Incident management solution for saps: client-server system with 60% technical threshold, 80/20 or 90/10 preference points, and 10% performance security

Closing date: 22 September 2026 at 11:00. A non-compulsory virtual briefing session will be held; the date and venue are not stated in the document. Bidders must sign the briefing session attendance register.

Bids must be submitted as stated in the Invitation to Bid Document. Bidders must complete all SBD documents required in the Invitation to Bid. The costing proposal must be submitted in Excel spreadsheet format, with the reference page(s) indicated in both the proposal and SBD 1 form. Bidders must complete and sign the Declaration of Acceptance for Special Conditions of Contract, marking either ACCEPT ALL or DO NOT ACCEPT ALL; failure to mark will be treated as DO NOT ACCEPT ALL and the bid will be disqualified. Bidders must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response; evidence that cannot be located may be treated as NOT COMPLY. Bidders must not set counter conditions; amendments to bid conditions may invalidate the bid. Bidders must complete the MIOS Certification Requirements in Annex B, providing independent certificates for YES answers or sufficient motivation for N/A answers; an empty declaration or unmotivated N/A will be treated as a NO and considered non-compliant. Bidders must complete all questions in Annex C (Third-Party Risk Management Assessment) and attach it; failure to complete all questions or accept the declaration results in disqualification. Bidders must complete and sign Annex B: Addendum 1 (Technical/Product Functional Requirements) and attach it; failure to comply fully results in disqualification. Bidders must complete Table 16 (References) fully and provide reference letter(s) on referee company letterhead; failure to submit reference letters or complete the table fully results in disqualification. Bidders must sign the briefing session attendance register using the same information (bidder company name, representative name, contact details) as submitted in the bid response. Bids must be submitted by the closing time; late bids are not accepted.

The bid evaluation consists of six stages; a bidder must qualify at each stage to proceed to the next. Stage 1 (Mandatory Administrative Responsiveness): attendance of the non-compulsory virtual briefing session (signing the attendance register) and registration on the Central Supplier Database (CSD). Stage 2 (Technical Mandatory Requirements): bidders must comply with ALL technical mandatory requirements by providing substantiating evidence; non-compliance results in NOT COMPLY and disqualification. Stage 3 (Technical Functionality Evaluation): bidders must complete all technical functionality requirements and provide substantiating evidence with unique reference numbers. Each requirement is scored on a rating scale; the bid must achieve a minimum threshold of 60% for each technical functionality section, failing which the bid is disqualified. Stage 4 (Demonstration/Presentation/Proof of Concept): only bids passing previous stages proceed. The live POC demonstration will be done on site where the system is currently running. Each POC requirement is scored; bidders must achieve at least 60% for each POC section and a cumulative minimum threshold of 60% to proceed. Stage 4 also includes Special Conditions of Contract verification; bidders must accept ALL Special Conditions of Contract by signing the Declaration of Acceptance, failing which the bid is disqualified. Stage 6 (Costing and Preference Points Evaluation): the 80/20 system (80 price, 20 specific goals) applies if the lowest acceptable bid price is up to and including R50 000 000 (all taxes included); the 90/10 system (90 price, 10 specific goals) applies if the lowest acceptable bid price is above R50 000 000. SITA reserves the right to apply either system based on the lowest acceptable bid price. Points are allocated for price and preference points for specific goals as per Table 13. Bidders must complete either the 80/20 or 90/10 preference point system based on their offer and submit proof of documentation to claim preference points; failure to submit proof means preference points are not claimed. Bidders must sustain or improve their B-BBEE level for the duration of the contract. Performance of preference goal requirements is determined annually; bidders must submit a preference status report within 30 days of the yearly anniversary of the contract. SITA may impose a penalty of 1% of the overall annual spend for the prior year if the bidder fails to comply with preference goal requirements. SITA reserves the right to verify all information provided and to conduct due diligence, including site visits, prior to award or during the contract; misrepresentation may disqualify the bid or contract.

