End-user technical support for continuous controls monitoring (ccm) – PRASA

• Closing date: 13 August 2026.
• Closing time: 12:00.
• No other dates (e.g., briefings, site visits, clarification deadlines) are stated in the document.

• Bidding procedure enquiries: Mahuna Mphela.
• Telephone: 011 013 1784.
• Email: [email protected].
• Submission address: No 30 Wolmaraans Street, Braamfontein, Johannesburg.
• Complaints email: [email protected].

• Submit bid response documents in a sealed envelope to: No 30 Wolmaraans Street, Braamfontein, Johannesburg, on or before the closing date.
• Ensure you sign the submission register upon delivery.
• Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted.
• All bids must be submitted on the official forms provided (not to be re-typed).
• Mandatory returnable documents must be provided at closing date and time; failure results in disqualification.
• Returnable documents include all sections, annexures, and forms listed in the document.
• Changes to quotations after closing date and time will not be considered.
• Quotations must be addressed to PRASA before the closing date and time.
• Responses must not include documents or references relating to any other quotation or proposal.
• Any attempt to canvass SCM officers or PRASA employees between closing and award may lead to disqualification.

16 RETURNABLE DOCUMENTS. Mandatory Returnable Documents. Failure to provide Mandatory Returnable Documents at the Closing Date and time of this RFQ will result in a Bidder’s disqualification.

• Evaluation is conducted in stages:
• Stage 1A – Mandatory Requirements: Automatic disqualification if not submitted/met.
• Three reference letters demonstrating experience in Continuous Control Monitoring using Arbutus or ACL Hub/Tool, on company letterhead, with contact details, nature of service, and date/period.
• 1x Data Analyst Specialist: Submit a detailed CV outlining minimum 6 years' experience in Arbutus Analytics and Power BI Integration, with contactable references.
• CV must show minimum 4 years' experience analysing SAP datasets across multiple modules (FI, SCM, PM, GRC, HCM, RE, etc.) and integrating data from SQL, Oracle, and related databases, and publishing Power BI dashboards.
• Submit a signed consent letter from the resource (dated not older than 60 days from RFQ publication).
• NQF Level 6 or higher in Information Systems/Technology, Computer Science, Statistics, Mathematics, Internal Auditing, Accounting, or equivalent.
• Professional certification: Arbutus Certified Data Analyst (ACDA) / ACL Certified / Certified Arbutus Analyst Professional (CAAP) / Power BI integrations, certified within 6 months from quotation issue.
• For foreign qualifications, provide SAQA verification.
• Stage 1B – Other Mandatory Requirements: PRASA may request submission within 5 working days; failure leads to disqualification.
• Valid SARS PIN.
• CSD supplier registration number.
• Completion of ALL RFP documentation (including all declarations and all Standard Bidding Documents (SBD)).
• Stage 2 – Technical/Functional Requirements: Not applicable.
• Stage 3 – Price and Specific Goals:
• Price: 80 points.
• Specific Goals: 20 points.
• Total: 100 points.
• Price scoring formula (80/20 system): Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps = points for price, Pt = price of tender under consideration, Pmin = price of lowest acceptable tender.
• Specific goals points:
• At least 51% owned by Black Women: 5 points (evidence: sworn affidavit/SANAS certificate and copies of ID documents of owners).
• At least 51% owned by Black People: 10 points (evidence: sworn affidavit/SANAS certificate and copies of ID documents of owners).
• PRASA may apply objective criteria to award to a bidder not scoring highest (e.g., negative track record, spreading awards, avoiding concentration).
• PRASA may split the award to more than one service provider if the nature of services allows.
• If the highest scoring bidder fails to sign contract within 14 days, provide security, meet conditions precedent, or negotiations fail, PRASA may appoint the next ranked bidder.
• Bidders must not be persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• Bidders must disclose any relationship with PRASA employees, PEPs/PIPs, and any interest in related enterprises.

