Vendor reconciliation automation solution – RFI for sap-compatible system (SARS)

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{"name":null,"email":"[email protected]","phone":null,"department":null,"address":null}

The RFI is open to all interested suppliers, including established firms, consortia, independent consultants, and other qualified entities that can demonstrate a track record in similar engagements. There are no formal eligibility criteria for this RFI, but respondents must be able to provide relevant expertise and constructive feedback on the draft tender documents.

Meaning

Respondent means an interested person who submits information for this RFI.

means a process to engage the market with main RFP pack to

allow the market to engage with the contents, to provide inputs,

clarification questions and contributions prior to the official

Pre-market consultation tender.

The intent is to allow for clarifications process prior to the tender

publication to limit the number of erratum once the tender is

fully advertised.

B-BBEE means Broad-Based Black Economic Empowerment.

RFI means this Request for Information.

RFI Pack means the collection of documents making up this RFI as listed in

Table 2: RFI Pack Contents in paragraph 3.1 below.

Information Proposal means a response submitted by a Respondent to this RFI.

OEM Original Equipment Manufacturer

Closing Date and Time means the date set forth in the Table 3: Key Dates and Activities

in Table 4 below.

3 structure of the RFI pack

This RFI Pack is organised into 7 (seven) sections consisting of one or more documents in each

section.

3.1 RFI Pack Contents

Table 2: RFI Pack Contents

No Index Document file name

1. SARS RFI 01-2026 Invitation letter 1 RFI Invitation Letter
2. SARS RFI 01-

and auditability, and support the organisation’s broader objective of becoming a modern, efficient,

and digitally enabled institution.

6.2.5 The initiative supports SARS strategic outcomes by improving internal efficiency, strengthening

financial governance, enhancing accountability, and reinforcing public trust through improved

financial oversight and control.

6.3 Objectives of the Market Consultation

6.3.1 To engage the supplier market in a procedural discussion, harnessing practical experience and

technical insight to improve the draft tender documents.

6.3.2 To identify ambiguities, risks, or limitations in the draft documents that could deter fair competition

or the achievement of project objectives.

6.3.3 To ensure that the business requirement specification, mandatory and technical requirements and

pricing templates align with industry capabilities and standards without necessitating changes to

the existing IT architecture.

6.3.4 To foster transparency and mutual understanding between SARS and potential market players,

thereby promoting competition and value for money.

6.4 Scope of Market Consultation

information, and expression of the draft tender documents. Participants are invited to review and provide

input on areas such as:

6.4.1 DRAFT Business Requirements Specification, as they relate to the existing SARS IT architecture

interfaces, integrations;

6.4.2 DRAFT Pricing Templates;

6.4.3 DRAFT Mandatory and Technical Evaluation criteria;

6.4.4 Any other aspect of the draft tender documentation that may benefit from clarification,

improvement, or alignment with market best practices.

6.4.5 Participants are expressly requested not to propose or advocate for changes to the underlying SARS

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of this market consultation is not to solicit or consider proposals to change, overhaul, or

substitute the established IT architecture, but rather to refine and optimize the tender

documents to enhance clarity, practicality, and competitive fairness within the boundaries of

the current IT ecosystem.

2.1.4 SARS aims to invite the market to refine and provide inputs on the current draft RFP

documents, including the pricing templates and evaluation criteria. Respondents are

requested to submit their contributions and feedback strictly within the scope as specified in

the SARS RFI 01-2026 DRAFT Business Requirements Specification. Submissions and/or

recommendations should be made using the Recommendation Response Templates

provided in the RFI Pack. if the word or expression is technical in nature, such word or

expression will have its generally understood meaning in the Information Communication

and Technology (ICT) industries; or

2.1.4.1 if the word or expression is technical in nature, such word or expression will

have its generally understood meaning in the Information Communication and

Technology (ICT) industries; or

2.1.4.2 if the word or expression is not technical in nature, then it will have its generally

understood meaning.

2.1.5 In any document in the RFI Pack, an underlined and italicised word or expression is a

reference to a document in the RFI Pack. The reference can be resolved to the full document

filename in Table 2: RFI Pack Contents in paragraph 3.1 below (RFI Pack Contents).

2.1.6 Within a document in the RFI Pack, a reference to a paragraph number is a reference to a

paragraph within the document in which it appears. If the reference to a paragraph number

is followed by a document name, the reference is to that paragraph number in the document

so named.

