Provide a Managed Cloud-based Payroll System - Eastern Cape

Returnable Documents:

1.1. The Eastern Cape Office of the Premier (ECOTP) is implementing several strategic skills development initiatives, including the NSF-funded Graduate Development and Placement Programme, which targets 3 800 young people across the province. The programme is designed to provide practical workplace exposure, enhance employability by equipping participants with a competitive advantage in the labour market, and strengthen the capacity of host institutions through the infusion of new skills and talent. 1.2. To ensure the effective and seamless implementation of this large-scale programme, it is essential that the Office of the Premier procures a payroll system that is fully compatible with the VIP payroll environment through an open and transparent tender process. The appointed service provider will be responsible for migrating and managing existing beneficiary data within a secure payroll system to ensure the uninterrupted and accurate processing of stipend payments. 2. OBJECTIVE OF THE BID The objective is to procure a secure, reliable payroll system that is cloud based which integrates with VIP system which the department is currently using. The bidder is expected to fully manage and secure the cloud-based system. The solution must enable accurate stipend processing, maintain data integrity during migration, strengthen administrative controls, and ensure compliance with financial, audit, and reporting standards. 3. SCOPE OF BID 3.1. The bidder will be expected to: • supply and install a cloud-based payroll system • migrate the existing data on to the new payroll system • capacitate OTP officials to utilise the system • provide on-going system support and maintenance 8 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS 3.2. The details of this are outlined below: 3.2.1. Payroll System Requirements The system must fulfil the following requirements: • Beneficiary/employee master data management • Bulk uploads (minimum 3,800 records) • Monthly stipend calculation, processing, and reconciliation • Payslip generation (printable and electronic) • Banking file generation compatible with major South African banks • Audit trails and transaction logs • Tax exemption or stipend categorisation (e.g., UIF reports) • Comprehensive reporting and record-keeping • Role-based user access management • Secure cloud deployment • Duplicate detection 3.2.2. Data Migration • Extract and migrate beneficiary payroll data from the existing system • Ensure data integrity and accuracy • Provide technical expertise when required 3.2.3. System Training • Train 5–10 OTP payroll administrators • Supply manuals, guides, and ongoing support 3.2.4. Technical Support Maintenance • Cloud management services • Helpdesk/remote support (business hours minimum; 24/7 optional) • Regular system updates, patches and disaster recovery • Complete migration within two months of award 3.2.5. Downtime Management • Guarantee uninterrupted stipend processing • Implement redundancy and disaster recovery measures 9 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS 4. EXPECTED DELIVERABLES • Installed a cloud-based payroll compatible with VIP system • All data migrated from the current VIP system to the new cloud-based system • capacitated OTP officials on utilisation of the system • on-going system support and maintenance 5. DURATION The contract will commerce upon award and shall remain valid up to 31 March 2028 6. OFFICE OF THE PREMIER’S RESPONSIBILITIES The Office of the Premier will be responsible for the following: • Facilitate the process of migrating the information from the current VIP system to the new system • Validate beneficiary information (e.g., bank account verification, ID number validation, status checks). • Flag and refer discrepancies or incomplete information during migration to the bidder • Coordinate training logistics • Assign a project leader • Approve payment schedules • Monitor SLA compliance • Ensure timely invoice payments 7. RESPONSIBILITIES OF THE BIDDER The successful bidder must provide a system that is fully compatible with VIP payroll system and must be able to provide the following: 7.1. Migration of Data • Provide implementation with timelines and data migration methodology to the OTP • Ensure accurate migration of existing data housed on the current VIP to the new system • Resolve discrepancies or incomplete data 7.2. Reconciliation & Reporting • Standard and customisable reporting capabilities • Dashboard for real-time insights into payroll metrics 10 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS • Compliance reporting for regulatory requirements • Maintain transparent financial records for all stipend transactions. 7.3. Training and Capacity Building • Provide and roll-out training and capacity building plan. 7.4. Query Management & Support • Provide a helpdesk or support function to manage payment queries. • Resolve operational issues timeously. 7.5. Compliance & Risk Management • Comply with all relevant legislation, including PFMA, POPIA, banking regulations, and financial management standards. • The system must have proper controls to prevent fraud, duplication, and unauthorised payments. 7.6. Data Security & Confidentiality • Ensure that data transmission and storage are encrypted to protect sensitive information. • The system must be capable of extracting security audit reports to identify and address vulnerabilities. 