Sap technical & functional support services (ecc 6.0 Ehp7 & S/4HANA) – RFQ in gauteng

Closing: 6 November 2026 at 23h59.

Issue date: 29 October 2026.

Briefing session: none (non-compulsory briefing not applicable).

Enquiries (buyer):

• Contact: Khutso Ramafalo
• Email: [email protected]

Enquiries (sourcing manager):

• Contact: Ntikane Radebe
• Email: [email protected]

Note: SCM is not always available on landline; correspondence should be submitted via email.

Submission method: email to [email protected] (submissions must be made to this address).

Closing time: 23h59 on 6 November 2026. Late bids will not be accepted.

All bids must be submitted on the official forms provided (not re-typed) or as prescribed in the bid document.

Returnable documents (must be completed, signed and submitted):

• SBD 4 (Declaration of Interest): discloses whether any director, trustee, shareholder, member or partner is employed by an organ of state or has a relationship with any person employed by the procuring institution; also discloses any interest in related enterprises and all CSD-registered companies linked to directors. Failure to disclose all such companies leads to disqualification.
• Company Resolution Letter (proof of authority) – authorises the signatory to bind the bidder.
• Authorisation to sign.
• Pricing Schedule (RW SCM 00016 F) – must be fully completed; failure to price all items results in disqualification.

Scoring returnables (failure to submit does not disqualify but results in zero score for the relevant criterion):

• B-BBEE Status Level Verification Certificate (SANAS approved) / sworn affidavit for EMEs and QSEs / the dtic B-BBEE certificate.
• Functionality evaluation supporting documents.

Pre-qualification (responsiveness):

• Pricing Schedule must be fully completed.
• Letter confirming the bidder is a recognised and authorised SAP implementation support partner for SAP ECC6 EHP7 and S/4HANA.

Functionality evaluation (bid-specific):

• Criteria: 1) Previous related experience, 2) Human resource capacity, 3) Equipment resource capacity, 4) Work breakdown/schedule/project programme.
• Scoring: each criterion rated on a 0%, 33.3%, 66.7% or 100% scale; total score out of 100.
• Minimum qualifying score: 70 out of 100 to be further evaluated.
• Previous related experience: rated by number of signed reference letters – 1 letter = 33.3%, 2 letters = 66.7%, 3 or more letters = 100%. Reference letters must be on referee’s company letterhead and include project description, contactable details, project start/end dates, and contract value or completion certificate.
• Human resource capacity: rated by number and experience of SAP consultants for the required modules (ABAP Development, HCM, Payroll, SD, Workflow Development, Integration Services) – 2 CVs with 3 years = 33.3%, 2 CVs with 5 years = 66.7%, more than 2 CVs with 6+ years = 100%.
• Equipment resource capacity: rated on equipment/plant/vehicles/computers/software relevant to the scope.
• Work breakdown/schedule/project programme: rated on submission and credibility of a programme with clear duration within estimated project timelines.

Preference points (80/20 system):

• 80 points for price, 20 for specific goals (B-BBEE).
• B-BBEE points: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, non-compliant = 0.
• Bidders not submitting a B-BBEE certificate or affidavit are not disqualified but score zero for B-BBEE.

Award: maximum of one supplier will be awarded.

Rand Water requires SAP technical and functional support and maintenance services for SAP ECC 6.0 EHP7 and SAP S/4HANA for a period of 12 months, with the option for Rand Water to cancel the contract with one month's written notice at no cost.

Services rendered on a Time and Material basis, as and when required.

Scope includes support, maintenance, enhancement, configuration, development, integration, testing, training, documentation and advisory services across the Rand Water SAP landscape.

Functional modules:

• SAP Sales and Distribution (SD)
• SAP Human Capital Management (HCM)
• SAP Payroll
• SAP PPM Technical Consultant with ABAP and EPM Integration Expertise

Technical components:

• SAP ABAP Development
• SAP HANA Database
• SAP Integration Services
• SAP Workflow Development

Integration landscape:

• Support, maintenance and enhancement of integrations between SAP and Enterprise Project Management (EPM), third-party applications, and other Rand Water business systems.

