Sap ERP ecc6 hcm personnel time management (pt) configuration services

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Bidding Company is 10 BEE Certificate - SANAS accredited OR Signed

Sworn Affidavit by a Commissioner of oaths

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≥51% Black owned or (EMEs and QSEs).OR a DTI BBBEE Certificate

more. (EMEs and QSEs).

Bidding Company is 5 BEE Certificate - SANAS accredited OR Signed

≥ 51% Youth owned Sworn Affidavit by a Commissioner of oaths

(EMEs and QSEs).OR a DTI BBBEE Certificate

(EMEs and QSEs).

Bidding Company is 3 BEE Certificate - SANAS accredited OR Signed

≥ 51% women owned. Sworn Affidavit by a Commissioner of oaths

(EMEs and QSEs).OR a DTI BBBEE Certificate

(EMEs and QSEs).

Bidding Company is 2 BEE Certificate - SANAS accredited OR Signed

≥1% owned by disabled Sworn Affidavit by a Commissioner of oaths

person(s) (EMEs and QSEs).OR a DTI BBBEE Certificate

(EMEs and QSEs).

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F. Annexure bc

Bidder to insert their letterhead

Date: _______________

Bidders’ name: ________________________________________________

Herewith we, “the bidder” confirm the following:

Statement Required re- Response from bidder

sponse

The bidder confirms that the required bidding re- Indicate Yes or No

quirements for will be supplied and delivered in

accordance with the specified quantities indi-

cated in the specification.

Signature: _________________________________________

Name of signatory: __________________________________________

Title of signatory: ___________________________________________

Contact Details: ___________________________________________

Email address: ___________________________________________

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G. Annexure br

Client to insert client’s letterhead

Date: _______________

“The client” name: ________________________________________________

Herewith we, “the client” confirm that _________________________________ (Insert the

name of bidding company) has experience in the provision of SAP ERP ECC6 HCM Personnel Time

Management (PT) configuration experience, minimum of one (1) month to five (5) years.

DESCRIPTION OF SERVICES Indicate number of Indicate period from / to

month/years com- i.e.

pleted experience 1/3/2022 to 1/3/2025

within the past two (7)

years of bid closing

date.

SAP ERP ECC6 HCM Personnel Start Date End Date

Time Management (PT) configu-

ration.

Signature: _________________________________________

Name of signatory: _________________________________________

Title of signatory: __________________________________________

Contact Details: __________________________________________

Email address: __________________________________________

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H. Annexure f-pricing schedule

See attached boq/ pricing schedule

1. Bidders shall quote rates that include the cost of all labour, insurance, equipment, materials and consum-

ables required to execute the service.

2. Bidders shall quote rates that include value added tax;
3. Bidders must bid/quote for all items in the pricing schedule. It is compulsory that the pricing schedule be

completed fully and correctly.

4. Bidders will not be requested to correct the prices after the closing of the bid. Incomplete pricing will deem

non responsive bid and will not be considered in the evaluation process.

5. For purpose of Vat Bidders are requested to use 15% VAT

This engagement shall be based on a time-and-materials commercial model.

Service Description Total 1 month (Excl. VAT)

SAP ERP ECC6 HCM Personnel Time Management (PT) Functional R __________

support serves

V.A.T @ 15% r __________

Total Cost Incl VAT R __________

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2.1 The Bidder has attended a briefing session which is hosted by the Post Office, at which the Post Office

shall provide information to Bidders who wish to enter into discussions with the Post Office concerning

a number of issues pertaining to the possible provision of services by the Bidder to the Post Office,

which discussions may or may not result in the Post Office and the Bidder entering into an agreement,

arrangements, discussions or alliances.

2.2 During the briefing session and in negotiating the business relations, the Post Office shall disclose

confidential information relating to its business to the Bidder.

2.3 The Bidder agrees to be bound by the terms and to be subject to the conditions of this Confidentiality

Agreement.

3 confidential information

Confidential Information in respect of this Confidentiality Agreement shall include, but not be limited to, all oral,

written, printed, photographic and recorded information of all types that is:

3.1 Confidential or secret information relating to the commercial and financial activities of the Post Office,

which would include legal, financial, contractual or commercial arrangements between the Post Office

group of companies, customers and/or third parties;

3.2 Confidential information and details concerning current or prospective customers, suppliers, commer-

cial associates and other parties with whom the Post Office enjoys a commercial relationship;

3.3 Proposed, impending or actual commercial transactions, arrangements, ventures, agreements or op-

portunities which are of a confidential or secret nature;

3.4 Trade secrets, operating procedures, quality control procedures, approximate operation personnel re-

quirements, descriptions, trade names, trademarks, know how, techniques, technology, copyright, and all

goodwill relating to the business and any other existing intellectual property rights or any intellectual prop-

erty created as a result of the provision of services;

3.5 Confidential or privileged information concerning disputes, claims, litigation or similar actions in which any

party is or may become involved; and

3.6 Any other information surrounding the nature of the discussions giving rise to this Confidentiality Agree-

ment.

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4 excluded information

There will be no obligation of confidentiality or restriction on the use of information where:

4.1 The information is publicly available, or becomes publicly available otherwise than by action of the Bidder;

or

4.2 The information was already known to the Bidder (as evidenced by its written records) prior to its receipt

under this or any previous confidentiality agreement between the parties or their affiliates; or

4.3 The information was received from another party not in breach of an obligation of confidentiality.

5 non-disclosure

5.1 The Bidder acknowledges that the Confidential Information is a valuable and unique asset proprietary to

the Post Office.

