Renewal of codetwo cloud-based email signatures 365 subscription for the national lotteries commission

• Closing date: 11 August 2026 at 11:00 (South African Standard Time).
• Tender validity period: 60 days from closing date.
• No briefing session mentioned.
• Clarification deadline: Questions must be submitted no later than 24 hours before closing date.

• Bidding procedure enquiries: Supply Chain Management, email [email protected], cc [email protected].
• Technical enquiries: SCM, telephone 012 432 1308.
• General contact: Tel +27(12)432 1300, Info Centre 086 00 65383.
• Address: National Lotteries Commission, P.O Box 1556, Brooklyn Square 0083, Pretoria.
• Website: www.nlcsa.org.za.

• Submit via e-tender portal only (online submission). No email submissions accepted.
• Address submission to Supply Chain Management, NLC.
• Submit in PDF format protected from modifications, deletions, or additions.
• Separate financial/pricing information from technical/functional response.
• Mark submission with Bidder's Name, Tender Number, and Tender Title.
• Submit at least 30 minutes before closing to avoid delays. NLC not liable for network, load shedding, or portal issues.
• Late or incomplete submissions will not be accepted.
• Required returnable documents: SBD1, SBD 6.1 forms, signed POPIA consent form, CSD report with tax compliant status, B-BBEE certificate/sworn affidavit, SBD 4 declaration of interest, completed price schedule, and mandatory requirement document ticked to confirm compliance.
• If in a joint venture, submit a signed JV agreement and consolidated B-BBEE certificate.
• Quotations must be in English.
• No services or goods to be delivered before receiving an official Commission Purchase Order.

Returnable documents (standard bidding documents) Standard Bidding Document (SBD1; and/or schedules were completed, duly signed by the authorized person. Signed POPIA Consent Form Personal Information Act (POPIA) (Consent Forms Attached to the Bid as part of the SBDs).

• Evaluation uses the 80/20 preference point system (PPPFA and PPR 2022).
• Stage 1: Tender closing and opening – late bids disqualified.
• Stage 2: Administrative compliance and mandatory requirements – must submit all required documents; non-compliance leads to disqualification.
• Stage 3: 80/20 principle based on price (80 points) and specific goals (20 points).
• Price points formula: Ps = 80 (1 - (Pt - Pmin) / (Pt - Pmin)).
• Specific goals points (max 20):
• Black ownership: 100% = 8 points, 51-99% = 4 points, <51% = 0 points.
• Black women ownership: 100% = 4 points, 30-99% = 2 points, <30% = 0 points.
• Black youth ownership: 100% = 4 points, 30-99% = 2 points, <30% = 0 points.
• Disability ownership: ≥20% = 4 points, 10-19% = 2 points, <10% = 0 points.
• Stage 4: Due diligence – NLC may verify information, inspect offices, check references, assess financial stability.
• Stage 5: Contract and award – negotiation possible; bidders may be asked for best and final offer.

• Scope: Supply and deliver CodeTwo Cloud-Based Email Signatures 365 annual renewal subscription license for 450 users.
• The solution must be cloud-based email signature management integrated with Microsoft 365 / Exchange Online.
• Per-user subscription licensing model.
• Centralized management of email signatures across Outlook (Desktop, Web, and Mobile).
• No reconfiguration required – renewal must maintain existing environment.
• Delivery lead time: Not more than 5 days from receipt of PO.
• Indicate method of delivery to NLC.

• Use the provided Price Schedule form to quote for CodeTwo Cloud-Based Email Signatures 365 annual subscription renewal license for 450 users.
• Include per-user subscription license, annual subscription (12 months), centralized management, Microsoft 365/Exchange Online integration, vendor support and updates.
• Indicate delivery lead time (not more than 10 days from PO receipt) and method of delivery.
• Total price must be VAT inclusive.

• Pricing must be submitted on the provided Price Schedule form.
• Total price must be VAT inclusive.
• The 80/20 preference point system applies: price contributes 80 points.
• No mention of bid bonds, guarantees, or specific payment terms.
• Financial stability assessment may be part of due diligence.
• Bidders may be asked for best and final offer during negotiation stage.

• Register on Central Supplier Database (CSD) at www.csd.gov.za or https://secure.csd.gov.za.
• Provide CSD registration number and attach CSD Summary report.
• Ensure tax compliance: submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate.
• For joint ventures/consortia, each party must submit separate TCS/CSD.
• B-BBEE: Submit valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• Submit signed SBD 4 declaration of interest.
• Comply with Compensation for Occupational Injuries and Diseases Act – provide proof of registration and good standing with Compensation Fund if requested.
• No bids from persons in service of the state, companies with such directors, or close corporations with such members.
• Foreign suppliers: complete questionnaire; if no local entity, CSD registration not required.

• NLC supports B-BBEE as essential; bidders must demonstrate commitment in ownership, skills transfer, employment equity, and SMME development.
• B-BBEE status level contributes to specific goals points (max 20) under the 80/20 system.
• Submit valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.

• Bidders must warrant that all employees (including subcontractors) are covered under the Compensation for Occupational Injuries and Diseases Act.
• NLC may request proof of registration and good standing with the Compensation Fund.

• Contract will be subject to General Conditions of Contract (GCC) and any special conditions.
• Successful bidder must sign a written contract form.
• No services or goods to be rendered before official Purchase Order is received.
• Tender validity period: 60 days from closing date.
• Performance reviews will be conducted annually (for contracts >1 year) or at completion (for contracts <1 year).
• Non-performance may lead to formal letter, remedial actions, and escalating management actions.
• Confidentiality and intellectual property vest with NLC.
• Bidders must not make news releases without NLC consent.
• RFQ document takes precedence over any attached documents; PPPFA applies where RFQ is silent.

• Late and incomplete submissions will not be accepted.
• No services or goods to be delivered before official Commission Purchase Order is received.
• Bidders must not canvass NLC officers between closing and award date.
• Collusion will lead to disqualification and restriction from doing business with organs of state.

• Bidders must comply with tax obligations and submit SARS Tax Compliance Status PIN or certificate.
• Register on Central Supplier Database (CSD).
• Submit all required SBD forms, POPIA consent, B-BBEE certificate, and declaration of interest.
• If in joint venture, submit signed JV agreement and consolidated B-BBEE certificate.
• Quotations must be in English.

• Evaluation follows Preferential Procurement Regulations 2022 and PPPFA.
• 80/20 preference point system: 80 points for price, 20 points for specific goals (black ownership, black women ownership, black youth ownership, disability ownership).
• Specific goals points are awarded based on ownership percentages as detailed in the evaluation criteria table.