Electronic board meeting system services – 36-Month tender in kwazulu-natal

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Returnable Documents: Please make reference to Tender Notice and Invitation to, 13.2.3 Part 3: National Treasury CSD report, the paragraph only need to be noted, please mark the

C.6 Evaluation process & criteria 25

C.7 Evaluation requirements 27

C.10 Prefereantial points 36

Noting of Evaluation Criteria

13.2.6 Part 6: Technical/Functionality Proposal

OF BID AND NOTING OF EVALUATION CRITERIA deviation

• Preferential Points Form (SBD 6.1)

The quality, price and service that we provide our customers can only be as good as what we receive from our

relationships with service providers that are equally passionate in their quest for better quality, price and

engage with service providers who are equally committed to maintain high quality services and

project lifecycle. (40 points)

Note: Failure to obtain the minimum of 70% of the maximum score on functionality will result in

disqualification from further evaluation. Bidders who obtain at least 70 points in stage 2 (Functionality)

will proceed to Stage 3 (demo presentations)

Stage 3: demo presentation

Bidders that meet the functionality/ technical criteria will be invited to give a demo presentation in order to assist the

organisation to find a suitable solution. Bidders must achieve a minimum qualifying score of 70 points (70%) in the

mock environment that allows KZNGFA representatives to walkthrough the functionality of the solution. The following

key solution functionality must be demonstrated by the bidder

Description POINTS

C.7 Evaluation requirements

Stage 2 - functionality requirements

About Functionality Requirements, being stage 2 of the evaluation process, the following criteria and the

No. FUNCTIONAL EVALUATION CRITERIA Weight

Points will be allocated as follows

KZN Growth Fund Agency (KZNGFA) seeks to appoint a suitably qualified service providers to submit

proposals for the provision of an electronic board Management system (software and license subscription)

for the KZNGFA for a period of 36 (thirty-six) months.

Kwazulu-Natal Growth Fund Agency (KZNGFA) is an Agency, established and capitalised by the

Provincial Government to provide debt and equity. The main objective of the KZNGFA is to provide

support for creating and enabling environment for activities that create jobs and accelerate the economic

development of KZN whilst promoting Broad Based Black Economic Empowerment (B-BBEE).

3. Procurement philosophy

It is the policy of KZNGFA, when purchasing goods and obtaining services to follow a course of optimum

value and efficiency by adopting best purchasing practices in supply chain management, ensuring that

open and fair competition has prevailed, with due regard being given to the importance of:

3.1.1. The promotion, development and support of businesses from disadvantaged communities

(small, medium, micro enterprises, as well as established businesses within those communities)

in terms of its BEE Policy.

3.1.2. The promotion of national and regional local service providers and agents before considering

overseas service provideand;4.1.3The development, promotion and support for the moral values

that underpin the above, in terms of KZNGFA Business Ethics and Guidelines which requires

that all commercial conduct be based on ethical and moral values and sound business practice.

This value system governs all commercial behaviour within KZNGFA. The KZNGFA wishes to

engage with service providers who are equally committed to maintain high quality services and

better pricing.

4. Purpose and objectives of the project

The overall objective of this project is for the KZNGFA to improve governance, efficiency, and security in

managing board meetings and documents. The specific objectives of this service, therefore, will include:

4.1. Provide an electronic Board Pack Software as per the below scope of work,

4.2. Role and user profile management,

4.3. Network offline operational capability,

4.4. Storage model,

4.5. Hardware requirements,

4.6. Licensing model, and

4.7. Cloud-based solution.

4.8. Reporting capabilities as follows:

4.8.1. Dashboard capabilities

4.8.2. Notification and reporting capabilities

4.8.3. SMS engine integration capabilities

4.8.4. System exception log reports

4.9. Information security measures: Data classification requirements (sensitive, secret, confidential, etc.)

4.10. Password formatting and expiry management

4.11. Data encryption methodologies

4.12. Certificate management.

4.13. Respondent must provide an OEM (original equipment manufacturer) reseller letter or certificate if they

are not the OEM of the proposed solution. Failure to provide will result in automatic disqualification of the

respondents’ proposal.

5. Scope of services required

5.1 The KwaZulu-Natal Growth Fund Agency (KZNGFA) requires a service provider to submit Proposals to

procure, set up, and configure an electronic Board meeting solution/system on the KZNGFA premises.

5.2 The required board meeting system should:

5.2.1 Cater access for 30 users, comprising Non-Executive and Executive Management, Senior

Managers, and system administrators.

5.2.2 Be able to fully facilitate the virtual and electronic record-keeping and distribution of Board

meeting reports to all devices, including but not limited to mobile platforms, and should also

support most modern web browsers to ease the logistics of compiling the packs and improve

overall governance within the KZNGFA.

5.2.3 Be securely accessible by all users from any location and should support strong security features

such as encryption or two-phase authentication. The system must be capable of providing

enhanced security tools like remote locking.

5.2.4 Allowing seamless virtual scheduling of meetings through an online, collaborative meeting space

where you can include venue maps, agendas, attendee lists, meeting minutes, pre-and post-

meeting actions, and add related documents, integration of capabilities with Microsoft Teams

5.2.5 Provide for a function that allows one to easily collate meeting documents, including agendas,

index, minutes, dividers, and page numbering, into one file.

5.2.6 Allow all the system users to perform annotations (highlight text, make notes, etc.), complete

questionnaires, ask questions, vote, and sign off documents on their meeting packs, with or

without Internet connectivity.

