Closing Date: 14 September 2026, Closing Time: 11:00 AM. Non-compulsory briefing session: Yes, Venue: Microsoft Teams, Date: 09 September 2026, Time: 11h00 am.

Name: null, Email: [email protected], Phone: null, Department: null, Address: null

Bidders must submit a duly signed proposal in electronic format (on email). All Standard Bidding Documents (SBD Forms) must be fully completed, signed, and submitted as part of the bid. Failure to submit a completed and duly signed SBD 3 will automatically disqualify a bidder. Copies of company registration documents must be provided with ID copies for all Directors or a holding company. Bidders must submit proof of relevant experience, including reference letters and details of similar projects undertaken. Late submissions will not be accepted and will be automatically disqualified. Failure to submit all required documentation may result in disqualification.

Bidders may submit a duly signed proposal in electronic format (on email). All Standard Bidding Documents (SBD Forms) must be fully completed, signed, and submitted as part of the bid. Copies of company registration documents must be provided with ID copies for all directors. Bidders must submit proof of relevant experience, including reference letters and details.

Proposals will be evaluated in accordance with the 80/20 preference point system. Phase 1: Administrative Compliance (Pre-qualification) including signed and completed bid documents and company registration documents. Phase 2: Functionality / Technical Evaluation including technical approach and methodology, qualifications and experience of key personnel. Only bidders who achieve the minimum qualifying threshold for functionality will proceed. Functionality evaluation criteria: Bidder proven track record (3 reference letters, 20 points), Proposed Project Management Team (relevant CVs, 20 points), Draft Project Plan for Website Development (20 points). Bidders will be expected to make a presentation at their own cost and invites will only be forwarded to those who qualify with 60 points. Presentations will be evaluated on criteria out of a total of 20 points. Only bidders that score a minimum of 70 points and above out of 100 points will proceed. The 80/20 preference points system will be applied using the formula to calculate price.

The website must be developed using an enterprise-grade Content Management System (CMS) such as Umbraco, October CMS or an equivalent Azure-compatible platform capable of seamless integration with Microsoft Azure, Microsoft 365 and SharePoint Online. The website must be developed in accordance with the Scope of Work and specifications contained in this Terms of Reference. Follow a structured Software Development Lifecycle (SDLC) methodology. Develop a modern, user-centric and visually engaging website that enhances usability, accessibility and public engagement. Design an intuitive, responsive website aligned with the GPL Corporate Identity and compliant with WCAG 2.2 Level AA accessibility standards and recognised user-centred design principles. Develop a homepage featuring a dynamic hero section and tile-based navigation. Implement the approved content structure and information architecture. Ensure the website achieves a page load time of less than two (2) seconds and complies with Google Core Web Vitals performance standards. Ensure the solution supports future growth through scalable compute, storage and application resources within the Microsoft Azure environment. Ensure the solution achieves a minimum service availability of 99.9%. Ensure the website uses HTTPS/TLS encryption, complies with the Protection of Personal Information Act (POPIA) and follows secure coding and cybersecurity best practices.

to identify industry best practices, innovative technologies, user experience (UX) design

approaches, accessibility standards, digital service delivery models and public engagement

features.

4.1.3 Perform stakeholder engagement and user research.

4.1.4 Define detailed functional and technical requirements.

4.1.5 Develop a sitemap and information architecture.

4.2 Website Design and Development

4.2.1 Redevelop the GPL website using an enterprise-grade Content Management System

(CMS), such as Umbraco, October CMS or an equivalent Azure-compatible platform

capable of seamless integration with Microsoft Azure, Microsoft 365 and SharePoint

5.1 Discovery and Planning Deliverables

5.1.1 Project Implementation Plan, including project methodology, work breakdown structure,

implementation schedule, milestones, resource allocation, risk management approach,

communication plan and quality assurance approach.

