Objectives

The primary objective is to procure specialized business support for the ongoing maintenance, administration, and optimization of Johannesburg Water’s Human Resources SAP Payroll and Information System. The contract operates on a four-month, month-to-month renewal basis, ensuring continuous system stability, accurate payroll processing, statutory compliance, and seamless user support for approximately 3,200 employees.

Scope of Work

• Maintain and support all implemented SAP HR modules across the organization.
• Provide technical support and license fees for an Organizational Structure Management Tool (Org Publisher or equivalent).
• Provide technical support and license fees for a Reporting Management Tool (Spinifex or equivalent).
• Manage, troubleshoot, and maintain access for Employee Self-Service (ESS) and Manager Self-Service (MSS) portals.
• Ensure all system data, configurations, and records remain the exclusive property of Johannesburg Water.
• Deliver end-to-end support covering payroll calculations, personnel administration, time management, performance tracking, training development, labour relations, and statutory reporting.

Technical Requirements

• Hold a valid SAP Partner Accreditation issued within the preceding three months.
• Demonstrate capability to execute and manage year-end tax processes within the SAP payroll environment.
• Submit reference letters verifying a minimum of three years’ successful experience in South Africa: one confirming SAP HR/Payroll maintenance (including tax year-end processes) and another confirming support for the specified organizational structure and reporting tools integrated with SAP.
• Provide a documented indemnification strategy to mitigate financial and data loss risks during employee and third-party payment processing.
• Comply with all mandatory administrative documentation, including CSD registration, SARS tax clearance, BBBEE certificate or sworn affidavit, municipal rates account (not older than 90 days in arrears), and completed Municipal Bidding Documents (MBD 4, 6.1, 8, and 9).
• Submit firm pricing inclusive of all applicable taxes (15% VAT), valid for sixty days from the closing date.
• Adhere to the 80/20 preferential procurement scoring framework, with eighty points allocated to price and twenty points to specific socio-economic transformation goals.

Skills Requirements

• Advanced technical proficiency in SAP HR module configuration, troubleshooting, and lifecycle maintenance.
• Specialized knowledge of South African payroll legislation, tax brackets, and annual reconciliation procedures.
• Hands-on experience administering third-party SAP add-ons, specifically organizational hierarchy management and advanced HR analytics platforms.
• Strong analytical and customer support capabilities to resolve ESS/MSS access issues and ensure uninterrupted self-service functionality.
• Project management and client liaison skills to maintain strict service level agreements over a rolling four-month contract period.
• Familiarity with public sector data protection standards and contractual indemnification frameworks relevant to sensitive payroll systems.

Explanation of Unusual or Complicated Terms

• ESS & MSS: Stands for Employee Self-Service and Manager Self-Service. These are SAP-enabled web portals that allow staff to update personal details, submit leave requests, and view payslips, while managers can approve transactions and generate team reports without direct HR intervention.
• Org Publisher & Spinifex: Proprietary third-party software modules designed to enhance SAP functionality. Org Publisher handles complex corporate hierarchies and position management, while Spinifex provides advanced analytics and customizable reporting dashboards for HR metrics. Both require active licensing and technical upkeep.
• Year-End Tax Processes: A critical annual SAP payroll cycle that recalibrates the system to align with updated South African tax tables, PAYE brackets, UIF contributions, and Skills Development Levies, ensuring legal compliance before finalizing annual employee statements.
• 80/20 Preference Point System: A South African government procurement framework evaluating bids based on cost efficiency (80%) and socio-economic transformation targets such as black ownership, enterprise size, and local participation (20%).