Supply and implementation of an integrated library management system for the state security agency (ssa)

Closing date and time: 03 June 2026 at 11:00. Compulsory briefing session: 13 May 2026. Deadline for enquiries: 01 June 2026 (2 days before closing). Bid validity period: 150 calendar days from the closing date.

Bidding procedure enquiries: Ms. Nobantu Mogotsi, Telephone: +27 (12) 427 4174, Email: [email protected]. Submission address: SSA Headquarters Reception, Musanda Complex, 1 Joe Nhlanhla Street, Pretoria, 0181.

Submit bids in a sealed envelope clearly marked with the bid number (SSA/02/2026-27), description, and closing date. Deposit before 11:00 on 03 June 2026 in the bid box at: SSA Headquarters Reception, Musanda Complex, 1 Joe Nhlanhla Street, Pretoria, 0181. Use only the official forms provided (SBD 1, SBD 2, SBD 3.1–3.3, SBD 4, SBD 6.1) and attach all required schedules (A–K). All forms must be completed, signed, and submitted; failure to do so invalidates the bid. Enquiries must be directed exclusively to Ms. Nobantu Mogotsi at +27 (12) 427 4174 or [email protected], and only until 2 days before the closing date (01 June 2026). Late bids will not be accepted. Bids remain valid for 150 calendar days from the closing date.

Evaluation follows a 3-phase process: Phase 1: Mandatory requirements – failure to comply with any mandatory requirement (e.g., submission of all signed forms, tax compliance, CSD registration) invalidates the bid. Phase 2: Compliance to specifications/functionality – bidders must conform to at least 80% of the technical and functional requirements. Phase 3: Price (80 points) and B-BBEE (20 points) evaluation using the 80/20 preference point system. Price points are calculated using the formula: Ps = 80

• (Pmin / Pt), where Pmin is the lowest acceptable tender price and Pt is the bidder’s price. B-BBEE points are awarded based on the bidder’s verified B-BBEE status level (e.g., Level 1 = 20 points, Level 8 = 2 points, non-compliant = 0 points). Bidders must submit original and valid B-BBEE certificates or sworn affidavits (for EMEs/QSEs) to claim points. The highest total points (price + B-BBEE) win. Bidders must also demonstrate: At least 3 years of proven experience in supplying/implementing library management systems with two verifiable references. Financial capacity to execute the contract, supported by audited financial statements or a bank confirmation letter. All personnel (including subcontractors) must obtain and maintain SSA security clearances at the bidder’s cost.

Scope: Supply, implement, and provide maintenance/support for an integrated library management system for the State Security Agency (SSA) across 3 libraries (2 in Pretoria, 1 in Mahikeng) for 5 years (2026/27–2030/31). The system must support 31,166 stock items and 7 staff members. Key modules and requirements: Acquisition: Vendor/supplier profile management, item record creation/updating for ordering, processing/uploading received items, check-in by location, claims generation, management reports/statistics. Cataloguing and Indexing: Add/edit/delete records, multi-format support, analytical records, ISBN compliance (10/13-digit), OPAC record updates, authority file maintenance, stocktake capability, change tracking, MARC21 and RDA standards. Circulation: Issues/returns/renewals, reservations/recalls/holds, automatic user blocking, loan history/memos, user management, overdue notices (automated email), check-in notifications, report generation (print/email). OPAC: Customisable, basic/advanced search, refined/sorted results, user profile management, self-service (loans, renewals, reservations, fines/fees), integration with SSA library website. System Administration: User privilege configuration, module integration, authority file/parameter setup, backups (on separate server from database). Technical Requirements: Web-based or server-based (not desktop-installed), seamless API/relational database integration, VMWare 7.x or higher compatibility, migration of historical data from the existing Amlib system, system/software maintenance (updates/enhancements), technical service, and user support. Training: Mandatory training on all system modules, reporting, and administration. Security: Vetting of consultants responsible for implementation and maintenance. Demonstration of the system/solution is required.

Pricing must be submitted on the official SBD 3.1, SBD 3.2, or SBD 3.3 forms, inclusive of VAT and all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Pricing transparency is mandatory: bidders must indicate the basis of their pricing calculation on the Pricing Schedule. Non-firm prices are subject to escalation using the formula: Pa = (1-V)Pt

• (R1t/R1o + D1 + D2 + ...) + VPt, where V = 15%, Pt = original bid price, and R1t/R1o = index figures. Price adjustments for period contracts are allowed at specified intervals. Delivery costs must be included in the bid price. For foreign currency portions: specify the financial institution, currencies used, exchange rates, and amounts remitted abroad. Adjustments for rate of exchange variations will use average monthly exchange rates from the bidder’s commercial bank. Payment terms: 5-year contract with Year 1 covering implementation, data migration, maintenance, and support; Years 2–5 cover maintenance and support only. Bidders must submit a letter from their financial institution confirming availability of funds or willingness to provide financial support if awarded the contract. Audited financial statements or equivalent proof of financial capacity must accompany the bid.

Mandatory documents: SBD 1 (Invitation to Bid), SBD 2 (original and valid Tax Clearance Certificate, valid for 6 months from issue), SBD 3.1–3.3 (Pricing Schedules), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), Schedules E–K (Qualifications/Experience, Organizational Type/Structure, Nearest Office, Financial Particulars, Security Clearance). Tax compliance: Submit SARS Tax Compliance Status (TCS) PIN or Central Supplier Database (CSD) number. For consortia/joint ventures, each member must submit separate TCS certificates/PINs/CSD numbers. B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to claim preference points. CSD registration is mandatory for all bidders (including JV members). Security clearance: All personnel (including subcontractors) must obtain and maintain valid SSA security clearances at the bidder’s cost. Bidders must provide a list of personnel involved, indicating their clearance status. Failure to obtain or maintain clearances may result in contract cancellation. Additional requirements: No bids accepted from state employees, companies with state-employed directors, or close corporations with state-employed members. Collusive bidding is prohibited under the Competition Act 1998 (Act No. 89 of 1998). Bidders must certify that their bid was prepared independently and without consultation with competitors. Proof of authority to sign the bid (e.g., company resolution) must be submitted.