Objectives

The primary objective of this tender is to appoint a suitable service provider responsible for the maintenance, upgrade, licensing of additional modules, and ongoing support of the existing integrated financial accounting system. The service provider must ensure the system's functionality aligns with National Treasury requirements and support the municipality's financial management needs over a period of three years.

Scope

The scope includes:

• Maintenance and support of the current financial accounting system (Sage Evolution and Sage 300).
• Upgrading existing modules and licensing additional modules, including mSCOA enabling modules.
• Provision of annual licenses for all systems.
• Support for third-party modules integrated with the core systems.
• Implementation of workflow-enabled modules for approvals and automation.
• Provision of comprehensive onsite and remote support, including training and capacity building.
• License management and alerting for license expiry.
• Development of reports, exception handling, and system audit logs.
• Support for system modifications, change management, and compliance with ICT policies.

Technical Requirements

The technical requirements include:

• Support and maintenance of Sage Evolution ERP, Sage 300 Payroll, and HR systems, including third-party modules.
• Dedicated team comprising senior management, technical managers, supervisors, and consultants with relevant qualifications and experience.
• Provision of backup strategies, data security, and disaster recovery plans.
• Implementation of workflow automation, exception reporting, and audit trails.
• Upgrading modules to the latest versions and enabling workflow approvals.
• Support for system modifications, including source code access or vendor agreements for changes.
• License management with timely alerts for expiry and compliance with licensing policies.
• Adherence to ICT governance principles, standards, and municipality policies.
• Provision of comprehensive support including onsite visits, training, and system audits.

Skills Requirements

The successful service provider must demonstrate:

• Experience in supporting Sage Evolution and Sage 300 systems, including modules such as Accounts Payables, Receivables, Procurement, Inventory, Fixed Assets, General Ledger, and Payroll.
• Proven track record in municipal financial systems support and upgrades.
• Qualified personnel with relevant certifications (e.g., NQF Level 7, Prince2, ISO/SABS standards).
• Expertise in system integration, report development, and workflow automation.
• Capacity to develop and implement disaster recovery, backup, and data security protocols.
• Ability to provide training and capacity building for internal support teams (train-the-trainer approach).
• Knowledge of ICT governance, compliance standards, and licensing management.
• Capability to modify or customize systems in accordance with municipality requirements, either through source code access or vendor agreements.