5.1.2 Website Audit Report.

5.1.3 Benchmarking Research Report.

5.1.4 Stakeholder Engagement and User Research Report.

5.1.5 Functional and Technical Requirements Specification.

5.1.6 Approved Sitemap and Information Architecture.

5.2 Website Design and Development Deliverables

5.2.1 Approved Website Design and Prototype.

5.2.2 Fully Developed Website in line with technical and none-technical requirements.

5.2.3 Content Management System (CMS) configured and implemented.

5.2.4 Website integrated with Microsoft Azure, Microsoft 365 and approved third-party platforms.

5.2.5 All approved website functionality implemented.

5.3 Content Migration Deliverables

5.3.1 Migrated, cleaned and optimised website content.

5.3.2 Approved website content structure.

5.4 Documentation and Knowledge Transfer Deliverables

5.4.1 Administrator Training.

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5.4.2 Skills transfer and User Training.

5.4.3 User Manuals and Standard Operating Procedures.

5.4.4 Technical Architecture Documentation including Solution Architecture document, Data Flow

functionality against predetermined technical criteria and weightings. This may include:

9.3.1.1 Relevant experience and record of accomplishment

9.3.1.2 Technical approach and methodology

9.3.1.3 Qualifications and experience of key personnel

9.3.1.4 Capacity and resources to deliver the project.

9.3.2 Only bidders who achieve the minimum qualifying threshold for functionality will

proceed to the next phase

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Total points 80

Cut off points 60

9.4 Phase 3: Presentation (20)

9.4.1 Bidders that score a minimum of 60 points and above in Phase 2 will be given an opportunity to prepare a PowerPoint presentation on their

proposed project, duration, benefits, methodology and implementation plan as well as also outline key responsibilities etc.

9.4.2 Bidders will be expected to make a presentation at their own cost and the invites will only be forwarded to those who qualify with 60 points

and above on phase 1 of Functional Evaluation.

9.4.3 The presentation must be aligned with the criteria as outlined below. The Tender Evaluation Committee (TEC) will interview bidders following

the presentation should any clarity be required on the Proposal.

9.4.4 Presentations will be evaluated on the criteria below, out of a total of 20 points.

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Criterion description points

Demonstration of Website Delivery Methodology (Presentation) The bidder demonstrated 0

and addressed less than 3

of the 5 assessment items

committee its ability to demonstrate a practical, structured and proven

on the checklist

methodology for delivering website development projects

successfully, based on previous implementations.

structured website delivery methodology. assessment items on the

2 The methodology covered the complete checklist 10

website delivery lifecycle from planning to

post-implementation support.

confidence that the proposed methodology addressed all 5

can successfully deliver the required 20

website project.

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assessment items on the

checklist

Maximum Points 20

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9.5 Phase 3: Price and Specific Goals (80/20)

9.5.1 Only bidders that score a minimum score of 70 points and above out of 100 points

on Functionality will qualify for this phase which will determine the bidder (s) to be

recommended for approval by the delegated authority. The 80/20 Preference points

system will be applied using the below formula to calculate price:

8.1 Service providers must demonstrate:

8.1.1 A minimum of three website development projects completed in the past.

8.1.2 The assigned project manager has the appropriate experience and qualifications as detailed

in the functional criteria.

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8.1.3 The assigned project team has the appropriate experience and qualification/certificates in the

areas of assignment.

9 evaluation criteria

9.1 Proposals will be evaluated in accordance with the 80/20 preference point system, based on:

9.1.1 Functionality / Technical evaluation

9.1.2 Price and Specific Goals

9.2 The GPL needs to be satisfied, in all respects, that the service provider selected has the

necessary resources, qualifications, experience, and technical ability to successfully execute

the project. All proposals received will be evaluated in a fair, transparent, competitive, and

cost-effective manner, in accordance with the prescribed evaluation criteria and approved

evaluation process. The 80/20 Preference Point System will be applied to evaluate the

received proposals. The evaluation process shall be conducted in the following sequential

phases:

9.2.1 Phase 1: Administrative Compliance (Pre-qualification)

administrative and statutory requirements, including but not limited to:

9.2.1.1 Signed and completed bid documents.

9.2.1.2 Company registration documents

9.2.1.3 Any other mandatory documentation specified in the bid (e.g., affiliation

certificates, qualifications, etc.)

