The supply, installation, commissioning and maintaining of human resources and payroll system, time and attendance control system and employee self-service solution for the municipality for a period of 36 months.

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Returnable Documents:

• Central Supply Database (CSD) Number,
• Valid Tax Clearance Certificate/ SARS Verification PIN,,
• Copy of CIPC company registration documents,
• Joint Venture Agreement Signed by both parties (if applicable),, operate/lease agreement (both the signed lease agreement & utility bill must be submitted),
• Central Supply Database Report (CSD),,
• VAT Registration certificate.

Specifications and pricing data

Part a

Main Modules

a. Human Resource module

b. Payroll Management module

c. Employee Self Service (ESS) module

d. Payroll Sub Ledger

e. Employee management

f. Personnel management

g. Job Profile Management

h. Equity management

i. Skills Management

Part b

Human resource and payroll system, including employee self service solution for

uMSHWATHI MUNICIPALITY WITH A CONTRACT PERIOD OF THREE (3) YEARS

1. Executive summary

I. The municipality requires suitably qualified service providers to submit bids for the supply, installation,

commissioning and maintaining of human resources & payroll system, time & and attendance control system

and employee self-service solution which complies with the provisions of MSCOA and Municipal Staff

Regulations.

II. Human resources and payroll management is the organizational function that deals with issues related to

employees such as compensation, hiring, performance management, organizational development, safety,

wellness, leave management, benefits, employee motivation, communication, administration, and training in

line with the prescriptions of the Labour Relations Act.

III. This solution must also enable the municipality to reap the benefits of modern ICT based innovations aimed

at reducing cost, eliminating wastage and/ or boosting the productivity of the municipality.

Tender NO. T2025/26/022

Bidder witness employer witness

2. Important tender conditions and comments

I. Municipality reserves the right to split the tender and award more than one tender, should a single

service provider, at the sole discretion of the municipality, not be able to render all the services as

presented in this tender document.

II. Should the Service Provider intend to sub-contract some of the services, such intent must also be

provided in the tender document with full details of the relevant sub- contractor/s.

III. It will be the duty of the bidder to understand the systems, processes and status quo of the business

needs/challenges and the infrastructure and propose a cost effective, innovative solution that is

sustainable and adaptable to the future trends in technology.

IV. Any gaps in the requirements specifications must be amended by the tenderer to cater for a

comprehensive solution that will integrate and interface with other systems in the Municipality (for

example Human Resources, Payroll and Financial systems).

V. The Council does not bind itself to accept the lowest or any tenders, and reserves the right to accept a

tender in part (if the Service Provider agrees), in whole or not at all.

VI. All prices quoted for the hardware, software and accessories, implemented as part of this tender, must

explicitly include delivery, installation, testing, customization, configuration, maintenance, licensing,

commissioning, implementation and training costs.

VII. Other costs as required to complete the project must be clearly stated and no hidden costs will be

entertained. All prices must include vat, unit price and total costs and reference to foreign currency and

fluctuations (if applicable).

VIII. A quotation will be obtained from the successful bidder for all future hardware and software that may be

needed.

IX. The system must comply with the Protection of Personal Information Act, 2013 (Act ) (POPIA).

X. The municipality remains the owner of all the data generated as a result of the municipality using the

services of the service provider.

XI. The successful service provider may be requested to provide data diagram and data flow charts.

XII. The service provider must have data protection mechanisms to protect data.

XIII. The tender offer must be valid for a period of 120 days after closing date of the tender.

3. Service provider main agreement & proposed service level agreement

I. A Main Agreement and Service Level Agreement to provide the required post implementation cost and

specifications for support and maintenance services must be submitted as part of the response to the

Tender.

4. Human resource and payroll management

I. Staff establishment, human resources development and expenditures on staff benefits should

be done according to the processes and procedures set out in the Municipal Systems Act,

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Municipal Finance Management Act and Municipal Staff Regulations.

II. Payroll management entails the administration of the financial record of employees' salaries,

wages, bonuses, net pay, and deductions and should be done within the limits of the approved

budget and the prescriptions of the South African Revenue Services (SARS).

III. Budgeted remuneration and benefits need to be directly aligned to the approved staff

establishment with provision for vacancies shown separately and all staff payments must be

reconciled monthly.

IV. The Service Provider must be in a position to upgrade or supply, set-up and configure a new HR

and Payroll System that will seamlessly integrate with the current ERP System (Phoenix ERP)

and ensure the following functionalities:

The purpose of this document is to define the functional and non-functional requirements for a Payroll System

to be used by a municipality. The system will manage employee compensation accurately, securely, and in

compliance with applicable laws, regulations, and collective agreements.

5. Scope

The Payroll System shall support:

All municipal employees (permanent, temporary, contract, elected officials if applicable)

Salary and wage processing

Statutory deductions and benefits

Reporting, auditing, and integration with other municipal systems

1.5 Stakeholders

Corporate Services Department (Humana Resources Management)

Finance Department

Payroll Officers

IT Department

Internal and External Auditors

Employees

Regulatory Authorities

6. System Overview

The Payroll System will be a centralized application that automates payroll calculations, deductions, and

payments while maintaining accurate employee records and ensuring compliance with municipal, provincial

and national regulations.

7. Functional requirements

7.1 Employee Management

▪ Maintain employee master records:

▪ Personal details

▪ Employment status and type

▪ Job title, grade, department

▪ Salary structure and pay scale

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▪ Support employee lifecycle events:

▪ Hiring

▪ Promotions and transfers

▪ Leave without pay

▪ Termination and retirement

▪ Reporting lines

▪ Qualification & certificates ( must be able to scan documents or upload same on the system)

▪ Document management ( Id copoes, signed contracts and policies)

7.2 Payroll Processing

▪ Support multiple pay frequencies (e.g., monthly, bi-weekly)

▪ Automatic calculation of:

▪ Basic salary or wages

▪ Overtime

▪ Allowances (housing, transport, acting, hardship, etc.)