5.2.7 Provide a centralised, collaborative platform where everyone can access and contribute to good

decision-making by capturing all decisions made and making it easy to conduct surveys.

5.2.8 Allow Board members to use its functions and content both online and offline and provide Board

members with full access to minutes and resolutions.

5.2.9 Customizable permissions for data access can be personalised down to the document level and

user level to improve privacy and security.

5.2.10 The system should have the ability to create virtual rooms for board committees or smaller groups

to allow secure collaboration before and after meetings.

5.2.11 The System must have data migration capabilities. Migration of data from old system to new

system and support during migration to ensure data integrity.

5.3 Through the deployment of this system, the KZNGFA wishes to achieve the following benefits:

5.3.1 Administrative time and cost saving,

5.3.2 Instant and secure distribution of meeting packs,

5.3.3 Collaborative, engaging, and easier to manage meetings,

5.3.4 Apps available for Apple, Android, and Windows devices,

5.3.5 Mitigation of risks through procedures, and

5.3.6 Transparency in decision-making procedures.

6. Team expertise and capacity

It is expected that the key resources to be deployed in the project would have the following minimum

proficiency in the role they are proposed for the project:

6.1. Project Leader/Lead Consultant

The Project Leader / Lead Consultant must possess a recognised Project Management certification, such

as PMP, PRINCE2, PMBOK, Agile, or an equivalent qualification. The individual must also have a minimum

of five (5) years’ proven experience leading the implementation of software projects. The Project

Leader/Lead Consultant will be responsible for overall project management, planning, monitoring and

ensuring successful delivery of the Board pack system.

6.2. Technical Resource

The Technical Resource must hold a relevant IT qualification (minimum of a National Diploma or equivalent)

and relevant industry certification. The individual must have a minimum of three (3) years’ hands-on

experience in configuring, supporting and maintaining the Board pack system. The Technical Resource will

be responsible for system configuration, technical support, troubleshooting and ensuring that the platform

operates effectively.

6.3. Training Specialist

The Training specialist must hold a relevant qualification related to Training, Skills Development or Change

Management. The individual must have a minimum of three (3) years’ experience in delivering end-user

training in Board pack systems. This role will be responsible for conducting training sessions for relevant

users, preparing training materials and supporting user adoption during and after implementation.

7. Project methodology and approach

Outline the methodology to be adopted to meet the scope of work and business requirements and

demonstrate in the proposal how the project can be completed within a reasonable period based on the

approach to be adopted. The response on project management approach and methodology should provide

details on the following:

• Full understanding of the requirements in all aspects of the project.

• Recognisable project management methodology and approach stipulation deliverables on each phase

of the project.

• The project plan should make provisions of stage gates at the end of each phase to unlock the next

phase.

• The detailed project schedule clearly detailing major milestones.

• The project plan and approach should include training and handover of the system and the approach or

methodology on how this will be executed.

• The project plan should consider data readiness, system customisation and testing.

• The plan should detail possible risks and mitigation plans based on prior experience on common risks

when taking on such a project within the stipulated time frames (i.e. project risk register).

• Detail clear requirements and dependencies that will enable the take on of the project within the

expected time frames.

• The bidder is expected to provide the project quality assurance and risk management approach.

C.3 Conditions of bid and contract

Confirmation

Conditions

Yes No Noted If no, indicate

deviation

1. Guideline on completion

1.1 Bidders must indicate compliance or non-compliance on a

paragraph-by-paragraph basis. Indicate compliance with

the relevant bid requirements by marking the YES box and

non-compliance by marking the NO box. If the contents of

the paragraph only need to be noted, please mark the

NOTED box. The bidder must clearly state if a deviation

from these requirements are offered and the reason

therefore. If an explanatory note is provided, the

paragraph reference must be attached as an appendix to

the bid submission. Bids not completed in the manner

prescribed may be considered incomplete and rejected.

Yes No Noted If no, indicate

2. KZNGFA SERVICE LEVEL AGREEMENT deviation

2.1 The KZNGFA Service Level Agreement (SLA) will be the

only contract signed by both parties and will form the basis

of this contract. KZNGFA’s terms and conditions will not

be negotiated.

3. ADDITIONAL INFORMATION REQUIREMENTS Yes No Noted If no, indicate

deviation

3.1 During evaluation of the bids, additional information may

be requested in writing from bidders. Replies to such

request must be submitted, within 5 (five) working days or

as otherwise indicated. Failure to comply, may lead to the

bid being disregarded.

4. CONFIDENTIALITY Yes No Noted If no, indicate

deviation

4.1 The bid and all information in connection therewith shall

be held in strict confidence by bidders and usage of such

information shall be limited to the preparation of the bid.

4.2 All bidders are bound by a confidentially agreement

preventing the unauthorised disclosure of any information

regarding KZNGFA or of its activities to any other

organisation or individual. The bidders may not disclose

any information, documentation or products to other

clients without written approval of the accounting authority

or the delegate.

Yes No Noted If no, indicate

5. INTELLECTUAL PROPERTY, INVENTIONS AND deviation

Copyright

5.1 Copyright of all documentation relating to this assignment

belongs to KZNGFA. The successful bidders may not

disclose any information, documentation or products to

other clients without the written approval of the accounting

authority or the delegate.

5.2 All the intellectual property rights arising from the

execution of this Agreement shall vest in KZNGFA and the

service provider undertakes to honour such intellectual

property rights and all future rights by keeping the know-

how and all published and unpublished material

confidential.

5.3 In the event that the service provider would like to use any

information or data generated in terms of the Services, the

prior written permission must be obtained from KZNGFA.

