Sap hr/payroll support and maintenance services for johannesburg water (4 months)

Closing date: 21 October 2026 at 16:00.

Advert date: 14 October 2026.

Briefing session: Not applicable.

No briefing session or site visit is applicable for this RFQ.

Supply Chain Management:

• Contact: Tlangelani Nkuna
• Telephone: 011 688 1925
• Email: [email protected]

End User Department:

• Contact: Nokuthula Henderson
• Telephone: 011 688 1491
• Email: [email protected]

e-Tender portal support:

• eTenders Contact Centre
• Telephone: +27(0)12 406 9222 / 012 406-9229 / 012 312-5000
• Email: [email protected]

Submission method: e-Tender portal (https://www.etenders.gov.za/).

Format: Quotation must be on company letterhead, in PDF only (MS Word, MS Excel, pictures not allowed).

Closing time: 21 October 2026 at 16:00. Late submissions will not be accepted.

Returnable documents (all compulsory unless noted):

• Original valid Tax Clearance Certificate or valid SARS PIN.
• Certified/original valid B-BBEE certificate or sworn affidavit (non-compliant affidavit scores zero).
• Municipal rates and taxes statement not older than 90 days and not in arrears for more than 90 days.
• Signed MBD 4 (Declaration of Interest).
• Signed MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• Signed MBD 9 (Certificate of Independent Bid Determination).
• Proof of CSD registration / MAAA supplier number.
• Signed MBD 6.1 (Preference Points Claim Form).
• Company registration documents with ID copies of directors/shareholders.
• Joint Venture Agreement, properly signed by all parties, where applicable.

Disqualification risks:

• Quotation not on company letterhead or not in PDF.
• Quotation received after closing date and time.
• Total quotation value not inclusive of all applicable taxes.
• Missing or unsigned returnable documents.
• Bidder in service of the state, blacklisted by National Treasury, or with past SCM abuses.

Evaluation system: 80/20 preference point system.

• Price: 80 points.
• Specific goals: 20 points (as per PPPFA 2022).

Specific goals for preference points: SMME (EME or QSE) that is 51% or more black owned by Black People. Proof required: valid B-BBEE certificate issued by a SANAS-accredited verification agency, or DTI/CIPC B-BBEE certificate for EMEs or QSEs, or sworn affidavit.

Mandatory criteria (must be met):

• Valid SAP Partner Accreditation, with certified accreditation document within three months.
• Minimum 3 years' experience in business support for maintenance of SAP HR/Payroll and information system, including year-end tax processes.
• Minimum 3 years' experience in maintenance and support of Org Publisher (or equivalent) including licence fees.
• Minimum 3 years' experience in maintenance and support of Spinifex (or equivalent) including licence fees.
• Minimum 3 years' experience in maintenance and support of ESS and MSS.
• Reference letters (on provided template or company letterhead) demonstrating the above experience, successfully rendered within South Africa, with references contactable by email and phone.

Scope: Business support for maintenance of the Human Resources SAP Payroll and Information System for approximately 3 200 employees, for a period of four months on a month-to-month basis.

Services required:

• Maintenance and support of SAP HR/Payroll, inclusive of all implemented modules.
• Maintenance and support of ESS & MSS access for approximately 1 500 users.
• Maintenance and support of the Organisational Structure Tool (Org Publisher) or equivalent, including licence fees.
• Maintenance and support of the Reporting Management Tool (Spinifex) or equivalent, including licence fees.

SAP HR modules implemented: Enterprise structure, Payroll (excluding vendor and third-party payments), Organisational Management, Personnel Administration, Time Management, Management Reporting, Training & Event Management, Qualifications/Skills/Licences/NQF Management, Job Profiles, Personal/Individual & Company Development Plans, Career & Succession Planning, Performance Management, Statutory NQF/SETA & Management Reporting on Training & Development, Labour Relations.

Technical submission must describe how Johannesburg Water is indemnified from risk of loss in the payment process to employees and third parties.

Pricing schedule (MBD 3.1, firm prices):

• Item 1: Maintenance support, SAP HR/Payroll (inclusive of all implemented modules), based on estimated 3 200 employees.
• Item 2: Maintain and support ESS & MSS access for estimated 1 500 users.
• Item 3: Maintenance and support of Org Publisher (or equivalent), month-to-month within contract period, including licence fees.
• Item 4: Maintenance and support of Spinifex (or equivalent), month-to-month within contract period, including licence fees.

Totals must be shown excluding VAT, VAT at 15%, and including VAT. Only firm prices accepted; non-firm prices will not be considered.

Pricing schedule: Firm prices only (MBD 3.1). Non-firm prices, including those subject to exchange rate variations, will not be considered.

Offer validity: 60 days from closing date.

Pricing items:

• Item 1: Maintenance support, SAP HR/Payroll (inclusive of all implemented modules), based on estimated 3 200 employees.
• Item 2: Maintain and support ESS & MSS access for estimated 1 500 users.
• Item 3: Maintenance and support of Org Publisher (or equivalent), month-to-month within contract period, including licence fees.
• Item 4: Maintenance and support of Spinifex (or equivalent), month-to-month within contract period, including licence fees.

Totals must be shown excluding VAT, VAT at 15%, and including VAT. Total quotation value must be inclusive of all applicable taxes; failure to include all applicable taxes leads to disqualification.

CSD registration: All suppliers must be registered on the Central Supplier Database (CSD).

Tax compliance: Valid Tax Clearance Certificate or SARS PIN required.

B-BBEE: Valid B-BBEE certificate or sworn affidavit required. Non-compliant affidavit scores zero.

Municipal account: Municipal rates and taxes statement not older than 90 days and not in arrears for more than 90 days.

SAP Partner Accreditation: Valid accreditation, with certified document within three months.

Exclusions: Bidders in the service of the state, blacklisted by National Treasury or any National Authority due to non-performance, or with past SCM abuses will not be considered.

Data ownership: Bidder must acknowledge that the system as configured, data and records are and will at all times remain the property of Johannesburg Water.

Specific goals for preference points: SMME (EME or QSE) that is 51% or more black owned by Black People.

Proof required: valid B-BBEE certificate issued by a SANAS-accredited verification agency, or DTI/CIPC B-BBEE certificate for EMEs or QSEs, or sworn affidavit.

Non-compliant affidavit will be scored zero.

Contract period: Four months on a month-to-month basis.

Offer validity: 60 days from closing date.

General Conditions of Contract (GCC) apply, plus any special conditions.

All delivery costs must be included in the bid price for delivery at the prescribed destination.

Bidder must acknowledge that the system as configured, data and records remain the property of Johannesburg Water.

All suppliers must be registered on the Central Supplier Database (CSD).

Technical submission must describe how Johannesburg Water is indemnified from risk of loss in the payment process to employees and third parties.

Bidder must acknowledge that the system as configured, data and records are and will at all times remain the property of Johannesburg Water.

Quotations must be on company letterhead and in PDF format (MS Word, MS Excel, pictures not allowed).

Joint Venture Agreement, properly signed by all parties, required where applicable.

Quotations evaluated on 80/20 point scoring system: 80 points for price, 20 points for specific goals as per PPPFA 2022.