Supply, installation, hosting, and maintenance of an HR, payroll, and employee self-service system for ngwathe local municipality

SCM Enquiries: Mr. Richard Malamule, Manager: SCM, Tel: 056 816 2700, Email: [email protected]. Technical Enquiries: Mr. BZM Nyembe, ICT Manager, Tel: 083 664 8819, Email: [email protected]. Submission Address: Ngwathe Local Municipality, Liebenbergstrek, Parys, 9585, P.O. Box 359, Parys, 9585.

Submit bids in sealed packages, externally endorsed with contract number (NLM: COR 01 [04/2026]) and description, to the bid box on the Ground Floor, Ngwathe Local Municipality, Liebenbergstrek, Parys, 9585 by 12:00 on 21 May 2026. Bids must remain valid for 90 days from closing date. Submit one original hardcopy and one scanned soft copy of the bid with all supporting documents. Use only official forms provided; bids in pencil, re-typed, or altered without initials are invalid. All returnable documents must be fully completed, signed, and initialed where alterations are made. Mandatory returnable documents include: MBD 2 (Tax Clearance Certificate), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Certificate), MBD 7.2 (Contract Form for Services), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), Company Registration Certificate (CIPC), Joint Venture Agreement (if applicable), Proof of Municipal Services Payment (or lease agreement and landlord’s proof), Company Profile, Shareholding Certificate, and all compulsory schedules (e.g., Board Resolutions, Subcontractor List). Non-submission of any mandatory document will disqualify the bid. Late submissions, fax, email, or telex submissions are not accepted. Proof of posting is not proof of delivery.

Evaluation follows a 4-stage process: Stage 1 (Bid Responsiveness), Stage 2 (Functionality), Stage 3 (Financial Offer and Preference), Stage 4 (Risk Analysis). Bids failing Stage 1 or 2 are disqualified. Stage 1 requires submission of all mandatory documents (e.g., Tax Clearance, CIPC, Municipal Proof, PPPFA Level, Audited Financials for bids > R10M). Stage 2 (Functionality) awards points for: Work Experience (max 30 points: 2+ letters = 10, 3+ = 20, 4+ = 30; minimum 5 years MSCOA-compliant experience), Years of Experience (max 15 points: 5-7 years = 5, 8-10 = 10, 10+ = 15), Team Qualifications (max 25 points: Payroll Consultant = 5, HR Consultant = 5, IT Technician = 5, System Developer = 5, Project Manager = 5; all require min 5-7 years experience and relevant qualifications), Vehicles (max 5 points: 1-2 = 2, 3-4 = 3, 5+ = 5), Financial Viability (max 25 points: Bank Code A/B = 25, C/D = 10, E = 5). Minimum 70 points in Stage 2 to proceed. Stage 3 uses the 80/20 PPPFA system: Price = 80 points (Ps = 80*(Pmin/Pt)), Specific Goals = 20 points (e.g., B-BBEE, local content). Stage 4 assesses risk for the highest-scoring bidder.

Scope: Supply, installation, hosting, and maintenance of a Human Resources and Payroll System, including an Employee Self-Service Solution, for 36 months. Employer Objectives: Implement a system compliant with MSCOA (Municipal Standard Chart of Accounts) and capable of handling HR, payroll, and self-service functionalities. Deliverables: Fully functional HR and payroll system, integrated employee self-service portal, installation, configuration, hosting, and ongoing maintenance. Service Levels: System must meet municipal operational requirements, including data security, uptime guarantees, and user support. Compliance: System must align with South African labor laws, tax regulations, and municipal financial management standards.

Pricing: Submit total bid price in Rand (VAT exclusive, with VAT shown separately). Prices must be fixed for the 36-month contract duration. Pricing Schedule (C2.1) must be fully completed and signed. Payment Terms: As per contract data; no upfront payments specified. Bonds/Guarantees: Submit securities, bonds, or guarantees if requested in contract data. Financial Capacity: Audited financial statements for the past 3 years required for bids above R10 million. Bank code certificate (signed/stamped) required for financial viability scoring (A/B = 25 points, C/D = 10, E = 5).

Mandatory Documents: Valid Tax Clearance Certificate (MBD 2) or CSD number, Declaration of Interest (MBD 4), Preference Certificate (MBD 6.1) with shareholding proof, Contract Form for Services (MBD 7.2), Declaration of Past SCM Practices (MBD 8), Certificate of Independent Bid Determination (MBD 9), CIPC Company Registration Certificate, Proof of Municipal Services Payment (or lease agreement + landlord’s proof), Company Profile, and PPPFA Level of Contribution. B-BBEE: Submit B-BBEE certificate; preference points awarded under PPPFA 2022 Regulations (80/20 system). Local Content: Preference for local suppliers; foreign suppliers must complete pre-award questionnaire if not RSA-based. Municipal Compliance: Proof of payment for municipal services (not >3 months old, not >90 days in arrears for bids <R10m; not >30 days for bids >R10m). Directors’ municipal accounts must not be in arrears >90 days. Joint Ventures: Submit JV Agreement and Power of Attorney if applicable. All parties in consortia/JVs must submit separate tax compliance documents.