Secure online salary payment solution – 3-Year contract (RFQ h004l2709rfq00168)

Closing date: 12 October 2026 at 11:00

No briefing session or site visit is stated in the document.

Bidding procedure enquiries:

• Email: [email protected]

Technical enquiries:

• Contact: Palesa Selloane
• Email: [email protected]

Note: Do not send quotations to the enquiry email addresses; they are for enquiries only.

Submission: via e-Tender portal (e-submission).

Submission method: e-submission via the e-Tender portal.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid, Part A): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, all applicable taxes included.
• SBD 4 (Bidder's Disclosure): discloses any relationship with state employees or the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system; attach a valid B-BBEE certificate or sworn affidavit.
• SBD 7 (Contract Form): signed by the successful bidder.
• Declaration of CSD Registration: confirms CSD details are correct and up to date.
• Resolution authorising the signatory to sign on behalf of the company.
• Proof of authority (e.g. company resolution) must be submitted.

Disqualification risks:

• Late bids are not accepted.
• Bids not submitted on official forms or retyped are invalid.
• Bids submitted by fax or telegraphic means are not considered.
• Bids received after closing time, regardless of reason, are not considered.
• Failure to provide or comply with any required particulars may render the bid invalid.
• Alterations must be initialled; use of correcting fluid is prohibited.
• Bids must not be included in packages containing samples.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Evaluation is in two phases:

Phase One – Administrative Compliance:

• SBD 1, SBD 3, SBD 4, SBD 6.1, SBD 7 must be attached, signed and completed.

Phase Two – Mandatory Compliance:

• Three (3) client reference letters on the client's letterhead stating similar services were provided satisfactorily within the past five (5) years.
• The solution must process same-day payments, include security features (multi-factor authentication), and integrate with SAGE 300 People.
• A signed and dated letter on the bidder's letterhead confirming the solution meets all mandatory capabilities.
• Demonstrate PCI DSS compliance (provide AOC, ROC or SAQ) and/or applicable South African payment-system regulatory requirements.

Preference point system: 80/20

• Price: maximum 80 points
• Specific goals: maximum 20 points
• Total: 100 points

Specific goals (as per SBD 6.1):

• Black-owned: 100% = 10 points, ≥51% = 5 points, >0% and <51% = 2 points, 0% = 0 points
• Women-owned: 100% = 4 points, ≥51% = 2 points, >0% and <51% = 1 point, 0% = 0 points
• Youth-owned: 100% = 3 points, ≥51% = 2 points, >0% and <51% = 1 point, 0% = 0 points
• Military Veteran-owned: 100% = 3 points, ≥51% = 2 points, >0% and <51% = 1 point, 0% = 0 points

Failure to submit proof for specific goals means no preference points are claimed.

The Border Management Authority (BMA) requires a secure online payment solution for the payment of salaries for a period of three (3) years.

Current environment:

• Payroll is managed on SAGE X3, hosted on Huawei Cloud.
• Current process: extract payment file from SAGE X3 and manually upload to the bank, causing inconsistent payment times.

Objective:

• Automate and secure the payment workflow, ensuring reliable simultaneous salary disbursements to all officials, in compliance with PFMA and National Treasury requirements.

Mandatory solution capabilities:

• Process same-day salary payments.
• Handle approximately 2,500 transactions per payroll run.
• Integrate with SAGE 300 payroll system.
• Provide transactional reports as and when required.
• Pricing based on an average of 5,000 transactions per month, paid in three payroll runs per month.

Security and compliance:

• Comply with PCI-DSS.
• Comply with PASA Payment Clearing House (PCH) Rules.
• Provide secure authentication (e.g. MFA), role-based access control, and least privilege.
• Maintain system/audit logs for all transactions and user activities.

Key deliverables:

• Onboarding to commence within two (2) weeks of issue of purchase order.
• Training to be included.
• All information shared remains the property of BMA and must be kept confidential.
• The successful service provider must sign a Non-Disclosure Agreement and a confidentiality agreement.

