This tender is for the appointment of a service provider to deliver support, compliance advice, and regulatory submissions for the cape winelands district municipality's HR & payroll system for a 12-month period. IT is aimed at professional service providers with expertise in sage premier HR & payroll systems and regulatory compliance.
Key Requirements
Mandatory requirement: Bidder must be a SAGE VIP Certified Business Partner (proof required).
Bids must be submitted in sealed envelopes by 11:00 on 29 July 2026 at the CWDM offices in Stellenbosch.
Registration on both the CWDM Supplier Database and the Central Supplier Database (CSD) is compulsory.
A minimum functionality score of 43 points is required for the technical proposal to proceed to price evaluation.
Bidders must submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.
Tax Compliance Status Pin from SARS and certified municipal accounts (not in arrears) must be included with the bid.
The contract may not be subcontracted in whole; partial subcontracting requires prior written consent.
Appointment of a service provider to provide support, compliance advice and regulatory submissions in respect of the cwdm HR & payroll system for a period of 12 months
Professional Services & Consulting Industry Profile
Regulatory Bodies
SAICA
Tenders in this industry often require registration with these bodies.
Typical Documents
5 items
Company Registration (CIPC)
Tax Clearance Certificate
B-BBEE Certificate
CSD Registration
Company Profile
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DocumentQ2026 014 DOC.pdfReview complete
Description
Source: Q2026 014 DOC.pdf
Important Dates
17 Jul
2026
PUBLICATION
Tender Published
Tender was published
29 Jul
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
The Cape Winelands District Municipality (CWDM) invites written price quotations for the appointment of a service provider to offer support, compliance advice, and regulatory submissions for the CWDM HR & Payroll System over a 12-month period. The tender closes on 29 July 2026 at 11:00 UTC, with submissions evaluated based on compliance, value for money, capability, and preferential procurement regulations (PPPFA).
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Based on 13 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
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Document read
Compliance review
Bid-ready summary
The Cape Winelands District Municipality seeks a service provider to deliver support, compliance advice, and regulatory submissions for its HR & Payroll System (SAGE Premier HR & Payroll) for 12 months.
Services include customisation of reports, regulatory submissions, Employment Self Service (ESS) support, leave module error handling, and Employment Equity report extraction and compliance.
Service provider must supply at least two consultants; both may be deployed simultaneously.
Mandatory requirement: Bidder must be a SAGE VIP Certified Business Partner; proof must be submitted via Schedule A.
Important Dates
Source: Q2026 014 DOC.pdf (TENDER)
Closing date: 29 July 2026.
Closing time: 11:00.
No compulsory site or information meetings are specified in the document.
Document collection: Supply Chain Management Unit, Cape Winelands District Municipality, 29 Du Toit Street, Stellenbosch.
Submission address: Official tender box at 29 Du Toit Street, Stellenbosch.
Submission Guidelines
Source: Q2026 014 DOC.pdf (TENDER)
Submit a sealed envelope containing the bid to the official tender box at Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch.
The outer envelope must be endorsed with the quotation number (Q 2026/014) and description.
Inside, use a two-envelope system: first inner envelope marked "Technical Proposal - functionality" containing technical component and returnable schedules A–C; second inner envelope marked "Price Proposal" containing financial cover letter and cost component.
Closing date and time: 29 July 2026 at 11:00.
Late bids, telexed, faxed, or emailed bids will not be accepted.
Bids must be completed in black ink; corrections in correction fluid (Tippex) will result in disqualification.
Ensure all pages of the official quotation document are returned; missing pages lead to disqualification.
All prospective bidders must be registered on the CWDM Supplier Database and the Central Supplier Database (CSD).
Include a copy of a board resolution authorising the signatory; if missing, the municipality may request it post-closing and disqualify if not provided.
Do not contact the municipality about your bid from opening until award; any additional information must be submitted in writing.
Bids not complying with submission requirements will be disqualified.
Evaluation Criteria
Source: Q2026 014 DOC.pdf (TENDER)
Mandatory
Registration on CWDM’s Supplier Database and Central Supplier Database.
Tax compliance (valid SARS Tax Compliance Status Pin).
Municipal rates and services accounts in good standing (not in arrears for >3 months).
No history of supply chain management abuse, corruption, or fraudulent practices.
Submission of all compulsory documentation (see above).
Bids must be signed by an authorized representative with proof of authority.
Preferential
B-BBEE Status Level: Higher points for better B-BBEE levels (e.g., Level 1: 135% recognition).
Locality: Preference for bidders based in the Western Cape (proof via municipal account, lease agreement, or bank letter).
EMEs/QSEs: Can submit sworn affidavits for B-BBEE points if annual revenue is ≤ R10M (EME) or R10M–R50M (QSE).
Failure to attend compulsory site/information meetings (if applicable).
Late submission (after 11:00 UTC on 29 July 2026).
Non-compliance with B-BBEE or locality requirements (zero points awarded but not disqualified).
Outstanding municipal debts or tax non-compliance.
Technical Specifications
Source: Q2026 014 DOC.pdf (TENDER)
Scope: Provide support, compliance advice, and regulatory submissions for the CWDM HR & Payroll System (SAGE Premier HR & Payroll) for 12 months.
Services include but are not limited to:
Customisation of reports and submission of regulatory reports on behalf of CWDM.
Employment Self Service (ESS) or similar support.
Leave module support for errors, creating new fields, etc.