5.2 The Bidder agrees that it shall not disclose the Confidential Information to any third party for any reason

or purpose whatsoever without the prior written consent of the Post Office.

5.3 The Bidder may disclose the Confidential Information only to its directors and other officers, employees

and professional advisors agents and consultants only on a strictly need-to-know basis and on the terms

and conditions provided for in this Confidentiality Agreement.

5.4 The Bidder undertakes not to use the Confidential Information for any purpose other than:

5.4.1 That for which it is disclosed; and

5.4.2 In accordance with the provisions of this Confidentiality Agreement.

5.5 The Bidder undertakes to ensure that their employees will observe and comply with their obligations in

respect thereof, whether or not they remain employees of the Bidder.

5.6 The Bidder agrees that it shall only, where necessary, disclose the Confidential Information to its profes-

sional advisers, agents and consultants, provided that such professional advisers, agents and consultants

sign a similar undertaking and that they are aware of the confidential nature of the information being made

available to them.

5.7 The Bidder shall takes all steps necessary to procure that such professional advisers, agents and consult-

ants agree to abide by the terms of this Confidentiality Agreement to prevent the unauthorized disclosure

of the Confidential Information to third parties.

6 ownership

6.1 All Confidential Information disclosed by the Post Office to the Bidder is acknowledged by the Bidder to

be proprietary to the Post Office who shall retain all right, title and interest in and to that information.

6.2 The possession of the Confidential Information by the Bidder does not to confer any rights of whatever

nature in such Confidential Information to the Bidder.

6.3 No provision in this Confidentiality Agreement shall be interpreted to confer any right of license under any

trademark, patent or copyright, or any applications for such a trademark, patent or copyright which may

be pending now or in the future to the Bidder.

7 standard of care

The Bidder agrees that it shall protect the Confidential Information disclosed pursuant to the provisions of this

Confidentiality Agreement using the same standard of care that it applies to its own proprietary, secret or

RFQ 25-26- of 24

confidential information, but in any event not less than a reasonable standard of care, and that the Confidential

Information shall be stored and handled in such a way as to prevent any unauthorized disclosure thereof.

8 return of confidential information

8.1 The Post Office may at any time request the return of the Confidential Information disclosed to the Bidder.

Upon the return of the Confidential Information, the Bidder shall submit a written statement to the Post

Office confirming that the Bidder has not retained in its possession or under its control, either directly or

indirectly, any Confidential Information.

8.2 Alternatively to the return of the material contemplated in clause 8.1 above, the Bidder shall, at the request

of the Post Office, destroy the Confidential Information and furnish the Post Office with a written statement

to the effect that all Confidential Information in the possession or under the control of the Bidder has been

destroyed.

8.3 The Bidder shall comply with the request in terms of this clause 8 within forty-eight hours of receipt of such

a request.

9 breach

9.1 Any breach of any obligation or undertaking by the Bidder will constitute a material breach of this Confi-

dentiality Agreement.

9.2 The Bidder shall be liable to pay the Post Office all costs incurred in the protection of its interests in terms

of this Confidentiality Agreement on an attorney and own client scale.

9.3 The Bidder acknowledges that the Post Office shall be entitled to apply to court for an interdict or other

appropriate relief against the Bidder, should the Post Office have any reasonable basis to believe that the

Bidder is or may be in breach of this Confidentiality Agreement and thus endangering the proprietary in-

terests of the Post Office.

10 duration

The obligations undertaken by the Bidder in terms of this Confidentiality Agreement shall endure notwithstanding the termination of this Confidentiality Agreement or notwithstanding that either party decides at any time,

whether before or after the commencement of this Confidentiality Agreement, not to pursue the discussions to

enter into a business relationship or that the relationship between the parties pursuant to those discussions is

terminated for any reason whatsoever.

11 general

11.1 This Confidentiality Agreement constitutes the sole record of the agreement between the parties with

regard to the subject matter hereof. No party shall be bound by any express or implied term, represen-

tation, warranty, promise or the like not recorded herein.

11.2 No addition to, variation of, or agreed cancellation of this Confidentiality Agreement shall be of any force

or effect unless in writing and signed by or on behalf of the parties.

11.3 No relaxation or indulgence which the Post Office may grant to the Bidder shall constitute a waiver of

the rights of the Post Office and shall not preclude the Post Office from exercising any rights which may

have arisen in the past or which might arise in future.

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11.4 The Bidder agrees and confirm by their signature to the RFQ Documents that any present and/or previ-

ous discussions or correspondence shall, for purposes of this Confidentiality Agreement, be considered

to be Confidential Information.

11.5 An approval or consent given by a party under this Confidentiality Agreement shall only be valid if in

writing and shall not relieve the other party from responsibility for complying with the requirements of

this Confidentiality Agreement nor shall it be construed as a waiver of any rights under this Confidenti-

ality Agreement except as and to the extent otherwise expressly provided in such approval or consent,

or elsewhere in this Confidentiality Agreement.

Signature ....................................................................

Name of delegated signatory ................................................................

(PRINT) in his capacity of

Designation of signatory ....................................................................