The scope of work includes: project managing the Incident Management Solution for SAPS; supplying, architecting, designing, developing, integrating, migrating, installing, configuring and testing the solution to replace existing incident registration and management systems; transferring skills to SITA to enable maintenance and support; developing the technical architecture and catalogue of technologies, devices and licenses; developing a migration strategy and migrating from existing systems; developing an implementation and rollout strategy; developing training material and providing train-the-trainer training; production deployment; implementation and rollout; and all project and product documentation. Post go-live support and maintenance is required for a period of 3 months, including resolving specified technology and performance defects and transferring skills to SITA maintenance and support teams. Exclusions: providing the network, infrastructure, server, operating system and database on which the solution runs; decommissioning of existing services; and data cleansing and standardisation. Delivery addresses: SITA Centurion, John Vorster Drive, Centurion, 0157; SITA Numerus, 35 Hamilton Street, Arcadia, Pretoria, 0001; and twenty (20) Emergency Command Centres (10111) across the nine provinces. The solution must be deployed on the SAPS network using similar architecture to the current client-server-based distributed architecture. The current client development infrastructure is Java and Microsoft; current database environment is Oracle and Microsoft SQL; current platform includes Linux, Z/Linux, Windows Server, IBM z/OS and Oracle SOLARIS; application servers include IBM WAS, Oracle WebLogic and Microsoft IIS; integration uses MQ and IBM Integration Bus; cloud-based services use SITA GPCE (Government Private Cloud Ecosystem). All centrally hosted solution and software components must be installed on the SAPS Private Cloud hosted by SITA. Functional components required: system administration, security access administration, signing on/off shifts, incident registration, dispatching incidents, rendering support to patrol vehicles, result of incident, updating existing incidents, system integration, reports and statistics, and help functionality. Non-functional requirements: high availability (24/7/365, eliminate single points of failure, detect failures, application redundancy); secure data communication (data encryption); compliance with MIOS and POPIA; usability (user friendly, easy to navigate, informative errors, spelling and grammar check); integration with PERSAL, CAS/ICDMS, Circulation, Firearms, Second Hand Goods, PABX, IP Telephone, fleet management (AVL), PVS, ENATIS, ANPR and video streaming; voice logger integration linked to Incident Number; integration with SAPS radios/TETRA network; integration with SAPS approved social media platforms and mobile applications such as MySAPS Mobile App; inter-agency integration with EMS, Disaster Management, GTP, NTP and Metropolitan Police Departments; and seamless future integration into SAPS legacy or external systems. The solution must be web-enabled, with printable documentation, audit trail and version control, and data migration capability (including historical incident data from CAS/ICDMS). Accessibility via PERSAL number and password, through laptops, desktops and mobile devices, supporting web browsers and operating systems in line with SAPS IS/ICT security policy (Policy No 4 of 2016). Performance: search results displayed within five (5) seconds; automatic timeout after five (5) minutes of inactivity; real-time updates; handle large volumes of data. Efficiency: auto save facility; on power or network failure, display message and save work up to that point in a log file. Archiving: data moved for archiving in compliance with regulations and policy. Security: securely configured against hacking, threats, vulnerabilities, aligned to Minimum Information Security Standard (MISS); user authentication mandatory; user-based and role-based access control. Hosting and networking services handled by SITA in line with Service Level Agreement. Deployment in all nine provinces with remote deployment tool. Maintenance: alert when updates due, allow postponement, scheduled/planned downtime with minimum disruption. Dashboard: glance view of KPIs related to incident management, graphically presented. Install ability: easy and simple setup. Training: train-the-trainer model and electronic user guides. Migration requirements: one year of historical data for the twenty (20) Emergency Command Centres (10111) currently stored locally on servers at SAPS switching centres; the period will be increased to two years of historical data in the solution. Data must be migrated with ease, including historical incident and patrol vehicle data. Project delivery: Agile development methodology of SDLC must be used. The successful bidder must establish a formal project and governance structure, including Project Stakeholder Terms of Reference, Project Charter, Project Schedule with milestones, Project Issue and Risk Logs, Project Status Reports, Project Payment Schedule, Project Change Log, and Project Closeout Report. Deliverables include Business Requirement Specification, Conceptual designs with all related architectures, Functional System Design Specification, Technical Design Specification, Test strategy, test cases and test scenarios, and Integration specifications. Quality: project and solution products must be approved or signed off by SITA, SAPS and the bidder where required; SITA/SAPS quality assurance must be complied with.

