Supply, delivery, installation and 12-Month subscription of a qualitative data analysis software tool for 8 users, including training

Closing date and time: 11 November 2026 at 11:00

Bid validity: 120 days from the closing date

No compulsory briefing or site visit is indicated.

Bidding procedure enquiries

• Contact: Ms Londiwe Mkhize
• Telephone: 031 266 1777
• Email: [email protected]

Technical enquiries

• Contact: Ms Lunghile Mhlaba
• Telephone: 031 266 1777
• Email: [email protected]

Submission

• Method: email
• Email: [email protected]

Delivery address

Moses Kotane Research Institute

190 K.E Masinga Road

Stamford Hill

Durban

4001

Submission method: email

Submission email: [email protected]

Closing: 11 November 2026 at 11:00

Late bids are not accepted; postal bids received after the closing time are disregarded and proof of posting is not accepted as proof of delivery.

Returnable documents — all must be completed, signed and submitted:

• SBD 1 Part A (Invitation to Bid) and Part B (Terms and Conditions for Bidding): bidder details and the signed offer.
• Section A: special instructions on how the bid forms must be completed.
• Section B: declaration that the bidder's Central Supplier Database information is correct and up to date; incorrect or outdated information may disqualify the bid or cancel a resulting contract.
• SBD 3.1: pricing schedule showing the grand total, with a separate breakdown attached if the line items do not fit on the form.
• SBD 4: bidder's disclosure of interests, including any link to state employees and to other CSD-registered companies linked to directors.
• SBD 6.1: preference points claim form; without it, no specific-goal points are claimed.
• Calculation of Equity for Specific Goals.
• Section D: authority to sign the bid, or the enterprise's resolution letter.
• Section E: specification.
• Section C: General Conditions of Contract.

Formatting rules:

• Bid forms may not be retyped or redrafted; photocopies are permitted but must carry an original signature.
• The bidder must initial every page of the bid.
• Any alteration must be initialled; correcting fluid is prohibited.
• Bidding documents must not be packed together with samples.
• The successful bidder must complete and sign contract form SBD 7.

Two-stage evaluation.

Stage 1: supply chain administrative compliance — returnable forms and supporting documents are checked before any scoring.

Stage 2: 80/20 preference point system under the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022.

Points allocation (100 total):

• Price: 80
• Specific goals: 20

Specific goals and the evidence required to claim them:

• Black ownership of 51% or more: 10 points — B-BBEE certificate or affidavit (the SBD 6.1 table states 70% or more).
• Women ownership of 51% or more: 3 points — copies of identity documents.
• Youth ownership of 51% or more: 3 points — CIPC enterprise registration certificate.
• People living with disability holding 30% or more ownership: 2 points — doctor's medical certificate or proof of disability letter.
• Business located within KwaZulu-Natal: 2 points — proof of address such as a utility bill, affidavit or councillor's letter.

Claiming points:

• SBD 6.1 must be completed; if it is not, specific-goal points are not awarded.
• Claims must be supported by the CIPC certificate, identity documents, B-BBEE certificate or affidavit, and disability proof.
• The institute may require a bidder to substantiate any preference claim before adjudication or at any time afterwards.
• Price points are calculated on the lowest acceptable bid using the standard 80/20 formula.

Scope: supply, delivery, installation and activation of a subscription for a qualitative data analysis software tool, with training, for the Moses Kotane Research Institute.

Licence and platform:

• Licence type: 12-month subscription.
• Users: multi-user licence for 8 users.
• Version: latest available release.
• Compatibility: must run on both Windows and macOS.
• Language: English, with access to the manufacturer's standard technical support and software updates for the duration of the licence.
• Training: training on the software for 8 users.

Pricing line items:

• Item 1: supply, delivery and installation of the qualitative data analysis software tool for 8 users.
• Item 2: training for 8 users.

Delivery point:

Moses Kotane Research Institute

190 K.E Masinga Road

Stamford Hill

Durban

4001

Quotations must include VAT where applicable and delivery costs.

Goods must conform to the standards set out in the specification.

Pre-bid testing is for the bidder's account.

The institute may inspect the supplier's premises at reasonable hours during production, execution or on completion.

Where supplies or services fail to meet the contract requirements, the cost of inspection, testing or analysis is for the supplier, and the goods may be rejected.

Rejected supplies are held at the supplier's cost and risk and must be removed and replaced immediately; if they are not, the institute may buy replacements at the supplier's expense.