Additional requirements:

• Configure SAP ECC6 EHP7 to accommodate additional Company Codes with compliant business processes.
• Support organisational structure changes and business expansion initiatives.

Working hours:

• Support services provided Monday to Friday, 08h00 to 16h30.
• After-hours, weekend and public holiday services only with prior written approval from the Rand Water Contract Manager or Project Manager.
• Emergency support may be requested outside normal working hours.

Access and landscape:

• Access via approved VPN.
• SAP landscape: Development (DEV), Quality Assurance (QA), Production (PRD), Disaster Recovery (DR).
• Compliance with Rand Water security, access management and governance requirements.

Change, release and transport management:

• All support calls, incidents, enhancements and change requests logged through the Rand Water Helpdesk.
• Approval from the Change Control Committee (CCC) mandatory for major enhancements, new functionality, new implementations and high-risk changes.
• Production transport requires configuration documentation, functional specification, technical specification, successful unit testing, successful UAT, end user (tester) approval, business process owner approval, contract/project manager approval, and approved transport request.

Support services:

• Functional: incident and problem resolution, functional configuration changes, business process optimisation, legislative/regulatory changes, data correction support, master data support, month-end and year-end support, user support and guidance, Root Cause Analysis (RCA), audit support and corrective actions.
• Technical: SAP Basis administration, SAP HANA database administration, SAP security and authorisation, monitoring and performance tuning, archiving, backup and restore, system health checks, patching and upgrades.
• Development: ABAP developments, RICEFW (Reports, Interfaces, Conversions, Enhancements, Forms, Workflows), Smart Forms/SAP Script/Adobe Forms, user exits and BAdIs, workflow development and maintenance, interface development and support, custom reporting.
• PPM: support for integration between SAP PPM and EPM.
• Incident management: analyse and resolve incidents, investigate system issues, provide workarounds, escalate unresolved defects, maintain resolution records, provide RCA reports.

Business continuity and disaster recovery:

• DR planning, testing, recovery execution, user testing, reporting and sign-off documentation.
• Participation in all scheduled DR exercises initiated by Rand Water.

Development, implementation and testing:

• Data migration, configuration, system restoration, requirement gathering, functional/technical design, unit/integration/UAT testing, deployment support, post-production support.

Knowledge transfer and training:

• Knowledge transfer to Rand Water personnel, refresher training, knowledge transfer register, updated training material, technical workshops, adequate handover before consultant replacement or contract termination.

Documentation:

• Maintain complete and current functional specifications, technical specifications, configuration documents, training manuals and user guides. All documentation remains Rand Water's intellectual property.

Governance:

• Attend weekly meetings, project meetings, DR planning meetings and steering committee meetings (where required).

Monthly deliverables:

• Incident register, risk register, timesheets, knowledge transfer log.

Operational:

• Continuous improvement of SAP processes, identify automation opportunities, propose optimisation, improve system maturity/performance, assist with audit findings and corrective actions, support compliance initiatives.

Previous related experience: rated by number of signed reference letters on referee's company letterhead, each including project description, contact details, start/end dates and contract value or completion certificate. 1 letter = 33.3%, 2 = 66.7%, 3 or more = 100%.

Human resource capacity: rated on CVs of SAP consultants for required modules; 2 CVs with 3 years = 33.3%, 2 CVs with 5 years = 66.7%, more than 2 CVs with 6+ years = 100%.

Quality assurance requirements include successful unit testing, integration testing and user acceptance testing (UAT). Production transport requires configuration documentation, functional and technical specifications, and approvals from end user, business process owner and contract/project manager. The provider must maintain complete and current documentation (functional specifications, technical specifications, configuration documents, training manuals, user guides). Root cause analysis and audit support are required.

