Sasria SOC Ltd seeks a service provider to implement, migrate, support and maintain a secure, cloud-preferred Meeting Management Solution to replace its BoardPAC platform. The contract runs for 36 months with an option to extend by 24 months.
Sasria SOC Ltd, a state-owned short-term insurer, is inviting proposals for the implementation, configuration, data migration, maintenance and ongoing support of a Meeting Management Solution. The solution will replace the incumbent BoardPAC platform, which is used for Board, Executive Committee and other committee meetings. Sasria's internal reviews identified functional, usability, stability, support and governance concerns, and the replacement must preserve business continuity while improving data integrity, user experience, administrative efficiency, support accountability and auditability. The scope covers the end-to-end preparation, distribution, review, annotation, approval, audit logging, retention and governance of board and committee packs. Key functional requirements include meeting and pack administration with controlled approval workflows and version history, member review tools (annotations, secure online and offline access on tablets and browsers, and automatic synchronisation), governance records (attendance, resolutions, voting outcomes and action items), and reporting on user activity, acknowledgements and SLA performance. Non-functional requirements include encryption in transit and at rest, Microsoft Entra ID single sign-on with multi-factor authentication, role-based least-privilege access, immutable audit trails stored in a separate database, defined RPO/RTO commitments, POPIA compliance, full disclosure of data residency and sub-processors, and a prohibition on using Sasria data for model training without written approval. Integration is required with Microsoft 365 / Outlook calendars, Teams meeting links, SharePoint or OneDrive where applicable, and email notifications.
The successful bidder must deliver project initiation, a discovery and requirements validation report, solution design, configuration, integration setup, a migration plan with at least one mock migration and reconciliation, test plans and completion reports, UAT support, training and change management, a go-live plan, and a support and maintenance plan. Data migration must cover committee structures, users, permissions, packs, meeting histories, annotations where lawfully transferable, audit logs and retention attributes, with formal sign-off before the incumbent platform is decommissioned. The contract term is 36 months with an option to extend for a further 24 months based on support and performance reviews. Implementation is preferably completed within 1 to 2 months, so the solution should be fully operational from month three. Post-implementation support is requested on a time-and-materials basis through ticket logging, and pricing must be submitted in ZAR, excluding VAT, with separate breakdowns for implementation, software licences (based on 50 users per year), and three years of support.
Bidders must submit an OEM accreditation letter confirming that they own the proposed meeting management software or are an authorised and legitimate reseller of it in South Africa. Evaluation is staged: Level 1 governance compliance (CSD registration with tax compliance, valid B-BBEE documentation and completed SBD forms); Level 2 technical evaluation (a minimum of 70 points in phase 2, covering requirement compliance, a project plan, a Technical Lead with relevant experience, and at least three client reference letters from the last five years); and a solution demonstration requiring at least 70 points. Final ranking uses an 80/20 price and B-BBEE preference split (or 90/10). Proposals close on 11 November 2026 at 12:00 and must be submitted through the Sasria online tender portal. Bidders should note that Sasria may award in whole or in part and may award to more than one bidder.
This tender suits software vendors, OEMs, and authorised resellers of board or meeting management platforms that can supply and support the product in South Africa, along with experienced IT implementation partners. Applicants should have cloud and Microsoft 365 or Entra ID integration experience, a Technical Lead with at least eight years of relevant implementation experience, and three client references from the past five years. Bidders need CSD registration, a valid B-BBEE certificate or affidavit, and must be able to demonstrate the solution. Qualifying EMEs, QSEs, and black-owned firms can gain preference points, and consortium or subcontracting arrangements with such entities are encouraged. Businesses that lack an OEM letter or implementation track record, or that cannot host data in line with POPIA and Sasria's residency requirements, are unlikely to qualify.
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