The purpose of this Request for Quotation (RFQ) is to appoint a suitably qualified and experienced
service provider to supply, implement, configure, support and maintain a secure Electronic Board
Portal Solution that promotes effective corporate governance, enhances Board administration,
improves information security and enables efficient management of Board and Committee
activities.
- Objectives
The objectives of this procurement are to:
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Improve governance and decision-making processes.
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Modernise the administration of Board and Committee meetings.
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Eliminate manual and paper-based Board pack distribution.
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Improve collaboration amongst Board Members.
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Strengthen information security and confidentiality.
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Enhance auditability and governance transparency.
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Improve operational efficiency within the Office of the Company Secretary.
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Support hybrid and virtual Board meetings.
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Provide secure long-term governance record management.
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Reduce printing, courier and administrative costs.
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Ensure Data Migration and cutover services from the current Board Portal Application to the
new service providers (including testing, reconciliation and validation).
- Legislative, regulatory and governance compliance
The proposed solution shall support compliance with, where applicable:
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Public Finance Management Act (PFMA).
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Treasury Regulations.
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Protection of Personal Information Act (POPIA).
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Promotion of Access to Information Act (PAIA).
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Electronic Communications and Transactions Act (ECTA).
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King V Report on Corporate Governance.
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NLC ICT Governance Framework.
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NLC Cybersecurity Policies.
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NLC Information Security Policies.
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NLC Records Management Policy.
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Applicable ISO 27001 security principles.
- Functional scope of work
The National Lotteries Commission (NLC) requires a modern, secure and enterprise-grade
Electronic Board Portal Solution that supports the effective administration and governance of the
Board and its various Committees. The proposed solution must provide an intuitive, highly secure
and collaborative digital platform that enables the end-to-end management of Board and
Committee activities, including meeting preparation, agenda management, document distribution,
minute taking, decision tracking, electronic resolutions and governance record management.
The solution must improve the efficiency, security and integrity of Board administration by
replacing manual, paper-based processes with a fully integrated digital platform that supports
both physical and virtual meetings while ensuring the confidentiality, availability and integrity of
sensitive governance information.
The solution shall incorporate industry-leading cybersecurity controls, role-based access
management, comprehensive audit trails, encryption of information both in transit and at rest, and
secure access from authorised desktop, web and mobile devices. It shall further provide resilient
cloud-based services, offline functionality, comprehensive reporting, administrative management
tools and seamless user collaboration to support informed and timely decision-making.
The successful bidder shall provide a fully configured, production-ready solution, including
implementation, data migration, user training, ongoing software maintenance, technical support,
security updates and product enhancements for the duration of the contract.
The successful bidder shall provide a complete turnkey Electronic Board Portal Solution
that, as a minimum, delivers the following functional, technical, security, implementation,
training, support and maintenance capabilities:
5.1 Solution Supply
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Provision of fifteen (15) named user licences.
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Cloud-hosted Board Portal Solution.
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Software subscription for five years.
5.2 Implementation Services
5.3 Data Migration
The successful bidder shall migrate information from the existing Board Portal including:
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Historical Board Packs.
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Agendas.
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Minutes.
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Committee documentation.
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Resolutions.
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Governance registers.
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User accounts.
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Security permissions.
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Metadata.
NB! Migration shall include:
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Validation.
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Reconciliation.
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Testing.
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Sign-off.
5.4 Maintenance and Support
The bidder shall provide:
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Software maintenance
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Technical support
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Version upgrades
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Security patches
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Performance optimisation
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Preventative maintenance
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Service Desk support
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Vendor support.
5.5 Training
Comprehensive training shall be provided for:
Training material shall include:
- Functional requirements
The proposed solution shall, as a minimum, provide the following functionality.
6.1 Meeting Management
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Meeting scheduling.
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Agenda creation.
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Board pack compilation.
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Automated distribution.
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Calendar integration.
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Attendance registers.
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Action tracking.
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Matters arising.
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Meeting templates.
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Committee management.
6.2 Document Management
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Version control.
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Document history.
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Full-text search.
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Annotations.
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Highlighting.
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Sticky notes.
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Bookmarks.
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Document comparison.
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PDF support.
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Drag-and-drop upload.
6.3 Governance Management
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Resolution management.
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Circular resolutions.
