Gert Sibande District Municipality Provision of Payroll and Human Resourse Ma...

Returnable Documents:

The specifications shall entail the following: the appointment of a competent service provider for the provision of Payroll and Human Resource management system with support and maintenance over a period of 36 months (3 Years). Specification: scope of work ❖ Fully Integrated Payroll and Human Resources Management Software ❖ Payroll Solution ✓ Employee master data management ✓ Salary and wage processing (including calculations for overtime, bonuses, allowances, deductions) ✓ Third -party payments (e.g. SARS, pension and UIF) ✓ Produce IRP5 and IT3 and electronic file to SARS ✓ Produce statistical reports e.g. UIF and PAYE ✓ General Ledger Interfaces ✓ Must be able to Integrate with financial system GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 ❖ Human Resource Module ✓ Must have a Leave Module ✓ Audit trail report for incomplete employee records ✓ Human Resource Module ✓ Skills module ✓ Employee Self Service (online leave applications and IRP5 printing) ❖ Technical Requirements ✓ Web-based or hybrid solution ✓ Hosted on-premise or cloud (with secure access and compliance with POPIA) ✓ Compatible with latest mSCOA XML schema and web services ❖ Support for batch uploads, exports, and imports ✓ Full role-based access control (RBAC) ❖ Backup, disaster recovery, and data encryption ✓ API support for integration with: ❖ Financial systems (ERP) ✓ SARS eFiling ✓ Pension providers and banks ❖ Reporting & Audit ✓ Generate mSCOA XML-compliant reports for submission to NT ✓ Provide real-time dashboards for payroll analytics ✓ Support monthly, quarterly, and annual payroll reports ✓ Generate audit logs and user activity tracking The service provider must be able to allocate GSDM a dedicated official within the organisation for support the during the inception phase/period of the contract for a duration of one (1) month. GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 Project Proposals By The Bidder(optional) GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 SPECIAL PROPOSALS / REQUESTS BY BIDDER (OPTIONAL) Any proposal, request or condition that should be taken into account during consideration of the Proposal. GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 FINANCIAL AND CONTRACTUAL ARRANGEMENTS • The following conditions are set by the Gert Sibande District Municipality: • The Council accepts the original bid price will be valid for 90 days (3 months). • Payment will be made within 30 days after receipt of invoices. GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 FUNCTIONALITY EVALUATION The evaluation will be done as per Preferential Procurement Regulations, 2022 issued in terms of section 5 of PPPFA, Act No. . Functionality assessment shall be applicable to this bid. The bidders are required to score at least 75 out of 100 points of the total score for functionality in order to be evaluated further as per the table below. No. Evaluation Criteria Remarks Points REGISTRATION AND/OR ACCREDITATION Proof of accreditation and/or Registration with South African 25 Payroll Association (SAPA) TRACEABLE EXPERIENCE (must be in a letter head of the company and be signed) The service provider must submit at least five (5) certified Excellent 50 Appointment letters with contactable details for Human Resource Management and Payroll support and maintenance services provided The service provider must submit at least three (3) certified Good 30 Appointment letters with contactable details for Human Resource Management and Payroll support and maintenance services provided The service provider must submit less than five (3) certified Poor 0 Appointment letters with contactable details for Human Resource Management and55555555 Payroll support and maintenance services provided Total 100 Minimum 75 GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 Part B: Returnable Documents The following documents are to be completed and returned as they constitute the tender. Whilst many of the returnable are required (Compulsory to be completed and submitted) for the purpose of evaluating the tenders, some will form part of the subsequent contract, as they form the basis of the tender offer. For this reason, it is very important that tenderers return all information requested. RETURNABLE DOCUMENTS REQUIRED FOR TENDER EVALUATION PURPOSES MBD 1: INVITED TO BID ( Compulsory)................................................................................06 Form A: Declaration of Bidder’s Past Supply Chain Management Practices ......................... 24 Form B: Declaration of Interest(Compulsory) ........................................................................... 26 Form C: Authority of Signatory(Compulsory) ........................................................................... 30 Form D: SARS Declaration of Good standing (CSD Registrered )(Compulsory )................. 33 Form E: Financial References / Bank Details ........................................................................... 35 Form F: Municipal Utility Account (Compulsory)............................................................37 Form G: Preference Schedule .....................................................................................40 Form H: Contract Form ............................................................................................................... 46 Form I: Certificate of Independent Bidder Dertemination ....................................................... 48 Form J: Declaration of Procurement above 10 Million ............................................................ 51 Form K: Record of Addenda ..................................................................................................... 54 Form L: Bill of Quantities (Compulsory)...................................................................................... 