Renewal of 49 M-Files software licences (41 named, 8 concurrent) with upgrade and support subscription for 12 months for the Council for Medical Schemes. Open only to authorised M-Files resellers; closes 30 October 2026.
The Council for Medical Schemes (CMS), a statutory body regulating private health financing under the Medical Schemes Act, is inviting quotations from experienced and reputable service providers to renew its M-Files document management software subscriptions for twelve months. The scope covers the renewal of 41 M-Files named licences and 8 M-Files concurrent licences, together with the associated upgrade and support subscription. The listing title refers to SigniFlow, but the RFQ document specifies M-Files throughout, so bidders should confirm the scope against the full RFQ pack before submitting.
The process is a two-phase evaluation. Phase 1 is mandatory: bidders must hold a valid M-Files reseller certificate or an official authorisation letter issued by M-Files as proof of authorised reseller status. Bids without this document will be deemed non-responsive and disqualified before price evaluation. Phase 2 evaluates price and specific goals under the 80/20 preference point system, with 80 points for price and 20 points for specific goals, including Black ownership, company size (EME/QSE status), Black women ownership, ownership by people with disabilities, and youth ownership. Specific goals points require supporting documents such as a valid B-BBEE certificate or sworn affidavit, certified ID copies, CIPC documents, and a completed SBD 6.1 form. Bidders must also be registered on the Central Supplier Database (CSD), provide a valid SARS tax compliance PIN, and complete the SBD 1, SBD 4 and SBD 6.1 forms. Late submissions and cloud-hosted file transfers (such as WeTransfer or Google Drive) will not be accepted.
Successful bidders will work under the supervision of a CMS representative and will be paid within 30 days of receiving a valid tax invoice, referencing the official Purchase Order number. Payment is linked to the completion of deliverables defined in a project implementation plan agreed at project inception. Bids must be submitted by email to rfqit@medicalschemes.co.za by the closing time of 23:59 on 30 October 2026. Bidding procedure enquiries can be directed to Khensani Sithole (k.sithole@medicalschemes.co.za), and technical enquiries to Henry Eybers (h.eybers@medicalschemes.com). The bid validity period is 90 days, and CMS reserves the right to amend the RFQ, extend the closing date, or decline to appoint any bidder.
Authorised M-Files resellers in South Africa holding a valid M-Files reseller certificate or official authorisation letter. This is a mandatory requirement, so businesses without it should not apply. Bidders should also be CSD-registered, tax compliant with a valid SARS PIN, and able to provide B-BBEE documentation. Enterprises that are EMEs or QSEs, or that are majority Black-owned, Black women-owned, youth-owned or owned by people with disabilities, can claim additional specific goals points if they provide the required supporting documents.
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