Appointment of a business partner for sage 300, sage 300 people and bpm support (36 months)

Petroleum Agency SA (PASA) promotes and regulates oil and gas exploration and production in South Africa, and is custodian of the national petroleum exploration and production database. PASA uses SAGE 300 (ERP), SAGE 300 People (HR/payroll), BPM (procurement), and various SAGE modules, all hosted on-prem. PASA intends to add modules and third-party integrations. The business partner will provide support, maintenance, integration, and enhancement services over 36 months.

Closing date: 07 December 2026 at 12:00 PM

No tender briefing session.

No public opening of bids; feedback provided by email.

Enquiries: email only to [email protected]

Submission address: Petroleum Agency SA, First Floor Herons Place, Heron Close, Century City, Cape Town, 7441

Submission method: electronic via email to [email protected], or physical delivery to Petroleum Agency SA, First Floor Herons Place, Heron Close, Century City, Cape Town. Bidders submitting via SCNET must copy [email protected].

Closing time: 07 December 2026 at 12:00 PM. Late bids are not accepted.

Returnable documents (must be completed and signed):

• SBD1 (Invitation to Bid): signed as the offer cover page.
• SBD4 (Declaration of Interest): discloses any connection to state employees.
• SBD6.1 (Preference Claim Form) with certified B-BBEE certificate or affidavit: claims preference points.
• Detailed quotation.
• Company profile.
• CSD registration summary.
• Valid Tax Compliance Status (TCS) PIN or printed TCS certificate.

Disqualification risks:

• Incomplete or illegible bid applications.
• Any returnable form omitted or unsigned.
• Bids received after closing time.
• Amendments or counter conditions to bid conditions invalidate the bid.

Evaluation is in three phases:

Phase 1 – Administrative: checks that all required documents are submitted and signed. Non-submission may lead to disqualification.

Phase 2 – Mandatory requirements: bidder must be registered with SAGE as a business partner (submit proof of valid SAGE registration). The proposed Senior Consultant in SAGE 300 ERP (including Norming Asset Accounting Software) must be a certified SAGE 300 consultant (submit proof). The proposed Senior Consultant in SAGE 300 People must be a certified SAGE 300 People consultant (submit proof). Failure to meet any mandatory requirement eliminates the bidder from further evaluation.

Phase 3 – Technical evaluation: minimum technical threshold is 70%. Bidders scoring below 70% are not considered further.

Technical criteria and weightings (from methodology and experience sections):

• Technical Proposal/Methodology: 30%
• Experience of proposed certified Senior Consultant in SAGE 300 ERP: 10%
• Experience of proposed team members in SAGE 300 ERP (excluding Senior Consultant): 5%
• Experience of proposed certified Senior Consultant in SAGE 300 People: 10%
• Experience of proposed team members in SAGE 300 People (excluding Senior Consultant): 5%
• Experience of proposed Senior Consultant in BPM (must submit BPM training certificate): 10%
• Experience of proposed team members in BPM (excluding Senior Consultant): 5%
• Company experience in providing SAGE 300 products: 15%
• Company track record: reference letters from clients for SAGE 300 ERP, BPM and integrations (weighting not fully stated in available text).

Preference points: SBD6.1 used to claim B-BBEE points under the PPPFA. No specific 80/20 or 90/10 split stated in the available text.

The appointed business partner will support SAGE 300 (ERP), SAGE 300 People (HR/payroll), and BPM (procurement) over a 36-month contract period.

Approximately 1,500 support hours are estimated over the contract period.

Services include:

• Integration, support and maintenance on all SAGE products.
• Timeous resolution of incidents on SAGE modules.
• Performing maintenance: updates, new features, integration, training of super users, security updates, product fixes, patches, and other SAGE recommendations.
• Providing recommendations to improve the current system.
• Ongoing professional services for enhancements and configuration as required: technical and functional consulting, project management, configuration of new modules, quality assurance, governance/compliance/risk support, third-party integrations, and training.
• Entering into a service level agreement; billing is hourly based.

PASA bears the cost of all software licences and annual renewals (SAGE 300 ERP, SAGE 300 People, BPM, Norming Asset Accounting Software, and related modules/integrations). The business partner assists with licence administration and renewal notifications.