9.3 Failure to comply with mandatory requirements may result in disqualification and the proposal

will not proceed to the next phase.

9.3.1 Phase 2: Functionality / Technical Evaluation

1 Bidder Proven Track record 3 reference letters 3 20

similar projects completed successfully. Only evidence

submitted with the bid will be evaluated. 4 to 6 reference letters 4

A minimum of 3 reference letters for similar projects signed

by the referee with contact details of the referee, contain 7 or more reference letters 5

details of the project implemented and period of the

contract

2. Project Manager Experience and Qualifications The proposed Project Manager demonstrates 3 20

relevant experience in leading three (3) similar

be deployed for the website development project. relevant qualifications and recognised project

management certification(s).

The submission must demonstrate the Project Manager's The proposed Project Manager demonstrates 4

relevant experience, qualifications in ICT related fields of

relevant experience in leading four (4) similar study, professional certification(s).

website development projects, possesses

The bidder shall submit: The proposed Project Manager demonstrates 5

extensive relevant experience in leading five (5)

o Curriculum Vitae (CV) of the proposed Project or more similar website development projects,

13.4 Bidders must submit proof of relevant experience, including reference letters and details

of similar projects undertaken.

13.5 Late submissions will not be accepted and will be automatically disqualified.

13.6 Failure to submit all required documentation may result in disqualification.

Annexure A Assessment Checklist: Proposed Project Manager

1 The proposed Project Manager has submitted a CV ☐ ☐

demonstrating experience in leading similar website development

projects.

2 Certified copies of the Project Manager's relevant qualifications ☐ ☐

in ICT related fields of study e.g. computer science, networking

etc (foreign qualifications must be accompanied by SAQA

verification certificate).

3 Certified copies of recognised project management certification(s) ☐ ☐

(e.g. PMP®, PRINCE2® Practitioner, IPMA or equivalent) have

been submitted for the Project Manager.

4 Contactable references for the Project Manager's similar website ☐ ☐

development projects have been submitted.

5 CVs of the proposed project team to be deployed on the project ☐ ☐

have been submitted.

Annexure B: Assessment Checklist: Proposed Project Team

o Copies of the Project Manager's relevant project management certification(s).

qualifications in ICT related fields of study e.g.

computer science, networking etc (Foreign

qualifications must be accompanied by SAQA

verification certificate).

o Copies of recognised project management

certification(s) (e.g. PMP®, PRINCE2®

Practitioner, IPMA or equivalent)

o Contactable references for the website

development projects led by the proposed Project

ALL the required competencies named in the description o quality assurance (QA) and Testing,

column. o cybersecurity,

o information architecture and content

NB: Competencies must be proved through a CV migration.

demonstrating relevant experience, and appropriate

certification/s.

The bidder has submitted relevant CVs and 4

NB: Evaluation will be done using Annexure B: Proposed certificates for the proposed project team

required to undertake the project:

o business analysis,

o UX/UI design,

o back-end/CMS development,

o quality assurance (QA) and Testing,

o cybersecurity,

o information architecture and content

migration,

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The bidder has submitted relevant CVs and 5

certificates for the proposed project team

demonstrating the following competencies

required to undertake the project:

o business analysis,

o UX/UI design,

o front-end development,

o back-end/CMS development,

o quality assurance (QA) and Testing,

o cybersecurity,

o information architecture and content

migration, and

o training and change management

4 Draft Project Plan for Website Development The bidder submits a basic draft project plan that 3 20

addresses the minimum requirements (6 of the 11

elements).

