Project management & qa services for sap S/4HANA – limpopo government tender

Select the applicable option Tenders Good standing

If “Good standing”, please state the purpose of this application

Particulars of applicant

Name/Legal name

(Initials & Surname

or registered name)

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(if applicable)

ID/Passport no Company/Close Corp.

registered no

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Telephone no C O D E N U M B E R Fax C O D E N U M B E R

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Particulars of tender (If applicable)

Tender number

Estimated Tender

amount R ,Audit

Expected duration

Are you currently aware of anyyear(s)Audit investigation against you/the company? YES NO of the tender

If “YES” provide details

Particulars of the 3 largest contracts previously awarded

Date started Date finalised Principal Contact person Telephone number Amount

Appointment of representative/agent (Power of Attorney)

I the undersigned confirm that I require a Tax Clearance Certificate in respect of Tenders or Goodstanding.

I hereby authorise and instruct to apply to and receive from

SARS the applicable Tax Clearance Certificate on my/our behalf.

C c y y m m d d

Signature of representative/agent Date

Name of

representative/

agent

Lepelle Northern Water (LNW) is a state-owned water utility providing water and sanitation services

across the Limpopo province. LNW has offices and pumps stations across the province while the head

office at 1st Landros Mare, in Polokwane. As part of its ICT digital transformation strategy, LNW is

upgrading its Enterprise Resource Planning (ERP) system from SAP ECC6 to SAP S/4HANA Private

Cloud Edition. This upgrade is undertaken in a form of green field implementation as it was

recommended to be a best approach under LNW’s circumstance.

To ensure the project delivers a high-quality, functional, and reliable system, LNW requires an

independent service provider to conduct Project Management and Quality Assurance (QA) services

throughout the project lifecycle. The project has already moved from Prepare and Explore phases and

currently it is in the Realise phase although the Explore stage is not fully signed off.

The project has started a while back with Project Management driven within the organization together

with the Service Provider and currently the project has progressed to an advanced stage where most

of the work has been completed. However, it was observed that to strengthen the project governance,

and successful implementation of the project, LNW should consider appointment of a service provider

to independently provide Project Management and Quality Assurance Services.

Therefore, the focus of Project Management will be on planning, controlling, monitoring and driving

the implementation of the remaining scope of work to ensure successful implementation. Whilst the

Quality assurance services is expected to ensure high quality standards for implementation of SAP

S/4 Hana for LNW.

The Project Management and Qualified Assurance service provider is expected meet the following

3.1 Overview of Scope

The Independent Project Management and Quality Assurance service provider will be responsible for

planning, coordinating, monitoring, and managing project management activities throughout the

project lifecycle, including governance support, risk and issue management, stakeholder coordination,

project scheduling, progress tracking, reporting, change control, and quality assurance processes.

The service provider will further be responsible for reviewing project deliverables, including functional

and technical specifications, against defined business requirements across the SAP Activate

methodology phases to ensure compliance with SAP best practices, Lepelle Northern Water (LNW)

policies, and applicable government regulations governing ERP implementation within a Schedule 3B

government entity.

3.2 Modules and Activities in Scope

The Independent Project management and Quality Assurance services will cover the implementation

of the following modules and activities:

i. S/4HANA Private Cloud ERP

ii. SuccessFactors (Employee Central, Performance & Goals, and SAP Integration Suite –

SFSF Edition) (HR)

iii. S/4HANA Payroll

iv. S/4HANA Project Systems (PS)

v. S/4HANA Plant Maintenance (PM) and SAP Service and Asset Management (SSAM)

vi. S/4HANA Materials Management (MM)

vii. S/4HANA Sales and Distribution (SD)

viii. S/4HANA Finance and Control (FICO)

ix. S/4HANA Accounts Payable

x. S/4HANA Asset Accounting

xi. S/4HANA General Ledger and Reporting

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xii. S/4HANA Bank and Cash Management

xiii. S/4HANA Accounts Receivable

xiv. SAP Analytics Cloud

xv. SAP Business Technology Platform (BTP)

xvi. Data Migration

xvii. System Integrations

3.3 Project Management Activities

• Project planning and scheduling
• Project governance and reporting
• Stakeholder and communication management
• Project performance monitoring and control
• Scope and change management
• Risk and issue management
• Vendor and implementation partner performance monitoring
• Resource coordination and dependency management
• Budget and schedule tracking
• Project documentation management
• Quality management and assurance oversight
• Escalation management and resolution tracking
• Cutover and go-live coordination oversight
• Post-implementation stabilization monitoring
• Benefits realization and project closure management

