Facilitation and development of the information governance (ig) strategy for edtea – 12-Month contract

Closing date: 13 October 2026 at 15:00

Briefing session: Not applicable.

Briefing session: Not applicable.

Bidding procedure enquiries:

• Contact: Admin Office
• Telephone: (033) 264 2731 / 2864
• Email: [email protected]

Technical enquiries:

• Contact: Mbali Lunga
• Telephone: 081 434 1471 / 033 264 2698
• Email: [email protected]

Submission address:

270 Jabu Ndlovu Street

Pietermaritzburg

3201

Submission method: deposit in the bid box at the Ground Floor Foyer, 270 Jabu Ndlovu Street, Pietermaritzburg.

• Bidders must sign the official submission register at reception upon delivery; ensure couriers/drivers are aware of this requirement.
• Bids must be submitted on the official forms provided, not retyped or redrafted; photocopies allowed but must bear original signatures.
• Each bid must be in a separate sealed envelope marked with the bidder's name, address, bid number (Q 29 EDTEA 26/27), and closing date.
• Bids must not be sent by post, telefax, telegraph, or electronic means; only the designated bid box will be accepted.
• Bids must be complete, initialled on every page, and any alterations initialled; correcting fluid and erasable pen are prohibited.
• Bids will be opened in public shortly after closing time.

Returnable documents (all compulsory unless noted):

• Part A: Invitation to Bid (SBD 1) – signed as the offer cover page.
• Part B: Terms and Conditions for Bidding (SBD 1) – read only.
• Section C: Special Instructions – read only.
• Section D: CSD Registration – read only.
• Section E: Declaration that CSD information is correct and up to date.
• Section F: Pricing Schedule (SBD 3.1) – firm prices.
• Section G: Quotation Offer.
• Section H: Bidder's Disclosure (SBD 4) – declares any state employment or connections.
• Section I: Preference Points Claim Form (SBD 6.1) – claims specific goal points.
• Section J: Questionnaire Replies – only if applicable (goods).
• Section K: Special Conditions of Contract – read only.
• Section L: General Conditions of Contract – read only.
• Section M: Authority to Sign a Bid – include resolution letter for enterprise status or joint venture agreement.
• Section N: Schedule Variations – if applicable.
• Annexure A: Terms of Reference.
• Annexure B: Evaluation Grid.
• Annexure C: CV Format.
• Annexure D: Statement of Exclusivity and Availability.

Disqualification risks:

• Failure to submit any compulsory document or to comply with submission instructions renders the bid invalid.
• Late bids are not considered.
• Bids not in the designated bid box by closing time are rejected.

Evaluation has four stages:

1. Administrative compliance – verification that all compulsory documents (Sections A to O) are submitted and completed; failure renders the quotation invalid.
2. Functionality – bidders must achieve a minimum qualifying score of 60% to proceed.
3. Preferential point evaluation – 80/20 preference point system: price (80 points) and specific goals (20 points).
4. Price negotiation – the department reserves the right to negotiate price with the recommended bidder.

Specific goals (20 points total):

• HDI – Africans: 4 points (evidence: completed SBD 6.1, ownership demographic form, CIPC certificate).
• HDI – Women: 4 points (same evidence).
• HDI – People living with disability: 4 points (doctor's medical certificate/disability letter, completed SBD 6.1).
• RDP – Youth: 4 points (ownership demographic form, CIPC certificate, copy of ID, completed SBD 6.1).
• RDP – Geographical location (KZN based): 4 points (ownership demographic form, utility bill/ward councillor letter/lease agreement, completed SBD 6.1).

Failure to submit proof for specific goals means no preference points are awarded for those goals.

The department requires the appointment of a service provider to facilitate and develop the Information Governance (IG) Strategy for Economic Development, Tourism, and Environmental Affairs.

• Contract period: 12 months from signing of the Service Level Agreement.
• Scope includes facilitating and developing the IG strategy for the department.
• Bidders must provide a ceiling price based on total estimated time for all phases, including all applicable taxes.
• Bidders must list personnel involved with hourly rates, phases with cost per phase and man-days, and travel expenses (actual costs recoverable with proof).
• Offers must remain valid for 60 days from the closing date.

Goods/services must conform to standards in the bidding documents and specifications.

The supplier must not disclose contract documents or information without prior written consent.

The purchaser may inspect the supplier's records and have them audited.

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

The department may inspect premises at reasonable hours during production or execution.

If inspections show non-compliance, the supplier bears the costs; rejected supplies must be removed and replaced at the supplier's cost.

Firm prices only; non-firm prices not considered.

Bidders must indicate a ceiling price including all applicable taxes.

Provide hourly rates for personnel, cost per phase and man-days.

Travel expenses: only actual costs recoverable, with proof accompanying certified invoices.

Offers valid for 60 days from closing date.

Pricing schedule (SBD 3.1) – firm prices only; non-firm prices (including those subject to exchange rate variations) will not be considered.

• Bidders must indicate a ceiling price including all applicable taxes.
• Provide hourly rates for personnel, cost per phase and man-days.
• Travel expenses: only actual costs recoverable; proof must accompany certified invoices.
• Offers valid for 60 days from closing date.
• No bid security, bonds, or guarantees specified.

CSD registration:

• Bidders must be registered on the Central Supplier Database (CSD) at closing time; otherwise disqualified at evaluation.
• Self-register at www.csd.gov.za.
• Submit Section E declaration that CSD information is correct and up to date.

Tax compliance:

• Bidders must comply with tax obligations and submit a SARS Tax Compliance Status (TCS) PIN or CSD number.
• For consortia/joint ventures/sub-contractors, each party must submit its own TCS PIN/CSD number.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in state service, will not be considered.

Professional body accreditation:

• Valid proof of accreditation or registration for the enterprise for at least one of: ISO 24143, ISO 15489, ISO 30300 Series, ISO/IEC 27000 series, ISO 23081, ARMA Principles/IGBoK, AIIM, EDRM, DAMA DMBOK2, or MISS.

Preference points:

• 80/20 system; price 80 points, specific goals 20 points.
• Specific goals and required evidence as listed in evaluation criteria.

Preference points: 80/20 system. Price 80 points, specific goals 20 points.

Specific goals: HDI - Africans (4 points), Women (4 points), People living with disability (4 points); RDP - Youth (4 points), Geographical location KZN based (4 points).

Documentation required: completed SBD 6.1, ownership demographic form, CIPC certificate, doctor's medical certificate/disability letter, copy of ID, utility bill/ward councillor letter/lease agreement.

No specific health and safety requirements are stated in the document.

No specific environmental requirements are stated in the document.

Contract period: 12 months from signing of Service Level Agreement.

Offers must remain valid for 60 days from closing date.

General Conditions of Contract (GCC) apply; special conditions take precedence in case of conflict.

The successful bidder will be required to sign a written contract form (SBD 7).

The department may cancel a contract or claim damages if false information is supplied on the CSD.

Fraudulent claims for preference points may lead to disqualification, recovery of costs, contract cancellation, restriction from doing business with the state for up to 10 years, or criminal prosecution.

Bidders must be registered on the CSD at closing time or be disqualified.

Must comply with tax obligations and submit SARS PIN or CSD number.

No bids from persons in the service of the state or companies with directors in state service.

Professional body accreditation or registration required for at least one of the listed frameworks.

All compulsory returnable documents must be submitted.

Evaluation has four stages: 1) Administrative compliance - check of compulsory documents; 2) Functionality - minimum qualifying score of 60%; 3) Preferential point evaluation using 80/20 system; 4) Price negotiation (department reserves right to negotiate with recommended bidder).