Oracle ebs support and maintenance services – 3-Year contract (atns)

Closing date: 05 October 2026, 11h00 CAT.

Clarification queries must be submitted using Appendix A by 21 September 2026 at 17h00 CAT.

Responses to clarification queries will be provided by 28 September 2026.

Before bid closure, queries to Specialist: Demand Management, Zanele Mbiza ([email protected], cc: [email protected]).

After bid closure, queries to Specialist: Acquisition Management, Pulane Kakumbi ([email protected], cc: [email protected]).

Include the reference number and description of the tender in the subject line.

Telephone: 011 607 1325.

Bids must be submitted in two parcels. Parcel A covers administrative and mandatory requirements (Volume 1A excluding SBD 3.3 and SBD 6.1, Phase 1 and Phase 2). Parcel B covers price and preference points (SBD 3.3, SBD 6.1, CSD report, CIPC documents, shareholder certificates, ID copies of shareholders, B-BBEE certificate or sworn affidavit).

Submission may be online via the National Treasury e-Submission (e-Tender) system, or by hard copy. Hard copy submissions require one original, one copy, and one PDF on USB, delivered to ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298. Submissions sent by email will not be accepted.

Proposals must remain valid for 120 days from submission. Extensions may be requested in advance with reasons; ATNS may approve or decline.

Bids must be concise, in plain English, and structured in the prescribed parts. Information not submitted in the relevant part may not be considered.

Non-compliance with submission conditions may result in rejection. Late bids will not be accepted.

Parcel A: Volume 1A (excluding SBD 3.3 and 6.1), Phase 1 administrative, Phase 2 mandatory.

Parcel B: SBD 3.3, SBD 6.1, CSD report, CIPC documents, shareholder certificates, ID copies of shareholders, B-BBEE certificate or sworn affidavit.

Evaluation is in four stages: Stage 1 Administrative Requirements, Stage 2 Mandatory Requirements, Stage 3 Price and Preference Points for Specific Goals, and a final stage for verification.

Stage 1 requires a valid SARS Tax Compliance Status PIN that remains valid for the full validity period. Failure may lead to rejection or a 7-day window to submit supplementary information.

Stage 2 mandatory requirements include company experience (three reference letters), consultant CVs (senior and junior for Financials, Procurement, HRMS/HCM), and Oracle Partner/Reseller proof. Failure results in automatic disqualification.

Stage 3 uses the 80/20 preference point system: Price 80 points, Specific Goals 20 points. Price points are calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals: 51% Black Owned suppliers earn 10 points; 30% Black Woman Owned suppliers earn 10 points. Claims are made via SBD 6.1 and verified with CSD report, CIPC documents, shareholder certificates, ID copies, and B-BBEE certificate or sworn affidavit.

The 80/20 system applies to tenders up to R50,000,000 (all taxes included).

Scope: Oracle eBusiness Suite (EBS) support and maintenance for three years. ATNS has implemented Financial Management, HCM, and SCM on Oracle EBS.

Minimum sub-modules to support: General Ledger, Fixed Assets, Cash Management, Accounts Receivable, Accounts Payables, iSupplier, Purchasing, Procurement Contracts, Sourcing, iReceivables, Inventory, Order Management, Enterprise Asset Management, Human Resources, Self Service Human Resources, Payroll, iExpense, Staff Advances, Learning Management, Oracle Access Management, Projects, Report Writing.

Service provider responsibilities: 2nd and 3rd level support, application patching, change request management, skills transfer to ATNS personnel, 24/7 x 365 support availability, network and infrastructure advice limited to Oracle EBS (Linux OS, KVM), gap analysis on all implemented modules with gaps closed within first 6 months, Service Delivery Manager for monthly reports, and implementation of Oracle Fixed Asset Module in the first year.

Support team roles required: Developers, Finance Functional Consultants, HCM Functional Consultants, Payroll Consultants, SCM Consultants, Project Consultants, Oracle Database Administrators, Business Intelligence Consultants, System Administrators, Linux and KVM Specialists.

SLA targets: P1 (complete loss of service) resolution in 4 hours, penalty 15% of monthly support fee; P2 (partial loss with severe impact) in 8 business hours, penalty 10%; P3 (partial loss with low impact) in 16 business hours, no penalty; P4 (non-critical loss) in 2 business days, no penalty.

Support hours: Year 1 – 1000 monthly / 12000 annual; Year 2 – 800 monthly / 9600 annual; Year 3 – 650 monthly / 7800 annual.

Service provider must deliver 2nd and 3rd level Oracle EBS support using industry best practices, ensure Oracle procedures are in place, manage patching and change requests, and transfer skills to ATNS personnel.

Support hours are used for resolving system changes/issues, upgrades, skills transfer, and remote support during business hours.

Support team must include specified roles (Developers, Functional Consultants, DBAs, etc.).

24/7 x 365 support availability is required.