3.4 The Project Manager will be expected to dedicate three working days per week to the project for

the duration of the engagement. Project Governance and Oversight

• Assess governance structures and decision-making processes
• Review Steering Committee effectiveness
• Monitor RAID logs (Risks, Assumptions, Issues, Dependencies)
• Provide independent project health reports

3.5 Phase Gate Reviews (SAP Activate) Conduct formal phase gate reviews across:

• Explore

• Realize

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• Deploy

• Run
• Provide go/no-go recommendations

3.6 Business and Functional Design Assurance

Review Business Process Design (BPD)s and Functional Design Documents (FDDs)

Assess alignment with:

• Business requirements
• SAP best practices
• LNW policies
• Identify gaps and inconsistencies

3.7 Technical Design and Architecture Assurance

• Review system architecture and configurations
• Assess scalability, performance, and reliability
• Validate integration architecture

3.8 Data Migration Assurance

• Review migration strategy
• Validate data cleansing and transformation
• Verify reconciliation and completeness

3.9 Testing Assurance

• Review test strategies, plans, and scripts
• Validate testing coverage
• Assess Execution Logs

3.10 Defect Management Oversight

• Review defect logs and tracking processes
• Monitor resolution effectiveness

3.11 Independent Testing Validation

• Independently assess test results
• Recommend improvements for quality and stability

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3.12 Security, Controls and Compliance Assurance

• Review access controls and roles
• Assess Segregation of Duties (SoD)
• Ensure compliance with governance and audit requirements

3.13 Change Management and User Readiness

• Review change management strategy
• Assess user training and readiness
• Evaluate adoption planning

3.14 Integration and Interface Assurance

• Review system integrations
• Validate interface testing and reliability

3.15 Cutover and Go-Live Readiness

• Review cutover strategy
• Assess business continuity and fallback planning
• Provide go-live readiness assessment

3.16 Post-Go-Live Support and Benefits Realization

• Assess support model post go-live
• Monitor system stabilization
• Evaluate benefits realization and Return on Investment (ROI)

4. Deliverables

The service provider will be expected to deliver the following outputs:

• BPD and FDD Review Reports
• Technical and Architecture Assessment Reports
• Testing Review Reports
• Defect Management Reports
• Data Migration Assurance Reports

 Security and Compliance Reports

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• Change Management Assessment Reports
• Phase Gate Review Reports
• Go-Live Readiness Report
• Monthly Project Health Reports
• Final Project Quality Assurance (PQA) Report, including:

o Overall project management and quality assessment

o Project performance evaluation against scope, schedule, budget, and deliverables

o Governance, stakeholder management, and project reporting summary

o Risk, issue, and mitigation summary

o Change management and decision register summary

o Lessons learnt and continuous improvement roadmap

o Benefits realization, ROI, and value realization analysis

o Recommendations for post-implementation support, sustainability, and optimization of

the SAP environment

5. Expected outcomes

The engagement is expected to:

• Ensure successful SAP S/4HANA implementation
• Strengthen governance and oversight
• Reduce project risks and cost overruns
• Ensure compliance with regulatory requirements
• Improve system performance and user adoption
• Deliver value and return on investment

6. Duration of contract

The contract will be for a period of TWELVE (12) months

7. Procurement process

The normal LNW procurement process will be followed in line with the company's SCM policy and

procedures with no deviations from the normal anticipated at this stage.

