RFI - etenders.gov.za 1772-2018 BID... · Web viewPERSOL is an IBM mainframe system developed in COBOL using ... Provide for the exporting of reports to editable Microsoft Excel

STATE INFORMATION TECHNOLOGY AGENCY SOC LTD

Registration number 1999/001899/30

REQUEST FOR INFORMATION

YOU ARE HEREBY INVITED TO SUBMIT INFORMATION FOR THE REQUIREMENTS OF

THE STATE INFORMATION TECHNOLOGY AGENCY

BID INFORMATIONRFI NUMBER: RFI 1772-2018

CLOSING DATE: 10 AUGUST 2018

CLOSING TIME: 11:00 AM

TITLE: Request For Information: A Nursing College Administration System (NCAS) For The South African Military Health Service (SAMHS) Nursing College

RESPONSES MAY BE POSTED TO: OR DEPOSITED IN THE BID BOX SITUATED AT:

SUPPLY CHAIN MANAGEMENT

SITA SOC LTD

P O BOX 26100

MONUMENT PARK

0105

SITA SOC LTD HEAD OFFICE

PONGOLA - APOLLO

459 TSITSA STREET,

ERASMUSKLOOF

PRETORIA

0181

NOTE: Bidder must ensure that responses are delivered in time to the correct address. If the response is late, then it will not be accepted for consideration. The bid box is generally accessible 24 hours a day, 7 days a week.

BIDDER INFORMATION

The following particulars must be furnished:

Service provider/supplier:

Contact person:

Telephone number:

Fax number:

E-mail address:

Postal address:

Physical address:

On behalf of the bidder:

Signature Date

Name Designation / Position

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ContentsBID INFORMATION.....................................................................................1BIDDER INFORMATION...............................................................................2General terms and conditions.....................................................................41. Introduction...........................................................................................42. Definitions.............................................................................................43. Acronyms and abbreviations...................................................................54. Confidentiality.......................................................................................65. Precedence of documents.......................................................................76. Language..............................................................................................87. Gender..................................................................................................88. Headings...............................................................................................89. The manner of submission of the RFI.......................................................810..................................................................................Instructions for submission of the RFI

911............................................................................Oral presentations and briefing sessions

1012................................................................................................................Request for Information

1112.1......................................................................................................................................Introduction

1112.2..............................................................................................................................................Purpose

1112.3..............................................................................Guideline to respond to the requirement

1112.3.1..................................................................................System functionality information

1212.3.2....................................................................................Product/technology information

1912.3.3....................................................................Bidder profile and service requirements

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General terms and conditions

1. Introduction1.1 The State Information Technology Agency (SITA) is a company with limited liability duly

incorporated in accordance with the Companies Act of the Republic of South Africa,

company registration number 1999/001899/30, and in terms of the State Information

Technology Agency Act No. 88 of 1998 [Hereinafter referred to as the “SITA Act”] as

amended by Act 38 of 2002.

1.2 SITA is mandated in accordance with section 7 of the Act to render Information and

Communication Technology (ICT) services to government departments, and to act as the

procurement agency of the Government.

1.3 SITA herewith invites respondents to provide information on a nursing college

administration system (NCAS) for the South African Military Health Service (SAMHS)

Nursing College.

2. Definitions2.1 “RFI” - a request for information, which is a written official enquiry document encompassing all

the terms and conditions of the information in a prescribed or stipulated form.

2.2 “RFB” – Request for bid, which is a written official enquiry document of the terms and

conditions of the bid in a prescribed or stipulated form.

2.3 “RFI response” - a written response in a prescribed form in response to an RFI.

2.4 “Acceptable RFI” - any RFI, which, in all respects, complies with the specifications and

conditions of the RFI as set out in this document.

2.5 “Bidder” - any enterprise, consortium or person, partnership, company, close corporation, firm

or any other form of enterprise or person, legal or natural, which has been invited by SITA

to submit a bid in response to this RFI.

2.6 “Client” – The South African Military Health Service (SAMHS).

