Sage intacct & sage 300 people maintenance, support & implementation services (36-month contract)

• The Housing Development Agency (HDA) is a national public sector development agency mandated for human settlements.
• HDA uses Sage Intacct and Sage 300 People for financial, supply chain, and HR functions but needs optimisation for integration, scalability, customisation, and real-time reporting.
• Seeks a Sage-accredited service provider for 36-month maintenance, support, customisation, module implementation, and software renewal services.

• Closing date and time: 29 July 2026 at 11:00.
• Compulsory briefing session: No.
• Closing date for questions: 20 July 2026.
• Closing date for responses to questions: 22 July 2026.
• Bid validity period: 120 business days from closing date.

• For queries during the RFP process: Submit to [email protected] by 16:30 on 20 July 2026. Responses will be published on the National Treasury E-Tender portal and HDA website.
• After closing date: Communicate in writing only with the SCM Official at [email protected].
• Submission address: Housing Development Agency Head Office, 4 Kikuyu Road, Sunninghill.
• Tender documents: Download free from National Treasury’s e-Tender Publication Portal (www.etenders.gov.za) or HDA website (https://www.thehda.co.za/tenders/).

• Submit your bid in two sealed envelopes/boxes: Volume 1 (Envelope 1) for technical, compliance, and specific goals; Volume 2 (Envelope 2) for financial proposal only. No pricing information in Volume 1.
• Deliver to: Housing Development Agency Head Office, 4 Kikuyu Road, Sunninghill. Deposit in the HDA tender box.
• Closing: 29 July 2026 at 11:00. Late bids or bids delivered to the wrong address will not be accepted.
• Required returnables: SBD 1, SBD 4, SBD 6.1, Pricing Schedule (Annexure 2). Submit 1 original and an electronic copy on a USB.
• All documents must be in English, A4 format, neatly bound, and pages consecutively numbered. Sign with black ink.
• Non-original documents must be certified by a Commissioner of Oaths.
• Disqualification risks: Canvassing HDA officials, collusion between bidders, or failure to follow submission instructions.

DELIVERY ADDRESS 04 Kikuyu Road

Eligible bidders must: 1) Be a Sage-accredited service provider for both Sage Intacct and Sage 300 People, 2) Have minimum 3 years' experience in Sage implementations (project lead), 3) Demonstrate 5+ completed Sage projects with reference letters, 4) Provide 3 project plans each for Sage Intacct and Sage 300 People implementations, 5) Have 5 signed reference letters for customization/support services (within 3 years), 6) Be registered on National Treasury's CSD, 7) Be tax compliant with valid TCS PIN, 8) Submit COID Letter of Good Standing, 9) Complete all mandatory SBD forms (SBD 1, SBD 4, SBD 6.1), 10) For specific goals points: provide CSD report or sworn affidavits proving Black Women Owned, Youth, Disabled, Military Veterans, or HDSA status. Joint ventures/consortiums must submit signed agreement with percentage splits and consolidated specific goals documentation.

• Scope: Appointment of a Sage-accredited service provider for 36 months to provide maintenance, support, system customisation, module implementation, and software renewal services for Sage Intacct and Sage 300 People.
• Objectives: Optimise Sage Intacct as the financial management system; provide ongoing maintenance and software renewal; deliver customisation and module implementation; enable automation of finance and supply chain processes; enhance functionalities (transaction processing, reporting, budgeting, forecasting, supply chain management); ensure seamless integration with other enterprise systems.
• Current challenges: Limited integration with third-party systems; need for enhanced real-time reporting and analytics; system configuration gaps requiring customisation; need for improved automation across finance, supply chain, and HR.
• Deliverables: Continuous system availability and optimal performance; improved functionality through enhancements and customisation; implementation of additional modules; compliance with licensing and software renewal; strengthened integration with enterprise systems (e.g., Microsoft 365).

• Bid responses must be clear, concise, and follow a clear methodology explained in an executive summary.
• Use numbered headings, bullet points, sections, appendices, and schedules.
• Ensure each RFP requirement is succinctly addressed using the terminology applied in the RFP.

• Company must have proven experience implementing and supporting Sage Intacct and Sage 300 People. Provide reference/completion letters for past projects.
• Must demonstrate successful Sage Intacct and Sage 300 People implementations with project plans.
• Provide signed reference letters for customization, implementation, support, and maintenance services (not older than 3 years).
• Project lead must have minimum 3 years’ experience in similar Sage software implementations. Submit CV, profile, past projects.
• Project lead/company director must provide Accredited Sage Intacct and Sage 300 People Partner letter and Sage certifications for both systems.

