Appointment of service provider to develop 30th anniversary legacy publications for SALGA

• This RFP seeks a service provider to develop a set of flagship legacy publications for SALGA's 30th anniversary.
• The publications aim to preserve, document, and institutionalise the history, impact, evolution, and future direction of organised local government in democratic South Africa.
• The project aligns with SALGA @ 30 programme pillars: Institutional Memory, Leadership Transition, Democratic Reflection, and Future Fitness.
• The context includes 30 Years of Democracy (2026), the 2026 Local Government Elections, SALGA's 30th Anniversary (Nov 2026), and the transition to the 7th Local Government Administration (2027).

• Closing Date and Time: 15 July 2026 at 11h00.
• Last Day for Questions/Clarifications: 08 July 2026. Direct enquiries to Precious Nzuza ([email protected]).
• Bid Validity Period: 60 days from the date of submission.

• For general enquiries: Tel: (012) 369 8000, Email: [email protected], Website: www.salga.org.za.
• For questions/clarifications regarding this RFP: Contact Precious Nzuza at [email protected], SALGA National Office, Tel: 012 369 8000.
• Report discrepancies or omissions in the RFP to SCM at [email protected].

• Submit your proposal via SALGA's fully automated SCM portal: https://scmportal.salga.org.za/. You must register as a supplier on the portal first.
• Deadline: 15 July 2026 at 11h00. Late submissions will not be accepted.
• You are solely responsible for ensuring your proposal reaches the portal on time.
• SALGA will not cover any costs you incur preparing or submitting your bid.
• Your bid must be valid and open for acceptance for 60 days from the submission date.
• Mandatory returnable documents: Complete and submit Form SBD 6.1 (Preference Points Claim) and Form SBD 4 (Declaration of Interest). Do not retype these forms; complete the originals in black ink and sign them.
• Failure to comply with any submission condition may render your bid non-responsive.

14.18 Standard Bidding Forms

Scope: Develop two flagship legacy publications to commemorate SALGA's 30th anniversary.

• Publication 1: Premium Coffee Table Legacy Book.
• Purpose: Visual storytelling, humanising SALGA and local government, celebrating democratic progress, showcasing municipalities.
• Tone: Reflective, proud, nation-building, human-centred, future-facing.
• Audience: NEC, incoming 7th Administration leadership, provincial leaders, municipal executives, national government, international partners, media, academia, future SALGA leaders.
• Design: Premium quality, strong visual identity, full-colour photography, archival imagery, elegant layouts, contemporary African aesthetic, suitable for display, eReader, gifting.
• Publication 2: Comprehensive Institutional Compendium ('The SALGA Bible').
• Purpose: Definitive archival, governance, policy, and historical reference on SALGA and democratic local government over 30 years.
• Function: Institutional memory archive, governance reference, leadership induction resource, historical/academic record, strategic handover document, long-term knowledge repository.
• Tone: Authoritative, reflective, intellectual, strategic, nation-building.
• Structure: Four proposed volumes covering origins, SALGA's evolution, local government in practice, and policy/reform.

Key Project Objectives:

• Preserve institutional memory and capture oral histories.
• Strengthen leadership continuity and transition.
• Create a permanent archive and support induction of new leadership.
• Position SALGA as a thought leader and custodian of local government history.

Deliverables & Timeline (High-Level):

• Inception report, archival scoping reports, verified chronology drafts, chapter frameworks.
• Leadership preview draft due November 2026.
• Final Coffee Table Book, Compendium, and digital excerpts due February/March 2027.

Required Service Provider Competencies:

• Expertise in archival/historical research, oral history, democratic/local government analysis, editorial development, visual archive curation, digitization/metadata, and premium publication design/production.
• Proposed team must include roles like Project Director, Senior Archivist, Oral History Lead, Local Government Researcher, Managing Editor, Visual Archive Specialist, Digitization Specialist, Creative Director, Production Coordinator.

• The archival research methodology must combine historical document analysis, archival retrieval, oral history collection, visual asset curation, and evidence verification.
• Key phases: Archival scoping and source mapping, structured collection and review, triangulation and verification, oral history interviews, and archival curation/preservation.
• Specific tasks include conducting archival research across SALGA, municipalities, and national archives; gathering historic materials; conducting oral history interviews; sourcing media archives; developing province-by-province inputs; curating municipal impact stories; and verifying all references.
• The methodology must ensure historical rigour, editorial usability, ethical documentation, and future archival value.

• Your bid must demonstrate experience and expertise in: archival/historical research, oral history/institutional memory documentation, democratic governance/local government analysis, editorial development/long-form writing, visual/photographic archive curation, digitization/metadata/preservation systems, and premium publication design/production.
• Provide proof of similar past work in the form of reference letters or appointment letters. The most recent reference should be for work completed within the last 5 years.
• Submit detailed CVs for the proposed project team, showing relevant qualifications and experience. The project team leader must have at least 5 years of relevant experience conducting archival projects of this scale.

• The service provider must ensure all work conforms to standards set by SALGA.
• All reports and working papers will be reviewed by the relevant SALGA Project Manager and become SALGA's property.

• Mandatory: You must be registered on the Central Supplier Database (CSD) before submitting your bid. Failure to register is an automatic disqualifier.
• B-BBEE: You must submit proof of your B-BBEE status level. Non-compliance means you score 0 for the B-BBEE evaluation component (20 points) but are not disqualified.
• Specific Goals: Points are allocated for SMMEs (4 points), 100% Black Women-owned entities (3 points), and 100% Youth-owned entities (3 points).
• General Contract Conditions:
• All intellectual property and materials developed become the sole property of SALGA.
• You must sign confidentiality and indemnity agreements.
• You are required to declare any conflict of interest.
• Standard bidding documents (SBD 6.1 and SBD 4) must be completed and submitted.

• B-BBEE scoring uses the 80/20 system. Points for B-BBEE Status Level: Level 1 (10 points), Level 2 (9), Level 3 (7), Level 4 (6), Level 5 (4), Level 6 (3), Level 7 (2), Level 8 (1).
• Specific Goals points: SMMEs (4 points), 100% Black Women-owned (3 points), 100% Youth-owned (3 points).
• You must submit proof of your B-BBEE status level. Failure to submit proof means you score 0 for the B-BBEE component (20 points) but are not disqualified.

• Contract Term: Governed by a Service Level Agreement (SLA). The contract lasts for the assignment duration and expires upon completion. It can be extended by mutual agreement.
• Termination: SALGA can terminate with 30 days written notice if the service provider fails to perform or substantially violates the RFP provisions.
• Liability: SALGA is not liable for the actions of the winning bidder or its employees.
• Payments: SALGA pays valid claims within a reasonable time upon satisfaction. No payment for outstanding information not submitted.
• Expenditure: SALGA is not responsible for any costs you incur in bid preparation or submission.
• Intellectual Property: All IP, materials, and products developed vest in SALGA. They cannot be shared or sold without SALGA's prior written consent.
• Confidentiality: You must sign a confidentiality agreement.
• Variations: SALGA may vary the scope of work at its discretion.

• Mandatory Requirement: Registration on the Central Supplier Database (CSD) before bid submission. Non-compliance leads to automatic disqualification.

Closing date and time: 15 July 2026 at 11h00

Bid Validity Period: 60 days