2.7 “Consortium” - several entities joining forces under an umbrella to gain a strategic

collaborative advantage by combining their expertise, capital, efforts, skills and

knowledge for the purpose of executing a tender.

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2.8 “Goods” –any work, equipment, machinery, tools, materials or anything of whatever nature to

be rendered to SITA or Government in terms of a bid.

2.9 “Internal Collaboration” - collaborative arrangements within a group of companies or within

various strategic business units/subsidiaries/operating divisions in order to gain a

strategic position whilst sharing resources, profits and losses as well as risks.

2.10 “Management” - in relation to an enterprise or business, means an activity inclusive of

control, and performed on a daily basis, by any person who is a principal executive officer

of the company, by whatever name that person may be designated, and whether or not

that person is a director.

2.11 “Organ of State” - a constitutional institution defined in the Public Finance Management

Act, Act 1 of 1999.

2.12 “Person (s)” - a natural and/or juristic person (s).

3. Acronyms and abbreviations 3.1 The following acronyms and abbreviations are used in this information and must be

similarly used in the information submitted in response and shall have the meaning

ascribed thereto below.

Term Acronyms

API Application Programming Interface

CD Compact Disk

CSD Central Supplier Database

DOD Department of Defence

DOC Microsoft Word document

DVD Digital Versatile Disc

ICT Information and Communication Technology

IT Information Technology

NCAS Nursing College Administration System

NDSS Nursing Duty Scheduling System

OEM Original Equipment Manufacturer

OSM Original Software Manufacturer

PDF Portable Document Format

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PERSOL Personnel and Salary System of the DOD

RFI Request for Information

RSA Republic of South Africa

SOC State Owned Company

SAMHS South African Military Health Service

SDK System Development Kit

SITA State Information Technology Agency

VAR Value-Added Reseller

WIL Work Integrated Learning

XML Extensible Markup Language

4. Confidentiality4.1. The information contained in this document is of a confidential nature, and must only

be used for purposes of responding to this RFI. This confidentiality clause extends to

all respondent(s) or associates whom you may decide to involve in preparing a

response to this RFI.

4.2. For purposes of this process, the term “confidential information” shall include all

technical and business information, including, without limiting the generality of the

foregoing, all secret knowledge and information (including any and all financial,

commercial, market, technical, functional and scientific information, and information

relating to a party’s strategic objectives and planning and its past, present and future

research and development), technical, functional and scientific requirements and

specifications, data concerning business relationships, demonstrations, processes,

machinery, know-how, architectural information, information contained in a party’s

software and associated material and documentation, plans, designs and drawings

and all material of whatever description, whether subject to or protected by

copyright, patent or trademark, registered or un-registered, or otherwise disclosed or

communicated before or after the date of this process.

4.3. The receiving party shall not, during the period of validity of this process, or at any

time thereafter, use or disclose, directly or indirectly, the confidential information of

SITA or its client (even if received before the date of this process) to any person

whether in the employment of the receiving party or not, who does not take part in

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the performance of this process.

4.4. The receiving party shall take all such steps as may be reasonably necessary to

prevent SITA’s confidential information coming into the possession of unauthorised

third parties. In protecting the receiving party’s confidential information, SITA shall

use the same degree of care, but no less than a reasonable degree of care, to prevent

the unauthorised use or disclosure of the confidential information as the receiving

party uses to protect its own confidential information.

4.5. Any documentation, software or records relating to confidential information of SITA

or its client, which comes into the possession of the receiving party during the period

of validity of this process or at any time thereafter or which has so come into its

possession before the period of validity of this process:

4.5.1 Shall be deemed to form part of the confidential information of SITA or its

client;

4.5.2 Shall be deemed to be the property of SITA or its client;

4.5.3 Shall not be copied, reproduced, published or circulated by the receiving party

unless and to the extent that such copying is necessary for the performance of

this process and all other processes as contemplated in; and

4.5.4 Shall be surrendered to SITA or its client on demand, and in any event on the

termination of the investigations and negotiations, and the receiving party shall

not retain any extracts.

