12-Month sage vip premier payroll and HR licence – cape winelands district municipality

SCM enquiries (bidding procedure):

• Department: Financial Services, Supply Chain Management
• Telephone: 086 126 5263

Technical enquiries:

• Contact: Abdul Gabier
• Telephone: 0860 265 263

Submission address:

Cape Winelands District Municipality offices

29 Du Toit Street

Stellenbosch

Service delivery address (for licences):

Cape Winelands District Municipality offices

29 Du Toit Street

Stellenbosch

Submission method: sealed envelope, endorsed with the quotation number Q 2026/040 and description, placed in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch, before the closing time.

• The official quotation document must be completed in black ink; Tippex corrections disqualify the bid.
• Return the complete original document; missing pages disqualify the bid.
• Bids sent by telex, fax or email are not accepted.
• Quotations are opened publicly shortly after the closing time.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4B (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the municipality.
• MBD 6.1 (Preference Points Claim Form): claims preference points under the PPPFA.
• MBD 7.1 or 7.2 (Contract Form): for purchase of goods or services.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares any past breaches.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Questionnaire (Annexure I): must be completed to claim preference points.
• Form of Offer (Section G): pricing schedule, completed in full and signed.
• Authority for Signatory / Board Resolution: authorises the named signatory to bind the bidder.
• Credit Order Instruction: authorises payment arrangements.
• Municipal Rates and Services: proof of municipal account status.
• Capability of Bidder (Section S): details of capability.

Disqualification risks:

• Any mandatory form omitted or unsigned.
• Bids received after the closing time.
• Tippex corrections or missing pages.
• Contacting the municipality about the bid between opening and award, except in writing.

Evaluation basis: awarded to a single bidder on the basis of total cost (VAT inclusive).

• The bid is evaluated on compliance with specifications, value for money, capability to execute, and PPPFA requirements.
• Preference point system: 80/20 or 90/10 under the Preferential Procurement Regulations 2022. Price scores out of 80 or 90; B-BBEE scores out of 20 or 10. Bidders who do not submit a valid B-BBEE certificate or affidavit score 0 for B-BBEE but are not disqualified.
• Specific goals for locality: preference points may be awarded for enterprises located in the district or province, evidenced by a municipal account, lease, or bank letter confirming business address.
• The bidder must provide proof of Sage registration and Sage Accreditation in Sage SBCPP, either with the bid or during evaluation on a date agreed with the municipality.
• At least two reference letters from companies where similar services were rendered, with contact details, must be included with the bid or submitted within a timeframe determined by the municipality.

Scope: 12-month licence for Sage VIP Premier Payroll and Human Resources, for up to 800 employees, with the following modules:

• Salaries & Wages
• Extended General Ledger
• Sage Intelligence Connector
• Equity
• Job Costing
• Leave
• Personnel Management
• Employee Self Service (ESS)

Environment:

• Runs in-house, on-premises version maintained.
• Server: 2 x Intel Xeon 2.10 GHz, 8 GB RAM, Windows Server 2008 R2 Enterprise, Disk C: 800 GB, Disk Q: 400 GB, SAGEVIP folder on Disk C: 410 GB.

Licence period: 1 March 2027 to 28 February 2028.

Deliverables:

• Supply and deliver the licences to the CWDM offices at 29 Du Toit Street, Stellenbosch within 7 days of receiving the order, or as mutually agreed.
• Project plan developed with the Deputy Director ICT.
• All project requests addressed via the ICT office.
• Project must be completed within 90 days of receipt of order.

Pre-bidding testing is for the bidder's account. If inspections or tests are required, the supplier's premises must be open for inspection by the purchaser's representative. If goods/services fail to comply, the supplier bears the cost of testing and must replace non-compliant goods at own cost. Rejected goods are held at the supplier's risk and expense.

Pricing:

• Fixed prices for the full 12-month contract period; no escalation or additional claims allowed.
• The prescribed pricing schedule must be completed in full and signed; alternative schedules are not accepted.
• Services provided at no charge must be shown as R0.
• The bid is awarded on total cost, VAT inclusive.

Payment terms:

• No upfront payments.
• Payment on delivery of licences and completion of the project.
• Invoices must show VAT clearly; VAT registration number of the recipient required for invoices over R3,000.
• Payment within 30 calendar days of receiving a valid invoice.

Bid security: No performance security amount is specified in the document.

VAT threshold: If the contract value exceeds R2.3 million, the bidder must be VAT registered and prices are deemed VAT inclusive.

Municipal accounts:

• Bidders and directors must not be in arrears with municipal rates and taxes for more than three months.
• Certified copy of municipal accounts for the month before closure must accompany the bid.

Registrations:

• Registration on the CWDM Supplier Database and Central Supplier Database (CSD) is mandatory.

Tax compliance:

• A Tax Compliance Status Pin from SARS must accompany the bid; verified on the SARS website.
• No contract with a bidder whose tax matters are not in order.

B-bbee:

• Valid B-BBEE certificate or sworn affidavit required to claim preference points.
• EMEs (annual turnover up to R10 million) may submit a sworn affidavit.
• QSEs (annual turnover R10–50 million) may submit a sworn affidavit or certificate.
• Entities above R50 million must submit a valid B-BBEE certificate.
• A trust, consortium or joint venture must submit a consolidated certificate.

Municipal rates:

• Certified copy of municipal accounts for the bidder and directors for the month preceding closure must be submitted.
• Bidders or directors in arrears with municipal rates or charges for more than three months are disqualified.

Other:

• Letter of Good Standing from the Compensation Commissioner is required if applicable (not specified for this tender).
• CIDB registration is not specified as applicable.
• The bidder must provide proof of Sage registration and Sage Accreditation.
• The bidder must complete the Questionnaire (Annexure I) and Preference Points Claim Form to receive preference points.