Employment Equity (EE) report extraction, submission, and system customisation to ensure legislative compliance.
Mandatory requirement: Bidder must be a SAGE VIP Certified Business Partner. Proof must be submitted via completed Schedule A; failure to meet this requirement results in disqualification.
Service provider must offer at least two consultants; the municipality may deploy both simultaneously.
The contract may be extended if additional funds become available.
Subcontracting: Whole contract cannot be subcontracted; partial subcontracting requires prior written consent from the municipality.
Inspections: The municipality may inspect, test, or analyse goods/services; costs for non-compliant items are borne by the supplier.
Experience & Qualifications
Source: Q2026 014 DOC.pdf
Bidders must demonstrate experience in providing similar services via evidence submitted in the technical proposal.
Returnable schedules B and C require details of entity and consultant expertise, including past project experience.
Reference letters for team members must be attached.
If proposed personnel become unavailable, a suitable replacement with similar experience must be submitted for approval.
Quality Management
Source: Q2026 014 DOC.pdf
Pre-bidding testing costs are borne by the bidder.
Purchaser may inspect, test, or analyse goods/services at supplier's premises.
If inspections show compliance, purchaser bears costs; if non-compliant, supplier bears costs.
Non-compliant goods/services may be rejected.
Rejected goods held at supplier's cost and risk; must be removed or substituted promptly.
Pricing Schedule
Source: Q2026 014 DOC.pdf
Prices must be fixed as quoted.
Tax compliance is mandatory; submit Tax Compliance Status Pin.
Municipal rates and taxes must be up to date; arrears lead to disqualification.
CIDB registration number required if applicable.
Foreign suppliers responsible for taxes outside South Africa; local suppliers responsible until delivery.
Financial Requirements
Source: Q2026 014 DOC.pdf (TENDER)
Prices quoted must remain fixed for the contract duration; no variation unless authorised.
Payment terms: Invoices paid within 30 calendar days of receipt.
Currency: Payments in Rand.
VAT: Must be clearly shown on invoices. For contracts exceeding R2.3 million, bidder must be VAT-registered with SARS.
Tax compliance: Submit a Tax Compliance Status Pin from SARS with bid documents. If not provided, municipality may obtain it post-closing; failure can lead to disqualification.
Municipal accounts: Bidders and directors must not be in arrears with municipal rates, taxes, or services charges for more than three months. Submit certified copies of municipal accounts.
Performance security: May be required within 30 days of award; amount and form as specified in special conditions.
Price evaluation based on value for money and capability to execute.
Compliance Requirements
Source: Q2026 014 DOC.pdf (TENDER)
Central Supplier Database (CSD): Registration is mandatory.
Tax Compliance Status Pin from SARS must be submitted with bid.
B-BBEE: Submit original or certified copy of B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points. Non-submitters score zero B-BBEE points but are not disqualified.
Certificates must be valid on closing date, issued by SANAS-accredited agencies, IRBA-approved auditors, or accounting officers.
EMEs (annual revenue ≤ R10 million) can submit sworn affidavit confirming revenue and black ownership.
QSEs (revenue R10–50 million) can submit affidavit or B-BBEE certificate.
Locality proof: Submit municipal account (not older than 90 days), lease agreement, or bank letter confirming business address within Cape Winelands District or Western Cape for locality points.
CIDB registration: If applicable, include CIDB registration number; will be verified.
Letter of Good Standing: If required, submit valid letter from Department of Employment and Labour or licensed insurer.
Municipal rates and taxes: Must be up to date; arrears over three months lead to disqualification.
POPI Act compliance: Bidders consent to processing of personal information and indemnify the municipality.
Contractual Terms
Source: Q2026 014 DOC.pdf
Warranty: Goods/services warranted to be new, unused, and defect-free for 12 months after delivery or 18 months after shipment.
Payment: Within 30 days of invoice submission; in Rand.
VAT: Must be shown on invoices; for contracts over R1 million, bidder must be VAT-registered.
Price stability: Prices cannot vary from bid quotes except via authorised adjustments.
Variation orders: Changes up to 15% of contract value may be instructed; for construction, up to 20%.
Assignment: Requires purchaser's prior written consent.
Subcontracts: Must be notified in writing.
Delays: Supplier must notify purchaser; extensions may be granted with or without penalties.
Penalties: Deducted for delays based on prime interest rate.
Termination: For default, insolvency, or corrupt/fraudulent practices.
Restriction: Purchaser may restrict supplier from public sector business for up to 10 years.
Force majeure: Not liable for delays due to unforeseeable events.
Dispute resolution: Mutual consultation, then mediation, then South African courts.
Liability limited to contract price except for criminal negligence or defective equipment repair.
Governing language: English.
Applicable law: South African.
Notices sent by mail to bidder's address.
Taxes: Supplier responsible for all taxes, duties, and municipal charges.
Restrictive practices: Collusive bidding may lead to invalidation, termination, restriction, or damages.
Section
Source: Q2026 014 DOC.pdf
Evaluation follows Municipal Supply Chain Management Regulations and Preferential Procurement Regulations 2022.
Two-envelope system: technical (functionality) and price.
Minimum functionality score: 43 points to qualify for further adjudication.
Technical envelope must include completed returnable schedules A (SAGE VIP certification), B (entity experience), and C (consultant experience).
Reference letters for team members required.
Price envelope opened only after passing functionality threshold.
80/20 preference point system applies: 80 points for price, 20 points for B-BBEE and locality.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.