5. Precedence of documents5.1 This RFI consists of a number of sections. Where there is a contradiction in terms

between the clauses, phrases, words, stipulations or terms and herein referred to

generally as stipulations in this RFI and the stipulations in any other document attached

hereto, or the RFI submitted hereto, the relevant stipulations in this RFI shall take

precedence.

5.2 Where this RFI is silent on any matter, the relevant stipulations addressing such matter

and which appears in the SITA Procurement Policy and Procedures shall take precedence.

RFI shall refrain from incorporating any additional stipulations in its RFI submitted in

terms hereof other than in the form of a clearly marked recommendation that SITA may

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in its sole discretion elect to import or to ignore. Any such inclusion shall not be used for

any purpose of interpretation unless it has been so imported or acknowledged by SITA.

5.3 It is acknowledged that all stipulations in the SITA Procurement Policy and Procedures are

not equally applicable to all matters addressed in this RFI. It however remains the

exclusive domain and election of SITA as to which of these stipulations are applicable and

to what extent. The bidders are hereby acknowledging that the decision of SITA in this

regard is final and binding. The onus to enquire and obtain clarity in this regard rests with

the bidders. The bidders shall take care to restrict its enquiries in this regard to the most

reasonable interpretations required to ensure the necessary consensus.

6. Language6.1 Responses shall be submitted in English.

7. Gender7.1 Any word implying any gender shall be interpreted to imply all other genders.

8. Headings8.1 Headings are incorporated into this RFI and submitted in response thereto, for ease of

reference only and shall not form part thereof for any purpose of interpretation or for any

other purpose.

9. The manner of submission of the RFI9.1 Bidders shall submit RFI response in accordance with the prescribed manner of

submissions as specified below.

9.2 Bidders shall submit one (1) original copy, 1 (one) hard copy and 1 (one) electronic

copy (on a single CD/DVD) in DOC or PDF format.

9.3 The original copy must be signed IN INK by an authorised employee, agent or

representative of the respondent and initialised on each and every page of the

information.

9.4 Respondents are requested to complete their responses in electronic format, in the

spaces provided for answers within this document.

9.5 The CD / DVD must be marked with the responding organisation’s name and RFI number.

The CD / DVD must be enclosed in a cover that is also marked with the responding

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organisation’s name and RFI number.

9.6 All additions to the information documents i.e. appendices, supporting documentation,

photographs, technical specifications and other support documentation covering

suggested solutions etc. shall be neatly bound as part of the schedule concerned. No

product information or company profiles will be considered.

10. Instructions for submission of the RFI10.1 RFI responses must be submitted in a prescribed format herewith reflected as Response

Format, and be sealed in an envelope addressed as follows:

RFI number: RFI 1772/2018

RFI description: REQUEST FOR INFORMATION FOR A NURSING COLLEGE ADMINISTRATION SYSTEMS FOR THE SAMHS NURSING COLLEGE

Addressed to: Supply Chain Management

SITA Head Office

459 Tsitsa Street

Erasmuskloof

Pretoria

10.2 Bidders shall submit information responses in accordance with the prescribed

manner of submissions as specified above.

10.3 RFI Responses must be deposited into SITA’s Tender box on or before 10 August 2018

not later than 11h00 South African Standard Time (UTC+2). The Tender Box is

situated at the Pongola (Apollo) of SITA Head Office in Erasmuskloof.

10.4 The physical size of the RFI Response must be limited to 750mm x 300mm x 90mm as the

Tender Box aperture cannot accommodate larger sizes.

10.5 All responses in this regard shall only be accepted if they have been placed in the tender

box before or on the closing date and stipulated time.

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10.6 RFI responses sent by post or courier must reach this office at least 36 hours before the

closing date to be deposited into the information box. Failure to comply with this

requirement will result in your information being treated as “late response” and will not

be entertained. Such responses will be returned to the respective bidders.

10.7 No information shall be accepted by SITA if submitted in any manner other than as

prescribed above.

