Integrated ICT system for KZN office of the premier – 80/20 preference, mandatory data ownership, 120-Day validity

Closing date: 13 October 2026 at 11:00 am

Compulsory briefing session:

• Date: 29 September 2026
• Time: 11:00 am
• Venue: Microsoft Teams (online)
• Link request deadline: 25 September 2026 at 15h00 – request by email to [email protected]. No link provided after this deadline.
• Attendance is compulsory. The briefing certificate will be signed and stamped by a departmental official and emailed only to attendees. Failure to attend and submit the signed/stamped form results in the bid being rejected as non-responsive.

Compulsory briefing session: Date 29 September 2026, Time 11:00 am, Venue Microsoft Teams. Link requested by email to [email protected] by 25 September 2026 at 15h00. Briefing certificate will be signed and stamped and emailed to attendees. Failure to attend and submit signed/stamped form results in non-responsiveness.

SCM enquiries:

• Contact: Ms D.Z. Msomi
• Email: [email protected]
• Telephone: 087 121 9411

SCM enquiries:

• Contact: Mr V. Mgoza
• Email: [email protected]

Technical enquiries:

• Contact: Ms N. Shongwe
• Email: [email protected]
• Telephone: 060 577 2182

Submission address (bid box):

Ground Floor, Moses Mabhida Building

300 Langalibalele Street

Pietermaritzburg, 3201

Attention: Ms D.Z. Msomi, Supply Chain Management Unit

Submission method: physical deposit only into the designated bid box. No telegraphic, telephonic, telex, facsimile, e-mail, or late bids accepted.

Bid box location: Ground floor, by the SAPS booth, Moses Mabhida Building, 300 Langalibalele Street, Pietermaritzburg.

Envelope requirements: sealed, marked with bid number KZNB 58P 2026/27, closing date (13 October 2026), and bidder's name and address. Envelopes containing documents for other bids may be rejected.

Returnable forms (all must be completed, signed, and initialled where indicated; failure to comply renders the bid non-responsive):

• Section A Part A: Special Instructions – read and initial.
• Section A Part B: Mandatory Requirements – read and initial.
• Section B: SBD 1 (Invitation to Bid) – complete, sign, and initial.
• Section C: SBD 3.1 (Pricing Schedule – Firm Prices) – complete, sign, and initial.
• Section D: SBD 4 (Bidder's Disclosure) – complete, sign, and initial.
• Section E: Authority to Sign the Bid – complete, sign, and initial.
• Section F: SBD 6.1 (Preference Points Claim) – complete, sign, and initial.
• Section G: Declaration that CSD information is correct and up to date – complete, sign, and initial.
• Section H: Compulsory Briefing Session – complete, sign, and initial (signed and stamped on site).
• Section J: Special Conditions of Contract – read and initial.
• Section K: Terms of Reference/Specification – read and initial.
• Section L: Evaluation Grid – read and initial.
• Annexure 1 and 2: Reference Letter Template – complete as required.

Additional submission rules:

• Bids must be on official forms; retyping or redrafting is prohibited. Photocopies allowed but must carry original signatures.
• Every page of the bid must be initialled.
• Any alteration must be initialled; correcting fluid is prohibited.
• Bids must not be included in packages containing samples.
• Bids will be opened in public after closing.

Evaluation is in four phases:

Phase 1 – Supply Chain Administrative Compliance: All compulsory bid forms must be complete, signed, and initialled. Failure results in the bid being rejected as non-responsive.

Phase 2 – Mandatory Documents: The system and bidding entity must strictly adhere to all technical parameters in the Terms of Reference (core functionalities, unified licensing, cloud infrastructure, data protection, data ownership, data migration, disaster recovery, phased deliverables, onsite onboarding, minimum functionality score).

Phase 3 – Functionality Criteria: Assesses execution capacity. Minimum qualifying score: 28 out of 40 (70%). Bidders scoring below this are disqualified.

Phase 4 – 80/20 Preference Point System: 80 points for price, 20 points for specific goals. The lowest acceptable tender determines the applicable system. Contract awarded to the tender scoring the highest total points.

The KwaZulu-Natal Office of the Premier requires a Library Management System (LMS) for a period of 36 months. Mandatory technical parameters:

Core functionalities: The software must include built-in configurations for Cataloguing (MARC21 standard), Circulation Management, User Management, Acquisitions, Serials Management, Reports & Analytics, Barcode & RFID Support, and a User Self-Service Portal.