▪ Bonuses and arrears

▪ Retroactive payroll adjustments

▪ Proration for partial pay periods

7.3 Deductions and Contributions

▪ Statutory deductions (e.g., income tax, social security, pension)

▪ Voluntary deductions (e.g., loans, unions, insurance)

▪ Employer contributions

▪ Configurable deduction rules and limits

7.4 Human Resources Functionality

▪ Human Resource Management System (HRMS)

▪ Support for standard APIs and data exchange formats

▪ Integration with leave management system or built-in leave tracking

▪ Impact of leave types on payroll (paid, unpaid, partially paid)

7.5 Benefits and Pension Management

▪ Manage benefit plans and eligibility rules

▪ Pension contribution calculations

▪ Support for multiple pension schemes if applicable

7.6 Payment Processing

▪ Generate bank transfer files compatible with local banking standards

▪ Support multiple banks and payment methods

▪ Payroll approval workflow prior to payment release

7.7 Reporting and Analytics

▪ Standard payroll reports:

▪ Payslips

▪ Payroll registers

▪ Deduction summaries

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▪ Employer contribution reports

▪ Statutory and regulatory reports

▪ Custom report generation and Export reports to PDF, Excel, and CSV format

7.8 Audit and Controls

▪ Full audit trail of all payroll changes

▪ Versioning of payroll runs

▪ Role-based approvals and validations

▪ Historical payroll data retention

7.9 On boarding & induction

▪ New hire checklist

▪ Digital on boarding forms (these must be customised with not just a system emblem but also with a

municipal emblem)

▪ Policy acknowledgements

▪ Induction schedules and materials

▪ Probation tracking and evaluations

7.10 Time, Attendance & Leave Management

▪ Attendance tracking (clock in/clock out)

▪ Leave types in line with the South African Local Government Bargaining Council Conditions of Service

and Main Collective Agreement and other relevant collective agreements

▪ Leave application and approval flow

▪ Leave balance and accruals

▪ Overtime tracking

▪ Self-service leave management

NB* This function must be aligned to the local government collective agreements

7.12 Training & Development

▪ Skills inventory and competency framework

▪ Training plans and schedules

▪ Bursary and assistance tracking

▪ Training Attendance and records

▪ WSP/ATR development

▪ (HR captures training attended and systems track skills gaps, mandatory training and generates reports

for WSP/ATR)

7.13 Disciplinary Records

▪ Disciplinary records

▪ Grievance management

▪ Misconduct cases and outcomes

▪ SALGBC / CCMA case tracking

▪ Policy management and acknowledgements

▪ (HR logs disciplinary cases and grievances. Systems tracks dates, outcomes and sanctions)

7.14 Health and Safety & Wellness

▪ Incident and injury reporting (OHS)

▪ Return to work after IOD tracking

▪ Medical Records (restricted access)

• NB this must be aligned with the Department of Labour Compensation for commission procedures

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7.15 Organisational Structure workforce

▪ Organograms, structures, positions

▪ Head counts

▪ Must be able to draw organogram

▪ Work analytics

7.16 Compliance and Reporting

▪ Employment Equity (EE) reporting

▪ Skills Development reporting (WSP/ATR) submissions

▪ Audit trails

▪ HR dashboards and analytics

8. Non-functional requirements

8.1 Security

Role-based access control

Strong authentication mechanisms

Encryption of sensitive data (at rest and in transit)

Compliance with data protection laws

Audit log

8.2 Performance

Ability to process payroll for all municipal employees within acceptable time limits

Support concurrent users during peak payroll periods

8.3 Reliability and Availability

High system availability, especially during payroll processing

Automated backups and disaster recovery mechanisms

8.4 Scalability

Ability to accommodate workforce growth

Support future regulatory or policy changes

8.5 Usability

User-friendly interface

Clear navigation and dashboards

Minimal training required for routine operations

10. Integration Requirements

Integration with:

Financial System / General Ledger system

Time and Attendance system

Banking systems

11. Compliance and Legal Requirements

Compliance with:

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Labour laws

Tax regulations

Pension and social security laws

Municipal policies

South African Local Government Bargaining Council Collective Agreements

Municipal Staff Regulations (MSR)

Municipal Standard Chart of Accounts (MSCOA)

Support for periodic legislative updates

12. Data Management

Centralized payroll database

Data validation and error checking

Data retention and archival policies in line with public-sector regulations

13. Deployment and Maintenance

Deployment options:

On-premises or government-approved cloud

Regular system updates and patches

Vendor or in-house technical support

User training and documentation

14. Acceptance Criteria

Accurate payroll calculations

Successful generation of statutory reports

Secure access and audit logging

User acceptance testing (UAT) approval by Finance and Human Resources personnel

15. Skills Development Information

System to able to generate EE Reports and provide printouts

Allow for the capturing of training information and qualifications profiles and reports

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Available

Functionality Required

Yes No 3rd Party

1. A Human Resource (HR) budget/ payroll module

18 must as a minimum:

1.1. The HR & Payroll Modules must enable the

Municipality to budget for its full organogram

(Organizational Structure).

1.2. The HR & Payroll Modules must be able to

accommodate or account for all vacancies (i.e.

funded and or unfunded vacancies) based on a

Council approved.

1.3. Incorporate the ability to apply costing

allocation to projects and percentage (%)

based allocation

Available

Functionality Required Yes No 3rd Party

1. A Human Resource (HR) budget/ payroll module must

as a minimum:

1.1. The HR & Payroll Modules must enable the Municipality

to budget for its full organogram (Organizational

Structure).

