Frequently Asked Questions — SAP Technical & Functional Support & Maintenance – RFQ – Gauteng Government

Question 1

What are the submission requirements for this tender (Ref: RFQ 10419003)?

Accepted Answer

Returnable Documents: 4.1. Returnable Document/s Used for Scoring Failure to provide all Returnable Documents used for purposes of scoring a RFQ, by the closing date and time of this RFQ will not result in a disqualification. However, Bidders will receive an automatic score of zero for the applicable evaluation criterion. RW SCM 00016 F Rev. No.11 of 24 4.1.1. B-BBEE Status Level Verification Certificate (SANAS Approved) / Sworn Affidavit (For EMEs& QSEs)/ the dtic B-BBEE Certificate 4.1.2. Functionality evaluation supporting documents. 4.2. Compulsory Returnable Documents 4.2.1. Completed and signed SBD 4 Form (Declaration of Interest) 4.2.2. Company Resolution Letter (Proof of authority) RW SCM 00016 F Rev. No.11 of 24 SBD 4, BIDDER’S DISCLOSURE, PURPOSE OF THE FORM 1.1 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, 1996 (Constitution), and further expressed in the various applicable legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. 1.2 If a person is listed in the Register for Tender Defaulters and/or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process., DECLARATION ON EMPLOYMENT BY ORGAN OF STATE 2.1 Is the bidder, or any of the directors / trustees / shareholders / members / partners of the bidder employed by an organ of state, as defined in section 239 of the Constitution? YES/NO 2.2 If YES, furnish particulars of the names, individual identity numbers, in the table below: Full Name Identity Number Name of organ of state RW SCM 00016 F Rev. No.11 of 24 2.3 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.3.1 If so, furnish particulars: ................................................................................................................................. ................................................................................................................................. ..................... 2.4 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 2.4.1 If so, indicate all companies registered in the CSD in the table below: Supplier registration number Status (active/inactive/deleted) (MAAA) Failure to disclose all CSD-registered active companies linked to all Directors will lead to disqualification. 3 GENERAL DECLARATION I, ............................................................................................., the undersigned, in submitting the accompanying bid, do hereby make the following statements that I certify to be true and complete in every respect: RW SCM 00016 F Rev. No.11 of 24 3.1 I have read and I understand the contents of this disclosure. 3.2 I understand that the accompanying bid will be disqualified if this disclosure is found to be false. 3.3 The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. 3.4 In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications, prices, including methods, factors or formulas used to calculate prices, market allocation, the intention or decision to submit or not to submit the bid, bidding with the intention not to win the bid and conditions or delivery particulars of the products or services to which this bid invitation relates. 3.5 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract. 3.6 There have been no consultations, communications, agreements or arrangements made by the bidder with any official of the procuring institution in relation to this procurement process prior to and during the bidding process except to provide clarification on the bid submitted where so required by the institution; and the bidder was not involved in the drafting of the specifications or terms of reference for this bid. 3.7 I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act, 1998 (Act No. ) and or may be referred to law enforcement agencies for criminal investigation and or may be restricted from conducting busi…

Question 2

How will bids be evaluated?

