Request for proposals (RFP) for the appointment of a suitably qualified service provider to render maintenance, technical support, licensing, system changes, and enhancements to the agriseta’s current sage x3 enterprise resource planning (ERP) and sage 300 people systems for a period of thirty-six (36) months, with an option to extend for a further twenty-four (24) months at the sole discretion of agriseta.

Closing date and time: 17 September 2026 at 11:00 am. Non-compulsory briefing session: 31 August 2026 at 11:00 am, held via Zoom at https://agriseta-co-za.zoom.us/j/95510644017. Bid validity period: 120 days.

A non-compulsory briefing session will be held on 31 August 2026 @ 11:00am. Join via Zoom: https://agriseta-co-za.zoom.us/j/95510644017

SCM Manager: [email protected]. AgriSETA Offices, 529 Belvedere Street, Arcadia, Pretoria, 0001. Tel: 012 301 5600. Website: www.agriseta.co.za. Fraud alerts: Ms. Kubenokuthula Ndlovu, Chief Risk Officer, (012) 301 5687, [email protected]; AgriSETA Anti-Corruption Hotline: 0800 869 624, [email protected].

Bidders must submit one (1) original, two (2) copies and one (1) soft copy (on a memory stick) of their bid proposal. Price proposals must be submitted separately from the technical proposal. Documents must be clearly labelled "Original" and "Copy." Submit to: SCM Manager, AgriSETA Offices, 529 Belvedere Street, Arcadia, Pretoria, 0001, or email [email protected]. Returnable documents: Tax compliant CSD report/tax pin, SBD 4, SBD 6.1, SBD 3.1, evidence for EMEs/QSEs (certificate from registered auditor, accounting officer, accredited verification agency or sworn affidavit), CIPC company registration documents listing all directors and shareholders with certified ID copies, and company profile. Joint venture agreements must be attached and signed by both parties. Failure to submit any mandatory document may lead to disqualification. The total bid price must be inclusive of VAT and fixed for thirty-six (36) months; once submitted, the bid price cannot be amended. Bidders must submit independently, without consultation or arrangement with any competitor. Competitors subcontracting to each other is prohibited and both bidders will be disqualified, except partners in a joint venture or consortium.

Submission of proposals: Bidders must submit one (1) original, two (2) copies and one (1) soft copy (in a memory stick) of their bid proposal. Price Proposals must be submitted separately from the technical proposal. Documents must be clearly labelled as 'Original' and 'Copy.' Submit to SCM Manager, AgriSETA Offices, 529 Belvedere Street, Arcadia, Pretoria, 0001, or via email: [email protected].

Evaluation is in four phases. Phase 1 (Mandatory Criteria): bidders must submit all documents listed in section 10; non-submission may disqualify. Phase 2 (Key Functional Areas, Table 2): bidders must comply with ALL key functional areas under section 9.2; only compliant bidders proceed. Phase 3 (Functionality): scored out of 100 points; minimum threshold is 75 points. Phase 4 (Price and Specific Goals): only bidders who met the 75-point threshold proceed; evaluated out of 100 points using the 80/20 preference points system (80 points for price, 20 points for specific goals/B-BBEE). The 80/20 system applies for acquisitions with a Rand value equal to or above R2 000 and up to R50 million. Price points calculated per the formula in SBD 6.1. Functionality criteria and weights: Project Approach and Methodology (15 points); Company Experience for Sage X3 ERP (10 points); Company Experience for Sage 300 People (10 points); Project Implementation and Post-Implementation Support and Maintenance Staff (20 points); Project Manager Experience (15 points); Proposal meets all eight key functional requirements including grants and projects in the SETA space (20 points); Turnaround Times (10 points). Total 100 points, minimum threshold 75 points.

The appointed service provider must deliver comprehensive support and maintenance for Sage X3 (ERP) and Sage 300 People for thirty-six (36) months, with an option to extend for a further twenty-four (24) months at AgriSETA's discretion. Scope includes licensing, system changes, enhancements, security, training, disaster recovery planning and testing (quarterly), audit support, access management, cloud migration, configuration, testing, deployment, and Active Directory integration. Allocated fifty (50) hours per month for changes and fifty (50) hours per month for enhancements. Hosting is on Microsoft Azure via AgriSETA's appointed cloud hosting provider. Bidders must be accredited Value-Added Resellers (VARs) / Sage Business Partners, certified and approved by Sage (the OEM), with current and valid accreditation. The provider must supply all required licenses, functional and technical support, enhancements, changes, security, training and maintenance on all modules. Service level targets: Critical (P1) system down and business halted: response 15-30 minutes, resolution 4 hours or less; High (P2) major functionality impaired: response 1 hour, resolution 8 hours or same day; Normal (P3) standard issue with workaround: response 4 hours, resolution 2-3 business days; Low (P4) minor issue no business impact: response 1 business day, resolution 5 business days. Key functional areas to be addressed in proposals: licensing, support and maintenance, changes, security, enhancements, training, disaster recovery, audit assistance, access management, migration, configuration, AD integration; finance modules (accounts payable/receivable, assets management, etc.); SCM/procurement; project management (skills development projects); reporting and business analytics; HR management; marketing and communications CRM; other system requirements (implementation, training, web access 24/7, change management, documentation, knowledge transfer, ongoing support, notifications, AD integration, integration with other systems).