1.2. The HR & Payroll Modules must be able to

accommodate or account for all vacancies (i.e. funded

and or unfunded vacancies) based on a Council

approved.

1.3. Incorporate the ability to apply costing allocation to

projects and percentage (%) based allocation of

administration costs to trading service departments (if not

allocated) using direct calculation methods.

1.4. Provision to calculate new notch values within grades

either as a percentage increase or by minimum value.

These notch values are to be held on a temporary file

and the user must be able to perform various "what if"

scenarios without affecting the live data.

1.5. Utilizing historical trends, calculate the likely provision for

leave and bonus provisions. This function should also be

able to anticipate (if applicable) any long service

allocations.

Available

Functionality Required

Yes No 3rd Party

2. Human Resource (HR) payroll module must as a

minimum (In addition to the normal payroll

calculation) provide for:

2.1. Organization Management

2.2. Employee Records Management

2.3. Leave Records Management

2.4. Leave Pay Accrual to be automated also to be

retrieved on an

ad hoc basis

2.5. Training and Development Management

2.6. Travel claims Management

2.7. Payroll and Benefits Management

2.8. Automated reconciliation at predetermined intervals.

2.9. Overtime claims Management/ Time off in lieu

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2.10. Special Allowance Management (e.g. acting,

secondments, etc.)

2.11. Refunds to staff in respect of over-deductions and ad

hoc payments

2.12. Deductions and payments to third parties (e.g. Medical

aids, Pension, SARS, union contributions, etc.)

2.13. Ad hoc payroll runs must reflect in the Financial

Management System

2.14. Must cater for pensioners' benefits

2.15. Provision to record allowance details against a post and

employee (e.g. Telephone Allowance, categories,

amounts, telephone number etc.)

2.16. Employee Relations

2.17. The system must cater for all requirements of the South

African Revenue Services (SARS)

2.18. Must provide a facility to automate the update of tax

tables whenever changes occur

2.19. History of previous tax tables must be retained on the

system for an indefinite period.

2.20. The system must be flexible so as to cater for any

legislative changes to UIF, Workman's Compensation,

Unions, etc.

2.21. The system must be able to cater for more than 1 C

payroll type (e.g. Staff, Councilors, Part-time and

Pensioners, etc.)

2.22. Narrative type pay slips must be provided (Hard copy

and electronically)

2.23. Accumulations of all deductions to be printed on pay

slip if required (Pension, tax, housing allowance, motor

car allowance, etc.)

2.24. Salary payments made to employees' bank accounts

must be catered for electronically by either ACS

(Automated Clearing Bureau) or electronic funds transfer

(Eft)

2.25. Third Party deduction and payments in terms of

schedules or ad hoc basis

2.26. Variance reporting

2.27. The ability to calculate back pay across tax periods and

increment periods must be provided for

2.28. The system must allow for dummy validation pay runs

to be carried out prior to running the final run

2.29. On boarding & induction management

2.30. Time & Attendance tracking (clock in/clock out)

2.31. Organizational structures alignment

2.32. Disciplinary records management

2.33. Health & Safety awareness tracking

2.34. Employment Equity Compliance & reporting

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Available

Functionality Required

Yes No 3rd Party

2.29. All temporary staff (e.g. EPWP workers, learner ship

programs, contract workers, etc.) to be controlled via

Budget availability

2.30. Provision to maintain (add, amend, delete) conditions of

service pertaining to specific posts

2.31. The Payroll System must be able to accommodate or

account for all vacancies (i.e. funded and or unfunded

vacancies) based on a Council approved Organogram in

terms of. Section 66A of the Municipal Systems Act

Amendment Act (MSAA)

2.32. Provide the general ledger (GL) with transactions that

debit expenditure and credit revenue votes when

applicable. This creates a temporary total liability of the

payroll balance on the integration control

2.33. Create the clearing transactions that clear the

integration control, these transactions include:

2.33.1. Electronic funds transfer (EFT) to employee’s bank

accounts into the core financial systems cashbook

awaiting approval;

2.33.2. Creation of reports for 3rd parties, SARS (PAYE,

VAT, etc.), UIF, Medical aid and pension funds;

2.34. The system must support a disciplinary module

which should allow for (not complete list):

• Grievances created (bottom up workflow)
• System should recommend action to be performed

based on type of grievance

• Allow for exception reporting (when a grievance is not

being addressed in correct time frame)

3. Payroll

3.1. Must be able to easily integrate with banks. Seamless

upload of

payroll information

3.2. Support multiple payrolls with different pay structures

3.3. Integrate with the time management system

3.4. Ability to submit statutory reporting to SARS for all

taxes

6. Employee Self Service

6.1 The issue of productivity or performance management needs to be addressed by using the latest available

technologies such as computers and cellphone devices.

6.2 All employees working for uMshwathi Municipality.

6.3 There are +- 450 permanent employees at any given time.

6.4 Users are differentiated by the following attributes:

6.4.1 Location

6.4.2 Management responsibility

6.4.3 Operational responsibility

6.4.4 Work hours (overtime; standby, shifts, etc.)

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6.4.5 Contract vs. permanent employees.

6.4.6 Skilled vs. non-skilled

Literate / Illiterate

6.5 Employees generally fall into the following categories:

6.6 Office personnel – at office 100% during working hours (no meetings outside of office)

6. 7 Office personnel – at office and in/out at meetings.

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6.15 Employee self service solution

No Requirement Confirm Y/N Deviation if any

1. Secure online portal

2. View live leave balances

3. Employees to submit leave applications, update their

basic information and upload document attachments

4.

Online leave applications and overtime claims must

follow an automatic approval process before updating on

the live system

5. Leave and overtime matrixes must be available to

managers

6. Must be able to print or email PDF payslips

7. Provides direct access to view and print current and

previous payslips as well as IRP5’s

8. All browsers are supported to ensure accessibility

across the board

9. All admin functionality is done online

10. Customizable admin permissions and oversight

11. Individual employee privacy and personal information is

protected

12.

