36-Month digital lending library services for KZN public libraries

SCM queries: Ms. Babongile Kheswa, Tel: 077 451 8182, Email: [email protected]. Technical queries: Ms. Noxolo Zokwe, Tel: 083 515 0525, Email: [email protected]. Submission address: Heritage House, 222 Jabu Ndlovu Street, Pietermaritzburg, 3201. General department contact: Tel: 033 341 3400.

Submit bids by hand-delivery only to: Heritage House, 222 Jabu Ndlovu Street (formerly Loop Street), Pietermaritzburg, 3201. Closing date: 25/02/2026 at 11:00. Late bids will not be accepted. Bids must be submitted on official forms (SBD 1, SBD 3, SBD 4, SBD 6.1, SBD 7) without retyping or redrafting. Each bid must be in a separate sealed envelope with bidder’s name, address, bid number (ZNB-DSAC 002A/2526), and closing date clearly marked. Bids must be complete; incomplete or unsigned bids may be disqualified. Use of correcting fluid is prohibited. All pages must be initialed. No electronic submissions (fax, email) accepted. Bids will be opened in public after closing time.

Evaluation will use the 80/20 or 90/10 Preferential Procurement Policy Framework Act (PPPFA) system, depending on the total bid value. Points allocation: 80 or 90 points for price (lowest acceptable bid scores highest), and 20 or 10 points for specific goals. Specific goals for this tender: 10 points for businesses owned by at least 51% black people, and 10 points for businesses within KwaZulu-Natal (proof: utility bill/lease agreement/proof of residence and affidavit). Failure to submit required proof for preference points will result in zero points for specific goals. The lowest or any bid may not be accepted; the Department reserves the right to cancel or reopen the process.

Scope: Provide a 36-month subscription service for a digital lending library offering e-books, audiobooks, and other media to registered patrons of KZN public libraries. Key deliverables: Number of e-books/audiobooks subscribed to annually and active user engagement metrics. Requirements: 1) Application services: Virtual library accessible via web browser or app, compatible with desktops, laptops, tablets, e-readers, and smartphones. Must support responsive design (adjustable font, contrast, search, bookmarks) and offline reading. 2) Digital collection: Minimum 400,000 titles from SA and international publishers, suitable for all ages (adults, young adults, children). Must include regular updates, digital rights management (DRM), and bandwidth for downloads. 3) Support services: Staff training, secondary user support, maintenance, hosting, and customizable marketing resources. 4) Management: Administrator functions and reporting module with comprehensive statistics. 5) Branding: Website must feature KZN Department of Sport, Arts and Culture logos and colors. 6) Accessibility: Applications must support visually impaired users. Costing: Submit annual subscription rates for 3 years, including a R5,000,000 annual credit for title purchases.

Pricing: Submit firm prices in ZAR (inclusive of all taxes) for a 36-month period. Prices must be fixed for the contract duration; fluctuations (e.g., currency) are the bidder’s responsibility. Offer must remain valid for 180 days from closing date. Pricing schedule (SBD 3) must include: Year 1, 2, and 3 subscription fees (covering collection credits, virtual library setup, DRM, hosting, support, training, bandwidth, etc.). Provide sub-total, VAT, and total cost for 36 months. Non-firm prices or prices subject to exchange rate variations will not be considered. Payment terms: Invoices must be submitted with delivery notes; payment within 30 days of invoice receipt. Performance security: Successful bidder must provide a bank guarantee or irrevocable letter of credit within 30 days of contract award (amount specified in Special Conditions of Contract).

Mandatory compliance: 1) Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. If no TCS PIN, provide Central Supplier Database (CSD) number. All consortium/joint venture members must submit separate TCS/CSD proof. 2) Central Supplier Database (CSD): Must be registered on CSD (www.csd.gov.za) at bid closing time; failure results in disqualification. 3) Bidder Disclosure (SBD 4): Declare any state employment, conflicts of interest, or related enterprises. Bidders listed in the Register for Tender Defaulters or Restricted Suppliers will be disqualified. 4) B-BBEE: Preference points for 51% black-owned businesses (10 points) and KZN-based businesses (10 points). 5) No bids accepted from state employees, companies with state-employed directors, or close corporations with state-employed members. 6) Complete Part A of bid document; failure leads to disqualification. 7) All bid pages must be initialed; use of correcting fluid is prohibited.