Pricing schedule (RW SCM 00016 F) must be completed with hourly rates per resource category. Line items: SAP ABAP and Workflow – 725 hrs; SAP HCM, Payroll and SD – 725 hrs; SAP PPM Technical Consultant with ABAP and EPM Integration Expertise – 100 hrs; SAP Integration and HANA Database – 100 hrs. Failure to price all items results in disqualification. Rates must be all-inclusive; no travel/accommodation claims, no retainer fees, no minimum guaranteed hours; maximum 160 billable hours per resource per month.

Pricing must be based on hourly rates per resource category.

• Rates must be all-inclusive.
• No travel or accommodation claims accepted separately.
• No retainer fees.
• No minimum guaranteed hours.
• Maximum billable hours per resource: 160 hours per month.
• All hours must be approved and supported by timesheets and evidence of work performed.

Pricing schedule line items (quantities are estimated, billed as ad hoc hours):

• SAP ABAP and Workflow: 725 hrs
• SAP HCM, Payroll and SD: 725 hrs
• SAP PPM Technical Consultant with ABAP and EPM Integration Expertise: 100 hrs
• SAP Integration and HANA Database: 100 hrs

Failure to price all items results in disqualification.

Payment terms:

• No advance payments.
• Payments within 30 days after submission of the bidder's monthly statement.
• Monthly statement should reflect the last day of the month in which services were rendered.

VAT:

• Bidder responsible for VAT registration with SARS where applicable.
• All prices deemed inclusive of all applicable taxes, duties and statutory obligations.
• If a bid excludes VAT, the bidder may not charge or add VAT after award.

CSD registration:

• Valid Central Supplier Database (CSD) number required.
• Tax compliance status PIN required.
• Disclosure of all CSD-registered active companies linked to directors is mandatory; failure leads to disqualification.

B-bbee:

• A SANAS accredited B-BBEE certificate, or sworn affidavit for EMEs and QSEs, or the dtic B-BBEE certificate is used for scoring.
• Bidders without such a certificate or non-compliant contributors score zero for B-BBEE but are not disqualified.

SAP partnership:

• Letter confirming the bidder is a recognised and authorised SAP implementation support partner for SAP ECC6 EHP7 and S/4HANA.

Other:

• All bids must be submitted on the official forms provided (not re-typed).

Contract period: 12 months, with cancellation by Rand Water on one month's written notice at no cost.

Performance and penalties:

• Penalty deductions apply for each day a failure persists.
• Rand Water may deduct costs/damages from monies due.

Warranty:

• Goods/services free from defects for 12 months after acceptance.
• Replaced/repaired items carry a 12-month warranty from acceptance.

Payment:

• No advance payments.
• Payment within 30 days after submission of monthly statement.

Termination:

• Rand Water may terminate for convenience with written notice; bidder claims equitable adjustment within 30 days.
• Termination for default if bidder fails to deliver, makes insufficient progress, or fails to comply; 10 days to cure.

Force majeure: bidder must notify Rand Water in writing within 48 hours.

Confidentiality: all information and data confidential unless required by law or with Rand Water's written consent.

Insurance: bidder must maintain adequate insurance, including professional indemnity.

Compliance: bidder must comply with all applicable laws and Rand Water procurement policies.

Governing law: South African law; South African courts have jurisdiction.

POPIA: Rand Water processes information in line with POPIA and its Data Protection and Privacy Policy.

Authority to bind: purchase orders, contracts and amendments only valid if signed by delegated authorities of both parties.

Pre-qualification: complete pricing schedule and an authorised SAP implementation support partner letter.

Functionality: scored on four criteria (related experience, human resources, equipment, work programme) out of 100; minimum 70/100 required.

Preference points: 80/20 system – 80 for price, 20 for B-BBEE. B-BBEE points: Level 1=20, 2=18, 3=14, 4=12, 5=8, 6=6, 7=4, 8=2, non-compliant=0.