5.4 KZNGFA shall own all materials produced by the service

provider during the course of, or as part of the Services

including without limitation, deliverables, computer

programmes (source code and object code), programming

aids and tools, documentation, reports, data, designs,

concepts, know-how and other information whether

capable of being copyrighted or not (“IP”) which IP

KZNGFA shall be entitled to freely cede and assign to

parties nominated by KZNGFA.

6 PAYMENTS Yes No Noted If no, indicate

deviation

6.1 KZNGFA will pay the service provider for the actual

services rendered in line with the SLA.

6.2 The service provider shall from time to time during the

duration of the contract, invoice KZNGFA for the services

rendered. No payment will be made to the service provider

unless an invoice complying with section 20 of VAT Act No

has been submitted to KZNGFA.

6.3 Payment shall be made into the bidder’s bank account

normally 30 days after receipt of an acceptable, valid

invoice. (Banking details must be submitted as soon as

this bid is awarded).

Yes No Noted If no, indicate

7 NON-COMPLIANCE WITH DELIVERY TERMS deviation

7.1 As soon as it becomes known to the service provider that

he will not be able to deliver the goods/services within the

delivery period and/or against the quoted price and/or as

specified, KZNGFA must be given immediate written

notice to this effect. KZNGFA reserves the right to

implement remedies as provided for in the SLA.

8 WARRANTIES Yes No Noted If no, indicate

deviation

8.1 The service provider warranties that it is able to conclude

this Agreement to the satisfaction of KZNGFA.

8.2 Although the service provider will be entitled to provide

services to persons other than KZNGFA, the service

provider shall not without the prior written consent of

KZNGFA, be involved in any manner whatsoever, directly

or indirectly, in any business or venture which competes

or conflicts with the obligations of the contractor to provide

the Services.

9. PARTIES NOT AFFECTED BY WAIVER OR Yes No Noted If no, indicate

BREACHES deviation

9.1 The waiver (whether express or implied) by any Party of

any breach of the terms or conditions of this Agreement by

the other Party shall not prejudice any remedy of the

waiving party in respect of any continuing or other breach

of the terms and conditions hereof

9.2 No favour, delay, relaxation or indulgence on the part of

any Party in exercising any power or right conferred on

such Party in terms of this Agreement shall operate as a

waiver of such power or right nor shall any single or partial

exercise of any such power or right under this Agreement.

10 SUBMITTING BIDS Yes No Noted If no, indicate

deviation

10.1 All bid documents must be submitted as per 10.2 below

10.2 All bid documents must be delivered to KZN Growth Fund

Agency email: [email protected]

Closing date: 02 October 2026 at 11:00am

11 LATE BIDS Yes No Noted If no, indicate

deviation

11.1 Late submissions will not be accepted. A submission will

be considered late if it arrived one second after 11:00 or

any time thereafter.

Bidders are therefore strongly advised to ensure that bids

be dispatched allowing enough time for any unforeseen

events that may delay the delivery of the bid.

12. BRIEFING SESSIONS AND CLARIFICATIONS Yes No Noted If no, indicate

deviation

12.1 Non-Compulsory Briefing session

See above for details

12.2 Any clarification required by a bidder regarding the meaning

or interpretation of the Terms of Reference, or any other

aspect concerning the bid, is to be requested in writing (e-

mail).

Please make reference to Tender Notice and Invitation to

Tender page of this bid pack for contact details.

The bid number should be mentioned in all correspondence.

Telephonic requests for clarification will not be accepted. If

appropriate, the clarifying information will be made available

to all bidders by e-mail only.

13. FORMAT OF BIDS Yes No Noted If no, indicate

deviation

13.1 Bidders must complete all the necessary bid documents

and undertakings required in this bid document. Bidders are

advised that their proposal should be concise, written in

plain English and simply presented.

13.2 Bidders are to set out their proposal in the following format:

13.2.1 Part 1: Invitation to Bid & Introduction

13.2.2 Part 2: Compliance to Special Conditions of Bid and

Noting of Evaluation Criteria

13.2.3 Part 3: National Treasury CSD report

13.2.4 Part 4: Bidders Disclosure and Certificate of Authority to

Sign a Bid

13.2.5 Part 5: BBBEE Certificate / Affidavit

13.2.6 Part 6: Technical/Functionality Proposal

13.2.7 Part 7: Deviations from Request for Bid

13.2.8 Part 8: Procurement Timelines

13.2.9 Part 9: Terms of Reference

13.2.10 Part 10: Annexures

Yes No Noted If no, indicate

14.1 PART 1: INVITATION TO BID (FORM C1) deviation

Bidders are to note the information on C1 detailing the

Compulsory Briefing Session, the closing date and time as

well as the submission requirements

14.2 PART 2: COMPLIANCE TO SPECIAL CONDITIONS Yes No Noted If no, indicate

OF BID AND NOTING OF EVALUATION CRITERIA deviation

(Form c4)

Bidders must complete C4. Indicating compliance/non-

compliance or noted. In case of non-compliance details and

referencing to the specific paragraph is required.

14.3 PART 3: NATIONAL TREASURY CSD REPORT Yes No Noted If no, indicate

deviation

The bidder must be compliance with CSD and such

information will be verified with Central Supplier Database

(CSD). In case of a joint venture, or where sub-contractors

are utilised, each joint venture member and/or sub-

contractor (individual) must be in compliance with CSD

and the information will be verified on Central Supplier

Database (CSD).

