Design, development and implementation of a partnership management and fundraising system for the nrf

Closing date and time: 19 November 2026 at 11:00 (NRF systems time).

No compulsory briefing or site visit mentioned.

Clarification deadline: not specified; enquiries to be directed to [email protected] (do not submit bids to this address).

Enquiries (technical and SCM):

• Email: [email protected]
• Telephone: not provided in document
• Note: this mailbox is strictly for enquiries; do not submit bids here.

Submission portal: National Treasury e-tenders portal (https://admin.etenders.gov.za)

Fraud reporting: toll-free 0800 701 701 or SMS 39772

NRF Head Office (service delivery context): Business Advancement Directorate, NRF Head Office (exact address not specified in document).

Submission method: National Treasury e-tenders portal (https://admin.etenders.gov.za) using CSD login details. Search by tender number RIISA/RFQ 2026/27:144 and start e-submission. No other submission method accepted.

Closing: 19 November 2026 at 11:00 (NRF systems time).

Returnable documents (all mandatory unless marked optional):

• SBD 1 (Procurement Invitation) signed and completed, including SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and signed Bid Submission Certificate form.
• SBD 3.1 (Pricing Schedule) completed.
• Valid B-BBEE certificate or sworn affidavit (optional, but required to claim preference points).
• Company profile highlighting experience in partnership and fundraising systems.
• Comprehensive project design proposal (maximum 20 pages) with methodology, work plan, activities, deliverables, milestones, timeframes, and alignment to specifications.
• System demonstration video or video link showcasing capabilities and alignment to requirements.
• Minimum three client reference letters on official letterheads confirming experience in design, development, and implementation of partnership management and/or fundraising systems.
• Proof of CSD registration (Master Registration Number).
• SARS tax compliance status PIN or CSD number (each party in consortium/joint venture must submit separately).

Disqualification risks: any mandatory document omitted or unsigned; late submission; bids from persons in service of the state or companies with directors in service of the state; false declarations on SBD 4 or SBD 9; fronting not disproved within 7 days of notification.

Validity period: 90 days from closing date.

Number of electronic bid documents for contract signing: 1.

Evaluation stages:

Stage 1 – Compliance: verification of all mandatory returnable documents and administrative requirements. Non-compliant bids disqualified.

Stage 2 – Technical evaluation against specifications:

Stage 2A – Written response evaluated against published criteria (Section D). Minimum threshold required to proceed.

Stage 2B – Due diligence interviews or proof of concept for shortlisted bidders (if justified).

Stage 2C – Reference checks with referees.

Stage 3 – Price/Preference evaluation (80/20 system):

Price: 80 points (lowest acceptable price scores maximum; formula Ps = 80(1 - (Pt-Pmin)/Pmin)).

Specific Goals: 20 points allocated as follows:

B-BBEE Status Level 1-3: 8 points

B-BBEE Status Level 4-6: 6 points

B-BBEE Status Level 7-8: 2 points

At least 51% Black-owned: 3 points

At least 51% Black female-owned: 3 points

At least 51% Black youth-owned: 1 point

At least 51% owned by People with Disabilities: 1 point

EME or QSE: 4 points

Total: 100 points. No minimum qualifying score stated for price/preference stage.

Stage 4 – Tax compliance verification: recommended bidder given 7 working days to prove compliance if non-compliant.

Stage 5 – Award to highest combined score subject to administrative documentation.

Fair pricing tests applied; NRF may negotiate price only with highest-ranked bidder (or next ranked if refused) until market-related price achieved.

Scope: Design, development or configuration, and implementation of a fit-for-purpose Partnership Management and Fundraising System through to Go-Live stage. Contract period: 12 months from date of final signature on award letter; possible follow-up enhancements and new modules at Management's discretion.

System capabilities required:

Partner management:

• Centralised partner database with profiles, funding interests, engagement histories, documents.
• Track relationships/connections between partners (affiliations, organisational relationships, shared interests, collaborative funding opportunities).
• Secure document management for agreements, proposals, correspondence, due diligence.
• Partner categorisation/segmentation (corporate entities, international funders, government institutions, NGOs, foundations, alumni, individual donors).

Fundraising pipeline:

• Comprehensive donor/prospective donor information (contact details, giving history, interests, engagement records).
• Track opportunities from prospect identification through cultivation, proposal development, solicitation, funding commitments, receipt of funds.
• Record/manage contribution types: one-time, recurring, pledges, in-kind, stock/securities gifts.
• Track pledges and multi-year funding commitments.
• Allocate single gift across multiple funds/programmes/projects.
• Shopping-cart-style giving for multiple projects in one transaction.