System can generate reports such as:

• Irregular clocking
• Attendance
• Absentees
• Late comers
• Management reports

13. Actions are recorded for detailed audit reporting.

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36 months.

The physical address for collection of tender documents is uMshwathi Municipal Offices, 1 Main Road (R33), Opposite New Hanover

SAPS, New Hanover, 3230. Documents may be collected during working hours from 10 June 2026, Wednesday 07h30 to 16h00 upon

payment of a non-refundable tender fee of R420.00, payable in cash only and/ or downloaded free of charge on municipal website:

www.umshwathi.gov.za or on e-tender portal website, www.etenders.gov.za.

Tenders are to be submitted in a sealed envelope, clearly marked “Tender Description and Tender No’’ and deposited in the tender

box situated in the reception area of the uMshwathi Municipal Offices, Main Road, New Hanover, on or before the closing date and time

of 10 July 2026, Friday at 12h00, where the tenders will be opened in public. Late tenders or tenders received by way of facsimile or e-

mail will, under no circumstances, be considered.

All enquiries relating to these documents must be addressed to the Acting Chief Finance Officer (ACFO), Ms. T.P Mkhulisa on 033 816

6800 during working hours, 07h30 to 16h00, Monday to Friday.

Tenders will be evaluated using the 80/20 principles of the Preferential Procurement Policy Framework Act, No. 5, 2000 with its 2022

Regulations and functionality - Experience 40 points, Company Registration 10 points, Expertise 30 points, Methodology 15 points, and

IT Security Management 5 points. Proposals that fail to achieve minimum score of 70% will not qualify for further evaluation.

Claim for Specific Goals for 20 Points Allocation

To claim 20 points for specific goals, the company must have the following ownership:

that the request for such withdrawal, modification or correction, together with full details of such

modification or correction is received at the address given for the submission of the bid in writing or

by telefax before the closing date and hour which is set for the receipt of the bids. The original bid as

amended by such written or telefax communication will be considered the bidder’s offer.

3.8 Cancellation of contract

3.8.1 If the municipality is satisfied that any person (being an employee, partner, director or

shareholder of the bidder or a person acting on behalf of or with the knowledge of the

bidder), firm or company:

(a) is executing a contract with the municipality unsatisfactorily;

(b) has offered, promised or given a bribe or other gift or remuneration to any officer or

employee in the Public Service in connection with obtaining or executing a contract;

(c) has acted in a fraudulent manner or in bad faith or in any other unsatisfactory manner in

obtaining a contract with any government department, provincial administration, public body,

company or person, or that he has managed his affairs in such a way that he has in

consequence thereof been found guilty of a criminal offence;

(d) has approached an officer or employee in the Public Service before or after bids have been

called for, to influence the award of the contract in his favour;

(e) has withdrawn or amended his bid after the time set for the receipt and opening of bids;

(f) when advised that his bid has been accepted, has given notice of his inability to execute or

sign the contract or to furnish any security required;

3.8.2 If the municipality is satisfied that any person, firm or company is or was a shareholder or a

director of a firm or company which, in terms of sub-rule 3.8.1, is one from which no bid will

be favourably considered for a specified period, the government may also decide that no bid

from such person, firm or company shall be favourably considered for a specified period.

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4. Methodology Bidders must demonstrate how the project will be 15

implemented by:

4.1 Detailed work plan or project plan (5)

4.2 Support plan and turnaround time (5)

4.3 Training Plan (hand holding) (5)

5. IT Security Quality Management System (Certified by SABS, ISO 5

Management or relevant bodies)

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explicitly include delivery, installation, testing, customization, configuration, maintenance, licensing,

commissioning, implementation and training costs.

User acceptance testing (UAT) approval by Finance and Human Resources personnel

7.1.1 The Municipality may not necessarily install the system at all locations at once or acquire all the

functionalities of the system immediately. The project may be phased over 36 months to allow for budget

requirements. For this reason, the pricing schedule is priced per unit and not quantity.

7.1.2 Please specify break-down of cost where applicable.

7.1.2.1 Human resource system & payroll

Human resource & payroll system

Year 1 :

Year 2 : Year 3 :

Item Requirement Rand VAT Rand Rand amount Rand

# amount amount (Incl. VAT) amount (Incl.

(Excl. VAT) (Incl. VAT) VAT)

Human Resource

1.

Module

2. Payroll Module

3. Installation cost

4. Setup & Testing

Cost per user

5. registration

6. Training

7. Maintenance &

Support (Annual fee

– paid monthly)

8. Travel,

accommodation,

subsistence &

miscellaneous

9. HR & Payroll

Module Annual

Licence Fees

Total cost r r r r r

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Special conditions of the tender

3. Bid rules

3.1 Form of bid

The certificates, schedules and forms required by this bid shall be signed by the bidder in black ink.

Where the space provided in the bound document is insufficient, separate schedules may be drawn

up in accordance with the given formats. These schedules shall then be bound together with a suitable

contents page and submitted with the bid documents. All such schedules must be signed by the bidder

in black ink.

3.2 Signing of bid

The bid must be signed by a person who is duly authorized to do so. A bid submitted by a corporation

must bear the seal of the corporation, which must be attested by its secretary. Confirmation of the

authorized signatory should be furnished in the format as indicated in MBD 9.

Bids submitted by joint ventures of two or more firms must be accompanied by the document of

formation of the joint venture, authenticated by a notary public or other official deputed to witness

sworn statements, in which is defined precisely the conditions under which the joint venture will

function, its period of duration, the persons authorized to represent it and obligate it, the participation

of the several firms forming the joint venture, and any other information

necessary to permit a full appraisal of its functioning.