(PRINT) who warrants his authority to sign on behalf of

Name of bidder (company) .....................................................................

Date ...................................................................

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C. Certificate of acquaintance with bid documents

I/We ________________________________________ of __________________________________ do

hereby certify (Name of Company) that I/we acquainted myself/ourselves with the contents of all the documents

listed in the Schedule of Bid Documents, as laid down by The South African Post Office for carrying out of the

proposed works.

SIGNED AT ________________________________ on this __________ day of _____________________ 20

Signature : _____________________________________

Name of delegated signatory : ____________________________________

(PRINT) in his capacity of

Designation of signatory : ____________________________________

(PRINT) who warrants his authority to sign on behalf of the bidding

company

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D. Specification

The South African Post Office SOC Ltd (“SAPO”) intends to appoint a suitably qualified and experienced

SAP HCM service provider to implement leave management configuration changes within the SAP ERP

ECC6 Human Capital Management (HCM) environment.

SAPO has approved amendments to its leave policy to align leave management processes with the Basic

Conditions of Employment Act (BCEA), improve operational efficiency, reduce long-term leave liability, and

standardise leave cycles based on employee anniversary dates.

The revised leave policy introduces:

 Alignment of annual leave and sick leave cycles to employee employment anniversary dates;

 Consolidation of statutory and non-statutory leave into a single annual leave type;

 Monthly leave accrual processing;

 Automatic forfeiture of unused leave balances in accordance with approved policy rules.

SAPO therefore requires specialist SAP ERP ECC6 HCM Personnel Time Management (PT) configuration

support services to implement these changes within the existing SAP HR environment.

2. Objective

The objective of this RFQ is to appoint a qualified SAP HCM Personnel Time Management (PT) service pro-

vider on a time-and-materials basis to analyse, configure, test, deploy, and support SAP ERP ECC6 leave

management changes in accordance with SAPO’s approved leave policy requirements.

SAPO has assessed the scope of work and anticipates that the required services can be completed within a

maximum effort allocation of a one (1) Calendar month engagement period.

The allocated effort shall include all Software Development Lifecycle (SDLC) activities associated with the

implementation, including:

 Analysis and design;

 Configuration and build;

 Testing support;

 Deployment and go-live support;

 Post-implementation support;

 Knowledge transfer and handover.

The post-implementation support period shall form part of the One (1) Calendar month service allocation,

and no separate support allocation shall apply unless otherwise approved in writing by SAPO.

The successful bidder shall provide SAP ERP ECC6 HCM Personnel Time Management (PT) services in-

cluding, but not limited to, the following:

3.1 Analysis and Design

The supplier shall:

 Review approved leave policy requirements;

 Conduct solution analysis workshops where required;

 Assess current SAP ERP ECC6 HCM/PT leave configuration;

 Identify configuration impacts and dependencies;

 Produce functional configuration documentation.

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3.2 SAP ERP ECC6 HCM/PT Configuration

The supplier shall configure SAP ERP ECC6 HCM Personnel Time Management (PT) functionality including:

 Leave quota configuration;

 Leave accrual rules;

 Leave validity periods;

 Leave forfeiture rules;

 Consolidation of leave types;

 Leave cycle synchronization based on employment anniversary dates;

 Deduction rules;

 Relevant Personnel Time Management schemas and rules;

 Relevant Personnel Administration (PA) integration touchpoints.

3.3 Testing

The supplier shall:

 Develop and execute test scenarios and test scripts;

 Support System Integration Testing (SIT);

 Support User Acceptance Testing (UAT);

 Resolve configuration-related defects identified during testing;

 Provide testing evidence and defect resolution feedback.

3.4 Deployment and Go-Live

The supplier shall:

 Prepare and manage SAP transports;

 Support migration across DEV, QA, and PRD environments;

 Support production deployment activities;

 Support SAPO change management and CAB processes;

 Provide rollback support if required.

3.5 Post-Implementation Support

The supplier shall provide:

 Post-production support during the engagement period;

 Incident resolution support related to implemented changes;

 Knowledge transfer to SAPO support personnel;

 Final handover documentation.

Post-implementation support services shall form part of the approved One (1) month effort allocation.

4. Deliverables

The successful bidder shall provide the following deliverables:

Deliverable Description

Functional Configuration Document Documented SAP ERP ECC6 HCM/PT solution configuration

Configuration Updates SAP ERP ECC6 leave management configuration

Test Scripts SIT and UAT test scenarios

Test Evidence Testing execution evidence

Transport Documentation Transport references and migration records

Go-Live Support Production deployment support

Hypercare Support Post go-live support services

Knowledge Transfer Handover session and support documentation

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5. Exclusions

The following items are excluded from this engagement unless separately approved in writing by SAPO:

 Infrastructure support;

 SAP Basis administration;

 Operating system support;

 Database administration;

 SAP licensing;

 Major ABAP custom development;

 Historical data cleansing;

 Retroactive payroll remediation;

 Integration redesign;

 Workflow redesign;

 Non-standard reporting development;

 Scope changes outside approved leave policy requirements.

6. Supplier requirements

The Supplier must have expertise in SAP ERP ECC6 Human Capital Management (HCM) Personnel Time

Management (PT).