Yes No Noted If no, indicate

14. 4 PART 4: BIDDERS DISCLOSURE AND CERTIFICATE deviation

Of authority to sign a bid (form c4, c10 and

C11)

14.4.1 Bidders must complete and submit the Declaration forms.

• Certificate of Authority to Sign a Bid

• Bidders Disclosure Form (SBD 4)

• Preferential Points Form (SBD 6.1)

A bidder must complete the relevant part of the document,

and it must indicate who is delegated to communicate or

deal with KZNGFA. Any other irrelevant sections to the

tendering entity must be marked ‘N/A’.

Yes No Noted If no, indicate

14.5 PART 5: BBBEE CERTIFICATE / AFFIDAVIT deviation

14.5.1 Bidders must submit a B-BBEE Verification Certificate from

a Verification Agency accredited by the South African

Accreditation System (SANAS) or Affidavit from a

Registered Auditor approved by the Independent

Regulatory Board of Auditors (IRBA) or an Accounting

Officer as contemplated in the Close Corporation Act (CCA)

14.5.2 For a consortium or joint venture:

A trust, consortium or joint venture, will qualify for points for

their B-BBEE status level as a legal entity, provided that

the entity submits their B-BBEE status level certificate.

A trust, consortium or joint venture will qualify for points for

their B-BBEE status level as an unincorporated entity,

provided that the entity submits their consolidated B-BBEE

scorecard as if they were a group structure and that such a

consolidated B-BBEE scorecard is prepared for every

separate bid.

14.6 PART 6: JOINTVENTURE/CONSORTIUM AGREEMENT Yes No Noted If no, indicate

deviation

14.6.1 A copy of the joint venture/consortium agreement must be

included.

14.7 PART 7: TECHNICAL PROPOSAL/FUNCTIONALITY Yes No Noted If no, indicate

PROPOSAL (FORM C8) deviation

14.7.1 The bidder must provide letters of reference on the client

letterhead including contact details, for the previous, current

or ongoing projects of similar nature. This will be verified by

Kgf.

Yes No Noted If no, indicate

14.8 PART 8: DEVIATIONS FROM REQUEST FOR BID deviation

(Form c14)

14.8.1 Please indicate deviations or modifications to this Request

for Bid on form C14

14.8.2 If no deviations are required, please mark the form “Nil” and

sign

14.9 PART 9: PROCUREMENT TIMELINES (FORM C5) Yes No Noted If no, indicate

deviation

14.9.1 This part of a bid documents informs bidders when the bid

process is expected to be finalised. It may not necessarily

be followed.

14.9.2 Terms of reference (TOR) are the requirements by

KZNGFA. When a proposal is submitted, a bidder must be

certain that TOR are understood and has the capacity to

offer a specified service.

Yes No Noted If no, indicate

14.10 PART 10: ANNEXURES deviation

14.10.1 Bidders must insert all their additional annexures in part 11.

This can include professional registrations, insurances etc.

14.11 VAT Yes No Noted If no, indicate

deviation

14.11.1 KZNGFA is a VAT Vendor. Prices quoted must include VAT

(where applicable).

14.11.2 KZNGFA reserves the right to request the preferred bidder

to register for VAT if the award is anticipated to be in excess

of R1m for 12 conservative months as the VAT Act requires.

Yes No Noted If no, indicate

15 PRESENTATIONS deviation

15.1 KZNGFA reserves the right to invite bidders for

presentations before the award of the bid.

15.2 Presentation may affect the points awarded for functionality.

Yes No Noted If no, indicate

16 NEGOTIATION deviation

16.1 KZNGFA has the right to enter into negotiation with a

prospective contractor regarding any terms and conditions,

including price(s), of a proposed contract.

16.2 KZNGFA shall not be obliged to accept the lowest or any

financial offer or proposal. Furthermore, KZNGFA reserve

the right not to award the tender to highest ranking bidder

in terms of PPPFA.

16.3 All bidders will be informed whether they have been

successful or not. A contract will only be deemed to be

concluded when reduced to writing in a contract form signed

by the designated responsible person of both parties.

17 DOMICILIUM Yes No Noted If no, indicate

deviation

17.1 The parties hereto choose domicilium citandi et executandi

for all purposes of and in connection with the final contract

as follows:

Yes No Noted If no, indicate

18 COST OF BID PREPARATION deviation

18.1 Bidders shall prepare and submit a bid at their own

expense.

Yes No Noted If no, indicate

BID VALIDITY PERIOD deviation

19.1

Bid will be valid for a period of 120 working days

19.2

The bidder will hold the tender offer(s) valid for acceptance

by the employer at any time during the validity period stated

in the tender data after the closing time stated in the tender

data.

19.3

If requested by the employer, the bidder will consider

extending the validity period stated in the tender data for an

agreed additional period.

20 issue addenda

Yes No Noted If no, indicate

deviation

20.1

If necessary, KZNGFA may issue addenda that may amend

or amplify the tender documents to each tenderer during the

period from the date that tender documents are available

until seven days before the tender closing time stated in the

Tender Data. If, as a result a tenderer applies for an

extension to the closing time stated in the Tender Data, the

Employer may grant such extension and, shall then notify

those tendering entities appearing on the attendance list

20.2

Tenderers must sign the attendance list in the name of the

tendering entity. Addenda will be issued to and tenders will

be received only from those tendering entities appearing on

the attendance list

20.3

Tenderers are obliged to acknowledge, in writing, receipt of

addenda to the tender documents, which the employer may

issue.