3.3 Bid all-inclusive

The bidder must allow in the bid for all labour, material, equipment, all obligatory taxes, all travel,

accommodation and subsistence, levies and everything necessary for the execution and completion

of the contract in accordance with the bid documents.

3.4 Machines / photocopiers

The bidder must submit the name brand of the machine(s), model, pictures and features.

3.4 Alterations to bid documents

No unauthorized alteration or addition shall be made to the form of bid, to the pricing schedule of

services to be rendered or to any other part of the bid documents. If any such alteration or addition is

made or if the pricing schedule of services to be rendered, or other schedules or certificates are not

properly completed, the bidder will be disqualified. The bidder shall request the municipality, at as

early a date as possible during the bid stage, to clarify any point which is difficult to interpret. Should

it be found that a point in question is significant; the municipality will inform all bidders as early as

possible.

3.5 Ownership and confidential nature of documents

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All documents relating to the bid shall remain the property of the uMshwathi Municipality and may

not be reproduced, sold or otherwise disposed off. All recipients of the bid documents (whether or not

a bid is submitted) shall treat the details of the documents as confidential.

3.6 Bid acceptance

uMshwathi Municipality does not bind itself to accept the lowest or any other bid.

3.7 Bid withdrawal or modification

Any bidder has the right to withdraw, modify or amend his bid after it has been delivered, provided

that the request for such withdrawal, modification or correction, together with full details of such

modification or correction is received at the address given for the submission of the bid in writing or

by telefax before the closing date and hour which is set for the receipt of the bids. The original bid as

amended by such written or telefax communication will be considered the bidder’s offer.

3.8 Cancellation of contract

3.8.1 If the municipality is satisfied that any person (being an employee, partner, director or

shareholder of the bidder or a person acting on behalf of or with the knowledge of the

bidder), firm or company:

(a) is executing a contract with the municipality unsatisfactorily;

(b) has offered, promised or given a bribe or other gift or remuneration to any officer or

employee in the Public Service in connection with obtaining or executing a contract;

(c) has acted in a fraudulent manner or in bad faith or in any other unsatisfactory manner in

obtaining a contract with any government department, provincial administration, public body,

company or person, or that he has managed his affairs in such a way that he has in

consequence thereof been found guilty of a criminal offence;

(d) has approached an officer or employee in the Public Service before or after bids have been

called for, to influence the award of the contract in his favour;

(e) has withdrawn or amended his bid after the time set for the receipt and opening of bids;

(f) when advised that his bid has been accepted, has given notice of his inability to execute or

sign the contract or to furnish any security required;

3.8.2 If the municipality is satisfied that any person, firm or company is or was a shareholder or a

director of a firm or company which, in terms of sub-rule 3.8.1, is one from which no bid will

be favourably considered for a specified period, the government may also decide that no bid

from such person, firm or company shall be favourably considered for a specified period.

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3.8.3 Any restriction imposed upon any person, firm or company shall, for the purpose of this rule,

apply to any other undertaking with which such person, firm or company is actively

associated. The expression “person, firm or company” shall include an authorized employee

or agent of such a person, firm or company.

3.8.4 Decisions of the municipality in terms of sub-rule 3.8.1 to 3.8.3 and any revocation or

variation of such decisions may be communicated to the Accounting Officer.

4. Bid rules are binding

The bid rules as well as the instructions given in the official bid notice shall be binding on all bidders

submitting bids for the service or services stated in the bid documents.

5. Queries regarding the bid

5.1 Any queries regarding this bid which the bidders may wish to raise, shall be submitted in

writing to the officials mentioned in the bid notice.

5.2 No requests for information shall be made to any other person or place and in particular not

to the existing providers of these services.

6. Submission of bid

6.1 Completed document with supporting Annexures shall be packaged, sealed, marked and

submitted strictly as required in the bid notice.

6.2 Delivered by hand, the sealed envelope must be deposited in the bid box at 1 Main Road

(R33), Opposite New Hanover SAPS, New Hanover, 3230.

6.3 Bids must reach the above address not later than the closing hour and date given in the

notice.

7. Disqualification of bid

The bidder who has not conformed to these rules and the instruction reflected in the official bid

notice may be disqualified at the discretion of the uMshwathi Municipality.

7. Validity period

The bid shall remain valid and binding for a period of 120 days effective from the closing date of this

bid.

8. Legal aspects

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Bidder witness employer witness

8.1 Law

The laws of the Republic of South Africa shall be applicable to each contract created by the

acceptance of a bid and each bidder shall indicate a place in the Republic and specify it in his bid as

his domicilium citandi et executandi where any legal process may be served on him.

8.2 Jurisdiction

Each bidder shall undertake to accept the jurisdiction of the law courts of South Africa.

8.3 Language of contract

The bid documents have been drafted in English and any contract which originates from the

acceptance of the bid will be compiled, interpreted and construed in English.

8.4 Delegation of authority

The uMshwathi Municipality may delegate any powers vested in them by virtue of these rules to

any officer or employee of the municipality.

9. Bid specifications

9.1 Purpose

The purpose of this document is to set out requirements for the Leasing and Maintenance of

Photocopiers to meet the needs of uMshwathi Municipality.

9.2 General

Bidders must be able to demonstrate their competency to provide the services for the Leasing and

Maintenance of Photocopiers to address the needs of uMshwathi Municipality, as well as working

closely with the officials of the municipality, in particular the Corporate Services Department.

11. Geographical spread

Bidders must provide details (written or graphical) of their representation within the jurisdiction of

uMshwathi indicating the following:

• The main offices is New Hanover and
• Municipal Satellite Offices

Tender NO. T2025/26/022

Bidder witness employer witness

uMSHWATHI MUNICIPALITY

Responsiveness and evaluation criteria

NB: uMshwathi Municipality may verify any information submitted in terms of this bid and any information

that is incorrect may result in that bid being automatically disqualified and not considered further.

