Minor theming, maintenance & support for mhsc website & e-library (36 months)

Advert date: 27 August 2026. Non-compulsory briefing session: 3 August 2026 at 11:00 via Microsoft Teams (link: https://teams.microsoft.com/meet/324534371898/292?p=Chhex4tp2Yb1ItplQE). Closing date and time: 18 September 2026 at 11:00. Query deadline: 14 September 2026. Bid validity period: 120 days from closing date.

Non-compulsory briefing session on 3 August 2026 at 11:00 via Microsoft Teams: https://teams.microsoft.com/meet/324534371898/292?p=Chhex4tp2Yb1ItplQE. Contact: [email protected].

All enquiries (SCM and technical): Supply Chain Management, email [email protected]. No telephone or fax numbers provided. No other MHSC employees may be approached for information.

Submission method: Email to [email protected] (maximum attachment size 150 MB). Bids must be submitted on the official forms provided (not re-typed) and must include both a technical proposal and a pricing proposal (SBD 3.3). All returnable documents must be fully completed, signed in black ink, and submitted as a single digital package. Late bids will not be accepted. No physical tender box submission is required; the email serves as the official submission channel. Queries must be submitted in writing to [email protected] by 14 September 2026.

Returnable documents: Completed and signed SBD 1 (Invitation to Bid); SBD 4 (Bidder's Disclosure); SBD 6.1 (Preference Claim Form) with correct points and supporting B-BBEE certificate/affidavit; SBD 3.3 (Pricing Schedule) fully completed; SBD 7 (Contract Form) upon award. Mandatory: CSD registration, Tax compliance PIN/CSD number.

Two-stage evaluation. Stage 1: Functionality (minimum 70% to progress). Criteria and weights: 1) Signed verifiable reference letters for website development with links (30 points; 5+ letters = 5 pts, 4 = 4, 3 = 3, 2 = 2, 1 = 1, 0 = 0). 2) Team member experience in WordPress and PHP development (40 points; 5+ years = 5 pts, 4 = 4, 3 = 3, 2 = 2, 1 = 1, <1 = 0). 3) Software developer qualification in Computer Science, IT, Software Development, Information Systems, Computer Engineering or related (20 points; Honours+ = 5, Bachelor's/Advanced Diploma = 4, Diploma = 3, Certificate = 2, none = 0). 4) Company years of experience in website support and maintenance (10 points; 5+ years = 5, 4 = 4, 3 = 3, 2 = 2, 1 = 1, <1 = 0). Stage 2: Price and Specific Goals (80/20 system). Price: maximum 80 points using formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific Goals: maximum 20 points for Black ownership (10 pts), Black women ownership (5 pts), Youth ownership (5 pts) as per SBD 6.1, supported by valid B-BBEE certificate or certified sworn affidavit.

Scope: Minor theming, maintenance and support for MHSC website (WordPress) and MHSC e-Library (LAMP stack) for 36 months. Key deliverables: 1) Front and back-end development and maintenance (theming, consistency, usability testing, analytics tracking, SEO, new functionality). 2) 24/7 monitoring of website and e-Library. 3) 40 hours monthly support (includes theming). 4) CMS training for selected staff on changes/updates. 5) Technical functionality changes/modifications on request. 6) Telephonic technical support. 7) Monthly analytics and activity reports. 8) Quarterly meetings with project owner/manager. 9) Search engine ranking reports. 10) Daily and monthly backups of all content. 11) Latest security patches and open-source technologies. 12) Disaster recovery. 13) 99.99% uptime guarantee. 14) Survey Module on website. 15) E-book website module and e-Library functionality. 16) Annual dedicated server subscription for 36 months. Expected outcomes: SEO monthly reports, modern professional design aligned with MHSC branding, 99.99% uptime, functional Survey and E-book modules, monthly support reports, quarterly backup data. Current structure must be retained with admin content editing capability.

Approach: Maintain current website structure with clear, collated format, modern appeal, easy updates, and admin content editing capability. Execute front/back-end development and maintenance (theming, consistency, usability testing, analytics, SEO, new functionality). Provide 24/7 monitoring. Deliver 40 hours monthly support including theming. Conduct CMS training for staff on changes. Attend to technical changes/modifications on request. Provide telephonic support. Produce monthly analytics/activity reports. Hold quarterly meetings with project owner/manager. Generate search engine ranking reports. Perform daily/monthly backups. Apply latest security patches and open-source technologies. Implement disaster recovery. Guarantee 99.99% uptime. Develop Survey Module and E-book/E-Library module. Manage annual dedicated server subscription.

Functionality evaluation requires: 1) Verifiable reference letters on valid letterheads with contactable details from organisations where website development was conducted, including links to developed websites (5+ letters for maximum points). 2) CV of at least one team member with contactable references demonstrating WordPress and PHP development experience (5+ years for maximum points). 3) Software developer qualification certificates in Computer Science, Information Technology, Software Development, Information Systems, Computer Engineering or related field (Honours degree or above for maximum points). 4) Company profile stating years of experience in website support and maintenance (5+ years for maximum points).

Quality requirements embedded in scope: continuous improvement of functionality, security, accessibility and overall quality; usability testing; analytics tracking and reporting; SEO; 24/7 monitoring; monthly analytics/activity reports; quarterly meetings; search engine ranking reports; daily/monthly backups; latest security patches and open-source technologies; disaster recovery; 99.99% uptime guarantee.