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RFI Published date: a) National Treasury e-Tender Portal: 6 August 2026

b) SARS website: 6 August 2026

financial records maintained within SAP and supporting documentation. The process is labour-

intensive, time-consuming, and highly dependent on spreadsheets and manual intervention.

6.2.3 The current environment presents several operational, governance, and financial control

challenges, including limited process automation, delayed identification and resolution of

discrepancies, increased risk of human error, limited visibility of outstanding reconciliation items,

extensive manual effort, and a growing administrative burden associated with increasing

transaction volumes and financial close activities. These challenges impact the efficiency of

reconciliation activities and may adversely affect financial reporting, financial close processes,

supplier management, and audit readiness.

6.2.4 To address these challenges, SARS intends to implement a Vendor Reconciliation Automation

6.5 Participation and Submission Guidelines

6.5.1 All interested suppliers with relevant expertise are encouraged to express their interest in

participating in this market consultation. The process is open to established firms, consortia,

independent consultants, and other qualified entities who can demonstrate a track record in similar

engagements.

6.5.2 To participate, submit recommendations using the below mentioned response templates:

7.1 Question and Answer Process

7.1.1 Between the dates given in item 4 of Table 3: Key Dates and Activities above, SARS will receive

questions sent by Respondent by email to the address [email protected] SARS will respond

to these questions, provided that SARS will not be obliged to respond to a question should it choose

not to do so. The identity of a Respondent who has directed a question to SARS will not be disclosed

by SARS in such responses. The questions and answers will be published on the SARS procurement

website at http://www.sars.gov.za/procurement.

7.1.2 SARS may issue updated versions of documents issued in the RFI Pack and/or may issue additional

documentation to form part of the RFI Pack. Such re-issued or additional documentation will be

published on the SARS procurement website. It is the Respondent’s responsibility to visit the SARS

procurement website at regular intervals in order to ensure that the Respondent uses the latest

versions of documents in the RFI Pack.

7.1.3 Depending on SARS’s assessment of the nature and extent of Respondent’ questions during the

question-and-answer process, SARS may schedule non- compulsory briefing sessions.

7.1.4 The SARS’s procurement website must be treated as primary means of communication by SARS to

6.6 Consultation Process Overview

6.6.1 After reviewing expressions of interest submissions through the RFI, selected participants may be

invited to engage in a series of consultation activities, which may include workshops and written

feedback sessions. All interactions will be governed by principles of transparency, equal

opportunity, and confidentiality.

6.6.2 The outputs of the consultation will be reviewed and, where appropriate, incorporated into the

final tender documents.

6.7 Benefits of Participation

6.7.1 Opportunity to make inputs on the quality and clarity of the tender documents;

6.7.2 Early insight into project requirements and strategic direction, supporting informed future tender

documents;

6.7.3 Contribution to the advancement of best practice in the SARS procurement processes and market

engagement;

6.7.4 Opportunity to contribute to the tender documents that is fair, free from bias, clear, transparent

and competitive.

6.8 SARS’s Requirements

6.8.1 Details of the required information are contained in the Business Requirements document.

6.8.2 This RFI is a solicitation sent to a broad base of potential suppliers for purposes of conditioning and

of gathering information, and not to make a selection or an award. The information collected in

this fashion will not be used to lead to sourcing from one supplier only nor will it be used to write

the ultimate specification in a manner that would suit just one specific supplier.

6.8.3 This RFI is merely focused on market research and not a competitive bid and cannot be used for

placing a contract or purchase order and does not constitute a commitment

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9.5 Confidentiality

9.5.1 Except as may be required by operation of law, by a court or by a regulatory authority having

appropriate jurisdiction, information contained in or relating to this RFI or a Respondent’s

Information Proposal(s) may not be disclosed by any Respondent to a person other than a person

officially involved with SARS’s examination and evaluation of an Information Proposal.

9.5.2 Throughout this RFI process and thereafter, the Respondent must secure SARS’s written approval

prior to the release of any information that pertains to: (i) the potential work or activities to which

this RFI relates; or (ii) the process which follows this RFI. Failure to adhere to this requirement may

result in disqualification from the RFI process and such legal action as SARS may deem suitable.

9.5.3 No confidential information relating to the process of evaluating Information Proposal will be

disclosed to a Respondent or any other person not officially involved with such process.

