Panel of booksellers and publishers for library materials – limpopo department of sport, arts and culture (3-Year contract)

Closing date: 31 August 2026 at 11:00. Non-compulsory briefing session: 17 August 2026 at 10:00, at 21 Biccard Street, Olympic Towers Building, Polokwane, 0699. Advertisement on e-tender portal: 7 August 2026. Bid validity period: 120 days after closing date.

Bidding procedure enquiries: Ms Mabasa L or Ms Modiba M.V, telephone 015 284 4093 / 4108, email [email protected] or [email protected]. Technical enquiries: Ms Krause S, telephone 060 997 7122, email [email protected]. All enquiries must be made in writing and sent to the specified email addresses. Submission address: 21 Biccard Street, Olympic Towers Building, Polokwane, 0699.

Bids must be deposited in the tender box at 21 Biccard Street, Olympic Towers Building, Polokwane, 0699, on or before the closing date and time. Late bids will not be accepted and will be returned unopened where practicable. Submit one original bid document in a clearly marked sealed envelope. Initial each page of the bid document and attachments. Bids must be submitted on the official forms provided, not re-typed. The successful bidder will be required to sign a written contract form (SBD 7). Returnable forms include SBD 1 (Invitation to Bid) and SBD 4 (Bidder's Disclosure), both of which must be fully completed and signed; non-completion, partial completion, or non-submission will result in disqualification. Also submit the General Conditions of Contract (GCC) duly signed by an authorised representative. Bidders must be registered on the National Treasury Central Supplier Database (CSD) before the closing date. Tax compliance will be verified on the CSD. Provide a SARS Tax Compliance Status PIN or a printed TCS certificate; if no PIN, provide a CSD number. For consortia, joint ventures, or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies with directors who are, will not be considered. Failure to provide or comply with any of these particulars may render the bid invalid.

Evaluation is in two phases. Phase 1: Administrative Compliance and Mandatory Requirements. Bidders must submit all documents listed; non-submission of any document leads to disqualification. Required documents include SBD 1, SBD 4, CSD registration, tax compliance verification, and the GCC. Mandatory requirements include SBD 4 (Bidder's Disclosure) and proof of financial capacity. Phase 2: Technical Evaluation (Functionality). Bids must achieve a minimum of 70 out of 100 points to qualify. Functionality criteria: Project Implementation Plan (25 points) – specify timelines from order to delivery, with confirmation from booksellers/publishers if not the bidder; scoring based on delivery time: excellent (less than 4 weeks) = 25, very good (4-5 weeks) = 20, good (5-8 weeks) = 15, average (8-10 weeks) = 10, poor (10 weeks and above) = 5, nothing provided = 0. Company Experience and Track Record (25 points) – provide contactable reference letters on client's letterhead, signed by authorised persons, from government entities or private institutions within the last five years; scoring based on number of references: excellent (5) = 25, very good (4) = 20, good (3) = 15, average (2) = 10, poor (1) = 5, nothing = 0. Value of Projects Executed (25 points) – based on the value of projects referenced: excellent (above R1,000,000) = 25, very good (above R750,000 but below R1,000,000) = 20, good (above R500,000 but below R750,000) = 15, average (above R250,000 but below R500,000) = 10, poor (below R250,000) = 5, no track record = 0. Publishers Association of South Africa and/or Booksellers Association of South Africa registration certificate (25 points) – attach a valid certified copy not older than three months; attached = 25, not attached = 0. The department reserves the right to verify reference letters. After functionality, the 80/20 preference points system will be used for evaluation of library materials provided by more than one supplier.

Scope: Supply and delivery of books and other library materials to six district libraries in Limpopo: Capricorn (62 Rissik Street, Polokwane, 0700), Waterberg (Cnr Leyds & Thabo Mbeki Street, Modimolle, 0510), Vhembe (Makwarela Government Offices, Makwarela), Giyani (Giyani Road, Giyani), Tzaneen (1 Denne Street, Arborpark, Tzaneen), and Sekhukhune (Lebowakgomo Government Complex, next to Education Department, Lebowakgomo). Library materials include books, videos, toys, charts, and audio-visuals. Books must cover fiction and non-fiction, published within a five-year period to date, for all ages and in different languages, except where special need exists. Toys must be educational. Charts and audio-visuals must cover fiction and non-fiction in different languages and for all ages. Delivery must be within eight (8) weeks of receipt of an order. Packaging must be alphabetical according to title, ignoring 'A', 'the', 'n', and 'die'. Delivery is to district libraries. A Book Fair will be held in Polokwane where booksellers/publishers will display materials; lists of library materials must be emailed 14 calendar days prior to the Book Fair, and physical materials brought on the day. Lists must be in alphabetical order, ignoring 'A', 'the', 'n', and 'die'. A list of specific books required by library users will be sent 30 calendar days prior to the Book Fair for inclusion. Local authors and publishers' materials must be included in Book Fair lists. The department will request quotations from the panel. Where library materials are unique and provided by one supplier, appointment will be made per supplier.

Bidders must provide proof of financial capacity in one of the following forms: an undertaking by a bank recognised by the Banks Act to provide a minimum of R1,000,000.00 revolving credit or bank overdraft facility; or a stamped bank statement reflecting a minimum of R1,000,000.00, not older than one month from the date the bid was advertised (7 August 2026); or an original guaranteed letter from a registered financial institution registered with the National Credit Regulator, of a minimum of R1,000,000.00, not older than one month from the advertisement date. All prices must be VAT inclusive and quoted in South African Rand (ZAR). Quoted prices must be all costs inclusive and market related. The department reserves the right to enter into negotiations with successful bidders regarding pricing.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) before the closing date. Tax compliance must be verified on the CSD; bidders must submit a SARS Tax Compliance Status PIN or a printed TCS certificate. If no PIN, provide a CSD number. For consortia, joint ventures, or sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies with directors who are, will not be considered. Bidders must not be listed on the National Treasury's Register of Tender Defaulters or List of Restricted Suppliers. Bidders must complete and sign SBD 4 (Bidder's Disclosure) declaring any employment by the state, relationships with procuring institution personnel, or interests in other enterprises. Bidders must submit a valid certified copy of their Publishers Association of South Africa and/or Booksellers Association of South Africa registration certificate, not older than three months. Bidders must declare in their technical response that they will act honestly, fairly, and with due skill, care, and diligence; have and employ effective resources and systems; comply with all statutory requirements; make adequate disclosures of material information; avoid fraudulent and misleading advertising; conduct business transparently; and not use or disclose information acquired from DSAC without written consent. Bidders must declare on their bid cover letter that they did not have access to any DSAC proprietary information that may have unfairly placed them in a preferential position.

Bidders must not engage in collusive bidding, anti-competitive conduct, or any similar conduct. They must not seek assistance from any employee or representative of a government entity to obtain an unlawful advantage, make or offer gifts or inducements to officials, accept anything of value that may provide financial gain, or pay any fee contingent on the award of the bid. Bidders must not have been found guilty of fraud or forgery in a court of law. Any such conduct may lead to disqualification.