Technical support and configuration for sage evolution and ebscon printer integration

Closing date: 18 June 2026 at 11:00 AM. Validity period of the bid: 90 days from closing date. CMS may request an extension of the validity period.

Submission email: [email protected]. Bidding procedure enquiries: Bokamoso Legong, Tel: 012 431 0577, Email: [email protected]. Technical enquiries: William Mothabela, Tel: 012 431 0540, Email: [email protected]. Invoices must be emailed to: [email protected]. Physical address: Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157. General enquiries: Tel: 012 431 0500, Customer Care: 0861 123 267, Email: [email protected].

Submit your bid via email to: [email protected]. Bids must be delivered by the closing date and time (18 June 2026, 11:00 AM). Late submissions will not be accepted. Use the official forms provided in the RFQ document—do not re-type. Documents submitted via cloud services (e.g., WeTransfer, Google Drive, Dropbox) will not be considered. The successful bidder must sign a written contract form (SBD7). CMS reserves the right to reject late, incomplete, or non-compliant bids.

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for 1.2. All bids must be submitted on the official forms provided–(not to be re-typed) or in the manner prescribed

Bidders must be tax compliant (SARS PIN required), registered on Central Supplier Database (CSD), complete and sign SBD 1, 4, and 6.1 forms, submit valid B-BBEE Certificate or Sworn Affidavit. Companies with directors employed by state, those listed on National Treasury restricted bidders database, or with past fraud convictions are disqualified. Foreign suppliers must provide tax compliance documentation if applicable.

Scope: Configure and integrate the EBSCON printer with SAGE Evolution (including asset module). Ensure compatibility with asset tagging/barcode printing processes. Install and configure necessary drivers and middleware. Customise report layouts or stationery for asset label printing. Provide testing and validation of the printing process. Offer user training and documentation. Provide post-implementation support. Technical Requirements: Proven experience with SAGE Evolution implementation and support. Experience with printer configuration and integration (barcode/asset label printers preferred). Understanding of asset management modules and workflows within SAGE Evolution. Ability to troubleshoot printer-driver and system integration issues. Deliverables: Fully configured and functional integration between SAGE Evolution and EBSCON printer. Testing report confirming successful asset number printing. User training and support documentation. Post-implementation support plan.

Payment structure: CMS pays within 30 days of receiving a valid tax invoice for completed work. Payments are tied to milestones/deliverables as per the project implementation plan. Invoices must be emailed to [email protected] and reference the Purchase Order number. No services/goods may be delivered without an official Purchase Order from CMS’s Supply Chain Management Unit.

Quality requirements: Goods and services must conform to the standards specified in the bidding documents. Supplies may be inspected, tested, or analysed during or after delivery. Non-compliant supplies will be rejected, and the supplier must replace them at their own cost. The supplier must permit CMS to inspect records and audit performance. Pre-bidding testing costs are the bidder’s responsibility. If inspections reveal compliance, CMS covers the cost; if non-compliant, the supplier covers the cost. The supplier must indemnify CMS against third-party claims of patent, trademark, or industrial design infringement.

Payment terms: CMS will pay in full within 30 days after receipt of an original tax invoice for work completed to its satisfaction. Payments are milestone-based as per the project implementation plan. All invoices must reference the Purchase Order number and be emailed to [email protected]. No goods/services shall be delivered without an official Purchase Order from CMS’s Supply Chain Management Unit. Pricing must align with the quoted bid price unless adjusted per SCC or bid validity extension.

Mandatory compliance documents: SARS Tax Compliance Status (TCS) PIN or CSD registration number. Valid B-BBEE Certificate or Sworn Affidavit (for EMEs and QSEs). Completed and signed SBD 1, SBD 4, and SBD 6.1. Certified copies of South African IDs of directors/owners/shareholders. CIPC registration documents. Foreign suppliers: Must confirm RSA residency, branch, permanent establishment, income source, or tax liability. If none apply, no SARS TCS PIN is required. Tax Compliance: Bidders must be tax-compliant. Non-compliant bidders will be notified and given 7 working days to submit proof of compliance or arrangements to resolve outstanding obligations. Failure to comply results in bid rejection. Consortia/Joint Ventures: Each party must submit separate TCS Certificates/PINs/CSD numbers. Disqualification: Bids from persons in the service of the state, or entities with directors/members in the service of the state, will not be considered. Bidders listed on the National Treasury’s database of restricted suppliers or tender defaulters are disqualified.

B-BBEE requirements: A valid B-BBEE Certificate or Sworn Affidavit (for EMEs and QSEs) must be submitted to qualify for preference points. Specific Goals (20 points) are allocated for: HDI Ownership (5 points), Company Size (3 points), Black Women Owned (5 points), Ownership by People with Disabilities (3 points), Youth Ownership (4 points). Points are awarded based on ownership percentages and company classification. Mandatory documents for verification: Certified IDs, B-BBEE Certificate/Sworn Affidavit, CIPC documents, and medical certificates (for disability claims). Failure to submit proof results in 0 points for Specific Goals.

