Provision of sage evolution support and maintenance services for national housing finance corporation

Closing date: 04 June 2026 at 11:00 AM. Validity period: 60 business days from closing date. Bidders may be requested to extend validity if NHFC processes are not finalized. Successful bidders’ validity remains until contract conclusion.

Submission and bidding procedure enquiries: Email [email protected]. Technical enquiries: Contact Ms Kamogelo Dagane via email [email protected]. No telephone or facsimile numbers provided.

Submit all required documents as a single PDF via email to [email protected] before 04 June 2026 at 11:00 AM. Late submissions will not be accepted. Mandatory returnable documents: Annexure 1 (Tax Compliance Status PIN), Annexure 2 (Company Registration Documents), Annexure 3 (Valid B-BBEE Certificate or Sworn Affidavit), Annexure 4 (Current CSD Report), Annexure 5 (SBD 1: Invitation to Bid), Annexure 6 (Pricing Schedule), Annexure 7 (SBD 4: Bidder’s Disclosure), Annexure 8 (SBD 6.1: Preference Point Claim Form), Annexure 9 (Directors’ ID Documents), Annexure 10 (Signed General Conditions of Contract). Failure to submit any mandatory document will result in disqualification. All forms must be signed, completed, and submitted using the official templates (do not re-type). Bids must comply with the Preferential Procurement Policy Framework Act, 2000, and Regulations, 2022. Avoid canvassing NHFC employees during the evaluation period, as this may lead to disqualification. Soft copy submissions serve as the legal bid document.

Three-phase evaluation process: Phase 1 – Administrative Compliance: All mandatory documents (Annexures 1-10, SBD forms) must be submitted. Non-compliance may lead to disqualification or a 7-day grace period for supplementary information. Phase 2 – Functionality Evaluation (minimum 70/100 required to proceed): Scoring based on past relevant experience (40 points: 4 letters = 40, 3 = 30, 2 = 20, 1 = 10, none = 0), qualifications/experience of key personnel (30 points: 5+ years + Sage certification = 30, 3-4 years = 20, 1-2 years = 10, none = 0), and methodology/execution approach (30 points: fully customized = 30, basic = 5, generic = 0). Phase 3 – Price and Preference Evaluation (80/20 system): Price = 80 points (lowest acceptable bid scores highest), Specific Goals = 20 points (e.g., South African citizen ownership >50% = 7, Woman ownership >50% = 8, Disabled ownership >50% = 1, Military veteran ownership >50% = 1, Youth ownership >50% = 3). Bidders must consent to background checks, due diligence, and reputational risk assessments (e.g., fraud, corruption, state capture).

Scope: Provide support and maintenance for Sage Evolution for 24 months. Key deliverables: 1) Ensure SQL database backups are in place and restorable. 2) Monthly system diagnostic reports for health checks. 3) Administer annual license serial keys post-server migration. 4) Secondary line help desk support (15-minute telephonic response). 5) Email support. 6) Unlimited system configuration support (mass SQL updates, security, screen/field configurations). 7) User support during internal/external audits. 8) Application enhancements and project management. 9) Ensure software is bug-free; assist with upgrades to the latest Sage version. 10) Process and application improvements. Reporting: Monthly status reports must include ongoing activities, system usage, change requests, support logs, training logs, and bug fixes. SLA: Maximum 35 support hours per month. Contract term: 24 months, performance-based with quarterly reviews. Total support hours: 420 per year (840 over 24 months).

Pricing: Quote in South African Rand (VAT exclusive) on a fixed-price basis. Include all costs for the 24-month period in the Pricing Schedule (Annexure 6). Payment terms: NHFC pays within 30 days of receipt of a correct tax invoice. Service provider must maintain tax-compliant status for the contract duration. No payment for outstanding information. Cost of compiling the proposal is the bidder’s responsibility. Currency: Payments in non-ZAR currencies are allowed but limited to one exchange rate and must not exceed the contracted amount. Price adjustment formulas may apply if specified in the contract.

Mandatory compliance: 1) Valid Tax Compliance Status (TCS) PIN from SARS (apply via e-filing at www.sars.gov.za). If no TCS PIN, provide CSD registration number. 2) Central Supplier Database (CSD) registration (https://secure.csd.gov.za) – mandatory for all bidders except foreign suppliers with no local entity (must complete a questionnaire). 3) Valid B-BBEE Certificate (SANAS-accredited) or Sworn Affidavit (for EMEs/QSEs). 4) Company Registration Documents (CIPC). 5) Directors’ ID documents. 6) SBD forms: SBD1 (Invitation to Bid), SBD4 (Bidder’s Disclosure), SBD6.1 (Preference Points Claim). 7) Signed General Conditions of Contract (GCC). Disqualification risks: Non-compliance with tax obligations, submission of false/misleading information, bid rigging, collusive behavior, or being listed on the National Treasury’s Restricted Supplier Database. State employees or entities with state-employed directors/members are ineligible. Foreign bidders must complete a questionnaire if not registered in South Africa.