10.8 SITA will not disqualify any bidder for purposes of this Request for Information, should

this RFI lead to an RFB.

10.9 There will be NO PUBLIC OPENING of the RFI responses received; however, the list of bids

received may be published on the SITA website.

10.10 Unless specifically provided for in the information document, responses submitted by

means of telegram, telex, facsimile or similar means will not be considered.

10.11 No response from any bidder with offices within the RSA will be accepted if sent via the

Internet or e-mail. However responses from international bidders with no office or

representation in the RSA will be accepted if received via the Internet or E-mail before the

closing date and time.

10.12 SITA will not be liable for any costs incurred by the respondents in the preparation of

response to this RFI. The preparation of responses will be made without obligation to

accept any of the suggestions included in any response, or to discuss the reasons why

such suggestions were accepted or rejected.

10.13 Responses are non-binding on both SITA and the bidder.

10.14 Bidders may respond to only selected parts of the document, should they choose to do

so.

10.15 All questions in respect of this RFI must be forwarded to [email protected]

or [email protected]

11. Oral presentations and briefing sessions11.1 Bidders who respond to this RFI may be requested to give an oral presentation.

11.2 No briefing session will be held for this RFI.

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mailto:[email protected]

12. Request for Information

12.1 IntroductionThe South African Military Health Service (SAMHS) of the Department of Defence (DOD) requires a Nursing College Administration System (NCAS) that will allow for managing and sharing information between the College’s main campuses located in Pretoria, Bloemfontein and Cape Town, as well as clinical facilities nationally. The combination of the campuses and clinical facilities will hereafter be referred to as the SAMHS Nursing College.

12.2 PurposeThe purpose of this RFI is to gather relevant information from industry to enable SITA to:

a) Identify prospective bidders who have the capability to supply, maintain and support a

suitable NCAS, and

b) Augment the Specification that can be used to acquire such a system in a subsequent

competitive bidding process.

12.3 Guideline to respond to the requirementa) The bidder must provide information regarding existing ICT Solution(s) on offer to fulfil

the business requirement of SAMHS Nursing College.

b) The bidder must respond to each question in the table provided below.

c) The bidder must supplement the answer/response, where applicable, with full solution

architecture documentation that defines the building blocks (modules), functional and

non-functional features of the solution.

d) The bidder must indicate, for each functional requirement, whether the functionality of

the proposed solution: (i) exist in the proposed solution (no development required), (ii)

must be customised with minor development to meet the requirement or (iii) does not

exist and must be developed to meet the requirement.

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12.3.1 System functionality information

Provide information on the Nursing College Administration System functionality in the table below:

Functional Requirement information Response (Detail description of the proposed solution)

a) Personnel management. Provide for the management of the following information:

i) Capturing biographical information of the lecturing personnel, administration personnel and learners.

ii) Provision for different roles and responsibilities.

b) Academic administration. Provide for the management of the following functionality:

i) Programme management: Manage all college programmes, each with curricula that can change over time. Programmes are captured and updated by college personnel and viewed by learners.

ii) Curriculum management: List all the modules per curriculum per programme. A curriculum is captured and updated by only selected academic and support personnel. It can be viewed by all personnel and learners.

iii) Module management: A module is the learning area that can either be clinical or theoretical, for which learners receive core content credits. Information on a module is captured, updated and deleted by only selected academic and support personnel. It can be viewed by all personnel and learners. Credits and hours/periods to be spent on each module must be specified.


Indicators (e.g. re-assessment, passing, distinction) must be displayed on the report per learner, dependent on the mark received by the learner.

iv) Group management: A group is a number of learners enrolled for a particular programme for a particular year/phase of study. Information on groups is captured, updated and deleted by only selected academic and support personnel. It can be viewed by all personnel and learners. A programme must exist before the group is captured. Biographical information about a learner must first be captured before being linked to a group.

v) Lecture record management: This captures information on facilitation sessions, periods and non-academic activities attended by the learners.

vi) Codes maintenance: Support personnel will capture, update and view codes in the categories of modules, programmes, support office, nursing health services, and group codes.

c) College activities and year planner. Provide for the management of the following information throughout the year:

i) College activity management for the year: Capture, update and deletion by selected academic and support personnel. Creation of a schedule that prevents overlaps and clashes.

ii) Events and meetings: Provide for ad hoc and recurring events and meetings. Schedule a venue against an activity, with the person responsible for the venue. Cater for external resources.

