Objectives

The municipality aims to procure comprehensive services for the development, implementation, integration, support, and maintenance of a cloud-based Enterprise Resource Planning (ERP) system over a three-year period. The primary objective is to replace fragmented manual workflows and disparate legacy systems with a unified digital platform. This transformation seeks to automate core municipal operations, eliminate data silos, enhance inter-departmental collaboration, strengthen regulatory compliance and auditability, enforce strict user access controls, and deliver real-time performance insights to both internal officials and external citizens.

Scope of Work

• The project will be delivered in two distinct phases covering seven core functional modules: e-Recruitment, Electronic Document and Records Management System (EDRMS), Performance Management, e-Procurement, Traffic Management and Land Use Planning (SPLUMA/Building Plans), Customer Care, and System Administration.
• Deliverables follow a structured project lifecycle, including initiation, solution architecture design, module configuration, cross-system integration, testing, User Acceptance Testing (UAT), go-live deployment, and post-implementation maintenance with defined service level agreements.
• All intellectual property, documentation, and custom developments created during the contract will automatically vest with the municipality upon completion.

Technical Requirements

• The solution must be fully cloud-hosted and architecturally designed to support a unified data model, centralized reporting dashboards, and seamless interoperability across all municipal departments.
• Systems must feature automated workflow routing, complaint tracking with escalation protocols based on predefined turnaround times, role-based access management, and mobile/desktop accessibility.
• The platform must comply with national data privacy, financial management, and spatial planning legislative frameworks, ensuring secure data handling, real-time analytics, and robust backup/recovery capabilities.
• Bidders must provide comprehensive training programs, detailed operations and maintenance manuals, and a continuous improvement roadmap post-go-live.

Skills and Experience Requirements

• Bidders must demonstrate proven expertise in ERP system development and public sector implementation. Key personnel must include a qualified team leader and a senior system developer, supported by current CVs, professional certifications, and valid identification documents.
• Past performance evidence is mandatory, requiring at least one successfully completed appointment letter or purchase order valued at a minimum of R1,000,000, with at least one client being an organ of the state. Reference letters must not exceed three months old.
• Foreign academic or professional qualifications must be officially evaluated and aligned with the South African National Qualifications Framework (NQF) via the South African Qualifications Authority (SAQA).
• A minimum functionality score of 70 out of 100 points is required to qualify for further financial and preference point evaluation.

Key Terminology and Special Conditions

Several specialized terms and procurement frameworks govern this tender:

• EDRMS: Electronic Document and Records Management System, a digital platform for storing, retrieving, and managing official municipal records.
• SPLUMA: Spatial Planning and Land Use Management Act, South African legislation regulating land use planning, zoning, and building plan approvals.
• POPIA: Protection of Personal Information Act, mandating strict data privacy and security standards for handling citizen information.
• FMS: Financial Management System, the integrated accounting and budgeting framework the ERP must interface with.
• UAT: User Acceptance Testing, the final validation phase where end-users verify system functionality against business requirements before deployment.
• 80/20 or 90/10 Preference Point System: A procurement evaluation model allocating 80 or 90 points to price competitiveness and 20 or 10 points to Broad-Based Black Economic Empowerment (B-BBEE) status levels.
• TCS PIN & CSD: Tax Compliance Status PIN issued by the South African Revenue Service (SARS) and registration on the Central Supplier Database, both mandatory for legal procurement compliance.
• General Conditions of Contract (GCC): Standard public sector contractual clauses covering performance security, warranty periods, delay penalties, dispute resolution, and termination rights under South African law.