Licensing, maintenance and support of the sage ERP system (ibhodwe) for the KZN legislature – 60 months

Bidding procedure enquiries:

• Contact: Mr N. Ngcamu
• Telephone: 033 355 7589
• Email: [email protected]

Technical enquiries:

• Contact: Nhlakanipho Zulu
• Telephone: 033 355 7542
• Email: [email protected]

All correspondence about the bid must be addressed to:

The Head of Supply Chain Management

KZN Legislature

244 Langalibalele Street

Pietermaritzburg, 3201

Submission address:

Bid Box, Ground Floor

KZN Legislature

244 Langalibalele Street

Pietermaritzburg, 3201

Submission method: deposit in the Bid Box on the Ground Floor, KZN Legislature, 244 Langalibalele Street, Pietermaritzburg, 3201. Bid Box available Mon–Fri (excluding public holidays) 08:00–16:00. Bids must be in a sealed envelope marked with the bid number, closing date, and bidder's name and address. No bids by post, telefax, telegraph, or email will be considered. Late bids will not be accepted. Bids must be submitted on official forms (not retyped), complete in all respects, and each page initialled. Alterations must be initialled; pencil and correcting fluid prohibited. Bids must be valid for 120 days from closing date.

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

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3 (Pricing Schedule – Firm Prices): prices for each of the five years, subtotal, VAT at 15%, grand total.
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims specific goals points under the 80/20 system.
• Authority to Sign a Bid: authorises the signatory to bind the bidder.
• Section C: Declaration that CSD information is correct and up to date.
• Section D: Official Briefing Session Certificate (stamped and signed at the compulsory briefing).
• Proof of CSD registration (CSD report).
• SARS Tax Compliance Status PIN or TCS certificate.
• Joint venture agreement (certified copy) if applicable.
• Company particulars on letterhead: headquarters, regional office, bankers, bank account number, and partner details if a partnership.
• References and details of current contracts.

Disqualification risks:

• Late submission, regardless of reason.
• Failure to attend the compulsory briefing and have the bid document stamped/signed.
• Failure to register on CSD at closing time.
• Omission or non-signature of any returnable form.
• Bids not on official forms, retyped, or incomplete.
• Bids containing documents for another bid.
• Bids submitted by email, fax, or other electronic means.

Evaluation stages:

1. Mandatory compliance: CSD registration, tax compliance, attendance at compulsory briefing, completion of all forms, and submission of required evidence. Failure disqualifies.
2. Functionality: minimum score of 80 points to proceed. Points awarded for relevant experience (reference letters):

• 5 or more reference letters = 25 points
• 4 reference letters = 20 points
• 3 reference letters = 15 points

3. Price and specific goals: 80/20 preference point system.

• Price: 80 points (formula: Ps = 80(1 - (Pt - Pmin)/Pmin))
• Specific goals: 20 points
• 33% women-owned: 5 points (supporting: CK document, B-BBEE certificate)
• Company parameters within KwaZulu-Natal: 15 points (supporting: proof of residence, CSD report, water bill, letter from councillor)

4. Tie-break: highest specific goals points; if still equal, award by drawing of lots.

Mandatory documentary requirements (disqualifying if not met):

• Proof of accreditation as an authorised Sage Business Partner for Sage 200 Evolution and Sage 300 People.
• Evidence of accreditation as an authorised GovERP support partner or a letter from the OEM (CCG Systems) confirming support capability.
• Reference letter(s) demonstrating relevant experience in Sage 200 Evolution, Sage 300 People, and GovERP support to at least one customer within the past five years.

