RFI09-2026-2027: e-procurement and e-contract management software integrated with sage x3

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{"name":"Name: ____________________________________","email":"[email protected]","phone":null,"department":"Supply Chain Management","address":"interested in participating must register their interest by providing company name, contact"}

Submit one emailed submission to [email protected] by 22 September 2026 at 11:00. The subject line must indicate the RFI number. Include all relevant supporting documents in a single email. The RFI is not a competitive bid and will not result in a contract; no binding agreement will arise from the response.

Evaluation covers mandatory requirements, functionality, price and Commission-specific goals. For each capability, indicate whether it is standard, configurable, custom-developed, dependent on a third-party solution, available through integration, or not available. The demonstration must use fictional data only and show the proposed standard product as configured for the Commission. Costs must be in South African rand, excluding and including VAT, for software licences or subscriptions, e-procurement, e-contract management, vendor management, reporting, implementation, configuration, SAGE X3 integration, CSD integration, and other relevant costs, including once-off licence options and recurring subscription, maintenance or support costs.

1.1 The Competition Commission (Commission) is a statutory body constituted in terms of the

Competition Act, . The Commission is a Schedule 3A public entity and conducts

procurement in accordance with applicable public-sector requirements.

1.2 The Commission is exploring an integrated digital platform to automate procurement and contract

management processes, strengthen budget control and governance, improve supplier and contract

oversight, reduce manual intervention and provide accurate, auditable management information.

The solution must fully integrate with SAGE X3 and support integration with the CSD through

authorised interfaces or approved data-exchange arrangements.

2 situation analysis

2.2. The Commission invites E-procurement and e-contract software vendors, authorised resellers and

implementation partners to participate in a system demonstration as part of this RFI. The purpose is

to assess functional capability, technical suitability, usability, scalability, integration, security,

implementation requirements, maintenance, support and indicative costs.

2.3. This RFI and system demonstration do not constitute an invitation to bid and will not result in an

award. The outcome will inform internal planning, budgeting and the development of requirements

for a future competitive procurement process.

4. Scope of the e-procurement and e-contract solution for paperbased

Submission and demonstration

The purpose of this section is to define the scope of information that respondents must provide

through a paper-based RFI submission, together with the functional and technical capabilities that

must be illustrated during the system demonstration. The paper-based submission must give the

Commission sufficient information to understand the proposed solution, implementation approach,

integration capability, cost drivers and support model. The demonstration must provide a practical

view of how the proposed standard product supports end-to-end E-procurement and e-contract

management in a public-sector environment. Respondents must address, at a minimum, the

following areas in the paper-based submission and demonstrate the relevant functionality during the

system demonstration:

4.1 Paper-based company and solution profile: respondent profile, legal status, experience in

implementing E-procurement and e-contract management solutions, reference sites, authorised

reseller or implementation partner status, product ownership, solution maturity and confirmation of

whether the proposed functionality is standard, configurable, customised or dependent on third

parties.

T: +27(0) 12 394 3200 / 3320

F: +27(0) 12 394 0166

E: [email protected]

W: www.compcom.co.za

DTICampus, Mulayo (Block C)

77 Meintjies Street, Sunnyside, Pretoria

Private Bag X23, Lynnwood Ridge

0040, South Africa

4.2 Paper-based response requirements: completed RFI response, functional capability matrix,

technical and integration matrix, implementation approach, indicative project plan, maintenance and

support model, pricing schedule, assumptions, exclusions, risks, dependencies and signed

respondent declaration.

4.3 Estimated end-user profile: respondents must base the paper-based response, demonstration

assumptions and indicative costing on an estimated forty-five (45) end users, comprising SCM users:

ten (10), business unit users: twenty-five (25), approvers: eleven (11), and Finance users: four (4).

Respondents must indicate whether these users require named, concurrent, read-only, workflow,

approver, administrator or transactional licences, and must clearly identify any licence, role, module

or access limitations that may affect the proposed solution.

4.4 Procurement planning and demand management: creation, approval and tracking of

procurement plans; linkage to budget availability; project, programme or cost-centre allocation;

threshold controls; procurement method selection; and generation of unique sequential numbers for

each procurement activity.

