Implementation and Support of the Meeting Management Tool

Overview

This tender seeks the implementation and ongoing support of the Meeting Management Tool for Sasria SOC Ltd to replace BoardPAC and manage Board/EXCO/Committee packs, under a 36-month contract with an option to extend 24 months. Bidders should have proven SA-based delivery of enterprise meeting-management solutions, with MS 365/Entra ID integration, cloud deployment, data migration, robust audit trails, encryption, and POPIA/compliance capabilities. Proposals must include migration, service levels, and an exit/transition plan. Submissions are via Sasria’s Online Tender Portal (RFP.2026.33) by 11 November 2026, 12:00, with a 150-day validity.

Requirements

• Proof of tax compliance (CSD) and valid B-BBEE certificate or sworn affidavit (or QSE/EME equivalents).
• OEM accreditation letter confirming ownership or SA-based authorized reseller of the proposed Meeting Management Tool.
• Completion and submission of required bid documents (SBD 1, SBD 4, SBD 6.1) plus Annexures A–D; confidentiality NDA (Annexure A) included.
• Demonstrated end-to-end capability: design, migration, MS 365/SharePoint/Entra ID integration, SSO, cloud deployment, security, auditability, retention, and exit provisions.
• Minimum three client reference letters for similar implementations (within 5 years).
• Transformation goals: partnerships with black-owned entities (51%+) or subcontracting arrangements; consolidated B-BBEE scorecard where applicable.
• Data security and privacy: POPIA compliance, encryption, audit logs, DR/BCP, and explicit data exit provisions.

How to Apply

• Submission deadline: 11 November 2026 at 12:00 via Sasria Online Tender Portal (RFP).
• Registration: Register on the Online Tender Portal before closing; queries to Procurement@sasria.co.za.
• Documents to submit: Part 5 (Technical Proposal) and Part 4 (Financial Proposal) plus Schedule 1–4, Annexures A–D, SBD 1/4/6.1; CSD/B-BBEE documents; shareholder information.
• OEM accreditation: Include SA-based OEM accreditation letter (Phase 1).
• Portal specifics: electronic submissions only; max 4MB per file and 30MB per schedule; all four Schedules must be completed.
• Queries: last enquiry date 04 Nov 2026; responses by 06 Nov 2026 (via portal).
• Notes: the bid validity is 150 days; start after contract signing; implementation targeted within 1–2 months, Go-live by month 3. Briefing details are not specified in the excerpt; use the portal for updates (RFP PDF).