Scope: Provision of licensing, maintenance, upgrades, and support for the KZN Legislature's ERP system 'IBHODWE' for 60 months. The solution comprises:

• Sage 200 Evolution (80 users): finance and SCM modules (General Ledger, Accounts Receivable/Payable, Order Entry, Inventory, Bank Manager, Voucher Management, Procurement, Report Writer, Sage Intelligence, Audit Tool, SDK Connector, Mobility, Job Costing).
• Sage 300 People (±300 employees): HR and payroll modules (Job Profiling, Personnel Management, Payroll, Leave, Performance Management, Skills and Employment Equity, People Self-Service, GL Integration).
• GovERP portal (supplied by CCG Systems): modules including Finance, Procure-to-Pay, Assets (AMS360), HCM, Reporting, E-Procurement, Workflow Engine, Contracts, Budget, DMS.
• Integration and identity services: real-time API/SQL/SDK integration, GL batch integration, Azure AD B2C / Microsoft Entra ID with SSO and MFA, DMS (Azure Blob Storage SA region), SFTP to GEPF, TLS/SSL encryption.
• Environments: production and test environments in Pietermaritzburg data centre; test must be synchronised with production.

Support requirements:

• Formal service desk with query logging, prioritisation, escalation, resolution tracking, and monthly service-level reporting.
• Training: train-the-trainer approach for Super Users (first-line support) and internal system administration team (second-line support), progressively over the contract.
• Additional reports: event-logging, failed logon attempts, password resets, program change control logs.
• Adherence to Legislature's ICT Change Management Policy for modifications.
• Licence management agent: alert Legislature at least three months before licence expiry.
• Windows server and desktop management support, user security management, network management, Microsoft licensing.

Service levels:

• GovERP Production: 99.5% uptime per month (07:00–17:00 SAST, Mon–Fri, excluding planned maintenance)
• Sage 200 Evolution Production: 99.5% uptime per month
• Sage 300 People Production: 99.5% uptime per month
• UAT/Development: 95% uptime per month

Incident response matrix:

• P1 (Critical): initial response 30 minutes, resolution 4 business hours
• P2 (High): initial response 2 business hours, resolution 8 business hours
• P3 (Medium): initial response 4 business hours, resolution 3 business days
• P4 (Low): initial response 1 business day, resolution 5 business days

Reporting:

• Monthly Support & Incident Report and SLA Compliance Report: due 5th working day of following month
• License Status and Renewal Forecast: quarterly, first working day of each quarter
• System Health and Capacity Report: bi-annually (July and January)
• Annual Maintenance and Roadmap Report: annually

Pricing format: Firm prices only. Non-firm prices (including those subject to exchange rate variations) will not be considered. Prices must be inclusive of VAT. Pricing schedule (SBD 3) requires prices for each of the five years, subtotal, VAT at 15%, and grand total. Prices must remain firm for the contract duration; no escalation except statutory increases (e.g., VAT or minimum wage).

Payment terms: Invoices submitted by service provider; payment within 30 days of invoice, subject to satisfactory performance. Payments by electronic transfer to the bank account on the verified CSD report and invoice. No interest payable on disputed amounts. The Legislature may withhold, deduct, or set off amounts for outstanding claims. Legal fees on attorney-and-own-client scale if legal action is taken.

No bid security, bonds, or guarantees are specified in the document.

Mandatory registrations:

• CSD registration: compulsory. Failure to submit a CSD supplier registration report results in disqualification.
• Tax compliance: valid SARS Tax Compliance Status PIN or TCS certificate must be submitted with the bid. Each party to a joint venture/consortium must submit a separate TCS certificate/PIN/CSD number.
• Not in service of the state: no bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Statutory registrations:

• Employees must be registered for Compensation Fund and UIF where applicable.

Compliance frameworks (for service delivery):

• COBIT 2019 and ITIL 4
• ISO/IEC 27001:2022 information security management, including Zero Trust
• POPIA (2013) for employee, supplier, and payroll data
• GRAP and National Treasury reporting requirements
• Microsoft SQL Server database standards
• Active Directory / Microsoft Entra ID integration with SSO and MFA
• Data sovereignty: all transactional data must remain on-premises in the Legislature environment

B-BBEE: Preference points for specific goals (not a compliance threshold): 33% women-owned (5 points) and company parameters within KwaZulu-Natal (15 points). Supporting documents required to claim points.

Preference points for specific goals: 33% Women-owned (5 points) and company parameters within KwaZulu-Natal (15 points). Supporting documents include BBBEE certificate, proof of residence, CSD report, etc.