Odoo mis upgrade: inseta seeks accredited partner to migrate from version 14 to latest release

The tender is for the appointment of an Odoo accredited partner to upgrade the INSETA Management Information System (MIS) from Odoo version 14 to the latest version.

Closing date: 16 October 2026 at 11:00.

No compulsory briefing or site visit mentioned.

Returnable forms:

• SBD 6.1 (Preference Points Claim Form): must be completed, signed and submitted with the quotation to claim specific goal points.

Submission method, address and number of copies not specified in this document.

Evaluation method: 80/20 preference point system (price 80 points, specific goals 20 points).

Specific goals and maximum points:

• Black ownership: 6 points (100% = 6, 75-99% = 3, 51-74% = 1, ≤50% = 0)
• Women ownership: 6 points (75-100% = 6, 51-74% = 3, 1-50% = 1, 0% = 0)
• Youth ownership: 5 points (75-100% = 5, 51-74% = 3, 1-50% = 1, 0% = 0)
• Disability ownership: 3 points (company owned by people with disabilities = 3)

Evidence required: EME/QSE – sworn affidavit (DTI or CIPC template); Generic entities – valid B-BBEE certificate and CSD report.

Failure to submit proof means points for specific goals are not claimed.

No minimum qualifying score stated.

Scope: Upgrade of the INSETA Management Information System (MIS) from Odoo version 14 to the latest Odoo version.

Mandatory requirement: Bidder must be an Odoo accredited partner.

No further technical details, quantities, locations or service levels provided in this document.

Compliance requirements:

• CSD registration (CSD report required for generic entities).
• Valid tax compliance status (implied, not explicitly stated).
• B-BBEE evidence: EME/QSE – sworn affidavit (DTI or CIPC template); Generic entities – valid B-BBEE certificate and CSD report.
• No CIDB grading required (not construction).
• No local content percentages specified.
• CIPC registration implied (company registration number required on SBD 6.1).

Evaluation criteria: 80/20 preference point system. Price accounts for 80 points, specific goals for 20 points. Specific goals: Black ownership (max 6), Women ownership (max 6), Youth ownership (max 5), Disability ownership (max 3). Evidence: EME/QSE sworn affidavit (DTI/CIPC template) or B-BBEE certificate with CSD report for generic entities.

Closing date: 16 October 2026 at 11:00

• Closing time is specified in the bidding documents (reference: GCC clause 1.1).

Mandatory eligibility

• Odoo accredited partner status: bidders must be an accredited Odoo partner.
• Valid tax clearance certificate from SARS required before award.
• No collusive bidding or restrictive practices under the Competition Act.
• No corrupt or fraudulent practices.
• Not insolvent or bankrupt.

Evaluation stages

• Functionality and price evaluation (specific weighting not stated in available text).
• Preference points system: 80/20 or 90/10 to be confirmed in tender documents.

Returnable forms required

• SBD 1 (Invitation to Bid): cover page with bidder and contact details, signed as the offer.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the department.
• SBD 6.1 (Preference Points Claim): B-BBEE points claim under PPPFA.
• SBD 8 (Declaration of Past Supply Chain Management Practices): discloses previous restrictions.
• SBD 9 (Certificate of Independent Bid Determination): certifies independent pricing, no collusion.

Performance security

• Successful bidder must furnish performance security within 30 days of award, amount as specified in SCC.
• Form: bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.

Performance security

• Amount: as specified in Special Conditions of Contract (SCC).
• Due: within 30 days of contract award notification.
• Acceptable forms: bank guarantee, irrevocable letter of credit from reputable bank, or cashier's/certified cheque.
• Currency: Rand or freely convertible currency acceptable to purchaser.
• Discharge: within 30 days after completion of performance obligations including warranty, unless SCC states otherwise.

Payment terms

• Method and conditions specified in SCC.
• Payment within 30 days of invoice submission with delivery note copy.
• Currency: Rand unless SCC stipulates otherwise.

Pricing

• Fixed prices from bid; no variation except authorised adjustments in SCC or bid validity extension.

Tax compliance

• Valid tax clearance certificate from SARS required before award.
• No contract may be concluded with bidders whose tax matters are not in order.

CSD registration

• Required (implied by standard government procurement practice; confirm in tender pack).

B-bbee

• SBD 6.1 required for preference points claim.
• Specific B-BBEE level threshold not stated in available text.

CIDB

• Not applicable (IT services, not construction).

Competition Act compliance

• No collusive bidding or restrictive practices.
• Matter may be referred to Competition Commission; penalties include bid invalidation, contract termination, and restriction from public sector business up to 10 years.

National Industrial Participation Programme (NIPP)

• Applicable if contract is subject to NIP obligation (per GCC clause 33.1).

Other mandatory forms

• SBD 4, SBD 6.1, SBD 8, SBD 9 as listed under evaluation criteria.

Contract framework

• General Conditions of Contract (GCC) July 2010 apply, supplemented by Special Conditions of Contract (SCC).
• SCC prevails where conflict exists with GCC.

Key contractual provisions

• Confidentiality: supplier may not disclose contract, specifications, or purchaser documents without prior written consent; all documents remain purchaser property and must be returned on completion.
• Patent indemnity: supplier indemnifies purchaser against third-party patent, trademark, or design infringement claims.
• Performance security: required within 30 days of award; discharged 30 days after completion including warranty.
• Inspection and testing: purchaser may inspect premises; costs borne by supplier if supplies fail to comply.
• Delivery: as per contract terms; risk remains with supplier until valid receipt obtained.
• Insurance: full cover in freely convertible currency as specified in SCC.
• Incidental services: may include installation, commissioning, training, maintenance as specified in SCC.
• Warranty: 12 months after delivery acceptance or 18 months from shipment, whichever is earlier, unless SCC varies.
• Payment: within 30 days of invoice; in Rand unless SCC states otherwise.
• Price fixation: no variation from bid prices except SCC-authorized adjustments.
• Amendments: only by written agreement signed by both parties.
• Assignment: requires purchaser's prior written consent.
• Subcontracts: notification required; supplier remains fully liable.

Delay and default

• Delay penalties: current prime interest rate per day of delay on delayed goods/services value.
• Termination for default: failure to deliver, failure to perform obligations, or corrupt/fraudulent practices.
• Restriction penalty: up to 10 years prohibition from public sector business; National Treasury database updated within 5 working days.
• Register for Tender Defaulters: court-ordered endorsement 5-10 years for Prevention and Combating of Corrupt Activities Act offences.

Force majeure

• Supplier not liable for delays caused by force majeure events beyond control; written notification required; continue performance where possible.

Termination for insolvency

• Purchaser may terminate immediately without compensation if supplier becomes bankrupt or insolvent.

Dispute resolution

• Mutual consultation for 30 days; then mediation if notice given; finally South African court of law.
• Parties continue performance during disputes; purchaser continues paying monies due.

Limitation of liability

• Exclusion of indirect/consequential loss except penalties and damages.
• Aggregate liability capped at total contract price except defective equipment repair/replacement costs.
• No exclusion for criminal negligence, willful misconduct, or patent infringement.

Governing language and law

• English language; South African law applies unless SCC varies.

Notices

• Deemed served on posting date to address furnished in bid.

Taxes and duties

• Foreign supplier: responsible for all taxes outside South Africa.
• Local supplier: responsible for all taxes until delivery.

Anti-dumping and countervailing duties

• State not liable for provisional payments or duties imposed after bid date; favourable differences refunded to State or deducted from payments due.