Request for Quotations (RFQ)
Appointment of a service provider to provide support and maintenance on the Human
Resources System (SAGE 300 People) for Agrément South Africa, for a period of three
years
RFQ Number ASA 10/07/2026
Date of Issue 30 July 2026
Closing Date & Time 07 August 2026 @12:00 pm
NO late submissions will be accepted
Submissions [email protected]
Supply Chain Management and Technical inquiries may be directed to:
[email protected]
The Agrément South Africa Act was assented to by the Honourable President of the Republic of South
Africa as Act No from 1 April 2017. Agrément South Africa was established as a Schedule
3A entity on 1 April 2017. The entity operates under a delegation of authority from the Minister of the
National Department of Public Works and Infrastructure.
The main objectives are:
- To provide assurance of fitness-for-purpose of non-standard construction-related products
and systems to specifiers and users.
- To support and promote the process of integrated socio-economic development in the
Republic as it relates to the construction industry.
- To support and promote the introduction and use of certified non-standardised construction-
related products or systems in the local or international market.
- To support policymakers in minimising the risk associated with the use of non-standard
construction-related products or systems; and
- To be an impartial and internationally acknowledged South African centre for assessment and
confirmation of fitness-for-purpose of non-standard construction-related products or systems.
- Invitation for proposals
These terms of reference are intended to define the scope of work and deliverables for appointing a
service provider for a period of three (3) years to perform system maintenance and support on SAGE
300 PEOPLE, which currently serves 40 users, and to set up any other modules that may be needed.
2.1 The system maintenance and support are as follows;
2.1.1. Human Resource Master Data.
2.1.2. Human Resource Master Data.
2.1.3. Performance Management (Target setting, Contract, Appraisals/Reviews)
2.1.4. Leave Module.
2.1.5. Learning and Development.
2.1.6. Employee Relations Module.
2.1.7. Employment Equity Module.
2.1.8. Payroll Administration
2.1.9. Payroll module
2.1.10. Personnel management module
2.2. General:
For other modules, that might be needed in the process, the service provider should be able to set
them up as and when requested by ASA.
2.3 Training:
The tenderer shall conduct a minimum of one refresher training session (minimum half-day
duration) for the different groups of users: HR Administrators, Supervisors/ Line Managers/ ASA
employees.
2.4 Technical Requirements
The tenderer must be able to maintain the system's current technical setup or enhance it if needed.
- Submission of proposals and evaluation criteria
3.1 Submission of procurement documents
- National Treasury’s Central Supplier Database (CSD) report. It must be noted that no
contract with a service provider will be entered if such a service provider is not
registered on the CSD,
-
Completed and signed standard bidding documents, SBD 4 and 6.1 forms.
-
The disclosure in the SDB 4 Form must be true and complete in every respect (Take
specific note of Paragraph 2.3 of the disclosure).
- Signed General Conditions of Contract.
3.1 Mandatory documents
- Completed price schedule.
- The bidder must provide proof of Certified SAGE Business Partner.
- The bidder MUST provide at least three positive written contactable reference letters
where similar services were completed in the public or private sector.
NB: Failure to meet any of the mandatory requirements on 3.1 above will disqualify the bidder.
3.2 Technical Evaluation
Bidders must indicate their compliance to the requirements by (YES/NO) in the box provided below.
Failure to comply with the requirements below in the box will lead to the bidder being disqualified.
Mark Yes or No
Human Resource Master Data.(HR Module)
Finance Module
Performance Management (Target setting, Contract,
Appraisals/Reviews)
Leave Module.
Learning and Development:
Employee Relations Module
Employment Equity Module
Personnel Management Module
Job Management Module
i. Phase 2: Calculation of points
Please note for acquisitions below or equal to R50 Million, ASA evaluates these in terms of the 80/20
preference point system where: 80 points are allocated for price and 20 points will be awarded
based on the specific goals.
Points for price will be calculated for all shortlisted service providers in accordance with the
following formula:
Pt − P min Ps = 80 1 −
P min
Where:
Ps = Points scored for the price of the quotation under consideration
Pt = Price of the quotation under consideration
Pmin = Price of lowest acceptable quotation
Preference points for the specific goals will be allocated as follows:
NO. specific goals preference points supporting evidence to be submitted
Allocated points allocation
- SMMEs 5 points - A B-BBEE certificate /sworn affidavit as
supporting evidence
-
50% Black female 5 points - CSD report or,
ownership - Company registration certificate, as
issued by the CIPC, clearly indicating
the percentage shareholding of all
owners
-
50% Black youth 5 points - CSD report,
ownership - Company registration certificate, as
issued by the CIPC, clearly indicating
the percentage shareholding of all
owners, or
- Identification Documentation of all
owners
-
50% People with 5 points - CSD report,
disabilities ownership - Company registration certificate, as
issued by the CIPC, clearly indicating
the percentage shareholding of all
owners, or
- Identification Documentation of all
owners
The final points will be calculated as follows:
Criteria weighting points
Price 80
Specific goal 20
Total 100
ASA also reserves the right to conduct an investigation of the bidder’s financial position, previous
contracts carried out, availability of skills or knowledge, existing workload, etc.