Pricing in ZAR, VAT inclusive. Annual flat rates for Year 1, Year 2 (incl. CPI), Year 3 (incl. CPI). Categories: Maintenance (monthly charge), Annual Dedicated Server Subscription (annual charge), Support including theming (monthly charge, based on 40 hours/month). Total bid price VAT inclusive. Price changes allowed per signed contract by both parties. Payment within 30 days of invoice after deliverables per PFMA s76(4)(b) and Treasury Regulations 8.2.3.

Pricing in South African Rand (ZAR), inclusive of VAT. Annual flat rates required for Year 1, Year 2 (inclusive of CPI), Year 3 (inclusive of CPI). Pricing categories: Maintenance (monthly), Annual Dedicated Server Subscription, Support including theming (monthly, based on 40 hours/month). Total bid price must be VAT inclusive. Price changes allowed only per signed contract by both parties. Payment terms: within 30 days from receipt of invoice after completion of deliverables, per PFMA section 76(4)(b) and Treasury Regulations 8.2.3. Bid validity: 120 days from closing date. No corrections to arithmetic errors allowed after submission; SBD 3.3 pricing schedule takes precedence if discrepancies exist.

Mandatory: 1) Registered on Central Supplier Database (CSD) — non-registered bidders disqualified. 2) Tax compliance status via SARS Tax Verification PIN or CSD supplier number (captured on SBD 1). 3) No bids from persons in service of the state or entities with directors/members in service of the state. Returnable forms (all fully completed, signed in black ink): SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim Form) with valid B-BBEE certificate or certified sworn affidavit, SBD 3.3 (Pricing Schedule). SBD 7 (Contract Form) upon award. Specific goals claimed via SBD 6.1: Black ownership (10 pts), Black women ownership (5 pts), Youth ownership (5 pts) — total 20 points. False information on SBD 6.1 disqualifies bid. POPIA compliance required. OHS Act acknowledgement required. Fronting investigation per DTI guidelines; failure to disprove within 7 days invalidates bid and may restrict public sector business for up to 10 years. Intention to sell company disclosure required.

Specific goals for 80/20 system (total 20 points): Black ownership (10 pts: 100%=10, 76-99%=8, 61-75%=6, 41-60%=4, 20-40%=2, 0-19%=0); Black women ownership (5 pts: 100%=5, 76-99%=4, 61-75%=3, 41-60%=2, 20-40%=1, 0-19%=0); Youth ownership (5 pts: 100%=5, 76-99%=4, 61-75%=3, 41-60%=2, 20-40%=1, 0-19%=0). Must be supported by valid B-BBEE certificate or certified sworn affidavit. Claimed via SBD 6.1. False claims disqualify bid.

Service provider acknowledges awareness of Mine Health and Safety Act and OHS Act provisions, and accepts duties and responsibilities as an employer in own right. MHSC promotes culture of occupational health and safety in mining industry.

Contract period: 36 months. Bid constitutes binding offer for 120 days from closing date. Governing law: South Africa. Domicilium citandi et executandi in RSA required. Successful bidder must sign SBD 7 contract form. Payment within 30 days of invoice after deliverables. Price negotiations may occur with preferred bidder if prices not market-related. Contract may be terminated in first week if misrepresentation found. MHSC reserves right to cancel RFB for: changed circumstances, funds unavailable, no bid meets specifications, material irregularity, bidder fails to deliver. No bidder terms and conditions accepted; counter conditions invalidate bid. MHSC not liable for bid preparation costs. Collusion, fraud, corruption lead to rejection and disqualification. Award published on National Treasury e-tender portal and MHSC website; no regret letters. Services only with official purchase order.

Bid subject to PPPFA, Preferential Procurement Regulations 2022, GCC, and special conditions. No bidder terms accepted. Counter conditions invalidate bid. MHSC not liable for response preparation costs. Cancellation grounds: insufficient funds, price outside fair market range, process impropriety. Collusion/fraud/corruption leads to rejection. Fronting investigation per DTI guidelines; failure to disprove within 7 days invalidates bid and may restrict public sector business for up to 10 years. Intention to sell company disclosure required. POPIA compliance. OHSA compliance acknowledged. Due diligence may be conducted on shortlisted bidders. Award published on eTender portal and MHSC website; no regret letters. Services only with official purchase order. Disqualification reasons: tax non-compliance, not on CSD, incomplete/fraudulent info, unfair advantage, misrepresentation, gifts, lobbying, dishonesty. Bidder responsible for complete, signed submission.

Mandatory compliance: CSD registration; Tax compliance via SARS PIN or CSD number. Returnable documents: fully completed and signed SBD 1, SBD 4, SBD 6.1, SBD 3.3, and SBD 7 (upon award). Bid validity: 120 days from closing date. Maximum email attachment size: 150 MB. Submission via email to [email protected] on official forms (not re-typed). Late bids not accepted. All documents completed in black ink. No counter conditions. POPIA compliance. OHS Act acknowledgement. Fronting investigation per DTI guidelines. Intention to sell company disclosure.

Two-stage evaluation: Stage 1 - Functionality (minimum 70% to progress). Criteria: 1) Signed verifiable reference letters for website development (30 points, 5+ letters = 5 pts); 2) Team member experience in WordPress/PHP development (40 points, 5+ years = 5 pts); 3) Software developer qualification in Computer Science/IT/related (20 points, Honours+ = 5 pts); 4) Company years of experience in website support/maintenance (10 points, 5+ years = 5 pts). Stage 2 - Price and Specific Goals (80/20 system): Price max 80 points (formula Ps = 80(1 - (Pt-Pmin)/Pmin)); Specific Goals max 20 points (Black ownership, Black women ownership, Youth ownership) supported by valid B-BBEE certificate or sworn affidavit.