• Scope: Provision of end-user technical support service for Continuous Controls Monitoring (CCM).
• Key deliverables:

a) Review of the CCM Framework document.

b) End-user technical support and advanced scripting: troubleshooting, error decoding, advanced scripting, ensuring CCM environment operational and up to date, design and automation of SAP Real Estate scripts, report and dashboard publication.

c) CCM environment optimisation and advanced scripting: review current architecture (SAP ECC to Arbutus to Power BI), assess effectiveness of analytics scripts and monitoring rules, identify optimisation opportunities.

d) Configuration of Continuous Monitoring Analytics: design and optimise new analytics scripts and control tests within Arbutus, enhance existing routines, implement monitoring for key risk areas (financial transactions, procurement, payroll, asset management, segregation of duties).

e) Data extraction and integration support: configure and maintain data extraction from SAP ECC (Finance, HCM, SCM, RE, PM, GRC) and other systems (SQL, Oracle), support SAP/other connectors, ensure data integrity.

f) Dashboard optimisation and reporting: optimise and maintain Power BI dashboards, create interactive reports and visualisations highlighting control exceptions, risk indicators, trends.

g) Exception management and monitoring support: assist Internal Audit in configuring exception thresholds, design automated exception reporting, assist with analysis and interpretation of CCM results.

h) Documentation and knowledge transfer: document analytics scripts, monitoring processes, data extraction processes, provide technical documentation, conduct knowledge transfer and training sessions for Group Internal Audit personnel.

• Delivery timelines: Ongoing for the duration of 12 months, with Real Estate analytics as first priority for first 3 months from date of award.
• Resources required: 1x Data Analyst Specialist, as and when required (rate-based).

• Bidders must provide three reference letters demonstrating experience in Continuous Control Monitoring using Arbutus or ACL Hub/Tool, on company letterhead, with contact details, nature of service, and date/period.
• Bidders must provide 1x Data Analyst Specialist with:
• Minimum 6 years' experience relevant to bid requirements (Arbutus Analytics and Power BI Integration), with contactable references.
• Minimum 4 years' experience analysing SAP datasets across multiple modules (FI, SCM, PM, GRC, HCM, RE, etc.) and integrating data from SQL, Oracle, and related databases, and publishing Power BI dashboards.
• NQF Level 6 or higher in Information Systems/Technology, Computer Science, Statistics, Mathematics, Internal Auditing, Accounting, or equivalent.
• Professional certification: Arbutus Certified Data Analyst (ACDA) / ACL Certified / Certified Arbutus Analyst Professional (CAAP) / Power BI integrations, certified within 6 months from quotation issue.
• For foreign qualifications, provide SAQA verification.
• Submit a signed consent letter from the resource (dated not older than 60 days from RFQ publication).

• The Supplier must have professional certification: Arbutus Certified Data Analyst (ACDA) / ACL Certified / Certified Arbutus Analyst Professional (CAAP) / Power BI integrations, certified within 6 months from quotation issue.
• For foreign qualifications, provide SAQA verification.
• The Supplier warrants that items are in accordance with PRASA's requirements and fit for purpose.
• The Supplier must correct non-conformances as indicated by PRASA.
• No specific quality management system (e.g., ISO) is mentioned in the document.

• Complete the attached Pricing Schedule (Section 8).
• Pricing Bill of Quantity must be completed in line with the schedule.
• Submit pricing strictly in accordance with the price schedule; deviation may result in bid being declared non-responsive.
• Discounted prices will only be considered at final evaluation stage on an unconditional basis.
• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm and clearly indicate the basis.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• The pricing schedule includes: Item 01 - Data Analyst Specialist (CCM Support) Rate, Quantity 1, Unit Price, Total Amount, VAT 15%, Grand Total.

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm and clearly indicate the basis.
• Pricing Bill of Quantity must be completed in line with the schedule (Section 8).
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• Submit pricing strictly in accordance with the price schedule; deviation may result in bid being declared non-responsive.
• Discounted prices will only be considered at final evaluation stage on an unconditional basis.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate a market-related price with the highest, then second, then third highest scoring bidder. If no agreement, PRASA must cancel the RFQ.
• Payment: PRASA pays within 30 days of receipt of correct tax invoice.
• No payment is made if the item is not provided as stated in the order/contract.
• Delivery period: Suppliers to offer earliest delivery period possible; to be completed in working days from date of order.