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Electronic voting.
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Survey capability.
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Decision tracking.
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Governance registers.
6.4 Collaboration
6.5 Offline Capability
The solution shall support:
- Cybersecurity requirements
The proposed solution shall include:
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Multi-Factor Authentication (MFA).
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Encryption of data in transit and at rest.
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Role-Based Access Control (RBAC).
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Document-level permissions.
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Device authentication.
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Remote device wipe capability.
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Conditional access controls.
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Watermarking of confidential documents.
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Secure audit logs.
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Security event logging.
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Password policy enforcement.
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Session timeout controls.
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Backup encryption.
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Protection against ransomware.
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Security monitoring.
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Secure document sharing.
NB! The bidder shall describe the security architecture of the proposed solution and
align same to the NLC security architecture requirements.
- Data protection and popia
The proposed solution shall:
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Support POPIA compliance.
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Protect confidential Board information.
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Maintain detailed audit trails with immutable snapshots
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Record user access.
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Record document downloads.
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Support secure information retention.
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Support secure deletion.
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Provide breach notification processes.
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Support legal hold requirements where applicable.
- Data residency
Production data, backups and disaster recovery environments must be hosted within the
Republic of South Africa.
- Integration requirements
The solution should support future integration through secure APIs with:
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Microsoft 365.
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Microsoft Entra ID / Active Directory.
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Enterprise Content/ Document Management Solution.
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Records Management System.
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ERP Platform.
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Microsoft Outlook.
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Microsoft Teams.
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Other authorised NLC enterprise systems.
- Reporting
The solution shall provide reporting including:
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User activity.
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Attendance.
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Voting.
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Resolution tracking.
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Action tracking.
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Document access.
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Security events.
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Audit logs.
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System usage.
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Administrator reports.
- Service level requirements
The bidder shall provide a comprehensive Service Level Agreement including:
Minimum response times shall be proposed for:
- Deliverables
The successful bidder shall deliver:
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Configured Board Portal Solution.
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Fifteen (15) operational user licences.
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Configured security roles.
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Configured governance workflows.
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Migrated historical information.
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Training.
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User manuals.
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Administrator manuals.
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Technical documentation.
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Operational support.
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SLA documentation.
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Disaster Recovery procedures.
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Backup procedures.
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Go-Live support.
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Optional Post Implementation Managed Services.
- Exit management
The bidder shall provide an Exit Plan that includes:
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Export of all NLC information in industry-standard formats.
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Migration support.
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Knowledge transfer.
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Administrator handover.
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Secure verifiable, deletion and destruction of NLC information in line with NLC Document
Management Policies.
- Confirmation of data destruction upon contract termination.
- Reporting structure
The successful bidder shall report to the Office of the Company Secretary and work closely
with the NLC ICT Division throughout implementation and the operational support period of the
concluded contract.
- Project duration
The contract shall be for a period of five (5) years, comprising:
Section 2: notice to bidders
- Terms and conditions of Request for Quotation (RFQ)
1.1 This document may contain confidential information that is the property of the NLC.
1.2 No part of the contents may be used, copied, disclosed, or conveyed in whole or in part to any
party in any manner whatsoever other than for preparing a proposal in response to this RFQ without
prior written permission from the NLC.
1.3 All copyright and intellectual property herein vests with the NLC.
1.4 Late and incomplete submissions will not be accepted.
1.5 No services must be rendered, or goods delivered before an official NLC Purchase Order form has
been received.
1.6 This RFQ will be evaluated in terms of the 80/20 preference point system.
1.7 Suppliers are required to register on the Central Supplier Database at www.csd.gov.za.
1.8 Suppliers must provide their CSD registration number (and attach a CSD Registration report) and
ensure that their tax matters are compliant.
1.9 All questions regarding this RFQ must be forwarded to [email protected]
1.10 Any supplier who has reasons to believe that the RFQ specification is based on a specific brand
must inform the NLC via the email addressed in 1.9.
- General rules and instructions
2.1 News and press releases
2.1.1 Bidders or their agents shall not make any news releases concerning this RFQ or the awarding of
the same or any resulting agreement(s) without the consent of, and then only in co-ordination with,
the NLC.
