REQUEST FOR QUOTATION FOR THE PROVISION OF DIGITAL MEETING MANAGEMENT SOFTWARE (BOARD MANAGEMENT SOFTWARE) FOR RAND WATERClosed

Overview

RFQ for provision of digital meeting management software (board management software) for Rand Water is open to vendors delivering cloud-based board portals with SA-hosted data, POPIA compliance, and governance-focused features. Ideal bidders have board portal SaaS products, experience with multi-board governance, strong security (MFA, audit trails), Outlook calendar integration, document/version control, e-signatures, branding aligned to Rand Water, and robust SLAs. The award is limited to a maximum of one supplier.

Requirements

• Cloud-based board management software with subscription license, multi-board support, mobile-access, and full governance workflow features.

• Data hosted within South Africa; POPIA-compliant; secure communications; regular security updates; audit trails; MFA; electronic signatures support.

• OEM certificate/letter; Data Hosting Affidavit (Annexure B); live demonstration of functionality (per Annexure A); strong references; adequate HR capacity.

• Pricing must cover on-site work, travel to Glenvista, and data exit; 12-month support/SLA; 24/7 availability; disaster recovery; integration with Rand Water archiving.

• Returnable documents due: SBD 4 (Declaration of Interest), Company Resolution Letter, COIDA Good Standing, SANAS B-BBEE certificate or sworn affidavit (or dtic B-BBEE for EMEs/QSEs).

• Responses must meet at least 70% to be evaluated; price weighting 80/20; up to 1 supplier awarded.

How to Apply

• Closing: 30 July 2026 at 23:59 (RFQ 10416930) (see RFQ document).
• Submissions to: nmkhabel@randwater.co.za and nradebe@randwater.co.za (official forms only).
• Documents to submit (where applicable, see RFQ): SBD 4, Company Resolution, COIDA Good Standing, SANAS B-BBEE certificate or sworn affidavit (EMEs/QSEs) or dtic B-BBEE, Annexure A completed (Board Portal – Annexure A), Data Hosting Affidavit (Annexure B), Pricing Schedule (including on-site travel and data exit), OEM certificate.
• Briefing: Non-compulsory; none specified in RFQ (documented clarifications may be issued up to 1 day before closing).
• Clarifications/Addenda: Rand Water may issue clarifications or extend closing up to one day before the closing date (via official channels).
• Documents attached: Annexure A (Board Portal functionality) and Data Hosting Affidavit Annexure B (reference to SA hosting) are part of the package (see RFQ 10416930).