Unified licensing model: A single subscription fee must cover both the core LMS and comprehensive access to Southern African academic journals.

Cloud infrastructure: The solution must be fully hosted in a secure cloud infrastructure located within South Africa, with automatic updates, daily automated backups, and a minimum system uptime of 99.5%.

Data protection: Full compliance with POPIA is mandatory. Requires an SSL/TLS valid certificate issued by a recognised Certificate Authority, HTTPS data encryption, and documentary proof that Multi-Factor Authentication (MFA) is implemented for all administrative staff.

Data ownership confirmation: Bidders must confirm in writing that all data remains the exclusive property of the Academy/Office of the Premier. Must support vendor-lock-in prevention and data export in open, standard formats (CSV, XML, JSON, or MARC21).

Data migration capability: The system must be able to migrate existing electronic records safely and completely from the current SABINET system. Bidders must submit a detailed data migration methodology, including a migration plan, system specifications confirming migration functionality, details of data validation and reconciliation processes, and at least two reference projects of similar migrations successfully completed.

Disaster recovery: Bidders must provide a fully documented Disaster Recovery Plan (DRP) highlighting recovery time objectives (RTO) and recovery point objectives (RPO).

Phased deliverables: The system must be fully deployed within a strict 90-day phased timeline: project plan within 30 days, system configuration testing within 60 days, and full migration/go-live validation by day 90.

Onsite onboarding: Bidders must provide 2 to 3 days of compulsory, in-person onsite training to Academy staff, covering librarians, IT support, and administrative personnel.

Minimum functionality score: Bidders must achieve a minimum quality threshold of 28 points out of 40 (70%) during the technical evaluation phase to progress to the financial evaluation stage. Bidders must complete the track record table to demonstrate their completed history with integrated library management systems.

Quality and technical requirements:

• The system must meet all mandatory technical parameters in the Terms of Reference, including core functionalities, unified licensing, cloud infrastructure, data protection, data ownership, data migration, disaster recovery, phased deliverables, and onsite onboarding.

• Cloud infrastructure must be hosted in South Africa with a minimum uptime of 99.5%.

• Data protection must comply with POPIA, including SSL/TLS certificates, HTTPS encryption, and MFA for administrative staff.

• Data migration must be safe and complete from the current SABINET system, with a detailed methodology and at least two reference projects.

• Disaster recovery plan must document RTO and RPO.

• The system must be fully deployed within 90 days, with project plan by day 30, configuration testing by day 60, and go-live validation by day 90.

• Onsite training of 2-3 days for Academy staff is compulsory.

• Minimum functionality score of 28 out of 40 (70%) is required to progress to financial evaluation.

• Goods supplied must conform to standards in the bidding documents and specifications.

• The purchaser may inspect, test, or analyse supplies at any time; non-compliant supplies may be rejected and must be replaced at the supplier's cost.

Pricing must be submitted on SBD 3.1 – Pricing Schedule – Firm Prices (Purchases). Only firm prices are accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.

Price must be in RSA currency, including VAT at 15%, and include all delivery costs to the prescribed destination.

Offer must remain valid for 180 days from the closing date of the bid.

Delivery must be firm, as per specification.

Pricing schedule: SBD 3.1 – Pricing Schedule – Firm Prices (Purchases). Only firm prices will be accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered.

Price must be in RSA currency, including VAT at 15%, and include all delivery costs to the prescribed destination.

Offer must remain valid for 180 days from the closing date of the bid.

Payment terms: Payments to be made within 30 days after submission of a valid invoice, unless otherwise specified in the Special Conditions of Contract. Payment will be made in Rand.

Performance security: The successful bidder must furnish performance security within 30 days of notification of contract award, in the amount specified in the Special Conditions of Contract. Acceptable forms: bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. The security will be discharged and returned not later than 30 days after completion of all obligations, including warranty.

CSD registration: Mandatory. Bidders must be registered on the Central Supplier Database (CSD) at the closing time of the bid; failure to register results in disqualification. Bidders must submit a declaration that their CSD information is correct and up to date.

Tax compliance: Bidders must provide a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. Where consortia/joint ventures/sub-contractors are involved, each party must submit a separate TCS certificate/PIN/CSD number. If no TCS PIN is available but the bidder is registered on CSD, a CSD number must be provided.

State employment: No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.

Register for Tender Defaulters / List of Restricted Suppliers: Bidders listed on either will be automatically disqualified.

