Sap HR and payroll system support services for johannesburg water

• Closing date: 22 July 2026.
• Closing time: 12:00 PM.
• Briefing session: Not applicable.
• RFQ validity period: 60 days from the closing date.

• Supply Chain Management Contact: Tlangelani Nkuna.

• Tel: 011 688 1925.
• Email: [email protected].

• End User Department Contact: Nokuthula Henderson.

• Tel: 011 688 1491.
• Email: [email protected].

• For eTender portal technical issues:

• eTenders Contact Centre: +27(0)12 406 9222 / 012 406-9229 / 012 312-5000.
• Email: [email protected].
• Website: https://etenders.treasury.gov.

• Johannesburg Water physical address: Turbine Hall, 65 Ntemi Piliso Street, Newtown, Marshalltown, Johannesburg, 2107.
• Postal address: PO Box 61542, Marshalltown, 2107.

• Submit your quotation exclusively via the E-Tender Portal at https://www.etenders.gov.za/. Use your CSD credentials to log in.
• The closing date is 22 July 2026 at 12:00 PM. Late submissions will not be accepted.
• Quotations must be submitted as a PDF on your company letterhead. MS Word, Excel, or picture files are not allowed.
• You must include all applicable taxes (VAT, PAYE, income tax, UIF, SDL) in your total quotation value. Failure to include taxes will lead to disqualification.
• Compulsory returnable documents include:

1. Original valid Tax Clearance Certificate or valid SARS PIN.
2. A valid B-BBEE certificate or a sworn affidavit compliant with B-BBEE Practice Guide (non-compliant affidavits score zero).
3. Municipal rates and taxes statement not older than 90 days in arrears.
4. Signed MBD forms: Declaration of Interest (MBD 4), Past Supply Chain Practices (MBD 8), Certificate of Independent Bid Determination (MBD 9).
5. Proof of CSD registration (MAAA Supplier Number).
6. Preference points claim form (MBD 6.1).
7. Company registration documents with ID copies of directors/shareholders.
8. A copy of a valid lease agreement or municipal account statement not older than 3 months.

• Ensure all attached MBD forms are fully completed and signed.
• No bid will be considered from persons in the service of the state.
• No bidder blacklisted by National Treasury for non-performance will be considered.
• Acceptance is subject to Johannesburg Water's Supply Chain Policy.

Valid SAP Partner Accreditation (within 3 months); Minimum 3 years experience in SAP HR/Payroll maintenance including year-end tax processes; Minimum 3 years experience with Org Publisher and Spinifex reporting tools; Registered on Central Supplier Database (CSD); Not in service of the state or blacklisted by National Treasury.

Scope of Work:

• Provide business support for the maintenance of the Human Resources SAP HR/Payroll and information system for a period of 60 days.
• Provide maintenance and support for the Org Publisher Organizational Reporting and Management Reporting Tools integrated with the SAP HR/PY system.
• Provide maintenance support for Spinifex/Management Reporting Tool.
• Provide and support Employee Self-Service (ESS) and Manager Self-Service (MSS) access.
• Provide ad-hoc SAP HR and Payroll configuration as and when required.
• Provide HR and Payroll consultation services as and when required.

SAP HR Modules Implemented (for approximately 3,200 employees):

• Enterprise structure.
• Payroll (excluding vendor & third-party payments).
• Organizational Management.
• Personnel Administration.
• Time Management.
• Management Reporting.
• Training & Event Management.
• Qualifications, Skills, licenses & NQF Management.
• Job Profiles.
• Personal/Individual & Company Development Plans.
• Career & Succession Planning.
• Performance Management.
• Statutory NQF/SETA & Management Reporting on Training & Development.
• Labour Relations.

Additional Requirements:

• In your technical submission, specifically describe how Johannesburg Water will be indemnified from risk of loss in the payment process to employees and third parties.
• Acknowledge that the system configuration, data, and records are and will remain the property of Johannesburg Water.

Mandatory Experience Requirements:

• Valid SAP Partner Accreditation certificate (within three months).
• Minimum three years' experience in Business Support for Maintenance of SAP HR/Payroll and Information System, including year-end tax processes.
• Minimum three years' experience in Management support of Org Publisher Organizational Reporting and Management Reporting tool integrated with SAP HR/PY.
• Reference letters (on template or company letterhead) for the above experience, with contactable references.
• Reference letters for experience in Maintenance and Support of Org Publisher and Spinifex Management Reporting Tools integrated with SAP HR/PY.
• References must be verifiable and from services rendered successfully within South Africa.

• Pricing must be firm and inclusive of all applicable taxes.
• Use the provided pricing schedule template (MBD 3.1).
• Estimated items for pricing:

1. Maintenance Support for SAP HR/PY (all modules) based on ~3,200 employees.
2. ESS & MSS access support for ~1,300 users.
3. Consultation fees for Payroll Manager services (~160 hours per month as required).
4. Ad-hoc configuration (~23 hours per month).

• Total must show amounts excluding VAT, VAT at 15%, and total including VAT.
• Municipal rates and taxes must not be in arrears for more than 90 days.

• Pricing must be firm and inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Non-firm prices or prices subject to exchange rate variations will not be accepted.
• The quotation validity period is 60 days from the closing date.
• A pricing schedule template (MBD 3.1) is provided. You must complete it with firm prices.
• The estimated pricing structure includes:

1. Maintenance Support for SAP HR/PY (inclusive of all implemented modules) based on approximately 3,200 employees.
2. Provision and support for ESS & MSS access for approximately 1,300 users.
3. Consultation fees for Payroll Manager services (estimated 160 hours per month as required).
4. Ad-hoc configuration (estimated 23 hours per month).

• All delivery costs must be included in the bid price.
• You must submit a completed Bill of Quantities/Specification where applicable.
• Municipal rates and taxes must not be in arrears for more than 90 days.

• You must be registered on the Central Supplier Database (CSD).
• Submit a valid B-BBEE certificate or a sworn affidavit compliant with B-BBEE Practice Guide. Non-compliant affidavits will score zero.
• Submit a valid Tax Clearance Certificate or valid SARS PIN.
• Submit company registration documents with ID copies of directors/shareholders.
• Submit a signed Declaration of Interest (MBD 4) confirming no conflict with state employees.
• Submit a Declaration of Bidder's Past Supply Chain Management Practices (MBD 8).
• Submit a Certificate of Independent Bid Determination (MBD 9) to confirm no bid-rigging.
• No bidder who is blacklisted by National Treasury or any national authority for non-performance will be considered.
• No RFQ will be considered from persons in the service of the state.
• You must comply with the Protection of Personal Information Act (POPIA). A consent form for processing personal information is required.
• Acceptance of quotation is subject to Johannesburg Water's Supply Chain Policy.

• Prices must be firm; non-firm prices or those subject to exchange rate variations are not accepted.
• Delivery costs must be included in the bid price.
• All applicable taxes (VAT, PAYE, income tax, UIF, SDL) must be included.
• You must complete and submit the Certificate of Independent Bid Determination (MBD 9) to confirm no bid-rigging.
• The offer must comply with specifications; deviations must be indicated.
• Delivery period and basis must be specified.

• Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for Specific Goals per PPPFA 2022.
• Maximum points: 100 (80 price, 20 Specific Goals).
• Failure to submit proof for Specific Goals means no points claimed.
• The organ of state may require substantiation of preference claims.
• Mandatory criteria include SAP Partner Accreditation (within 3 months) and minimum 3 years' experience in specific SAP HR support areas with verifiable references.