The supplier must allow the institute to inspect and audit records relating to performance.

Contract documents and institute information remain the institute's property and must be returned on completion if requested.

SBD 3.1 must be completed and submitted with the grand total; attach a separate breakdown if the line items do not fit on the form.

Line items:

• Item 1: supply, delivery and installation of the qualitative data analysis software tool for 8 users.
• Item 2: training for 8 users.

The schedule also requires the subtotal, VAT at 15% and the total.

The form is issued as non-firm prices, so price adjustments are allowed at the periods and times stated in the bidding documents.

The offer must remain valid for 120 days from the closing date.

The bidder must also state the required-by date, delivery point, brand and model, country of origin, whether the offer complies with the specification, any deviations, the delivery period, and whether delivery is firm.

Pricing:

• Submit SBD 3.1 with the grand total; attach a breakdown if the line items do not fit on the form.
• Prices must include VAT where applicable and delivery.
• VAT is calculated at 15% on the subtotal.
• The schedule is issued as non-firm prices; price adjustments are allowed at the periods and times set out in the bidding documents.
• Quoted prices may not vary, except for adjustments authorised in the Special Conditions of Contract or on a bid validity extension.

Bid validity: 120 days from the closing date.

Payment:

• Invoices must be accompanied by a copy of the delivery note.
• Payment is made within 30 days of invoice or claim submission.
• Payment is in Rand unless the Special Conditions of Contract state otherwise.

Security and warranty:

• The successful bidder must provide a performance security within 30 days of the award notification, for the amount stated in the Special Conditions of Contract; it may take the form of a bank guarantee, an irrevocable letter of credit, or a cashier's or certified cheque, and is released within 30 days of completion of performance.
• Goods must be new, unused and current models, with a warranty of 12 months from delivery and acceptance, or 18 months from shipment, whichever ends first.

Penalties: late delivery or non-performance attracts a penalty calculated at the prime interest rate on the delivered price of the delayed goods or unperformed services for each day of delay.

Registration and tax:

• Bidders must be registered on the Central Supplier Database and provide a CSD number, or provide a SARS Tax Compliance Status PIN.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• Bidders must be compliant with their tax obligations.

Disqualification:

• Bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state will not be considered.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
• Incorrect or outdated CSD information may disqualify the bid or cancel a contract awarded on it.
• Failure to provide or comply with the required particulars may render the bid invalid.

B-BBEE and specific goals:

• A B-BBEE certificate or affidavit is required to claim the black ownership points.
• A CIPC enterprise registration certificate, identity documents and disability proof are required for the remaining specific-goal claims.
• SBD 6.1 must be completed to claim any specific-goal points.

Contract form: the successful bidder must complete and sign SBD 7.

Duration: 12-month software subscription.

Warranty: goods must be new, unused and current models; the warranty runs 12 months from delivery and acceptance, or 18 months from shipment, whichever is earlier. Defects must be repaired or replaced at no cost to the institute.

Payment: within 30 days of invoice or claim, in Rand, with a copy of the delivery note.

Price variation: prices are fixed except for adjustments authorised in the Special Conditions of Contract or on a bid validity extension.

Amendments: only by written amendment signed by both parties.

Assignment and subcontracting: assignment requires the institute's prior written consent; subcontracts must be notified in writing and do not relieve the supplier of liability.

Delays: the supplier must notify the institute in writing of any delay, its likely duration and its cause; the institute may extend the time with or without penalties.

Penalties: calculated at the prime interest rate on the delivered price of delayed goods or unperformed services for each day of delay.

Termination: the institute may terminate in whole or in part for failure to deliver, failure to perform any obligation, or corrupt or fraudulent practices, and may restrict the supplier from public-sector business for up to 10 years.

Restriction process: a supplier has 14 days to give reasons why a restriction should not be imposed.

Confidentiality: contract documents and institute information may not be disclosed or used outside performance of the contract without prior written consent.

Evaluation runs in two stages: administrative compliance first, then the 80/20 preference point system under the Preferential Procurement Regulations, 2022. Price carries 80 of the 100 points and specific goals carry 20. Specific-goal points are awarded for black ownership (10), women ownership (3), youth ownership (3), ownership by people living with disability (2) and location within KwaZulu-Natal (2). SBD 6.1 must be completed for any specific-goal points to be claimed, and each claim must be supported by the listed evidence. The institute may call for substantiation of any claim before or after adjudication.