The Greater Kokstad Municipality invites qualified Sage Partners to bid for the renewal and licensing of the Sage 300 People HR & Payroll System for a three-year period. This open tender (GKM 14-26/27) offers a significant opportunity for accredited service providers in KwaZulu-Natal.
Tender Overview and Contract Duration
The successful bidder will be responsible for the annual licensing, maintenance, and support of the Sage 300 People system (cloud-based) for a period of three years. The municipality will enter into a Service Level Agreement (SLA) with the appointed service provider.
Scope of Work and Technical Specifications
The appointed service provider will deliver:
- Annual licensing of Sage 300 People HR & Payroll System for three years
- Management of user license modifications, including additions and cancellations
- Configuration of customized reports when required
- Provision of APIs and integration between Sage 300 People and Time and Attendance system
- Training and skills transfer for ICT, HR, and payroll staff
- Helpdesk services and support up to 250 hours per annum
The system modules include Payroll (Salaries, Wages, Leave Management), General Ledger Integration, mSCOA, Sage Intelligent Connector, Personnel Management, and People Self Service including Job Requisition and Mobile App. The quotation must be based on a maximum of 1,300 users and include 15 cloud users.
Mandatory Requirements for Bidders
Bidders must submit:
- Sage Partner Certificate or Confirmation
- Valid Tax Compliance Status PIN
- CSD registration report not older than 3 months
- Completed and signed MBD 1, 4, 6.1, 8, and 9 forms
- Proof that the company and directors do not owe municipal rates for over 90 days
Functionality and Evaluation Criteria
The evaluation follows a two-stage process. Stage 1 assesses functionality with a minimum threshold of 60 points out of 80. Criteria include proven track record in Sage 300 renewal and licensing (50 points) and personnel qualifications and experience (30 points). Stage 2 evaluates price (80 points) and specific goals (20 points) including Black ownership, Black youth ownership, and business location within KwaZulu-Natal.
Performance Monitoring and KPIs
Performance will be reviewed monthly with KPIs including:
- Licence renewal completion within 7 days of appointment
- Service desk response within 2 hours
- Incident resolution within 6 hours
- User support and training delivery
Failure to meet standards may result in written warnings, penalties of 2.5% or 5% invoice reduction, or contract termination for repeated non-performance.
Related opportunity: Greater Kokstad Municipality Seeks a Travel Agent for 36 Months
Submission Details and Contact Information
Submit sealed tenders marked “GKM 14-26/27 SAGE 300 LICENSE RENEWAL” to the tender box at the Reception Area, 75 Hope Street, Kokstad, before Thursday, 22 October 2026 at 12:00. Late, emailed, or faxed bids will not be considered. Prices must be valid for 90 days.
For technical enquiries, contact Mr. S. Cwati at 039 797 6711 or sivenathi.cwati@kokstad.gov.za. For SCM enquiries, contact Ms. A. Mahlaka at 039 797 6700 or andiswa.mahlaka@kokstad.gov.za.
Tender Documents
No compulsory briefing session will be held. Site codes can be requested via email.
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