Objectives

The primary objective of this tender is to appoint a service provider to implement a comprehensive Performance Management System (PMS) for the Namakwa District Municipality. The system aims to facilitate organizational and individual performance management, reporting, and compliance with relevant legislation and policies, including the SDBIP and mSCOA frameworks. The project also seeks to transfer skills to municipal officials and ensure continuous improvement and alignment of performance processes.

Scope

The scope encompasses the provision of a web-based electronic PMS, including:

• Implementation of an electronic system to manage and report on the SDBIP.
• Support with the review, uploading, and export of performance reports and KPI descriptions.
• Drafting and reviewing performance plans for municipal staff (80-100 plans).
• Mid-year and final performance evaluations, including report preparation.
• Final Section 46 Annual Performance Reports and Annual Report reviews.
• Transfer of data from existing systems, data setup, and ongoing support.
• Training of system administrators and users.
• Support functions such as facilitation of performance reviews, skills transfer, and continuous process improvement.
• Provision of detailed costing, maintenance over 3 years, and on-site training.

Technical Requirements

The technical specifications include:

• A web-based, hosted electronic performance management system.
• System availability of at least 95% per month.
• Modules for organizational and individual performance management, including KPI management, reporting, and data transfer.
• Security, archiving, and user management features with role-based access control (read, create, edit, delete, upload, download) at user, group, and role levels.
• Support for integration with SDBIP/IDP and mSCOA processes, including confirmation of compliance via signed letters.
• Ability to generate progress reports, support mid-year and annual reviews, and facilitate performance evaluations.
• Provision of training, ongoing support, and skills transfer.
• Costing for the system, including maintenance over three years, with detailed pricing schedules.

Skills Requirements

The successful service provider must demonstrate:

• Proven experience in implementing electronic performance management systems, preferably in government or municipal contexts.
• Technical expertise in web-based system deployment, data migration, and security management.
• Capacity to provide training and skills transfer to municipal officials and system administrators.
• Ability to support organizational and individual performance management processes, including KPI development, review, and reporting.
• Experience in compliance with legislation such as the MFMA, and familiarity with frameworks like SDBIP, mSCOA, and PMS policies.
• Strong project management and support skills to ensure system availability, data integrity, and continuous improvement.