Service provider needed: develop & facilitate information governance (ig) strategy for KZN edtea (12-Month contract)

The tender is for the appointment of a service provider to facilitate and develop an Information Governance (IG) Strategy for Economic Development, Tourism, and Environmental Affairs over a 12-month period.

Closing Date: 16 July 2026 at 15:00. Compulsory Briefing Session: 09 July 2026 at 10:00 AM, Venue: 217 Burger St, Pietermaritzburg, 3201 (Boardroom).

Bidding Procedure Enquiries: Admin Office, Tel: (033) 264 2864/2731, Email: [email protected]. Technical Enquiries: Mbali Lunga, Tel: 081-434-1471, Email: [email protected]. Submission Address: Bid Box, Ground Floor Foyer, 270 Jabu Ndlovu Street, Pietermaritzburg.

Submit all documents in a sealed envelope with the bid number and closing date clearly marked. Deposit the envelope in the bid box at Ground Floor Foyer, 270 Jabu Ndlovu Street, Pietermaritzburg by 15:00 on 16 July 2026. Late submissions will not be accepted. Couriers/drivers must sign the official submission register upon delivery. Bids must be submitted on the official forms provided (do not re-type). Photocopies are allowed but must include original signatures. Each page of the bid document must be initialed. Use of correcting fluid or erasable pens is prohibited. Bids will be opened in public after the closing time. Ensure all compulsory documents (Sections A-O, where applicable) are included and completed. Failure to comply with submission requirements may result in disqualification.

Develop and facilitate an Information Governance (IG) Strategy for Economic Development, Tourism, and Environmental Affairs over a 12-month period. The scope includes compliance with standards such as ISO 24143, ISO 15489, ISO 30300 Series, ISO/IEC 27000 series, ISO 23081, ARMA Principles/IGBoK, AIIM, EDRM, DAMA DMBOK2, and MISS. Key personnel must be accredited or registered in IG or records transformation projects, with desirable certifications (e.g., CIP, IGP, ISO 15489 Lead Implementer/Auditor).

Firm prices only; non-firm prices will not be considered. Use SBD 3.1 (Firm Prices) or SBD 3.3 (Professional Services) for pricing. All prices must include VAT and all applicable taxes (PAYE, income tax, UIF, skills development levies). Offers must remain valid for 60 days from the closing date. For professional services, specify hourly/daily rates, phases, man-days, and estimated costs. Travel expenses must be detailed (e.g., rate/km, air travel class) and supported by certified invoices. Delivery costs must be included in the bid price. Pricing must be in South African Rand.

Only firm prices will be accepted; non-firm prices (e.g., subject to exchange rate variations) are invalid. Pricing must be submitted using SBD 3.1 (Firm Prices) or SBD 3.3 (Professional Services). All prices must include VAT and all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Offers must remain valid for 60 days from the closing date. Travel expenses (if applicable) must be specified (e.g., rate/km, class of air travel) and supported by certified invoices. Delivery costs must be included in the bid price. Pricing must be in South African Rand. For professional services, provide hourly/daily rates for personnel, phases, man-days, and estimated costs. Payment terms: Invoices must be accompanied by delivery notes and will be paid within 30 days of submission.

Registration on the Central Suppliers Database (CSD) is mandatory; failure to register by the closing date will result in disqualification. Submit a valid Tax Compliance Status (TCS) PIN or CSD number. For consortia/joint ventures, each party must submit a separate TCS certificate/PIN/CSD number. Bidders must declare that information on the CSD is correct and up to date. Bidders must not be in the service of the state, nor have directors/members in the service of the state. Complete and submit the Bidder’s Disclosure Form (SBD 4) to confirm no conflicts of interest or collusive practices. B-BBEE: Preference points (20) are allocated for geographical location (KZN Province). Required documentation: completed SBD 6.1, ownership demographic form, utility bill/ward councilor letter/lease agreement, account statement, and CIPC certificate. Professional body accreditation and key expert qualifications must be proven with valid certificates or registration letters.

Contract period: 12 months from signing of the Service Level Agreement. Offers must remain valid for 60 days from the closing date. Contract is subject to the Preferential Procurement Policy Framework Act, Preferential Procurement Regulations (2022), General Conditions of Contract (GCC), and Special Conditions of Contract (SCC). Warranty: Goods/services must be free of defects for 12 months post-delivery (or 18 months post-shipment). Supplier must repair/replace defective goods at no cost. Payment: Invoices must be submitted with delivery notes; payment within 30 days. Prices must not vary from quoted prices unless authorized. Contract amendments require written agreement. Subcontracts must be notified in writing. Delays may incur penalties (prime interest rate per day). Termination for default or insolvency is possible. Disputes resolved via mediation or South African courts. Force majeure events may excuse performance delays. Anti-dumping/countervailing duties are the supplier's responsibility. Restrictions may apply for corrupt/fraudulent practices.

Evaluation follows a 4-stage process: 1) Administrative Compliance: Verify submission of all compulsory documents (Sections A-O). Failure to comply disqualifies the bid. 2) Functionality: Minimum 60% score required to proceed. 3) Preferential Points (80/20 system): 80 points for price, 20 points for specific goals (e.g., geographical location in KZN Province). Required proof: SBD 6.1, ownership demographic form, utility bill/ward councilor letter/lease agreement, account statement, CIPC certificate. 4) Price Negotiation: Department may negotiate with the recommended bidder. Professional body accreditation (e.g., ISO 24143, ISO 15489, ISO 30300 Series) and key expert accreditation (e.g., CIP, IGP) are required with valid proof.