8. CONDITIONS OF THE BID 8.1 The successful bidder is expected to enter into a Service Level Agreement (SLA) with OTP after the award of the contract. 8.2 The appointed bidder will be expected to comply with legislation relevant to the goods or services of this bid. 8.3 The terms of this specification and all contracts will be subject to the General Conditions of Contract. 8.4 The service provide shall not, without the department`s delegated authority prior written consent, disclose to outside parties or make use of any information obtained about the OTP. 8.5 The bidder company will be expected to perform skill transfer to OTP officials. 8.6 The Bidder must be able to provide timely on-site and remote support 8.7 The bidder shall not perform any work or render any services unless in receipt of a purchase order signed by the delegated OTP official. 11 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS 8.8 The bidder shall have all relevant licenses and permissions for the relevant goods and services for users to access. 8.9 Itemised invoices must reflect the order number, supplier’s banking details, full company name, SARS income tax number, VAT number (where vendor is registered). 8.10 The bidder must at all time during the period of contract have a valid Payment Card Industry Data Security Standard (PCI DSS) 8.11 The bidder shall maintain confidentiality of all credentials and users’ personal information and usage patterns and statistics. Bidders are expected to comply and with the provisions of the Protection of Personal Information Act (POPIA). 8.12 OTP reserves the right to terminate the contract, should the successful bidder fail to perform according to the requirements stipulated in the SLA. 9. COMPULSORY BREIFING SESSION A compulsory briefing session will be held virtually through MS Teams on the 19 January 2026 at 11H00. BRIEFING LINK Meeting ID: 349 960 490 988 42 Passcode: 4f5e2ZL9 10. EVALUATION CRITERIA Bids will be evaluated in three (3) phases as follows: • Phase 1: SCM Compliance Requirements and Mandatory requirements • Phase 2: Functionality Requirements • Phase 3: Price and specific goals PHASE 1: SCM COMPLIANCE REQUIREMENTS Prospective bidders must comply with the requirements and submit all required documents indicated hereunder with the bid documents at the closing date and time of bid. 12 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS Document that must be submitted Explanatory information 1. Invitation to Bid – SBD 1 Complete and sign the supplied document 2. Declaration of Interest – SBD 4 Complete and sign the supplied document 3. Preference Point Claim Form – Complete and sign the supplied document SBD 6.1 4. Tax matters No bid shall be awarded to a bidder whose tax matters are not in order or whose tax status is non- compliant. Bidder’s tax compliant status will be verified through CSD and tax status compliance pin. 5. Registration on Central Supplier Service Provider must be registered on Central Database (CSD) Supplier Database (CSD). If you are not registered proceed to complete the registration of your company prior to submitting your proposal. Visit https://secure.csd.gov.za/ to obtain your vendor number. Submit CSD printout as proof of registration. Mandatory Requirements Bidders must comply with the requirements and submit all required documents indicated hereunder. Failure to meet mandatory requirements will result in disqualification. CRITERIA GUIDELINE FOR CRITERION APPLICATION Certification A valid Payment Card Industry Data Security Standard (PCI DSS) A certification demonstrating compliance with relevant industry standards. Licencing Official License Certificate / Purchase or The service provider must hold and provide proof Subscription Agreement / Vendor of a valid, direct license for the payroll system, Authorization Letter ensuring that the system is owned and managed by the service provider themselves. Submissions from intermediaries, resellers, or third-party agents acting on behalf of the license holder will not be 13 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS CRITERIA GUIDELINE FOR CRITERION APPLICATION accepted. Experience in fully managing cloud-based payroll This should be highlighted in Annexure B, system together with reference from the relevant client The bidder must demonstrate experience in in fully managing cloud-based payroll system for at least One (1) client with a minimum of 2000 beneficiaries Client Support Service • Productivity matrix that indicates the The bidder must be able to demonstrate their ability volume of call logs that were handled in at to manage a 24-hour Help Desk. least one of the projects listed in Annexure B OR • Quality matrix which shows the degree of reliability and consistency and value of the support experience in at least one of the projects listed in Annexure B, OR • Performance matrix that indicates how efficient they have handled the call in at least one of the projects listed in Annexure B. Should any of the submitted document be found to be unauthentic, the bid will be deemed non-compliant and disqualified from further evaluation. PHASE 2: FUNCTIONALITY • Functionality will be based on the evaluation criteria noted in the table below, each of the evaluation criteria will carry a weighting as indicated. • The bidder must score a minimum of 30 points for Functionality in order to qualify for further evaluation in phase 3. • The Department reserves a right to validate the submitted information as part of the evaluation process 14 