• Complete Pricing Schedule as per Annexure 2 (submitted in Volume 2/Envelope 2).
• Prices must be in ZAR, inclusive of VAT, firm with cost breakdown and escalation formula.
• Use only the provided pricing schedule format; deviations may render bid non-responsive.
• Discounted prices considered only in final evaluation unconditionally.
• HDA may negotiate market-related price with top bidders.
• HDA will publish tendered prices and preference points of successful and unsuccessful bidders on the National Treasury e-Tender portal.

• Prices must be quoted in South African Rand, inclusive of VAT.
• Price offer must be firm with a clear basis, cost breakdown, and price escalation formula indicated.
• Complete the Pricing Schedule (Annexure 2) strictly as provided. Deviation may render the bid non-responsive.
• Discounted prices will only be considered in the final evaluation on an unconditional basis.
• The HDA may negotiate a market-related price with the highest-scoring bidder. If not agreed, negotiate with the second highest, then third highest. If no agreement, the bid may be cancelled.
• The HDA is committed to reducing Total Cost of Ownership (TCO). Bidders must indicate willingness to participate in continuous improvement initiatives.
• Financial proposal must be submitted separately in Volume 2 (Envelope 2). No pricing information in Volume 1.
• The HDA may request annual financial statements or other documentation for due diligence.

• Mandatory registration on National Treasury’s Central Supplier Database (CSD) at https://secure.csd.gov.za. Provide Supplier Number and Unique registration reference number.
• Tax compliance: Must be compliant with all applicable tax legislation (Income Tax Act, VAT Act). Provide Tax Compliance Status (TCS) Pin for verification via CSD.
• Specific Goals (B-BBEE): Submit SBD 6.1 with proof (CSD or sworn affidavit) to claim preference points for Black Women Owned, Youth, Disabled People, Military Veterans, and Historically Disadvantaged South Africans (HDSA).
• Joint Ventures/Consortia: Must state intention in submission and provide a signed agreement showing percentage split and responsibilities. Consolidated specific goals proof required.
• Required returnable documents: SBD 1, SBD 4, SBD 6.1, Pricing Schedule (Annexure 2), Letter of Good Standing for COID, CSD report.
• National Industrial Participation Programme (NIPP): If applicable, complete SBD 5 for contracts with imported content.
• Confidentiality: Bidders must certify they have acquainted themselves with the Non-Disclosure Agreement and treat all information confidentially.
• Legal compliance: The successful bidder must comply with all applicable laws and regulations.

• Specific Goals preference points awarded as per PPPFA regulations via SBD 6.1.
• Points for Black Women Owned (max 4), Youth (max 7), Disabled People (max 5), Military Veterans (2), HDSA (2). Proof via CSD or sworn affidavit.
• Joint Ventures/Consortia must submit consolidated specific goals proof.
• National Industrial Participation Programme (NIPP) applies if imported content; complete SBD 5.

• No specific health and safety requirements stated in the document.

• Contract duration: 36 months.
• The HDA reserves the right to modify, withdraw, or amend the RFP at any time without liability.
• The HDA may reject any proposal, disqualify late submissions, not accept the lowest price, reject all proposals, or make no award.
• The HDA may split the contract award between more than one service provider.
• The successful bidder must achieve 100% service level on random checks for quality/quantity/specifications and on-time delivery.
• Failure to meet service levels gives HDA the right to cancel the contract with 30 calendar days’ notice.
• All confidential information remains the property of HDA and must be returned on demand.
• Bidders found providing incorrect information may have contracts cancelled and be placed on the Restricted Suppliers list.
• The HDA will not reimburse any bidder for preparatory costs.

• Bidders must comply with all RFP requirements and submit all required documents.
• Bidders must self-register on CSD and provide tax compliance status.
• Bidders must treat all information confidentially and indicate if any information is confidential.
• Bids must be valid for 120 business days from closing date.
• The HDA reserves the right to call for additional documents, verify information, and conduct due diligence.
• No canvassing of HDA officials; collusion leads to disqualification and restriction.

• Evaluation stages: Admin compliance, Technical evaluation (min 70% threshold), Price and Specific Goals (80/20 system), Bidder verification.
• Technical scoring: Company experience (45), Implementation experience (15 each for Intacct and Sage 300 People), Support experience (10), Project lead (25), SLA and Support model (20).
• Specific Goals points claimed via SBD 6.1 with proof.
• HDA may conduct post-tender negotiations and Best and Final Offer (BAFO) if no proposals meet requirements.