Sage business partner to provide professional support services for a period of 24 months on a needs basis specification

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Iziko Museums of South Africa, a Schedule 3A public entity, invites accredited Sage Business Partners to provide professional support services for Sage 300 and Sage 300 People for 24 months on a needs basis. Services include installation, configuration, upgrades, administration, maintenance, troubleshooting, advisory, systems integration, backup and restoration, training, and annual licence renewals.

Closing date: 27 August 2026 at 11:00. Advert date: 20 August 2026. Site visit: Not applicable.

SCM contact: Siphamandla Oupa, email [email protected], phone 021 481 3889. Submission emails: [email protected], [email protected], [email protected]. Technical enquiries: [email protected], phone (021) 481 3926. Physical address: 25 Queen Victoria Street, Cape Town, 8001.

Submit by email to [email protected], [email protected], and [email protected]. The complete submission must be received by the closing date and time. Do not alter the RFQ other than completing bidder details, declarations, and pricing. A material unauthorised alteration may render the quotation non-responsive. Returnable forms: SBD 3.1 (Pricing Schedule, completed in full), SBD 4 (Bidder's Disclosure, signed), SBD 6.1 (Preference Claim Form, completed and signed), Confidentiality Non-disclosure Form, signed RFQ document, official quotation on company letterhead including all costs and disbursements, valid Tax Compliance Status (TCS) PIN, CSD report dated on or after advertisement date, valid B-BBEE certificate or sworn affidavit.

TABLE 1: Administrative documents to be submitted: 1. A valid Tax Compliance Status (TCS) PIN and a tax compliant Central Supplier Database (CSD) Report dated on or after advertisement date; 2. Valid B-BBEE certificate or sworn affidavit; 3. Signed RFQ document; 4. Completed SBD 3.1, SBD 4, SBD 6.1 and Confidentiality non-disclosure forms; 5. Official quotation on company letterhead including all costs and disbursements.

Three-phase evaluation. Phase 1 (Administrative): verification of all documents in Table 1. Missing or unsigned forms may disqualify. Phase 2 (Functionality): minimum 70 out of 100 points to proceed. Points awarded for: years of Sage accreditation (50 points: 8+ years=50, 5-7=40, 3-4=20, 1-2=15, <1=0), experience with public entities via reference letters (25 points: 5+ letters=25, 3-4=20, 2=10, 1=5, none=0), number of certified Sage consultants (25 points: 5+ consultants=25, 3-4=20, 2=10, 1=5, none=0). Evidence required: accreditation letter, signed reference letters on client letterhead with contact details and project description, consultant certificates. Phase 3 (Price and Preference): 80/20 system. 80 points for price using formula. 20 points for specific goals based on black ownership: 50% or more = 20 points, less than 50% = 10 points, 0% = 0 points. Proof required: B-BBEE certificate, company registration certification, identification documents, CSD report.

Scope: professional support services for Sage 300 and Sage 300 People for 24 months on a needs basis. Services include: installation, configuration and upgrades; administration and maintenance; troubleshooting and error resolution; advisory and technical guidance on system functionality, customisation and optimisation (including workflow routing, internal controls, compliance, audit trails); systems integration; backup and restoration (configure and automate backups); training and hands-on sessions (simulated end-to-end procurement and payroll cycles); annual licence renewals for all Sage applications. The service provider must support all configurations, integrations, and backups compatible with on-premises and cloud-hosting requirements. The service provider must comply with POPIA as an operator, including obligations on purpose limitation, confidentiality, security safeguards, breach notification within 24 hours, and return or destruction of data on termination.

Bidders must be accredited Sage Business Partners. Experience with public entities, municipalities, national departments, constitutional institutions, or Schedule 2/3 public entities required. Reference letters from such entities for similar services within the last five years, on official letterhead with client contact details, project description, and date of completion. Number of certified Sage consultants employed by bidder.

Pricing on SBD 3.1 (Firm Prices). Items: professional support/consulting on Sage 300 per hour, professional support/consulting on Sage 300 People per hour, training Sage 300 per person, training Sage 300 People per person, mark-up % for Sage 300 licence annual renewal, mark-up % for Sage 300 People licence annual renewal, travelling fees Rand per km. Total inclusive of VAT. Offer valid 90 days.

Pricing must be on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices accepted. Offer valid for 90 days from closing date. Pricing items: professional support/consulting on Sage 300 per hour (Year 1 and Year 2), professional support/consulting on Sage 300 People per hour, training Sage 300 per person, training Sage 300 People per person, mark-up % for Sage 300 licence annual renewal, mark-up % for Sage 300 People licence annual renewal, travelling fees in Rand per km. Total price inclusive of VAT. Iziko may negotiate prices with recommended bidders. Payment after service successfully rendered.

CSD registration: must be registered on Central Supplier Database with a valid Tax Compliance Status (TCS) PIN. CSD report must be dated on or after the advertisement date. B-BBEE: valid B-BBEE certificate or sworn affidavit required. Sage accreditation: must be an accredited Sage Business Partner with proof of accreditation. Experience: reference letters from public entities, municipalities, national departments, constitutional institutions, or Schedule 2/3 public entities for similar services within the last five years. Personnel: certified Sage consultants with certificates. Returnable forms: SBD 3.1, SBD 4, SBD 6.1, Confidentiality Non-disclosure Form, signed RFQ document, official quotation on company letterhead.

Contract duration: 24 months. Services on a needs basis; quotations will be requested for each engagement. Iziko may negotiate prices with recommended bidders. Payment after service successfully rendered. All financial and HR system information remains the sole property of Iziko. Service provider access is strictly for delivering agreed services. On termination or completion, all accessed data must be returned or securely destroyed as directed. A Service Level Agreement will be entered into with the awarded bidder. POPIA obligations: service provider is an operator, must implement security safeguards, notify Iziko within 24 hours of a security breach, indemnify Iziko against loss from breach of POPIA clause.

If required supporting documentation is not provided, the quotation may be classified as non-responsive. If quotation is incomplete, pricing not according to criteria, non-compliant with specification, received late, or supplier not registered on CSD or tax non-compliant, it may be disqualified. Do not alter the RFQ other than completing bidder details, declarations, and pricing. A material unauthorised alteration may render the quotation non-responsive.

Additional evaluation criteria: Phase 2 functionality scoring with minimum 70/100 points. Criteria: Sage accreditation years (50 points), experience with public entities via reference letters (25 points), number of certified Sage consultants (25 points). Evidence: accreditation letter, signed reference letters, consultant certificates.

Contract Awarded

Award Information

Winning Supplier

Provide professional support services - iziko museums

Award Details

Iziko Museums of Cape Town

Organization Directors

Awards Won: SNOWFLAKE TECHNOLOGIES

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What the tender required and what the award supports

Bidders must be an accredited Sage Business Partner with proof of accreditation.

Bidders must submit signed SBD 3.1, SBD 4, SBD 6.1, and a Confidentiality Non-disclosure Form.

Bidders must provide reference letters from public entities for similar services within the last five years.

Bidders must submit a valid Tax Compliance Status (TCS) PIN and a CSD report dated on or after the advertisement date.

Bidders must provide certificates for certified Sage consultants employed by the bidder.

SCM: Siphamandla Oupa, [email protected], 021 481 3889. Submission: [email protected], [email protected], [email protected]. Technical: [email protected], (021) 481 3926. Address: 25 Queen Victoria Street, Cape Town, 8001.

Bidders must achieve a minimum functionality score of 70 out of 100 points to proceed to price evaluation.

Bidders must provide a valid B-BBEE certificate or sworn affidavit.

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