B-BBEE / Specific goals (20 points under 80/20 system):

• 5 points: Black Ownership = 51% – proof: B-BBEE certificate from SANAS approved verification agency, or sworn affidavit for EME/QSE. CSD used by the department to confirm (bidders must not submit CSD report).
• 5 points: Women Ownership = 51% – same proof as above.
• 5 points: Youth Ownership = 51% – same proof as above.
• 5 points: People with Disability ownership = 51% – proof: medical certificate from a registered medical practitioner.

Failure to submit required documentary proof means preference points for specific goals are not claimed.

SBD 6.1 (Preference Points Claim) must be completed and submitted with supporting documents.

Authority to sign: Proof of authority (e.g., company resolution) must be submitted with the bid.

Specific goals for 80/20 preference points: 5 points for Black Ownership = 51%, 5 points for Women Ownership = 51%, 5 points for Youth Ownership = 51%, 5 points for People with Disability ownership = 51%. Proof required: B-BBEE Certificate from SANAS approved VA/Sworn affidavit for EME/QSE, CSD used for confirmation, medical certificate for disability. Total 20 points.

General Conditions of Contract (GCC) apply, supplemented by Special Conditions of Contract (SCC) where stated. Key terms:

• Warranty: The supplier warrants goods are new, unused, of the most recent models, and free from defects. Warranty valid for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends earlier, unless SCC states otherwise. The supplier must repair or replace defective goods at no cost to the purchaser.

• Payment: Within 30 days of a valid invoice, in Rand, unless SCC states otherwise.

• Prices: Must not vary from quoted bid prices, except for adjustments authorised in SCC or bid validity extension.

• Contract amendments: Only by written amendment signed by both parties.

• Assignment: The supplier may not assign obligations without the purchaser's prior written consent.

• Subcontracts: The supplier must notify the purchaser in writing of all subcontracts; notification does not relieve the supplier of liability.

• Delays: The supplier must notify the purchaser in writing of any delay, its likely duration and causes. The purchaser may extend time with or without penalties.

• Penalties: If the supplier fails to deliver or perform within the specified period, the purchaser may deduct from the contract price a penalty calculated on the delivered price of the delayed goods/services using the current prime interest rate for each day of delay. The purchaser may also terminate the contract.

• Termination for default: The purchaser may terminate the contract in whole or in part if the supplier fails to deliver, fails to perform any obligation, or engages in corrupt or fraudulent practices. The supplier may be liable for excess costs of procuring similar goods/services, and may be restricted from doing business with the public sector for up to 10 years.

• Restriction: If the purchaser intends to impose a restriction, the supplier has 14 days to provide reasons why it should not be imposed. Details of restrictions are loaded on the National Treasury's central database.

• Inspection and testing: The supplier's premises must be open for inspection. Costs of inspections/tests are borne by the purchaser if supplies comply; otherwise by the supplier. Non-compliant supplies may be rejected and must be replaced at the supplier's cost.

• Packing: The supplier must provide packing to prevent damage or deterioration during transit.

• Insurance: (Not specified in the extracted text; refer to GCC for details.)

• Dispute resolution: (Not specified in the extracted text; refer to GCC for details.)

Special conditions: The bid is subject to Treasury Regulations 16A issued in terms of the Public Finance Management Act, 1999, and the KwaZulu-Natal Supply Chain Management Policy Framework. Bids must be submitted on official forms, not retyped, with original signatures. Bids must be lodged in a sealed envelope with bid number and closing date, deposited in the specified bid box. No telegraphic, telephonic, telex, facsimile, e-mail, or late bids accepted. Bidders must initial each page. Alterations must be initialled; correcting fluid prohibited.

Mandatory requirements: The system and bidding entity must strictly adhere to technical parameters including core functionalities (Cataloguing MARC21, Circulation Management, User Management, Acquisitions, Serials Management, Reports & Analytics, Barcode & RFID Support, User Self-Service Portal), unified licensing model, cloud infrastructure hosted in South Africa with 99.5% uptime, POPIA compliance with SSL/TLS and MFA, data ownership confirmation, data migration capability from SABINET with detailed methodology and references, disaster recovery plan with RTO/RPO, phased deliverables within 90 days, onsite onboarding training, and minimum functionality score of 28 out of 40 (70%).

Evaluation is divided into four phases: Phase 1 Supply Chain Administrative Compliance (completion of all compulsory bid forms), Phase 2 Mandatory Documents (compliance with technical parameters), Phase 3 Functionality Criteria (minimum score of 28 points or 70% to be responsive), Phase 4 80/20 Preference Point System (80 points for price, 20 points for specific goals).