Marketing:

• Branded donation forms and fundraising campaign pages.
• Donor self-service portal for recurring gifts, payment methods, giving histories.
• Segmented communications across channels.
• Personalised outreach based on interests, engagement history, giving patterns.
• Email subscription preferences and consent management.
• Automated tasks, notifications, reminders for donor engagement, stewardship, follow-up.
• Donor stewardship management (acknowledgements, thank-you communications, progress updates, impact reporting).
• Donor segmentation by geography, thematic interests, giving history, donor type, potential capacity (subject to POPIA).
• Donation acknowledgements and supporting documentation, including tax certificates (subject to NRF processes and regulations).

Financial visibility and fund management:

• Visibility of funding requested, pledged, committed, awarded, received, utilised.
• Track funding targets, actual contributions, outstanding pledges, expected instalments, projected future funding.
• Track funding by partner, project, programme, thematic area, geographical location, funding source, financial period.
• Visibility of multi-year commitments.
• Auditable history of changes to funding amounts, pledge schedules, allocations, commitment statuses.
• Reconciliation of fundraising records.

Governance and integration:

• Role-based access controls.
• Audit trails of user activities and material changes.
• POPIA-compliant safeguards for personal/confidential information.
• Secure data storage, regular backups, data recovery, business continuity.
• Controlled import/export in common formats with access permissions and security controls.
• Identify and support available integration methods.

Reporting and analytics:

• Timely insights into fundraising performance, funding forecasts, donor engagement, fund management.
• Define, monitor, report on KPIs.
• Customised reports and dashboards for management and strategic decision-making.
• Embed/share live dashboards in internal portals/emails (subject to access controls and compatibility).
• Track/analyse donors, partners, opportunities across regions and thematic areas with interactive global mapping visualisation.

Support and training:

• User training, system manuals, supporting documentation.
• Ongoing customer support and technical assistance.

Note: NRF has signed agreement with international partner to facilitate receipt of funding in USA.

Minimum bidder requirements (go/no-go):

1. Company profile with experience in partnership and fundraising systems.
2. Project design proposal (≤20 pages) with methodology, work plan, activities, deliverables, milestones, timeframes, alignment to specifications.
3. System demonstration video or link showcasing capabilities and alignment.
4. Minimum three client reference letters on official letterheads confirming experience in design, development, implementation of partnership management and/or fundraising systems.

Bidder must submit a comprehensive project design proposal (maximum 20 pages) outlining:

• Proposed methodology and approach for design, configuration or development, and implementation of the partnership management and fundraising system.
• Draft work plan with key activities, deliverables, milestones, and estimated timeframes.
• Demonstration of how the proposed approach addresses objectives and requirements in the Detailed Specification section.

Additionally, bidder must submit a video or video link (demonstration) showcasing the system's capabilities and demonstrating alignment with the Detailed Specification requirements.

No prescribed methodology framework; bidder defines own approach.

Mandatory experience evidence (go/no-go criteria):

• Company profile highlighting overall experience in building partnership and fundraising systems.
• Minimum three (3) reference letters from previous or current clients on clients' official letterheads, confirming experience in design, development, and implementation of partnership management and/or fundraising systems.
• System demonstration video or link showcasing capabilities and alignment with requirements.
• Project design proposal (≤20 pages) demonstrating methodology and approach for such systems.

No specific years of experience, number of projects, or key personnel qualifications explicitly stated beyond the above.

Quality requirements embedded in performance levels:

• Delivery KPIs: time between purchase order receipt and delivery; proactive corrective actions mandatory for late delivery.
• Quality of rendered services: requirements not achieved results in penalty of X% of total invoice value (percentage not specified).
• Both parties responsible for monitoring and measuring performance against contract specifications; failure to measure deemed failure to meet performance levels.
• Contracted bidder must investigate and report root causes of performance failures, promptly correct, advise NRF of remedial status, and take preventative measures.
• NRF excuses non-performance only if solely attributable to NRF act/omission or force majeure.

Project methodology deliverables (from minimum requirements):

• Comprehensive project design proposal (≤20 pages) with methodology, work plan, key activities, deliverables, milestones, estimated timeframes, demonstrating alignment to specifications.
• System demonstration video or link showcasing capabilities and alignment.
• User training, system manuals, supporting documentation.
• Ongoing customer support and technical assistance.

No explicit ISO or other quality certification requirements stated.

