SAMRC RFI for Institutional Repository Services in Western Cape

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Description

Institutional Repository Services

What this tender is about

The South African Medical Research Council (SAMRC) is issuing a Request for Information (RFI) to gather market intelligence on Institutional Repository (IR) solutions and associated services. This RFI aims to understand available platforms, implementation approaches, support models, licensing, and indicative pricing to inform future procurement decisions. The SAMRC is looking for solutions that support Open Access principles while allowing controlled access, and that offer metadata interoperability, digital preservation, research visibility, reporting, and integration capabilities. Service providers are invited to submit information on their offerings, including details on repository platforms, functional and technical requirements, support, implementation, and commercial aspects. This RFI is for information gathering only and does not constitute a commitment to purchase or award work. Responses are due by 11:00 AM on 2 October 2026.

Scope of work

• Provide details on the repository platform, including name, vendor, version, deployment model (Cloud, SaaS, On-Premises, Hybrid), licensing, architecture, infrastructure requirements, roadmap, implementation timelines, and hosting options.(RFI2602 Repository Services Final ..., section Repository Platform)
• Indicate support for required functionality such as self-submission workflows, configurable forms, role-based access, metadata configuration, OAI-PMH harvesting, full-text search, Open Access support, digital preservation, and API access.(RFI2602 Repository Services Final ..., section Functional Requirements)
• Detail technical requirements including infrastructure, supported operating systems, databases, cloud platforms, hosting regions, data residency, scalability, backup, restoration, and disaster recovery.(RFI2602 Repository Services Final ..., section Infrastructure)
• Provide information on security measures such as encryption, access control, authentication compatibility, patching, vulnerability management, and privacy controls.(RFI2602 Repository Services Final ..., section Security)
• Describe integrated capabilities with systems like Microsoft Entra ID, Single Sign-On, CRIS platforms, library systems, ORCID, DOI services, and analytics tools.(RFI2602 Repository Services Final ..., section Integrated Capabilities)
• Outline support and maintenance arrangements, including service desk, support hours, SLAs, incident escalation, upgrades, training, and documentation.(RFI2602 Repository Services Final ..., section Support and Maintenance)
• Describe the proposed implementation approach, including methodology, phases, governance, resource requirements, data migration, testing, training, and handover.(RFI2602 Repository Services Final ..., section Implementation Approach)
• Provide non-binding indicative pricing, separating capital and recurring costs, including licensing, implementation, migration, hosting, support, training, and professional services.(RFI2602 Repository Services Final ..., section Pricing and Commercial information)
• Share information on market intelligence, including available technologies, industry practices, emerging trends, risks, mitigation measures, and opportunities for research visibility and preservation.(RFI2602 Repository Services Final ..., section Market Intelligence, Risks and Opportunities)

Important requirements

• Provide company details including name, registration number, address, profile, core business, years in operation, local South African presence, and references for similar installations.(RFI2602 Repository Services Final ..., section Service Provider Information Requirements)
• The proposed solution should support Open Access principles while enabling controlled access where appropriate, and provide metadata interoperability, digital preservation, research visibility, reporting, and integration.(RFI2602 Repository Services Final ..., section BACKGROUND)

How to submit

• Submit information requested in the RFI, including the response schedule and supporting documents, by the closing date and time of 2 October 2026 at 11:00 AM (SAST). Contact Supply Chain Management for additional information.

What is in the documents

• RFI2602 Repository Services Final 16.9.26V2.docx

  This document is a Request for Information (RFI) from the South African Medical Research Council (SAMRC) seeking details on Institutional Repository (IR) solutions. It outlines the background, purpose, and scope of the RFI, detailing required information on repository platforms,...

Special conditions

Queries in relation to this RFI may be sent to; tenders@mrc.ac.za

Tender documents (1)

• DOCRFI2602 Repository Services Final 16.9.26V2.docx

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