5-Year payroll and HR management system implementation, support, and maintenance for emakhazeni local municipality

SCM/Procurement enquiries: Mr. Sibusiso Gwebu, Tel: 013 253 7601, Email: [email protected]. Technical enquiries: Ms. Busisiwe Mtshweni, Tel: 013 253 7714, Email: [email protected]. Submission address: Tender Box, Ground Floor, Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, 1100, Mpumalanga.

Submit bids in sealed envelopes, clearly marked with 'Project No: ELM 25-26/05/03' and description, to the Tender Box at Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, 1100, Mpumalanga by 15 June 2026 at 12h00. Late, faxed, emailed, or telephonic submissions are not accepted. Bids must be completed in black ink on official forms (not re-typed). All returnable schedules must be fully completed and signed; failure results in automatic disqualification. Bids remain valid for 90 days from closing date. Required documents: Company Registration Number, Tax Compliance Status PIN (or CSD number if no TCS), and CSD registration. Joint ventures must submit registration and JV agreement for all parties.

Evaluation uses the 80/20 system (80 points for functionality, 20 for price and B-BBEE). Functionality minimum threshold: 70% (84/120 points). Criteria: (1) Registration/Accreditation (50 points total): Proof of accreditation with SABPP (25 points) and SAPA (25 points). (2) Traceable Experience (80 points total): 5+ references with contactable details for HRM/Payroll in local government (MSCOA compliant) = 50 points; 3-4 references = 30 points; <3 references = 0 points. (3) Team Qualifications & Experience (20 points total): Payroll consultant (5 points, min 5 years + certificate), HR consultant (5 points, min 5 years + National Diploma in HR), Software developer (5 points, min 5 years + National Diploma in IT), Project manager (5 points, min 7 years + National Diploma in Project Management). Attach appointment letters, CVs, and qualifications. Bidders scoring <70% on functionality are disqualified.

Provision of a Payroll and Human Resource Management System with support and maintenance over 60 months (5 years) for Emakhazeni Local Municipality. System must be MSCOA compliant. Scope includes implementation, support, and maintenance of the system. References must demonstrate prior experience in local government (MSCOA compliant) for HRM and Payroll services.

Bid must include total price (excl. and incl. VAT). Pricing must be submitted in the prescribed format (official forms). No re-typing of forms allowed. Scratching out, tippex, or erasable ink is not permitted. All rates must be initialed if amended. Payment terms and guarantees are subject to Emakhazeni Local Municipality’s Supply Chain Management Policy and General Conditions of Contract.

Mandatory: (1) Central Supplier Database (CSD) registration. (2) Tax Compliance Status (TCS) PIN or valid Tax Clearance Certificate (or CSD number if TCS unavailable). (3) Company/CC registration certificate (Joint Ventures: both parties must submit). (4) Joint Venture Agreement (if applicable). (5) B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points. (6) Declaration of Interest form fully completed. (7) Proof of accreditation with SABPP and SAPA (for functionality points). (8) Appointment letters, CVs, and qualifications for key staff. Non-compliance with any mandatory requirement results in automatic disqualification.