Sage VIP Premier Payroll & HR Software Licence Renewal

The Cape Winelands District Municipality (CWDM) is inviting formal written price quotations for the appointment of a service provider to supply a 12-month licence renewal for Sage VIP Premier Payroll and Human Resources (Quotation Q 2026/040). The municipality currently runs the on-premises version of the software in-house, supported both remotely and on site, and intends to continue with this deployment model. The licence covers up to 800 employees and includes the following modules: Salaries & Wages, Extended General Ledger, Sage Intelligence Connector, Equity, Job Costing, Leave, Personnel Management, and Employee Self Service (ESS). The licence must be active from 1 March 2027 to 28 February 2028.

Successful bidders must supply and deliver the licences to CWDM offices at 29 Du Toit Street, Stellenbosch, within the timeframes specified in the order or as mutually agreed, and complete the project within 90 days of receiving the order. Project planning will be developed with the Deputy Director: ICT, and all meeting and project requests will be routed through the ICT office. Bidders must provide proof of Sage registration and Sage accreditation in Sage SBCPP with Sage Self-Service (these may be submitted during evaluation if agreed). At least two reference letters from clients for comparable services are required. The award will be made to a single bidder based on total cost, VAT-inclusive, with prices fixed for the full 12-month period. No upfront payments will be made; payment (within 30 days of invoice) is made only after licence delivery and project completion.

Evaluation follows the 80/20 preference point system under the Preferential Procurement Regulations 2022, with 80 points for price and up to 20 points for B-BBEE status level and locality (Cape Winelands District or Western Cape). Bidders must also provide a valid Tax Compliance Status PIN or CSD number, a valid COIDA certificate, a CSD registration report, a company profile with relevant project experience, and the completed statutory forms (MBD 4, 6.1, 7.2, 8, 9, and the municipal rates declaration). Benefits to the municipality include continuity of a mature payroll and HR system, reduced disruption to employee administration, and a fixed, transparent cost for the contract year.