The bidder must submit a draft project plan for the The bidder submits a structured and generally 4

proposed website development project. The project plan realistic draft project plan that addresses most

should include the following elements (1) implementation (between 7 and 9 of the 11 elements) of the

phases, (2) key activities, (3) deliverables, (4) milestones, minimum requirements.

(5) timelines, (6) dependencies, (7) resource allocation, (8) The bidder submits a comprehensive, logical and 5

testing, (9) deployment, (10) training, and (11) post- realistic draft project plan that addresses all (11

implementation support. of 11 elements) the requirements.

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security, testing and project governance are The bidder successfully

managed throughout the project. demonstrated and

expertise in the following areas:

1.1 Business Analysis ☐ ☐

1.2 User Experience (UX) / User Interface (UI) Design ☐ ☐

1.3 Front-end Development ☐ ☐

1.4 Back-end / Content Management System (CMS) Development ☐ ☐

1.5 Quality Assurance (QA) and Testing ☐ ☐

1.6 Cybersecurity ☐ ☐

1.7 Information Architecture and Content Migration ☐ ☐

1.8 Training and Change Management ☐ ☐

documents

2. Pricing Schedule (Firm Pricing) SBD 3.3 Yes

3. Bidders Disclosure (SBD 4) Original completed Yes

and signed.

4. Preference Point Claim form (SBD 6.1) Original Yes

completed and signed.

5. Copy of full Company Registration documents? Yes

6. Copies of South African IDs’ for Directors? Yes

Prices must be quoted in South African Rand (ZAR) and be VAT inclusive/exclusive. The bidder shall submit a comprehensive financial proposal that includes all costs associated with the implementation of the project, including design, development, content migration, software licences (where applicable), training, testing, deployment, the mandatory two (2) year warranty, and post-implementation support and maintenance services. Payment will be made upon satisfactory delivery of agreed milestones. No advance payments will be made unless approved in writing.

4.1 Name of company/firm...............................................................................

4.2 Company registration number: .....................................................................

4.3 Type of company/ firm [tick applicable box]

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

4.4 I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

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the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to

the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only

the shareholders and directors who acted on a fraudulent basis, be restricted from

obtaining business from any organ of state for a period not exceeding 10 years,

after the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

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Terms of reference

Section 3

1.2 The work of the GPL necessitates that the institution upholds transparency and accountability

towards the residents of Gauteng. This is only possible if the institution establishes effective

communication platforms to maintain continuous conversation with the residents it serves. By

providing sufficient and timely information, the GPL can fulfil its mandate to enhance public

participation in the governance of the province through adequate and timely information so that

they are able to participate in a meaningful way.

1.3 The GPL’s current website was developed in 2016 as an interim solution following the

compromise and obsolescence of the previous website. Since then, the website has become

outdated and no longer adequately meets the institution's evolving business, technological and

public communication requirements.

1.4 The current platform presents increasing security risks due to its ageing technology and

infrastructure and has experienced intermittent system instability and service interruptions,

affecting its reliability and availability.

1.5 Therefore. The GPL wishes to appoint a suitably qualified service provider to redevelop its

current website which is managed by the Electronics Communication division within the

Communications Unit. Such a change should be aligned with the Institution’s excellent external

communication system and setup.

1.6 As a key digital platform through which the GPL communicates with the public, promotes

transparency, and facilitates public participation, it is essential that the website remains secure,

reliable, user-friendly and accessible. The redevelopment of the website is therefore necessary

to provide a modern, resilient and future-ready digital platform that supports the Legislature's

constitutional mandate, enhances public engagement, improves user experience, and aligns

with current industry standards and cybersecurity requirements.

2. Purpose

2.1 The purpose of this Terms of Reference is to invite suitably qualified and experienced service

providers to submit proposals for the redevelopment, maintenance and support of the Gauteng

Provincial Legislature’s website.

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4.2.2 Develop the website in accordance with the Scope of Work and specifications

contained in this Terms of Reference.

