Supply and modification of microsoft dynamics 365 finance system for sasseta

Compulsory virtual briefing session: 04 June 2026, 09h30–11h30 (must join by 09h44; late arrivals disqualified). Clarification deadline: 04 June 2026, 11h30. Closing date: 15 June 2026, 11h00.

Technical and SCM enquiries: Ms. Kholofelo Leshabane, email: [email protected]. Submission email: [email protected].

Proposals must be submitted electronically via email to [email protected]. The maximum email size is 30MB; files exceeding this will be rejected. Submissions can be made via email or WeTransfer (ensure no expiry date is set). Do not use Google Drive or external cloud storage links that require SASSETA to request access. Quote the reference number (RFP/SASSETA/24251127/2) in all correspondence.

The tender follows a four-phase evaluation process: 1) Mandatory compliance (automatic disqualification for non-compliance), 2) Functionality (minimum 70% threshold required), 3) Due diligence (100% threshold required), and 4) Price and Specific Goals (80/20 system). Specific goals include 10 points for 100% Black ownership, 5 points for 30% Black women ownership, and 5 points for 30% Black youth ownership.

Supply and modification of a Microsoft Dynamics 365 Finance System until 31 March 2030. Requirements include: 5TB initial cloud storage, monitoring of storage consumption, user training, support, and maintenance. Implementation must be completed within 12 months of appointment. Bidders must be a direct or indirect Microsoft Cloud Solutions Provider (CSP).

Bidders must complete the provided locked MS Excel pricing matrix (Annexure C). Failure to quote on all modules or any alteration to the matrix will result in automatic disqualification. Zero-rated modules require a separate explanatory note.

Mandatory: CSD registration (provide report), valid B-BBEE certificate or sworn affidavit, CIPC registration documents, certified ID copies of directors, and signed SBD forms (1, 3.3, 4, 6.1). Initial every page of the General Conditions of Contract (Annexure A). Provide proof of Microsoft CSP partnership (if indirect).

Department mentioned: Administrator requisition and invoicing. No specific name, email, phone, or postal address provided.

Returnable Documents: Submit all required forms and supporting documents as listed in the tender. Incomplete submissions may result in disqualification.

Scope and key functionalities to be delivered:

• Budget Management: Allocate, move, and segment budgets across cost centres and periods; apply a 10.5% administration rate.
• Revenue/Levies: Generate, amend, and void invoices; report levies and employer contributions by segment.
• Investment Module: Capture new investments, process disinvestments, maintain source-by-source income profiles, and provide reconciliation trails.
• Administration: Process transactions, upload batches, handle credit notes, perform age analysis, and allow voiding where required.
• Expenditure: Post batches, link to general ledger, generate spending reports, and manage discretionary grants (pivotal and non-pivotal).
• Commitment Register: Track contracts by project code, monitor start/expiry status, and authority approvals; reconcile invoices and report on cancellations.
• Payroll: Integrate bonus and leave provisions with HR module data into general ledger transactions.
• Inventory: Reconcile and report items by usage; support requisition workflow and approval; integrate with supplier mailing system.
• Travel Management: Workflow-based requisition, approval/rejection, and compliance with Standard Operating Procedures (SOP).
• Fixed Assets (FAR): Electronic register for asset additions/disposals, depreciation, monthly verification via scanners, and synchronization with general ledger.
• Petty Cash: Reconciliation workflow with user-level approval hierarchy and reporting by department/item.
• Journals: Process manual and corrective journals, quantify prior-period adjustments, and generate monthly reports for sign-off.
• Bank Reconciliation: Match cash book, general ledger, and bank statements; maintain separate prepayment reports; prevent unauthorized entries.
• Invoicing: Electronic upload, review/approval workflow, encryption, age analysis, and cut-off controls for payment file generation.
• Creditor Management: Map multiple bank accounts to creditor IDs, generate age analysis, and reconcile transactions per protocol.
• Payment: Process payments via mobile/desktop units, delegate approvals by rank/band, and allow payment declines with reasons.
• Reporting: Generate budget variance, fixed-asset, commitment, and financial statements (monthly, 6-monthly, 12-monthly) for audit and management purposes.