Submissions closed on 3 June 2026. The information below is archived for reference.
Our AI analyzes thousands of tenders and finds the ones YOUR company can actually win
AI Match Scoring
Get a compatibility score for every new tender
Instant Notifications
Get alerted when 85%+ matches appear
Gap Analysis
See exactly what you need to qualify
B-BBEE Matching
Tenders matched to your certification level
Province Targeting
Only see tenders in your regions
Document Readiness
Know if you have required docs before using AI assistance
Reference
SSA/02/2026-27
Organization
State Security Agency
Province
Gauteng
Closed
3 June 2026
Don't worry! Here are similar opportunities still open for submission
AI Document Analysis Stages
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
AI Document Analysis Stages
Description
Government tenders in the Libraries, Archives, Museums and Other Cultural Activities sector represent significant opportunities for South African businesses. The South African government regularly procures goods and services through the eTender portal, making it essential for businesses to stay informed about new opportunities.
Get weekly tender digests and industry insights delivered to your inbox.
Subscribe for FreeWe refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Appointment of a service provider to supply, implement, and maintain an integrated library management system for the State Security Agency (SSA) across 3 libraries (2 in Pretoria, 1 in Mahikeng) for a 5-year period (2026/27–2030/31). The system must enable online access to all library collections, support SSA operational goals, and include modules for acquisition, cataloguing, circulation, OPAC, and system administration. Total stock items to be managed: 31,166. Staff supported: 7. Data migration from the existing Amlib library system is required.
Important Dates
Source: Tender Document_Integrated Library Management System.docx (unknown)Closing date and time: 03 June 2026 at 11:00. Compulsory briefing session: 13 May 2026. Deadline for enquiries: 01 June 2026 (2 days before closing). Bid validity period: 150 calendar days from the closing date.
Contact Information
Source: Tender Document_Integrated Library Management System.docx (unknown)Bidding procedure enquiries: Ms. Nobantu Mogotsi, Telephone: +27 (12) 427 4174, Email: [email protected]. Submission address: SSA Headquarters Reception, Musanda Complex, 1 Joe Nhlanhla Street, Pretoria, 0181.
Submission Guidelines
Source: Tender Document_Integrated Library Management System.docx (unknown)Submit bids in a sealed envelope clearly marked with the bid number (SSA/02/2026-27), description, and closing date. Deposit before 11:00 on 03 June 2026 in the bid box at: SSA Headquarters Reception, Musanda Complex, 1 Joe Nhlanhla Street, Pretoria, 0181. Use only the official forms provided (SBD 1, SBD 2, SBD 3.1–3.3, SBD 4, SBD 6.1) and attach all required schedules (A–K). All forms must be completed, signed, and submitted; failure to do so invalidates the bid. Enquiries must be directed exclusively to Ms. Nobantu Mogotsi at +27 (12) 427 4174 or [email protected], and only until 2 days before the closing date (01 June 2026). Late bids will not be accepted. Bids remain valid for 150 calendar days from the closing date.
Evaluation Criteria
Source: Tender Document_Integrated Library Management System.docx (unknown)Evaluation follows a 3-phase process: Phase 1: Mandatory requirements – failure to comply with any mandatory requirement (e.g., submission of all signed forms, tax compliance, CSD registration) invalidates the bid. Phase 2: Compliance to specifications/functionality – bidders must conform to at least 80% of the technical and functional requirements. Phase 3: Price (80 points) and B-BBEE (20 points) evaluation using the 80/20 preference point system. Price points are calculated using the formula: Ps = 80
Technical Specifications
Source: Tender Document_Integrated Library Management System.docx (unknown)Scope: Supply, implement, and provide maintenance/support for an integrated library management system for the State Security Agency (SSA) across 3 libraries (2 in Pretoria, 1 in Mahikeng) for 5 years (2026/27–2030/31). The system must support 31,166 stock items and 7 staff members. Key modules and requirements: Acquisition: Vendor/supplier profile management, item record creation/updating for ordering, processing/uploading received items, check-in by location, claims generation, management reports/statistics. Cataloguing and Indexing: Add/edit/delete records, multi-format support, analytical records, ISBN compliance (10/13-digit), OPAC record updates, authority file maintenance, stocktake capability, change tracking, MARC21 and RDA standards. Circulation: Issues/returns/renewals, reservations/recalls/holds, automatic user blocking, loan history/memos, user management, overdue notices (automated email), check-in notifications, report generation (print/email). OPAC: Customisable, basic/advanced search, refined/sorted results, user profile management, self-service (loans, renewals, reservations, fines/fees), integration with SSA library website. System Administration: User privilege configuration, module integration, authority file/parameter setup, backups (on separate server from database). Technical Requirements: Web-based or server-based (not desktop-installed), seamless API/relational database integration, VMWare 7.x or higher compatibility, migration of historical data from the existing Amlib system, system/software maintenance (updates/enhancements), technical service, and user support. Training: Mandatory training on all system modules, reporting, and administration. Security: Vetting of consultants responsible for implementation and maintenance. Demonstration of the system/solution is required.
Financial Requirements
Source: Tender Document_Integrated Library Management System.docx (unknown)Pricing must be submitted on the official SBD 3.1, SBD 3.2, or SBD 3.3 forms, inclusive of VAT and all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Pricing transparency is mandatory: bidders must indicate the basis of their pricing calculation on the Pricing Schedule. Non-firm prices are subject to escalation using the formula: Pa = (1-V)Pt
Compliance Requirements
Source: Tender Document_Integrated Library Management System.docx (unknown)Mandatory documents: SBD 1 (Invitation to Bid), SBD 2 (original and valid Tax Clearance Certificate, valid for 6 months from issue), SBD 3.1–3.3 (Pricing Schedules), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), Schedules E–K (Qualifications/Experience, Organizational Type/Structure, Nearest Office, Financial Particulars, Security Clearance). Tax compliance: Submit SARS Tax Compliance Status (TCS) PIN or Central Supplier Database (CSD) number. For consortia/joint ventures, each member must submit separate TCS certificates/PINs/CSD numbers. B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to claim preference points. CSD registration is mandatory for all bidders (including JV members). Security clearance: All personnel (including subcontractors) must obtain and maintain valid SSA security clearances at the bidder’s cost. Bidders must provide a list of personnel involved, indicating their clearance status. Failure to obtain or maintain clearances may result in contract cancellation. Additional requirements: No bids accepted from state employees, companies with state-employed directors, or close corporations with state-employed members. Collusive bidding is prohibited under the Competition Act 1998 (Act No. 89 of 1998). Bidders must certify that their bid was prepared independently and without consultation with competitors. Proof of authority to sign the bid (e.g., company resolution) must be submitted.