Bidders must outline their methodology and approach in relation to the scope of work, including Project Methodology, Project Plan with implementation timelines. The methodology must demonstrate an understanding of the unique grants disbursements and project funding within AgriSETA or the SETA space. The proposal must include a draft or sample service management plan that includes sample turnaround times, sample Service Level Agreement (SLA) with priority level response, showing escalation paths and contact numbers, aligned to the ITIL framework. The plan must indicate response times that meet all of the turnaround times for the provision of post-implementation support and maintenance within the defined Service Level delivery times under Table 1 (ITIL Framework), Section 9.1.14 of the Scope of Work.

Company experience: Bidders must provide five (5) valid reference letters for completed projects related to Sage X3 ERP and Sage 300 People, demonstrating proven capability in implementation, support, and maintenance. Letters must include contact person and contact details, be on the company letterhead of the referee, indicate the duration of the contract, be dated and signed, and not be older than five (5) years. For Sage X3 ERP: less than three letters = 0 points; three to four letters = 3 points; five or more letters = 5 points. Weight: 10 points. For Sage 300 People: less than three letters = 0 points; three to four letters = 3 points; five or more letters = 5 points. Weight: 10 points. Project implementation and post-implementation support and maintenance staff: Minimum of two (2) staff members. Each must have a full detailed CV demonstrating a minimum of five (5) years of relevant experience in implementation, support, and maintenance of Sage X3 (ERP) and Sage 300 People. Proof of valid SAGE professional certifications and a minimum of NQF level 6 qualification in Information Technology / Computer Science / Software Engineering / Information Systems. CVs must include certified copies of qualifications and certifications, not older than six (6) months. Foreign qualifications must be evaluated and approved by SAQA. Weight: 20 points. Project Manager experience: Key Project Manager must have a full detailed CV indicating projects worked on, minimum of 5 (five) years' relevant experience in ICT projects, minimum of NQF Level 06 in Information Technology / Computer Science / Information Systems / Business Administration, and a valid Project Management Professional Certification. Qualifications must be certified with a date stamp not older than six (6) months. Weight: 15 points.

The service provider must ensure the Sage X3 (ERP) and Sage 300 People systems are fully functional, compliant with all applicable legislation, and fit for utilization. The provider must deliver comprehensive support and maintenance for all modules, including licensing, support, maintenance, enhancements, and changes. The provider must assist with audit processes and audit findings resolutions. The provider must ensure information and cyber security. The provider must perform full disaster recovery (DRP) planning and testing on a quarterly basis. The provider must provide training on all licensed modules. The provider must provide access management on daily, weekly, and quarterly basis. The provider must provide system documentation, testing, and deployment. The provider must provide knowledge transfer and training. The provider must provide ongoing support and maintenance of all solution components and modules for the contract period of thirty-six (36) months with an option to extend for a further twenty-four (24) months.

Bidders must complete the Pricing Schedule reflected as Annexure A. Failure to submit Pricing Schedule (Annexure A) will lead to disqualification. The total bid price must be inclusive of VAT and fixed for the duration of thirty-six (36) months. The price proposal must cover all the AgriSETA requirements in line with the scope of work. The price submitted must be verified thoroughly by the bidder and will be used as a FINAL OFFER. Once the bid has been submitted, the bidder will not be allowed to amend the Bid Price Offer. The pricing schedule must include costs for software licensing, implementation, training, and providing technical support as and when required.

Payment terms: AgriSETA undertakes to pay valid invoices in full within 30 (thirty) days from date of receipt of the invoice, for work done to its satisfaction. No payment will be made where there is outstanding information until that information is submitted and delivery successfully made. No payment for unproductive or duplicated time due to staff changes or redrafting of reports. Budget: a detailed budget breakdown must be provided, including costs for software licensing, implementation, training, and technical support. Bidders must complete the Pricing Schedule (Annexure A). Failure to submit the Pricing Schedule will lead to disqualification. Penalties: failure to deliver within the specified period incurs a penalty calculated on the delivered price using the current prime interest rate per day of delay. Failure to maintain agreed SLA targets incurs a penalty of 2% of the monthly support fee per breach, capped at 10% per month. Payments only upon successful completion, testing, and formal written acceptance of each project milestone. Failure to deliver within stipulated timelines for milestones results in a penalty of 2% of the support and maintenance fee per month until the module is completed and functional. If issues remain unresolved, AgriSETA may afford the bidder a reasonable opportunity to rectify by submitting a corrective action plan and demonstrating measurable improvement within thirty (30) working days. Where a module, enhancement or functionality is paid for but subsequently found non-functional, non-compliant, or incapable of operational use, AgriSETA reserves the right to recover all amounts paid in respect of such module. Unauthorized change of project team members results in a penalty of 2% of the monthly support and maintenance fee per unauthorized change.