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iii) Clinical placement plan: The Work Integrated Learning (WIL) function must provide the availability of a learner for clinical placement for the modules registered. Interface to the Nursing Duty Scheduling System (NDSS) used by SAMHS nursing personnel to administer the duties of nursing staff and to obtain total hours worked. Link to the applicable clinical modules per discipline. Consider learners’ block programme, group, module, leave, and summative assessments to determine the learner availability.

iv) Block programme/timetable for theoretical classes: Provide timetable optimised for module, non-academic activities, time, lecturer, venue, etc.

v) Summative assessment roster: The roster includes theory (modules) and practical. Roster must be linked to the programmes, groups and available venues.

vi) Leave plan: Capture and calculate accumulative leave per leave type per learner. Interface to the leave module of the Personnel and Salary System (PERSOL) of the DOD1 to populate the year plan for DOD members. Provide also for non-military personnel and shift workers.2

vii) Theoretical and clinical facilitation: Capture, update and view facilitation by academic and support personnel. Calculation of periods per learner per module per group. Capture of session,

1 PERSOL is an IBM mainframe system developed in COBOL using Information Management System (IMS)/Database (DB).2 Interfaces to DOD systems will be developed by SITA, using MQ messaging.

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period and non-academic activities attended by the learners.

viii) Work Integrated Learning (WIL): Capture actual hours worked in a clinical area. Various Health Informatics disciplines are linked to a group. Hours are linked to a specific discipline. Interface to the Nursing Duty Scheduling System3 for capturing hours worked. Hours worked outside the military hospitals are captured manually.

ix) Year planner: Compile a year planner for all the above activities.

d) Assessments of learning outcomes per module: Provide for the management of the achievement of learning outcomes for a module through a variety of both formative and summative assessments that include the following:

i) Capturing and updating of prerequisites.

ii) Capturing and updating of learner assessment results.

iii) Blocking a learner from viewing summative assessment result, pending fees payment.

iv) Calculating average of formative assessments to determine if learner has admission to summative assessment.

v) Providing for external and internal moderators' marks as well as the assessor's results.

3 The Nursing Duty Scheduling System is a PC desktop system (Microsoft Windows) developed in Java.

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e) Reports. Provide for the generation of reports on any data element, for example the following:

i) Personnel and learner biographical data

ii) Leave

iii) Facilitation

iv) Work Integrated Learning (WIL)

v) Assessments

vi) Completion/ termination documents/ academic records

vii) Fees

viii) Year plan

ix) Provide for the exporting of reports to editable Microsoft Excel spreadsheet or Microsoft Word document with predefined templates.

x) Management Information

xi) Executive Information

f) Learner fees administration. Provide for the management of the following:

i) Management of fees when enrolled at the college.

ii) Creation of statements for learner fees.

iii) Calculation of outstanding amount.

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iv) Learner can only view summative assessment results if the minimum programme fee has been paid by the learner.

g) Learner functionality. Learners must have electronic access to the following functions on the system:

i) Year planner, including lecture programmes, assessment timetables and block programmes.

ii) Clinical placement detail.

iii) Electronic submission of assignments.

iv) Electronic access to assessment results.

v) Communication function between staff and learners.

vi) Interactive electronic discussion forum on the system.

h) College staff functions. College staff must have access to the following:

i) Creation of learner identification cards.

ii) Electronic uploading of learning material for learner access.

iii) Implementation of e-learning.

iv) Upload of documents, i.e. senior certificates, identification documents, etc.

v) Electronic publication of notices on the system.

