Supply, customization, and implementation of asset management software for saqa

• SAQA, as custodian of the National Qualifications Framework (NQF), requires an asset management software tool to scan and manage its asset verification processes.
• The tool must be a standalone desktop and mobile application available on Apple Store and Google Play.
• The service provider must assess compatibility with SAQA's current asset tags and recommend hardware if needed.

• Bid Closing Date and Time: 24 July 2026 at 11:00 AM.
• Briefing Session: 21 July 2026 from 11:00 AM to 12:00 PM.
• RFQ Validity Period: 90 days from the closing date.
• Project Timeline: The implementation must be completed within 60 business days from appointment.

• A briefing session will be held on 21 July 2026 from 11:00 AM to 12:00 PM at SAQA House, Pretoria.

• For enquiries and submissions: [email protected]
• Contact Person: Mr Keshlen Naicker
• Email: [email protected]
• Physical Address for Briefing: SAQA House, 189 Lunnon Road, Hillcrest Office Park-Lorie Place, Pretoria.

• Submit your proposal and all required documents in PDF format only via email to [email protected].
• Ensure all standard bid documents are signed.
• Attach the recent Central Supplier Database (CSD) report or your CSD Unique/Supplier Number.
• Complete, sign, and submit the attached SBD 4 and SBD 6.1 forms.
• Submit a certified copy of your B-BBEE certificate or Sworn Affidavit with the SANAS logo visible.
• Failure to comply with these special conditions may lead to disqualification.

SAQA requires a standalone asset management software tool for desktop and mobile (Apple Store & Google Play).

Core Scope:

• Supply, customize, deliver, install, and provide maintenance and support for the software.
• The core function is to manage asset verification by scanning assets against the system's records.

Key Specifications:

• Must be compatible with SAQA's existing asset tags; assess compatibility during the bid.
• Must support remote/self-verification of assets by offsite employees.
• Must include multiple configurable data fields aligned with SAQA's asset register.
• Must generate reports in MS Excel and Word formats.
• Must have email integration for escalations and communications.
• Must have offline capability with automatic synchronization when connectivity is restored.
• Must be able to capture photos.
• Must scan assets by location to update central location information.

Deliverables:

• Customize the application to SAQA's requirements.
• Provide an expert in norming and Sage 300 Accpac (if required).
• Provide customer support as needed.
• Assess compatibility with current asset tags.
• Provide relevant staff training.
• On-site implementation is required until go-live; no remote implementations.

Expertise Required:

• The service provider must have proven experience in asset management.
• Must possess a staff/team lead with the necessary capability, experience, and qualifications.

• The shortlisted service provider must present a live demonstration of the software, articulating its capabilities and covering project implementation, training, maintenance, support, and account management.

• The service provider must have proven experience in asset management.
• Must provide two client reference letters for similar successfully implemented projects.
• The Technical Account Manager must have a minimum of 2 years' experience implementing the solution.
• Two technical resources must each have at least one year's experience and relevant certified qualifications.

• The software must be customized to SAQA's specific requirements.
• The service provider must provide an expert in norming and Sage 300 Accpac if required.
• On-site implementation and support are mandatory until go-live.
• The solution will be evaluated on functional criteria like remote verification, configurable fields, reporting, tag compatibility, email integration, and offline functionality.

• Submit your pricing for:

1. Licence fees (3 years, annual cost).
2. Training (20 hours, hourly rate).
3. Customization and set-up (once-off cost).
4. Customer support (20 hours, hourly rate).

• Provide firm prices only. Include VAT and a grand total.
• Payment is contingent on successful software installation and SAQA's satisfaction.

• Submit your pricing using the provided schedule for evaluation.
• Provide firm prices only; no conditional pricing.
• Price Schedule Components:

1. Licence fees for 3 years (annual costs).
2. Training for 20 hours (hourly rate).
3. Customization and set-up (once-off cost).
4. Customer support for 20 hours (hourly rate).

• Include VAT and provide a grand total (all-inclusive).
• Invoicing must strictly follow the submitted price schedule.
• Payment will only be made upon successful installation, full implementation, and SAQA's satisfaction with the commissioned software. No advance payments.

• Submit your recent Central Supplier Database (CSD) report.
• Submit an original or certified copy of your B-BBEE certificate or Sworn Affidavit as per the B-BBEE Act; the SANAS logo must be visible.
• Complete, sign, and submit the SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim) forms.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.
• The National Treasury's General Conditions of Contract (GCC) apply.
• All bidders must comply with the Protection of Personal Information Act (POPIA).

• Preference points are awarded for B-BBEE ownership: 15 points for at least 51% black ownership, and 5 points for at least 30% black woman ownership.
• Submit certified B-BBEE certificates or sworn affidavits to claim these points.
• Failure to submit proof means no preference points are claimed.

• Bidders must complete the SBD 4 declaration, disclosing any state employment, relationships with SAQA officials, or interests in other bidding entities.
• Bids suspected of collusion may be reported to the Competition Commission or National Prosecuting Authority.
• The National Treasury's General Conditions of Contract (GCC) apply to this RFQ.

• Bidders must comply with all RFQ special conditions, including submission of CSD reports, B-BBEE certificates, and completed SBD forms.

• Your CSD report or unique supplier number must be attached to your proposal.
• You must comply with all RFQ special conditions.

• Evaluation is a four-stage process: administrative screening, mandatory documents check, software demonstration, and price/preference points.
• Mandatory documents include OEM accreditation proof, client references, and CVs/certifications for key personnel.
• The software demonstration is scored out of 100; a score below 80 leads to disqualification.
• Price and B-BBEE ownership points are awarded under the 80/20 system.