Objectives

The primary objective is to appoint a qualified service provider to supply, install, license, maintain, and provide ongoing technical support for a BoardPack software solution tailored to the governance and operational requirements of the South African National Biodiversity Institute.

Scope

The engagement encompasses the complete lifecycle implementation of the BoardPack platform. This includes system installation, software licensing, configuration for secure board-level documentation management, and long-term maintenance and support. The solution will enable the efficient creation, distribution, version control, and archiving of board agendas, minutes, and related reports.

Technical Requirements

• Submission of a comprehensive project plan outlining rollout strategy, resource allocation, risk identification, and mitigation measures.
• Clear documentation of the proposed implementation methodology, technical techniques, and quality assurance protocols.
• Detailed project implementation schedule specifying milestones, deliverables, outputs, and performance assessment criteria.
• Fully inclusive pricing covering all applicable taxes, transport, licensing, and support costs, structured according to prescribed annexures.
• Mandatory compliance documentation: valid COIDA letter of good standing, proof of public liability insurance, Central Supplier Database (CSD) registration, B-BBEE verification, and POPIA consent forms.
• Achievement of a minimum functional score of 70 out of 100 to qualify for financial and preference point evaluation.

Skills Requirements

• Proven corporate experience in delivering similar software implementation projects (nine or more years highly advantageous).
• Documented track record with a minimum of ten comparable client engagements, supported by verifiable contract values, durations, and contact details.
• At least three current or recent client references (within five years) confirming successful delivery of analogous services, accompanied by supporting documentation.
• Dedicated project team with direct leadership experience in software deployment, stakeholder management, and technical oversight.
• Up-to-date curriculum vitae for all personnel assigned to the project, highlighting relevant technical, managerial, and domain-specific competencies.
• Capacity to conduct thorough needs assessments, resolve integration challenges, and sustain post-deployment support and training.

Explanation of Key Terms

• BoardPack Software: A specialised digital platform designed to securely digitise, distribute, and manage board-level documentation. It typically features role-based access, audit trails, version control, and cross-device accessibility to streamline corporate governance processes.
• 80/20 Preference Point System: A South African public procurement scoring model allocating 80 points to competitive pricing and 20 points to designated socio-economic transformation goals, specifically prioritising enterprises with 100% black, female, or disability ownership.
• Central Supplier Database (CSD): A mandatory national registry managed by the National Treasury. All bidders must be registered to participate in state procurement; unregistered submissions are automatically disqualified.
• POPIA Consent: Compliance requirement under South Africa’s Protection of Personal Information Act, authorising the procuring entity to process, verify, and share bidder-provided personal data for evaluation, background screening, and Know Your Customer obligations.