Mandatory technical requirements: Bidders must submit a valid and current SAGE Business Partner accreditation letter with accreditation levels (Silver, Gold, or Platinum) in both SAGE 300 People and SAGE X3 ERP. Only valid accreditation issued by SAGE will be considered; applications for accreditation will not be considered. Only the bidding company's certificate/evidence will be considered; sub-contractor certificates will not be considered unless it is a Joint Venture (JV) with a signed agreement. Bidders must be registered on the National Treasury Central Supplier Database (CSD) and submit a CSD report with a tax compliant status. Bidders must submit completed and signed SBD forms: SBD 1, SBD 4, SBD 6.1, SBD 3.1, and Annexure A. Bidders must submit CIPC company registration documents listing all directors and shareholders, with certified ID copies. Joint ventures must provide a signed joint venture agreement. Failure to submit any mandatory requirement may lead to disqualification. B-BBEE: minimum level 6. Points allocation: 20 points for B-BBEE status level of contribution. Bidders kembali claiming preferential procurement points must complete the relevant AgriSETA SBD 6.1 form and provide necessary proof. If a bidder did not complete SBD 6.1 or indicated they do not wish to claim preferential procurement, the bidder is not disqualified; they will obtain points scored on price only and 0 for preferential procurement. In case of a Joint Venture, a tenderer may not be awarded points for specific goals if both companies do not qualify for points for each specific goal; the highest points claimed between the two companies will be considered. Evidence as described in SBD 6.1 for points claimed must be submitted for each company in the Joint Venture. Bidders must submit their bid independently from, and without consultation, communication, agreement, or arrangement with any competitor. Competitors subcontracting to each other is prohibited and both bidders will be disqualified, except partners in a joint venture or consortium. Bidders must declare any conflict of interest. Bidders must be registered on the CSD and submit a CSD report with a tax compliant status. Bidders must submit company registration documents and company profile. Bidders must complete section 4 of the AgriSETA SBD 6.1. Evidence for EMEs/QSEs: a certificate issued by a registered auditor, accounting officer, accredited verification agency, or sworn affidavit.

The service provider must ensure information and cyber security for the Sage X3 and Sage 300 People systems. The provider must implement and maintain appropriate security measures to protect the systems and data. The provider must ensure the systems are accessible 24 hours a day, 7 days a week (provided login details are available). The provider must ensure the systems are compliant with all applicable legislation, including the Protection of Personal Information Act (POPIA) and the General Data Protection Regulation (GDPR) where applicable. The provider must ensure the systems are hosted on the Microsoft Azure platform with appropriate security controls.

Contract period: thirty-six (36) months with an option to extend for a further twenty-four (24) months at AgriSETA's discretion. Payment terms: valid invoices paid in full within 30 days of receipt; no payment for outstanding information until submitted; no payment for unproductive or duplicated time. Penalties: failure to deliver within the contract period incurs a penalty calculated on the delivered price using the current prime interest rate per day of delay; failure to maintain agreed SLA targets incurs a penalty of 2% of the monthly support fee per breach, capped at 10% per month; payments only upon successful completion, testing, and formal written acceptance of each project milestone; failure to deliver within stipulated timelines for milestones results in a penalty of 2% of the support and maintenance fee per month until the module is completed and functional; if issues remain unresolved, AgriSETA may afford the bidder a reasonable opportunity to rectify by submitting a detailed corrective action plan and demonstrating measurable improvement within thirty (30) working days; where a module, enhancement or functionality is paid for but subsequently found non-functional, non-compliant, or incapable of operational use, AgriSETA reserves the right to recover all amounts paid in respect of such module; any change of project team member(s) without prior approval from AgriSETA results in a penalty of 2% of the monthly support and maintenance fee per unauthorized change, and AgriSETA reserves the right to reject the project team member(s); the service provider must provide AgriSETA with CVs, qualifications, and reference checks of new project team members for verification; project team members must be replaced within one month to avoid the 2% penalty; the service provider warrants that the Sage X3 (ERP), Sage 300 People and all modules and enhancements shall be fit for utilization, fully functional, and compliant with all applicable legislation; failure to meet this requirement constitutes material breach of contract.

