar projects: 0
• 1–2 similar projects with contactable reference letters: 10
• 3–4 similar projects: 20
• 5–6 similar projects: 30
• 7–8 similar projects: 40
• 9–10 similar projects: 50
• 11 or more similar projects: 60
• Records Management Compliance letter from NARSSA: 5 points
• Experience of Project Manager in managing IT projects (Table 2): up to 20 points
• No experience: 0
• 1–2 years: 4
• 3–4 years: 8
• 5–6 years: 12
• 7–8 years: 16
• 9 or more years: 20
• Experience of Account Manager (Table 1): up to 15 points
• No experience: 0
• 1–2 years: 3
• 3–4 years: 6
• 5–6 years: 9
• 7–8 years: 12
• 9 or more years: 15

Presentation (Stage 3) – 100 points:

• EDRMS functionality on SharePoint Cloud with metadata and file plan classification: up to 20
• Other functionalities (dynamic organogram, telephone directory, corporate calendar, graphics): up to 10
• Workflows: up to 10
• Search engine functionality: up to 20
• Security classification: up to 20
• Electronic signature integration: up to 10
• Integration with other applications: up to 10

Price and specific goals (Stage 4) – 100 points:

• Price: 80 points (lowest acceptable bid scores 80)
• Specific goals: 20 points
• Black Owned: 10 points (evidence: valid B-BBEE certificate or sworn affidavit)
• Black Woman Owned: 10 points (evidence: valid B-BBEE certificate or sworn affidavit)

Award: highest total points; NERSA may appoint a lower-scoring bidder on justifiable grounds or make no award.

Scope: Redevelop, enhance, maintain and support NERSA's Microsoft SharePoint Cloud environment for its intranet and Electronic Documents and Records Management System (EDRMS) for five (5) years.

Current environment:

• MS SharePoint 2010 and MS SharePoint 2016
• Deployed on seven servers (two application, two web front-end, two database, one file share witness)
• Serves approximately 250 employees

Required work:

• Migrate documents and records from the two existing intranets to the new environment
• Develop functional and technical specifications, and graphic designs for homepage and subsites
• Implement in phases (Phase 1 to Phase 4)
• Provide training after each phase (for ICT team, Knowledge Manager, Records Management Officers, and 28 users per annum)
• Provide one user manual to NERSA ICT before training
• Deploy each phase on QA environment, conduct system testing and user acceptance testing, then release to production
• Provide maintenance and support as and when required, billed on a per-request basis with an hourly rate
• Conduct scheduled monthly maintenance and provide detailed monthly reports

Phase 1 – Setup and development:

• Setup latest SharePoint version platform
• Develop homepage and departmental subsites with:
• Links to knowledge subsites (Records Centre, Knowledge Centre)
• Libraries for strategic records, approved records, and departmental documents
• Document workflows for review, input, approval, and automatic declaration as records
• Employee-specific document libraries (working documents and assigned documents)
• Content management and advanced records management (creation, storage, retrieval, disposal, destruction) in line with NERSA's Records Management Policy and National Archives Act
• Metadata and file plan categorisation, document filters, duplicate upload restriction
• Implementation of existing forms and templates
• Security classification functionality with line manager approval workflow
• Integration with electronic signature solution (SigniFlow)
• Migration of documents from 2010 and 2016 environments
• Basic and advanced search functionality

Phase 2 – Migration:

• Migrate documents from Shared Drives, SFTP, and user machines into new environment
• Deploy enhancements, test, and release to production

Phase 3 – Automation and integration:

• Full automation of all NERSA forms with electronic signature (SigniFlow)
• Integrate with other applications (Outlook, Teams, Electronic Collaboration Portal)
• Implement organisational announcements, general discussion, dynamic organogram, corporate calendar, upcoming events, telephone directory, and AI chatbots

Phase 4 – Handover and close-out:

• System review, change request, documentation filing
• Final handover, skills transfer to ICT team, project close-out report, submission of all source code and training manual

System requirements:

• Responsive to various screen resolutions (laptops, desktops, tablets, mobiles)
• Comply with W3C standards for usability, aesthetics, efficiency, accessibility, and SEO
• Scalable for future enhancements

Service provider experience (Table 3):

• Must demonstrate experience in redevelopment, enhancement, maintenance and support of Microsoft SharePoint Cloud environment used as intranet and EDRMS.
• Points awarded based on number of similar projects with contactable reference letters (up to 60 points).
• Reference check letters required for each project listed; failure to provide may result in zero points for track record.
• Existing reference letters acceptable if not older than three years and contain all required information.

Project Manager (Table 2):

• Must have experience in managing IT projects; points awarded based on years of experience (up to 20 points).
• CV must be attached.

