Appointment of a data specialist organisation for labour market research in library and archival services

B-BBEE Requirements:

• Minimum B-BBEE Level: One (1).
• Exempted Micro Enterprises (EMEs) must submit a sworn affidavit confirming:
• Annual total revenue of R10,000,000.00 or less.
• Black ownership percentage (flow-through principle) as per Amended Code Series 100.
• Black Female Ownership percentage as per Amended Code Series 100.
• Black Designated Group Ownership percentage as per Amended Code Series 100.
• Breakdown of Black Designated Group Ownership (Youth, Disabled, Unemployed, Rural, Military Veterans).
• B-BBEE Level Contributor confirmation (Level One, Two, or Four based on ownership).
• Definitions:
• "Black People": Africans, Coloureds, and Indians who are South African citizens by birth, descent, or naturalisation (before or after 27 April 1994).
• "Black Designated Groups": Unemployed black people, black youth, black people with disabilities, black people in rural/underdeveloped areas, and black military veterans.

B-BBEE Level Contributor Confirmation:

• Select applicable level:
• 100% Black Owned: Level One (135% procurement recognition).
• At least 51% Black Owned: Level Two (125% procurement recognition).
• Less than 51% Black Owned: Level Four (100% procurement recognition).

Department: Supply Chain Management. No specific contact name, email, phone, or address provided in the document.

Bidder must submit a completed SBD4 disclosure form. Key requirements:

• Bid must be prepared independently, without consultation or agreement with competitors. Joint ventures/consortia are exempt from this rule.
• No discussions with competitors on pricing, specifications, market allocation, or bid strategies.
• Bid terms must not be disclosed to competitors before official opening or contract award.
• No prior or ongoing discussions with procuring institution officials except for bid clarification.
• Bidder must not have been involved in drafting specifications or terms of reference.
• False or incomplete disclosures may lead to disqualification, reporting to the Competition Commission, NPA investigation, or a 10-year public sector restriction under the Prevention and Combating of Corrupt Activities Act.

Bidder must declare:

• Whether the bidder, directors, trustees, shareholders, members, partners, or controlling persons are state employees. If yes, provide full names, ID numbers, and state employee numbers.
• Whether the bidder or connected persons have relationships with procuring institution employees. If yes, provide details.
• Whether the bidder or controlling persons have interests in related enterprises bidding for this contract. If yes, provide details.
• Certification that all information in the disclosure is true and complete. False disclosures will result in bid disqualification.

Suspicious bids may be reported to:

• The Competition Commission for investigation and potential penalties under Section 59 of the Competition Act.
• The National Prosecuting Authority (NPA) for criminal investigation.
• Public sector restrictions for up to 10 years under the Prevention and Combating of Corrupt Activities Act or other applicable legislation.

Bidder must certify:

• They have read and understood the disclosure form.
• The bid will be disqualified if the disclosure is incomplete or false.

• Closing date: 04 August 2026
• Closing time: 11h00

• Bidding procedure enquiries: Mr Sibusiso Kutshwa, email: [email protected]
• Technical enquiries: Mrs Siphesihle Nzima, email: [email protected]
• Submission email: [email protected]

• Submit bids by the closing date and time (04 August 2026, 11h00) to the bid box at the specified street address or via email to [email protected]. Late bids will not be accepted.
• Use only the official bid forms provided; do not re-type or alter them.
• Bids are subject to the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations, 2017, as well as General Conditions of Contract (GCC) and any special conditions.
• Successful bidders must complete and sign a written contract form (SBD7).
• Failure to comply with submission requirements may disqualify the bid.

Appointment of a data specialist organisation to conduct labour market information research into library and archival services.

• Tax Compliance: Bidders must submit a Tax Compliance Status (TCS) PIN issued by SARS. Apply via e-filing at www.sars.gov.za or submit a printed TCS certificate with the bid.
• Central Supplier Database (CSD): If no TCS PIN is available but the bidder is registered on CSD, provide the CSD number.
• Consortia/Joint Ventures: Each party must submit a separate TCS certificate, PIN, or CSD number.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Foreign Suppliers: If the entity is not a resident of South Africa and has no branch, permanent establishment, income source, or tax liability in RSA, registration for a TCS PIN is not required.
• Disqualification: Bids from persons in the service of the state, or companies/directors/members in the service of the state, will not be considered.

Price definition: The amount tendered for goods/services, inclusive of all applicable taxes, less unconditional discounts.

Rand value: Total estimated contract value in ZAR, calculated at bid invitation stage, inclusive of all taxes.