• Tax Compliance: Bidders must ensure compliance with tax obligations.
• Submit a unique SARS PIN to enable PRASA to verify taxpayer profile and tax status.
• Application for Tax Compliance Status (TCS) PIN may be made via e-filing through SARS website (www.sars.gov.za).
• Alternatively, submit a printed TCS certificate together with the bid.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided.
• Central Supplier Database (CSD): Bidders must self-register on National Treasury's CSD (https://secure.csd.gov.za/). Business may not be awarded to a bidder who has failed to register on the CSD. Foreign suppliers with no local registered entity need not register.
• B-BBEE: This tender uses the 80/20 preference point system. Specific goals (20 points) are:
• At least 51% owned by Black Women: 5 points (evidence: sworn affidavit/SANAS certificate and copies of ID documents of owners).
• At least 51% owned by Black People: 10 points (evidence: sworn affidavit/SANAS certificate and copies of ID documents of owners).
• Bidders must complete SBD 6.1 Preference Points Claim Form.
• Bidders must complete SBD 4 Bidder's Disclosure form, including declarations regarding state employment, relationships with procuring institution, interests in related enterprises, and PEPs/PIPs.
• Bidders must not be persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• Foreign suppliers must complete a questionnaire regarding residency, branch, permanent establishment, source of income, and tax liability in RSA.
• Bidders must provide proof of authority (e.g., company resolution) for the signatory.
• Bidders must provide VAT registration number.

• Specific goals for this tender (80/20 system):
• At least 51% owned by Black Youth: 10 points (evidence: sworn affidavit/SANAS certificate and copies of ID documents of owners).
• At least 51% owned by Black Women: 10 points (evidence: sworn affidavit/SANAS certificate and copies of ID documents of owners).
• Total specific goals points: 20.
• Bidders must complete SBD 6.1 Preference Points Claim Form and provide supporting evidence.
• Failure to submit proof or documentation for specific goals will be interpreted as not claiming those points.

Without prejudice to any other rights of PRASA under these conditions, the Supplier warrants that the items are in

accordance with PRASA’s requirements, and fit for the purpose for which they are intended, and will remain free

from defects for a period of one year (unless another period is stated in the Order) from acceptance of the items by

PRASA.

The Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges and expenses arising

in connection therewith arising from the negligence, infringement of intellectual or legal rights or breach of statutory

duty of the Supplier, his subcontractors, agents or servants, or from the Supplier’s defective design, materials or

workmanship.

The Supplier indemnifies PRASA against claims, proceedings, compensation and costs payable arising out of

infringement by the Supplier of the rights of others, except an infringement which arose out of the use by the

Supplier of things provided by PRASA.

Assignment and sub-contracting

The successful Bidder awarded the contract may only enter into a subcontracting arrangement with PRASA’s

prior approval. The contract will be concluded between the successful Bidder and PRASA, therefore, the

successful Bidder and not the sub-contractor will be held liable for performance in terms of its contractual

obligations.

Governing law

The order/contract is governed by the law of the Republic of South Africa and the parties hereby submit to the non-

exclusive jurisdiction of the South African courts.

Request for quotation: provision of end-user technical support service for

Continuous controls monitoring (ccm)

Section 6

Sbd4

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:

................................................................................................

................................................................................................

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:

........................................................................................

........................................................................................

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.

Request for quotation: provision of end-user technical support service for

Continuous controls monitoring (ccm)

3 Bidder’s declaration regarding PEPs/PIPs

PRASA requires bidders to disclose if they have Politically Exposed Persons (“PEP”)2 or Prominent Influential

Persons (“PIP”)3 and related individuals in their organisation and/or beneficial owners / shareholders who are

Pep/pip.

