Objectives

The primary objective is to appoint a qualified service provider to renew and license the Sage 300 People HR & Payroll system for the Greater Kokstad Municipality over a three-year period. The appointment aims to ensure uninterrupted, compliant, and efficient human resources and payroll processing through a secure, cloud-based platform.

Scope of Work

• Annual renewal and provisioning of the cloud-based Sage 300 People HR & Payroll license for three years.
• Ongoing system maintenance, configuration, and technical support.
• Integration and management of the attendance module when required.
• Provision of helpdesk services and training materials upon request.
• Delivery of licenses within seven days of receiving an official purchase order.
• Supply of up to 250 postpaid support hours per annum, invoiced based on actual usage.

Technical Requirements

• Valid Sage Partner certification or official confirmation of partnership status.
• Licensing must include the Sage Intelligent Connector module for data synchronization.
• Strict adherence to performance metrics: system renewal within seven days, initial query response within two hours, timely training delivery, and defined resolution turnaround times.
• Implementation of a structured performance scoring framework (rated 1–5) integrated into the Service Level Agreement. Scores below acceptable thresholds trigger financial penalties (2.5% or 5% invoice deductions), with contract termination reserved for repeated non-performance.
• Full compliance with National Treasury General Conditions of Contract, including warranty provisions, inspection rights, and dispute resolution mechanisms.

Skills Requirements

• Company Experience: Proven track record in renewing and supporting the Sage 300 People HR & Payroll system within the public sector. Points are awarded based on completed projects (five or more, three to four, or one to two).
• HR Consultant: Must hold an NQF Level 6 qualification in Human Resource Management plus documented experience in personnel and leave management. Full points require five years of experience, with scaled awards for three to four years or one to two years.
• Payroll/Tax Consultant: Must hold an NQF Level 6 qualification in Finance with verified experience in payroll administration and taxation, following the same five-to-one-year experience scaling.
• All personnel submissions must include certified academic qualifications, valid certifications, and detailed CVs demonstrating relevant experience.

Key Terms & Conditions

80/20 Preferential Procurement System: A standard South African municipal evaluation model allocating 80 points to competitive pricing and 20 points to designated social goals. Points are granted for businesses owned at least 50% by black individuals or youth, and for enterprises operating within KwaZulu-Natal.

MBD Compliance Framework: Bidders must submit mandatory Municipal Bidding Documents (MBD 1, 4, 6.1, 8, and 9) covering firm pricing, conflict-of-interest declarations, preference point claims, past supply chain conduct, and independent bid verification. Incomplete or unsigned forms render the bid non-responsive.

Postpaid Support Credits: The municipality operates on a consumption-based model where up to 250 support hours are pre-approved annually but invoiced after use. Unused hours do not accumulate or roll over to subsequent years.

Tax & Municipal Clearance: Strict compliance with SARS Tax Compliance Status is mandatory. Additionally, bidders must prove that both the company and all directors are not in arrears for municipal rates or services beyond 90 days, supported by clearance certificates, lease agreements, or sworn affidavits.