Customisation, configuration, implementation and support of three additional modules (SCM, fixed asset, HR) within mer's existing plumsoft ERP system

Compulsory briefing: 19 October 2026 at 11:00

• Venue: MER Building, First Avenue, White River, 1240, Mpumalanga Province, South Africa.

Closing: 06 November 2026 at 11:00

Validity period: 90 days from the closing date.

Contact person: Reineth Mampane

Role: Chief Financial Officer

Email: [email protected]

Telephone: 013 750 8000

Issued by: The Chief Executive Officer, Mpumalanga Economic Regulator

Postal address: Private Bag X9908, White River, 1240

Submission address: MER Building, First Avenue, White River, 1240, Mpumalanga Province, South Africa

Submission method: hand delivery or courier only. No email, facsimile or similar medium will be accepted.

• Delivery address: MER Building, First Avenue, White River, 1240, Mpumalanga Province, South Africa.
• Attention: Reineth Mampane (Chief Financial Officer).
• Sign the register at reception when delivering the bid.
• Endorse the envelope with the closing date, company name and return address.
• If couriered, endorse the tender description on the delivery note/packaging.
• Bids not in the tender box at closing time are late and will not be considered.
• Amended tenders must be in an envelope marked "Amendment to tender" and placed in the tender box before closing.
• Bidders must prepare for a possible presentation; MER will notify at least 4 days before the presentation date.
• Bidders must explicitly state "Accept" or "Not Accept" for each requirement; a check under "Accept" means full compliance.
• Bidders' own terms and conditions are not acceptable.
• Returnable documents (each schedule clearly marked):
• Cover page: tender reference number, description, bidder's name.
• Schedule 1: Executive Summary (bidding structure and responsibilities of each member).
• Schedule 2: Section 1 (Conditions of Bid and Contract) duly signed; certified CIPC registration documents (for CCs, listing members with percentages) or latest certified share certificates (for companies); standard bidding documents duly signed; valid certified B-BBEE certificate or sworn affidavit (for EMEs). For consortium/JV/subcontractor, these documents must be submitted for each member.
• Schedule 3: Response to Section 3 (Terms of Reference).
• Schedule 4: Price Proposal.
• Schedule 5: Soft copies of the proposal on a USB.
• Bids must be signed by a person duly authorised by a board resolution; a certified copy of the resolution must be submitted.
• Failure to comply with any condition invalidates the tender.

Evaluation criteria:

• Functionality.
• 80/20 preference point system as prescribed in the PPPFA.
• Selection is based on the greatest benefit to MER, not necessarily the lowest price.
• MER may negotiate with one or more bidders after evaluation.
• MER may contact a bidder during evaluation for clarification only.
• MER reserves the right to cancel the RFP, not accept any bid, or accept one or more bids for negotiation.
• Bidders must be Plumsoft or an officially accredited Plumsoft implementation partner; documentary proof of accreditation must be submitted.

Scope: Customisation, configuration, implementation and support of three additional modules within MER's existing Plumsoft ERP system.

Modules in scope:

• Supply Chain Management (incl. Contract Management)
• Fixed Asset Management
• Human Resource Management (incl. Payroll Management)

The solution must be implemented entirely within MER's existing licensed Plumsoft environment. No standalone or third-party systems, additional licences, parallel databases, or separate hosting/infrastructure are allowed.

General scope of work (for all three modules):

• Configure, customise and activate the modules.
• Configure workflows, approval hierarchies, and business rules.
• Integrate with Plumsoft's financial, general ledger, and budget functionality.
• Integrate with external systems such as the National Treasury CSD.
• Configure email and SMS notifications.
• Develop dashboards and management reports.
• Migrate existing data (supplier, contract, asset, HR records) into the modules.
• Conduct system testing and support UAT.
• Provide administrator and end-user training.
• Provide technical documentation, configuration records, and user manuals.
• Provide post-implementation support and maintenance for the contract period.

Detailed module requirements:

• SCM: requisition management, supplier management, CSD integration, RFQ management, open tender and advertisement management, quotation and bid evaluation and award, purchase order management, goods receipt and service confirmation, invoice processing (native within Plumsoft), document management, notifications, reporting and dashboards, audit and compliance, contract management (integrated sub-module).
• Fixed Asset Management: support complete asset lifecycle and GRAP requirements (acquisition, registration, depreciation, impairment, verification, transfers, maintenance, revaluation, disposal).
• HR Management: support complete employee lifecycle (recruitment, onboarding, employment, development, performance management, administration, exit).

Legislative compliance: The modules must support MER's compliance with PFMA, Treasury Regulations, SCM prescripts, PPPFA, PPR 2022, BBBEE, POPIA, ECTA, GRAP, National Treasury Asset Management Framework, Employment Equity Act (EEA2/EEA4), BCEA, LRA, Skills Development Act (WSP/ATR), COIDA, OHS Act, Income Tax Act, Unemployment Insurance Act, Skills Development Levies Act.

Methodology requirements:

• Bidders must explicitly identify any requirement that cannot be met within Plumsoft, providing: the specific requirement, reason, proposed alternative, extent to which it meets the requirement, additional software/licences/infrastructure/third-party dependencies, implementation and integration implications, once-off and recurring costs, impact on support/maintenance/future upgrades, and material risks.
• The bidder must configure, customise, test and implement the three modules within the existing Plumsoft environment.
• The bidder must migrate, validate and reconcile data.
• The bidder must provide training, documentation and post-implementation support.
• The bidder must communicate in writing any requirement that cannot be met natively.