SUBMITTING OF FRAUDULENT DOCUMENTS Yes No Noted If no, indicate

deviation

21.1

KZNGFA will disregard the bid of any bidder if that bidder or

any of its directors have abused the institution’s supply

chain management system and or committed fraud or any

other improper conduct in relation to such system.

21.2

KZNGFA will list bidders/ directors in the list of restricted

suppliers, and they will not conduct any business with an

organ of state.

GENERAL CONDITIONS OF CONTRACT (GCC) Yes No Noted If no, indicate

deviation

22.1

KZNGFA will disregard the bid of any bidder if that bidder

has not initialled and signed the GCC

Special conditions of contract (scc)

23.1

KZNGFA will disregard the bid of any bidder if that bidder

has not initialled and signed the SCC

C.4 Certificate of authority to sign a bid

The bidder must indicate the enterprise status by signing the appropriate box hereunder.

(I) (ii) (iii) (iv) (v) (vi)

Close compan sole partne co- joint

Corpor ies proprie rship operati venture /

Ation tor ve consortium

Incorporate

d

Unincorpor

ated

I/We, the undersigned, being the Member(s) of Cooperative/ Sole Owner (Sole Proprietor)/

Close Corporation/ Partners (Partnership)/ Company (Representative) or Lead Partner

(Joint Venture / Consortium), in the enterprise trading as:

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

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

hereby authorise Mr/Mrs/Ms ..........................................................................................

acting in the capacity of .................................................................................................

whose signature is .........................................................................................................

to sign all documents in connection with this bid and any contract resulting therefrom on behalf of the enterprise.

Name address signature date

(if the space provided is not enough, please list all the director in the resolution letter)

Note:

Members of the enterprise must complete this form in full according to the type of enterprise, authorising the

signatory to sign all documents in connection with this bid and any contract resulting therefrom on behalf of the

enterprise.

Note: Director/s may appoint themselves if they will be the one signing all documents in connection

with this bid and any contract resulting therefrom on behalf of the enterprise.

C.5 Procurement timelines

Procurement timeline date time

03 September 2026

RFP Release Date 10:00am

10 September 2026 Non-Compulsory briefing session and

10:00am

clarification

21 September 2026 Written questions of clarification – closing

16:00pm

date

28 September 2026

Written response to all clarifications 16:00pm

02 October 2026

Service Provider Proposals Due 11:00am

09 October 2026

Completion of Bid Evaluations 16:00pm

16 October 2026

Anticipated letter of Award 16:00pm

01 November 2026

Commencement Date 09:00am

*Indicative dates

C.6 Evaluation process & criteria

This phase consists of Mandatory and Non-Mandatory administrative compliance evaluation of all

proposals.

Evaluation process

1.1 Stage one: administration compliance

All bids duly lodged will be examined to determine

1.1.1 compliance with bidding requirements and conditions.

Bids with obvious deviations from the

requirements/conditions, will be eliminated from further

adjudication.

as PMP, PRINCE2, PMBOK, Agile, or an equivalent qualification. The individual must also have a minimum

of five (5) years’ proven experience leading the implementation of software projects. The Project

ensuring successful delivery of the Board pack system.

6.2. Technical Resource

The Technical Resource must hold a relevant IT qualification (minimum of a National Diploma or equivalent)

and relevant industry certification. The individual must have a minimum of three (3) years’ hands-on

experience in configuring, supporting and maintaining the Board pack system. The Technical Resource will

be responsible for system configuration, technical support, troubleshooting and ensuring that the platform

operates effectively.

6.3. Training Specialist

Management. The individual must have a minimum of three (3) years’ experience in delivering end-user

training in Board pack systems. This role will be responsible for conducting training sessions for relevant

users, preparing training materials and supporting user adoption during and after implementation.

business assignments. This should be evident from the company registration and

company profile.

NB: A company profile demonstrating industry experience must be provided as part

of the bidder's response.

solution (resources must have experience in implementing a similar solution).

1. Project Leader/Lead Consultant (12 points)

Attached proof of Project Management Certificate = 6 points

CV with a minimum of 5 years relevant experience = 6 points

2. Technical Resource (9 points)

IT qualification (minimum of a National Diploma or equivalent) and relevant 30

industry certifications = 4 points

CV with a minimum of 3 years’ relevant experience = 5 points

3. Training Specialist (9 points)

Attached proof of Relevant Training qualification = 4 points

CV with a minimum of 3 years’ relevant experience = 5 points

Note: Failure to attach proof of qualifications will result in a score of zero.

Failure to submit a one-page CV using C.16 Curriculum Vitae Template will

result in a score of zero.

demonstrate in the proposal how the project can be completed within a reasonable period based on the

approach to be adopted. The response on project management approach and methodology should provide

details on the following:

• Full understanding of the requirements in all aspects of the project.

• Recognisable project management methodology and approach stipulation deliverables on each phase

of the project.

• The project plan should make provisions of stage gates at the end of each phase to unlock the next

phase.

• The detailed project schedule clearly detailing major milestones.

• The project plan and approach should include training and handover of the system and the approach or

methodology on how this will be executed.

• The project plan should consider data readiness, system customisation and testing.

• The plan should detail possible risks and mitigation plans based on prior experience on common risks

when taking on such a project within the stipulated time frames (i.e. project risk register).

• Detail clear requirements and dependencies that will enable the take on of the project within the

expected time frames.

• The bidder is expected to provide the project quality assurance and risk management approach.