Pricing schedule (SBD 3.1) for: Design, Development or Configuration and Implementation of Partnership Management and Fundraising System through to Go-Live stage.

Breakdown items:

• Consultation / Need analysis
• Design
• Implementation
• Testing

Quantity: 1 Each (indicative only; does not imply each requirement will be undertaken in specified quantities).

Bidders must submit comprehensive price quotation covering all deliverables and associated work for successful design, development/configuration, implementation, and deployment.

Quotation in both bidder's home currency and South African Rand (ZAR).

Total contract value (ceiling price) inclusive of 15% VAT.

Price basis: firm quantities over contract period; ceiling price includes firm and potential future quantities. NRF manages contract within ceiling price; pays only for verified deliveries/performances. Cumulative invoices at expiry = actual total contract price.

Price adjustments per Special Conditions clause 17.1 (NRF and contractor share risk equally).

Price inclusive of all costs: delivery to NRF price delivery point, 15% VAT, income tax, UIF contributions, skills development levies.

Written purchase orders issued for actual quantities ordered, guaranteeing funding availability.

No bid security, bonds, guarantees, or retention specified.

Payment terms not explicitly detailed beyond purchase order process.

Pricing format: SBD 3.1 pricing schedule. Quotation for design, development/configuration, implementation through Go-Live, broken into: consultation/need analysis, design, implementation, testing. Quantities indicative only; bidders must submit comprehensive price quotation covering all deliverables and associated work.

Currency: quotation in both bidder's home currency and South African Rand (ZAR).

Price basis: firm quantities over contract period; ceiling price includes firm and potential future quantities. NRF guarantees procurement only from contracted party. Price inclusive of all costs (delivery to NRF price delivery point, 15% VAT, income tax, UIF, skills development levies).

Price adjustments: governed by Special Conditions of Contract clause 17.1; NRF and contractor share price risk equally. No changes, extensions, or ad hoc costs accepted except authorised adjustments.

Payment: written purchase orders issued for actual quantities ordered, guaranteeing funding availability. Contract managed within ceiling price; payment only for verified deliveries/performances. Cumulative invoices at contract expiry = actual total contract price.

Bid security/bonds/guarantees: not specified.

Retention: not specified.

Payment terms: not explicitly stated beyond purchase order process.

Financial capacity thresholds: not specified.

Tax compliance: SARS TCS PIN or CSD number required; non-compliant recommended bidder gets 7 working days to provide proof of compliance or arrangement with SARS.

Mandatory eligibility:

• CSD registration (Master Registration Number) – proof required.
• SARS tax compliance status PIN or CSD number (each consortium/joint venture party separately).
• No bids from persons in service of the state, companies with directors in service of state, or close corporations with members in service of state.
• Completed and signed SBD 1 (including SBD 4 Declaration of Interest, SBD 6.1 Preference Points Claim, Bid Submission Certificate).
• Completed SBD 3.1 Pricing Schedule.

B-bbee:

• Valid B-BBEE certificate or sworn affidavit (EMEs/QSEs) optional but required to claim preference points.
• Points allocated per specific goals table (see evaluationCriteria).
• Affidavit must contain required ownership and revenue information; deponent and Commissioner of Oaths must sign on same date; Commissioner must be independent.

Fronting:

• NRF may investigate fronting per DTI Guidelines on Complex Structures and Transactions and Fronting.
• Bidder must prove no fronting within 7 days of notification; failure invalidates bid/contract and may result in restriction from public sector business up to 10 years.

OHS (when working on NRF sites):

• Safety induction required.
• Compliance with OHS Act and regulations; PPE (closed safety shoes, hard hats, height safety equipment, high visibility vests) worn at all times.
• Letter of Good Standing (COID Act) valid for contract duration.
• Registration with Compensation Commissioner.
• Section 37.2 agreement (OHS Act) drafted by NRF.
• Health and safety plan maintained at work site.
• Signed indemnity forms for all personnel (including sub-contracted) before site entry.

Performance levels:

• Delivery KPIs: time between purchase order receipt and delivery; proactive corrective actions mandatory for late delivery.
• Quality of rendered services: requirements not achieved results in penalty of X% of total invoice value (X not specified).
• Both parties monitor performance; failure to measure deemed failure to meet levels.

Termination:

• NRF may terminate with 60 calendar days' written notice for operational reasons (e.g., adoption of nationally sourced facilities management model).
• No compensation/damages for such termination except payment for services satisfactorily rendered up to effective date.
• Orderly handover and transition required.

