Supply and delivery of subscription of library management system

Closing: 28 August 2026 at 11:00. No briefing session. Price validity: 90 days from closing date.

RFQ enquiries: [email protected]. Submissions: [email protected]. No telephone or named contact provided.

Submit via email to [email protected] with the RFQ number in the subject line. Include a formal quotation on company letterhead (with VAT per item, CSD MAAA number, and banking details), a completed and signed SBD 4 and SBD 6.1, and a CSD report. Late submissions will not be accepted. Disqualification risks: non-compliant tax status at award (7 working days to rectify), fraudulent information, false declarations, being listed on National Treasury's restricted database, or failure to quote in line with the specification.

Returnable documents: formal quotation on company letterhead, completed and signed SBD 4 and SBD 6.1, and a CSD report (MAAA number).

80/20 preference point system applies (estimated value up to R1,000,000). Price: 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: 20 points for more than 50% ownership by Black people, Women, or people with disabilities (binary: 20 or 0 points). Bidders must submit SBD 6.1 and supporting documents (B-BBEE certificate or sworn affidavit, CIPC ownership certificate, medical certificate if claiming disability) to claim points. No functionality stage; DFFE may request a demonstration before award.

Subscription-based Library Management System for 12 months. Must support: cataloguing and classification of books, journals, and online resources; intra- and inter-library loans; stocktaking and reports; barcode cataloguing; label generation and printing; customisable circulation management and statistics; accession register compilation, storage, sorting, analysis, and printing; borrower statistics; library reports; books-on-loan reports; overdue books reports; item tracking per borrower; automatic overdue reminders. Includes 2 administration user accounts. Technical requirements: web-based or cloud-hosted, accessible via standard browser; includes software updates, maintenance, and technical support; secure user authentication and role-based access control; data backup and recovery; compliance with information security and data protection requirements. DFFE may require a demonstration of the proposed system before issuing a purchase order.

Bidders must complete the pricing schedule in Annexure A, providing unit price per month, total amount excluding VAT, VAT at 15%, and grand total including VAT. All prices must be firm and valid for 90 days.

Pricing must be submitted on a formal quotation on company letterhead, including VAT per item, CSD MAAA number, and accurate banking details. The pricing schedule in Annexure A requires: unit price per month, total amount excluding VAT, VAT at 15%, and grand total including VAT. All prices must be firm and valid for 90 days from closing. No bond or guarantee is specified.

CSD registration (MAAA number) required. Tax compliance: SARS TCS PIN or printed certificate; non-compliance at award allows 7 working days to rectify. Bidders must not be in the service of the state, and companies with directors who are state employees are ineligible. Bidders must not be listed on National Treasury's restricted database. B-BBEE: to claim specific goals, submit a SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit, and a CIPC ownership certificate; if claiming disability, a medical certificate from a registered practitioner with practice number. Returnable forms: SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) must be completed and signed.

B-BBEE points (20) are awarded for more than 50% ownership by Black people, Women, or people with disabilities. Bidders must submit a SANAS/CIPC-accredited B-BBEE certificate or sworn affidavit, and a CIPC ownership certificate. If claiming disability, a medical certificate from a registered practitioner is required.

The department requires compliance with the Protection of Personal Information Act (POPIA) regarding processing of personal information. Bidders must comply with POPIA prescripts for information disclosed in the bid.

The quoted price must be valid for 90 days from the closing date. The department may extend the validity period by written notice; bidders must respond in writing to accept the extension, otherwise they will not be considered further.

DFFE reserves the right to perform due diligence, request additional information to validate submissions, reject incomplete or illegible quotations, and negotiate price with the recommended bidder without offering the same opportunity to others.

The proposed solution must be web-based or cloud-hosted, accessible via standard web browser. It must include software updates, maintenance, and technical support for the contract duration. It must ensure secure user authentication and role-based access control, provide data backup and recovery, and comply with applicable information security and data protection requirements.

The 80/20 preference point system applies, with 80 points for price and 20 points for specific goals as defined.