A recommendation for the award will then be formulated for approval by the relevant delegated
authority.
- Terms of contract and service level agreement
Before the bid is awarded, the successful bidder shall be required to enter into a Service Level
Agreement (SLA) with Agrément South Africa (ASA). The SLA shall form the contractual basis for
the delivery of the service as well as how performance shall be measured. Contract extensions are
at the sole discretion of ASA.
Total Amount R R R R
Including VAT
- Copyright and intellectual property rights.
In consideration of the fees paid, the service provider expressly assigns to ASA any copyright arising
from the works the consultant produces while executing this contract. The consultant may not use,
reproduce or otherwise disseminate or authorise others to use, reproduce or disseminate such works
without prior consent from ASA.
- Final approval
ASA reserves the right not to accept the lowest bid. ASA also reserves the right to reject any or all of
the proposals, and/or not to appoint any service provider.
- Procedure for submission of proposals
8.1 All proposals must be submitted electronically to [email protected] .
8.2 Respondents must use the RFQ number as the subject reference number when submitting their
bids.
8.3 All documents submitted electronically via e-mail must be clear and visible.
8.4 All proposals, documents, and late submissions after the due date will not be evaluated.
Nb: NO hard copies or physical submissions will be accepted
- Validity period of proposal
Each proposal shall be valid for a minimum period of 90 days calculated from the closing date.
- Appointment of service provider
10.1 The contract will be awarded to the bidder who scores the highest total number of points during
the evaluation process, except where the law permits otherwise.
10.2 Appointment as a successful service provider shall be subject to the parties agreeing to mutually
acceptable contractual terms and conditions. In the event of the parties failing to reach such
agreement, ASA reserves the right to appoint an alternative supplier.
10.3 Awarding of contracts will be announced on the National Treasury website, and no regret letters
will be sent to unsuccessful bidders.
- Enquiries and contact with asa
11.1 Any enquiry regarding this RFQ shall be submitted in writing to [email protected]
with RFQ No:
11.2 Any other contact with ASA personnel involved in this Quotation is not permitted during the RFQ
process other than as required through existing service arrangements or as requested by ASA as part
of the RFQ process.
- Medium of communication
All documentation submitted in response to this RFQ must be in English.
- Cost of proposal
Tenderers are expected to fully acquaint themselves with the conditions, requirements, and
specifications of this RFQ before submitting proposals. Each bidder assumes all risks for resource
commitment and expenses, direct or indirect, of proposal preparation and participation throughout
the RFP process. ASA is not responsible directly or indirectly for any costs incurred by tenderers.
- Correctness of responses
14.1 The bidder must confirm satisfaction regarding the correctness and validity of their proposal
and that all prices and rates quoted cover all the work/items specified in the RFP. The prices
and rates quoted must cover all obligations under any resulting contract.
14.2. The bidder accepts that any mistakes regarding prices and calculations will be at their own risk.
- Verification of documents
15.1 Bidders should check the numbers of the pages to satisfy themselves that none are missing or
duplicated. ASA will accept no liability concerning anything arising from the fact that pages are
missing or duplicated.
15.2 Only one electronic copy of the proposal must be submitted via email to
[email protected]. If the bidder sends more than one proposal, the first submission
shall take precedence should it not have been recalled/withdrawn in writing by the bidder.
- Additional terms and conditions
16.1 A tenderer shall not assume that information and/or documents supplied to ASA, at any time
prior to this request, are still available to ASA, and shall consequently not make any reference
to such information document in its response to this request.
16.2 Copies of any affiliations, memberships and/or accreditations that support your submission
must be included in the tender.
16.3 An omission to disclose material information, a factual inaccuracy, and/or a misrepresentation
of fact may result in the disqualification of a tender, or cancellation of any subsequent contract.
16.4 Failure to comply with any of the terms and conditions as set out in this document will invalidate
the proposal.
- Asa reserves the right to
17.1 Extend the closing date.
17.2 Verify any information contained in a proposal.
17.3 Request documentary proof regarding any tendering issue.
17.4 Appoint one or more service providers, separately or jointly (whether or not they submitted a
joint proposal).
17.5 Award this RFQ as a whole of in part.
17.6 Cancel or withdraw this RFQ as a whole or in part
- Disclaimer
This document is only a RFQ is a request for proposals only and not an offer document. Answers to
this RFQ must not be construed as acceptance of an offer or imply the existence of a contract between
the parties. By submission of this proposal, tenderers shall be deemed to have satisfied themselves
with and to have accepted all Terms & Conditions of this RFQ. ASA makes no representation, warranty,
assurance, guarantee or endorsements to tenderer concerning the RFQ, whether with regard to its
accuracy, completeness or otherwise and ASA shall have no liability towards the tenderer or any other
party in connection therewith.
- Popia
Protection of Personal Information - All bidders agree that personal information of persons related to
or linked with bidders or respondents to this request for proposals may be required to fulfil the
requirements for submitting a bid. All bidders agree that the ASA may collect, keep and process such
information provided that the aforesaid uses shall be for purposes of evaluating the bid submitted.
Where the information is sought to be used for other purposes, further and specific consent shall be
obtained.