C.3 Conditions of bid and contract

1. The methodology does not meet any of the requirements in the scope of

work, or no methodology is provided (0 points)

2. The methodology partially meets the requirements. Limited understanding of

the scope is demonstrated. The project approach is generic, lacks clear

phase deliverables, detailed schedule, stage gates, risk register, quality

assurance framework, or integrated training and handover plan. (10 points)

3. The methodology substantially meets most requirements. A recognised

project management approach is provided with defined phases and

deliverables. The proposal includes a project schedule with key milestones, 40

stage gates, training and handover, data readiness, customisation, testing

and a risk register with mitigation actions. Some elements may lack depth,

integration, or detailed articulation. (30 points)

4. The methodology fully and comprehensively meets all requirements. It

demonstrates a clear understanding of the scope and provides a structured,

recognised methodology with defined phases, deliverables and formal stage

gates. The schedule is detailed and realistic, with clear milestones and

dependencies. Training, handover, data readiness, customisation, testing,

risk management and quality assurance are fully integrated throughout the

project lifecycle. (40 points)

C.1 Tender notice and invitation to tender 4

C.2 Introduction and terms of reference 10

C.3 Conditions of bid and contract 15

C.4 Certificate of authority to sign a bid 23

C.5 Procurement timelines 24

C.6 Evaluation process & criteria 25

C.7 Evaluation requirements 27

C.8 Tax clearance requirements 32

C.9 Bidders disclosure 33

C.10 Prefereantial points 36

C.11 General conditions of contract 40

C.12 Special conditions of contract 51

C.13 Deviations from the request for proposal 53

C.14 Bid summary and details 54

C.15 Pricing schedule 55

C.1 Tender notice and invitation to tender

KZN Growth Fund Agency (KZNGFA) seeks to appoint a Service Provider to provide electronic board meeting

system services for a period of thirty-six (36) months

engage with service providers who are equally committed to maintain high quality services and

better pricing.

controls

Total score 50

Note: Failure to obtain the minimum of 70% of the maximum score on the Demo will result in

disqualification from further evaluation. Bidders who obtain at least 35 points in stage 3 (Demo) will

proceed to Stage 4 (Pricing)

Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED ARE YOU A FOREIGN BASED REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODSSOUTH AFRICA FOR Yes No /SERVICES /WORKS OFFERED? THE GOODS [IF YES, ANSWER THE /SERVICES /WORKS [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW] OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. PART B TERMS AND CONDITIONS FOR BIDDING

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided– (not to be re-typed) or in the manner prescribed in the bid document. 1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential procurement regulations, 2017, the general conditions of contract (gcc) and, if applicable, any other special conditions of contract. 1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS SHOULD ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER OR THE REPRESENTATIVE ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ................................................... BIDDERS INFORMATION All bidders must furnish the following particulars and include it in their submission (returnable documents) Name of bidder: Trading name Company registration number - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - VAT registration number _______________________________________________________________ Workman’s compensation number - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Tax Clearance Certificate /CSD Report submitted Postal address: Street address: Telephone number: Code Number Cellular number: Facsimile number: Code Number e-Mail address: ___________________________________ In case of a joint venture, full details on joint venture members: Tax VAT Clearance Entity registration Certificate name number submitted YES / NO Tax VAT Clearance Entity registration Certificate name number submitted YES / NO Tax VAT Clearance Entity registration Certificate name number submitted YES / NO Name of contracting entity in case of a consortium/joint venture Entity name: Postal address: Street address: Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this bid Name and Surname Telephone number: Code Number Cellular number: Facsimile number: Code Number e-Mail address: Contact details of alternative responsible person who will act on behalf of the person above should he/she not be available Name and Surname Telephone number: Code Number Cellular number: Facsimile number: Code Number e-Mail address: Confirmation Are you the accredited representative in South Africa for the services offered by you: YES / NO Bids will only be compliant if bidder has submitted the following documents

The bidder must be registered as a vendor on the National Treasury Central Supply Database (CSD), which can be found at https://secure.csd.gov.za/ in compliance with National Treasury compliance paragraph 4.2 with instruction note 4a of 2016/2017

Fully completed and signed SBD 1 and SBD 6.1

Fully completed and signed SBD 4 - A fully completed bidders disclosure indicating that there are no conflicts of interest which may impact on the tenderer’s ability to perform the contract in the best interests of the employer; Or that none of its directors/shareholders is listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector;

Respondent must provide a Valid OEM (original equipment manufacturer) reseller letter or certificate if they are not the OEM of the proposed solution Failure to complete and/or provide any mandatory information as requested above will result in the submission being deemed non-responsive. 1.2 STAGE TWO AND THREE: FUNCTIONALITY REQUIREMENTS AND DEMO 1.2.1 Responsive bids will be evaluated according to the criteria, weightings and threshold scores as indicated below. 1.3 ADJUDICATION OF BID 1.3.1 The Bid Adjudication Committee will consider the recommendations and make the final award. 1.3.2 The bid shall be awarded at the sole and absolute discretion of KZNGFA. KZNGFA hereby represents that it is not obliged to award this bid to any bidder. KZNGFA is entitled to retract this bid at any time as from the date of issue. KZNGFA is not obliged to award this bid to the bidder that quotes the lowest. 1.3.3 A bidder shall be disqualified from bidding if any attempt is made either directly to solicit and/or canvass any information from any employee or agent of KZNGFA regarding this bid from the date the offer is submitted until the date of award of the bid. 1.4 Awarding of contract 1.4.1 KZNGFA reserves the right to award this bid in full or part C.7 EVALUATION REQUIREMENTS STAGE 2 - FUNCTIONALITY REQUIREMENTS About Functionality Requirements, being stage 2 of the evaluation process, the following criteria and the associated weightings will be applicable: No. FUNCTIONAL EVALUATION CRITERIA Weight