6.1 Mandatory Requirements

The supplier must have

 Minimum one (1) month to five (5) years SAP HCM Personnel Time Management (PT) configuration

experience;

 Proven experience in SAP ERP ECC6 leave management configuration and support;

 Strong knowledge of:

o Leave quota configuration;

o Absence management;

o Accrual and forfeiture rules;

o Personnel Time Management schemas and rules;

o Personnel Administration (PA) integration touchpoints;

 Experience supporting SAP HR SDLC activities including:

o Analysis;

o Configuration;

o Testing;

o Transport management;

o Production deployment;

o Hypercare support;

 Experience producing functional and configuration documentation

 SAP HCM/PT functional skill level K4/K5

Team member Qualification

Bidders must submit qualifications (where applicable) of their proposed team compliment that will be assigned to the project and it must be valid and active at the closing of the bid;

 SAP HR ECC6 Certification

6.2 Advantageous Requirements

The following will be advantageous:

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 SAP HCM certification;

 Experience within public sector or large enterprise environments;

 Experience implementing policy-driven leave management solutions;

 Experience in unionised workforce environments.

SAPO reserves the right to request:

 Client references;

 Case studies of similar implementations.

7. Governance and compliance

The successful bidder shall:

 Adhere to SAPO change management processes;

 Comply with SAPO information security policies;

 Treat all SAPO information as confidential;

 Comply with Protection of Personal Information Act (POPIA) requirements;

 Use SAPO-approved access mechanisms and security procedures.

All production deployments shall be subject to SAPO CAB approval processes.

8. Service level requirements

Post-Implementation Support SLA

Priority Description Response Time Target Resolution

High Critical production issue Within 4 business hours Same business day

Medium Moderate business impact Within 8 business hours 1–2 business days

Low Minor or non-critical issue Within 24 business hours As scheduled

Support services shall be rendered on a time-and-materials basis within the approved engagement effort allocation.

9. Implementation timeline

The successful bidder shall commence services upon receipt of an official SAPO Purchase Order and completion of onboarding activities. The engagement period shall be one (1) month from date of commencement.

Indicative milestones are as follows:

Milestone Timeline

Project Kick-off Week 1

Analysis and Design Week 1

Configuration Activities Week 2

SIT/UAT Support Week 3

Production Deployment Week 4

Hypercare and Handover Week 4

10. Effort control and scope management

This engagement is strictly capped at a maximum allocation of 1 calendar month

The approved effort allocation includes:

 Analysis and design activities;

 SAP ERP ECC6 HCM/PT configuration activities;

 Testing support activities;

 Deployment and go-live support;

 Post-implementation support;

 Knowledge transfer and handover activities.

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Post-implementation support services rendered during the engagement period shall be performed during

One (1) month period allocated.

No work exceeding the approved effort allocation may be performed without prior written approval from

SAPO.

Any additional effort requests must:

 Clearly justify the reason for the additional effort;

 Identify the scope items causing the variance;

 Be formally reviewed and approved through SAPO governance processes.

SAPO reserves the right to:

 Limit work to the approved effort allocation;

 Prioritise scope items;

 Defer non-critical enhancements;

 Terminate the engagement upon exhaustion of approved period.

11. Assumptions and dependencies

SAPO shall:

 Provide system access;

 Provide business representatives for workshops and testing;

 Provide change approval governance;

 Provide timely feedback and sign-offs.

The supplier shall:

 Use SAPO-approved environments only;

 Provide services through a hybrid delivery model comprising remote support and on-site engage-

ment sessions where reasonably required and agreed with SAPO;

1. Background

The South African Post Office SOC Ltd (“SAPO”) intends to appoint a suitably qualified and experienced

Bidders must submit qualifications (where applicable) of their proposed team compliment that will be assigned to the project and it must be valid and active at the closing of the bid;

 SAP HR ECC6 Certification

6.2 Advantageous Requirements

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 SAP HCM certification;

 Experience within public sector or large enterprise environments;

 Experience implementing policy-driven leave management solutions;

 Experience in unionised workforce environments.

 Company profile;

 Relevant SAP HCM/PT implementation experience;

 Proposed implementation approach;

 Pricing schedule;

 Relevant client references.

1.2.1. Bidders Experience

 Bidders are required to have a minimum of one (1) moth to five (5) years SAP HCM Personnel

Time Management (PT) configuration experience;

 Bidders are required to use Annexure BR as a template for purposes of completing the client

references that will be used to evaluate the bidders’ completed experience within the past seven

(7) years from bid closing date.

Note: Annexure BR to be completed by bidder’s client’s and insert company letterhead and contact details.

SAPO reserves the right to verify the information provided with the bidder’s client. If any information submitted

is found to be misleading or incorrect, the proposal will be disqualified from the evaluation process.

1.2.2. Specification Confirmation

 The bidder must confirm that the required goods and/or services will be supplied and delivered in

accordance with the scope of work as indicated in the specification document.

 Bidders are required to use Annexure BC as a template for purposes of confirming compliance with

1.2.3 Team member Qualification

Bidders must submit qualifications (where applicable) of their proposed team compliment that will be assigned

to the project and it must be valid and active at the closing of the bid;

 SAP HR ECC6 Certification

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1.2.4. Central Supplier Database

Bidders must be registered on the National Treasury Central Supplier Database (CSD). If the bidders are not

registered the bidder can register online at the following website www.csd.gov.za to upload mandatory information as required.

1.2.5. SBD Forms

 Bidders must complete and submit SBD1 forms.

