PRASA seeks ECM Strategy and File Plan services in Johannesburg

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Description

ENTERPRISE CONTENT MANAGEMENT (ECM) STRATEGY, GOVERNANCE FRAMEWORK, TARGET ARCHITECTURE, TECHNOLOGY ROADMAP AND NARSSA-COMPLIANT ORGANISATIONAL FILE PLAN FOR A DURATION OF SIX(6) MONTHS

What this tender is about

The Passenger Rail Agency of South Africa (PRASA) is seeking a service provider to develop its Enterprise Content Management (ECM) Strategy, Governance Framework, Target Architecture, Technology Roadmap, and a NARSSA-compliant Organisational File Plan. This is a six-month assignment focused on establishing a practical foundation for managing PRASA's physical and electronic records. Key deliverables include a current-state assessment, strategy documents, target architecture, a file plan aligned with NARSSA requirements, and a change management programme. Bidders must meet mandatory technical compliance, including ISO 9001 and ISO/IEC 20000 certifications. Proposals will be evaluated on company experience, resource capability, technical approach, price, and specific goals related to Broad-Based Black Economic Empowerment (B-BBEE). Submissions must be made electronically via the SAP Ariba Business Network.

Scope of work

• Develop PRASA's Enterprise Content Management (ECM) Strategy, Governance Framework, Target Architecture, and Technology Roadmap.(SCOPE OF WORK _ECM_Strategy_Framew..., section 1. INTRODUCTION)
• Create a NARSSA-compliant Organisational File Plan and aligned Records Retention Schedule.(SCOPE OF WORK _ECM_Strategy_Framew..., section 1. INTRODUCTION)
• Conduct a current-state content landscape, records management, and maturity assessment.(SCOPE OF WORK _ECM_Strategy_Framew..., section 1. INTRODUCTION)
• Develop a change, adoption, training, NARSSA submission-support, and knowledge-transfer programme.(SCOPE OF WORK _ECM_Strategy_Framew..., section 1. INTRODUCTION)
• Define a secure and interoperable target architecture and an achievable technology roadmap, assessing AI capabilities.(SCOPE OF WORK _ECM_Strategy_Framew..., section 3. OBJECTIVES)
• Develop a functional File Plan covering PRASA's business functions and applicable records, aligned to NARSSA requirements.(SCOPE OF WORK _ECM_Strategy_Framew..., section 4.7 NARSSA-Compliant Organisational File Plan)
• Develop a Records Retention Schedule aligned to the File Plan and applicable NARSSA requirements.(SCOPE OF WORK _ECM_Strategy_Framew..., section 4.8 Records Retention Schedule and Disposal Framework)
• Prepare the formal File Plan and supporting documentation for submission to the National Archivist.(SCOPE OF WORK _ECM_Strategy_Framew..., section 4.9 NARSSA Submission and Approval Support)
• Develop a stakeholder-engagement, communication, change-impact, adoption and capability-development plan.(SCOPE OF WORK _ECM_Strategy_Framew..., section 4.10 Change Management, Training and Adoption)

Important requirements

• Bidders must submit completed and signed RFQ documentation, declarations, and Standard Bidding Documents (SBDs), including Commissioner of Oaths signatures where required.(SCOPE OF WORK _ECM_Strategy_Framew..., section 10.1.1 Stage 1A - Mandatory Compliance Requirements (Substan)
• A valid B-BBEE certificate or applicable sworn affidavit is required. For Joint Ventures/Consortiums, a combined certificate is necessary.(SCOPE OF WORK _ECM_Strategy_Framew..., section 10.1.2 Stage 1B - Basic Compliance Requirements (Administrat)
• Bidders must provide a valid Tax Compliance Status PIN issued by SARS.(SCOPE OF WORK _ECM_Strategy_Framew..., section 10.1.2 Stage 1B - Basic Compliance Requirements (Administrat)
• Valid certification demonstrating compliance with ISO 9001 (Quality Management Systems) is mandatory.(SCOPE OF WORK _ECM_Strategy_Framew..., section 10.1.3 Stage 1C - Mandatory Technical Compliance Requirement)
• Valid certification demonstrating compliance with ISO/IEC 20000 (Information Technology Service Management Systems) is mandatory.(SCOPE OF WORK _ECM_Strategy_Framew..., section 10.1.3 Stage 1C - Mandatory Technical Compliance Requirement)
• The bidder must provide CVs, certified copies of qualifications, and certifications for five mandatory key resources.(SCOPE OF WORK _ECM_Strategy_Framew..., section 6. KEY RESOURCE REQUIREMENTS)
• All deliverables must be PRASA-specific, practical, internally consistent, version-controlled, auditable, and supplied in editable Microsoft Office format and PDF.(SCOPE OF WORK _ECM_Strategy_Framew..., section 5. TECHNICAL SPECIFICATIONS AND DELIVERABLES)
• The assignment must be completed within six (6) months from the date of contracting.(SCOPE OF WORK _ECM_Strategy_Framew..., section 8. PROJECT PLANNING AND CONTRACT PERIOD)

How to submit

• Proposals must be submitted electronically via the SAP Ariba Business Network only. Bidders must register on SAP Ariba Business Network, which is free of charge. Pricing is only allowed under Section 13 of the Pricing Schedule on SAP Ariba; failure to comply will lead to disqualification.

What is in the documents

• SCOPE OF WORK _ECM_Strategy_Framework_Roadmap_and_File_Plan 10374515.docx

  This document details the scope of work for developing PRASA's Enterprise Content Management (ECM) Strategy, Governance Framework, Target Architecture, Technology Roadmap, and a NARSSA-compliant Organisational File Plan. It outlines the project objectives, specific activities,...

• RFQ_COVER PAGE FOR ECM STRATEGY 10374515 eTENDER PORTAL.docx

  This document provides the cover page for the Request for Quotation (RFQ) for the ECM Strategy and File Plan project. It includes the bid description, bid number, issue date, closing date and time, bid validity period, and submission instructions via SAP Ariba Business Network.

Tender documents (3)

• DOCRFQ_COVER PAGE FOR ECM STRATEGY 10374515 eTENDER PORTAL.docx
• DOCSCOPE OF WORK _ECM_Strategy_Framework_Roadmap_and_File_Plan 10374515.docx
• PDFSAP Ariba Sourcing User Guide - Supplier Responses E-Tender.pdf

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