Accepted Answer

The RFQ will be evaluated based on the criterion below: 3.1. Test for Responsiveness/ Pre- qualification 3.1.1. Pricing Schedule for 3.3.1 must be fully completed 3.1.2. The service provider must submit a letter to confirm that they are a recognized and Authorised SAP implementation support partner for SAP ECC6 EHP7 and S/4HANA RW SCM 00016 F Rev. No.11 of 24 3.2. Functionality evaluation (BID SPECIFIC) Bid submissions will be evaluated on the criteria outlined in items (1-4) below. Each Item (1 to 4) has an assigned “Weight” and “Rating” scale. During the evaluation process, Bidders shall be assigned a “Rating” for each item in 1 to 4. The maximum “Score” that a Bidder can achieve will be equal to the “Weight” for a particular item. The Total Scores of each functionality criterion will be multiplied by its weight and then the total score summed up to a total score out of 100. A detailed description of the “Rating” scales and associated adjudication documentation are as follows: ADJUDICATION / FUNCTIONALITY CRITERIA WEIGHT Previous Related Experience (as per the scope of work) Signed reference letter on referee’s company letter head with a description of a project, contactable contact details, project start date, project end date, and contract value or Completion Certificate. The rating of this item is based on a four-point scale: • None = 0 % - No submission or not relevant to scope of work • Weak = 33.3% - 1 Company reference letter • Moderate = 66.7% - 2 Company reference letter Good = 100% - 3 or more Company reference letter Human Resource Capacity Adjudicated based on Human Resource Capacity Schedule required for the execution of the scope of work. The purpose is to establish an overall picture of the company's project team capacity as per scope of work and ability to undertake the work. Required Human Resource capacity (end user to list) a) SAP ABAP Development 60 b) SAP Human Capital Management (HCM) c) SAP Payroll d) SAP Sales and Distribution (SD) e) SAP Workflow Development f) SAP Integration Services RW SCM 00016 F Rev. No.11 of 24 ADJUDICATION / FUNCTIONALITY CRITERIA WEIGHT The rating of this item is based on a four-point scale. • None = 0 % - No submission or not relevant to scope of work • Weak = 33.3% - 2 CVs of SAP Consultants as per above mentioned modules, with 3 years' experience • Moderate = 66.7% - 2 CVs of SAP Consultants as per above mentioned modules, with 5 years' experience • Good = 100% - More than 2 CVs of SAP Consultants as per above mentioned modules, with 6 and more years' experience Equipment Resource Capacity Adjudicated based on Equipment Resource Capacity (Plant, Equipment, vehicles, computers, software’s etc.) The purpose is to establish an overall picture of the company's equipment resource capacity related to scope of work and ability to undertake the work. The rating of this item is based on a four-point scale: Required Equipment Resource capacity a) b) 0 c) d) e) The rating of this item is based on a four-point scale. • None = 0 % - No submission or not relevant to scope of work • Weak = 33.3% - Minimal capacity in relation to the scope • Moderate = 66.7% - Capacity meets the scope requirements with some gaps • Good = 100% - Capacity meets the scope requirements Work Breakdown / Schedule / Project Programme Aligned with Contractual requirements, credible and acceptable Proposed Duration Date: (end user to provide) Project Duration: End user to provide estimated The rating of this item is based on a four-point scale: 0 • None = 0 % - No submission or not relevant to the scope of work • Weak = 33.3% - The work breakdown/ schedule / project program is submitted with no project duration. • Moderate = 66.7% - The work breakdown/ schedule / project program is submitted with duration not within estimated project timelines. • Good = 100% - The work breakdown/ schedule / project program is submitted and has a clear indication of the duration and within estimated project timelines. . RW SCM 00016 F Rev. No.11 of 24 ADJUDICATION / FUNCTIONALITY CRITERIA WEIGHT TOTAL 100 Responses are required to meet a minimum of 70 percent to be further evaluated. 3.3. PREFERENTIAL POINT SYSTEM The (80/20) Preferential Point System will be used to evaluate price and specific goal on received written price quotations. Where 80 will be allocated for Price and 20 for the Specific goals. 3.3.1. PRICING SCHEDULE The Supplier must complete the following pricing schedule: Estimated UNIT delivery QUANTITY MILESTONES / LINE ITEMS PRICE period (where COSTING (where (where applicable) applicable) applicable) 1. SAP ABAP and Workflow Ad hoc 725 hrs 2. SAP HCM, Payroll and SD Ad hoc 725 hrs SAP PPM Technical Consultant with ABAP 3. Ad Hoc 100 hrs and EPM Integration Expertise 4. SAP Integration and HANA Database Ad Hoc 100 hrs SUB TOTAL EXCLUSIVE OF VAT VAT OR OTHER APPLICABLE TAXES (WHERE APPLICABLE) TOTAL INCLUSIVE OF ALL TAXES Failure to price all items will result in disqualification. It is the bidder…

Question 3

What are the technical specifications?

