Sap resources on an as-and-when basis for PRASA — six-month contract (HO/ICT/10375263/10/2026)

Closing: 27 October 2026.

No compulsory briefing or site visit is stated.

Contract term: 6 months.

Returnable documents — all must be completed, signed and submitted with the bid:

• Valid COIDA Letter of Good Standing.
• Valid SARS tax compliance PIN.
• CSD supplier registration number.
• Completion of all RFT documentation.
• Joint Venture, Consortium or Partnering Agreement signed by every party and naming the lead bidder, where a JV is used.
• Valid SAP Partner Edge Silver Service & Sell (VAR) certificate.
• CVs, certified qualifications and applicable certifications for key resources; certified copies must not be older than three months at the closing date.

Standard National Treasury forms: SBD 1 (bidder details and offer), SBD 3 pricing schedule, SBD 4 (declaration of interest), SBD 6.1 (preference points claim), SBD 7 (contract form), SBD 8 (past SCM practices), SBD 9 (independent bid determination) and written authority for the signatory to bind the bidder.

Disqualification risks:

• Failure to meet any mandatory substantive or mandatory technical requirement — automatic disqualification.
• Functionality score below 70 out of 100.
• Omitted or unsigned returnable documents; PRASA may allow a short period, for example seven days, for outstanding administrative documents where permissible.

Evaluation stages

• Stage 1A — mandatory substantive compliance: all mandatory requirements must be met; failure disqualifies the bid.
• Stage 1B — administrative compliance: basic compliance documents must be met; PRASA may request outstanding documents within a specified period, for example seven days.
• Stage 1C — mandatory technical compliance: all technical mandatory requirements must be met; failure disqualifies the bid.
• Stage 2 — technical/functional evaluation: minimum qualifying score 70 out of 100; bidders below the threshold do not proceed to Stage 3.
• Stage 3 — price and specific goals.

Functionality scoring (100 points)

• Relevant company experience: 50 points. One point per compliant signed client reference letter, capped at 5 points. Letters are required for implementation, maintenance and support of S/4HANA, SAP Ariba, SAP SuccessFactors, SAP ECC modules and SAP BTP. Each letter must be on client letterhead and state duration, scope of work and client contact details (name, email, position, telephone).
• Capability of key resources: 20 points. Scored on CVs and certified qualifications for the ten mandatory roles: Service Delivery Manager, SAP Financials & Controlling, SAP Project Systems, SAP Materials Management, SAP Ariba Functional, SAP SuccessFactors Recruitment & Onboarding, SAP Plant Maintenance, SAP ABAP and Workflow, SAP Real Estate, SAP Security & Authorizations. 1–2 resources = 1 point; 3–4 = 2; 5–6 = 3; 7–8 = 4; 9–10 = 5.
• Technical approach and implementation methodology: 15 points. A PRASA-specific response covering scope, work plan, governance, quality controls, change management, service-level management, training and knowledge transfer; scored on how many of the required elements are addressed.
• Financial capability (turnover): 15 points. Above R60m up to R70m = 1 point; above R70m up to R80m = 2; above R80m up to R90m = 3; above R90m up to R100m = 4; R100m or more = 5.

Price and specific goals (80/20 system)

• Price: 80 points, awarded on the prescribed 80/20 formula against the lowest acceptable tender price.
• Specific goals: 20 points.

Purpose: appoint a service provider to supply suitably qualified SAP resources on an as-and-when-required basis for a six-month contract term, to perform SAP support and enhancements for PRASA.

Scope: 2nd and 3rd line maintenance and support, plus enhancements, across PRASA's SAP landscape.

Core modules: SAP FICO, SAP MM, SAP HCM, SAP EAM (Plant Maintenance and Linear Asset Management), SAP RE & LUM, SAP ESS/MSS, SAP Payroll Management, SAP Time Management, SAP Performance Management, SAP Organizational Management, SAP Personnel Administration, SAP Learning Solution, SAP Employee Relations and SAP Payroll Control Centre.

Cloud and platform solutions: SAP SuccessFactors (eRecruiting & Onboarding), SAP Ariba (SLP, Sourcing & Contracts), SAP Service and Asset Manager, SAP Business Technology Platform, SAP GRC, SAP Process Integration/Orchestration, SAP Enterprise Portal, SAP Solution Manager, SAP Security & Authorization, SAP ABAP developments, SAP Workflow Administration, SAP Basis Administration and SAP Fiori.

Targeted areas: SAP FICO, SAP MM, SAP HCM, SAP EAM, SAP RE & LUM, SAP Technical and SAP Cloud Solutions.

Environment: SAP ECC6-EhP8 is the system of record; migration to SAP S/4HANA is planned to meet the OEM cloud directive by 31 December 2027.

Capability requirements:

• In-depth functional expertise in the listed modules and understanding of integration points between them.
• Practical configuration and process experience based on best practice.
• Technical knowledge of SAP on a NetWeaver (ABAP and Java) platform.
• Troubleshooting of complex configuration, customisation and data issues, using debugging, system traces and analysis tools.
• Knowledge of support packs, enhancement packs and legal/patch updates.
• Third-line resources must design and implement fixes, enhancements and small changes.
• Process and compliance knowledge, including regulatory requirements.

Service levels:

• Resources must be supplied within 5 days of a PRASA request and must meet PRASA's minimum requirements.
• PRASA may interview or test the skill level of proposed resources.
• PRASA may require replacement of a resource that does not meet the required performance level; replacement must be effected within 5 days.
• The bidder must give PRASA at least 4 weeks' notice where an incumbent terminates service with the bidder.
• Enhancements must follow the SAP Activate methodology.
• Resources must be SAP certified in the specific area required.

Contract term: 6 months.

Preference point system

• 80/20 system applies.
• Price: 80 points, scored on the prescribed formula against the lowest acceptable tender price.
• Specific goals: 20 points.

Financial capability (scored within functionality, 15 points)

• Turnover above R60m up to R70m: 1 point.
• Above R70m up to R80m: 2 points.
• Above R80m up to R90m: 3 points.
• Above R90m up to R100m: 4 points.
• R100m or more: 5 points.

Registration and statutory

• CSD supplier registration number required.
• Valid SARS tax compliance PIN.
• Valid COIDA Letter of Good Standing.
• Completion of all RFT documentation.
• Joint Venture, Consortium or Partnering Agreement signed by all parties and naming the lead bidder, where applicable.

Mandatory technical compliance

• Valid SAP Partner Edge Silver Service & Sell (VAR) status.
• CVs, certified qualifications and applicable certifications for key resources; certified copies must not be older than three months at the closing date.
• Resources must be SAP certified in the specific area required.

B-BBEE and specific goals (20 points)

• Black women owned: 4 points — certified ID copies of the owners.
• Black youth owned: 4 points — certified ID copies of the owners.
• Owned by black people with disability: 4 points — certified ID copies of the owners plus a doctor's note confirming the disability.
• B-BBEE contributor status of at least Level 2: 4 points — B-BBEE certificate or affidavit.
• EME or QSE that is 51% black owned: 4 points — audited annual financial statements, B-BBEE certificate or affidavit.