Responsivenes criteria

No bid will be considered by uMshwathi Municipality unless it meets the following responsiveness

Criteria (for the bid to be considered responsive, the bid must meet the following requirements

Amongst others):

Compulsory returnable documents:

• The official Bid document must be fully completed in indelible black ink. Where information

requested does not apply to the bidder, the bidder must indicate.

• The Bidder must be in good standing to do business with the public sector (not listed in the database

of tender defaulters)

• The bidder must adhere to the Pricing Instructions,
• The necessary document authorizing the Representative to sign and submit the bid on the bidder’s

behalf must be completed and signed.

• The Municipal Bid Documents (MBDs) 1, 3.3, 4, 5, 6.1, 8, and 9 by the bidder must be completed

and signed.

• Central Supply Database (CSD) Number
• Valid Tax Clearance Certificate/ SARS Verification PIN,
• Certified ID copy of all directors, members and/or shareholders,
• Certificate of Authority for Signatory and Registration,
• Copy of CIPC company registration documents
• Company Account Confirmation letter from the Bank
• Joint Venture Agreement Signed by both parties (if applicable),
• Proof of residence for director/s and operating proof of address for the company office where its

operate/lease agreement (both the signed lease agreement & utility bill must be submitted)

accompanied with municipal utility bill not older than 3 months/letter from INKOSI/Councilor that is

accompanied by an affidavit.

• Record of addendum (if applicable)

Other returnable documents that may be submitted:

• Central Supply Database Report (CSD),
• VAT Registration certificate.

Signature: .............................. Date: ......................

(Of a person authorized to sign on behalf of the Tenderer)

(By signing, you are agreeing to all the above-required documents)

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Bidder witness employer witness

Invitation to tender ................................................................................. 3

Conditions of contract .............................................................................. 6

Specifications ............................................................................................... 11

Specifications and pricing data ............................................................ 11

Part b 11

Functionality ................................................................................................ 29

Central supplier database registration NO: maaa____________ . 33

Official stamp from bank ......................................................................... 35

General conditions of contract .......................................................... 36

Authority of signatory to sign ............................................................. 48

Mbd 3.3 48

Declaration of interest ........................................................................... 51

7. Pricing schedule:

7.1.1 The Municipality may not necessarily install the system at all locations at once or acquire all the

functionalities of the system immediately. The project may be phased over 36 months to allow for budget

requirements. For this reason, the pricing schedule is priced per unit and not quantity.

7.1.2 Please specify break-down of cost where applicable.

7.1.2.1 Human resource system & payroll

services to be rendered or to any other part of the bid documents. If any such alteration or addition is

made or if the pricing schedule of services to be rendered, or other schedules or certificates are not

properly completed, the bidder will be disqualified. The bidder shall request the municipality, at as

early a date as possible during the bid stage, to clarify any point which is difficult to interpret. Should

it be found that a point in question is significant; the municipality will inform all bidders as early as

possible.

3.5 Ownership and confidential nature of documents

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• The official Bid document must be fully completed in indelible black ink. Where information

requested does not apply to the bidder, the bidder must indicate.

• The Bidder must be in good standing to do business with the public sector (not listed in the database

of tender defaulters)

• The bidder must adhere to the Pricing Instructions,
• The necessary document authorizing the Representative to sign and submit the bid on the bidder’s

behalf must be completed and signed.

• The Municipal Bid Documents (MBDs) 1, 3.3, 4, 5, 6.1, 8, and 9 by the bidder must be completed

and signed.

• Central Supply Database (CSD) Number
• Valid Tax Clearance Certificate/ SARS Verification PIN,
• Certified ID copy of all directors, members and/or shareholders,
• Certificate of Authority for Signatory and Registration,
• Copy of CIPC company registration documents
• Company Account Confirmation letter from the Bank
• Joint Venture Agreement Signed by both parties (if applicable),
• Proof of residence for director/s and operating proof of address for the company office where its

operate/lease agreement (both the signed lease agreement & utility bill must be submitted)

accompanied with municipal utility bill not older than 3 months/letter from INKOSI/Councilor that is

accompanied by an affidavit.

• Record of addendum (if applicable)

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the Purchaser and the Vendor, as

recorded in the contract form signed by the parties, including all attachments and appendices

thereto and all documents incorporated by reference therein.

1.3 “Contract price” means the price payable to the Vendor under the contract for the full and proper

performance of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its

government and encouraged to market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced or from

which the services are supplied. Goods are produced when, through manufacturing, processing or

substantial and major assembly of components, a commercially recognized new product results

that is substantially different in basic characteristics or in purpose or utility from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance with the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignee’s store or to his site” means delivered and unloaded in the specified

store or depot or on the specified site in compliance with the conditions of the contract or order, the

3.1 Unless otherwise indicated in the bidding documents, the Purchaser shall not be liable for any expense

incurred in the preparation and submission of a bid. Where applicable a non-refundable fee for

documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the Government Tender Bulletin. The

Government Tender Bulletin may be obtained directly from the Government Printer, Private Bag X85,

Pretoria 0001, or accessed electronically from www.treasury.gov.za.

5.1 The Vendor shall not, without the Purchaser’s prior written consent, disclose the contract, or any provision

thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of

the Purchaser in connection therewith, to any person other than a person employed by the Vendor in the

performance of the contract. Disclosure to any such employed person shall be made in confidence and

shall extend only so far as may be necessary for purposes of such performance.

5.2 The Vendor shall not, without the Purchaser’s prior written consent, make use of any document or

information mentioned in GCC clause 5.1 except for purposes of performing the contract.

