Objectives

The primary objectives of this tender are to provide a comprehensive Payroll and Human Resource Management System for Emakhazeni Local Municipality, supporting payroll processing, employee self-service, and HR functionalities on a single platform. The system aims to reduce administrative workload, eliminate duplication, ensure legislative compliance, enable automation of routine HR and payroll tasks, facilitate robust reporting, and develop long-term system ownership and sustainability.

Scope

The scope includes the supply, installation, configuration, and support of a fully integrated HR and payroll system, including:

• Core HR and payroll modules with functionalities such as deductions, third-party payments, and compliance with relevant legislation.
• Employee self-service portal for payslips, leave applications, personal data updates, and approvals.
• Robust reporting on workforce metrics, payroll costs, leave trends, employment equity, and skills development.
• Integration with third-party systems and secure data exchange mechanisms via APIs.
• Development of internal capacity through training and knowledge transfer for long-term system ownership.
• Support and maintenance over a period of 60 months (5 years), including licensing, updates, and support services.

Technical Requirements

The technical specifications include:

• Provision of a cloud-based or on-premises system with data backup and storage options.
• Support for automated calculations, deductions, third-party payments, and compliance with legislation such as PAYE, UIF, SDL, IRP5/IT3(a), BCEA, POPIA, Employment Equity Act, and Skills Development Act.
• Web and mobile accessibility for employee self-service and HR functions.
• Secure data exchange via APIs, audit trails, and adherence to POPIA.
• Ability to handle employee data, organizational structures, and payroll processing for varying employee numbers and organizational complexity.
• Support for disciplinary modules, grievance workflows, and reporting functionalities.

Skills Requirements

The tenderer must demonstrate the capacity to deliver the following:

• Experienced payroll and HR consultants with minimum 5 years of relevant work experience.
• Qualified system/software developers with at least 5 years of experience in HR/payroll systems and IT/Computer Science qualifications.
• Project management expertise with a minimum of 7 years of experience and a relevant qualification in project management.
• Provision of key personnel including project managers, HR and payroll specialists, and IT support staff, with CVs and appointment letters to be submitted.
• Ability to provide ongoing support, training, and capacity building for municipal staff to ensure system sustainability.