Provision of m-files software license & SLA – ugu district municipality tender (kwazulu-natal)

Closing date: Friday, 23 October 2026 at 12:00.

Bid documents available from: Tuesday, 22 September 2026.

No compulsory briefing session will be held.

License period: 1 April 2027 to 31 March 2030 (Year 1: 1 Apr 2027–31 Mar 2028; Year 2: 1 Apr 2028–31 Mar 2029; Year 3: 1 Apr 2029–31 Mar 2030).

Bidding procedure enquiries:

• Contact: Ms Ntabiso Mabaso
• Department: SCM Unit
• Telephone: 039-688 5900
• Email: [email protected]

Technical enquiries:

• Contact: Mr N Latchmigadu
• Role: Applications Analyst
• Telephone: 039-688 3381
• Email: [email protected]

Bid document collection address:

Ugu District Municipality

No. 28 Connor Street

Port Shepstone

Submission address (tender box):

Ugu District Municipality

96 Marine Drive, Phase 2 Building

Oslo Beach

Submission method: sealed bid, endorsed with the contract number, deposited in the official tender box at the foyer of Ugu District Municipality, 96 Marine Drive, Phase 2 Building, Oslo Beach.

Closing time: 12:00 on Friday, 23 October 2026.

Bids must be completed in black ink and submitted on the official forms (not re-typed).

Bids submitted late, incomplete, unsigned, by facsimile, electronically, or couriered will be rejected.

Bids must remain valid for 90 days from the closing date.

Returnable documents (all must be completed, signed, and attached; failure to provide any may invalidate the bid):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims specific goals points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): filled in duplicate, signed by both parties.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares no abuse of SCM, fraud, or corruption.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.
• Certificate for Payment of Municipal Services: declares no municipal arrears exceeding 3 months.
• Copy of latest municipal account, or SAPS affidavit (rural), or lease agreement (tenants).
• Company registration documents or certified ID copies for sole proprietors.
• Tax reference number and PIN.
• Joint venture agreement (if applicable).
• Central Supplier Database (CSD) registration.
• Pricing schedule.
• Duly completed and signed Form of Offer.
• Certified distributor letter or certificate.
• Reference letters or completion certificates for experience.
• Specific goals supporting documents (e.g., CIPC shareholders certificate, sworn affidavit, proof of residence).

Evaluation stages: Functionality, then Price and Preference.

Minimum functionality score: 60% (bidders scoring below 60% are not evaluated further).

Functionality criteria (total 100 points):

• Certified distributor letter or certificate confirming authority to license and distribute M-Files software: 60 points (no letter = 0).
• Experience of bidder supporting M-Files systems, evidenced by reference letter, completion certificate, or SLA: 4 or more contracts = 40, 2–3 = 30, 1 = 10, 0 = 0.

Preference point system: 80/20 (80 points for price, 20 points for specific goals).

Specific goals (20 points):

• Ownership: EME/QSE at least 100% black-owned = 12 points; at least 51% black-owned = 8 points.
• Promotion of local business: located within district (rural) = 6 points; within district (urban) = 4 points; within province = 2 points.
• Other specific goals: 100% owned by youth/women/disabled = 2 points.

Supporting documents required to claim specific goals points; non-submission means no points awarded.

Scope: Provision of M-Files application software license and service level agreement (SLA) for support and maintenance of the existing M-Files environment for 36 months.

Licenses: 20 concurrent user licenses for the M-Files Records Management System.

SLA services (Silver SLA, 4 hours remote support per month):

• Renewal and maintenance of all applicable M-Files licensing.
• Supply and deployment of software updates, patches, and version releases.
• System support including remote desktop support during office hours.
• Troubleshooting and resolution of system-related incidents and errors.
• Support for metadata configuration, workflows, user permissions, and vault structures.
• System performance monitoring and optimization.
• Weekly system health check reporting.
• Telephonic and email support.
• Ad hoc engineering and consulting services.
• System improvements and enhancements.
• Software maintenance and software assurance services.
• Quarterly customer service review meetings.

Support hours:

• General service availability (excluding Saturdays, Sundays, public holidays): 08:00–16:30.
• Priority 1 incidents: 24/7.
• Priority 2 incidents: 08:00–16:30.

Response times:

• Priority 1 incidents: 4 hours.
• Priority 2 incidents: 8 hours.

Priority definitions:

• Priority 1: severe restriction or unavailability of the M-Files system to the majority of users, causing major business disruption.
• Priority 2: restriction to a significant number of users due to partial system failure, workflow failures, or performance issues.

Pricing schedule: fixed rates for each year, with a contingency sum of R20,000 per year (total R60,000) for unforeseen increases in Rand/Dollar.

Pricing must include all applicable taxes (VAT at 15%).

Bid documents: non-refundable fee of R1,000.00 (no cheques accepted) if collected from the municipality; free download from website and e-tender portal.

Payment terms: municipality undertakes to pay within 30 days after receipt of invoice (per MBD 7.2).

No bid security or guarantee mentioned.

CSD registration: mandatory (failure to submit invalidates bid).

Tax compliance: valid tax clearance certificate (TCS PIN) required; each party in a joint venture/consortium must submit separate TCS/CSD.

B-BBEE: preference points claimed under 80/20 system; supporting documents required (e.g., B-BBEE certificate or sworn affidavit).

No CIDB grading required (not construction).

Bidders must not be in the service of the state.

Bidders must not be listed on National Treasury's restricted suppliers database or Register for Bid Defaulters.

Bidders must not have been convicted of fraud or corruption in the past five years.

Bidders must not owe municipal rates or taxes in arrears for more than three months.

Certified distributor letter or certificate required (non-submission scores zero).

Experience evidence required (reference letters or completion certificates).