9.6 Communication with SARS

9.6.1 The Respondent may not make any communication to SARS regarding this RFI other than through

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regarding this RFI to any of SARS’s employees; officials; or any third parties engaged by SARS

involved in the preparation, evaluation or award of the RFI other than through the official contact

provided in paragraph 5 above.

9.7 Intellectual Property

9.7.1 SARS retains ownership of all intellectual property rights in the documents that form part of this

grant SARS the right to make copies of, alter, modify or adapt their Information Proposal or to do

anything which in SARS sole discretion is reasonably necessary to do for reasons relating to the RFI

process.

9.7.2 No part of the RFI may be distributed, reproduced, stored or transmitted, in any form or by any

means, electronic, photocopying, recording or otherwise, in whole or in part except for the purpose

of preparing an Information Proposal. This RFI and any other documents supplied by SARS remain

proprietary to SARS and must be promptly returned to SARS upon request together with all copies,

electronic versions, excerpts or summaries thereof or work derived therefrom.

9.8 9.8 Limitation of Liability

9.8.1 A Respondent participates in this RFI process, entirely at its own risk and cost. SARS will not be liable

to compensate a Respondent on any grounds whatsoever for any costs incurred or any damages

suffered as a result of the Respondent’s participation in this RFI process.

Specifications, Evaluation Criteria and Pricing Template in accordance with the rules set out in this RFI

documents, including the pricing templates and evaluation criteria. Respondents are

the inclusiveness and quality of stakeholder engagement. SARS has recognised the

{"closingDate":"24 August 2026","closingTime":"11h00","briefingSession":"{"date":"14 August 2026","time":"12:30 PM","venue":"e and Teams.","is_compulsory":true}"}

briefing session date and Teams. registration: Date: 14 August 2026 at 10: 30 AM - 12:30 PM Join: https://teams.microsoft.com/meet/368327378152079?p=4dnawB18h wZxsDZCDV Meeting ID: 368 327 378 152 079 Passcode: QP743k4i NB! No Physical Briefing session to be held

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Proposal due 24 August 2026 at 11h00 (CLOSING DATE AND TIME) The RFI must be properly received and submitted to SARS’ Tender office email address [email protected] and labelling instructions in the RFI Summary Guidelines Instructions

Provision of a Vendor Reconciliation Automation

Pre-Market Consultation Solution, Including Maintenance

No specific requirements found

(Weekdays 8:00– 16:00) 0124224078 299 Bronkhorst Street, Nieuw Muckleneuk, 0181 Technical Enquiries Private Bag X923, Email Pretoria, 0001 [email protected]

The tender seeks the appointment of a service provider to deliver a Vendor Reconciliation Automation Solution. This includes: - Implementation of the automation solution. - Maintenance and support services for a period of three (3) years. Bidders are to provide recommendation inputs to refine or improve SARS' requirements for this solution.

Bidders must use the provided MS-Word template to submit recommendation inputs. Key steps: - Complete the template by filling in the table rows for each recommendation. - Include: Document Reference, Document Heading, Recommended Inputs/Changes, Rationale for the Recommendation, and Any Other Comment. - Delete italicized instructions before submission. - Add as many rows as needed to fully address SARS' requirements. - Provide detailed reasoning to support all recommendations. - Use the Q&A process during bid preparation to clarify SARS' requirements. - SARS may seek clarification at its discretion but is not obligated to do so.

No explicit scoring method or thresholds are provided. The RFI focuses on gathering recommendation inputs from bidders to refine SARS' requirements. Evaluation will likely be based on the relevance, clarity, and justification of the proposed inputs.

Scope: Provision of a Vendor Reconciliation Automation Solution, including maintenance and support for a period of three (3) years. Bidders are expected to propose improvements or inputs to enhance SARS' requirements for this solution.

{"name":null,"email":null,"phone":null,"department":null,"address":"aration letter, indicating"}

Returnable documents: Signed declaration letter on experience, CVs of key personnel (Account Manager, Project Manager, minimum 2 Implementation and Support Personnel), project plan, technical solution documentation (brochures, process flows, print screens), architecture diagrams, solution overview, technical specifications, connector catalogues or equivalent brochures. Provide reference to section and page numbers in your response. Ensure all contact details in references are accurate and functional at time of submission; SARS may verify references.

