Objectives

The primary objective of the tender is to appoint a service provider to implement and support a Performance Management System (PMS) for Namakwa District Municipality. The system aims to facilitate organizational and individual performance management, support statutory compliance, and enable reporting and monitoring of municipal performance, including the SDBIP and IDP integration, over the contract period ending 30 June 2029.

Scope

The scope includes:

• Implementation of a web-based electronic performance management system aligned with legislation and municipal policies.
• Support with the review, uploading, and management of the SDBIP at various levels.
• Development and review of performance plans for municipal staff (80-100 plans).
• Support with performance evaluations, reporting, and final performance reports (Section 46 and Annual Reports).
• Provision of training, support, and continuous skills transfer to municipal officials.
• Data transfer, system setup, and support ensuring at least 95% system availability.
• Support functions including facilitation of performance reviews, training, and ongoing system maintenance.

Technical Requirements

The technical requirements specify:

• A web-based, hosted electronic performance management system with modules for organizational and individual performance management.
• System functionalities to manage, load, review, export, and report on SDBIP/KPI data.
• Data migration from existing systems, with ongoing support and data security measures.
• Availability of the system at least 95% per month.
• Training of system administrators and users, including capacity building and continuous support.
• Support for statutory compliance, including alignment with legislation, regulations, and policies.
• Support for security, archiving, user management, and access control at user, group, and role levels.
• Provision of support services such as facilitation of performance reviews, skills transfer, and ad-hoc training.
• Costing for the initial implementation and maintenance over three years.

Skills Requirements

The skills and expertise required from the service provider include:

• Proven experience in implementing and supporting electronic performance management systems in municipal or public sector environments.
• Technical expertise in web-based system development, data migration, and system integration, especially with SDBIP, IDP, and mSCOA.
• Knowledge of municipal legislation, regulations, and performance management frameworks.
• Capacity to provide training, capacity building, and ongoing support to municipal officials.
• Ability to analyze gaps in processes, procedures, and policies and implement electronic solutions accordingly.
• Experience in system security, data archiving, user management, and access control.
• Strong project management and communication skills to facilitate performance reviews and reporting processes.