4.5 Requisitions and budget control: electronic requisition creation, workflow routing, delegated

approvals, budget validation and commitment control fully integrated with SAGE X3. The solution

must demonstrate the ability to pull real-time or near real-time budget balances from SAGE X3 by

cost centre, general ledger account, project or programme, and must prevent, route for escalation,

or flag transactions where available budget is insufficient. The solution must also show how

approved requisitions are converted into purchase commitments and purchase orders, with a

complete audit trail for each approval and budget-control step.

4.6 Sourcing, RFQ, RFP and bid management: preparation, publication, supplier invitation,

clarification management, secure supplier submission, closing controls, document uploads, bid

opening records and automated linkage between requisition, RFQ/RFP, evaluation,

recommendation and award.

4.7 Supplier onboarding and CSD integration: supplier registration, supplier profile management,

CSD data integration or approved data exchange, tax and compliance status visibility, supplier

categorisation, communication history, banking information controls and supplier performance

records.

4.8 Evaluation and award management: configuration of mandatory, functional, price and specific-

goals evaluation criteria; committee evaluation; conflict-of-interest declaration capability; scoring

moderation; automatic calculation of points; recommendation reports; approval workflow; award

records; and linkage of award outcomes to contract creation.

4.9 E-contract management: contract generation from award information, contract drafting, review,

approval, execution status, document version control, contract repository, obligations, deliverables,

service levels, milestones, variations, renewals, expiry alerts, contract performance monitoring and

contract close-out. The solution must demonstrate contract management linked to purchase

orders, commitments, invoices and full expenditure information pulled from SAGE X3, enabling the

Commission to monitor contract value, balance remaining, cumulative spend, utilisation, variations,

renewals and contract performance against approved purchase orders and budget allocations.

T: +27(0) 12 394 3200 / 3320

F: +27(0) 12 394 0166

E: [email protected]

W: www.compcom.co.za

DTICampus, Mulayo (Block C)

77 Meintjies Street, Sunnyside, Pretoria

Private Bag X23, Lynnwood Ridge

0040, South Africa

4.10 SAGE X3 integration: demonstration of full integration points with SAGE X3 for cost centres,

general ledger accounts, budget balances, purchase commitments, purchase orders, supplier

information, invoice or payment status, actual expenditure, spend reporting and financial

reconciliation. The demonstration must show how procurement and contract records are linked to

SAGE X3 financial data so that budget availability, committed amounts, purchase order values,

payments, remaining contract balances and expenditure history are visible within the e-

procurement and e-contract management solution.

4.11 Reporting, dashboards and audit readiness: configurable dashboards, procurement status

reports, contract registers, spend analysis, exception reporting, compliance reports, drill-down

capability, export functionality and complete audit trails for all transactions, approvals, changes and

documents.

4.12 Security, access and workflow controls: role-based access, segregation of duties, delegation of

authority, approval limits, user profiles, system logs, data protection controls, document security,

records retention and user access administration.

4.13 Implementation, maintenance and support: proposed implementation methodology, configuration

requirements, data migration, training, change management, hosting model, service levels,

maintenance, support arrangements, system updates, third-party dependencies, product roadmap

and exit or data-extraction arrangements.

5. Demo evaluation approach and governance

5.1 Respondents will be required to demonstrate a software solution that promotes good governance,

transparency, segregation of duties, approval controls, auditability and effective procurement and

contract management oversight. The demonstration must use fictional data only and must show the

proposed standard product as it would be configured and used by the Commission. Respondents

must clearly distinguish between functionality that is standard, configurable, custom-developed,

dependent on third-party products or services, or unavailable.

5.2 The demonstration must be configured to reflect the Commission’s estimated user profile of forty-

five (45) users, including SCM users, business unit users, approvers and Finance users.

Respondents must show how role-based access, workflow routing, delegation of authority,

segregation of duties, approval limits and reporting views will operate for each user group.

5.3 The solution must demonstrate an end-to-end linked process covering procurement planning,

requisition, budget control by cost centre and general ledger account, SAGE X3 budget balance

validation, sourcing, evaluation, award, purchase commitment, purchase order creation, contracting,

supplier management, contract performance, SAGE X3 payments, full expenditure monitoring,

contract value utilisation, remaining contract balances and contract close-out.