Pricing must align with the 80/20 or 90/10 preference point system, as determined by the tender value.

Mandatory compliance requirements for preference points:

• B-BBEE Certification: Valid B-BBEE Certificate issued by a SANAS-accredited verification agency, or Affidavit + CIPC B-BBEE Certificate for ownership claims.
• Company Registration: CIPC registration documents for all business types (including Cooperatives, NPCs, NPOs, CBOs).
• Proof of Ownership: ID copies of Director/Owner for ownership-based claims (Black, Black women, Youth, Disabled).
• Municipal Account Proof: Required for location-based claims (province or South Africa).
• Medical Certificate: Required for disability-owned business claims (51%+).

General compliance notes:

• All claims must be truthful and verifiable. False claims may result in disqualification, cost recovery, contract cancellation, or blacklisting (up to 10 years).
• The organ of state may request additional documentation at any stage to substantiate claims.
• Preference points are only awarded if explicitly claimed and documented in the tender submission.

Contractual terms and conditions include:

• The tenderer must certify that all information provided is true and correct.
• Preference points claimed must comply with the General Conditions of the tender.
• The organ of state may require documentary proof of claims at any time, even post-award.
• Consequences of fraudulent claims or non-fulfillment of conditions:
• Disqualification from the tender process.
• Recovery of costs, losses, or damages incurred by the organ of state.
• Contract cancellation and damages claimed for less favorable arrangements.
• Blacklisting of the tenderer, its shareholders, and/or directors from state business for up to 10 years (after due process).
• Criminal prosecution if deemed necessary.
• The tenderer must sign and date the declaration, providing company/firm name, registration number, and type (e.g., Partnership, Sole Proprietor, (Pty) Ltd, Non-Profit, etc.).

A non-compulsory virtual briefing session will be held on 27 July 2026, 11h00–13h00. Join via Microsoft Teams: https://teams.microsoft.com/meet/38785663124972?p=RpDI53huuBZySYBOim. Meeting ID: 387 856 631 249 72. Passcode: be78ns2V. Questions may be submitted until 28 July 2026, 12h00. No questions will be accepted after this deadline.

All enquiries must be in writing and directed to: Supply Chain Management, Email: [email protected]. General enquiries: [email protected]. Anti-Corruption Hotline: 0800 204 937. SMS: 49017. Website: www.etdpseta.org.za. Submission email: [email protected].

Submit all documents electronically via email to [email protected]. Organise submissions into three folders: Folder A (Stage 1: Administrative Requirements), Folder B (Stage 2: Functionality Evaluation Requirements), and Folder C (Stage 3: Price and Specific Goals). Ensure all relevant documents are included in the respective folders for efficient evaluation. ETDP SETA will not be responsible for missing information. Late, incomplete, or unsigned bids will not be accepted. Bids must hold good for 90 days. Milestone meetings will be held regularly to monitor progress.

8. METHOD OF SUBMISSION All Documents for Stage 1 (Administrative requirements), Stage 2 (Functionality Evaluation), and Stage 3 (Pricing & Specific Goals) must be submitted in electronic format via email to [email protected] There must be three folders covering the following stages: Folder A: Stage 1: Administrative Requirements Folder B: Stage 2: Functionality Evaluation Requirements Folder C: Stage 3: Price and Specific Goal It is the responsibility of the bidder to ensure that all relevant documents are included in the folders to ensure efficient evaluation of its proposal. ETDP SETA will not take any responsibility for any missing information in the submissions

The service provider must collect labour market information and develop databases for the Library and Archival Services subsector. Key deliverables: (1) Labour Market Database in Microsoft Excel, including organisation name, provincial/district location, number of employees, OFO occupational titles, gender, race, disability status, age group, and emerging occupations. (2) Job Advert Data Database in Microsoft Excel, including positions advertised, advertiser, publish date, re-advertised vacancies flag, advertisement/closing date, number of people required, location/province, required qualifications, years of experience, salary (if provided), skills/competencies, contract type (perm/contract), EE/AA vacancies flag, OFO category mapping, work-from-home flag, and job content. (3) Infographic data insights reports highlighting key trends. The provider must work closely with the ETDP SETA Research Unit for skills transfer and methodology planning.

The service provider must demonstrate a robust and reliable methodological approach for data collection. This includes: Quantitative and/or qualitative methods, population and geographical coverage, data collection tools, and risk mitigation strategies. The methodology must cover the full population of the Library and Archival Services subsector across all provinces. For Job Advert Data, the approach must include extraction frequency, data sources (e.g., online job portals, employer websites, recruitment agencies), and tools (e.g., AI-enabled solutions, web-scraping). The plan must be critical of risk factors and provide mitigation strategies.