General Conditions of Contract: National Treasury GCC applies (available on NRF website); Special Conditions of Contract prevail in case of conflict.

Applicable when personnel work on NRF sites:

• Safety induction mandatory for all personnel.
• Compliance with Occupational Health and Safety Act (OHS Act) and regulations.
• Adherence to site safety personnel instructions.
• Personal protective equipment required at all times: closed safety shoes, hard hats, height safety equipment, high visibility vests.
• Obey signage, restricted access, speed limits.
• Contracted party (upon signing SBD 7) responsible for itself, employees, and those affected by its operations under the Act.
• Valid Letter of Good Standing (COID Act) must be provided and remain valid for contract duration.
• Registration number with Compensation Commissioner must be furnished.
• Section 37.2 agreement (OHS Act) to be entered into (drafted by NRF).
• Health and safety plan complying with the Act maintained at work site during contracted work.
• NRF manages contractor's capacity to meet Act provisions; contractor accepts liability for contraventions.
• Each team member (including sub-contracted personnel) must submit signed indemnity form before site entry, kept in contractor's health and safety file.

No OHS requirements specified for off-site work.

Contract period: 12 months from date of final signature on award letter.

Governing contract: National Treasury General Conditions of Contract (GCC) as filed on NRF website (http://www.nrf.ac.za/procurement/General-Conditions-of-Contract), amended by Special Conditions of Contract (SCC) in this document. SCC prevails over GCC in case of unintended conflict.

Service provider obligations: exercise reasonable skill, care, diligence; deliver services during normal working hours (Mon-Fri 08:30-17:00 excluding public holidays) unless mutually agreed otherwise; not prejudice NRF operations; submit specified information/reports; comply with applicable legislation; correspond and deliver services only to NRF and its end users.

Communication: in writing (mail, delivery, email) referencing contract number and purchase order number; no action without contract number or verification with NRF contract manager.

OHS on NRF sites: safety induction; compliance with OHS Act and regulations; PPE mandatory; obey site signage, restricted access, speed limits; Letter of Good Standing (COID Act) valid for contract duration; Compensation Commissioner registration; Section 37.2 agreement; health and safety plan maintained; signed indemnity forms for all personnel before site entry.

Performance levels: delivery KPIs (time from purchase order to delivery; proactive corrective actions mandatory for late delivery); quality of services (requirements not achieved = X% of invoice value penalty, X unspecified). Both parties monitor; failure to measure deemed failure to meet levels.

Termination for operational reasons: NRF may terminate whole or part with ≥60 calendar days' written notice (e.g., adoption of nationally sourced facilities management model). No compensation/damages except payment for services satisfactorily rendered up to effective date. Orderly handover and transition required.

Fronting: NRF may investigate per DTI Guidelines; bidder must prove no fronting within 7 days of notification; failure invalidates bid/contract and may result in restriction from public sector business up to 10 years.

Disclaimers: NRF produces document in good faith; no warranty of accuracy/completeness; no liability to responding service providers.

Cancellation prior to award: NRF may cancel if procurement no longer needed, no acceptable bids, material irregularity in bid process, insufficient funds, or quotations not within fair price range. Fair pricing tests applied; price negotiation only with highest-ranked bidder (or next ranked) until market-related price achieved.

Collusion/fraud/corruption: any effort to influence evaluation/award results in rejection and disqualification.

Response preparation costs: NRF not liable for any bidder costs.

Acknowledgement: bidder warrants by signature to have read and accepted each page.

Authority to sign: proof of authority (e.g., company resolution) must be submitted.

Evaluation stages and criteria (see evaluationCriteria for full detail):

Stage 1: Compliance with mandatory returnable documents and administrative requirements.

Stage 2: Technical evaluation against specifications:

• Stage 2A: Written response evaluated against published criteria (Section D); minimum threshold to proceed (threshold not specified).
• Stage 2B: Due diligence interviews or proof of concept for shortlisted bidders (if justified).
• Stage 2C: Reference checks with referees.

Stage 3: Price/Preference (80/20 system):

• Price: 80 points (formula Ps = 80(1 - (Pt-Pmin)/Pmin)).
• Specific Goals: 20 points per B-BBEE and ownership criteria (see bbbee).
• Total 100 points; no minimum qualifying score stated for this stage.

Stage 4: Tax compliance verification (7 working days to remedy non-compliance).

Stage 5: Award to highest combined score subject to administrative documentation.

Fair pricing tests applied; price negotiation only with highest-ranked bidder (or next ranked) until market-related price achieved.