PREVIOUS INDUSTRY EXPERIENCE The bidder must provide reference letters relating to the scope of work for this RFP, demonstrating experience in having provided work of a similar nature by submitting three reference letters from clients for current and/or completed projects of a similar nature and value. Points will be allocated as follows

1 reference Letter – 10 points

2 reference Letters – 20 points

3 reference Letters – 30 points NB: Reference letters must be on the client’s letterhead, dated, and signed by the client, not older than 5 years. Containing contact information such as email address, telephone/cell phone number, and name of signatory, and confirmation of work done. Note – The KZNGFA reserves the right to verify all reference letters. The bidder should have relevant industry experience and expertise in similar business assignments. This should be evident from the company registration and company profile. NB: A company profile demonstrating industry experience must be provided as part of the bidder's response.

KEY PERSONNEL/RESOURCES EXPERIENCE Evaluation of skills and experience of resources responsible for implementing the solution (resources must have experience in implementing a similar solution).

Project Leader/Lead Consultant (12 points) Attached proof of Project Management Certificate = 6 points CV with a minimum of 5 years relevant experience = 6 points

Technical Resource (9 points) IT qualification (minimum of a National Diploma or equivalent) and relevant 30 industry certifications = 4 points CV with a minimum of 3 years’ relevant experience = 5 points

Training Specialist (9 points) Attached proof of Relevant Training qualification = 4 points CV with a minimum of 3 years’ relevant experience = 5 points Note: Failure to attach proof of qualifications will result in a score of zero. Failure to submit a one-page CV using C.16 Curriculum Vitae Template will result in a score of zero. No. FUNCTIONAL EVALUATION CRITERIA Weight

PROJECT PLAN AND METHODOLOGY The methodology fully and comprehensively meets all requirements

The methodology does not meet any of the requirements in the scope of work, or no methodology is provided (0 points)

The methodology partially meets the requirements. Limited understanding of the scope is demonstrated. The project approach is generic, lacks clear phase deliverables, detailed schedule, stage gates, risk register, quality assurance framework, or integrated training and handover plan. (10 points)

The methodology substantially meets most requirements. A recognised project management approach is provided with defined phases and deliverables. The proposal includes a project schedule with key milestones, 40 stage gates, training and handover, data readiness, customisation, testing and a risk register with mitigation actions. Some elements may lack depth, integration, or detailed articulation. (30 points)

The methodology fully and comprehensively meets all requirements. It demonstrates a clear understanding of the scope and provides a structured, recognised methodology with defined phases, deliverables and formal stage gates. The schedule is detailed and realistic, with clear milestones and dependencies. Training, handover, data readiness, customisation, testing, risk management and quality assurance are fully integrated throughout the project lifecycle. (40 points) 100 TOTAL Note: Failure to obtain the minimum of 70% of the maximum score on functionality will result in disqualification from further evaluation. Bidders who obtain at least 70 points in stage 2 (Functionality) will proceed to Stage 3 (demo presentations) STAGE 3: DEMO PRESENTATION Bidders that meet the functionality/ technical criteria will be invited to give a demo presentation in order to assist the organisation to find a suitable solution. Bidders must achieve a minimum qualifying score of 70 points (70%) in the presentation of a demo to be further evaluated Bidders must demonstrate their proposed solution by setting up a mock environment that allows KZNGFA representatives to walkthrough the functionality of the solution. The following key solution functionality must be demonstrated by the bidder: Demo Presentation Functional requirements Weighted score Ease of navigation The system should have a clear interface with clear menus, logical workflows and easily accessible features to allow users to navigate the system with ease. System demonstration Provide a clear demonstration of all the elements as defined in the scope of work/services The required board meeting system should: Description POINTS

Cater access for 30 users, comprising Non- Executive and Executive Management, Senior Managers, and system administrators.

Be able to fully facilitate the virtual and electronic record-keeping and distribution of Board meeting reports to all devices, including but not limited to mobile platforms, and should also support most modern web browsers to ease the logistics of compiling the packs and improve overall governance within the KZNGFA.

Be securely accessible by all users from any location and should support strong security 40 features such as encryption or two-phase authentication. The system must be capable of providing enhanced security tools like remote locking.

Allowing seamless virtual scheduling of meetings through an online, collaborative meeting space where you can include venue maps, agendas, attendee lists, meeting 2 minutes, pre-and post-meeting actions, and add related documents, integration of capabilities with Microsoft Teams

Provide for a function that allows one to easily collate meeting documents, including agendas, index, minutes, dividers, and page numbering, into one file.

Allow all the system users to perform annotations (highlight text, make notes, 2 etc.), complete questionnaires, ask questions, vote, and sign off documents on their meeting packs, with or without Wi-Fi.

Provide a centralised, collaborative platform where everyone can access and contribute to good decision-making by capturing all 2 decisions made and making it easy to conduct surveys.

Allow Board members to use its functions and content both online and offline and provide Board members with full access to minutes and resolutions.

Customizable permissions for data access can be personalised down to the document level and user level to improve privacy and security.

The system should have the ability to create virtual rooms for board committees or smaller groups to allow secure collaboration before and after meetings.

