Publishing services for kruger2026 conference proceedings – nrf ithemba labs

Publish online, open-access proceedings for the Seventh Biennial Workshop on Discovery Physics at the LHC (Kruger2026, 30 Nov–4 Dec 2026). Conference goals: Exchange of LHC physics results, human capacity development, expanding High Energy Physics, advancing critical skills, and technology transfer (AI, HPC, Big Data, sensors). Thematic areas: Particle Physics, Heavy Ion Physics, Physics beyond the Higgs Boson. Expected participants: ~100. Editors and submission/revision process managed by NRF-iThemba LABS and Conference Organisers to meet DHET accreditation requirements.

Closing date: 12 June 2026 at 16:00. Goods/services required: As soon as possible.

Technical and Supply Chain Management enquiries: Email [email protected]. Submission address: iThemba LABS, ATT: SCM Department, Old Faure Road, Faure, 7131. Postal address: PO Box 722, Somerset West, 7129. Phone: 021 843 1000. Fax: 021 843 3525. CSD support: +27 (0) 12 406 9222 or [email protected]. Website: www.tlabs.ac.za.

Submit quotes exclusively via email to: [email protected]. Late submissions will not be accepted. Mandatory returnable documents: SBD 4 (Bidder Disclosure, signed and completed), SBD 6.1 (Preference Points Claim, signed and completed with B-BBEE certificate or sworn affidavit for South African companies), CSD Summary Report (from www.csd.gov.za), pricing (official/formal quotation), portfolio of evidence (prior conference proceedings of >100 papers, company profile, databases/discovery services, proven track record in online publication of international academic/scientific conference proceedings in nuclear science, stable online submission management platform). Failure to provide mandatory documents may result in disqualification. Changes to the RFQ template or terms after closing date/time will not be considered.

Submit RFQ to: [email protected] (Quotes must be submitted through the email address provided only.)

Scope: Publish online, open-access conference proceedings for Kruger2026 (Seventh Biennial Workshop on Discovery Physics at the LHC, 30 Nov–4 Dec 2026). Deliverables: Online publication of ~50 papers (~300 pages), freely accessible and downloadable in perpetuity. Submission deadline: 30 April 2027. Publication deadline: 30 June 2027. Requirements: Online metadata preparation (title, authors, affiliations, abstracts, references), DOI assignment via CrossRef®, PDF/HTML publication, colour articles, indexing in major databases, journal services (citation tracking, metrics, social bookmarking), perpetual archiving. Quality checks: Symbols, tables, graphs, numbering, affiliations, English grammar/clarity, spelling, punctuation, file errors. Supplier must have: Proven track record in online publication of international academic/scientific conference proceedings in nuclear science, stable online submission management platform, portfolio of evidence (prior proceedings >100 papers).

Mandatory evidence: Portfolio of prior conference proceedings with >100 papers. Supplier must demonstrate: Proven track record in online publication of international academic/scientific conference proceedings in nuclear science; stable online platform for managing submissions. Company profile and databases/discovery services where the journal is published must be provided.

Complete the pricing schedule with VAT-inclusive rates for: 1) 50 papers (estimated 300 pages), 2) online metadata preparation (title, authors, affiliations, abstracts, references), 3) DOI assignment and CrossRef® indexing, 4) PDF publication and HTML metadata creation, 5) colour publication, 6) indexing in main databases, 7) journal services (recommendations, citations, metrics, tracking), 8) social bookmarking links, 9) perpetual archiving, 10) quality checks (symbols, tables, graphs, numbering, affiliations), 11) standard editing (grammar, clarity, spelling, punctuation), 12) file error checks. Total must be VAT-inclusive. Prices must be firm and valid for 60 days from RFQ closing date.

Pricing: Firm, VAT-inclusive, valid for 60 days from RFQ closing date (12 June 2026). Payment terms: 30 days from invoice receipt (standard for Schedule 3A public entity). Advance payments: Require a payment guarantee approved by iThemba Labs Finance. Shorter payment terms (7/14 days) may be negotiated but require a Payment Guarantee to mitigate risks. Pricing schedule must include: Per-unit costs for papers/pages, metadata preparation, DOI/indexing, PDF/HTML publication, colour printing, database indexing, journal services, archiving, quality checks, editing. Total must be VAT-inclusive. Delivery period: Firm period must be specified.

Mandatory: Registration on National Treasury’s Central Supplier Database (CSD) (www.csd.gov.za) – bids from unregistered suppliers will not be considered. Tax compliance: Verified via CSD and tax PIN; non-compliant bidders disqualified. B-BBEE: Submit SANAS-accredited certificate or sworn affidavit to claim preference points. Forms: SBD 4 (Bidder Disclosure) and SBD 6.1 (Preference Points Claim) must be completed. Fraudulent claims or non-compliance may result in disqualification, contract cancellation, damages, or 10-year public sector restriction. Subject to PPPFA 2000 and Preferential Procurement Regulations 2022.

Preference points system: 80/20 (80 points price, 20 points B-BBEE). B-BBEE status levels: Level 1-3: 8 points; Level 4-6: 6 points; Level 7-8: 2 points. Specific goals: 51% Black-owned (3 points), 51% Black female-owned (3 points), 51% Black youth-owned (1 point), 51% owned by People with Disabilities (1 point), EME/QSE (4 points). Submit SANAS-accredited B-BBEE certificate or sworn affidavit. Failure to submit proof forfeits preference points. Organ of state may request substantiation at any time.

Payment conditions: Advance payments require a guarantee approved by iThemba Labs Finance. Standard payment terms: 30 days from invoice receipt (Schedule 3A public entity). Shorter terms (7/14 days) may be agreed but require a Payment Guarantee to mitigate risks. Firm delivery period must be specified. Late submissions are disqualified. Subject to PPPFA, Preferential Procurement Regulations 2022, and General Conditions of Contract (GCC). Special conditions may apply. Contract award contingent on successful negotiations.

Subject to Preferential Procurement Policy Framework Act (PPPFA) and Preferential Procurement Regulations 2022. General Conditions of Contract (GCC) apply, with possible special conditions. Bidders listed in Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Mandatory RFQ requirements: CSD registration, tax compliance (PIN), B-BBEE certificate/affidavit, SBD 4 and SBD 6.1 forms, pricing, portfolio of evidence. Failure to provide mandatory documents may result in disqualification. No changes to RFQ template/terms accepted after closing date/time. Provide CSD Summary Report (www.csd.gov.za). Non-compliant bidders (tax, CSD, or fraudulent claims) will be disqualified.

All proposals evaluated for: Administrative compliance, functionality, price, B-BBEE. Price scoring: Ps = (Pmin / Pt)

• 80. B-BBEE scoring per status level and specific goals. Highest total points (max 100) wins. If all bids exceed R1,000,000, RFQ is cancelled. Tax compliance (CSD + PIN) mandatory for award. PPPFA and 2022 Regulations apply.