 Bidders must complete and submit SBD4 forms

1.2.6. Tax compliance requirements

Client to insert client’s letterhead

Date: _______________

“The client” name: ________________________________________________

Herewith we, “the client” confirm that _________________________________ (Insert the

name of bidding company) has experience in the provision of SAP ERP ECC6 HCM Personnel Time

Management (PT) configuration experience, minimum of one (1) month to five (5) years.

month/years com- i.e.

pleted experience 1/3/2022 to 1/3/2025

within the past two (7)

years of bid closing

date.

SAP ERP ECC6 HCM Personnel Start Date End Date

Time Management (PT) configu-

ration.

Signature: _________________________________________

Name of signatory: _________________________________________

Title of signatory: __________________________________________

Contact Details: __________________________________________

Email address: __________________________________________

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ated and/or after the Preferred Bidders and Reserved Bidders have been notified of

their status as such.

10.3.6 To carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the Services bidded for, whether before or after adjudication of the

bid.

10.3.7 Request audited financial statements or other documentation for the purposes of a due dili-

gence exercise;

10.3.8 to cancel the contract and/request that National Treasury place the Respondent on its Data-

base of Restricted Suppliers for a period not exceeding 10 years, on the basis that a contract

was awarded on the strength of incorrect information furnished by the Respondent or on any

other basis recognised in law;

10.3.9 To award the bid to a Bidder who is not the highest scoring Bidder, provided that an objective

criteria was indicated in the evaluation criteria.

10.3.10 To correct any mistakes at any stage of the bid that may have been in the bid documents or

occurred at any stage of the bid process.

10.3.11 To award the business to the next highest scoring bidder(price and specific goal), provided

that he/she is still prepared to provide the required Goods/Services at the quoted price,

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should the preferred bidder fail to sign or commence with the contract within a reasonable

period after being requested to do so. Under such circumstances, the validity of the bids of

the next ranked bidder(s) will be deemed to remain valid, irrespective of whether the next

ranked bidder(s) were issued with a Letter of Regret. Bidders may therefore be requested to

advise whether they would still be prepared to provide the required Goods/Services at their

quoted price, even after they have been issued with a Letter of Regret.

10.4 No attempts may be made, whether directly or indirectly, to canvass any member of SAPO staff before

the award of the contract. Any enquiries must be referred, in writing, to the specified person(s).

maximum effort allocation of a one (1) Calendar month engagement period.

The allocated effort shall include all Software Development Lifecycle (SDLC) activities associated with the

implementation, including:

 Analysis and design;

 Configuration and build;

 Testing support;

 Deployment and go-live support;

 Post-implementation support;

 Knowledge transfer and handover.

The post-implementation support period shall form part of the One (1) Calendar month service allocation,

and no separate support allocation shall apply unless otherwise approved in writing by SAPO.

3. Scope of work

The successful bidder shall provide SAP ERP ECC6 HCM Personnel Time Management (PT) services in-

cluding, but not limited to, the following:

3.1 Analysis and Design

 Review approved leave policy requirements;

 Conduct solution analysis workshops where required;

 Assess current SAP ERP ECC6 HCM/PT leave configuration;

 Identify configuration impacts and dependencies;

 Produce functional configuration documentation.

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3.2 SAP ERP ECC6 HCM/PT Configuration

The supplier shall configure SAP ERP ECC6 HCM Personnel Time Management (PT) functionality including:

 Leave quota configuration;

 Leave accrual rules;

 Leave validity periods;

 Leave forfeiture rules;

 Consolidation of leave types;

 Leave cycle synchronization based on employment anniversary dates;

 Deduction rules;

 Relevant Personnel Time Management schemas and rules;

 Relevant Personnel Administration (PA) integration touchpoints.

3.3 Testing

 Develop and execute test scenarios and test scripts;

 Support System Integration Testing (SIT);

 Support User Acceptance Testing (UAT);

 Resolve configuration-related defects identified during testing;

 Provide testing evidence and defect resolution feedback.

3.4 Deployment and Go-Live

 Prepare and manage SAP transports;

 Support migration across DEV, QA, and PRD environments;

 Support production deployment activities;

 Support SAPO change management and CAB processes;

 Provide rollback support if required.

3.5 Post-Implementation Support

 Minimum one (1) month to five (5) years SAP HCM Personnel Time Management (PT) configuration

experience;

 Proven experience in SAP ERP ECC6 leave management configuration and support;

 Strong knowledge of:

o Leave quota configuration;

o Absence management;

o Accrual and forfeiture rules;

o Personnel Time Management schemas and rules;

o Personnel Administration (PA) integration touchpoints;

 Experience supporting SAP HR SDLC activities including:

o Analysis;

o Configuration;

o Testing;

o Transport management;

o Production deployment;

o Hypercare support;

 Experience producing functional and configuration documentation

 SAP HCM/PT functional skill level K4/K5

 Analysis and design activities;

 SAP ERP ECC6 HCM/PT configuration activities;

 Testing support activities;

 Deployment and go-live support;

 Post-implementation support;

 Knowledge transfer and handover activities.

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 Provide system access;

 Provide business representatives for workshops and testing;

 Provide change approval governance;

 Provide timely feedback and sign-offs.

This engagement shall be based on a time-and-materials commercial model. Bidders are required to provide

a single all-inclusive hourly rate excluding VAT.