PRASA reserves the right not to enter into a business relationship with such person, official or entity, provided

there are objective factors that justify the conclusion of such business relationship, and the decision is based

on achieving the best interest of PRASA.4

3.1 Is the bidder a PEP/PIP? YES/NO

3.2 Does the bidder have an existing relationship with a PEP/PIP? YES/NO

3.3 Where a relationship with a PEP/PIP exists, the bidder is required to furnish particulars of the nature of the

exposure, term of the office and description of activities relating to exposure, in table below.

Name of PEP/PIP & Nature of Term of the office Description of activities relating to

the Exposure/Influence Exposure/Influence

3.4 Declaration:

I/We the undersigned ____________________________________________________ (Name) hereby certify that

the PEP/PIP information furnished in this bid document is true and correct. We further certify that we understand

that where it is found that we have made a false declaration or statement in this bid, PRASA may disqualify our bid

or terminate a contract we may have with PRASA where we are successful in this tender.

2 Both foreign and domestic politically exposed person as specified in Schedule 3A and 3B of the Financial

Intelligence Centre Act No. as amended. (refer to Annexure 2 of the PRASA Code of Conduct for

dealing with Politically Exposed Persons, Prominent Influential Persons and Related Parties).

3 As reflected in Schedule 3C of the Financial Intelligence Centre Act No. (refer to Annexure 2.1.2

of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential Persons and

Related Parties).

4 Clause 4.5 of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential

Persons and Related Parties.

Request for quotation: provision of end-user technical support service for

Continuous controls monitoring (ccm)

Signature Date

Position Name of Bidder

copies of ID Documents of

the Owners

Total 20

4.1 Section 2(1)(f) of the PPPFA empowers an organ of state to award a tender to the highest

scoring bidder unless there is an objective criteria that justify the award to another tenderer.

4.2 PRASA reserves the right to apply the objective criteria for this bid.

4.3 PRASA may award a bid to a bidder that did not score the highest points under the following

circumstances:

a) A negative track record of the bidder in other related projects;

b) spreading the award to bidders that have not been previously appointed;

c) the need to avoid concentrating awards to the previously appointed bidders. Prasa shall

take into account the following:

i. the number of bid(s) awarded to the highest scoring bidder(s) in the preceding

financial years;

ii. the capacity of the highest scoring bidder(s) despite the previous appointments;

iii. the value and scope of the bid(s) already awarded to the highest scoring bidder(s);

iv. the materiality of the price difference between the highest scoring bidder and other

bidders; and

v. whether the goods, services or works are of a specialised nature.

4.4 PRASA reserves the right to split the award of this bid to more than one service provider,

provided that the nature of the services or goods or works to be provided are capable of being

split to more than one service provider.

4.5 Appointments other than the successful bidder

4.6 PRASA may appoint a bidder other than the successful bidder under the following instances:

(i) When a successful bidder, after having been informed of the acceptance of its Bid, fails

to sign a contract within a prescribe period of time e.g. 14 (fourteen) days after being

called upon to do so;

(ii) When a successful bidder has failed to provide the necessary security, bonds or

guarantees within the time required to do so by PRASA;

(iii) When a successful bidder fails to meet a condition precedent for the award of business

(e.g. to obtain the necessary funding); and

(iv) When final contract negotiations with a preferred bidder fails and a contract is not agreed

upon.

4.7 PRASA will only award a bid to a bidder other than the highest scoring bidder provided that such

bid is still within the bid validity period.

4.8 Only if the second ranked bidder is also unable/unwilling, PRASA may proceed to the third

ranked bidder.

Section 4

Request for quotation: provision of end-user technical support service for

Continuous controls monitoring (ccm)

in connection therewith arising from the negligence, infringement of intellectual or legal rights or breach of statutory

duty of the Supplier, his subcontractors, agents or servants, or from the Supplier’s defective design, materials or

workmanship.