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS NO FUNCTIONALITY CRITERIA WEIGHT EVIDENCE 1. Company Experience and References 40 a) A completed Annexure B with the details of previous work Bidders must demonstrate experience undertaken not older than ten in payroll system services that have (10) years from the date of been undertaken as follows: publication of this bid. a) Payroll services contracts with b) A purchase orders / letters of a minimum of 3500 award / contract corresponding beneficiaries = 40 points to the list of payroll services b) Payroll services contracts with provided a minimum of 2000 c) Reference letters, provided in beneficiaries = 30 points the template Annexure C c) Payroll services contracts with corresponding with the list of a minimum of 1500 projects provided in Annexure A beneficiaries = 20 points The reference letter must be signed and dated by one of the following personnel: Head of Supply Chain, or Project Leader. TOTAL 40 Note: failure to comply with all the above requirements will result in disqualification of the bid. PHASE 3: PRICE AND SPECIFIC GOALS • Evaluation based on price and specific goals in line with the provisions of the Preferential Procurement Policy Framework Act of 2021. • The RFQ responses will be evaluated on the 80/20 price & specific goals preference point system. • Specific goals will be allocated as follows: Goals Number of points Who had no franchise in national elections before the 1983 and 1993 Constitution 15 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS Goals Number of points Who is Women 5 Who has a disability (Attach disability assessment report from a medical professional or proof from South African Social security 5 Agency (SASSA) Who is youth 5 Enterprise located in Eastern Cape 2 11. COMMUNICATION All communication or correspondence concerning this bid should be directed to Loyiso Manyela @ Loyiso.manyela@ecotp.gov.za 12. SUBMISSION OF PROPOSALS 12.1 Bid documents must be placed in the bid box situated at ECOTP Main Building, Ground Floor at security, Independence Avenue, Bhisho OR couriered to the aforesaid address on or before the closing date and time. Service Providers who courier document must ensure that the document is placed in the bid box before the closing date and time. 12.2 Bid documents will only be considered if received by ECOTP before the closing date and time, regardless of the method used to send or deliver such documents to ECOTP. 12.3 Bids will be opened in public immediately after closing time at 11:00 where the name of the bidder and the financial offer will be read out loud. 16 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS SBD 1 PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE OFFICE OF THE PREMIER BID NUMBER: SCMU1-25/26-0006 CLOSING DATE: 03 FEBRUARY 2026 CLOSING TIME: 11h00am APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND DESCRIPTION ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) INDEPENDENCE AVENUE ECDC BUILDING EASTERN CAPE OFFICE OF THE PREMIER BHISHO BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO: CONTACT PERSON MS. LOYISO MANYELA CONTACT PERSON MS. NCUMISA BODLO TELEPHONE NUMBER 076 940 0232 TELEPHONE NUMBER 060 518 2430 FACSIMILE NUMBER N/A FACSIMILE NUMBER N/A E-MAIL ADDRESS Loyiso.manyela@ecotp.gov.za E-MAIL ADDRESS Ncumisa.Bodlo@ecotp.gov.za SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER SUPPLIER TAX CENTRAL COMPLIANCE STATUS COMPLIANCE SUPPLIER OR SYSTEM PIN: DATABASE No: MAAA ARE YOU THE ACCREDITED ARE YOU A FOREIGN REPRESENTATIVE BASED SUPPLIER FOR IN SOUTH AFRICA THE GOODS /SERVICES Yes No Yes No FOR THE GOODS OFFERED? [IF YES, ANSWER THE /SERVICES [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW] OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. 17 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR IN THE MANNER PRESCRIBED IN THE BID DOCUMENT. 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. 1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). 2. TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH 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 SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF THE BIDDER: CAPACITY UNDER WHICH THIS BID IS SIGNED: ......................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ......................................................... 18 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS SBD 4 BIDDER’S DISCLOSURE 1. PURPOSE OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process. 2. Bidder’s declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1 in the enterprise, employed by the state? YES/NO 2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.2.1 If so, furnish particulars: ................................................................................................ ................................................................................................ 1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise. 19 | P a g e SCMU1-25/26-0006 - APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE A MANAGED CLOUD-BASED PAYROLL SYSTEM FOR STIPEND ADMINISTRATION FOR THE EASTERN CAPE OFFICE OF THE PREMIER FOR A PERIOD OF TWENTY-FOUR (24) MONTHS 2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.3.1 If so, furnish particulars: ........................................................................................ ........................................................................................

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