 Remote support costs;

 Knowledge transfer activities;

 Post-implementation support costs.

Travel and subsistence costs, where applicable, must be separately identified.

13. RFQ response requirements

Bidders shall submit:

 Company profile;

 Relevant SAP HCM/PT implementation experience;

 Proposed implementation approach;

 Pricing schedule;

 Relevant client references.

14. SAPO reserves the right to

SAPO reserves the right to:

 Cancel or reissue the RFQ at any stage.

 Request clarification from bidders;

 Negotiate with preferred bidder(s);

 The bidder will be required to deliver/conduct a presentation to the SAPO team prior to the award, to

ensure full understanding of the specifications.

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 Due diligence will be conducted to verify information submitted by the bidder’s client. If any infor-

mation provided is found to be incorrect, it will be regarded as a misrepresentation, and the proposal

will not be considered for further evaluation."

16. Acceptance criteria

The engagement shall be deemed successfully completed upon:

 Successful implementation of approved configuration changes;

 Completion of SIT and UAT activities;

 Successful production deployment;

 Resolution of critical post-go-live defects;

 Submission of all agreed deliverables;

 SAPO business and technical sign-off.

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E. Evaluation criteria

The bid will be evaluated as follows:

 Phase 1: Gatekeeping Criteria.

 Phase 2: Bid Conditions

 Phase 3: Commercial - Price (80) and Specific Goals (20).

1.1. Phase 1: Gatekeeping Criteria

The bidder is required to comply with the gatekeeping criteria to be eligible for further evaluation. Failure to

comply with the gate-keeping criteria will result in the disqualification of the bid.

1.1.1. Pricing Schedule

The bidder to submit a completed Pricing Schedule – Annexure F.

1.2. Phase 2: Bid Conditions

The bidders must provide the following documentation with their bid proposals.

Should the bidder fail to submit at the time of closing of the bid, bidder/s will be requested to submit the out-

standing bid condition/s document(s) within two (2) working days excluding statutory requirements that being

tax compliant. Seven (7) working days for tax compliance shall apply from the date the request was sent by

SAPO. Failure to comply will result in the disqualification of their bid.

1.2.1. Bidders Experience

 Bidders are required to have a minimum of one (1) moth to five (5) years SAP HCM Personnel

Time Management (PT) configuration experience;

 Bidders are required to use Annexure BR as a template for purposes of completing the client

references that will be used to evaluate the bidders’ completed experience within the past seven

(7) years from bid closing date.

Note: Annexure BR to be completed by bidder’s client’s and insert company letterhead and contact details.

SAPO reserves the right to verify the information provided with the bidder’s client. If any information submitted

is found to be misleading or incorrect, the proposal will be disqualified from the evaluation process.

1.2.2. Specification Confirmation

 The bidder must confirm that the required goods and/or services will be supplied and delivered in

accordance with the scope of work as indicated in the specification document.

 Bidders are required to use Annexure BC as a template for purposes of confirming compliance with

SAPO bid specification.

1.2.3 Team member Qualification

Bidders must submit qualifications (where applicable) of their proposed team compliment that will be assigned

to the project and it must be valid and active at the closing of the bid;

 SAP HR ECC6 Certification

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1.2.4. Central Supplier Database

Bidders must be registered on the National Treasury Central Supplier Database (CSD). If the bidders are not

registered the bidder can register online at the following website www.csd.gov.za to upload mandatory information as required.

1.2.5. SBD Forms

 Bidders must complete and submit SBD1 forms.

 Bidders must complete and submit SBD4 forms

1.2.6. Tax compliance requirements

SAPO will not do business with a supplier who is not tax complaint.

A CSD MAAA number provided by the bidder on the SBD1 form will enable SAPO to verify a bidder’s tax

compliance status.

1.2.7. Restricted Suppliers

SAPO shall disqualify bidders that are on the National Treasury list of restricted suppliers.

1.2.8. Specific Goals

The specific goal that this project seeks is to appoint service provider/s that are as follows;

 At least ≥51% Black owned or more.

 At least ≥51% Youth owned.

 At least ≥ 51% Women owned.

 At least ≥ 1% owned by disabled individual

Note: Tenderers who do not submit specific goal requirements with their bid proposal submitted on the specified bid closing date will not be disqualified from the bid evaluation process. Tenderers will not score points out

of 20 for the specific goals, but zero (0) points will be scored.

1. Commercial Evaluation

The bid will be evaluated on the 80/20 Preferential Point System.

Price (80) and Specific Goals (20)

Criteria Weight Sub-criteria

Total price 80/100 Benchmark against lowest quote

Contribution to Specific Goals 20/100 Points will be award to bidders goal table below:

Specific Goal Points Required Documents to be submitted for

 Use SAPO-approved environments only;

 Provide services through a hybrid delivery model comprising remote support and on-site engage-

ment sessions where reasonably required and agreed with SAPO;

12. Pricing schedule

comply with the gate-keeping criteria will result in the disqualification of the bid.

1.1.1. Pricing Schedule

The bidder to submit a completed Pricing Schedule – Annexure F.

1.2. Phase 2: Bid Conditions

ables required to execute the service.