Experience and qualifications:

• Bidders must be Plumsoft or an officially accredited Plumsoft implementation partner.
• Demonstrable experience in configuring, implementing and supporting the SCM, Fixed Asset Management and Human Resource Management modules is required.
• Documentary proof of Plumsoft accreditation or authorised implementation-partner status must be submitted.

Quality requirements:

• The implementation must integrate seamlessly with MER's existing Plumsoft environment.
• Avoid duplicate data capture, parallel processes and unnecessary technology components.
• Migrated data must be validated, reconciled, complete and fit for operational use prior to go-live.
• Provide appropriate training, documentation, UAT, post-implementation support and maintenance.
• The solution must be scalable, secure, maintainable and preserve the integrity, security and continuity of MER's existing financial and regulatory environment.
• MER may inspect the bidder's resources and works, and visit customer sites if necessary.

Pricing schedule: SBD 3.3 (Pricing Schedule) must be completed.

Fees will be negotiated subject to applicable legislation, SCM policy and National Treasury prescripts.

No detailed pricing format (e.g., fixed price, schedule of rates) is specified beyond the standard SBD 3.3 form.

Pricing: Fees will be negotiated subject to applicable legislation, SCM policy and National Treasury prescripts.

Pricing schedule: SBD 3.3 (Pricing Schedule) must be completed.

No bid security, performance guarantee, or retention amounts are stated in the document.

All costs for preparation, presentation and demonstration are for the bidder's account.

Supporting documentation and manuals submitted become MER property.

Mandatory eligibility:

• Bidders must be Plumsoft or an officially accredited Plumsoft implementation partner, with demonstrable experience in configuring, implementing and supporting the SCM, Fixed Asset Management and HR modules. Documentary proof of accreditation must be submitted.

Returnable compliance documents:

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 3.3 (Pricing Schedule): completed pricing.
• SBD 4 (Bidder's Disclosure): declaration of interest.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points.
• Certified CIPC registration documents (for CCs, listing members with percentages) or latest certified share certificates (for companies).
• Valid certified B-BBEE certificate or sworn affidavit (for EMEs).
• Certified copy of board resolution authorising the signatory.
• For consortium/JV/subcontractor: the above documents for each member.
• CSD registration is referenced as part of the SCM module integration; no explicit requirement for bidders to be CSD-registered is stated.
• Tax compliance status is referenced in the supplier database; no explicit tax clearance document is listed as a returnable.
• No CIDB grading is required (not construction-related).

No specific OHS requirements are stated for the bidder. The HR module must support MER's compliance with the Occupational Health and Safety Act (OHS Act) and COIDA, but no bidder-specific safety plan is required.

Contract period: to be agreed; MER may review and extend at its discretion.

Fees: negotiated subject to legislation, SCM policy and National Treasury prescripts.

Bidders' terms and conditions are not acceptable.

MER's interpretation of requirements prevails in case of difference.

Disputes: dealt with under the General Conditions of Contract.

Precedence: Statutory and mandatory requirements, then this bid document, then Contract Conditions.

MER may contract with other service providers for services not covered by this specification.

Services will not commence until MER gives final approval of all procedures.

Addenda: bidders will be notified in writing of any modifications.

Confidential material must be clearly marked.

POPIA: bidders consent to processing of personal information for evaluation, award and contract management.

MER may inspect bidder's resources and works, and visit customer sites.

MER may cancel the RFP at any time, not accept any bid, or accept one or more bids for negotiation.

Special conditions:

• Bidders' terms and conditions are not acceptable.
• Contract period to be agreed; MER may extend at its discretion.
• Fees negotiated subject to legislation, SCM policy and National Treasury prescripts.
• MER's interpretation of requirements prevails.
• Disputes dealt with under General Conditions of Contract.
• Precedence: statutory requirements, bid document, contract conditions.
• MER may contract with other service providers for services not covered.
• Services commence only after MER's final approval.
• Addenda will be issued in writing.
• Preparation costs are for the bidder; submitted documentation becomes MER property.
• Confidential material must be marked.
• POPIA consent for processing personal information.

General requirements:

• Bidders must provide full and accurate answers to all questions, explicitly stating "Accept" or "Not Accept" for each requirement.
• A check under "Accept" means full compliance; "Not Accept" means the bidder has read and understood but does not accept.
• Bidders must substantiate responses where necessary.
• The bidder must accept MER's interpretation of requirements.
• The bidder must provide comprehensive service documentation in English; incomplete documentation will result in rejection.
• The bidder's name and address must appear on the outside of tender documents and envelope.
• Bidders must be prepared for a possible presentation.
• Bidders must comply with the legislative framework as relevant to each module (PFMA, PPPFA, PPR 2022, BBBEE, POPIA, ECTA, GRAP, Employment Equity Act, BCEA, LRA, Skills Development Act, COIDA, OHS Act, Income Tax Act, Unemployment Insurance Act, Skills Development Levies Act).

Evaluation criteria:

• Functionality.
• 80/20 preference point system as prescribed in the PPPFA.
• Selection based on greatest benefit to MER, not necessarily lowest price.
• MER may negotiate with one or more bidders.
• MER may contact a bidder during evaluation for clarification only.