Account Manager (Table 1):

• Must have management experience; points awarded based on years (up to 15 points).
• Responsibilities include conducting training with NERSA staff, providing reports on system utilisation, ensuring resolution of system issues, and providing advice on new business requirements.
• CV must be attached.

Key personnel:

• Provide summary of resources and CVs of persons who will work on the task.
• Provide details of existing and previous clients where similar work has been done.

Development must align with approved functional and technical specification documents and approved graphic designs.

Each phase must be deployed on NERSA's quality assurance environment, followed by system testing by NERSA Technical Team and sign-off, and user acceptance testing (UAT) by business users and sign-off.

Release to production only after successful testing and sign-off.

Training required after each phase: technical training for infrastructure configurations and development/code, and content management.

One user manual to be provided to NERSA ICT before training.

Maintenance programme on a scheduled basis to ensure patches are installed and health checks are done.

Detailed monthly report of all support and maintenance activities required.

Financial proposal must be submitted separately in a sealed envelope (Table 4).

All amounts in South African Rands, inclusive of VAT for registered vendors.

Provide one copy of the pricing schedule for the full contract duration (60 months).

Indicate a ceiling price for the contract duration.

Price must be firm and inclusive of all activities, travel, and disbursements.

Hourly rate applicable for maintenance and support as and when required.

NERSA to be billed on a per-request basis for support services.

Pricing format:

• Financial proposal must be submitted separately in a sealed envelope (Table 4)
• All amounts in South African Rands, inclusive of VAT for registered vendors
• Provide one copy of the pricing schedule for the full contract duration (60 months)
• Indicate a ceiling price for the contract duration
• Price must be firm and inclusive of all activities, travel, and disbursements

Payment terms:

• Payment by bank transfer into a South African bank account, normally 30 days after receipt of an acceptable original tax invoice
• Invoices must be submitted to [email protected]
• Payment made monthly, subject to detailed invoices and verification
• No payment without an original tax invoice complying with VAT Act section 20
• No additional amounts payable beyond the contract fees

Financial capacity:

• Provide most recent signed and audited financial statements, not older than three years
• NERSA may assess financial risk based on these statements

Mandatory requirements (Stage 1 – failure leads to elimination):

• CSD registration: proof of registration summary report or MA number on first page of SCM forms; failure invalidates the bid
• SARS tax compliance: pin letter with unique personal identification number, or printed TCS
• B-BBEE: valid certificate or sworn affidavit from a SANAS-accredited verification agency; for consortium/JV, consolidated certificate for unincorporated entities
• Microsoft Solutions Accredited Partner: valid accreditation in Modern Work, Digital and App Innovation, and Cloud Infrastructure; failure to submit proof may lead to disqualification
• Records Management Compliance letter from NARSSA
• Accept the Special Conditions of Bid and Contract
• All standard bidding forms fully completed and signed in ink (Bidder's Disclosure, Preference Points Claim)
• Proof of experience in enhancement, maintenance and support of SharePoint environment used as intranet and EDRMS, with contactable references

Other compliance:

• CIPC registration (Labour Legislative Requirements)
• Reference check letters (completed by referee, or existing letter not older than three years)
• Compliance with Protection of Personal Information Act (POPIA) for references

Contract period: 60 months from date of signing the Memorandum of Agreement.

Contract form: pro forma contract included for information; contract concluded only when reduced to writing and signed by both parties (NERSA CEO or authorised delegate).

General Conditions of Contract (GCC) apply; downloadable from NERSA or National Treasury websites.

Bids must not be qualified by own terms and conditions; failure to withdraw/waive may invalidate the bid.

NERSA may negotiate with one or more bidders on terms and price.

NERSA is not obliged to accept the lowest bid.

No work to commence before written agreement is concluded.

NERSA may cancel or postpone the procurement process at any stage before contract signature.

NERSA may procure services outside the contract where deemed necessary.

NERSA may reject a bid if the bidder or directors have committed fraud, abused the SCM system, or failed to perform on a previous contract.

NERSA may contact references; negative feedback from the majority may lead to non-appointment.

Evaluation in four stages: administrative compliance, selection criteria (minimum 60 points), presentation (minimum 60 points), and price/specific goals (80/20).

Selection criteria (100 points): service provider experience (60), NARSSA letter (5), Project Manager experience (20), Account Manager experience (15).

Presentation (100 points): EDRMS functionality (20), other functionalities (10), workflows (10), search (20), security classification (20), electronic signature (10), integration (10).

Price: 80 points; specific goals: 20 points (Black Owned 10, Black Woman Owned 10).

Bids scoring less than 60% on selection criteria or presentation are disqualified.

Award to highest total points; NERSA may appoint lower-scoring bidder on justifiable grounds or make no award.