2. Bidders shall quote rates that include value added tax;

Tax compliance status system pin code from the south african revenue service (SARS) and if not

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing

tax compliance shall apply from the date the request was sent by

tax compliance status

Tcs pin is available but the bidder is registered on the central sup

Csd number

Csd number must be provided

Central Supplier Database

Central Supplier Database (CSD)

power of attorney to bind the other party/parties in respect of

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing

Party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central sup

Plier database (csd), a csd number must be provided.

Points Allocation: 00 points

B-BBEE Details: fore be requested to

advise whether they would still be prepared to provide the required Goods/Services at their

quoted price, even after they have been issued with a Letter of Regret.

10.4 No attempts may be made, whether directly or indirectly, to canvass any member of SAPO staff before

the award of the contract. Any enquiries must be referred, in writing, to the specified person(s).

11. Joint ventures, consortiums, partnerships and trusts

11.1 A trust, consortium or joint venture, will qualify for points for their specific goal as a legal entity,

provided that the entity submits their B-BBEE status level certificate.

11.2 A trust, consortium or joint venture will qualify for points for their specific goal as an unincorporated

or incorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if

they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every

separate bid. If a consolidated BBBEE Certificate is not submitted together with the proposal at

closing date of the bid, the bidder will not be disqualified but receive zero (0) points for Specific

Goals/Preference points

11.3 Bidders must submit concrete proof of the existence of joint ventures and/or consortium arrange-

ments. SAPO will accept signed agreements as acceptable proof of the existence of a joint venture

and/or consortium arrangement.

11.4 The joint venture and/or consortium agreements must clearly set out the roles and responsibilities

of the Lead Partner and the joint venture and/or consortium party. The agreement must also clearly

identify the Lead Partner, with the power of attorney to bind the other party/parties in respect of

matters pertaining to the joint venture and/or consortium arrangement.

12. SAMPLES (If applica

5.1 Bidders responding to this RFQ are deemed to do so, on the basis that they acknowledge and accept all

the Terms and Conditions of this RFQ.

5.2 Proposals must be submitted through the email. It is the bidder’s sole responsibility to ensure that the bid

has been submitted and received by no later than the 2026/07/14 11h00 Proposals received after the

stipulated bid closing date and time will not be considered for bid evaluation purposes.

5.3 Any amendments to the proposal documents, whether erasures or by means of correction fluid (e.g.

Tippex), must be initialled by the bidder.

5.4 All documents and correspondence must be in English, failure to comply, the bid proposal will not be

evaluated.

5.5 Pricing schedule must be completed in South African Rands (ZAR). Failure to provide the bid in South

proof of Consortium / JV / Partnership.. If a consolidated BBBEE Certificate is not submitted to-

gether with the proposal at closing date of the bid, the bidder will not be disqualified but receive

zero (0) points for Specific Goals/Preference points. Bidder must submit a valid BBBEE Certificate,

5.7 Hand delivered proposals must be delivered sealed. The following information shall appear on the outside

of the sealed proposal:

5.7.1 Name of bidder;

5.7.2 Description of proposal;

5.7.3 RFQ number;

5.7.4 Closing date and time;

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5.7.5 Name of person for whose attention the proposal is intended; and

5.7.6 The name and address of the Bidder must be written on the reverse side of the proposal /

envelope.

This engagement is strictly capped at a maximum allocation of 1 calendar month

Sbd1 - invitation to bid ............................................................................................................................ 1

Sbd4 - bidder’s disclosure .................................................................................................................... 4

A. Scope of supply and specific instructions ......................................................................... 7

B. Confidentiality and non-disclosure agreement ............................................................. 11

C. Certificate of acquaintance with bid documents ........................................................... 15

D. Specification ................................................................................................................................... 16

E. Evaluation criteria ...................................................................................................................... 22

F. PRICING SCHEDULE ............................................................................. Error! Bookmark not defined.

G. Returnable document(s) ............................................................................................................ 28

Sbd1 - invitation to bid

shall, when used in this Confidentiality Agreement, bear the meanings ascribed to them:

1.1 “Bidder” shall mean any person who attends the briefing session and/or any entity which is represented

at the briefing session whose details and signature are set out in the attendance register;

1.2 “Confidentiality Agreement” shall mean this confidentiality Agreement; and

1.3 “Post Office” shall mean the South African Post Office, a public company with limited liability duly

incorporated in accordance with company laws of the Republic of South Africa with registration number

1991/005477/06.

2 introduction

2.1 The Bidder has attended a briefing session which is hosted by the Post Office, at which the Post Office

shall provide information to Bidders who wish to enter into discussions with the Post Office concerning

a number of issues pertaining to the possible provision of services by the Bidder to the Post Office,

which discussions may or may not result in the Post Office and the Bidder entering into an agreement,

arrangements, discussions or alliances.

2.2 During the briefing session and in negotiating the business relations, the Post Office shall disclose

confidential information relating to its business to the Bidder.