B-BBEE Details: ubmitted via email to [email protected]

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Sijabulile Ntshangase CONTACT PERSON Thulisile Nxumalo

Telephone number 031 372 3720 telephone number 031 372 3720

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier tax compliance central

Compliance status system pin: supplier

Or

Database

No: MAAA

B-bbee status tick applicable box] b-bbee status level sworn [tick applicable box]

Level verification affidavit

Certificate

Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN

Order to qualify for preference points for b-bbee]

Are you the

Accredited

Are you a foreign based

REPRESENTATIVE IN Yes No

SUPPLIER FOR THE GOODSSOUTH AFRICA FOR Yes No

/Services /works offered?

The goods [if yes, answer the

/Services /works [if yes enclose proof] questionnaire below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status system pin code

From the south african revenue service (SARS) and if not register as per 2.3 Below.

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be deli

and efficiency by adopting best purchasing practices in supply chain management, ensuring that open and fair

competition has prevailed, with due regard being given to the importance of:

a) The promotion, development and support of businesses from disadvantaged communities (small,

medium, micro enterprises, as well as established businesses within those communities) in terms of

its B-BBEE Policy.

b) The promotion of national and regional local service providers and agents before considering

overseas service providers; and;

c) The development, promotion and support for the moral values that underpin the above, in terms of

the Fund’s Business Ethics and Guidelines which requires that all commercial conduct be based on

ethical and moral values and sound business practice. This value system governs all commercial

behaviour within the Fund.

service providers. We strive for continuous improvement in our critical business areas and seek to establish

relationships with service providers that are equally passionate in their quest for better quality, price and

service.

1. Purpose

KZN Growth Fund Agency (KZNGFA) seeks to appoint a suitably qualified service providers to submit

proposals for the provision of an electronic board Management system (software and license subscription)

for the KZNGFA for a period of 36 (thirty-six) months.

2. Background

Kwazulu-Natal Growth Fund Agency (KZNGFA) is an Agency, established and capitalised by the

value and efficiency by adopting best purchasing practices in supply chain management, ensuring that

open and fair competition has prevailed, with due regard being given to the importance of:

3.1.1. The promotion, development and support of businesses from disadvantaged communities

(small, medium, micro enterprises, as well as established businesses within those communities)

in terms of its BEE Policy.

3.1.2. The promotion of national and regional local service providers and agents before considering

overseas service provideand;4.1.3The development, promotion and support for the moral values

that underpin the above, in terms of KZNGFA Business Ethics and Guidelines which requires

that all commercial conduct be based on ethical and moral values and sound business practice.

5.2.2 Be able to fully facilitate the virtual and electronic record-keeping and distribution of Board

meeting reports to all devices, including but not limited to mobile platforms, and should also

support most modern web browsers to ease the logistics of compiling the packs and improve

overall governance within the KZNGFA.

5.2.3 Be securely accessible by all users from any location and should support strong security features

such as encryption or two-phase authentication. The system must be capable of providing

enhanced security tools like remote locking.

5.2.4 Allowing seamless virtual scheduling of meetings through an online, collaborative meeting space

where you can include venue maps, agendas, attendee lists, meeting minutes, pre-and post-

meeting actions, and add related documents, integration of capabilities with Microsoft Teams

5.2.5 Provide for a function that allows one to easily collate meeting documents, including agendas,

index, minutes, dividers, and page numbering, into one file.

5.2.6 Allow all the system users to perform annotations (highlight text, make notes, etc.), complete

questionnaires, ask questions, vote, and sign off documents on their meeting packs, with or

without Internet connectivity.

5.2.7 Provide a centralised, collaborative platform where everyone can access and contribute to good

decision-making by capturing all decisions made and making it easy to conduct surveys.

5.2.8 Allow Board members to use its functions and content both online and offline and provide Board

members with full access to minutes and resolutions.

5.2.9 Customizable permissions for data access can be personalised down to the document level and

user level to improve privacy and security.

5.2.10 The system should have the ability to create virtual rooms for board committees or smaller groups

to allow secure collaboration before and after meetings.

5.2.11 The System must have data migration capabilities. Migration of data from old system to new

system and support during migration to ensure data integrity.

5.3 Through the deployment of this system, the KZNGFA wishes to achieve the following benefits:

5.3.1 Administrative time and cost saving,

5.3.2 Instant and secure distribution of meeting packs,

5.3.3 Collaborative, engaging, and easier to manage meetings,

5.3.4 Apps available for Apple, Android, and Windows devices,

5.3.5 Mitigation of risks through procedures, and

5.3.6 Transparency in decision-making procedures.

from these requirements are offered and the reason

therefore. If an explanatory note is provided, the

paragraph reference must be attached as an appendix to

the bid submission. Bids not completed in the manner

prescribed may be considered incomplete and rejected.

those tendering entities appearing on the attendance list

20.2

tendering entity. Addenda will be issued to and tenders will

be received only from those tendering entities appearing on

the attendance list

20.3

prescribed in accordance with the requirements as set out in the bid document. The prices quoted in this bid

are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm

that this bid will remain binding upon us and may be accepted by you at any time before the expiry date.

Are you duly authorised to commit the bidder: YES / NO

SIGNATURE: ..................................................................of person authorised to sign the tender)

C.2 Introduction and terms of reference

KZN Growth Fund Agency (KZNFGA) was set up in 2008 as an initiate of the KZN Government’s Department

of Economic Development, Tourism and Environmental Affairs (EDTEA) to administer a unique public private

partnership that would unlock funding gaps in transitions that would create jobs, enable and promote BBEE

participation in business and growth in the economy. On the 24 May 2024 the KwaZulu-Natal Growth Fund

Agency Act was signed into law and the KZN Growth Fund Trust became a 3D Entity now called

the KZN Growth Fund Agency (KZNGFA).