Renewal of sage evolution software licenses for cross-border road transport agency

RFQ Closing Date: 06 July 2026 at 11:00. Compulsory Briefing Session: 06 July 2026 at 11:00 (venue/platform not specified; likely virtual or details to be confirmed). RFQ Validity Period: 60 working days from the closing date.

Enquiries and submissions: Email [email protected]. No telephone or fax numbers provided in the document.

Submit bids strictly via email to: [email protected] by 06 July 2026 at 11:00. Late submissions will not be accepted. Bids must use the official forms provided (do not re-type). Required returnable documents: Schedule 1: Completed and signed SBD 1; Schedule 2: CSD Registration Report; Schedule 3: Tax Compliance System PIN; Schedule 4: Sworn Affidavit or valid B-BBBEE Certificate; Schedule 5: Completed and signed SBD 4 (Bidder’s Disclosure); Schedule 6: Bidder’s Disclosure Annexure A; Schedule 7: Completed and signed SBD 6.1 (Preference Points Claim); Schedule 8: Price quotation on company letterhead. Proof of authority (e.g., company resolution) must accompany the bid. Non-compliance with submission guidelines will result in disqualification.

Required Documents: Schedule 1: Completed and signed SBD 1; Schedule 2: CSD Registration Report; Schedule 3: Tax Compliance System PIN; Schedule 4: Sworn Affidavit or valid B-BBBEE Certificate; Schedule 5: Completed and signed SBD 4 (Bidder’s Disclosure); Schedule 6: Bidder’s Disclosure Annexure A; Schedule 7: Completed and signed SBD 6.1 (Preference Points Claim); Schedule 8: Price quotation on company letterhead. Submission: Email to [email protected]. Late or non-compliant submissions will be rejected.

Evaluation follows the 80/20 preference points system under the Preferential Procurement Regulations 2022. Criteria: 1) Mandatory Compliance: Non-submission of any mandatory document results in immediate disqualification. 2) Price and Specific Goals (80 points for price, 20 for specific goals). Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps = points scored, Pt = bid price, Pmin = lowest acceptable bid price. Specific Goals (20 points total): A) B-BBEE Level 1–4: 10 points (submit B-BBEE certificate or sworn affidavit); B) Women-owned enterprises: 5 points (verified via CSD); C) Enterprises owned by disabled people: 5 points (verified via medical report). Total specific goals points = A + B + C. Consortium/JV bidders must detail contract allocation percentages and ownership by race category. Non-submission of SBD 6.1 results in zero points for specific goals. Administrative Compliance: Required documents include SBD 1, CSD report, SBD 4, and SBD 6.1.

Scope: Renewal of SAGE Evolution licenses for 12 months for the Cross-Border Road Transport Agency (C-BRTA). Purpose: The system is mission-critical for C-BRTA’s Finance Unit, supporting accounting processes including general ledger, cash book, journals, supplier invoices, purchase orders, and management reports. Integration: The system integrates with the CrossEasy system for permit revenue management. Key Capabilities: Segmented chart of accounts for business unit reporting; ability to block periods and administer budgets by cost centre; Fixed Assets module integrated with the ledger; hosted on Microsoft SQL Server; integrates with third-party products. Current License Details: Expires August 2026. Registered modules include General Ledger, Accounts Receivable/Payable, Fixed Assets, Inventory, Order Entry, Point of Sale, Warehousing, and others. Supports 15 users, unlimited databases, and 0 tills. Customer ID: 45745.

Pricing Schedule: Firm prices for 12-month SAGE Evolution license renewal. Item: SAGE Evolution Licenses Renewal (12 months). Submit unit price (VAT excl.) and total price (VAT excl.). VAT at 15% applies. Total RFQ price must be VAT-inclusive. Offer validity: 60 working days from RFQ closing date. Price quotation must be on company letterhead.

Pricing Schedule: Submit firm prices for 12-month SAGE Evolution license renewal. Item: SAGE Evolution Licenses Renewal (12 months). Provide unit price (VAT excl.) and total price (VAT excl.). VAT at 15% must be added. Total RFQ price must be VAT-inclusive. Offer Validity: 60 working days from the RFQ closing date. Price quotation must be on company letterhead.

Mandatory Compliance: Bidders must be registered on the Central Supplier Database (CSD). Tax Compliance: Submit Tax Compliance Status (TCS) PIN (via SARS e-filing or printed certificate). If no TCS PIN is available, provide CSD number. Consortia/joint ventures: Each party must submit separate TCS certificate/PIN/CSD number. B-BBEE: Submit sworn affidavit or valid B-BBEE certificate (Level 1–4 for 10 points). Women-owned enterprises: Verify via CSD (5 points). Enterprises owned by disabled people: Verify via medical report (5 points). Disqualification: Bids from state employees, companies with state-employed directors, or close corporations with state-employed members will not be considered. Bidders must declare any state employment, relationships with C-BRTA officials, or interests in related enterprises. Foreign suppliers: Complete questionnaire if applicable. Non-compliance with tax obligations or failure to submit required documents may invalidate the bid. Correction Period: 7 days to correct tax non-compliance; 3 days to disclose Standard Bidding Document information. Successful bidder must complete and sign SBD7. Governed by Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations, and General Conditions of Contract (GCC).

B-BBEE Requirements: Points allocated under 80/20 system. Specific Goals: A) B-BBEE Level 1–4: 10 points (submit B-BBEE certificate or sworn affidavit); B) Women-owned enterprises: 5 points (verified via CSD); C) Enterprises owned by disabled people: 5 points (verified via medical report). Total points = A + B + C. Consortium/JV: Points claimed must detail contract allocation percentage, ownership by race category, and ownership in specific goals. Non-submission of SBD 6.1 results in zero points for specific goals.

Contract Form: Successful bidder must complete and sign SBD7. Governed by: Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations, General Conditions of Contract (GCC), and any special conditions. Bidders may not disclose bid terms to competitors or engage in collusive practices. Suspicious bids may be reported to the Competition Commission or National Prosecuting Authority (NPA). Penalties for fraud: Disqualification, cost recovery, contract cancellation, 10-year public sector restriction, or criminal prosecution. Bidders must certify that all information is true and correct.

General Requirements: Bidders must be registered on CSD. Tax compliance: Submit TCS PIN or CSD number. Foreign suppliers: Complete questionnaire if applicable. Disclosure: Declare state employment, relationships with procuring institution, or interests in related enterprises. Validity: RFQ offer valid for 60 working days from closing date. Non-compliance: 7 days to correct tax non-compliance; 3 days to disclose Standard Bidding Document information. Failure results in disqualification.