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1. Validity of Tender : 150 Days (5 Months)

2. Contract Period : TWELVE (12Months

3. Advert date : 05 June 2026

4. Closing date : 03 July 2026

5. A compulsory briefing session will be held as

follows;

• Date: 22 June 2026

• Time: 10h00

• Venue: 01 Landros Mare Street, Lepelle House, Polokwane, 0699

All bidders must attend the briefing session and sign the official attendance register.

NB: Failure to attend the compulsory briefing session and/or sign the attendance register will

result in disqualification of the bid. In the case of a Joint Venture (JV) or consortium,

attendance by the lead partner representative will be accepted.

recommended to be a best approach under LNW’s circumstance.

and technical specifications, against defined business requirements across the SAP Activate

methodology phases to ensure compliance with SAP best practices, Lepelle Northern Water (LNW)

policies, and applicable government regulations governing ERP implementation within a Schedule 3B

government entity.

3.2 Modules and Activities in Scope

methodology and project plan/schedule outlining how they will

manage the project for LNW which will include the following

elements:

1. Activities, 2. Milestones, 3. Resource, 4. Costs, 5.

supporting documentation will

result in the service provider

forfeiting points for this

category.

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KEY PERSONNEL Expertise of key team members Attach CVs reflecting the 30

in SAP S/4HANA Quality minimum experience EXPERIENCE AND

experience. minimum NQF Level 6 in IT

or any qualification relevant

to the applicable SAP NB: Bidders must submit one

module, for the following CV (on the provided CV

required consultants/team template) per required

members for evaluation on consultant/team member,

experience: clearly indicating the

individual’s relevant 1. FICO Consultant

experience in the applicable

functional area, qualifications, 2. MM Consultant

and certifications. Failure to

qualifications for each

required consultant/team 4. Payroll Consultant

member will result in the

experience of the team will

be calculated and if the

average experience of the

team is:

• Between 3 to 5 years

= 10 points

• Between 6 to 7 years

= 20 points

• Between 8-9 years =

30 points

• greater than 9 years =

40 points

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Expertise of Project Manager in Minimum Requirements: 30

SAP S/4 HANA Implementation, - at least 5 years’ ICT/ERP

project management experience

experience.

• Recognised PM certification

(PRINCE2 or PMP or

indicating the individual’s

SAP S/4HANA implementation

Scoring: experience, project

management experience, - Does not meet

qualifications, and relevant

requirements / no submission

certifications. Failure to

submit the required CV and = 0 points

qualifications will result in the - 5 years’ experience and

service provider forfeiting

qualifications = 10 points points for this category.

Certificates of attendance will - 6-9 years’ experience and

not be considered.

qualifications = 20 points

• 9 or more years’ experience

and qualifications = 30

points

IMPLEMENTATION Submission of the detailed project Implementation Plan and 20

Tertiary Qualifications (Highest order)

(Summary)

1.

2. 1.

3. 2.

4. 3.

5. 4.

qualifications and my experience.

............................................................................. ..........................

Description render project management and quality assurance services for the sap S4/HANAIMPLEMENTION

Project at lnw for a period of twelve(12) months

Bid response documents may be deposited in the bid box situated at 01 landros mare street polokwane

independent service provider to conduct Project Management and Quality Assurance (QA) services

throughout the project lifecycle. The project has already moved from Prepare and Explore phases and

currently it is in the Realise phase although the Explore stage is not fully signed off.

with the Service Provider and currently the project has progressed to an advanced stage where most

of the work has been completed. However, it was observed that to strengthen the project governance,

and successful implementation of the project, LNW should consider appointment of a service provider

to independently provide Project Management and Quality Assurance Services.

requirements:

2.1 Demonstrable expertise in Project Management and Quality Assurance for large-scale SAP

implementations.

2.2 At least 3 or more years of experience in cloud-based SAP S/4HANA deployments and risk

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management frameworks.

2.3 Proven track record in test planning, defect management, and performance testing.

2.4 The service provider must provide a details project schedule and milestones through which the

scope of work will be delivered.

2.5 The service provider is expected to work with the implementation partner and the LNW to ensure

successful delivery of the project.