55 Form M: Form of Offer (Compulsory)...........................................................................56 GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 ATTACH THE FOLLOWING DOCUMENTS AS AN ANNEXURE TO THE TENDER DOCUMENT WITH REFERENCE TO THE APPLICABLE RETURNABLE SCHEDULE – MBD 1: 1. For Closed Corporations • CK1 or CK2 as applicable (Founding Statement) 2. For Companies • A copy of the Certificate of Incorporation • Certified Copies of the ID’s of the Directors and • the shareholders register 3. For Joint Venture Agreements • Copy of the Joint Venture Agreement between all the parties, • as well as the documents in (1) or (2) of each Joint Venture member. 4. For Partnership • Certified Copies of the ID’s of the partners 5. One-person Business / Sole trader • Certified Copy of ID 6. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT (Compulsory) . GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 FORM A: DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 1. This Municipal Bidding Document must form part of all bids invited. 2. It serves as a declaration to be used by municipalities and municipal entities in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system. 3. The bid of any bidder may be rejected if that bidder, or any of its directors have: a) abused the municipality’s / municipal entity’s supply chain management system or committed any improper conduct in relation to such system; b) been convicted for fraud or corruption during the past five years; c) wilfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract during the past five years; or d) been listed in the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No ). 4. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. Item Question Yes No 4.1 Is the bidder or any of its directors listed on the National Treasury’s Yes No Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audialterampartem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury’s website (www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page. 4.1.1 If so, furnish particulars: 4.2 Is the bidder or any of its directors listed on the Register for Tender Yes No Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No )? The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the bottom of the home page. 4.2.1 If so, furnish particulars: 4.3 Was the bidder or any of its directors convicted by a court of law Yes No (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years? 4.3.1 If so, furnish particulars: GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 4.4 Does the bidder or any of its directors owe any municipal rates and Yes No taxes or municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months? 4.4.1 If so, furnish particulars: 4.5 Was any contract between the bidder and the municipality / municipal Yes No entity or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract? 4.7.1 If so, furnish particulars: CERTIFICATION I, the undersigned (name) certify that the information furnished on this declaration form is true and correct. I accept that the state may reject the bid or act against me in terms of paragraph 23 of the general conditions of contract should this declaration prove to be false. Signature Date Position Name of bidder GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 FORM B: DECLARATION OF INTEREST 1 Any legal person, including persons employed by the State1, or persons having a kinship with persons employed by the State, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where: • the bidder is employed by the State; and/or • the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 2 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 2.1 Full Name of bidder or his or her representative: 2.2 Identity Number: 2.3 Position occupied in the Company (director, trustee, shareholder2): 2.4 Company Registration Number: 2.5 Tax Reference Number: 2.6 VAT Registration Number: 2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below 1“State” means: a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. ); b) any municipality or municipal entity; c) provincial legislature; d) National Assembly or the National Council of Provinces; or e) Parliament. 2 “Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise. GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 2.7 Are you or any person connected with the bidder presently employed by YES / NO the state? 2.7.1 If so, furnish the following particulars: Name of person / director / trustee / shareholder/ member: Name of state institution at which you or the person connected to the bidder is employed: Position occupied in the state institution: Any other particulars: 2.7.2 If you are presently employed by the state, did you obtain the YES / NO appropriate authority to undertake remunerative work outside employment in the public sector? 2.7.2.1 If yes, did you attach proof of such authority to the bid document? YES / NO (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.) 2.7.2.2 If no, furnish reasons for non-submission of such proof: 2.8 Did you or your spouse, or any of the company’s directors / trustees / YES / NO shareholders / members or their spouses conduct business with the state in the previous twelve months? 2.8.1 If so, furnish particulars: GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 2.9 Do you, or any person connected with the bidder, have any relationship YES / NO (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? 2.9.1 If so, furnish particulars: 2.10 Are you, or any person connected with the bidder, aware of any YES / NO relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? 2.10.1 If so, furnish particulars: 2.11 Do you or any of the directors / trustees / shareholders / members of the YES / NO company have any interest in any other related companies whether or not they are bidding for this contract? 2.11.1 If so, furnish particulars: GSDM discourages fraud and corruption. Bidders be aware of scammers GERT SIBANDE DISTRICT MUNICIPALITY PROVISION OF PAYROLL AND HUMAN RESOURCE MANAGEMENT SYSTEM WITH SUPPORT AND MAINTENANCE OVER A PERIOD OF 36 MONTHS (3 YEARS) (RE-ADVERT) GSDM 94/2023 2. Full details of directors / trustees / members / shareholders. Full Name Identity Number Personal Tax State Employee Reference Number / Number Personal Number

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