Supply and installation of syspro ERP software system for csir's beneficiary companies

The CSIR invites quotations for the supply and installation of Syspro ERP software for its beneficiary companies in South Africa. The quotation must be for the latest version of the software and must not include training or implementation costs. The detailed specification is in Annexure A.

Closing date and time: Friday, 18 September 2026 at 16h30. Late submissions will not be accepted.

Last date for submission of enquiries/clarifications: Tuesday, 15 September 2026 at 16h30.

RFQ validity period: 90 calendar days from the closing date.

No briefing session or site visit is stated.

All enquiries and submissions: [email protected] (use RFQ number and description as subject).

SCM contact person: telephone 012 841 2911, email [email protected].

Technical enquiries: same contact person, telephone 012 841 2911, email [email protected].

CSIR hours: 08h00 – 16h30.

Submit quotations electronically to [email protected] only. Use the RFQ number and description as the email subject. Total email and file size must not exceed 25MB per email; if larger, split across multiple emails. Cloud sharing links (WeTransfer, Google Drive, Dropbox, etc.) are not accepted. File names must be short and simple. All documentation must be in English. Late submissions, submissions to the wrong address, or submissions via cloud solutions will not be considered. Changes to a submission after the closing date and time will not be accepted. Returnable forms (all must be completed, signed, and submitted):

• Annexure C (SBD 1): Invitation to Bid – bidder and contact details, signed as the offer cover page.
• Annexure D (SBD 4): Declaration of Interest – discloses whether any director or shareholder is employed by the state or connected to anyone at the CSIR.
• Annexure E: Preference Points Award Form – mandatory to claim preference points.
• Annexure F: Mutual Non-Disclosure Agreement – signed to protect confidential information.
• Annexure B: Pricing Schedule – completed and priced.
• OEM Letter from Syspro confirming the bidder is an authorised Syspro Elite or Premium Partner in South Africa, including reseller's approval/rights.

Failure to submit any mandatory returnable document by the closing date and time results in disqualification.

Essential returnable documents (must be submitted): Annexure C (SBD 1), Annexure D (SBD 4), Annexure E (Preference Points Award Form), Annexure F (Mutual Non-Disclosure Agreement). Mandatory returnable documents (failure to submit results in disqualification): Annexure B (Pricing Schedule) and OEM Letter from Syspro confirming authorised Syspro Elite or Premium Partner status in South Africa, including reseller's approval/rights.

Evaluation is in two phases:

Phase 1 – Elimination: Bidders are eliminated if they submit late, submit to the incorrect location or email address, are listed on the National Treasury database of restricted suppliers, are registered on the NT Register of Tender Defaulters, fail to submit mandatory returnable documents (Table 2), or fail to meet specification requirements.

Phase 2 – Price and Preference Points: Uses the 80/20 preference point system. Price is scored out of 80 points; preference points out of 20. Preference points are awarded for specific goals: Black Ownership (10 points) and Women Ownership (10 points). Points for ownership are awarded as follows: 100% ownership – 100% of the goal points; 51% to 99% – 50%; less than 51% – 0%. Bidders claiming preference points must submit a valid B-BBEE certificate or sworn affidavit. Joint ventures, consortiums, and trusts must submit proof of existence and, if unincorporated, a consolidated B-BBEE scorecard; each party must submit a separate TCS PIN and CSD number. Sub-contracting more than 25% of the contract value to an enterprise that does not qualify for at least the same points is not permitted unless the sub-contractor is an EME with the capability to execute.

Supply and installation of Syspro ERP software for CSIR's beneficiary companies at 5 sites. Quotations must be based on the latest version of the software. The quotation must NOT include training or implementation costs. Scope includes site hardware readiness audits, process mapping for system and process optimisation of workflow activities prior to installation. Deployment is On Premise – Client Server. Sites:

• 2 companies in Industrial Engineering, KZN, 48 users, on-premises.
• 1 company in Electronics Manufacturing, KZN, 35 users, on-premises.
• 2 companies in Industrial Engineering, Gauteng, 109 users, on-premises.

Quotations must be based on Year 1 subscription values. All E.net business objects must be included with applicable token allocations. Current core modules included in the subscription are specified in Annexure A.

The bidder must be an authorised Syspro Elite or Premium Partner in South Africa, confirmed by an OEM letter from Syspro that includes reseller's approval/rights. No other experience or qualification requirements are stated.

Pricing must be submitted on Annexure B (Pricing Schedule of Quantities). The schedule lists three items: (1) Installation & implementation including Training & Support of Syspro ERP Software for 2 companies in Industrial Engineering in KZN; (2) same for 1 company in Electronics Manufacturing in KZN; (3) same for 2 companies in Industrial Engineering in GP. For each item, provide quantity, unit price (VAT excl), and total price (VAT excl). Then provide total price (VAT excl), VAT at 15%, and total price (VAT incl).

