Performance management software system implementation and support for 18 months

Provide a Performance Management software system for EWSETA for 18 months. System must be user-friendly, online accessible, and align individual to organisational performance with Strategic Objectives and Annual Performance Plan targets. Implement 80/20 technical/competency weighting aligned to RITE values. Automate common KPAs/KPIs into contracts. Allow evaluations and independent audits. Generate reports at multiple intervals. Functional outcomes include performance contracting, scoring, grievance handling, PDP integration, multi-year tracking, reminders, and system configurability. Support includes data migration, training, user guide development, managerial assistance, reporting, and ongoing technical support (max 120 hours per quarter). EWSETA will provide organisational data to the successful bidder.

Closing date for bid submission: Friday 17 July 2026 at 13:00. Tender validity: 90 working days from closing date. No other dates (briefings, site visits) are specified.

All inquiries must be in writing to [email protected]. Submission address: [email protected]. Contact person: SCM department. Telephone: 011 274 4700 (as per SBD 1).

Submit your proposal via email to [email protected] by Friday 17 July 2026 at 13:00. Late submissions will not be considered. Ensure your bid includes all required returnable administrative documents: Company Registration Documents (CIPC), Central Supplier Database (CSD) report/number, Joint Venture Agreement (if applicable), valid B-BBEE certificate or affidavit, fully completed and signed SBD forms (SBD 1, SBD 3.3, SBD 6.1, SBD 4), Annexure 5 (General Conditions of Purchase signed and initialled), Annexure 6 (POPI Consent forms), and Tax PIN/Tax Clearance Certificate from SARS. For joint ventures or consortia, submit these documents for each member. Missing documents may not cause disqualification at Stage 1 but must be provided prior to award.

Bidders must submit all returnable administrative documents (CIPC registration, CSD report, B-BBEE certificate/affidavit, completed SBD forms, POPI consent, tax compliance). A minimum score of 70% in the Technical/Functionality stage is required to proceed. Bidders must provide reference letters (preferably from public sector), detailed CVs of project team members, certified qualifications, a methodology/project plan, and a company profile. Bidders must be VAT-registered and submit firm prices. Sub-contracting over 25% to non-qualifying enterprises may affect B-BBEE points.

The service provider must deliver a Performance Management software system for 18 months. Key system requirements: User-friendly, online accessible for remote workers. Align individual, departmental, branch, and organisational performance with Strategic Objectives and Annual Performance Plan targets. Implement an 80/20 weighting split between Technical Performance Indicators and Competency Performance Indicators (aligned to EWSETA RITE values). Automate common KPAs/KPIs into individual contracts with standardised wording, weighting, and scoring. Allow self and line manager evaluations, plus independent audit by Internal Audit. Generate monthly, quarterly, semesterly, and annual reports for all levels. Specific functional outcomes include: Enable performance contracting and updates, calculate scores, handle grievance process, embed Personal Development Plan (PDP), track performance over 3-5 years, send reminders, allow module switching, and adjust KPI weighting. Additional support: Partner with HR for alignment, migrate data from current system, train HR, line management, and all employees, develop a user guide, assist managers with goal-setting and monitoring, provide statistical reports, and offer ongoing support (max 120 hours per quarter) for system updates and technical issues. EWSETA will provide organisational structure, strategic plan, annual performance plans, policies, and previous system data (3 years) to the successful bidder.

Submit a detailed methodology and project implementation plan with clear timelines, deliverables, and processes aligned to the scope. Demonstrate support to EWSETA, proposed training and capacitation plan, and reporting format. In Stage 3 demonstration, show end-to-end process, alignment, PDP functionality, reporting, data migration, implementation approach, training, maintenance, support, business continuity, security, and system configurability.

