Managed cloud‑based payroll system for eastern cape premier’s office (24‑month contract)

• 19 January 2026 11:00 h – Compulsory virtual briefing (MS Teams, Meeting ID 349 960 490 988 42, Passcode 4f5e2ZL9).
• 03 February 2026 11:00 h – Closing date and time for bid submission.
• Immediate opening of bids after closing time on 03 February 2026.
• Contract commencement upon award; contract duration until 31 March 2028.

Technical enquiries: Ms Loyiso Manyela – Email: [email protected] – Phone: 076 940 0232.

Procurement enquiries: Ms Ncumisa Bodlo – Email: [email protected] – Phone: 060 518 2430.

Submission address: ECOTP Main Building, Ground Floor, Independence Avenue, Bhisho (bid box) or via courier to same address.

• Submit all required bid documents in the official SBD forms (SBD1‑Invitation, SBD4‑Declaration, Preference Point Claim Form, etc.).
• Include a printed CSD registration print‑out as proof of registration.
• Provide your SARS Tax Compliance Status (TCS) PIN or printed TCS certificate.
• Ensure all documents are signed and dated as required.
• Deliver the complete bid package to the bid box at ECOTP Main Building, Ground Floor, Independence Avenue, Bhisho, or courier it to the same address.
• Bids must be received before 11:00 am on 03 February 2026; late submissions will be rejected.
• Bids opened publicly immediately after closing; name of bidder and financial offer will be read aloud.
• Disqualification risks: missing mandatory documents, non‑compliance with tax/CSD requirements, late delivery, unauthenticated documents, or failure to meet PCI‑DSS or licensing requirements.

Phase 1 – SCM Compliance (mandatory documents, CSD registration, tax compliance, PCI‑DSS certification, licensing, etc.).

Phase 2 – Functionality (system features, data migration, training, support, security, etc.). Minimum 30 points required to progress.

Phase 3 – Price and Specific Goals (80 % price, 20 % specific goals). Specific goals award points for women‑owned, disability‑owned, youth‑owned, and Eastern Cape enterprise status.

Bids failing any mandatory requirement in Phase 1 are disqualified. Scores are weighted as indicated; the Department may validate information during evaluation.

Scope: Supply, install and fully manage a secure cloud‑based payroll system compatible with the VIP payroll environment; migrate existing beneficiary data (≈3,800 records); train 5‑10 OTP officials; provide ongoing support and maintenance.

Key system requirements: master data management, bulk upload, monthly stipend calculation, payslip generation (print/e‑mail), banking file generation, audit trails, tax exemption handling, role‑based access, duplicate detection, secure cloud deployment, disaster recovery.

Deliverables: installed system, migrated data, training manuals, help‑desk support (business hours, 24/7 optional), SLA compliance, confidentiality and POPIA compliance.

Migration must be completed within two months of award. System must hold valid PCI‑DSS certification and appropriate licensing.

• Pricing will be evaluated in Phase 3 (80 % weight) against the lowest compliant price.
• No specific bond or guarantee is mentioned; bidders should be prepared to provide standard performance guarantees as required in the contract.
• Payment terms will be governed by the SLA and the Department’s standard payment procedures.
• Itemised invoices must include order number, supplier banking details, company name, SARS tax number and VAT number (if registered).

• Register on the Central Supplier Database (CSD) and submit proof of registration.
• Provide SARS Tax Compliance Status (TCS) PIN or certificate.
• Hold a valid Payment Card Industry Data Security Standard (PCI‑DSS) certification.
• Possess a valid licence for the payroll system (direct licence, not through resellers).
• Comply with PFMA, POPIA, banking regulations and other relevant legislation.
• Meet B‑BBEE requirements as per the Preferential Procurement Policy Framework Act (specific points for women, disability, youth, Eastern Cape enterprise).
• No conflict of interest: directors or shareholders must not be state employees or have relationships with state officials.