Goods and services must conform to standards in the bidding documents and specifications.

Inspection and testing:

• Pre-bidding testing is for the bidder's account.
• Purchaser may inspect supplier's premises and records at all reasonable hours.
• If inspections show non-compliance, costs are borne by the supplier and supplies may be rejected.
• Rejected supplies must be removed and substituted at supplier's cost.

Confidentiality:

• Supplier must not disclose contract documents or information without prior written consent.
• Documents remain property of the purchaser and must be returned on completion.
• Supplier must permit audit of records by purchaser-appointed auditors.

Pricing schedule (SBD 3.1):

• Supply of a secure online payment solution for payment of salaries for a period of three (3) years, monthly frequency.
• Firm prices only; non-firm prices not considered.
• Offer valid for 120 days from closing date.
• All applicable taxes included; VAT at 15%.
• Payment in South African Rands on a fixed price (inclusive of VAT) within 30 days of receipt of approved invoice.
• Pricing based on an average of 5,000 transactions per month, paid in three payroll runs per month.

Pricing format:

• Firm prices only (SBD 3.1). Non-firm prices, including those subject to exchange rate variations, will not be considered.
• All applicable taxes included; VAT at 15%.
• Offer valid for 120 days from the closing date.

Payment terms:

• Payment in South African Rands on a fixed price (inclusive of VAT).
• Payment within 30 days of receipt of approved invoice, against key deliverables.
• Disbursements must not exceed 10% of the total amount paid and require original receipts.

Performance security:

• Within 30 days of contract award, the successful bidder must furnish performance security as specified in the Special Conditions of Contract (amount not stated in the document).

Mandatory compliance:

• CSD registration: provide CSD number or SARS Tax Compliance Status (TCS) PIN.
• Tax compliance: submit TCS PIN or printed TCS certificate; each party in a consortium/JV/subcontract must submit separately.
• B-BBEE: submit a valid B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Bids will not be considered from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees.
• Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Foreign suppliers must complete the questionnaire; if not resident in RSA, not required to register for TCS PIN.

Special conditions:

• Service providers may not utilise employees who are non-South African citizens unless vetted and holding a work permit; breach may lead to contract termination.
• BMA does not support any form of fronting.

BMA reserves the right to negotiate with shortlisted respondents prior and/or post award. Negotiation terms may include presentations and/or site visits.

Service providers are not allowed to utilise employees who are non-South African citizens; this may lead to contract termination unless vetted and holding a work permit.

BMA does not support any form of fronting.

Mandatory compliance requirements:

• Submit three (3) client reference letters on the client's letterhead stating similar services provided satisfactorily within the past five (5) years.
• Provide an online payment solution capable of:
• Processing same-day payments
• Including security features (multi-factor authentication)
• Integrating with SAGE 300 People
• Submit a signed and dated letter on the bidder's letterhead confirming the solution meets all mandatory capabilities.
• Demonstrate compliance with applicable PCI DSS requirements and/or South African payment-system regulatory requirements, providing the applicable PCI SSC Attestation of Compliance (AOC), Report on Compliance (ROC), or Self-Assessment Questionnaire (SAQ).

Evaluation is in two phases:

Phase One – Administrative Compliance:

• SBD 1, SBD 3, SBD 4, SBD 6.1, SBD 7 must be attached, signed and completed.

Phase Two – Mandatory Compliance:

• Three (3) client reference letters on the client's letterhead stating similar services provided satisfactorily within the past five (5) years.
• Solution must process same-day payments, include security features (multi-factor authentication), and integrate with SAGE 300 People.
• Signed and dated letter on bidder's letterhead confirming the solution meets all mandatory capabilities.
• Demonstrate PCI DSS compliance (AOC, ROC or SAQ) and/or applicable South African payment-system regulatory requirements.

Preferential Procurement Evaluation based on the 80/20 principle:

• Price: maximum 80 points
• Specific goals: maximum 20 points
• Total: 100 points