Gap analysis on all implemented modules must be performed and gaps closed within the first 6 months.

A Service Delivery Manager must provide monthly service reports.

Oracle Fixed Asset Module must be implemented in the first year.

Company experience: minimum three contactable reference letters for Oracle EBS support services to corporate clients, on official letterhead, dated and signed, within the last ten years, with contact details for verification. Appointment letters, purchase orders, contracts, or award letters are not accepted.

Consultant experience: CVs for Senior Consultant (min 5 years) and Junior Consultant (min 2 years) in Oracle EBS Financials, Procurement, and HRMS/HCM modules. CVs must indicate modules supported and include contactable references.

Oracle Partner/Reseller proof: valid Oracle Partner Certificate, Reseller Certificate, or official letter confirming status, valid on closing date.

ISO 9001 certification is mandatory for the service provider.

SLA terms and definitions are provided for target resolution/recovery time, workaround, and various levels of service loss.

Pricing must be submitted on SBD 3.3 (Professional Services). The schedule includes annual costs for support hours (Year 1: 12000 hours, Year 2: 9600 hours, Year 3: 7800 hours), implementation of Oracle Fixed Asset Module, and Oracle EBS Gap Analysis. All costs including VAT must be shown. Offer valid for 120 days.

Pricing must be submitted on SBD 3.3 (Pricing Schedule – Professional Services). All costs must be included; bids without a price or with an incomplete price are non-responsive.

The pricing schedule must include fees and reimbursable costs; omission of either may render the bid non-responsive.

Any budget amount indicated is a guide only; bidders must submit a fair and reasonable costing.

The offer must remain valid for 120 days from the closing date.

CSD registration: mandatory. Proof of registration or application must be submitted with the bid; no award without CSD registration.

SARS Tax Compliance: submit a valid Tax Compliance Status PIN or printed TCS. Each party in a consortium/JV must submit separate proof. Bids without any of these are non-responsive.

SBD 1 (Invitation to Bid): must be completed, signed, and returned; otherwise non-responsive.

SBD 4 (Declaration of Interest): each party must complete and return; otherwise non-responsive.

SBD 6.1 (Preference Points Claim): required to claim specific goal points.

SBD 3.3 (Pricing Schedule): required for pricing.

Oracle Partner/Reseller proof: valid Oracle Partner Certificate, Reseller Certificate, or official letter confirming status, valid on closing date.

ISO 9001 certification required.

B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required for preference points.

CIPC documents, shareholder certificates, and ID copies of shareholders required for specific goal verification.

Registration with professional bodies: proof required; otherwise non-responsive.

ATNS mission includes ensuring economic, social, and environmental sustainability.

Contract terms: ATNS accepts no liability for accuracy of representations; successful bidder must accept standard terms including retention clause, breach of contract, confidentiality, and professional indemnity insurance. ATNS may withdraw from commitments.

Procurement process may be postponed or cancelled at ATNS's sole discretion before contract signing.

ATNS may negotiate with one or more bidders; negotiation does not constitute award. ATNS is not obliged to accept the lowest bid. Contract is concluded only when reduced to writing and signed.

Reasons for rejection: proven corrupt or fraudulent acts, abuse of SCM system, fraud, or failure to perform on previous contracts.

Additional information may be requested in writing; replies due within 7 working days.

Confidentiality: bid and related information must be held in strict confidence.

Intellectual property: copyright of documentation belongs to ATNS; successful bidder may not disclose without written approval.

Non-compliance with delivery terms: contractor must give immediate written notice; ATNS may implement remedies per GCC.

Retention: on termination, bidder must hand over all documentation and deliverables without right of retention.

SLA penalties: P1 – 15% of monthly support fee; P2 – 10% of monthly support fee; P3 and P4 – no penalty.

Validity period: 120 days from submission; extensions may be requested in advance.

Submission: online via e-Tender or hard copy (one original, one copy, one PDF on USB) to ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298.

Closing: 05 October 2026, 11h00 CAT.

Mandatory requirements: three reference letters, consultant CVs with specified experience, and Oracle Partner/Reseller proof. Failure results in disqualification.

CSD registration mandatory; proof of registration or application required.

SARS Tax Compliance PIN or printed TCS required; each consortium/JV party must submit separate proof.

Declaration of Interest (SBD 4) and Invitation to Bid (SBD 1) must be completed and signed.

Pricing Schedule (SBD 3.3) must be fully completed and signed.

Registration with professional bodies: proof required.

Evaluation in four stages: Administrative (SARS TCS PIN), Mandatory (experience, CVs, Oracle partner proof), Price and Preference Points (80/20 system), and verification of specific goals.

Price points: 80; Specific goals: 20 (10 for 51% Black Owned, 10 for 30% Black Woman Owned).

Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Verification requires CSD report, CIPC documents, shareholder certificates, ID copies, and B-BBEE certificate or sworn affidavit.