All SAGE products are hosted on-prem. PASA plans to add modules (Performance Management, Job Management, Skills Development) and third-party integrations (Onboarding, Offboarding, Business Intelligence).

Bidders must submit a technical proposal describing:

• Approach to deployment and support of ERP systems.
• Approach to business process and technical review to align ERP systems with client requirements.
• Any additional value-added services offered.
• Detailed support process, escalation processes, timeframes.

Evaluation matrix for methodology (30% weighting):

• 5: Proposal exceeds expectations, includes other relevant issues.
• 4: Very good proposal addressing all critical aspects.
• 3: Good/satisfactory proposal showing good understanding, addresses critical aspects.
• 2: Average proposal addressing some aspects but excluding critical ones.
• 1: Poor proposal showing misunderstanding.
• 0: No proposal submitted.

Experience requirements and scoring (weightings as indicated):

• Senior Consultant SAGE 300 ERP (10%): 10+ years = 5, >8-<10 = 4, 8 = 3, >5-<8 = 2, 5 = 1, <5 = 0.
• Team members SAGE 300 ERP (5%): average 8+ years = 5, >5-<8 = 4, 5 = 3, >3-<5 = 2, 2 = 1, <3 = 0.
• Senior Consultant SAGE 300 People (10%): 10+ = 5, >8-<10 = 4, 8 = 3, >5-<8 = 2, 5 = 1, <5 = 0.
• Team members SAGE 300 People (5%): average 9+ = 5, >5-<8 = 4, 4 = 3, >3-<5 = 2, 3 = 1, <3 = 0.
• Senior Consultant BPM (10%): 10+ = 5, >8-<10 = 4, 8 = 3, >5-<8 = 2, 5 = 1, <5 = 0. Must submit BPM training certificate.
• Team members BPM (5%): average 8+ = 5, >5-<8 = 4, 5 = 3, >3-<5 = 2, 3 = 1, <3 = 0.
• Company experience (15%): 10+ years = 5, >8-<10 = 4, 8 = 3, >5-<8 = 2, 5 = 1, <5 = 0.
• Company track record: reference letters on client letterhead for SAGE 300 ERP, BPM and integrations.

Quality assurance is part of the scope: the business partner must provide quality assurance services, including assisting with governance, compliance, and risk.

Inspection and testing: PASA may inspect premises and test services; costs of failed inspections/tests are borne by the supplier. Non-compliant supplies/services may be rejected.

Warranty: goods/services must be free from defects; warranty period 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier (per GCC).

Pricing must be submitted on the price schedule, indicating unit prices and total tender price.

Prices inclusive of all taxes, in ZAR, fixed for contract term.

Bid validity: 120 days from closing date.

Foreign currency quotations converted to Rand for evaluation.

Billing is hourly based for services rendered; a service level agreement will be entered into.

Prices must be inclusive of all taxes, in South African Rand (ZAR), and remain fixed during the contract term unless otherwise agreed.

Bids must remain valid for 120 days from the closing date; shorter validity is rejected.

Quotations in foreign currency are converted to Rand for evaluation.

Payment terms: payments made within 30 days after submission of invoice or claim (per GCC).

Performance security: successful bidder must furnish performance security within 30 days of contract award notification, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. Amount not specified in available text.

No bid security mentioned.

CSD registration: bidder must be registered on the Central Supplier Database (CSD) and submit a CSD registration summary. If not registered, complete registration at https://secure.csd.gov.za before submission.

Tax compliance: bidder must submit a valid Tax Compliance Status (TCS) PIN or printed TCS certificate. PASA will not award to a non-tax-compliant bidder. For consortia/JVs/subcontractors, each party must submit a separate TCS certificate/PIN/CSD number.

B-BBEE: submit SBD6.1 with a certified B-BBEE certificate or affidavit. Inconsistencies in a B-BBEE affidavit (e.g., percentages not tying up) result in zero points on specific goals.

SAGE registration: bidder must be registered with SAGE as a business partner and submit proof.

Certifications: proposed Senior Consultants must be certified in SAGE 300 ERP (including Norming Asset Accounting Software) and SAGE 300 People; proof required. BPM Senior Consultant must submit BPM training certificate.

Eligibility: bidders involved in fraudulent or corrupt practices, or barred by National Treasury, are not eligible.

