Tender Summary: MER/T01/2027

Objectives

The primary objective is to configure, customise, implement, and provide ongoing support for three additional modules within the Mpumalanga Economic Regulator’s (MER) existing licensed Plumsoft Enterprise Resource Planning (ERP) system. The project aims to extend the current platform to enable integrated, efficient, compliant, and auditable business processes across supply chain, fixed asset, and human resource functions, while preserving MER’s existing technology investment, data integrity, and regulatory operational continuity.

Scope

The scope encompasses the full lifecycle configuration, activation, data migration, integration, testing, training, and post-implementation support for:

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

Implementation must occur entirely within MER’s licensed Plumsoft environment. Bidders are prohibited from proposing standalone systems, third-party software, parallel databases, or separate hosting infrastructure. The solution must natively integrate with MER’s existing financial, general ledger, and budget functionality. Required activities include migrating legacy data (spreadsheets, paper, legacy systems), configuring configurable workflows and approval hierarchies, developing dashboards and reports, conducting User Acceptance Testing (UAT), and delivering comprehensive training and maintenance support throughout the contract period.

Technical Requirements

• Architecture & Hosting: Solutions must operate on MER’s existing Plumsoft technical architecture without requiring additional licences, separate databases, or parallel infrastructure.
• Integration: Native integration with financial and budget modules is mandatory. External integrations must be API-based where possible, including the National Treasury Central Supplier Database (CSD), MER’s website, email/WhatsApp/SMS platforms, and Active Directory for authentication.
• Security & Compliance: Must comply with POPIA, featuring encryption (in transit/at rest), SSL/TLS, multi-factor authentication (MFA), role-based access control, intrusion monitoring, and comprehensive audit logging.
• Performance & Scalability: Systems must support concurrent user loads, maintain acceptable response times, allow scheduled maintenance without disrupting core operations, and scale with future growth.
• Data Migration: Requires validated, reconciled migration of supplier, contract, asset, and HR records, with duplicate removal, historical preservation, and pre-go-live accuracy reporting.
• Service Levels: Bidders must propose an SLA covering critical, high, medium, and low severity incidents, with defined response/resolution times, escalation procedures, and support hours.
• Delivery Timeline: Full implementation, testing, and go-live must be completed within nine (9) months of purchase order issuance.

Skills & Experience Requirements

• Accreditation: Bidders must be Plumsoft or hold official accreditation as a Plumsoft implementation partner, with documentary proof submitted.
• Proven Track Record: Demonstrable experience in configuring, implementing, and supporting SCM, Fixed Asset, and HR modules within Plumsoft, preferably in public-sector or regulatory environments.
• Technical Expertise: Proficiency in data migration strategies, external API integrations, workflow configuration, mobile asset verification (barcode/QR scanning), UAT facilitation, and change management.
• Project Team: Submission of a named project manager, functional/technical consultants, integration/data specialists, QA/UAT leads, and training resources, supported by CVs and availability confirmations.
• Local Support Capability: Availability of local resources for helpdesk support, maintenance, updates, and continuity planning during the contract period.

Key Terms & Compliance Notes

• Plumsoft Accreditation: Mandatory partner status required; ensures native compatibility and avoids third-party dependencies or licence duplication.
• GRAP (Generally Recognised Accounting Practice): South African accounting standard governing asset valuation, depreciation, impairment, revaluation, and component accounting for public sector entities.
• CSD (Central Supplier Database): National Treasury’s official supplier registry used for real-time compliance, BBBEE, tax status, and banking verification checks.
• POPIA: Protection of Personal Information Act mandating strict data privacy, consent, security controls, and breach notification protocols for employee and supplier data.
• 80/20 Preference Point System: Procurement evaluation model allocating 80% of scoring to price and 20% to specific socio-economic goals (e.g., black ownership, women-owned enterprises, youth-owned businesses, and disability-owned entities).
• WSP/ATR: Statutory Skills Development Act reporting requirements (Workplace Skills Plan and Annual Training Report) that must be generated and validated within the HR module.