Maintenance of HR & Payroll System (36 Months)
Tender Details
- Tender Name: Supply, Installation, Hosting & Maintenance of HR & Payroll System (36 Months)
- Tender Number: NLM: COR 01 [04/2026]
- Department: Ngwathe Local Municipality
- Location: Parys, Free State
- Tender Type: Open Tender (Request for Bid)
- Closing Date: 21 May 2026 (12:00)
- Briefing Session:
- Date: 28 April 2026
- Time: 10:00
- Compulsory: Yes
Tender Description
This tender is for a service provider to supply, install, host, and maintain a fully integrated:
- Human Resources Information System (HRIS)
- Payroll system
- Employee Self-Service (ESS) platform
The solution must run for 36 months and be:
- Modern
- Automated
- Secure
- Fully compliant with South African laws
Objectives
The municipality aims to:
- Implement a single integrated HR & payroll system
- Automate manual HR and payroll processes
- Ensure compliance with:
- Labour laws
- SARS requirements
- POPIA
- Improve:
- Data accuracy
- Efficiency
- Reporting and decision-making
- Provide self-service access for employees and managers
- Reduce costs and administrative workload
- Enable integration with existing systems
Scope of Work
System Implementation
- Provide a complete HR and Payroll system
- Configure organisational structure and budgeting
- Support payroll calculations (salaries, deductions, bonuses, etc.)
HR Management Functions
- Employee records management
- Leave and attendance tracking
- Training and development tracking
- Travel claims and benefits management
Payroll Features
- Multiple payroll types
- Payslip generation (electronic & printed)
- Bank payment integration
- Tax and statutory compliance
Integration
- Integrate with:
- Financial systems (e.g. ERP)
- Biometric/time attendance systems
- Third-party applications
Employee Self-Service (ESS)
- Online portal for employees to:
- Apply for leave
- View payslips
- Update personal details
- Upload documents
Reporting & Analytics
- Real-time dashboards
- Workforce and payroll reports
- Attendance and performance tracking
Training & Support
- Provide staff training
- Ensure knowledge transfer
- Offer ongoing support and maintenance
Technical Requirements
- Cloud hosting with backup and disaster recovery
- Secure system with audit trails and role-based access
- API capability for system integration
- Real-time data synchronization
- Mobile and web accessibility
- Automated legislative updates
Skills & Experience Required (for bidders)
Company Requirements
- At least 5 years’ experience in HRIS & payroll systems
- Experience with similar projects (2–4 minimum)
- MSCOA compliance knowledge
Team Requirements
- Qualified project managers (certified, 5+ years experience)
- Technical experts in:
- System integration
- APIs
- Cloud hosting
- Data security
Capability
- Ability to deliver:
- Scalable systems
- Training & support
- Long-term maintenance