Technical Evaluation (Gate 2) scored out of 100%: Desktop Technical Evaluation (50%) + Solution Presentation/Demonstration (50%). Minimum combined threshold: 66.67%. Only bidders meeting prequalification and mandatory requirements proceed. Scoring uses 4-point scale (0-3) per criterion, weighted. Desktop criteria: Bidder experience & references (19), Project plan (5), Functional requirements (46), Technical requirements (20). Presentation criteria: End-to-end process (20), Exception handling (20), Configuration of rules (20), Reporting & auditability (20), System processing (20). Bidders failing threshold are disqualified and not evaluated further.

Solution must access SAP, select vendor accounts, extract open items, validate transaction data, trigger reconciliation workflow. Functional requirements: initiation (extract open transactions, filter by vendor/date/type/status, retrieve vendor statement compatible with SAP, restrict access), execution (compare statement with SAP open items, identify matched/unmatched, attach supporting docs, auto-generate reconciliations, match by predefined criteria), verification (review reconciled/unreconciled, validate docs, process reserve entries, document payment in transit, escalate exceptions), investigation (identify exceptions, validate payment in transit, clear, confirm matches), review (review adjustments, post adjustments, approvals by Finance Managers). Reporting: show reconciled/unreconciled data, online review/approval, per vendor/company code, export to Word/Excel/PDF/PST, dashboards. Technical: security (MFA/2FA, SSO, OAuth, RBAC, encryption at rest/in transit, audit trails), integration (REST APIs, SOAP, file/message/ESB, EDI/SFG, XML/JSON, IDocs/BAPIs/SAP PI/PO, email ingestion, OCR).

Bidder must provide signed declaration letter with minimum 2 project implementations in vendor reconciliation automation software for clients of comparable size. Letter must be on company letterhead, dated and signed by director/authorised personnel. Include customer company name and physical address, contact person's name, telephone, email, project scope, start and end dates. SARS may verify references; invalid references may be deemed invalid.

Project plan must include: Project Governance and Management Approach, Implementation Methodology, Detailed Project Schedule, Defined Deliverable and acceptance criteria, Resource and Skills Plan, Risk Management Plan, Change Management Plan, Quality Assurance and Control Approach, Solution Integration, Testing and Validation, Training and Knowledge Transfer, Transition to Operations, Support and Maintenance, Early delivery of functionality.

No specific pricing schedule details provided in this document. Pricing evaluation occurs at Gate 3 after technical threshold.

B-BBEE/Specific Goals evaluation occurs at Gate 3 after technical threshold. Bidders must meet prequalification and mandatory requirements. No specific compliance details provided in this document.

No specific health and safety requirements stated in this document.

Functional requirements (46 points): Initiation (9) - access SAP, extract open items, filter by vendor/date/type/status, retrieve vendor statement compatible with SAP, restrict access. Execution (9) - compare statement with SAP open items, identify matched/unmatched, attach supporting docs, auto-generate reconciliations, match by predefined criteria. Verification (9) - review reconciled/unreconciled, validate docs, process reserve entries, document payment in transit, escalate exceptions. Investigation (10) - identify exceptions, validate payment in transit, clear, confirm matches. Review (9) - review adjustments, post adjustments, approvals by Finance Managers. Reporting (10) - show reconciled/unreconciled data, online review/approval, per vendor/company code, export to Word/Excel/PDF/PST, dashboards. Technical requirements (20): Security (10) - MFA/2FA, SSO, OAuth, RBAC, encryption at rest/in transit, audit trails. Integration (10) - REST APIs, SOAP, file/message/ESB, EDI/SFG, XML/JSON, IDocs/BAPIs/SAP PI/PO, email ingestion, OCR.

The document outlines mandatory evaluation criteria (Gate 1) that bidders must meet to proceed. Key points:

• Only bidders who pass prequalification (Gate 0) are evaluated in Gate 1.
• Failure to meet any mandatory criterion leads to immediate disqualification.
• Two mandatory criteria are specified:

1. SAP Alignment: The proposed solution must be compatible with and/or housed within SAP, and support integration with SAP ECC and/or SAP S/4HANA. Bidders must submit supporting documentation such as technical architecture, SAP integration design, product documentation, certification evidence, brochures, process flows, or system print screens.
2. Solution Implementor and/or Relationship: Bidders must provide proof of authorisation to resell, implement, and support the solution, or proof of ownership if they are the OEM. Evidence required:

• For authorised partners/distributors/resellers: a valid letter or certificate of accreditation from the OEM on official letterhead, clearly bearing the bidder's name, confirming authorisation to sell, implement, and support, and indicating the duration of the relationship (start date or validity period).
• For solution owners (OEM): a signed letter of solution ownership on company letterhead confirming ownership of or legally authorised rights to the intellectual property, and authority to licence, implement, and support the solution directly.
• This is a Request for Information (RFI), so these criteria are draft and SARS seeks market input or recommendations.