5.4 The solution must generate independent configurable sequential numbers for procurement plans,

requisitions, RFQs, RFPs, bids, deviations, emergency processes, awards and contracts. Every

process, approval, document, supplier, evaluation, award, contract, invoice and payment must be

internally linked and supported by a complete audit trail.

T: +27(0) 12 394 3200 / 3320

F: +27(0) 12 394 0166

E: [email protected]

W: www.compcom.co.za

DTICampus, Mulayo (Block C)

77 Meintjies Street, Sunnyside, Pretoria

Private Bag X23, Lynnwood Ridge

0040, South Africa

5.3.1. Governance principles: The demonstration will consider how the proposed solution

supports control, accountability, compliance, transparency, audit-readiness, records

management and reduction of manual intervention across the procurement and contract

lifecycle.

5.3.2. Use of fictional data: Respondents must not use live Commission data, production

supplier information, personal information, confidential pricing or actual transaction records

during the demonstration. All scenarios must be prepared using fictional but realistic

procurement, supplier, contract, budget and payment data.

5.3.3. Standard product demonstration: Respondents must demonstrate the standard product

and clearly identify any configuration, customisation, integration, middleware, third-party

dependency or future development required to meet the Commission’s requirements.

5.3.4. Functionality classification: For each capability demonstrated, respondents must indicate

whether it is available as standard, configurable without custom development, custom-

developed, dependent on a third-party solution, available through integration, or not

available.

5.3.5. Evaluation conduct: The demonstration will be observed and assessed by the

Commission’s nominated representatives. The assessment will be used for market analysis,

planning, budgeting and requirements development only and will not constitute a bid

evaluation, award recommendation or commitment to procure.

5.3.6. Audit trail and evidence: Respondents must show how the solution records user actions,

approvals, changes, system-generated numbers, uploaded documents, workflow history,

evaluation decisions, contract events, integration transactions and reporting outputs in a

complete and retrievable audit trail.

6. Compliance, risk and sustainability

6.1. Functional capability must include: configurable workflows and delegation controls; full budget-

control integration with SAGE X3 by cost centre, general ledger account, project or programme;

automatic pulling of budget balances from SAGE X3; prevention, escalation or flagging of

transactions where budget is insufficient; RFQ, bid and deviation processing; quotation and bid

submission; mandatory, functionality, price and Commission-specific-goals evaluation; automatic

calculation of award points; evaluation moderation and approval; Word, Excel, PDF, e-mail and other

approved uploads; vendor onboarding and CSD information; contract creation from award and

purchase order information; drafting, approval, execution, obligations, variations, expiry and close-

out; contract and supplier performance management; corrective actions; pulling of actual spend,

invoice and payment information from SAGE X3; monitoring of contract value, cumulative

expenditure, remaining contract balance and utilisation against purchase orders; dashboards, drill-

down reports, reconciliations, audit trails and accurate linked reporting.

T: +27(0) 12 394 3200 / 3320

F: +27(0) 12 394 0166

E: [email protected]

W: www.compcom.co.za

DTICampus, Mulayo (Block C)

77 Meintjies Street, Sunnyside, Pretoria

Private Bag X23, Lynnwood Ridge

0040, South Africa

7. Confidentiality and disclaimer

7.1. All information provided during the RFI and demonstration process will be treated in accordance with

the confidentiality provisions of this document. Participation does not guarantee inclusion in a future

procurement process. CCSA reserves the right to amend, suspend, cancel or conclude the RFI

process without obligation.

8. Costing

8.1. The respondent must provide indicative costs in South African rand, excluding and including VAT,

for software licences or subscriptions, E-procurement, e-contract management, vendor

management, reporting, implementation, configuration, SAGE X3 integration, CSD integration,

middleware, data migration, training, hosting, maintenance, support, third-party products, travel, exit

and data extraction.

8.2. The Commission would prefer an already-developed, off-the-shelf or commercially available

software solution that requires minimal customisation, supports good governance and public-sector

compliance, and can be implemented with limited development risk. Where custom development is

proposed, respondents must clearly justify the need, cost, timeline, support implications and

sustainability of such customisation.

