Sap ERP ecc6 hcm leave management configuration services for south african post office

• RFQ Closing Date and Time: 2026/06/11 at 11:00.
• Clarification Questions Deadline: Submit written questions to Michael Mabena by 2026/06/08. No questions entertained after this date.
• Compulsory Site Briefing: Not applicable (N/A).

• Compulsory site briefing: Not applicable (N/A).
• Clarification questions deadline: 2026/06/08.

• Procurement Enquiries: Michael Mabena, Procurement Specialist.
• Telephone: 012 845 2676.
• Email: [email protected] (for enquiries) and [email protected] (for proposal submission).
• Address: South African Post Office Limited, Supply Chain Management, Cnr. James Drive and Moreleta Street, Silverton, Pretoria.

• Submit proposals by email to [email protected] by 2026/06/11 11:00 (GMT+2). Late submissions will not be considered.
• Proposals must be compiled as one original in an arch lever file with loose-leaf documents. If submitting by hand, ensure the sealed envelope includes bidder name, description, RFQ number, closing date/time, attention name, and bidder name/address on reverse.
• Use official forms (SBD1, SBD4) without retyping. Complete Pricing Schedule (Annexure F), Specification Confirmation (Annexure BC), and Client Reference (Annexure BR).
• All documents must be in English. Pricing must be in South African Rands (ZAR).
• For joint ventures/consortiums, submit a consolidated B-BBEE certificate and signed agreement detailing roles and lead partner authority.
• Bid validity period is 120 days from closing date. SAPO may request an extension.
• Disqualification risks: late submission, incomplete documentation, non-compliance with specifications, false information, failure to meet gatekeeping criteria.

PROPOSAL TO BE EMAILED [email protected]

• Evaluation occurs in three phases:

1. Gatekeeping Criteria: Must submit completed Pricing Schedule (Annexure F). Failure leads to disqualification.
2. Bid Conditions: Must provide required documents (experience proof, specification confirmation, team qualifications, CSD registration, SBD forms, tax compliance). Missing documents may be requested within 2 working days (7 days for tax).
3. Commercial Evaluation: Uses 80/20 preferential point system – 80 points for price (benchmarked against lowest quote), 20 points for Specific Goals.

• Specific Goals points allocation:

• ≥51% Black owned: 10 points.
• ≥51% Youth owned: 5 points.
• ≥51% Women owned: 3 points.
• ≥1% owned by disabled persons: 2 points.

Submit SANAS-accredited B-BBEE certificate or sworn affidavit/DTI certificate for EMEs/QSEs.

• Mandatory requirements: Minimum 1 month to 5 years SAP HCM PT configuration experience; valid SAP HR ECC6 Certification for team members; CSD registration; tax compliance (TCS PIN or CSD number); SBD1 and SBD4 forms; no state employment conflicts; not on Restricted Suppliers List.
• Advantageous: SAP HCM certification; public sector/unionised environment experience; policy-driven leave management implementation.

• Scope: Implement SAP ERP ECC6 HCM Personnel Time Management (PT) configuration changes for leave management aligned with SAPO’s revised leave policy.
• Key changes: Align leave cycles to employee anniversary dates; consolidate statutory/non-statutory leave; monthly accrual processing; automatic forfeiture of unused leave.
• Services required: Analysis and design; SAP configuration (leave quotas, accrual rules, forfeiture rules, schemas); testing support (SIT/UAT); deployment and go-live support; post-implementation hypercare and knowledge transfer within a 1-month engagement.
• Deliverables: Functional configuration document, configuration updates, test scripts/evidence, transport documentation, go-live support, hypercare support, knowledge transfer.
• Exclusions: Infrastructure support, SAP Basis, OS/DB admin, SAP licensing, major ABAP development, historical data cleansing, integration/workflow redesign, scope changes outside approved policy.
• Supplier mandatory requirements: Minimum 1 month to 5 years SAP HCM PT configuration experience; proven ECC6 leave management experience; strong knowledge of leave quota configuration, absence management, accrual/forfeiture rules, PT schemas, PA integration; experience in SAP HR SDLC activities; SAP HCM/PT skill level K4/K5; team members must hold valid SAP HR ECC6 Certification.
• Service levels: Post-implementation support SLA – critical issues: response within 4 business hours, resolution same day; moderate impact: within 8 hours, resolution 1-2 days; minor issues: within 24 hours, scheduled resolution.
• Implementation timeline: 1-month engagement with weekly milestones: kick-off and analysis (week 1), configuration (week 2), SIT/UAT support (week 3), production deployment and hypercare (week 4).

• Implementation follows Software Development Lifecycle (SDLC): analysis and design, configuration and build, testing support, deployment and go-live support, post-implementation support, knowledge transfer.
• Hybrid delivery model: Remote support with on-site engagement sessions as agreed with SAPO.
• Weekly milestones: Project kick-off and analysis (week 1), configuration activities (week 2), SIT/UAT support (week 3), production deployment and hypercare (week 4).

