TO:

ALL PROSPECTIVE SERVICE PROVIDERS

PROJECT NAME:

Re – advertisement HR/PAYROLL SAGE 300 VIP SYSTEM SUPPORT/CONSULTING SERVICES

REQUESTOR:

Sarah Baartman District Municipality

QUOTATION NO.

42/2024

NOTICE NO.

67/2024

QUOTATION TO BE DELIVERED BY:

12h00, 20 November 2024

SPECIFICATION OF ORDER

Please download pricing schedule below.

INTRODUCTION AND BACKGROUND

Sarah Baartman District Municipality (SBDM) invites quotations from Authorised or Certified Sage Partner Services Providers for the support and maintenance of the SBDM Sage 300 ERP HR and Payroll system for a period of 12 months on an as-and-when required basis. Prospective service providers must provide valid proof of certification issued by SAGE SOUTH AFRICA.

Therefore, the selected Prospected Service Provider will be required to:

a) Engage with the HR Personnel, Payroll Personnel, and ICT Support Personnel; and

b) Function within the IT operational infrastructure environment where the SBDM systems are hosted.

The SBDM Sage 300 ERP HR and Payroll system is currently integrating with the in-house APPX Finance accounting system for the monthly automated journal batch to be posted into APPX financial system. The Sage 300 ERP HR and Payroll system version is 24.1.3.0 and the Database size is 2.5GB which is configured for automated backup by the SBDM ICT Service Unit. With regards to SQL Server Management Studio the version is v20.1.10.0 and the Operating System is Windows Server 2022 R2 Standard. In addition, SBDM utilises the Employee Self-Service (ESS) portal, which forms part of Sage 300 People for its intended purposes. 

Automated Backup and installation, version upgrades:

The ICT Service personnel perform upgrades of Sage 300 ERP versions that have either become unsupported due to technology changes or multiple system features are consolidated and implemented as a new version of the application.

Scheduled automated backups are performed by ICT Service personnel.

Sage 300 People system current Modules:

-       Salaries

-       Personnel Management

-       General Ledger

-       Skills Management

-       Equity Management

-       People Performance Management

-       People Job Profile Management

-       People Self Service

-       People Self Service (Job)

-       Sage Skills-map Module (Job)

SCOPE OF THE WORK

·         The Prospective Service Provider will be required to provide, but not limited to, the following services relating to the Sage 300 People to ensure the system continues to function effectively and optimally:

·         Enhancements and customisation to the Sage 300 ERP system that result in improved performance, reliability, improved internal controls and usability in a changing environment.

·         Enhancements and customisation to the Employee Self Service (ESS) Portal that result in improved performance, reliability, improved internal controls as per the leave policy.

·         Modifications of Sage 300 ERP where errors occur during operational processing,

·         Perform diagnostic/troubleshooting procedures on issues identified and resolve accordingly.

·         Provision of customized reporting for operational and audit purpose.

·         Sage 300 People SQL Database check-ups and testing with the ability and knowledge of SQL select statements.

·         Functional issues encountered during the operational usage of the relevant Sage 300 People modules.

·         Support may be provided during SBDM office hours 08h00-16h30, via telephone, e-mail or remotely throughout the contract period.

·         On-site support may be required upon request.

·         Ensure continued Integration with the existing in-house APPX Financial system.

·         Facilitate the transfer of skills to the system users, systems administrator, and provide training to the HR and Payroll employees.

·         Provision of detailed change management documentation to be prepared by the service provider.

·         The Service Provider must perform tests after each change in the existing testing environment, which must be signed off by the municipality before going live.

·         Providing the above software maintenance service is central to ensuring a sound financial system for the SBDM.

·         Integration from APPX budget module to VIP Budget module.

·         Provide a LGSETA customised WSP \ ATR template for annual submissions and must be able to migrate into LGSETA online system.

The Service Provider must provide the following:

·         Reference letters must be provided and not be older than 5 years relevant to the work of support and maintenance of the Sage 300 ERP HR and Payroll system, and the reference letters must be on the letterhead of the institution where relevant work was provided.

·         Provide valid proof of certification issued by Sage South Africa.