2.6 The Service Provider must deploy a strong team of resources which demonstrate relevant and

credible experience for a project of this magnitude.

2.7 From time to time, the Service Provider may be required to suspend or slow down its activities due

to dependencies on the Implementation Partner and Lepelle Northern Water (LNW) in finalizing

required deliverables. In such instances, the Service Provider shall not be entitled to invoice LNW

for any standby, idle, or waiting periods. Where such delays are not attributable to the Service

duration or project timelines on a time-only basis, without any adjustment to the agreed contract

value, pricing structure, or initial budget allocation. LNW shall use reasonable endeavors to resolve

outstanding issues and provide the required input or deliverables within a reasonable timeframe to

enable the Service Provider to resume work. Any lost time incurred by the service provider due to

such delays will be compensated through an extension of the service period at no additional cost,

provided that such extension remains within the contract period.

2.8 The service provider will be expected to work from LNW office in Polokwane most of the duration of

the contract although hybrid model might be adopted as and when a need arises.

2.9 All the recommendations from the Service Provider will be presented to the LNW working

committee and the implementation partner for discussion before reports are adopted.

2.10 This project has been started a while back and the service provider will be expected to quickly

familiarise themselves with the project to avoid undue delays.

2.11 The service provider is expected to demonstrate professionalism in conducting all the reviews

in accordance with the highest standards which will prevent the project and LNW from failing.

2.12 The service provider is expected to deploy equivalent resources in case where the initially

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deployed resource resigns or are relieved from their employment.

2.13 The quality assurance activities will only be conducted during the transition from one phase of

the project to the next phase.

2.14 The Service Provider is expected to be truthful and honest in its response to this bid.

3. Scope of work

3.1 Overview of Scope

planning, coordinating, monitoring, and managing project management activities throughout the

project lifecycle, including governance support, risk and issue management, stakeholder coordination,

project scheduling, progress tracking, reporting, change control, and quality assurance processes.

• BPD and FDD Review Reports
• Technical and Architecture Assessment Reports
• Testing Review Reports
• Defect Management Reports
• Data Migration Assurance Reports

 Security and Compliance Reports

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• Change Management Assessment Reports
• Phase Gate Review Reports
• Go-Live Readiness Report
• Monthly Project Health Reports
• Final Project Quality Assurance (PQA) Report, including:

o Overall project management and quality assessment

o Project performance evaluation against scope, schedule, budget, and deliverables

o Governance, stakeholder management, and project reporting summary

o Risk, issue, and mitigation summary

o Change management and decision register summary

o Lessons learnt and continuous improvement roadmap

o Benefits realization, ROI, and value realization analysis

o Recommendations for post-implementation support, sustainability, and optimization of

the SAP environment

(Yes /NO)

Joint Venture (JV) bidders must submit a JV Agreement clearly indicating the

lead partner and the percentage split of participation for each partner, totaling

100%. Failure to provide this information may result in disqualification.

2 Full completion and signing of SBD 4 and SBD 3.1

Attach Proof of registration on the Central Suppliers Database (CSD). In

case of a JV, all Partners must submit. This will be verified online.

Attach proof of municipal rates and taxes (in the name of the company or a

director), not older than three months, as proof of business or residential

address. Alternatively, bidders may submit a signed lease agreement in the

name of the company or a dated stamped letter from the relevant tribal

authority.

1) Score tender evaluation points for financial offer.

2) Confirm that tenderers are eligible for the Preference Points Allocation (As per the

Preferential Procurement regulations 2022) claimed, and if so, score tender evaluation

points.

3) Calculate total quotation evaluation points using estimated rates total and preference

points.

4) Rank bidders offered from the highest points scorer of tender evaluation points to the

lowest.

5) Recommend the bidders with the highest number of quotation evaluation points for the

award of the contract, unless there are compelling and justifiable reasons not to do so.

NB: NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE (see

definition on SBD 4 attached)

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must be added to the points scored for price.

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Sbd 3.1

9 pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including

Prices subject to rates of exchange variations) will not be

NB: - Pricing above must include all chargeable items - deliverables, disbursement, travelling

and any other related cost to the exercise. No items will be paid outside the above fixed price.

