Supply and Installation of an Electronic Document and Records Management System
- Tender No.: FDC BID NO. 005/2026
- Department: Free State Development Corporation (FDC)
- Tender Type: Request for Bid (Open Tender)
- Location: Bloemfontein, Free State
- Closing Date: 11 August 2026 at 11:00
Tender Overview
The Free State Development Corporation invites suitably qualified service providers to supply, install and implement an Electronic Document and Records Management System (EDRMS).
The system will serve as the official repository for corporate records and support the organisation’s digital transformation, compliance, audit readiness and efficient electronic business operations.
Project Objectives
The appointed service provider will be expected to help FDC:
- Establish an official electronic repository for corporate records.
- Improve audit readiness and legislative compliance.
- Support legal hold procedures and lawful disposal of records.
- Reduce reliance on paper-based processes.
- Improve electronic business operations and workflow efficiency.
- Establish backup and disaster recovery capabilities.
- Support business continuity.
- Manage electronic and physical records throughout their lifecycle.
Scope of Work
The project includes:
- Supply of a fully functional enterprise EDRMS.
- System configuration and implementation.
- Testing and commissioning.
- Technical support and maintenance.
- Electronic and physical records lifecycle management.
- Secure document management.
- Electronic workflows and collaboration across business units.
- Support for future organisational growth and digital transformation.
Technical Requirements
The proposed solution must:
- Meet FDC’s functional, security, legislative and operational requirements.
- Provide secure document and records management capabilities.
- Support electronic workflows and collaboration.
- Comply with applicable South African legislation and National Archives and Records Service standards.
- Manage the lifecycle of both electronic and physical records.
- Include backup, disaster recovery and business continuity features.
- Be scalable to support future organisational growth.
Bidder Requirements
Bidders must demonstrate:
- Proven experience implementing EDRMS or similar enterprise information management solutions.
- Knowledge of National Archives compliance processes.
- Access to qualified records management specialists.
- Technical capacity to implement and support the system.
- Skilled and suitably qualified project personnel.
- A detailed project organisational structure.
- CVs and qualifications of key personnel.
- Relevant reference letters from recent projects.
Compulsory Briefing Session
Date: 30 July 2026
Time: 12:00
Venue: FDC House, 33 Kellner Street, Westdene, Bloemfontein.
Attendance is compulsory.
Enquiries
Contact Person: Kelebogile Mokopi
Telephone: 051 400 1500
Email: kele@fdc.co.za