Fronting: government may investigate fronting; failure to prove no fronting within 14 days of notification may invalidate the bid and lead to restriction from public sector business for up to 10 years.

Contract term: 36 months.

General Conditions of Contract (GCC) apply, with Special Conditions of Contract (SCC) prevailing in case of conflict.

Key GCC provisions:

• Performance security required within 30 days of award notification (form and amount per GCC/SCC).
• Payment within 30 days of invoice.
• Prices fixed during contract term.
• No assignment of obligations without prior written consent.
• Subcontracts must be notified in writing.
• Delays: penalties calculated at current prime interest rate per day of delay on the delayed portion; termination for default possible.
• Force majeure may relieve liability.
• Termination for insolvency.
• Disputes: amicable resolution, then mediation, then South African courts.
• Limitation of liability: supplier not liable for indirect/consequential loss; aggregate liability capped at contract price (except for repair/replacement of defective equipment).
• Governing language: English; applicable law: South African.
• Taxes and duties: local supplier responsible for all taxes until delivery; no contract with a bidder whose tax matters are not in order.
• Prohibition of restrictive practices: collusive bidding may lead to invalidation, termination, restriction from public sector business up to 10 years, and damages.
• NIPP programme may apply to contracts subject to NIP obligation.

Additional evaluation details: Minimum technical threshold is 70%. Bidders not meeting this are not evaluated further. Technical evaluation criteria include methodology (30%), experience of key personnel and company (as detailed in experience_qualifications), and company track record. Preference points are claimed via SBD6.1.

Returnable forms:

• SBD 4 (Bidder's Disclosure): declares whether the bidder or any director, trustee, shareholder, member or partner is employed by an organ of state, has a relationship with a procuring institution employee, or has an interest in another enterprise. Must disclose all CSD-registered active companies linked to all directors. A false disclosure disqualifies the bid.

Disqualification risks:

• Bidder listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Failure to disclose all CSD-registered active companies linked to all directors.
• False or incomplete disclosure.

No evaluation criteria beyond the mandatory SBD 4 disclosure are stated. The disclosure must be completed and signed as part of the bid.

No specific compliance requirements beyond the SBD 4 disclosure are stated.

The only stated evaluation-related requirement is the completion and signing of the SBD 4 disclosure. No scoring or preference point system is mentioned.

Appointment of a new business partner to support Sage 300, Sage 300 People, and BPM over a period of thirty-six (36) months.

Bidding procedure enquiries:

• Contact: Ntsomi Yonela
• Telephone: 021 938 3568
• Email: [email protected]

Technical enquiries:

• Contact: Masemola Sipho
• Telephone: 021 938 3558
• Email: [email protected]

Submission address:

Petroleum Agency SA

First Floor, Herons Place

Heron Close

Century City 7441

Submission method: email or hand delivery.

• Email: [email protected]
• Hand delivery: Petroleum Agency SA, First Floor, Herons Place, Heron Close, Century City 7441
• Bids must be delivered by the closing time to the correct address; late bids will not be considered.
• Bids must be submitted on the official forms provided, not re-typed.
• Returnable forms: SBD 1 (Invitation to Bid) — complete the supplier information section and sign; if a foreign supplier, complete the foreign supplier questionnaire. Proof of authority (e.g. company resolution) must accompany the signature.
• Tax compliance: provide a SARS Tax Compliance Status PIN or CSD number; for consortia/JVs/subcontractors, each party must provide its own.

Evaluation will follow the Preferential Procurement Policy Framework Act (PPPFA) and its regulations. The bid is subject to the General Conditions of Contract (GCC) and any special conditions. No specific scoring split or minimum qualifying score is stated in the document.

The department requires the appointment of a new business partner to support Sage 300, Sage 300 People, and BPM over a period of thirty-six (36) months.

Tax compliance:

• Bidders must be tax compliant and provide a SARS Tax Compliance Status PIN (obtainable via e-filing at www.sars.gov.za) or a printed TCS certificate.
• If no TCS PIN is available, a CSD number must be provided.
• For consortia, joint ventures, or subcontractors, each party must submit a separate TCS certificate/PIN/CSD number.

Disqualification:

• Bids will not be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• Failure to provide or comply with the above particulars may render the bid invalid.