K2 application upgrade and license procurement for cipc (3-Year contract)

Bid opening date: 05 June 2026. Bid closing date and time: 06 July 2026 at 11:00 AM. No briefing session scheduled.

Supply Chain Enquiries: Mr. Solomon Motshweni or Mr. Hans Mmako. Email: [email protected], [email protected]. Technical Enquiries: Mr. Anand Moopanar. Email: [email protected]. Office hours: 08:00–15:00 (Monday to Friday). Tel: 087 743 7105. Submission address: CIPC Tender Box, West Gate, 77 Meintjies Street, Sunnyside, Pretoria. Postal address: P.O. Box 429, Pretoria, 0001. Note: Bidders must call if emails are unanswered (may be flagged as spam).

Submit bids as follows: 1 original hard copy (technical proposal) + 1 USB (technical and price proposals in separate folders) + 1 sealed envelope (price proposal only). Requirements: Hard copy must be signed, paginated, and marked with bidder’s name. USB must be in PDF, read-only, not password-protected, marked with bidder’s name, contain an index, and match the hard copy exactly. Price envelope must include SBD 3.3 (Pricing Schedule), SBD Form 1 (Invitation to Bids), and a price breakdown on bidder’s letterhead signed by an authorized representative. Deposit all documents in the CIPC Tender Box at West Gate, 77 Meintjies Street, Sunnyside, Pretoria, by 06 July 2026 at 11:00 AM. Late, incomplete, or incorrectly deposited submissions will be disqualified. Bidders must verify USB functionality before submission. No CDs, emails, or fax submissions accepted.

Nb: IT is the responsibility of the prospective bidders to deposit tenders in the correct box and tenders deposited in wrong boxes will not be considered. The cipc tender box has the following description: “cipc tender box”.

Evaluation uses the 80/20 Preferential Procurement Policy Framework Act system. Phase 1: Compliance check for mandatory documents (SBD 1, Tax Clearance PIN, SBD 4, SBD 6.1, B-BBEE Certificate, OEM Certificate, SBD 8, SBD 9, CSD registration proof). Non-compliance disqualifies. Phase 2: Price evaluation (80 points) + B-BBEE (20 points). Lowest price scores 80; others score proportionally. B-BBEE points claimed via SBD 6.1 (failure to submit = 0 points). Total = 100 points. Highest total score wins. CIPC reserves the right to negotiate price with the successful bidder.

Scope: Upgrade CIPC’s existing K2 application to the latest version in all relevant CIPC environments (development, quality assurance, production) and provide K2 licenses for a 3-year period. Deliverables: K2 feature licenses valid for 3 years. Vendor eligibility: Must be a K2-certified Partner for license provisioning. Upgrade must be facilitated by the OEM. Contract period: 3 years. CIPC reserves the right to procure only selected components or services.

CIPC intends to select a preferred bidder based on compliance with evaluation criteria and conclude a Service Level Agreement (SLA). Evaluation follows the PPPFA 80/20 system. Bidders must respond to all mandatory questions in the prescribed format. Oral presentations may be required at CIPC’s discretion.

Bidder must submit: Executive summary (bidding structure, authorized representative, references, response summary). Bidder profile: Shareholders’ certificates, credentials, company structure, legal agreements (for JV/consortium). Background: Operating structure, industry standards, company contacts, audited financial statements (last 3 years), revenue breakdown. Personnel: List of all assigned personnel with qualifications and CVs; key personnel details.

Vendor must be a K2-certified Partner for provisioning of licenses. Upgrade of the K2 application must be facilitated by the OEM in CIPC’s development, quality assurance, and production environments. Deliverables: K2 feature licenses for a 3-year period.

Submit a bill of quantities with unit costs and all applicable costs. Total price must be carried over to SBD 3.3 (Pricing Schedule) and SBD Form 1 (Invitation to Bids). Price must be VAT-inclusive, in ZAR, and valid for 120 days. Price envelope must include: SBD 3.3, SBD Form 1, and a price breakdown on bidder’s letterhead signed by an authorized representative. Pricing is evaluated in Phase 2 (80 points).

Pricing: Submit a bill of quantities with unit costs and all applicable costs. Prices must be in ZAR, VAT-inclusive, and valid for 120 days. Total price must be carried over to SBD 3.3 (Pricing Schedule) and SBD Form 1 (Invitation to Bids). Price envelope must be sealed and separate from the technical proposal. Payment terms: No advance payments. CIPC pays within 30 days of invoice receipt, per PFMA. Service providers are responsible for all costs (e.g., transportation). CIPC reserves the right to negotiate price with the successful bidder.

Mandatory documents: SBD 1 (Invitation to Bid), Tax Clearance Certificate (original, valid TCC PIN), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), B-BBEE Certificate (failure to submit disqualifies), OEM Certificate (failure to submit disqualifies), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), CSD registration proof (supplier number and unique reference). Additional: Must comply with CIPC’s confidentiality and data protection terms. Must sign a Declaration of Secrecy and Service Level Agreement. Must guarantee safeguarding of CIPC assets (PFMA compliance). No fraud, corruption, or unethical behavior tolerated. Security clearances may be required for personnel (cost borne by bidder).

Contract period: 3 years. CIPC’s standard conditions of purchase apply. Government Procurement General Conditions of Contract (GCC) apply (available at www.treasury.gov.za). No advance payments; payments made per PFMA within 30 days of invoice receipt. Prices must be firm for 120 days. Successful bidder must sign a Service Level Agreement (SLA) within 1 month of award. SLA must include PFMA-compliant safeguarding of assets (infrastructure, software, documents, backup media, information). Contract may be terminated with 10 business days’ notice for reputational risk or unethical behavior. CIPC reserves the right to not award the bid or split the award. Fraud/corruption: Bidders engaged in corrupt, fraudulent, or unfair trade practices will be disqualified or declared ineligible. Confidentiality: All CIPC information is confidential; successful bidder must sign a Declaration of Secrecy and may not retain any CIPC information post-contract without authorization. Immediate commencement required; failure to start immediately may invalidate the proposal.

CIPC reserves the right to negotiate price with the successful bidder. Travel costs to/from CIPC are not reimbursed unless agreed in writing. No advance payments. Prices must include VAT. Successful bidder must comply with CIPC policies, maintain confidentiality, and sign a Declaration of Secrecy. All CIPC-provided information must not be copied, transferred, or stored without authorization. Service Provider must sign an SLA with CIPC prior to contract commencement. Immediate resource availability required; failure to commence immediately may invalidate the proposal. Security clearances may be required for personnel (cost borne by bidder).

Mandatory: Valid Tax Clearance Certificate (original, TCC PIN) for all quotations > R30,000. Certified copies not accepted. CSD registration proof (supplier number and unique reference). SBD forms: SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9 must be completed and signed. B-BBEE Certificate and OEM Certificate are compulsory (failure to submit disqualifies). All bids must be submitted on official forms (not re-typed). No bids accepted via email, internet, or fax. Bidders must indicate bidding structure (individual, JV, consortium, sub-contractors) and provide partner details if applicable.

Two-phase evaluation: Phase 1 checks compliance with mandatory documents (disqualification for non-compliance). Phase 2 evaluates price (80 points) and B-BBEE (20 points). Lowest price scores 80; others score proportionally. B-BBEE points via SBD 6.1. Total = 100 points. Highest score wins. CIPC may conduct independent reference checks. Evaluation panel established by CIPC. Respondents may not alter criterion wording.