2.2 Precedence of documents
2.2.1 This RFQ consists of several sections. Where there is a contradiction in terms between the clauses,
phrases, words, stipulations, or terms and herein referred to generally as stipulations in this RFP
and the stipulations in any other document attached hereto, or the RFP submitted hereto, the
relevant stipulationsin this RFQ shall take precedence.
2.2.2 Where this RFQ is silent on any matter, the relevant stipulations addressing such matter, and which
appear in section 217 of the constitution of the republic shall take precedence. Bidders shall refrain
from incorporating any additional stipulations in its proposal submitted in terms hereof other than
in the form of a clearly marked recommendation that the NLC may in its sole discretion elect to
import or to ignore. Any such inclusion shall not be used for any purpose of interpretation unless it
has been so imported or acknowledged by the NLC.
It remains the exclusive domain and election of the NLC as to which of these stipulations are
applicable and to what extent. Bidders hereby acknowledging that the decision of the commission
in this regard is final and binding. The onus to enquire and obtain clarity in this regard rests with
the Bidder(s). The Bidder(s) shall take care to restrict its enquiries in this regard to the most
reasonable interpretations required to ensure the necessary consensus.
2.3 Preferential procurement reform
2.3.1 The commission supports B-BBEE as an essential ingredient of its business. In accordance with
government policy, the NLC insists that the private sector demonstrates its commitment and track
record to B-BBEE in the areas of ownership (shareholding), skills transfer, employment equity and
procurement practices (SMME Development) etc.
2.4 National Industrial Participation Programme
2.4.1 The Industrial Participation policy, which was endorsed by Cabinet on 30 April 1997, is applicable
to contracts that have an imported content. The NIP is obligatory and therefore must be complied
with. Bidders are required to sign and submit the Standard Bidding Document (SBD).
2.5 Language
2.5.1 Bids shall be submitted in English.
2.6 Gender
2.6.1 Any word implying any gender shall be interpreted to imply all other genders.
2.7 Headings
2.7.1 Headings are incorporated into this RFQ document and submitted in response thereto, for ease of
reference only and shall not form part thereof for any purpose of interpretation or for any other
purpose.
2.8 Occupational Injuries and Diseases Act
2.8.1 The Bidder warrants that all its employees (including the employees of any sub-contractor that may
be appointed) are covered in terms of the Compensation for Occupational Injuries and Diseases
Act and that the cover shall remain in force for the duration of the adjudication of this
RFP and/ or subsequent agreement. the commission reserves the right to request the Bidder to
submit documentary proof of the Bidder’s registration and “good standing” with the Compensation
Fund, or similar proofacceptable to the commission.
2.9 Processing of the Bidder’s Personal Information
2.9.1 All Personal Information of the Bidder, its employees, representatives, associates, and sub-
contractors (“Bidder Personal Information”) required under this RFQ is collected and processed for
the purpose of assessing the content of its tender proposal and awarding the bid. The Bidder is
advised that Bidder Personal Information may be passed on to third parties to whom the commission
is compelled by law to provide such information. For example, where appropriate, the commission
is compelled to submit information to National Treasury’s Database of Restricted Suppliers.
2.9.2 All Personal Information collected will be processed in accordance with POPIA and with the
commission.
2.9.3 Data Privacy Policy.
2.9.4 The following persons will have access to the Personal Information collected:
2.9.4.1 The commission personnel participating in procurement/award procedures; and
2.9.4.2 Members of the public: within seven working days from the time the bid is awarded, the
followinginformation will have to be made available on National Treasury’s e-Tender portal:
2.9.4.2.1 contract description and bid number.
2.9.4.2.2 names of the successful bidder(s) and preference points claimed.
2.9.4.2.3 the contract price(s) (if possible).
2.9.4.2.4 contract period.
2.9.4.2.5 names of directors; and
2.9.4.2.6 date of completion/award.
2.9.5 The commission will ensure that the rights of the Bidder and of its employees and representatives
(i.e., the right of access and the right to rectify) are effectively guaranteed in accordance with the
procedures as specified in the commission PAIA manual.
2.9.6 In signing this document, the Bidder consents to the use of its Personal Information for the
purposes as specified in section 2.9.1 above.
- Compulsory Briefing Session
No compulsory briefing session
- Validity Period
4.1 The Commission requires a validity period of 90 Days Business Days against this RFQ.
4.2 Bidders are to note that they may be requested to extend the validity period of their bids, on the
same terms and conditions, if the internal evaluation process are not finalised within the validity
period.