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10 contract conditions

Payment Terms: Payment Terms

Item Number Description Hourly Rate Unit of Measure Total Hours Amount

1 Explore Activity Unit

2 Realise Activity Unit

3 Deploy Activity Unit

4 Run Activity Unit

Subtotal

VAT

Total

NB: - Pricing above must include all chargeable items - deliverables, disbursement, travelling

and any other related cost to the exercise. No items wil

2.1 Demonstrable expertise in Project Management and Quality Assurance for large-scale SAP implementations. 2.2 At least 3 or more years of experience in cloud-based SAP S/4HANA deployments and risk 6 | P a g e management frameworks. 2.3 Proven track record in test planning, defect management, and performance testing. 2.4 The service provider must provide a details project schedule and milestones through which the scope of work will be delivered. 2.5 The service provider is expected to work with the implementation partner and the LNW to ensure successful delivery of the project. 2.6 The Service Provider must deploy a strong team of resources which demonstrate relevant and credible experience for a project of this magnitude. 2.7 From time to time, the Service Provider may be required to suspend or slow down its activities due to dependencies on the Implementation Partner and Lepelle Northern Water (LNW) in finalizing required deliverables. In such instances, the Service Provider shall not be entitled to invoice LNW for any standby, idle, or waiting periods. Where such delays are not attributable to the Service Provider, LNW shall, subject to internal approvals, grant a reasonable extension of the contract duration or project timelines on a time-only basis, without any adjustment to the agreed contract value, pricing structure, or initial budget allocation. LNW shall use reasonable endeavors to resolve outstanding issues and provide the required input or deliverables within a reasonable timeframe to enable the Service Provider to resume work. Any lost time incurred by the service provider due to such delays will be compensated through an extension of the service period at no additional cost, provided that such extension remains within the contract period. 2.8 The service provider will be expected to work from LNW office in Polokwane most of the duration of the contract although hybrid model might be adopted as and when a need arises. 2.9 All the recommendations from the Service Provider will be presented to the LNW working committee and the implementation partner for discussion before reports are adopted. 2.10 This project has been started a while back and the service provider will be expected to quickly familiarise themselves with the project to avoid undue delays. 2.11 The service provider is expected to demonstrate professionalism in conducting all the reviews in accordance with the highest standards which will prevent the project and LNW from failing. 2.12 The service provider is expected to deploy equivalent resources in case where the initially 7 | P a g e deployed resource resigns or are relieved from their employment. 2.13 The quality assurance activities will only be conducted during the transition from one phase of the project to the next phase. 2.14 The Service Provider is expected to be truthful and honest in its response to this bid.

B-BBEE Minimum Level: 6

Points Allocation: 1 points

B-BBEE Details: 2. Value for money

3. LNW SCM Policy

4. PPPFA and associated regulations

8.1 Bid Evaluation Method

Tender will be evaluated in terms of the following four stages:

• Stage 1: Administrative Compliance
• Stage 2: Mandatory Requirements
• Stage 3: Functionality: Technical Evaluation
• Stage 4: 80/20 preferential points system (Price and Specific Goals).

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8.1.1 Stage 1. Administrative Compliance

Minimum documents required for this bid submitted (yes /NO)

Completed SBD1

Completed SBD 6.1 forms

Valid SARS Tax PIN

Company registration documents / CIPC (CK)

Valid B-BBEE Certificate / Sworn Affidavit

All the above administrative MUST be submitted with the tender document

8.1.2 Stage 2 - Mandatory requirements

Submitted

NO documents required

(Yes /NO)

Joint Venture (JV) bidders must submit a JV Agreement clearly indicating the

lead partner and the percentage split of participation for each partner, totaling

100%. Failure to provide this information may result in disqualification.

2 Full completion and signing of SBD 4 and SBD 3.1

Attach Proof of registration on the Central Suppliers Database (CSD). In

case of a JV, all Partners must submit. This will be verified online.