5.3 Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of

the Purchaser and shall be returned (all copies) to the Purchaser on completion of the Vendor’s

performance under the contract if so required by the Purchaser.

5.4 The Vendor shall permit the Purchaser to inspect the Vendor’s records relating to the performance of the

employees such as compensation, hiring, performance management, organizational development, safety,

wellness, leave management, benefits, employee motivation, communication, administration, and training in

line with the prescriptions of the Labour Relations Act.

▪ Employer contribution reports

▪ Statutory and regulatory reports

▪ Custom report generation and Export reports to PDF, Excel, and CSV format

7.8 Audit and Controls

▪ Full audit trail of all payroll changes

▪ Versioning of payroll runs

▪ Role-based approvals and validations

▪ Historical payroll data retention

7.9 On boarding & induction

▪ New hire checklist

▪ Digital on boarding forms (these must be customised with not just a system emblem but also with a

municipal emblem)

▪ Policy acknowledgements

▪ Induction schedules and materials

▪ Probation tracking and evaluations

7.10 Time, Attendance & Leave Management

▪ Attendance tracking (clock in/clock out)

▪ Leave types in line with the South African Local Government Bargaining Council Conditions of Service

and Main Collective Agreement and other relevant collective agreements

▪ Leave application and approval flow

▪ Leave balance and accruals

▪ Overtime tracking

▪ Self-service leave management

NB* This function must be aligned to the local government collective agreements

7.12 Training & Development

▪ Skills inventory and competency framework

▪ Training plans and schedules

▪ Bursary and assistance tracking

▪ Training Attendance and records

▪ WSP/ATR development

▪ (HR captures training attended and systems track skills gaps, mandatory training and generates reports

for WSP/ATR)

7.13 Disciplinary Records

▪ Disciplinary records

▪ Grievance management

▪ Misconduct cases and outcomes

▪ SALGBC / CCMA case tracking

▪ Policy management and acknowledgements

▪ (HR logs disciplinary cases and grievances. Systems tracks dates, outcomes and sanctions)

7.14 Health and Safety & Wellness

▪ Incident and injury reporting (OHS)

▪ Return to work after IOD tracking

▪ Medical Records (restricted access)

• NB this must be aligned with the Department of Labour Compensation for commission procedures

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2.21. The system must be able to cater for more than 1 C

payroll type (e.g. Staff, Councilors, Part-time and

Pensioners, etc.)

2.22. Narrative type pay slips must be provided (Hard copy

and electronically)

2.23. Accumulations of all deductions to be printed on pay

slip if required (Pension, tax, housing allowance, motor

car allowance, etc.)

2.24. Salary payments made to employees' bank accounts

must be catered for electronically by either ACS

(Automated Clearing Bureau) or electronic funds transfer

(Eft)

2.25. Third Party deduction and payments in terms of

schedules or ad hoc basis

2.26. Variance reporting

2.27. The ability to calculate back pay across tax periods and

increment periods must be provided for

2.28. The system must allow for dummy validation pay runs

to be carried out prior to running the final run

2.29. On boarding & induction management

2.30. Time & Attendance tracking (clock in/clock out)

2.31. Organizational structures alignment

2.32. Disciplinary records management

2.33. Health & Safety awareness tracking

2.34. Employment Equity Compliance & reporting

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must bear the seal of the corporation, which must be attested by its secretary. Confirmation of the

authorized signatory should be furnished in the format as indicated in MBD 9.

Regulations 2022 .......................................................................................... 55

Contract form - rendering of services ............................................ 61

Part 1 (to be filled in by the service provider) .............................. 61

Part 2 (to be filled in by the purchaser) ........................................... 62

Declaration of bidder’s past supply chain management practices 63

Certificate of independent bid determination ................................ 65

Certificate of independent bid determination ................................ 66

Statement of previous experience ...................................................... 68

Alterations by service provider .......................................................... 69

reproduction indistinct, description is ambiguous, or this document contain any obvious errors, they shall inform

the Supply Chain Management Unit of uMshwathi Municipality at once, and have the same rectified. No liability

whatsoever will be incurred in respect of errors in this document due to the service provider’s failure to observe

this requirement.

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1.12 ”Force majeure” means an event beyond the control of the Vendor and not involving the Vendor’s

fault or negligence and not foreseeable. Such events may include, but is not restricted to, acts of

the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine

restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement

process or the execution of a contract to the detriment of any bidder, and includes collusive practice

among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-

competitive levels and to deprive the bidder of the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the Vendor is required

to supply to the Purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components,

parts or materials which have been or are still to be imported (whether by the Vendor or his

subcontractors) and which costs are inclusive of the costs abroad, plus freight and other direct

importation costs such as landing costs, dock dues, import duty, sales duty or other similar tax or

duty at the South African place of entry as well as transportation and handling charges to the factory

in the Republic where the supplies covered by the bid will be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content

provided that local manufacture does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components

and machinery and includes other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods/works or the rendering of a

service.

1.20 “Project site” where applicable, means the place indicated in bidding documents.

1.21 “Purchaser” means the Institution purchasing the goods/works and/or service.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of the goods, such as

transportation and any other incidental services, such as installation, commissioning, provision of

technical assistance, training, catering, gardening, security, maintenance and other such obligations

of the Vendor covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing.

1.26 “Contract price” means total all inclusive price offered by the bidder for the goods/ works and/ or

services to be delivered under this contract. This is the price used in the calculation of price points when

applying the formula prescribed by PPPFA.

5.5 The Vendor shall indemnify the Purchaser against all third-party claims of infringement of patent,

trademark, or industrial design rights arising from use of the goods or any part thereof by the Purchaser.

