APPOINTMENT OF A SERVICE PROVIDER FOR ELECTRONIC BOARD MEETING SYSTEM SERVICES FOR A PERIOD OF THIRTY-SIX (36) MONTHSClosed

Overview

Appointment of a service provider to supply an electronic board meeting system (software, licenses and related services) for a 36-month period. Ideal bidders are IT/software firms with board governance, document management, security, data migration, and Microsoft Teams integration experience; must have project management certification (e.g., PMP/PRINCE2/PMBOK/Agile) and relevant IT qualifications, SARS Tax Compliance PIN, and CSD registration. If not the OEM, provide an OEM reseller letter; comply with BBBEE requirements.

Requirements

• Proven experience in implementing board-management systems with 30-plus user access and offline/online functionality.
• Compliance with tax and supplier databases: valid SARS Tax Clearance PIN and CSD registration; submit related certificates.
• Mandatory documents: completed SBD forms (at least SBD1, SBD4, SBD6.1) and a B-BBEE certificate or sworn affidavit.
• OEM requirement: deliver a reseller letter/certificate if not the OEM (failure to provide may disqualify).
• Team qualifications: Project Leader with PM certification and 5+ years’ project experience; Technical Resource with IT qualification and 3+ years’ board-pack experience; Training Specialist with training/change-management credentials.
• Security and data: encryption, two-factor authentication, data migration, certificate management, and information-classification controls.
• Confidentiality, non-collusion, and adherence to GCC/SCC; comply with procurement timelines and addenda.
• Demonstrable references: minimum three relevant reference letters; capability for data migration and MS Teams integration.

How to Apply

• Submission deadline: 02 October 2026, 11:00 (via email to scm@kzngf.co.za). See (RFP for Electronic Board Meeting System Final .pdf..pdf) for details.
• Briefing: non-compulsory briefing on 10 September 2026 at 10:00 via Microsoft Teams (join link on tender notice).
• Documents to submit: official bid responses on provided forms; CSD/National Treasury documents; OEM letter if not OEM; Tax Clearance PIN; BBBEE documentation; pricing schedule; project plan and references (see Part 6/7 in the tender pack).
• Submissions must use the official forms; no late tenders; quotations may be issued addenda (acknowledge receipt).
• Where to obtain documents: via eTenders and the KZNGFA website; reference the pricing schedule and annexures as required (see C.1–C.6 sections in the bid pack).