Must be an accredited Sage Business Partner or Service Provider for SBCPP and/or Sage Evolution ERP (submit valid Sage accreditation).
Proof of SARS Tax Practitioner registration (individual) is mandatory.
Submit all compulsory SBD forms (SBD 1, Section B, SBD 4, Authority to Sign) by 6 July 2026, 11:00 am via email ([email protected]).
Register on the Central Supplier Database (CSD) and provide TCS PIN or CSD number.
Offer must remain valid for 120 days; pricing must include all taxes (VAT, PAYE, etc.) in ZAR.
Preference points (20 total) awarded for B-BBEE, ownership (Black/Women/Youth/Disability), and KZN location—submit SBD 6.1 and supporting documents.
Bids must be PDF files with each page initialed; late submissions are rejected.

Appointment of an accredited sage service provider for sage business cloud payroll professional (sbcpp), sage evolotion ERP, support and user training services for 36 months

MKRI requires an accredited Sage service provider to support its Sage Business Cloud Payroll Professional (SBCPP) and Sage Evolution ERP systems.
The institution faces system challenges, including leave application failures and incorrect leave accruals, indicating configuration and integrity issues.
The service provider must resolve these issues and provide ongoing technical support, maintenance, configuration, troubleshooting, and user training for 36 months.
Objectives include improving payroll administration, financial reporting, system integration, compliance, and operational continuity.

Closing date for quotations: 6 July 2026 at 11:00 am. No other dates (e.g., briefings, site visits) are specified.

Bidding procedure enquiries: Yandisa Kumalo, telephone 031 266 1777, email [email protected].
Technical enquiries: Philile Mbatha, telephone 031 266 17777, email [email protected].
Submission address: Email quotations to [email protected].

Submit your quotation via email to [email protected] by 6 July 2026 at 11:00 am. No other submission methods are accepted.
Use only the official bid forms provided. Do not retype or redraft them. Photocopies are permitted but must include original signatures.
Compulsory returnable documents to complete and sign:

SBD 1 Part A (Invitation to Bid)
SBD 1 Part B (Terms and Conditions for Bidding)
Section B (Declaration of CSD Information Accuracy)
SBD 4 (Bidder’s Disclosure)
Authority to Sign Tender or Enterprise Resolution Letter

Failure to submit any of the above forms will result in your bid being declared non-responsive and rejected.
Bids must be submitted as PDF files. Each page must be initialed by the bidder.
Late submissions will not be accepted. Proof of posting is not accepted as proof of delivery.
Your offer must remain valid for 120 days from the closing date.

Evaluation is conducted in three stages:

Stage 1: Administrative compliance. Bids must be complete and include all compulsory SBD forms. Non-compliance results in rejection.
Stage 2: Functionality evaluation. Minimum score of 40 points required. Assesses experience, methodology, references, and qualifications.
Stage 3: 80/20 price and preference point system under the Preferential Procurement Policy Framework Act, 2000.

Mandatory requirements for Stage 1(b):

Bidder must be an accredited and authorised Sage Business Partner or Sage Service Provider for Sage Business Cloud Payroll Professional (SBCPP) and/or Sage Evolution ERP. Submit valid Sage accreditation or partnership certificates.
Proof of registration as a Tax Practitioner with SARS (an individual must be registered).

Preference points (20 points total) are awarded for specific goals:

≥70% Black Ownership: 10 points (submit B-BBEE certificate or affidavit)
≥51% Women Ownership: 3 points (submit ID copies)
≥30% Youth Ownership: 3 points (submit CIPC registration certificate)
≥30% People Living with Disability Ownership: 2 points (submit doctor’s medical certificate or proof of disability letter)
Location within KwaZulu-Natal: 2 points (submit proof of address, e.g., utility bill, affidavit, councillor letter)

To claim preference points, complete SBD 6.1 and submit all required supporting documents. Failure to do so means no points are claimed.

