Rebuild of sap portal (ess/mss) for performance management – on-premises

Closing date and time: 29 July 2026 at 16:00. Issue date: 22 July 2026.

SCM Contact Person: A Legwale. Email: [email protected], [email protected]. Postal Address: P O Box 375, Pretoria, 0001. Physical Address: First Floor, Block A, Lakefield Office Park, 272 West Avenue (Corner of Lenchen Avenue and West Avenue), De Hoewes, Centurion. Web Address: www.landbank.co.za.

Submit bids via email to [email protected] by the closing date and time (29 July 2026 @ 16:00). Late bids will not be accepted. Bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document. The successful bidder will be required to fill in and sign a written contract form (SBD7). Bids must include all mandatory returnable documents: SBD 4 (fully completed and signed disclosure form), SBD 6.1 (fully completed Preference Points Claim Form), proof of tax compliance (TCS PIN or CSD registration), and a copy of a valid B-BBEE certificate or affidavit. Failure to provide any required documentation may render the bid invalid. Land Bank reserves the right to request outstanding essential documents during evaluation, which must be provided within 5 working days.

Mandatory returnable documents: SBD 4 (fully completed and signed Bidder’s Disclosure Form), SBD 6.1 (fully completed Preference Points Claim Form), proof of tax compliance (TCS PIN or CSD registration), valid B-BBEE certificate or affidavit, Vendor Accreditation Form, proof of CSD registration, cancelled cheque or bank-stamped letter, certified copies of ID documents for shareholders/directors, and KYC documents (Annexure D). All forms must be signed and stamped by a Commissioner of Oaths where required. Failure to submit or provide outstanding documents within 5 working days may result in disqualification.

Must be a certified/accredited SAP solution provider/partner. Must have proven experience in SAP Portal, especially Performance Management integration and workflow. Must meet all mandatory requirements in Stage One evaluation. Foreign suppliers must comply with RSA tax obligations if applicable. Bidders in service of the state or with conflicts of interest are disqualified.

Scope: Rebuild the SAP Portal (ESS and MSS) interfacing with the SAP Performance Management Module (On-Premises). Key deliverables include: MSS and ESS portal role configuration (SAP Production integration), all portal permissions to ensure workflow processes (e.g., Talent Management, Time Management), preparation of transports for import into the SAP Portal environment, and live testing with selected users. Specific requirements: Fix security risk where employees can view other employees' personal details (payslips, IRP5s, etc.). Ensure Line Managers can view/approve leave requests, select multiple leave transactions, receive email notifications, and capture leave on behalf of employees. Rebuild/restore Talent Management for Performance Management (MSS), including configuring roles for managers to view/approve appraisals, enabling PDF printing of performance contracts, and end-to-end testing. Vendor must be a certified/accredited SAP solution provider and offer 6 months of support and maintenance, including skills transfer. Detailed project plan and methodology required due to urgency.

Bidders must provide a detailed project plan and methodology, including timelines and milestones, due to the urgency of the SAP Portal rebuild. The plan should cover: SAP ESS/MSS portal issue resolution, workflow configuration, SAP Production authorization, and post-go-live support (time and material basis). The methodology must ensure minimal disruption to existing functionality and include live testing with selected users.

Service providers must demonstrate solid experience in SAP Portal, with specialization in Performance Management and integration between SAP Production and SAP Portal. Required expertise includes workflow management, Leave Management, and all aspects of a fully functional SAP Portal ESS/MSS. Vendors must be certified or accredited SAP solution providers/partners.

Quality requirements include end-to-end testing to ensure full functionality of the SAP Portal, particularly for Performance Management, Leave Management, and workflows. Service providers must ensure all portal permissions are correctly configured to prevent unauthorized access (e.g., employees viewing other employees' personal details). Testing must verify that Line Managers can perform all required actions (e.g., approve leave, capture leave on behalf of employees) and that email notifications and workflows are operational.