4.2.3 Follow a structured Software Development Lifecycle (SDLC) methodology.

4.2.4 Develop a modern, user-centric and visually engaging website that enhances usability,

accessibility and public engagement.

4.2.5 Design an intuitive, responsive website aligned with the GPL Corporate Identity and

compliant with WCAG 2.2 Level AA accessibility standards and recognised user-centred

design principles.

4.2.6 Develop a homepage featuring a dynamic hero section and tile-based navigation.

4.2.7 Implement the approved content structure and information architecture.

4.2.8 Ensure the website achieves a page load time of less than two (2) seconds and complies

with Google Core Web Vitals performance standards.

4.2.9 Ensure the solution supports future growth through scalable compute, storage and

application resources within the Microsoft Azure environment.

4.2.10 Ensure the solution achieves a minimum service availability of 99.9%.

4.2.11 Ensure the website uses HTTPS/TLS encryption, complies with the Protection of

Personal Information Act (POPIA) and follows secure coding and cybersecurity best

practices.

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4.2.12 Ensure the website is easy to maintain, fully documented and designed to support long-

term sustainability. The service provider shall provide administrator training, technical

documentation, source code, knowledge transfer and all necessary system

documentation to enable the GPL to independently manage, maintain and enhance the

website.

4.3 Website Functionality and Integration

4.3.1 Implement a Content Management System (CMS).

4.3.2 Implement advanced search functionality.

4.3.3 Provide multimedia capability (video, audio and livestreaming).

4.3.4 Integrate the website with YouTube, Facebook and Microsoft Stream.

4.3.5 Implement social media sharing and engagement tools.

4.3.6 Implement chatbot functionality (Microsoft Power Virtual Agents or equivalent).

4.3.7 Integrate the website with Microsoft Active Directory.

4.3.8 Integrate the document library with Microsoft SharePoint 365.

4.3.9 Implement website analytics and reporting tools.

4.3.10 Install a text-to-speech website reader solution.

4.4 Cloud Infrastructure, Security and Performance

4.4.1 Integrate the website with the Microsoft Azure and Microsoft 365 ecosystem.

4.4.2 Develop and host the website within the Microsoft Azure South Africa North (SA North)

region.

4.4.3 Ensure the website is scalable, secure and high-performing (Azure SOC 2 compliant).

4.4.4 Ensure cross-browser compatibility and mobile responsiveness.

4.4.5 Secure website communications using HTTPS/SSL.

4.4.6 Optimise website performance using CDN and caching technologies.

4.4.7 Ensure the website has no High or Medium risks identified by Microsoft Defender for Cloud

(Azure Defender).

4.4.8 Include the cost of all software licences for a period of two (2) years in the proposal.

4.5 Content Migration and Public Participation

4.5.1 Migrate all relevant content from the existing website.

4.5.2 Clean, restructure and optimise content where necessary.

4.5.3 Achieve and enhance public engagement and participation.

4.5.4 Develop the website content structure to include, but not be limited to:

• About the Legislature
• Members of the Provincial Legislature (MPLs) and Political Parties
• Committees and Oversight Activities
• GPL Business (including careers and tenders)
• Legislative Process and Bills
• Publications and Reports
• Public Participation (including e-Petitions, submissions and consultations and integration

with approved external platforms and systems).

• Media, News and Livestreams
• Contact Information
• Copyright Details
• Legal Links

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4.6 Training, Knowledge Transfer and Documentation

4.6.1 Provide training and knowledge transfer to the Electronic Communications Team.

4.6.2 Provide training to website users and administrators.

4.6.3 Provide user manuals and Standard Operating Procedures (SOPs).

4.6.4 Provide technical documentation on the website architecture.

4.7 Post-Implementation Support and Maintenance

4.7.1 Following the official Go-Live date, the service provider shall provide post-implementation

support and maintenance services for a period of two (2) years. During the two (2) year

warranty and post-implementation support period, the service provider shall provide technical

support, corrective maintenance, security updates, bug fixes, and performance monitoring

for the website. The GPL shall assume responsibility for day-to-day content management

and administration of the website following knowledge transfer and handover. The

requirements set out in clauses 4.7.2 to 4.7.10 shall apply throughout this support period

