Project management office services for gpaa (3-Year contract)

Appointment of a services provider to provide Project Management Office services for a period of 3 years. The GPAA needs to implement multiple projects focused on enabling strategic objectives and requires comprehensive service as per the scope below. Services will include service level agreements where required for project/service delivery relevant systems and applications used by the GPAA. Services will be executed monthly and the service provider will invoice monthly for services rendered.

Closing date and time: 24 November 2026 at 11:00

Compulsory Briefing Session: 11 November 2026 at 11:00 (online via Microsoft Teams - join link provided)

Clarification enquiries closing date: 16 November 2026

Questions and Answers uploaded to GPAA website and E-tender portal: 18 November 2026

Tender enquiries: email [email protected], telephone +27 (0)12 406 9222 (National Treasury for eTender submissions)

eTender submissions enquiries: email [email protected], telephone +27 (0)12 406 9222

Submission address: Online submission via e-Tender portal (www.etenders.gov.za)

Service delivery address: GPAA Head Office, Arcadia, Pretoria (project execution performed onsite at GPAA Head Office, Arcadia, Pretoria)

Submission method: Electronic via National Treasury eTender Portal (www.etenders.gov.za)

No physical submissions, documents, or courier deliveries accepted

Pricing Schedule (SBD 3.3) must be uploaded separately and clearly labelled as such

All company details (full company name, physical address, contact number, email address, contact person, bid closing date) must be entered correctly in eTender portal fields

Late submissions cannot be uploaded after closing date and time; eTender Portal automatically prevents late uploads

Bidders responsible for ensuring successful electronic upload before closing time; GPAA not liable for unsuccessful uploads

Returnable forms: SBD 1 (Invitation to Bid) - bidder and contact details, signed as offer cover page; SBD 4 (Declaration of Interest) - discloses whether any director or shareholder is employed by state or connected to anyone at department; SBD 3.3 (Pricing Schedule) - must be fully completed and signed; SBD 6.1 (Preference Points Declaration) - claims B-BBEE points under 80/20 or 90/10 system

Disqualification risks: Incomplete or unsigned pricing schedule (automatic disqualification); late submissions (not accepted); omitted returnable forms; false declarations on SBD 4 (disqualification)

Evaluation process: Four-phase structured evaluation ensuring transparency and compliance with procurement legislation

Phase 1 - Mandatory Requirements & Mandatory Functional Criteria: All requirements must be met to proceed; failure results in disqualification

• 2 Senior Project Managers with minimum NQF level 6 project management qualification (SAQA verified if foreign), at least 5 years' experience in business process management, system development, modernisation, quality management and organisational transformation projects, updated project management certification, SITA RFB 1183 2022 ICT Management Services accreditation

Phase 2 - Rated Criteria (Functionality): Scored out of 100 total points across 4 criteria:

• Company Experience (max 20 points): based on years of experience and reference projects in last 10 years
• Work Plan/Implementation Plan/Methodology (max 20 points): detailed methodology with governance model and escalation matrix
• Experience of Senior Project Manager (max 40 points): 2 CVs required demonstrating relevant experience across 8 domains
• Reference Letters (max 20 points): 1-4+ contactable reference letters using prescribed template

Minimum qualifying score: 70 points out of 100 required to proceed to Phase 3

Phase 3 - Administrative Compliance: Verification of SBD 1 and SBD 4 completion, CSD registration with no restricted directors

Phase 4 - Price/Preference Evaluation: 80/20 preference system (max 80 price points, max 20 specific goals points) as per PPR2022 and GPAA policy; SBD 6.1 required to claim preference points

Scope: Project Management Office services for 3-year period

Key components:

• Drive project planning sessions with GPAA internal and external stakeholders
• Develop mapped stakeholder matrices per solution being implemented
• Define and implement project plans covering scope, budget, timeline, benefit realisation, resource allocation, communication, change management and training plan
• Liaise with GPAA internal and external stakeholders
• Manage change control process for each project
• Facilitate and coordinate project team meetings
• Prepare project performance status reports and closeout reports
• Develop and obtain approvals of project charter and governance structures
• Prepare and manage project risk registers
• Review project expenditure prior to payments
• Implement, monitor, evaluate and control project performance
• Maintain all project documentation according to GPAA approved project file structure

Required knowledge/skills:

• Project management: Financial Management and Reporting, Governance Management, Portfolio Management, Business Process Management, Business System Implementation, Conceptualisation and Initiation, Monitoring and Execution, Risk Management
• Benefits administration: Digital Transformation, Operational efficiency and effectiveness models, Process Optimisation
• Formal System Development Lifecycle Management (SDLC)
• Knowledge of GEP Law
• Understanding of project management principles and methodology to ensure contracted SLAs are met

Deliverables:

• Approved project charters
• Signed project plans for each allocated project
• Weekly, monthly or quarterly project progress status reports prepared and reviewed
• Project risk matrix or profile
• Approval and sign-off of solution and technical design and implementation plan
• Approved system test grid
• Project disbursement pack and project expenditure records
• Milestone deliverables sign-off documents
• Implemented solution within scope, time and budget
• Report on user training and system testing conducted
• Project closeout report
• Project benefits realisation

Delivery location: GPAA Head Office, Arcadia, Pretoria (services delivered and executed onsite; alternative arrangements possible with written GPAA approval)

GPAA has an approved Project Management Framework that the service provider will adhere to. Agile project management methodology will be adopted: phased system implementation approach with clearly articulated milestones, deliverables, activities, and timelines. Robust change management plan, communication, and user training. Agile system development and deployment. Project implementation team comprising GPAA representatives, ICT.

Requirement for 2 Senior Project Managers: Project Management qualification minimum NQF level 6 (proof required, SAQA verification if foreign qualification); at least 5 years' experience in managing business process management, system development, modernisation, quality management systems and organisational transformation initiatives projects (experience must be expressed in years and month); at least 5 years knowledge, experience and expertise in project management body of knowledge principles (updated Project Management Certification must be provided); must be accredited on SITA RFB 1183 2022, Category - ICT Management Services (ICN: 81112011-0005). Failure to meet any of the above mandatory requirements will result in disqualification.

Pricing format: SBD 3.1/3.3 Pricing Schedule, must be completed electronically in provided format and uploaded separately via eTender portal

Payment terms: Monthly invoicing for services rendered (services executed monthly, provider invoices monthly for services rendered)

Bid security: Not explicitly specified; however, incomplete or unsigned pricing schedule results in automatic disqualification

Retention: Not explicitly specified

No specific bond or guarantee amounts stated

Financial capacity: CSD registration required with no directors restricted from doing business with state

Turnover thresholds: EME (R10 million or less annual revenue) and QSE (R10m-R50m annual revenue) definitions apply per B-BBEE codes; specific turnover requirements not stated beyond CSD compliance

CSD registration: Required (CSD number MAAA per SBD 1); any director restricted from doing business with state disqualifies bidder

Tax compliance: Valid tax compliance status PIN required (SARS TCS PIN); bidders given 7 days to rectify non-compliance if requested

B-BBEE: 80/20 preference system applies (tender value likely under R50 million); specific goals include Ownership (South African Black African, Coloured, Indian/Asian), Locality (Tshwane/Pretoria), Women-owned, Youth-owned, Disabled-owned enterprises; points calculated per SBD 6.1 formulae

CIDB grading: Not applicable (services procurement, not construction)

CIPC registration: Implied through CSD registration

Professional registrations: Project Management qualification minimum NQF level 6 required (SAQA verified if foreign)

Local content percentages: Not specifically stated for this tender

SBD 1 must be completed in full

SBD 4 must be completed in full

SBD 6.1 must be completed to claim preference points for specific goals

Bidders must declare tax compliance status and will be given 7 days to rectify any non-compliance

Project planning session aimed at unpacking the project plan in conjunction with GPAA internal and external stakeholders. Mapped stakeholder matrix per solution being implemented. Define and implement project plan covering project scope, budget, timeline, benefit realisation, resource allocation, communication, change management and training plan. Liaise with GPAA internal and external stakeholders. Manage the change control process for each project. Facilitate and coordinate project team meetings. Prepare project performance status reports and closeout reports.

GPAA and each tenderer shall comply with these conditions of tender. Tenderers must discharge duties and obligations timeously and with integrity, and with honesty and transparency. GPAA and tenderer representatives must avoid conflicts of interest and declare any such conflict. Tenderers must not engage in anticompetitive practices. GPAA shall not seek, and a tenderer must not submit a tender without having a firm intention and capacity to proceed with the contract. Submitted tender documents are for tender offer purposes only and shall not form part of any contract arising from the invitation to tender.