APPOINTMENT OF A SERVICE PROVIDER FOR PROVISION OF AI-POWERED MINUTE-TAKING SOFTWARE, LICENSES, SUPPORT, AND SECURE TENANCY MANAGEMENT FOR A PERIOD OF THIRTY-SIX (36) MONTHS.Closed

Overview

The Mine Health and Safety Council seeks to appoint a service provider to supply AI-powered minute-taking software, licenses, support, and secure tenancy management for 36 months. The solution must support 35 users (scalable to 65), real-time transcription with speaker ID, automated summarisation, and action-item extraction, with private processing within MHSC’s tenant or on-premise. Vendors should have ISO/IEC 27001 or SOC 2 Type II, be a certified partner of the proposed software, ensure SA data residency/POPIA compliance, and integrate with Teams/Zoom (Google Meet optional). (RFQ 2576 - AI Powered Minute Taking Software for 36 months.pdf)

Requirements

• AI Minute-Taking software licenses for 35 users (scalable to 65) with real-time transcription, summarisation, action-item extraction, speaker identification, RBAC, SSO, and secure deployment.
• Secure AI processing within MHSC’s dedicated tenant or on-premise; no data sharing with external AI models or training of vendor models.
• POPIA compliance and SA data residency; DPA documenting obligations.
• Tenancy management, onboarding/offboarding, policy updates, security patching, monitoring, and compliance reporting.
• Integration with Microsoft Teams and Zoom (Google Meet optional); training for MHSC staff; ongoing technical support.
• Compliance: data processed/stored within MHSC, certified partner status for the software, ISO/IEC 27001 or SOC 2 Type II, and evidence of SA residency.
• Training: once-off training for 4 MHSC ICT staff; support SLAs; monthly health/security/compliance reporting.
• Mandatory documents: certified software partner proof; CSD registration; SARS tax PIN or CSD number; pricing on SBD 3; SBD1/4/6.1 as applicable.

How to Apply

• Deadline: 09 September 2026 at 11:00; submit electronically to ebids@mhsc.org.za (RFQ 2576) (RFQ PDF).
• Documents to submit: fully completed SBD1; Bidders’ Disclosure (SBD4); SBD6.1 (specific-goals); fully completed Pricing Schedule (SBD3); proof of CSD registration; Tax PIN or CSD supplier number; certified partner certificate; evidence of ISO27001 or SOC 2 Type II; DPA/PIA documentation.
• Registrations: ensure Tax Compliance PIN with SARS or CSD number.
• Clarifications: requests in writing to ebids@mhsc.org.za.
• Bid documents: refer to MHSC RFQ package; pricing must be in SBD3 and valid for 30 days from closure.
• Note: award is via official MHSC purchase order; no work before PO. (RFQ 2576...)