·         Experience of key personnel in the in the support and maintenance of the Sage 300 ERP HR and Payroll system

·         Curriculum Vitae (CV) with Sage related certification of key personnel must be provided.

·         Support must be provided during the Client’s office hours from 08h00 until 16h30, via telephone, e-mail or remotely throughout the contract period.

·         The on-site support may be required upon request.

Evaluation Criteria

The evaluation of this quote will be conducted in the following two (2) stages:

1.            Assessment of functionality

The assessment of functionality will be done in terms of the evaluation criteria.  A quote will be disqualified if it fails to meet the minimum threshold of 70% for functionality as per the quote invitation and will not proceed to the 2^nd stage of evaluation.

Functionality Criteria 

Criteria to be used for functionality:

a)  Proof of Contracts and Experience of Service Provider for support and maintenance of the Sage 300 ERP HR and Payroll system

Experience of company will be assessed as follows:

Number of contracts, reference letters and experience mentioned above. Bidders must provide the proof of contracts for support and maintenance of the Sage 300 ERP HR and Payroll system.

b)  Experience and qualification of key personnel in the support and maintenance of the Sage 300 ERP HR and Payroll system (CVs must be attached)

Experience and qualification of key personnel assigned to project will be assess as follows:

The number of years of experience of the key personnel in the support and maintenance of the Sage 300 ERP HR and Payroll system

c)    Method of Support

The method of support and maintenance that will be provided to the Municipality.

Only those qualifying Bids will be evaluated in terms of the 80/20 preference points systems, where the 80 will be used for price (VAT inclusive) and a maximum of 10 points allocated for locality and a maximum of 10 for points allocated for B-BBEE status level of contribution as follows:

NB: In order to claim for these points, Bidders are required to submit an original and valid B-BBEE Status Level Verification Certificates or certified copies or the Sworn Affidavits together with their Bids to substantiate their B-BBEE rating claims.

Points allocated for Locality.

NB: To claim points for locality, prospective bidders are required to submit proof of address of office dealing with the project. A valid lease agreement/municipal account in the name of the bidder or a municipal billing clearance certificate must be submitted. Failure will result in preference points not being allocated.

Payment For Services

Payment will be issued after the service has been rendered.

All relevant information must accompany all quotations submitted. No late or incomplete quotation will be accepted for consideration.

The municipality reserves the right not to accept the lowest or any quotation and no reason for the acceptance or rejection of a quotation will be furnished.

The service providers must complete the attached pricing schedule and provide an hourly rate inclusive of the VAT if you are a VAT Vender 

General

• Prospective bidders to be registered on the central Supplier database (CSD) failure to comply will render the quotation non-responsive.

• It is compulsory that all suppliers to quote on all items.

• Quotations to be valid for 60 days from the closing date.
• The municipality reserves the right not to accept the lowest or any quotation and no reason for the acceptance or rejection of a quotation will be furnished.
• The municipality reserves the right to accept full or part of the quote.

Formal written price quotations should be submitted in a sealed envelope, clearly marked “QUOTATION NO: 42/2024 [HR/PAYROLL SAGE 300 VIP SYSTEM SUPPORT/CONSULTING SERVICES]”, which will be placed in the quotation box, 4th Floor, Standard Bank Building, Govan Mbeki Avenue, Port Elizabeth, before 12h00; 20 November 2024

Quotes may also be submitted by means of an email: This email address is being protected from spambots. You need JavaScript enabled to view it. before 12h00; 20 November 2024

For further enquiries with regard to the Request for Quotation, please contact the Project Manager, Mrs. T Mafongosi on (041) 508 7044, email: This email address is being protected from spambots. You need JavaScript enabled to view it.

All suppliers are required to register on the Central Supplier Database (CSD), as well as submit a Declaration of Interest form (downloadable from the Sarah Baartman District Municipality’s website; www.sarahbaartman.co.za) on the date of submission of their Formal Quote. Information on the CSD is available on the CSD website: www.csd.gov.za.

Should you have any enquiries please contact the Supply Chain Management Unit;

MS Khanyisile Notshulwana at (041) 508 7007 or email This email address is being protected from spambots. You need JavaScript enabled to view it.