The Project Manager must have a Master’s degree (minimum) and at least 4 years of experience managing similar projects. The project team must include: Project Manager (4 points), Senior Researcher (2 points), Data Analysts/Statistical Analyst (2 points), and a minimum of two Field Workers (2 points). Submit certified copies of qualifications, CVs, and SAQA confirmation for foreign qualifications. Provide 1–4 samples of work done, each with a reference letter confirming authorship, client contact details, and signed/dated validation. Samples can be reports, summaries, databases, or snapshots.

The costing model must not be modified. Include all line items in order: Labour Market Database (organisation details, OFO titles, demographic data), Job Advert Dataset (positions, advertiser, dates, qualifications, experience, salary, skills, contract type, EE/AA flags, OFO mapping, work-from-home flags, job content), and Infographic Data Insights Reports. Add SUB-TOTAL, VAT @ 15%, and TOTAL COSTS (VAT inclusive). All pricing must be in ZAR and final. Sign the costing model and include bidder name, position/role, and signature.

Submit a detailed all-inclusive budget (VAT inclusive) in South African Rand (ZAR). Use the provided costing model, which must not be modified. Include fees for: Labour Market Database, Job Advert Dataset, and Infographic Data Insights Reports. The pricing schedule must detail all possible activities, including total cost per year. Payment will follow the agreed schedule in the Memorandum of Agreement (MoA). No additional fees will be entertained after submission. Pricing must be final and signed. Stage 3 (Pricing & Specific Goals) requires: Costing Model and SBD 6.1 - Preferential Points Claim Form (if claiming points).

Bidders must: Submit completed SBD Forms (SBD 1, SBD 4) and General Conditions of Contract (GCC). Provide a SARS-issued Unique Security PIN for tax verification. Be registered on the Central Supplier Database (CSD). Submit a valid certified B-BBEE Certificate from a SANAS Accredited Verification Agency, CIPC, or a signed Sworn Affidavit for specific goals allocation. Joint ventures must submit a consolidated B-BBEE Verification Certificate for the bid. Failure to submit B-BBEE proof results in no points for specific goals. Deregistered, blacklisted, or CIPC de-registering companies are disqualified. ETDP SETA reserves the right to verify all submitted information.

Bidders must submit a valid certified B-BBEE Certificate from a SANAS Accredited Verification Agency, CIPC, or a signed Sworn Affidavit to claim points for specific goals. Joint ventures must submit a consolidated B-BBEE Verification Certificate for the bid. Failure to submit proof of B-BBEE status results in no points for specific goals. Specific goals will not be allocated if supportive documents are missing.

The project duration is 12 consecutive months, starting from the last signature on the Memorandum of Agreement (MoA). The ETDP SETA reserves the right to negotiate prices, cancel the bid, or not award it. A penalty fee may apply if the project is not completed per the service level agreement. The ETDP SETA owns all content, material, and developments; no information may be shared without permission. Bidders must hand over all material to ETDP SETA upon project completion. POPIA and PAIA disclaimers apply, and personal information is treated as confidential.

ETDP SETA does not bind itself to appoint the highest-scoring bidder. Bids must be submitted in three folders (Administrative, Functionality, Pricing). Late, incomplete, or unsigned bids will not be accepted. Bids must hold good for 90 days. Blacklisted companies (National Treasury database) are disqualified. The ETDP SETA remains the sole owner of all project outputs. No information may be shared without permission. Due diligence will be conducted on successful bidders.

Bidders must submit completed and signed SBD Forms (SBD 1, SBD 4) and General Conditions of Contract (GCC). Provide a SARS-issued Unique Security PIN for tax verification. All suppliers must be registered on the Central Supplier Database (CSD). Companies in the process of CIPC de-registration are disqualified. Deregistered or blacklisted companies are not considered.

Evaluation is conducted in three stages: Stage 1 (Administrative Compliance), Stage 2 (Functionality Evaluation), and Stage 3 (Pricing & Specific Goals). Stage 1 requires submission of completed SBD Forms (SBD 1, SBD 4), General Conditions of Contract (GCC), and SARS PIN. Stage 2 evaluates functionality with a minimum qualifying score of 70 points. Criteria include: Sample of work and reference letters (max 25 points), Project Team Structure (max 10 points), Project Manager qualifications and experience (max 15 points), Data Collection Methodology (max 35 points), and Project Plan (max 15 points). Stage 3 applies the 80/20 preference point system (80 for price, 20 for specific goals).