Request for information: cloud-based ERP system implementation for sanas

Closing date: 19 June 2026 at 11:00. No other dates (e.g., briefings, site visits, or clarification deadlines) are specified.

Contact person: Zanele Ngwenya. Email: [email protected]. Telephone: (012) 740 8535. Issuing department: South African National Accreditation Systems: Supply Chain. RFI documents are available on the SANAS website (www.sanas.co.za) and the National Treasury e-Tender portal (www.etenders.gov.za).

Submit responses electronically to [email protected] or via the National Treasury e-Tender portal (www.etenders.gov.za). Include the following bidder details: name of bidder, CSD MAAA number, tax reference number and PIN, ID number, registration number, VAT registration number, contact person, telephone number, fax number, cell number(s), email address, postal address, and physical address. The submission must be signed and dated, with the capacity under which the bid is signed clearly stated. RFI documents are available on the SANAS website (www.sanas.co.za) and the e-Tender portal. This is a non-binding RFI for information-gathering only. All personal data will be processed confidentially in accordance with applicable law and will not be disclosed to third parties without prior written consent.

RFI documents are available on the SANAS website (www.sanas.co.za) and the National Treasury e-Tender portal (www.etenders.gov.za). Submissions must be sent to [email protected] or via the e-Tender portal.

Responses will be assessed based on: alignment with SANAS functional and technical requirements; flexibility and scalability of the solution; vendor experience and capability (particularly in ERP implementation for public sector or similar-sized organizations); ease of implementation and integration; and indicative cost efficiency. Bidders must be legally registered entities and provide valid contact details, with a signed submission including bidder capacity details. Compliance with South African legal and regulatory frameworks (e.g., PFMA, POPIA) will also be considered.

SANAS seeks a cloud-based (SaaS or hosted), modular, and scalable ERP solution to replace standalone systems and manual processes. Core modules required: Human Resources Management, Procurement & Supply Chain Management, Customer Relationship Management (CRM), Project & Operations Management, Asset Management, Document Management System (DMS), Reporting and Business Intelligence (BI)/Analytics, Marketing & Communication, Enterprise Performance Management (EPM), Risk Management, Fleet Management, Knowledge Management System, Licence Management, Compliance and Quality Management, and Switchboard Module. Additional value-added modules (e.g., workflow automation, audit management, contract management, self-service) may be proposed. The solution must: be secure and POPIA-compliant; generate management, EXCO, and Board-level reports; and be configurable rather than heavily customised. SANAS has ~86 employees and requires public sector governance compliance.

The ERP solution must integrate core business processes across SANAS. Key goals: improve data accuracy, consistency, and integrity; reduce reliance on manual/fragmented processes; enhance management reporting and decision-making; strengthen compliance, governance, and audit readiness; and assess cost-effective, scalable deployment models for a medium-sized public entity. Vendors should outline their implementation approaches and support models in their response.

Bidders must submit: company profile; summary of relevant project experience; at least two reference sites; conceptual description of their solution; presentation and demonstration materials; use case solutions deployed; typical implementation methodology; timelines; and indicative cost. Evaluation will consider vendor experience, capability, ease of implementation, and integration.

Bidders must provide: CSD MAAA number, tax reference number and PIN, ID number, registration number, and VAT registration number. No additional compliance requirements (e.g., B-BBEE, CIDB) are explicitly stated. Bidders must disclose any limitations or constraints in their solution. All submitted information will be treated confidentially under applicable legislation.

This RFI is for information-gathering only and does not constitute a binding procurement process. SANAS reserves the right not to proceed with an RFP or procurement after this RFI. Participation does not create contractual obligations. All submitted information will be treated confidentially under applicable legislation. Bidders must disclose any limitations or constraints in their solution.

SANAS will process bidder information only for evaluation and formulating business specifications, in accordance with applicable law. Personal data will not be disclosed to third parties without prior written consent. Bidders must similarly protect any personal information disclosed by SANAS during the process.

Solution expectations: cloud-based (SaaS or hosted model); modular and scalable for SANAS’s size (~86 employees); secure and compliant with POPIA and information security standards; capable of generating management, EXCO, and Board-level reports; configurable rather than heavily customised.