Attach proof of municipal rates and taxes (in the name of the company or a

director), not older than three months, as proof of business or residential

address. Alternatively, bidders may submit a signed lease agreement in the

name of the company or a dated stamped letter from the relevant tribal

authority.

Clearly visible Certified valid ID copies of the company Directors, not less

than 6 months.

All bid documents must be completed in full and in BLACK ink where

applicable; (No tampering of bid documents with either correction fluid, sticky

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

I certify that the information furnished in paragraphs 1, 2

and 3 ABOVE IS CORRECT.

1. Full adherence to the contract and other applicable Acts will be applicable during the

contract; and

2. Submission of detailed report per service rendered (no payment will be made until final

approval of the report by the end user)

3. Full adherence to the Occupational and Health and Safety Act, Act and other

applicable Acts will be applicable during the course of the contract.

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Annexure a summary cv template

Complete and submit this Summary CV Template for each proposed consultant or team member. Instruction:

Tick (✔) the applicable role(s) for which CVs are submitted.

Tick

Consultant Role (✔)

☐ SAP FICO Consultant

☐ SAP MM Consultant

☐ SAP SuccessFactors Consultant

☐ SAP Payroll Consultant

☐ SAP PM Consultant

☐ SAP PS Consultant

☐ SAP SD Consultant

☐ SAP SSAM Consultant

☐ Project Manager

Full Name(s)

Surname

ID Number

Employment History

Tertiary Qualifications (Highest order)

(Summary)

1.

2. 1.

3. 2.

4. 3.

5. 4.

6.

Relevant Projects Completed Recently

Type: Quality

Start

Description Assurance on Name

and Position or role (on the

No. Name of SAP S4/HANA of

End project)

Project Implementation Client

dates

projects

1.

2.

3.

4.

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Certification:

I, the undersigned, certify that, to the best of my knowledge and belief, this data correctly describes me, my

qualifications and my experience.

............................................................................. ..........................

Signature of person named in the schedule Date

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Sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this

invitation to bid. In line with the principles of transparency, accountability,

impartiality, and ethics as enshrined in the Constitution of the Republic of South

Africa and further expressed in various pieces of legislation, it is required for

the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the

List of Restricted Suppliers, that person will automatically be disqualified from

the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if

applicable, state employee numbers of sole proprietor/ directors / trustees /

shareholders / members/ partners or any person having a controlling interest

in the enterprise, in table below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship

1 the power, by one person or a group of persons holding the majority of the equity

of an enterprise, alternatively, the person/s having the deciding vote or power to

influence or to direct the course and decisions of the enterprise.

Sbd4

with any person who is employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest in the enterprise have any

interest in any other related enterprise whether or not they are bidding for this

contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

• Business requirements
• SAP best practices
• LNW policies
• Identify gaps and inconsistencies

3.7 Technical Design and Architecture Assurance

• Review system architecture and configurations
• Assess scalability, performance, and reliability
• Validate integration architecture

3.8 Data Migration Assurance

• Review migration strategy
• Validate data cleansing and transformation
• Verify reconciliation and completeness

3.9 Testing Assurance

• Review test strategies, plans, and scripts
• Validate testing coverage
• Assess Execution Logs

3.10 Defect Management Oversight

• Review defect logs and tracking processes
• Monitor resolution effectiveness

3.11 Independent Testing Validation

• Independently assess test results
• Recommend improvements for quality and stability

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3.12 Security, Controls and Compliance Assurance

• Review access controls and roles
• Assess Segregation of Duties (SoD)
• Ensure compliance with governance and audit requirements

3.13 Change Management and User Readiness

• Review change management strategy
• Assess user training and readiness
• Evaluate adoption planning

3.14 Integration and Interface Assurance

• Review system integrations
• Validate interface testing and reliability

3.15 Cutover and Go-Live Readiness

• Review cutover strategy
• Assess business continuity and fallback planning
• Provide go-live readiness assessment

3.16 Post-Go-Live Support and Benefits Realization

• Assess support model post go-live
• Monitor system stabilization
• Evaluate benefits realization and Return on Investment (ROI)