Pricing must be submitted as a quotation aligned with the scope of work. Key instructions: Prices must be valid for 120 days and remain firm for the contract duration. All pricing must exclude VAT, with VAT shown separately. Prices must include all costs (taxes, duties, logistics, labor, etc.). Pricing assumptions and excluded costs must be documented. Land Bank will not entertain price adjustments post-submission. Costs should be broken down per milestone (e.g., SAP ESS/MSS portal issues, workflow, SAP Production authorization, post-go-live support).

Pricing must be valid for 120 days and remain firm for the contract duration. All prices must exclude VAT, with VAT shown separately. Prices must include all costs (taxes, duties, logistics, storage, labor, overtime, subsistence, travel). Pricing assumptions, excluded costs, and estimates must be clearly documented. Land Bank reserves the right to opt in/out of quoted modules during contracting. Payment terms and financial capacity may be assessed via financial statements (e.g., liquidity, solvency ratios). Costs should be allocated per milestone, including: SAP ESS/MSS portal issues, workflow, SAP Production authorization, and post-go-live support (time and material basis).

Mandatory compliance: Tax Compliance Status (TCS) PIN from SARS or CSD registration (submit CSD number if no TCS PIN). For consortia/joint ventures, each party must submit separate TCS/CSD documentation. Proof of registration on the National Treasury Central Supplier Database (CSD) at https://secure.csd.gov.za. Completed Vendor Accreditation Form, SBD 4 (Disclosure Form), and SBD 6.1 (Preference Points Claim Form). Valid B-BBEE certificate from a SANAS-accredited agency or affidavit. Certified copies of ID documents for shareholders/directors. Cancelled cheque or bank-stamped letter. All forms must be signed and stamped by a Commissioner of Oaths. No bids accepted from state employees or entities with state-employed directors/members. FICA compliance: Submit Know Your Customer (KYC) documents as per Annexure D. POPI Act compliance: Consent to processing of personal information.

B-BBEE requirements: Submit a valid B-BBEE certificate from a SANAS-accredited rating agency or an affidavit substantiating B-BBEE status. Points are awarded for specific goals: 10 points for companies owned by at least 51% black people, and 10 points for companies owned by at least 51% black women. Bidders must complete SBD 6.1 (Preference Points Claim Form) in full to claim points. Failure to submit proof or documentation for specific goals means no points are awarded.

Contract terms include compliance with the Preferential Procurement Policy Framework Act (PPPFA) and Preferential Procurement Regulations (2022). The successful bidder must sign a written contract (SBD7) and a confidentiality agreement. Land Bank reserves the right to amend terms of reference, perform due diligence (e.g., financial health, legal history), and reject bids or act against bidders for false declarations. Contracts may be terminated for non-performance, and bidders may be restricted from public sector business for up to 10 years for fraud or corruption. POPI Act compliance is required for handling personal information.

Special conditions: Land Bank reserves the right to amend terms of reference, request additional documentation, or reject bids. Due diligence may include financial analysis (e.g., liquidity, solvency ratios), legal history checks, and performance reviews. Bidders must consent to the processing of personal information under the POPI Act and indemnify Land Bank against any penalties arising from non-compliance. FICA compliance requires submission of KYC documents.

General requirements: Bidders must ensure compliance with tax obligations and submit a TCS PIN or CSD number. Consortia/joint ventures must submit separate TCS/CSD documentation for each party. No bids accepted from state employees or entities with state-employed directors/members. Bidders must declare conflicts of interest (SBD 4) and provide proof of authority to sign the bid. All information must be true and complete; false declarations may lead to disqualification or legal action.

Evaluation uses the 80/20 preference point system: 80 points for price (calculated as Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price and Pmin is the lowest acceptable tender price) and 20 points for specific goals. Specific goals include B-BBEE ownership (10 points for 51% black ownership, 10 points for 51% black woman ownership). Bidders must submit proof of claims. Failure to provide documentation for specific goals means no points are awarded. The organ of state may request substantiation of claims at any time.