Conditions of tender: AgriSETA may at its own discretion vary an instruction to include more work or to reduce the work. The option to renew the contract on a month-to-month basis will be dependent on approval by the AgriSETA Accounting Authority or delegate pursuant to the contract termination date. The option to extend the contract will be at AgriSETA discretion. If any conflict of interest is discovered during the assignment, AgriSETA reserves the right to summarily cancel the agreement and demand that all information, documents, and property of AgriSETA be returned forthwith. AgriSETA reserves the right to request new or additional information regarding each bidder and any individual or other persons associated with its project proposal. Bidders shall not make available or disclose details pertaining to their project proposal with anyone not specifically involved, unless authorized to do so by AgriSETA. Bidders shall not issue any press release or other public announcement pertaining to the details of their project without the prior written approval of AgriSETA. Bidders are required to declare any conflict of interest they may have in the transaction for which the bid is submitted or any potential conflict of interest. AgriSETA reserves the right not to consider further any bid where such a conflict of interest exists or where such potential conflict of interest may arise. The bidder(s) accepting the terms and conditions contained in the General Conditions of Contract with the successful Bidder(s). Bidders must be registered in the National Treasury Central Supplier Database (CSD) and must submit a CSD report with a tax compliant status with their proposal. Bidders are advised that submission of a project proposal gives rise to no contractual obligations on the part of AgriSETA. Disputes that may arise between AgriSETA and a bidder must be settled by means of mutual consultation, mediation (with or without legal representation) or, when unsuccessful, in a South African court of law. All returnable bid documents must be completed in full and submitted together with the bidder's proposal. The bidder must submit the TOTAL BID PRICE inclusive of VAT and must be fixed for the duration of thirty-six (36) months. The price proposal must cover all the AgriSETA requirements in line with the scope of work, failure to meet this requirement will result in disqualification of the bidder. The Price submitted must be verified thoroughly by the bidder and will be used as a FINAL OFFER by the bidder. Once the Bid has been submitted to AgriSETA within the bidding period, the bidder will not be allowed to amend the Bid Price Offer. Bidders must complete pricing schedule (annexure A), failure to complete will lead to disqualification. Completion of the Standard Bidding Documents below stated is mandatory, failure to do so will render your bid offer invalid. Bidders must submit concrete proof of the existence of joint ventures and/or consortium arrangements. AgriSETA will accept signed agreements as acceptable proof of the existence of a joint venture and/or consortium arrangement. Agreements must be signed by both parties involved. The joint venture and/or consortium agreements must clearly set out the roles and responsibilities of the Lead Partner and the joint venture and/or consortium party. The agreement must also clearly identify the Lead Partner, who shall be given the power of attorney to bind the other party/parties in respect of matters pertaining to the joint venture and/or consortium arrangement. Agreements must be signed by both parties involved. The bidder must submit their bid independently from, and without consultation, communication, agreement, or arrangement with any competitor. Competitors sub-contracting to each other is prohibited and both bidders will be disqualified, except partners in a joint venture or consortium. Joint venture agreements pertaining to the bid in question must be attached and signed by both parties. Submit Company registration documents and Company Profile. Bidders must complete section 4 of the AgriSETA SBD 6.1 attached to this bid document. Please complete and submit the following (as attached) with your bid proposal: Tax compliant CSD report/ tax pin, SBD 4, SBD 6.1, SBD 3.1, Evidence to be submitted by EME's/QSE's: A certificate issued by a registered auditor, accounting officer or an accredited verification agency or sworn affidavit. The bidder must submit Companies & Intellectual Property Commission (CIPC) company registration documents listing all Directors and Shareholders and certify ID copy of Directors and Shareholders. Including company profile. Bidders that wish to claim points for preferential procurement must do so by completing the relevant AgriSETA SBD6.1 form and provide necessary proof for points claimed when submitting their quotation/proposal/bid. In the event that a bidder did not complete the SBD 6.1 form, or they indicated that they do not wish to claim the preferential procurement the bidder is not disqualified. Such bidder will obtain points scored on price only and "0" for the preferential procurement. In case of a Joint Venture, a tenderer may not be awarded points for specific goals if both companies do not qualify for points for each specific goals. The highest points claimed between the two companies will be considered. Evidence as described in the SBD6.1 for points claimed must be submitted for each company in the Joint Venture.

Evaluation criteria: AgriSETA has set minimum standards (Phases) for evaluation. Phase 1: Mandatory Criteria - bidders must submit all documents as outlined in section 10. Phase 2: Key Functional Areas (Table 2) - bidders must meet all criteria to proceed. Phase 3: Functionality Criteria - bidders must achieve a minimum of 75 points out of 100 to proceed. Phase 4: Price and Specific Goals - evaluated out of 100 points using the 80/20 split (80 points for price, 20 points for specific goals). The 80/20 preference points system applies for acquisitions with Rand value equal or above R2,000 and up to R50 million.