APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE AN ELECTRONIC DOCUMENTClosed

Overview

MQA seeks an end-to-end Electronic Document and Records Management System (EDRMS) implementation, including digitisation, governance, security, and AI capabilities, within a 3-year contract. Suitable bidders are experienced EDRMS providers with strong records management, NARSSA/POPIA compliance, and ISO27001 capabilities; must support data sovereignty in South Africa and integrate with current and future MQA systems.

Requirements

• Deliver governance framework: Records Management Policy, File Plan, Registry Procedure Manual.
• Digitise and migrate records: full digitisation, offsite storage preparation, destruction certificates per NARSSA, record tracking system.
• Physical Records Management: registry design, SOPs, secure zones, logbooks, lifecycle-based storage.
• EDRMS development: classification, version control, audit trails, RBAC, SSO/MFA, retention/disposal automation, external access.
• System capabilities: metadata-rich search, AI assistant, dashboards, reporting, seamless migration from SharePoint/OneDrive, NARSSA and MISS compliance.
• Security & Signatures: robust security, electronic signatures, audit trails, data sovereignty in SA.
• Training, support, and project management: user training, manuals, post-implementation support, comprehensive project plan.
• Mandatory documentation (Phase 1–2): CSD registration, valid tax clearance or PIN, B-BBEE, SBD forms; NARSSA assessment letter and ISO/IEC 27001 certificate (Phase 2).

How to Apply

• Submission deadline: 7 August 2026 at 11:00. Submit electronically to tenders@MQA.org.za; hard-copy bid box submission at MQA Head Office is also referenced.
• Briefing: non-mandatory briefing on 17 July 2026 at 10:00 (Microsoft Teams; details in tender docs).
• Documents to submit: SBD1 (Invitation to Bid), SBD3.3 (Pricing Schedule), SBD4 (Declaration of Interests), SBD6.1 (Preference Points). Include CSD registration, Tax Clearance, B-BBEE, and pricing schedules.
• Attachments you should review (in pack): TOR_EDRMS.pdf, GCC, SBD templates (SBD1, SBD3.3, SBD4, SBD6.1), CV and Reference Letter templates.
• Pre-qualifications: NARSSA suitability letter; ISO/IEC 27001 certificate.
• Where to obtain documents: in the attached tender pack (EDRMS TOR, GCC, SBD forms, pricing schedule).