- National Treasury’s Central Supplier Database
5.1 Bidders are required to self-register on National Treasury’s Central Supplier Database (CSD) which
has been established to centrally administer supplier information for all organs of state and facilitate
the verification of certain key supplier information.
5.2 The Commission may not award business to a bidder who has failed to register on the CSD.
5.3 Only foreign suppliers with no local registered entity need not register on the CSD.
5.4 The CSD can be accessed at https://secure.csd.gov.za/
- Confidentiality
6.1 Bids submitted for this Request for Quotation will not be revealed to any other bidders and will be
treated as contractually binding;
6.2 The Commission reserves all the rights afforded to it by the POPIA in the processing of any of its
information as contained in RFQ.
6.3 The Bidder acknowledges that it will obtain and have access to personal information of The NLC
and agrees that it shall only process the information disclosed by the NLC in terms of this bid
award and only for the purposes as detailed in this RFQ and in accordance with any applicable
law.
6.4 The Bidder shall notify the NLC in writing of any unauthorised access to personal information and
the information of a third party, through cybercrimes or suspected cybercrimes, in its knowledge
and report such crimes or suspected crimes to the relevant authorities in accordance with
applicable laws, after becoming aware of such.
- Communication
7.1 Specific queries relating to this RFQ should be submitted [email protected], before the closing
date.
7.2 In the interest of fairness and transparency the NLC’s response to such a query may be made
available to other bidders.
7.3 It is prohibited for bidders to attempt, either directly or indirectly, to canvass any officer or employee
of the NLLC in respect of this RFQ between the closing date and the date of the award of the
business.
7.4 Bidders found to be in collusion with one another will be automatically disqualified and restricted
from doing business with organs of state for a specified period.
- Supplier Performance
8.1 The National Lotteries Commission conducts regular performance reviews in accordance with the
requirements for the classification of the contract and or stakeholder by making use of supplier
evaluation forms. The evaluation is conducted against the deliverables or scope of the contract with
a minimum of an annual review done for contracts longer than a year and a review at completion of
contract for those contracts less than a year.
8.2 Ad-hoc performance reviews shall be conducted where non-performance is identified outside the
review period.
8.3 Non-performance will be addressed with at least a formal letter advising specific non- performing
areas and stating remedial action/s required within specific time frames. Non-adherence to remedial
actions shall lead to escalating performance management actions.
8.4 Any party to this agreement may request to participate in a joint performance review where
appropriate and seek continuous improvement opportunities.
Section 3: evaluation criteria
The below phases evaluation criteria will be considered in evaluating the proposals, being:
Phase 1: Tender Closing and Opening
1.1 Tender closing details
The deadline for Tender submission is on 08 September at 11:00am Standard South African
Time. Any late tenders will not be accepted. All submissions Must be addressed to Supply
Chain Management, NLC Submission of proposals through (online submission on e-
tender). The onus remains on the bidder to ensure successful submission of their bids. Any
discrepancies must be addressed to and dealt with the National Treasury who are the custodians
of the e-tender portal.
1.2 Bid Formats
Bid submissions must be submitted in a PDF format that is protected from any modifications,
deletions, or additions.
Financial/pricing information must be presented in a separate attachment from the
Technical/Functional Response information. The onus is on the Bidder to ensure that all
mandatory and required documents are included in the electronic submission. No exceptions will
be considered.
Submissions must be prominently marked with the full details of the tender namely Bidder’s Name,
Tender No and Tender Title.
Tender submissions received after submission date and time will be declared late and will not be
accepted for consideration by the NLC.
The NLC will not be responsible for any failure or delay in the submission or receipt of the bid
including but not limited to:
Phase 2: Administrative Compliance
All bid respondents must submit the relevant documents that comply with administrative compliance,
which will include the following:
Evaluation Criteria Supporting Document
- All Returnable Documents and/or schedules [where applicable] SBD Form 1
must be completed and returned by the closing date and time. SBD Form 6.1
- The Bid document has been duly signed by the authorised bidder Company resolution as
official. proof of authorised
individuals’ delegation
- Whether Bid contains a priced/financial offer. Pricing and delivery