Provision of payroll and human resources management system with 36‑month support (re‑advert)

Closing date: 26 January 2026 at 12:00 hrs (as stated). No other dates (briefings, site visits, clarification deadlines) are provided in the document.

• Complete and submit all returnable documents listed (MBD 1 and Forms A‑M).
• Mandatory (compulsory) forms: Form A (Supply Chain Management Practices), Form B (Declaration of Interest), Form C (Authority of Signatory), Form D (SARS CSD Declaration), Form E (Financial References/Bank Details), Form F (Municipal Utility Account), Form G (Preference Schedule), Form H (Contract Form), Form I (Certificate of Independent Bidder Determination), Form J (Declaration for procurements above R10 million), Form L (Bill of Quantities), Form M (Form of Offer).
• Additional annexures required depending on entity type (e.g., Certificate of Incorporation, ID copies, B‑BBEE certificate/affidavit).
• All documents must be signed where required and submitted together with the bid.
• Failure to provide any compulsory returnable may lead to disqualification.

• Functionality assessment based on Preferential Procurement Regulations 2022 (PPPFA).
• Bidders must score at least 75 out of 100 points to proceed.
• Scoring breakdown:

• Registration/Accreditation with South African Payroll Association (SAPA) – 25 points.
• Traceable experience – submission of appointment letters:

• ≥5 certified letters – 50 points.
• 3‑4 certified letters – 30 points.
• <3 letters – 0 points.
• Total possible points = 100; minimum passing score = 75.
• Evaluation is purely functional; no price weighting mentioned.

Scope: Provide a fully integrated Payroll and Human Resources Management System with 36 months of support and maintenance.

Key functional modules:

• Payroll processing (employee data, overtime, bonuses, deductions, third‑party payments, IRP5/IT3 generation, statistical reports, GL interfaces, integration with financial system).
• Human Resources module (leave management, audit trail, skills module, employee self‑service).

Technical requirements:

• Web‑based or hybrid solution, hosted on‑premise or cloud with POPIA‑compliant secure access.
• Compatibility with latest mSCOA XML schema and web services.
• Role‑based access control, API support for ERP, SARS eFiling, pension providers, banks.
• Data backup, disaster recovery, encryption.
• Reporting: mSCOA‑XML compliant reports, real‑time dashboards, audit logs.

Service provision: Dedicated GSDM support official for the first month of the contract.

• Bid price must remain valid for 90 days.
• Payment terms: invoices paid within 30 days of receipt.
• No explicit mention of performance bonds, guarantees or specific pricing format; assume standard tender pricing schedule applies.
• Financial references required (Form E) and bank details to be submitted.

• Proof of accreditation/registration with South African Payroll Association (SAPA).
• B‑BBEE certificate or sworn affidavit (compulsory).
• SARS CSD (good standing) declaration (Form D).
• CIPC documentation (Certificate of Incorporation, ID copies of directors/shareholders) as per annexure requirements.
• Completion of supply‑chain management declaration (Form A) and declaration of interest (Form B) with disclosures on conflicts of interest, past contracts, and any convictions.
• No additional specific tax or CIDB requirements mentioned.