8.3. The costing must include once-off licence options where available, as well as any recurring

subscription, maintenance or support costs. The costing must be based on an estimated forty-five

(45) end users, comprising SCM users: ten (10), business unit users: twenty-five (25), approvers:

eleven (11), and Finance users: four (4). Respondents must clearly state the licence metric applied

to each user category, including named users, concurrent users, approver or workflow users, read-

only users, administrator users, transactional users and any applicable module-based licensing.

8.4. Provide three-year total cost of ownership, stating assumed users and transaction volumes, annual

escalation, exchange-rate exposure, minimum commitments, dependencies, inclusions and

exclusions. The proposal must clearly demonstrate value proposition and value for money, including

efficiency gains, automation benefits, reduction of manual processes, improved audit readiness,

stronger budget control, better contract management, reporting capability, implementation risk,

lifecycle cost and long-term sustainability.

8.5. Respondents must complete the indicative costing table below and clearly state all assumptions,

exclusions, dependencies, once-off costs, recurring costs, annual escalation, exchange-rate

exposure, licence metrics and total cost of ownership for the proposed solution.

T: +27(0) 12 394 3200 / 3320

F: +27(0) 12 394 0166

E: [email protected]

W: www.compcom.co.za

DTI Campus, Mulayo (Block C)

77 Meintjies Street, Sunnyside, Pretoria

Private Bag X23, Lynnwood Ridge

0040, South Africa

Solution preference Description Assumptions Once-off Annual 36-Month VAT 36and value Excl. Month

Component Incl.

Off-the-shelf, configurable, custom or

State licence model and

Solution model hybrid; minimal customisation and public- R R R R R

customisation assumptions.

sector governance.

Software licences / E-procurement, e-contract management, 45 users: SCM 10, business R R R R R

subscriptions vendor management, workflow, reporting, units 25, approvers 11,

dashboards and administration modules. Finance 4. State licence

metric.

Implementation and Solution setup, process configuration, State effort, phases and R R R R R

configuration workflows, approval limits, roles, user assumptions.

profiles, templates and document controls.

SAGE X3 integration Full integration for cost centres, GL State integration method, R R R R R

accounts, budget balances, commitments, middleware and

purchase orders, suppliers, invoices, dependencies.

payments and expenditure.

CSD integration / Supplier onboarding, supplier profile State integration or data- R R R R R

data exchange validation, compliance status, tax status exchange approach.

and supplier information exchange.

Hosting, Hosting model, environments, data State cloud/on-premises R R R R R

infrastructure and storage, backups, disaster recovery, assumptions.

security security controls and access management.

Training and change Training for SCM, business units, State number of sessions R R R R R

management approvers, Finance, administrators and and users covered.

super users, including training material.

a growing, deconcentrated and inclusive economy.

T: +27(0) 12 394 3200 / 3320

F: +27(0) 12 394 0166

E: [email protected]

W: www.compcom.co.za

DTICampus, Mulayo (Block C)

77 Meintjies Street, Sunnyside, Pretoria

Private Bag X23, Lynnwood Ridge

0040, South Africa

Maintenance and Helpdesk, incident management, service State support hours and SLA R R R R R

support levels, system updates, patches, product assumptions.

upgrades, monitoring and account

management.

Reporting and Standard and configurable reports, State standard vs custom R R R R R

dashboards dashboards, audit reports, spend analysis, reporting.

contract register and export functionality.

Data migration and Migration or setup of suppliers, contracts, State volumes and R R R R R

records setup templates, user profiles, workflows, cost assumptions.

centres, GL accounts and open

commitments where applicable.

Third-party Any third-party products, connectors, State whether optional or R R R R R

products and middleware, APIs, document generation mandatory.

dependencies tools, signature tools or additional licences.

Travel and other Travel, accommodation, disbursements or State basis and limits. R R R R R

reimbursable costs other reimbursable costs, if applicable.

Exit and data Exit support, data extraction, handover, State applicable charges. R R R R R

extraction archival data, system documentation and

termination support.

Describe measurable benefits, efficiency

gains, automation, governance

Value proposition improvements, audit-readiness, budget- State quantified or qualitative

R r r r r

and value for money control benefits, contract-management benefits and assumptions.

benefits, risk reduction and long-term

sustainability.

Total estimated cost Total cost of ownership for 36 months. Include all cost R R R R R

components.