4.7.2 Ensure all software is patched regularly and included in monthly SLA reports.

4.7.3 Support Hours: Monday to Friday, 08:00–17:00.

4.7.4 Urgent Requests: Response within two (2) hours.

4.7.5 Major issue resolution within eight (8) hours.

4.7.6 Minor issue resolution within two (2) business days.

4.7.7 Submit monthly support reports.

4.7.8 Maintain a minimum website uptime of 99.9%.

4.7.9 Complete minor system enhancements within five (5) business days.

4.7.10 Complete major system changes within thirty (30) business days.

4.7.11 Respond to all audits.

obtain full ownership of all deliverables developed under this contract, including but not limited to:

5.6.1 The website source code and all custom-developed components

5.6.2 The website domain name(s), where registered on behalf of the GPL

5.6.3 All website content, graphics, images, icons, multimedia and other digital assets developed for

the project

5.6.4 Website databases and associated data

5.6.5 System configuration files and deployment scripts

5.6.6 Technical documentation, system architecture documentation and administrator manuals

5.6.7 All intellectual property rights in the custom-developed solution, except for third-party

proprietary software or licensed components used with the GPL's approval

5.6.8 Administrative credentials and access to all hosting, domain, CMS and related services

established for the project.

5.6.9 The service provider shall ensure that all source code, documentation, digital assets, access

credentials and associated intellectual property required for the operation, maintenance and

future enhancement of the website are transferred to the Gauteng Provincial Legislature upon

project completion. The GPL shall retain full ownership and unrestricted rights to use, modify,

maintain and enhance the solution without dependency on the original service provider.

10.1 Prices must be quoted in South African Rand (ZAR) and be VAT inclusive/exclusive.

10.2 The bidder shall submit a comprehensive financial proposal that includes all costs

associated with the implementation of the project, including design, development,

content migration, software licences (where applicable), training, testing, deployment,

the mandatory two (2) year warranty, and post-implementation support and maintenance

services.

10.3 Payment will be made upon satisfactory delivery of agreed milestones.

10.4 No advance payments will be made unless approved in writing.

12.1 The Gauteng Provincial Legislature (GPL) reserves the right to appoint one or more

service providers, to not make any appointment and use an objective criterion, or to

establish a panel of service providers instead of appointing a single service provider.

12.2 The GPL is not bound to accept the lowest-priced bid or any bid received.

12.3 Late submissions will not be accepted and will automatically be disqualified from further

consideration.

12.4 The GPL reserves the right to verify all information provided by bidders, including

references, and past experience.

12.5 Any false, inaccurate, or misleading information provided by a bidder may result in

immediate disqualification and may lead to further action in accordance with applicable

legislation.

12.6 Bidders must comply with all applicable legislation, regulations, and policies, including

Supply Chain Management (SCM), CIPC and SARS requirements.

12.7 All costs incurred by bidders in the preparation and submission of proposals will be for

the bidder’s own account, and the GPL will not be held liable for any such costs.

12.8 The GPL reserves the right to cancel this bid process at any stage, should it be deemed

necessary and in the best interest of the institution.

12.9 The successful service provider shall provide a warranty period of two (2) years from the

official Go-Live date of the website. During the warranty period, the service provider

shall, at no additional cost to the Gauteng Provincial Legislature, investigate, rectify and

resolve any defects, faults, bugs, configuration errors or system failures attributable to

the design, development or implementation of the website.

12.10 The successful service provider shall complete the redevelopment of the GPL website

and deliver all project deliverables specified in this Terms of Reference to the satisfaction

of the Gauteng Provincial Legislature. Upon successful Go-Live and formal acceptance

of the website, the service provider shall provide warranty, technical support and

maintenance services for a period of two (2) years from the official Go-Live date.