Scope: Provide accredited Sage service provider support for Sage Business Cloud Payroll Professional (SBCPP) and Sage Evolution ERP systems for 36 months.
Key deliverables:

Conduct a detailed assessment of both systems to identify configuration gaps and integrity issues (e.g., leave application failures, incorrect leave accruals).
Provide ongoing maintenance, backend administration, and system optimisation.
Resolve payroll, leave management, accounting, and system-related issues.
Support accounting transactions, ledger processing, financial reporting, and SCM workflows.
Provide user access management and troubleshooting services.
Deliver structured training sessions and supporting materials.
Assist with month-end, year-end, and audit-related processes.
Submit monthly support reports and technical advisory reports.

Service levels:

Respond to critical system issues within 1 business day.
Provide routine support within agreed service levels.

Contract duration: 36 months.

Submit a detailed methodology and project implementation plan addressing the scope of work.
Scoring:

Proposals addressing all key factors: 20 points.
Proposals addressing two or fewer key factors: 10 points.

Submit a detailed CV demonstrating at least 10 years’ experience implementing and supporting Sage Payroll and ERP solutions.
Provide three reference letters (not older than 5 years) for similar services. Each reference letter scores 10 points (total 30 points).
Submit HR/Finance qualifications and Sage certifications (e.g., Sage Payroll Professional Business Cloud). Each qualification/certification scores 5 points (total 10 points).

The purchaser reserves the right to inspect the supplier’s premises and services at any reasonable time.
If inspections, tests, or analyses are required:

If supplies/services comply with contract requirements, the purchaser bears the cost.
If supplies/services are non-compliant, the supplier bears the cost.

Non-compliant supplies/services may be rejected and must be replaced at the supplier’s cost and risk.

Complete and sign SBD 3.1 Pricing Schedule.
Prices are non-firm, meaning adjustments are allowed at specified periods.
Include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) in the grand total.
Offer must remain valid for 90 days from the closing date.

Complete and sign SBD 3.1 Pricing Schedule with your quotation.
Prices must be quoted in South African Rand (ZAR) and include all applicable taxes: VAT, PAYE, income tax, UIF, and skills development levies.
Pricing is non-firm, meaning price adjustments are allowed at periods and times specified in the bidding documents.
Your offer must remain valid for 90 days from the closing date.
No specific bonds, guarantees, or payment terms are detailed beyond standard 30-day payment upon invoice submission.

Mandatory requirements:

Must be an accredited and authorised Sage Business Partner or Sage Service Provider for SBCPP and/or Sage Evolution ERP. Submit valid accreditation certificates or official confirmation from Sage.
Provide proof of registration as a Tax Practitioner with SARS (an individual must be registered).

General compliance:

Register on the Central Supplier Database (CSD) and provide your CSD number. Failure to register by the closing date results in disqualification.
Submit a Tax Compliance Status (TCS) PIN from SARS or a CSD number if no PIN is available. Each party in a consortium/joint venture must submit separate TCS certificates/PINs/CSD numbers.
Bidders must not be persons in the service of the state, nor companies with directors/members who are state employees.
Complete SBD 6.1 to claim preference points for specific goals (B-BBEE, ownership, location).
Submit supporting documents:
Copy of Enterprise Registration Certificate (CIPC)
Copies of identity documents (ID)
B-BBEE certificate
Doctor’s medical certificate or proof of disability letter (if applicable)
Proof of address in KwaZulu-Natal (e.g., utility bill, affidavit, councillor letter).

Contract duration: 36 months.
Warranty: Goods/services are warranted for 12 months after delivery or 18 months after shipment, whichever is earlier.
Payment: Made within 30 days of invoice submission, in South African Rand.
Prices are fixed unless adjustments are authorised in the Special Conditions of Contract (SCC).
Penalties: The purchaser may impose penalties for delays, calculated using the current prime interest rate for each day of delay.
Termination: The purchaser may terminate the contract for default, fraud, or corrupt practices. The supplier may be restricted from public sector business for up to 10 years for violations.
Force majeure provisions apply for events beyond the supplier’s control.
Dispute resolution: First by mutual consultation, then mediation, and finally South African courts.

Stage 1 administrative compliance requires bids to be complete and include SBD 1 Part A and Part B.
Failure to submit these forms results in the bid being considered non-responsive and rejected.

Sage ERP & payroll support services: 36-Month accredited provider contract for moses kotane institute

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