Accepted Answer

Specifications/Scope of Work 1.1 DESCRIPTION Rand Water seeks to appoint a suitably qualified SAP Support and Maintenance Partner(s) to provide technical and functional SAP support and maintenance services for a period of twelve (12) months, with the option of cancelling the contract with one (1) month's written notice at no cost to Rand Water. Services will be rendered on a Time and Material basis and provided as and when required. The appointed Service Provider shall provide support, maintenance, enhancement, configuration, development, integration, testing, training, documentation, and advisory services across the Rand Water SAP landscape. 1.2. SAP FUNCTIONAL AND TECHNICAL SCOPE The scope of services includes, but is not limited to, support and maintenance for the following SAP modules and technologies: 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 SAP Integration Landscape Support, maintenance and enhancement of integrations between SAP and: • Enterprise Project Management (EPM) • Third-Party Applications • Other Rand Water business systems Additional SAP Requirements • Configure SAP ECC6 EHP7 to accommodate additional Company Codes with compliant business processes. RW SCM 00016 F Rev. No.11 of 24 • Support for organisational structure changes and business expansion initiatives. 1.3 SERVICE AVAILABILITY AND WORKING HOURS Support and maintenance services shall be provided during normal business hours: • Monday to Friday • 08h00 to 16h30 After-hours, weekend, and public holiday services shall only be provided upon prior written approval by the relevant Rand Water Contract Manager or Project Manager. Emergency support services may be requested outside normal working hours. 1.4 SAP LANDSCAPE AND ACCESS Access to Rand Water's SAP landscape will be granted through approved VPN access. The SAP landscape consists of: • Development (DEV) • Quality Assurance (QA) • Production (PRD) • Disaster Recovery (DR) The Service Provider shall comply with all Rand Water security, access management, and governance requirements. 1.5 CHANGE, RELEASE AND TRANSPORT MANAGEMENT Change Control All support calls, incidents, enhancements and change requests shall be logged and managed through the Rand Water Helpdesk. Approval from the Change Control Committee (CCC) shall be mandatory for: • Major enhancements • New functionality • New implementations • High-risk changes Production Transport Requirements All transport to Production shall require: RW SCM 00016 F Rev. No.11 of 24 • Configuration Documentation • Functional Specification • Technical Specification • Successful Unit Testing • Successful User Acceptance Testing (UAT) • End User (Tester) Approval • Business Process Owner Approval • Contract/Project Manager Approval • Approved Transport Request The Service Provider shall manage all transport activities in accordance with Rand Water governance processes. 1.6. SUPPORT SERVICES AND RESPONSIBILITIES 1.6.1 Functional Support The Service Provider shall provide: • Incident and problem resolution • Functional configuration changes • Business process optimisation • Legislative and 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 1.6.2 Technical Support The Service Provider shall provide: • SAP Basis administration • SAP HANA database administration • SAP security and authorisation support RW SCM 00016 F Rev. No.11 of 24 • SAP monitoring and performance tuning • SAP archiving administration • SAP backup and restore activities • SAP system health checks • System patching and upgrades 1.6.3 Development and Enhancement Services The Service Provider shall provide: • ABAP developments • Reports, Interfaces, Conversions, Enhancements, Forms and Workflows (RICEFW) • Smart Forms, SAP Script and Adobe Forms development • User exits and BAdI implementations • Workflow development and maintenance • Interface development and support • Custom SAP reporting solutions 1.6.4 SAP PPM Support The Service Provider shall provide support for: • Integration between SAP PPM and EPM 1.6.5 Incident Management The Service Provider shall: • Analyse and resolve incidents • Investigate system issues • Provide workaround solutions • Escalate unresolved defects • Maintain incident resolution records • Provide Root Cause Analysis reports for recurring incidents 1.7. BUSINESS CONTINUITY AND DISASTER RECOVERY The Service Provider shall provide: • Disaster Recovery Planning Support • Disaster Recovery testing support RW SCM 00016 F Rev. No.11 of 24 • Recovery execution support • DR User Testing support • DR reporting and sign-off documentation The Service Provider shall participate in…

Question 4

What compliance and legal requirements must bidders meet?