Pricing must be in South African Rand, including all applicable taxes less all unconditional discounts. Prices subject to escalation or exchange rate fluctuations must be clearly indicated, with the currency and rate of exchange used. Prices should include additional cost elements such as freight, insurance until acceptance, and duty where applicable. Payment will be according to the CSIR Payment Terms and Conditions. Pricing must be submitted using the Pricing Schedule of Quantities (Annexure B), with explanatory notes if deviating. The pricing schedule has three line items: Installation & implementation including Training & Support of Syspro ERP Software for (1) 2 companies in Industrial Engineering in KZN, (2) 1 company in Electronics Manufacturing in KZN, (3) 2 companies in Industrial Engineering in GP. Provide unit price and total price (VAT excl), then VAT (15%) and total price (VAT incl). Bidders accept that mistakes in prices and calculations are at their own risk.

Tax compliance: Bidders must be tax compliant. If a recommended bidder is not tax compliant, they will be notified and must submit written proof from SARS of tax compliance or an arrangement to meet outstanding tax obligations within 7 working days; failure results in rejection. The CSIR may withdraw an award or cancel a contract if a bidder is found not tax compliant or has submitted a fraudulent Tax Clearance Certificate.

Central Supplier Database (CSD): Bidders must be registered on the CSD (www.csd.gov.za). National Treasury will verify tax compliance through the CSD. For consortia, joint ventures, or sub-contractors, each party must be registered and tax compliant.

B-BBEE: Preference points are claimed via Annexure E. A valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim points. Only certificates issued by SANAS-accredited verification agencies are accepted.

No bids will be considered from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Bidders listed on the NT Register of Tender Defaulters or restricted suppliers database will be disqualified.

The CSIR may extend the closing date, correct mistakes in the bid documents, verify any information, request documentary proof, carry out site inspections or product evaluations, award to a bidder that did not score the highest points only in accordance with Section 2(1)(f) of the PPPFA, request audited financial statements for due diligence, award the RFQ as a whole or in part, award to multiple bidders, cancel or terminate the process at any stage, negotiate post-tender, and decline to award to a bidder associated with a security breach or whose directors are formally charged with fraudulent or illegal conduct.

Bidders must not offer any gift, payment, or advantage to CSIR employees; doing so is a material breach and the CSIR may terminate the agreement.

Bidders must not assume prior information is still available to the CSIR.

No goods or services will be delivered without an official CSIR purchase order; invoices must quote the purchase order number.

Confidentiality: Bidders must sign Annexure F (Mutual NDA). Confidential information must only be used for preparing the response. No part of the bid may be distributed or reproduced except for preparing a tender. Documents remain proprietary to the CSIR and must be returned on request. Release of any information about the bid process requires prior written approval; failure may result in disqualification and civil action.

POPI: Each party consents to holding and processing personal information as defined in POPI, and must comply with POPI and other data protection laws. The CSIR may audit compliance.

Indemnity: A bidder breaching the bid conditions indemnifies the CSIR against costs and damages incurred.

Limitation of liability: The CSIR is not liable for any costs or damages suffered by a bidder participating in the bid process.

Misrepresentations: The bidder's tender will be incorporated into the contract by reference. Misrepresentations may lead to service termination and claims. In case of conflict, the Service Level Agreement prevails.

Disclaimer: This RFQ is not an offer document; submission does not create a contract. By submitting, bidders accept all terms and conditions.

Preparation costs: Bidders bear all costs of preparing and submitting their response.

The CSIR reserves the right to award the tender to a bidder that did not score the highest total points only in accordance with Section 2(1)(f) of the PPPFA, provided the directors, shareholders, or officers are not formally charged with fraudulent or illegal conduct that could harm the CSIR's reputation.

The CSIR may also extend the closing date, correct mistakes, verify information, request documentary proof, carry out site inspections or explanatory meetings, request audited financial statements for due diligence, award the RFQ as a whole or in part, award to multiple bidders, cancel or terminate the process at any stage, negotiate post-tender, and decline to award to a bidder associated with a security breach or whose directors are formally charged with fraudulent or illegal conduct.

Bidders bear all costs of preparing and submitting their response.

Evaluation is in two phases: Phase 1 – Elimination (late bids, wrong submission location, restricted suppliers, tender defaulters, missing mandatory returnables, failure to meet specifications). Phase 2 – Price and Preference Points using the 80/20 system. Price is scored out of 80 points; preference points out of 20. Preference points are for Black Ownership (10) and Women Ownership (10).