Objectives

Sasria SOC Limited aims to replace its incumbent BoardPAC platform with a modern, secure Meeting Management Solution. The primary objective is to enhance data integrity, user experience, administrative efficiency, support accountability, and auditability while preserving business continuity during the transition. The solution will streamline the end-to-end preparation, distribution, review, annotation, approval, and governance of board, executive, and committee meeting packs over a 36-month contract with a potential 24-month extension based on performance reviews.

Scope

• Implementation & Configuration: Setup of meeting workspaces, calendars, recurring schedules, flexible agendas, bulk file uploads, controlled approval workflows, version history, and role-based access controls.
• Migration: Secure transfer of historical data, committee structures, user permissions, meeting packs, annotations, audit logs, and retention attributes, supported by reconciliation reports.
• Integration & Deployment: Cloud-based deployment with seamless connectivity to Microsoft 365 ecosystems, including single sign-on, calendar synchronization, Teams meeting links, and document storage services.
• Training & Change Management: Role-based user training, communication campaigns, and administrative onboarding.
• Support & Maintenance: Ongoing system administration, patching, upgrades, continuous service improvement, ticket-based support, and structured contract exit procedures including data return and secure deletion.

Technical Requirements

• Functional: Drag-and-drop administration, reusable templates, configurable notifications/reminders, AI functionalities restricted by user role, secure online/offline access with automatic synchronization, consistent rendering of Office/PDF formats, accessibility compliance, attendance/voting/action item tracking, immutable audit trails, legal hold/retention controls, and exportable reports in open formats.
• Non-Functional: Enterprise-grade encryption (in transit and at rest), multi-factor authentication, strict separation of duties, comprehensive security logging and alerting, compliant software development and vulnerability management, transparent data residency disclosures, full compliance with local data protection legislation, and defined backup/disaster recovery capabilities with measurable recovery targets. Vendor data must not be utilized for model training or secondary analytics without explicit written consent.
• Integration: Native compatibility with Microsoft Entra ID/Azure AD, Outlook calendar, Teams meeting invites, SharePoint/OneDrive, and automated email notification systems.

Skills & Experience Requirements

• Bidders must hold OEM accreditation or operate as an authorized reseller for the proposed software.
• A designated Technical Lead is mandatory, requiring at least an NQF Level 7 qualification in IT and proven experience delivering comparable meeting management implementations.
• Submission of three valid client reference letters (issued within the past five years) demonstrating successful deployments of similar solutions is compulsory.
• Bidders must provide a detailed project plan covering work breakdown, implementation phases, milestones, timelines, and resource allocation.
• Compliance with national supplier registration, tax verification, and socio-economic empowerment frameworks is required. Financial proposals must adhere to government cost-containment guidelines.

Key Terms & Concepts

• POPIA: Protection of Personal Information Act, South Africa’s primary data privacy legislation governing the lawful collection, processing, and storage of personal information.
• B-BBEE: Broad-Based Black Economic Empowerment, a national policy framework designed to advance economic participation, ownership, and procurement opportunities for historically disadvantaged groups.
• NQF Level 7: A South African National Qualifications Framework standard equivalent to a bachelor’s or honours degree, indicating advanced academic and professional competency.
• RPO/RTO: Disaster recovery metrics defining the maximum acceptable data loss (Recovery Point Objective) and system downtime (Recovery Time Objective) during a disruption.
• CSD: Central Supplier Database, the official government registry used to verify vendor tax compliance, regulatory standing, and eligibility for public sector contracts.