The tender is for the provision of a vendor reconciliation automation solution, including maintenance and support for a period of three (3) years. The solution must be compatible with SAP (ECC and/or S/4HANA) and support integration. Bidders must demonstrate technical capability through documentation such as architecture diagrams, integration designs, product documentation, and certification evidence.

Mandatory compliance requirements include:

• SAP Alignment: Provide evidence that the solution is compatible with SAP ECC and/or SAP S/4HANA.
• Solution Implementor/Relationship: Provide proof of authorisation as an accredited partner/distributor/reseller from the OEM, or proof of ownership if the bidder is the OEM.
• All evidence must be submitted as part of the bid; failure to meet any mandatory criterion results in disqualification.

Mandatory requirements:

• SAP Alignment: Provide documentation demonstrating compatibility with SAP ECC and/or SAP S/4HANA, including technical architecture, integration design, product documentation, certification evidence, brochures, process flows, or system print screens.
• Solution Implementor/Relationship: Provide valid letter or certificate of accreditation from OEM (if reseller) or signed letter of ownership (if OEM). The document must be on official letterhead, bear the bidder's name, confirm authorisation to sell/implement/support, and indicate duration of relationship. For OEM, confirm ownership of IP and authority to licence, implement, and support.
• Only bidders passing Gate 0 prequalification will be evaluated in Gate 1.

Mandatory evaluation criteria (Gate 1) are specified. Bidders must meet all mandatory criteria to be evaluated further. The criteria include:

• SAP Alignment: Solution must be compatible with and/or housed within SAP, supporting integration with SAP ECC and/or SAP S/4HANA. Supporting documentation required.
• Solution Implementor and/or Relationship: Bidder must provide proof of authorisation to resell, implement, and support the solution, or proof of ownership if OEM. Evidence must be on official letterhead, confirm authorisation, and indicate duration of relationship.

Failure to meet any criterion leads to disqualification.

Scope: Appointment of a Service Provider for the Provision of a Vendor Reconciliation Automation Solution, including maintenance and support for a period of three (3) years.

Bidders must:

• Complete only the green-highlighted cells in the pricing template. All cells must be populated; empty cells will be treated as zero.
• Ensure quoted prices are inclusive of all SARS requirements as outlined in the Business Requirements Specification and main RFP. No additional costs will be considered post-award.
• Submit costs for Year 1 and proposed annual escalations (Table 1). Year 2 and Year 3 costs will be auto-calculated.
• Quote in SA Rands (ZAR), inclusive of VAT. Bidders are responsible for currency conversion and all direct/indirect costs.
• Provide a detailed cost breakdown in a supporting document if needed.
• Quote Maintenance & Support for Years 2 and 3 only (Year 1 is included in once-off costs).
• Note that Ad-hoc Requirements (Tables 6 and 7) will not be evaluated but will form part of the contract.
• Not alter the pricing template format; changes may disqualify the bid.
• Submit comments or clarifications on company letterhead as an annexure.
• Note that payments will be made annually, with no upfront payment. Other fees will be paid based on agreed milestones.
• Acknowledge that SARS reserves the right to negotiate proposed amounts with the recommended bidder prior to signing and on contract anniversaries.

Pricing must:

• Be submitted in ZAR, inclusive of VAT.
• Cover Year 1 costs and proposed annual escalations for Years 2 and 3.
• Include once-off costs (integration, configuration, implementation) with Year 1 Maintenance & Support bundled.
• Separately quote Maintenance & Support for Years 2 and 3.
• Include Training costs (Super Users' and User Training) as part of the total estimated cost.
• Provide Ad-hoc Requirements (Additional Training and Professional Services - Resources) as non-evaluated but contractually binding.
• Annual fees will be paid annually; milestone-based payments apply to other fees.
• SARS reserves the right to negotiate all proposed amounts.