The Council for Medical Schemes is a statutory body established by the Medical Schemes Act () to provide regulatory

supervision of private health financing through medical schemes; and functions as a Schedule 3A Public Entity.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS CORRECT.

I accept that the state may reject the bid or act against me in terms of paragraph 6 of PFMA

SCM instruction /22 on preventing and combating abuse in the supply chain

3.1. Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in the

preparation and submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2. With certain exceptions, invitations to bid are only published in the Government Tender Bulletin. The Government Tender

Bulletin may be obtained directly from the Government Printer, Private Bag X85, Pretoria 0001, or accessed electronically

from www.treasury.gov.za

10.1. Delivery of the goods shall be made by the supplier in accordance with the terms specified in the contract. The details of

shipping and/or other documents to be furnished by the supplier are specified in SCC.

10.2. Documents to be submitted by the supplier are specified in SCC.

24.1. When, after the date of bid, provisional payments are required, or antidumping or countervailing duties are imposed,

or the amount of a provisional payment or anti-dumping or countervailing right is increased in respect of any

dumped or subsidized import, the State is not liable for any amount so required or imposed, or for the amount of

any such increase. When, after the said date, such a provisional payment is no longer required or any such anti-

dumping or countervailing right is abolished, or where the amount of such provisional payment or any such right is

reduced, any such favourable difference shall on demand be paid forthwith by the contractor to the State or the

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

State may deduct such amounts from moneys (if any) which may otherwise be due to the contractor in regard to

supplies or services which he delivered or rendered, or is to deliver or render in terms of the contract or any other

contract or any other amount which may be due to him

31.1. Every written acceptance of a bid shall be posted to the supplier concerned by registered or certified mail and any

other notice to him shall be posted by ordinary mail to the address furnished in his bid or to the address notified later

by him in writing and such posting shall be deemed to be proper service of such notice.

31.2. The time mentioned in the contract documents for performing any act after such aforesaid notice has been given,

shall be reckoned from the date of posting of such notice.

Contract terms are governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC). Key terms: Contract must be written in English and interpreted under South African law. Payment: Within 30 days of receipt of a valid tax invoice, based on completed milestones. Prices must not vary from the bid unless adjusted per SCC. Contract amendments require written agreement. Assignment of obligations requires purchaser’s prior written consent. Subcontracts must be notified in writing. Delays may incur penalties calculated using the current prime interest rate per day. Termination for default or insolvency is possible. Force majeure events may relieve the supplier of liability. Disputes: Resolved via mutual consultation, mediation, or South African courts. Liability: Supplier’s aggregate liability is capped at the contract price, excluding repair/replacement costs. Insurance: Goods must be fully insured against loss or damage. Taxes: Local suppliers are responsible for all taxes until delivery. Foreign suppliers are responsible for taxes outside South Africa. Performance security: Required within 30 days of contract award (bank guarantee, irrevocable letter of credit, or cashier’s cheque). Warranty: 12 months for defects in design, materials, or workmanship. Inspections: Premises must be open for inspection during reasonable hours. Non-compliant supplies may be rejected at the supplier’s cost.

CMS reserves the right to: Extend the closing date under exceptional circumstances. Not return any proposals or subsequent information. Not enter into any relationship or correspondence regarding submissions. Reject any bid or not appoint a bidder, particularly for fraud, corruption, collusion, or reputational risk. Cancel the award if the bidder engaged in corrupt or fraudulent activities. Validate all claims made in the proposal. Withdraw an award or cancel a contract if the bidder is found non-tax-compliant. The successful bidder must work under CMS supervision and abide by its Code of Conduct and organisational guidelines. All proposals must include all requested information for evaluation. CMS is not liable for costs incurred by bidders in preparing or submitting proposals.

Are you the accredited are you a representative foreign-based in south africa supplier for the for the goods /services /works offered? /Works [if yes, enclose proof] [if yes, answer part b:3] offered?

3. Evaluation criteria process

3.1. Table 1 – Evaluation Process and Criteria

Stage Details

Phase 1 Price and Specific Goals evaluation criteria: The purpose of these criteria is to evaluate bidders based on bid

price and Specific Goals.

be assessed using the 80/20 formula (Preference Points System) for Price and Specific Goals as indicated in the

PPPFA Regulations.

Table 3- Price and Specific Goals

(a) Historically Disadvantaged Individuals (5 Points)

80% - 100% Black Owned 5 Points

50% - 79.99 Black Owned 4 Points

20% - 49.99% Black Owned 3 Points

(b) Size of the Company (3 Points)

EME 3 Points

QSE 2 Points

Generic Enterprise 1 Points

(c) Black Woman Owned Enterprise (5 Points)

75% - 100% Black Women 5 Points

Specific Goals 20 Owned

51% - 74,99% Black Women 3 Points

d) Ownership by People with Disabilities (3 Points)

75% - 100% Ownership by People with 3 Points

51% - 74,99% Ownership by People with 2 Points

Specific Goals evaluation criteria: The purpose of these criteria is to evaluate bidders based on bid

(e) Ownership by Youth (under 35 years) (4 Points)