6.1 The Vendor shall indemnify the Purchaser against all third-party claims of infringement of patent,

trademark, or industrial design rights arising from use of the goods or any part thereof by the

materials, plant, labour, patent rights and royalties, insurance, computer systems and software and any

and all other costs to be incurred by the contracting company in the execution of the contract.

▪ Support employee lifecycle events:

▪ Hiring

▪ Promotions and transfers

▪ Leave without pay

▪ Termination and retirement

▪ Reporting lines

▪ Qualification & certificates ( must be able to scan documents or upload same on the system)

▪ Document management ( Id copoes, signed contracts and policies)

7.2 Payroll Processing

▪ Support multiple pay frequencies (e.g., monthly, bi-weekly)

▪ Automatic calculation of:

▪ Basic salary or wages

▪ Overtime

▪ Allowances (housing, transport, acting, hardship, etc.)

▪ Bonuses and arrears

▪ Retroactive payroll adjustments

▪ Proration for partial pay periods

7.3 Deductions and Contributions

▪ Statutory deductions (e.g., income tax, social security, pension)

▪ Voluntary deductions (e.g., loans, unions, insurance)

▪ Employer contributions

▪ Configurable deduction rules and limits

7.4 Human Resources Functionality

▪ Human Resource Management System (HRMS)

▪ Support for standard APIs and data exchange formats

▪ Integration with leave management system or built-in leave tracking

▪ Impact of leave types on payroll (paid, unpaid, partially paid)

7.5 Benefits and Pension Management

▪ Manage benefit plans and eligibility rules

▪ Pension contribution calculations

▪ Support for multiple pension schemes if applicable

7.6 Payment Processing

▪ Generate bank transfer files compatible with local banking standards

▪ Support multiple banks and payment methods

▪ Payroll approval workflow prior to payment release

7.7 Reporting and Analytics

▪ Standard payroll reports:

▪ Payslips

▪ Payroll registers

▪ Deduction summaries

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8.3 Reliability and Availability

2.30. Provision to maintain (add, amend, delete) conditions of

service pertaining to specific posts

2.31. The Payroll System must be able to accommodate or

account for all vacancies (i.e. funded and or unfunded

vacancies) based on a Council approved Organogram in

terms of. Section 66A of the Municipal Systems Act

Amendment Act (MSAA)

2.32. Provide the general ledger (GL) with transactions that

debit expenditure and credit revenue votes when

applicable. This creates a temporary total liability of the

payroll balance on the integration control

2.33. Create the clearing transactions that clear the

integration control, these transactions include:

2.33.1. Electronic funds transfer (EFT) to employee’s bank

accounts into the core financial systems cashbook

awaiting approval;

2.33.2. Creation of reports for 3rd parties, SARS (PAYE,

VAT, etc.), UIF, Medical aid and pension funds;

2.34. The system must support a disciplinary module

which should allow for (not complete list):

• Grievances created (bottom up workflow)
• System should recommend action to be performed

based on type of grievance

• Allow for exception reporting (when a grievance is not

being addressed in correct time frame)

The evaluation of this tender shall include functionality whereby the bids will be evaluated in terms of

the evaluation criteria embodied in the bid documents.

• The minimum qualifying score for the functionality will be 70 out of 100 points (70%) and

the bids that fail to achieve the minimum qualifying score will not be consider for further

evaluation.

• Only bids that achieved the minimum qualifying score for functionality will be evaluated

further in accordance with the 80/20 principles of the Preferential Procurement Policy

Framework Act, No.5, 2000 with its 2022 Regulations.

• Points will not be given for non-submission of documents and poor response(s).

Only bidders who score a minimum points of 70 points (70%) shall be considered for further

evaluation. Bidders who fail to score a minimum points of 70 points (70%) shall be disqualified and

will not be considered for further evaluation

No CRITERIA GUIDELINES MAXIMUM

Points

1. Experience List of similar projects undertaken or currently being 40

undertaken in municipalities (Signed appointment

letters and reference letters must be submitted).

8 points will be awarded for each project undertaken.

The maximum number of projects to be provided is 5

projects.

Signed Appointment Letters on company letterhead or signed

purchase order and signed Reference Letters on company

letterheads in the last ten (10) years. (In case there is

subcontracting the main contractor and subcontractor

appointments letters with completion letters signed by the

Client should be attached)

2. Company Company to be registered and be a member as a 10

Registration payroll system provider to a relevant body.

10 points will be awarded for a valid Certificate.

Provide a valid registration Certificate. Certificate to be

certified.

3. Expertise Submit Certified Accreditation Certificates and CVs of 30

Team Members. Team member can be directors or

employees of the Tenderer.

3.1 Project team leader experience and with NQF Level

8 in Human Resources Management qualification.

• 10 years’ experience = 10 points
• 8 years = 8 points
• 6 years = 6 points
• 4 years = 4 points

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Bidder witness employer witness

• 2 year = 2 points

3.2 Software Developer experience and with NQF

Level 6 in Information Technology qualification.

• 10 years = 10 points
• 8 years = 8 points
• 6 years = 6 points
• 4 years = 4 points
• 2 year = 2 points

3.3 Team Member with experience and NQF Level 8

qualification in Accounting or Auditing or Financial

Management.

• 10 years = 10 points
• 8 years = 8 points
• 6 years = 6 points
• 4 years = 4 points
• 2 year = 2 points

8 Points will be allocated for each team member

Submit CV with experience, Certified copy

Identity Document (ID), Certified Copies of

Qualifications to Claim Points.

4. Methodology Bidders must demonstrate how the project will be 15

implemented by:

4.1 Detailed work plan or project plan (5)

4.2 Support plan and turnaround time (5)

4.3 Training Plan (hand holding) (5)

5. IT Security Quality Management System (Certified by SABS, ISO 5

Management or relevant bodies)

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Bidder witness employer witness