Renewal of 49 M-Files licences (41 named and 8 concurrent) with upgrade and a 12-month support subscription. Bidders must be authorised M-Files resellers and provide a valid reseller certificate or authorisation letter. Evaluated on price (80%) and B-BBEE specific goals (20%).
The Council for Medical Schemes, a statutory body established under the Medical Schemes Act (131 of 1998) and listed as a Schedule 3A public entity, is inviting quotations from experienced and reputable service providers for the renewal of its M-Files document management licences, the associated upgrade, and a 12-month support subscription. The scope covers the renewal of 41 M-Files named licences and 8 M-Files concurrent licences. The Council regulates private health financing through medical schemes, and its M-Files platform supports the management of its records and information. Continuity of the platform, including vendor upgrades and technical support, is therefore important to its operations.
This is a mandatory-criteria-driven procurement. In Phase 1, bidders must submit a valid M-Files reseller certificate or an official authorisation letter issued by M-Files as proof of authorised reseller status. Failure to provide this documentation will render the bid non-responsive and result in automatic disqualification from the price and specific goals evaluation. Bidders must also be registered on the National Treasury Central Supplier Database (CSD) and include their CSD number on SBD 1. In addition, bidders must provide a valid SARS Tax Compliance Status PIN or a printed TCS certificate, a valid B-BBEE certificate or sworn affidavit (mandatory for EMEs and QSEs), and completed and signed SBD 1, SBD 4 and SBD 6.1 forms. Bidders should also provide proof of signing authority, such as a company resolution. Consortia, joint ventures and sub-contractors must each submit their own TCS PIN and CSD number. The Council will not award to non-tax-compliant bidders, and persons in the service of the state are excluded from bidding.
In Phase 2, the evaluation uses the 80/20 preference point system under the Preferential Procurement Policy Framework Act and Regulations. Price carries 80 points and requires a detailed budget breakdown. Specific goals carry 20 points and cover Historically Disadvantaged Individual ownership, company size (EME, QSE or generic enterprise), Black women ownership, ownership by people with disabilities, and youth ownership under 35. Supporting documents must be submitted to claim these points. Payment is made within 30 days of receipt of a valid tax invoice, based on deliverables defined in a project implementation plan agreed at project inception. Invoices must be emailed to creditors@medicalschemes.co.za and must reference the official Purchase Order, which must be issued before any services are delivered. The successful bidder will work under the supervision of a Council representative and must sign the SBD 7 written contract form. Bids are valid for 90 days. Bids must be submitted by email to rfqit@medicalschemes.co.za by the closing date of 30 October 2026 at 23:59. Late submissions and documents sent via cloud file-sharing services will not be accepted. Enquiries about the bidding procedure may be directed to Khensani Sithole (k.sithole@medicalschemes.co.za), and technical enquiries to Henry Eybers (h.eybers@medicalschemes.com).
This tender is suitable for ICT companies that are authorised M-Files resellers or hold an official authorisation letter from M-Files, with the ability to supply licence renewals, upgrades and 12-month support. Applicants must be registered on the National Treasury CSD, tax compliant with SARS, and able to provide B-BBEE documentation. Small, medium and B-BBEE-compliant enterprises, including EMEs and QSEs and businesses owned by Black people, women, people with disabilities or youth, may benefit from the specific goals points. Companies without a valid M-Files reseller credential should not apply, as they will be disqualified at the mandatory stage. Given the closing date of 30 October 2026, interested bidders should prepare their submissions promptly.
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