All quoted prices must be the total price for the entire scope of required services and deliverables. The cost of delivery, labour, S&T, overtime, etc. must be included in the bid. All additional costs must be clearly specified. The bidder must include their Costing Proposal in Excel spreadsheet format, divided into categories as per the bid specification, and indicate the reference page(s) in both the proposal and SBD 1 form. The bidder must provide the TOTAL BID PRICE for the duration of the contract, indicating the Local Price and Foreign Price. Local Price means the portion of the TOTAL price NOT dependent on the Foreign Rate of Exchange (ROE); Foreign Price means the portion dependent on the ROE. Bidders must use the exchange rate provided in the bid specification to enable comparison of prices; ROE fluctuation will only be applied to the specific foreign component, with details negotiated during contracting. SITA reserves the right to negotiate pricing with the successful bidder prior to award as well as envisaged quantities. Performance security: the successful bidder must provide to SITA within 30 days after award of the contract a performance security to the amount of at least 10% of the bid price. SITA reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services.

Bidders must be registered as a Supplier on National Treasury's Central Supplier Database (CSD) in terms of National Treasury's Instruction Note 4A of 2016/17; only responses from registered bidders will be considered for award. Bidders must complete all SBD documents as stated in the Invitation to Bid Document. Bidders must be an Original Equipment Manufacturer (OEM)/Original Software Manufacturer (OSM) or an Accredited Reseller/Partner/Distributor for the provision of an Incident Management Solution, with valid documentation (letter/certificate/license) as proof; OEMs/OSMs using a reseller model are not eligible to participate. Bidders must complete and submit the MIOS Certification Requirements in Annex B, with independent certificates for YES answers or sufficient motivation for N/A answers; an empty declaration or unmotivated N/A will be treated as a NO and considered non-compliant. Bidders must provide at least one reference letter from a customer to whom an Incident Management Solution was provided, including installation, maintenance and support, with full contact details, project scope, and project start and end dates; the reference letter must be on the referee's company letterhead. Bidders must complete and sign the Declaration of Acceptance for all Special Conditions of Contract; failure results in disqualification. Bidders must complete all questions in Annex C (Third-Party Risk Management Assessment) and accept the declaration; failure results in disqualification. Bidders must complete and sign Annex B: Addendum 1 (Technical/Product Functional Requirements); failure to comply fully results in disqualification. Bidders must comply with ISO/IEC General Quality Standards, ISO 9001, ISO 27001, POPIA, SANS 10222-2, and Government Minimum Interoperability Standards (MIOS) for the duration of the contract. Bidders must provide a compliant Occupational Health and Safety File (required on site for period of installation and proof of compliance). Company security screening: the supplier may be required to undergo a company security screening conducted by the State Security Agency (SSA); documentation required includes copy of company registration documentation, copy(ies) of identity documentation of Director(s), Member(s) or Trustee(s), and copy of valid tax clearance certificate. Security suitability check for individuals: SITA may require employees to be subjected to a security suitability check; documentation includes copy of identity document, copy(ies) of qualification(s) if required, fingerprints, and signed consent form for background checks. Security clearance: a security clearance issued by SSA or Defence Intelligence (DI) is required if any employee will have or may gain access to classified information; the level (Confidential, Secret or Top Secret) is determined at SITA's sole discretion. Bidder personnel working with information related to NATIONAL SECURITY must have a valid South African security clearance or must apply within 30 days of the signed contract for a security clearance to the level of CONFIDENTIAL at the bidder's expense; as an interim, an oath of secrecy must be signed. Bidders must sign a non-disclosure agreement regarding Confidential Information before commencement of the contract. Bidders must have valid tax clearance certificates for themselves and any subcontractors. Bidders must not engage in fronting; SITA may investigate and disqualify or restrict bidders for up to 10 years. Bidders must have written business continuity and disaster recovery plans. Sub-contracting: for contracts above R50m, an organ of state must apply sub-contracting to advance designated groups (black SMMEs, EMEs and QSEs); the sub-contracting feasibility and percentage will be negotiated at contracting stage. Bidders must complete the Declaration of Acceptance for Special Conditions of Contract, marking either ACCEPT ALL or DO NOT ACCEPT ALL; failure to mark will be treated as DO NOT ACCEPT ALL and the bid will be disqualified. Bidders must not set counter conditions; amendments to bid conditions may invalidate the bid.