Accepted Answer

Rates must be all-inclusive. No travel or accommodation claims will be 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. Remote support services and as and when physical 1.15. SERVICE LEVEL AGREEMENT (SLA) The service provider will be required to enter into an SLA with Rand Water to ensure that services will be provided within stipulated timelines. Severity Level Response Time Resolution Target Description Severity 1 (Critical) 30 Minutes 4 Hours System unavailable or severely degraded Severity 2 (High) 1 Hour 8 Hours Critical business functions affected Severity 3 (Medium) 4 Hours 3 Business Days Partial system impact requiring investigation Severity 4 (Low) 1 Business Day Mutual Agreement Minor issues, requests and enhancements Severity Definitions Severity 1 Complete system outage Production unavailable Major business interruption Severity 2 Critical functionality unavailable RW SCM 00016 F Rev. No.11 of 24 Significant business impact High operational risk Severity 3 Medium business impact Workaround available Requires technical investigation Severity 4 Minor defects Information requests Service requests Enhancements and change requests This combined Scope of Work provides comprehensive SAP Support and Maintenance covering functional support, technical support, Basis, Security, ABAP, PPM, HCM, FI/CO, integrations, governance, reporting, DR, knowledge transfer, and operational requirements for Rand Water. RW SCM 00016 F Rev. No.11 of 24 AWARDING STRATEGY The maximum number of suppliers to be awarded this RFQ isOne. B-BBEE Minimum Level: 1 B-BBEE Details: NUMBER TELEPHONE SCM is not always available SCM is not always available on landline NUMBER on landline number. Please number. Please submit correspondence submit correspondence via via email email E-MAIL ADDRESS (Submissions E-MAIL ADDRESS kramafal@randwater.co.za radebe@randwater.co.za must be made to this address) SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS PHYSICAL ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER E-MAIL ADDRESS 1 E-MAIL ADDRESS 2 VAT REGISTRATION NUMBER SUPPLIER COMPLIANCE TAX COMPLIANCE CENTRAL SUPPLIER MAAA STATUS SYSTEM PIN: DATABASE No: B-BBEE STATUS LEVEL [TICK APPLICABLE BOX] B-BBEE STATUS LEVEL [TICK APPLICABLE BOX] VERIFICATION CERTIFICATE SWORN AFFIDAVIT ☐Yes ☐No ☐Yes ☐No (EMEs and QSEs) BID SUBMISSION: ▪ Bids must be submitted by the stipulated time to the email address stipulated above. Late bids will not be accepted for consideration. ▪ All bids must be submitted on the official forms provided (not to be re-typed) or in the manner prescribed in the bid document. ▪ Responses that fail to meet pre-qualifying criteria stipulated (where applicable) will not be further evaluated. ▪ Rand Water will provide any clarifications / addenda / extension of closing date by no later than one (1) calendar day before the closing date. RW SCM 00016 F Rev. No.11 of 24 RW SCM 00016 F Rev. No.11 of 24 Bidder’s signatures confirmation checklist All bidders are required to ensure that this RFQ document is duly completed and signed. Below are declarations which must be duly completed and signed: Item Description Signed (Yes or No) 5 SBD4 4.2.2 Company’s Resolution Letter 7 Authorization RW SCM 00016 F Rev. No.11 of 24 1. SCOPE OF WORK Specifications/Scope of Work 1.1 DESCRIPTION Rand Water seeks to app

Question 5

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingDate":"29 October 2026","closingTime":"23h59","briefingSession":"{\"date\":\"23 October 2026\",\"time\":null,\"venue\":\"E AND TIME VENUE\",\"is_compulsory\":true}"}

Question 6

Who should be contacted for queries about this tender?

Accepted Answer

{"name":"DR User","email":"kramafal@randwater.co.za","phone":null,"department":"Testing","address":"ndline"}

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