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i) Security functionality. Provide for the management of the following information:

i) User identification by means of a unique user identity assigned to each user, to ensure individual accountability.

ii) Complete password management functionality, including the following:1. Ability to manage and enforce minimum and maximum

password length criteria;2. Ability to manage and enforce minimum password

complexity criteria (upper case, lower case, special characters, etc.;

3. Ability to manage and enforce exclusivity of passwords;4. Ability to manage and enforce re-use periods for

passwords (e.g. may not be re used within a definable period);

5. Ability to restrict the saving of passwords on any system;6. Ability to manage administrator passwords separately from

user passwords, with its own criteria;7. Ability to issue warnings about imminent expiry of

passwords, at a definable number of days;8. Ability to manage expiry of passwords at a definable

period, and to issue notifications of such expiry;9. Ability to restrict the unsuccessful logon's to three

attempts and to ensure a disconnection of the link upon such event, and

10. Ability to report on suspicious access activity.

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iii) Central definition of a software-based policy that will be enforced on all users (e.g. role definition, access permissions, password rules, etc.).

iv) An internal audit trail of all user logins and actions on the system, i.e. data capturing, modification and deletions done. The audit trail must be protected from manipulation. The essential information are user detail, date and time of action, and description of the action.

v) Archiving of selected information on the system.

12.3.2 Product/technology information

Provide product information in the table below:

Product/Technology information Response (Detail description of product/technology))

a) Product brand. Provide the product or technology brand name information of the proposed solution.

b) Platforms supported

i) For which computing platforms are the product available (e.g. Microsoft Windows, Unix/Linux?

ii) Describe the hardware and foundation software specification of these platforms (i.e. the system runtime environment requirement).

iii) Describe the deployment models available, e.g. is it cloud computing ready, is there a hybrid cloud model, can it run on-

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premise, etc.

c) Creation of data exchange interfaces

i) Describe the means available for development of interfaces to other systems, e.g. application programming interface (API) and System Development Kit (SDK).

ii) Describe other open interfaces available.

iii) Describe the data exchange standards, e.g. XML.

d) What are the user interface options?

i) Light-weight web user interface.

ii) Full-feature client (i.e. fat client–server).

iii) Other user interface characteristics.

e) Customisability

i) Describe any customisation features of the software, e.g. the availability of development libraries (for changing software functionality).

ii) Describe any extensibility features of the software (adding new functionality).

iii) Describe any personalisation or localisation features of the software.

f) Standards compliancy

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Provide complete information on the international or local standards supported/implemented by the product:

i) Technical standards

ii) Functional standards

g) Accreditation

i) Describe any supplier accreditations.

ii) Describe any product accreditations.

h) Licensing model

Provide complete information on the licensing of the product.

i) Additional or Enhanced functions and features

Provide any additional unique or enhanced functions, features or technologies to/of the proposed solution that you believe will contribute to or enhance the management of a modern, learner-centric, interactive Nursing College.

12.3.3 Bidder profile and service requirements

Provide information on the following services to be provided:

Service requirements Response

a) Do you have a local capability in South Africa to provide the solution and services? Provide the physical address(es) of your service outlet(s).

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b) Are you the Original Software Manufacturer (OSM) or authorised/accredited as a Partner/Value-Added Reseller (VAR) of the proposed solution in the RSA?

c) Do you provide technical and functional support for the software solution? Please describe your level of technical support, e.g. 1st line, 2nd line or 3rd line technical support.

d) Do you have capability to install, configure and customise the software solution to the above requirements?

e) Do you have capability to provide ongoing training to SITA and the DOD personnel, using the concept of “training the trainer”?

f) Do you provide ongoing support and software updates (software maintenance)?

g) Describe your experience in supplying, implementing and customising a college management system in the RSA and internationally. Please state examples of the customers to whom you have supplied such as system.

h) Provide a complete company profile. Include as part of your company profile a copy of your National Treasury Central Supplier Database (CSD) Report.

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Documents

RFI - etenders.gov.za 1772-2018 BID... · Web viewPERSOL is an IBM mainframe system developed in COBOL using ... Provide for the exporting of reports to editable Microsoft Excel