2.3 The Bidder agrees to be bound by the terms and to be subject to the conditions of this Confidentiality

written, printed, photographic and recorded information of all types that is:

3.1 Confidential or secret information relating to the commercial and financial activities of the Post Office,

which would include legal, financial, contractual or commercial arrangements between the Post Office

group of companies, customers and/or third parties;

3.2 Confidential information and details concerning current or prospective customers, suppliers, commer-

cial associates and other parties with whom the Post Office enjoys a commercial relationship;

3.3 Proposed, impending or actual commercial transactions, arrangements, ventures, agreements or op-

portunities which are of a confidential or secret nature;

3.4 Trade secrets, operating procedures, quality control procedures, approximate operation personnel re-

quirements, descriptions, trade names, trademarks, know how, techniques, technology, copyright, and all

goodwill relating to the business and any other existing intellectual property rights or any intellectual prop-

erty created as a result of the provision of services;

3.5 Confidential or privileged information concerning disputes, claims, litigation or similar actions in which any

party is or may become involved; and

3.6 Any other information surrounding the nature of the discussions giving rise to this Confidentiality Agree-

ment.

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4.1 The information is publicly available, or becomes publicly available otherwise than by action of the Bidder;

or

4.2 The information was already known to the Bidder (as evidenced by its written records) prior to its receipt

under this or any previous confidentiality agreement between the parties or their affiliates; or

4.3 The information was received from another party not in breach of an obligation of confidentiality.

5.1 The Bidder acknowledges that the Confidential Information is a valuable and unique asset proprietary to

the Post Office.

5.2 The Bidder agrees that it shall not disclose the Confidential Information to any third party for any reason

or purpose whatsoever without the prior written consent of the Post Office.

5.3 The Bidder may disclose the Confidential Information only to its directors and other officers, employees

and professional advisors agents and consultants only on a strictly need-to-know basis and on the terms

and conditions provided for in this Confidentiality Agreement.

5.4 The Bidder undertakes not to use the Confidential Information for any purpose other than:

5.4.1 That for which it is disclosed; and

5.4.2 In accordance with the provisions of this Confidentiality Agreement.

5.5 The Bidder undertakes to ensure that their employees will observe and comply with their obligations in

respect thereof, whether or not they remain employees of the Bidder.

5.6 The Bidder agrees that it shall only, where necessary, disclose the Confidential Information to its profes-

sional advisers, agents and consultants, provided that such professional advisers, agents and consultants

sign a similar undertaking and that they are aware of the confidential nature of the information being made

available to them.

5.7 The Bidder shall takes all steps necessary to procure that such professional advisers, agents and consult-

ants agree to abide by the terms of this Confidentiality Agreement to prevent the unauthorized disclosure

of the Confidential Information to third parties.

6.1 All Confidential Information disclosed by the Post Office to the Bidder is acknowledged by the Bidder to

be proprietary to the Post Office who shall retain all right, title and interest in and to that information.

6.2 The possession of the Confidential Information by the Bidder does not to confer any rights of whatever

nature in such Confidential Information to the Bidder.

6.3 No provision in this Confidentiality Agreement shall be interpreted to confer any right of license under any

trademark, patent or copyright, or any applications for such a trademark, patent or copyright which may

be pending now or in the future to the Bidder.

9.1 Any breach of any obligation or undertaking by the Bidder will constitute a material breach of this Confi-

dentiality Agreement.

9.2 The Bidder shall be liable to pay the Post Office all costs incurred in the protection of its interests in terms

of this Confidentiality Agreement on an attorney and own client scale.

9.3 The Bidder acknowledges that the Post Office shall be entitled to apply to court for an interdict or other

appropriate relief against the Bidder, should the Post Office have any reasonable basis to believe that the

whether before or after the commencement of this Confidentiality Agreement, not to pursue the discussions to

enter into a business relationship or that the relationship between the parties pursuant to those discussions is

terminated for any reason whatsoever.

11.1 This Confidentiality Agreement constitutes the sole record of the agreement between the parties with

regard to the subject matter hereof. No party shall be bound by any express or implied term, represen-

tation, warranty, promise or the like not recorded herein.

11.2 No addition to, variation of, or agreed cancellation of this Confidentiality Agreement shall be of any force

or effect unless in writing and signed by or on behalf of the parties.

11.3 No relaxation or indulgence which the Post Office may grant to the Bidder shall constitute a waiver of

the rights of the Post Office and shall not preclude the Post Office from exercising any rights which may

have arisen in the past or which might arise in future.

RFQ 25-26- of 24

11.4 The Bidder agrees and confirm by their signature to the RFQ Documents that any present and/or previ-

ous discussions or correspondence shall, for purposes of this Confidentiality Agreement, be considered

to be Confidential Information.

11.5 An approval or consent given by a party under this Confidentiality Agreement shall only be valid if in

writing and shall not relieve the other party from responsibility for complying with the requirements of

this Confidentiality Agreement nor shall it be construed as a waiver of any rights under this Confidenti-

ality Agreement except as and to the extent otherwise expressly provided in such approval or consent,

or elsewhere in this Confidentiality Agreement.

Conditions of Employment Act (BCEA), improve operational efficiency, reduce long-term leave liability, and

standardise leave cycles based on employee anniversary dates.

Submit a completed Annexure BR form, including: - Client name and letterhead. - Bidding company name with confirmed SAP ERP ECC6 HCM Personnel Time Management (PT) configuration experience (minimum 1 month to 5 years). - Signatory details (name, title, contact details, email). - Description of services: specify start and end dates for SAP ERP ECC6 HCM PT configuration experience within the past 7 years from bid closing date.

Scope: SAP ERP ECC6 HCM Personnel Time Management (PT) configuration. Required experience: minimum 1 month to 5 years in SAP ERP ECC6 HCM PT configuration, completed within the past 7 years from bid closing date.