• Mandatory: Minimum 1 month to 5 years SAP HCM Personnel Time Management (PT) configuration experience.
• Team members must hold valid SAP HR ECC6 Certification.
• Submit client references (Annexure BR) for completed experience within past 7 years, verified by SAPO.
• Advantageous: SAP HCM certification; experience in public sector or large enterprise environments; policy-driven leave management solutions; unionised workforce environments.

• Adherence to SAPO change management processes and CAB approval for production deployments.
• Compliance with SAPO information security policies and POPIA requirements.
• Use SAPO-approved access mechanisms and security procedures.
• All configuration work subject to testing (SIT/UAT) with evidence and defect resolution.
• Deliverables include functional configuration documentation, test scripts, and knowledge transfer.

• Pricing model: Time-and-materials, single all-inclusive hourly rate excluding VAT.
• Include: Remote support costs, knowledge transfer activities, post-implementation support costs.
• Travel and subsistence costs separately identified if applicable.
• Complete Annexure F fully in ZAR, inclusive of all costs and VAT at 15%.
• Incomplete pricing renders bid non-responsive.

• Pricing model: Time-and-materials basis. Provide a single all-inclusive hourly rate excluding VAT.
• Quote must include: Remote support costs, knowledge transfer activities, post-implementation support costs. Travel and subsistence costs must be separately identified if applicable.
• Pricing schedule (Annexure F) must be fully completed in ZAR, inclusive of all labour, insurance, equipment, materials, consumables, and VAT at 15%.
• Incomplete pricing will render the bid non-responsive.
• Payment terms: Contract price inclusive of VAT, payable 30 days upon statement date.

• Tax Compliance: Submit Tax Compliance Status (TCS) PIN issued by SARS or a printed TCS certificate. Alternatively, provide CSD number if registered on Central Supplier Database (CSD). Foreign suppliers not liable for RSA taxation may be exempt.
• Central Supplier Database (CSD): Registration mandatory. Register at www.csd.gov.za.
• B-BBEE: Submit valid B-BBEE certificate (SANAS-accredited or DTI for EMEs/QSEs) or sworn affidavit for Specific Goals scoring. Joint ventures/consortiums must submit consolidated certificate.
• State Employees: No bids accepted from persons in state service, companies with directors in state service, or close corporations with members in state service.
• Restricted Suppliers: Bidders on National Treasury’s Restricted Suppliers List will be disqualified.
• Other Compliance: Complete SBD1 and SBD4 forms; comply with Protection of Personal Information Act (POPIA); adhere to SAPO change management and information security policies.

• Specific Goals target: ≥51% Black owned, ≥51% Youth owned, ≥51% Women owned, ≥1% disabled-owned.
• Points allocation: Black owned (10), Youth owned (5), Women owned (3), Disabled owned (2).
• Submit SANAS-accredited B-BBEE certificate or sworn affidavit/DTI certificate for EMEs/QSEs.
• Joint ventures/consortiums must submit consolidated B-BBEE scorecard.

• Contract duration: Engagement is strictly capped at 1 calendar month from commencement.
• Payment: Contract price inclusive of VAT, payable 30 days upon statement date.
• Confidentiality: Bidder must sign confidentiality agreement protecting SAPO’s commercial, financial, customer, and intellectual property information. Information must be returned or destroyed upon request.
• SAPO rights: May cancel RFQ at any stage; not bound to accept any bid; may negotiate with preferred bidders; may split award; may request due diligence documentation.
• Breach penalties: Material breach may result in liability for costs on attorney-client scale and court interdict.
• Successful bidder must sign written contract form (SBD7).

• RFQ validity: 120 days from closing date; may be extended.
• SAPO reserves right to reject any proposal, cancel RFQ, not award, split award, negotiate with preferred bidders, and conduct due diligence.
• Bidder bears all costs associated with bid preparation.
• No canvassing of SAPO staff; all enquiries in writing to specified contact.
• Confidentiality obligations extend beyond termination of discussions.

• Supplier must have expertise in SAP ERP ECC6 HCM Personnel Time Management (PT).
• Mandatory experience and qualifications as per technical specifications.
• Compliance with tax, CSD, B-BBEE, and state employee restrictions.
• Foreign suppliers must declare residency, branch, permanent establishment, income source, and tax liability in RSA.

• Phase 1: Gatekeeping – submit completed Pricing Schedule.
• Phase 2: Bid Conditions – provide required documentation (experience, specification confirmation, team qualifications, CSD, SBD forms, tax compliance).
• Phase 3: Commercial – 80/20 preferential points (price vs. Specific Goals).
• Specific Goals scoring as per points table with required B-BBEE proof.