T: +27(0) 12 394 3200 / 3320

F: +27(0) 12 394 0166

E: [email protected]

W: www.compcom.co.za

DTI Campus, Mulayo (Block C)

77 Meintjies Street, Sunnyside, Pretoria

Private Bag X23, Lynnwood Ridge

0040, South Africa

9. Exclusions

9.1. Hardware is excluded unless identified as an essential dependency. This RFI is not a competitive

bid or contract. Live production credentials, personal data and transaction data must not be used

during the RFI or demonstration.

13. Contract period

13.1 Respondents must provide a draft high-level implementation plan and indicative pricing for

implementation, software, maintenance and support for an envisaged period of thirty six (36) months

cost view.

14. General information

Enquiries in respect of this RFI should be addressed to:

Supply chain management

E-mail: [email protected]

All queries MUST be e-mailed

End of the request for information document

a growing, deconcentrated and inclusive economy.

Respondents must provide a draft high-level implementation plan and indicative pricing for implementation, software, maintenance and support for an envisaged period of thirty-six (36) months. The paper-based submission must give the Commission sufficient information to understand the proposed solution, implementation approach, integration capability, cost drivers and support model. The demonstration must show the proposed standard product as it would be configured and used by the Commission, using fictional data only, and must clearly distinguish between standard, configurable, custom-developed, or third-party dependent functionality.

Paper-based company and solution profile: respondent profile, legal status, experience in e-procurement and e-contract management solutions, and whether the proposed functionality is standard, configurable, customised or dependent on third-party solutions.

Respondents must complete the indicative costing table and clearly state all assumptions. Costs must be provided in South African rand, excluding and including VAT, for software licences or subscriptions, e-procurement, e-contract management, vendor management, reporting, implementation, configuration, SAGE X3 integration, CSD integration, training, maintenance and support. Respondents must clearly justify the need, cost, timeline, support implications for any proposed costs, and include all cost implications, including any exchange rate implications that may pose a risk.

Central Supplier Database (CSD)

All information related to this request for information both during and after completion is to be treated as confidential and must not be disclosed to any unauthorised person, used by any unauthorised person, or reproduced in any form except as required for the RFI. Respondents must ensure that access to confidential information is only given to those of its partners, directors, employees and agents who need to know that information and keep that information confidential. This bid remains at all times the property of the Competition Commission of South Africa (CCSA). No rights other than as provided in this bid and in respect of the confidential information are granted or conveyed to bidder/s.

This RFI is not a competitive bid or contract. Live production credentials, personal data and transaction data must not be used. All information provided during the RFI and demonstration process will be treated in accordance with confidentiality requirements. The RFI and system demonstration do not constitute an invitation to bid and will not result in a contract. No binding contract or other understanding of the supply of services will exist between CCSA and respondents.

The solution must provide configurable workflows and delegation controls; generate independent sequential numbers for procurement plans, requisitions, RFQs, RFPs, bids, deviations, and emergency processes; monitor contract value, cumulative expenditure, remaining contract balance and utilisation against purchase orders; and link procurement and contract records to SAGE X3 financial data. It must support user groups with roles such as approver, read-only, administrator, transactional, and module-based, with segregation of duties, approval limits and reporting views. It must provide a complete audit trail linking every process, approval, document, supplier, evaluation, award, contract, invoice and payment. The demonstration must use fictional data only and must show the proposed standard product as configured for the Commission, clearly distinguishing between standard, configurable, custom-developed, or third-party functionality. Respondents must provide indicative costs in South African rand, excluding and including VAT, for software licences or subscriptions, e-procurement, e-contract management, vendor management, reporting, implementation, configuration, SAGE X3 integration, CSD integration, and other relevant costs, including once-off licence options and recurring subscription, maintenance or support costs.

The demonstration evaluation approach and governance: the demonstration must use fictional data only and must show the proposed standard product as configured for the Commission. For each capability demonstrated, respondents must indicate whether it is standard, configurable, custom-developed, dependent on a third-party solution, available through integration, or not available. The evaluation will cover mandatory, functionality, price and Commission-specific-goals evaluation. The assessment will be used for market analysis, planning, budgeting and requirements development only and will not constitute a bid evaluation, award recommendation or commitment to procure.