Procurement of heritage asset verification software licence for national library of south africa (pretoria & cape town campuses)

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• Submit one (1) signed original bid document and one (1) signed electronic copy on a USB stick or CD (PDF protected with a code).
• Include all mandatory returnable documents: fully completed SBD 1, SBD 3.1, SBD 4, SBD 6.1 and SBD 7.2 forms.
• All bidders must be registered on the National Treasury Central Supplier Database (CSD).
• Bids must be submitted in the format indicated in the TOR; any omission in the SBD forms will be allowed a maximum of 2 working days to rectify.
• Late submissions, incomplete SBDs or failure to provide the signed original/e‑copy will result in disqualification.
• No upfront payment will be made by NLSA; the contract is awarded on the basis of the submitted quotation.

• Evaluation is conducted in three stages:

1. Technical evaluation (100 points) – compliance with functional requirements (yes/no checklist) and detailed technical response.
2. Presentation (weighted within the technical score) – assessment of experience, team leader experience and project management aspects. Minimum 70 points required to pass this stage.
3. Pricing evaluation – price points (maximum 80 points) calculated using the prescribed formula, plus preferential procurement points (up to 20 points) based on black ownership (100% = 20 points, <100% = 10 points).

• Bidders must meet all mandatory technical items (mandatory fields, barcode/ISBN scanning, OCR, online‑offline capability, instant synchronization, reporting, training for 30 staff) to be considered for stage 2.
• The lowest price is not automatically accepted; the overall score (technical + price + BEE points) determines the award.

• Provide heritage‑asset verification software compatible with Android devices for use at the Pretoria and Cape Town campuses.
• Must capture mandatory bibliographic fields (title, author, ISBN, publisher, publication date, edition, barcode, material type, location, shelf, price, receipt date).
• Support separate databases per location/collection, importable and searchable.
• Enable barcode/ISBN scanning, OCR for new items, and allow updates/corrections of records.
• Operate both online and offline with instant data synchronization and automatic upload when online.
• Generate dashboards and exportable reports (Excel/CSV) showing verification status, audit trail, and timestamps per location and verifier.
• Provide training and support for 30 staff members across both campuses.
• Delivery to the specified NLSA campus(s); phased delivery possible.

• Submit a detailed quotation covering software licence, delivery, installation and training; all costs must be inclusive of VAT.
• Pricing schedule must show unit/item price and total price.
• No upfront payment will be made by NLSA.
• Quotations remain valid for 60 days (extendable at NLSA’s discretion).
• The contract duration is 12 months.

• Mandatory registration on the National Treasury Central Supplier Database (CSD).
• Provide a sworn affidavit or certified BEE certificate to verify black ownership for preferential points.
• No other specific compliance (tax clearance, CIDB, CIPC, professional registrations) is mentioned in the TOR.