Submit reference letters (not older than 5 years, on client letterhead, with details of work, year, contact, and signature) – more references and public sector references score higher. Provide detailed CVs for team: Project Leader requires 10+ years relevant experience for full points; Project Coordinator requires 5+ years. Qualifications: Project Leader and Coordinator require Honours degree in related field (Social Sciences, Education, Systems Developer, etc.) for maximum points; degrees in related field score lower. Company profile must indicate services rendered, at least 5 years' experience, and geographical location in Gauteng Province for points.

Qualifications must be certified copies not older than six months. Uncertified or foreign qualifications without SAQA evaluation will not be accepted. Technical solution must fully or partially comply with scope requirements for scoring.

Complete pricing schedule tables: Table 1 for 18-month contract (licence fees, training & support, maintenance, reporting) split into months 1-12 and 13-18, with VAT. Table 2 for once-off costs (system design, implementation, data migration). Table 3 for total. Also complete SBD 3.3 for professional services: indicate ceiling price, hourly/daily rates for personnel, phased costs, travel, and other expenses. Rates must be firm for full contract period. Provide VAT declaration.

Submit financial proposal on company letterhead clearly marked 'Financial Proposal'. Use the provided pricing schedule tables: Table 1 for 18-month contract period (licence fees, training & support, maintenance, reporting) broken into months 1-12 and 13-18, with totals excluding and including VAT. Table 2 for once-off costs (system design and implementation, handover and data migration, other specified costs). Table 3 for total costs (Table 1 + Table 2). Only firm prices accepted; prices subject to exchange rate variations will not be considered. Complete the VAT declaration: indicate if VAT-registered and provide VAT number if applicable. Bidders registered for VAT who submit bids without VAT will be disqualified. Also complete SBD 3.3 pricing schedule for professional services, indicating ceiling price, hourly/daily rates for personnel, phased costs, travel, and other expenses. Rates must be firm for the full contract period.

Mandatory documents: Company Registration (CIPC), Central Supplier Database (CSD) report/number, valid B-BBEE certificate (SANAS accredited) or affidavit for EMEs/QSEs (joint ventures require combined certificate/affidavit), Tax Compliance Status PIN/Tax Clearance Certificate from SARS. Submit fully completed SBD forms: SBD 1, SBD 3.3, SBD 6.1, SBD 4. Foreign qualifications require SAQA evaluation certificate. B-BBEE points: 20 points allocated based on B-BBEE status level (Level 1: 20 points, Level 8: 2 points, non-compliant: 0). Submit original/certified B-BBEE certificate to claim points. If subcontracting >25% to an enterprise that does not qualify for at least the same B-BBEE points, no B-BBEE points will be awarded (unless subcontractor is an EME with capability).

Contract duration: 18 months, with possible month-to-month renewal. Probation period: 30 days. Penalty regime applies. Confidentiality: Staff must adhere to confidentiality requirements and sign EWSETA SLA clause. Independence: Service provider staff must remain objective and independent. Contract conclusion: Only when reduced to writing and signed by EWSETA CEO or delegate. No upfront payments. EWSETA may cancel RFQ or not make appointment. Changes to Terms of Reference require written confirmation from CEO. Staff changes require EWSETA consultation and approval. General Conditions of Purchase apply: purchaser not liable for bid preparation costs; goods/services must conform to specifications; confidentiality of contract documents; supplier indemnifies against patent claims; performance security may be required within 30 days of award.

Four-stage evaluation: Stage 1: Administrative compliance – submit required documents. Stage 2: Technical/Functionality – minimum 70% score. Criteria: Reference letters (30 points, with public sector preference), Team experience (Project Leader and Coordinator, 10 points each), Qualifications (Project Leader and Coordinator, 10 points each), Technical compliance with scope (20 points), Methodology and project plan (15 points), Company profile (5 points). Stage 3: Presentation/Demonstration – shortlisted bidders demonstrate live system covering end-to-end process, alignment, PDP, reporting, data migration, training, and configurability; minimum 70 points. Stage 4: Price and Specific Goals – 80 points for price, 20 points for B-BBEE status level.