4.2. Name of company/firm...............................................................................

4.3. Company registration number: .....................................................................

4.4. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.5. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points

claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the

preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4

and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of the organ

of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of

contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only

the shareholders and directors who acted on a fraudulent basis, be restricted from

obtaining business from any organ of state for a period not exceeding 10 years, after

the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................SECTION 7

Request for quotation: provision of end-user technical support service for

Continuous controls monitoring (ccm)

a) Review of the CCM Framework document.

b) End-User technical Support and advanced scripting:

• Provide end-user support and improve the scalability and sustainability of the CCM environment, which will

include, but not be limited to, troubleshooting, error decoding, advanced scripting, etc.

• Ensure the CCM environment remains operational and up to date.
• Design and Automation of SAP Real Estate scripts, formulate a report and publish a dashboard.

c) CCM environment optimisation and Advanced scripting:

• Review the current CCM architecture and configuration (i.e. from SAP ECC data sources to Arbutus

platform to Power BI)

• Assess the effectiveness of the existing analytics scripts and monitoring rules.
• Identify opportunities to optimise data extraction, analytics performance and dashboard reporting

d) Configuration of Continuous Monitoring Analytics:

• Design and optimise new CCM analytics scripts and control tests within the Arbutus platform
• Enhance or optimise existing analytics routines used for continuous monitoring.
• Implement monitoring control for key risk areas, such as financial transactions, procurement and supply

chain activities, payroll and HCM processes, asset management and plant maintenance, and segregation

of duties and access controls.

e) Data Extraction and Integration Support:

• Configure and maintain data extraction routines from SAP ECC (Finance, HCM, SCM, RE, PM and GRC),

and other key systems that run on SQL and Oracle.

• Support new and existing SAP/Other connectors used by Arbutus to ensure reliable data extraction.
• Ensure data integrity, completeness and reliability of extracted datasets.

f) Dashboard Optimisation and Reporting:

• Optimise and maintain Power BI dashboards used for CCM monitoring
• Create interactive reports and visualisations that highlight control exceptions, risk indicators, transaction

trends, and monitoring results

• Support enhancement to existing dashboards and reporting capabilities.

g) Exception Management and Monitoring Support:

• Assist Internal Audit in configuring exception thresholds and monitoring parameters
• Support the design of automated exception reporting mechanisms.
• Assist with analysis and interpretation of CCM results where required.

h) Documentation and Knowledge transfer:

• Document analytics scripts, monitoring, and data extraction processes
• Provide technical documentation for the CCM architecture and analytics routines
• Conduct knowledge transfer and training sessions for Group Internal Audit personnel on use cases,

technical enhancement, and dashboard development.

1.1 Delivery timelines

completeness, accuracy, and

reliability of extracted data.

• Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted.
• All bids must be submitted on the official forms provided (not to be re-typed).
• This bid is subject to the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and any other special conditions of contract.
• PRASA General Conditions of Purchase shall apply.
• 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 who are persons in the service of the state.
• Failure to provide or comply with any of the above particulars may render the bid invalid.

• Bidders must indicate whether they are an accredited representative in South Africa for the goods/services/works offered.
• Foreign suppliers must complete a questionnaire regarding residency, branch, permanent establishment, source of income, and tax liability in RSA.
• Bidders must provide VAT registration number.
• Bidders must provide proof of authority (e.g., company resolution) for the signatory.
• Bidders must complete all declarations and Standard Bidding Documents (SBD).

• Stage 1A – Mandatory Requirements: Automatic disqualification if not submitted/met (reference letters, CV, consent letter, qualifications, certifications).
• Stage 1B – Other Mandatory Requirements: PRASA may request submission within 5 working days; failure leads to disqualification (SARS PIN, CSD number, completion of all RFP documentation).
• Stage 2 – Technical/Functional Requirements: Not applicable.
• Stage 3 – Price and Specific Goals: Price 80 points, Specific Goals 20 points, Total 100 points.
• Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: At least 51% owned by Black Women (5 points) and at least 51% owned by Black People (10 points).
• PRASA may apply objective criteria to award to a bidder not scoring highest.
• PRASA may split the award to more than one service provider.
• If the highest scoring bidder fails to sign contract within 14 days, provide security, meet conditions precedent, or negotiations fail, PRASA may appoint the next ranked bidder.