Objectives

The primary objective of this tender is to procure a comprehensive on-site Enterprise Resource Planning (ERP) system that supports municipal financial management, internal controls, and various business processes. The solution must integrate seamlessly with the mSCOA regulations and GRAP standards, ensuring effective and efficient management of municipal resources over a period of 60 months. It aims to enhance transparency, accountability, and operational efficiency across multiple municipal functions including budgeting, asset management, human resources, revenue collection, and more.

Scope

The scope encompasses the supply, delivery, and maintenance of an ERP system that covers fifteen (15) core business processes such as:

• Treasury and Cash Management
• Procurement Cycle (Supply Chain, Expenditure, Contract & Accounts Payable)
• Grant Management
• Asset Lifecycle & Maintenance
• Real Estate & Resources Management
• Human Resources & Payroll
• Customer Care & Debt Collection
• Valuation Roll & Land Use Control
• Revenue Cycle & Billing

The system must support business process fragmentation, data integration, and seamless upload to the National Treasury database. It should also facilitate full financial and operational reporting, compliance with legislative requirements, and support for municipal planning and modeling.

Technical Requirements

• Fully integrated modules supporting core financial and operational processes aligned with mSCOA and GRAP.
• Support for data mapping, data extrapolation, and transactional integrity at all levels.
• Access control with role-based permissions, audit trails, and logging of all user activities.
• Seamless integration with third-party systems and hardware infrastructure.
• Support for multi-year budgeting, planning, and modeling aligned with IDP and SDBIP.
• Automated reconciliation, reporting, and statutory compliance functionalities.
• Support for asset management, real estate, and resource management modules.
• Support for customer care portals, credit control, debt collection, and billing systems.
• Robust project accounting, grant management, and full asset lifecycle management capabilities.
• Hosting, backup, disaster recovery, and data ownership provisions.
• System security, user management, and compliance with ICT governance standards.

Skills Requirements

• Proven experience in implementing integrated financial management systems within local government.
• Demonstrated ability to deliver a fully functional ERP system supporting municipal operations.
• Technical expertise in system integration, data migration, and compliance with legislative standards.
• Capability to provide ongoing support, training, and system maintenance over the contract period.
• Experience in managing multi-phase projects, including system demonstrations, testing, and user acceptance.
• Knowledge of ICT governance, security protocols, and disaster recovery planning.
• Ability to provide comprehensive documentation, knowledge transfer, and post-implementation support.