Provision, Licensing, Hosting, Support, Maintenance and Enhancement of an MSCOA-Compliant Financial Management System
Tender Details
- Tender Number: XDM/MSCOA/26/27-3
- Tender Type: Request for Proposal (RFP)
- Employer: Xhariep District Municipality
- Province: Free State
- Location: 20 Louw Street, Trompsburg, 9913
- Tender Category: Computer Software Supply and License Management; ICT Software and Network Support Services; Information and Communications Technology; MFMP, GRAP and MSCOA Compliance
- Contract Period: Three (3) years
- Closing Date: Friday, 30 October 2026
- Closing Time: 12:00
- Briefing Session: No
- Compulsory Briefing: No
- Contact Person: Thandeka Tshabalala
- Telephone: 066 416 3298
- Email: tshabalalat@xhariep.gov.za
Tender Overview
Xhariep District Municipality is inviting proposals from suitably qualified service providers for the provision, licensing, hosting, support, maintenance and enhancement of an MSCOA-compliant financial management system for a period of three years.
The appointed service provider will be expected to provide a comprehensive financial management solution that supports the municipality’s financial operations, reporting requirements and regulatory compliance.
Objectives
The main objectives of the tender are to:
- Provide a reliable and MSCOA-compliant financial management system.
- Support standardised municipal financial reporting.
- Improve financial and budgetary management.
- Strengthen financial governance and regulatory compliance.
- Provide ongoing technical support and system maintenance.
- Ensure that the system can be enhanced as municipal requirements and regulations evolve.
- Provide a secure and sustainable hosted financial management environment.
Scope of Work
The appointed service provider will be responsible for the complete lifecycle of the financial management system, including:
Software Provision and Licensing
- Provide the required financial management software.
- Supply and manage appropriate software licences.
- Ensure continued licensing support throughout the three-year contract period.
Hosting
- Host the financial management system on a secure and reliable infrastructure.
- Maintain system availability and data integrity.
- Provide appropriate backup and recovery capabilities.
Support and Maintenance
- Provide ongoing technical support.
- Monitor system performance.
- Troubleshoot and resolve system-related problems.
- Implement required maintenance, patches and updates.
- Assist municipal users with technical and operational queries.
System Enhancements
- Develop and implement system enhancements where required.
- Adapt the system to changes in municipal financial regulations and requirements.
- Provide upgrades and additional functionality as specified by the municipality.
Technical Requirements
The proposed solution should demonstrate the ability to support the municipality’s financial management requirements, including:
- Compliance with the Municipal Standard Chart of Accounts (MSCOA).
- Appropriate information security controls.
- Role-based user access and permissions.
- Audit trails and system accountability.
- Data protection and backup capabilities.
- Disaster recovery provisions.
- Reliable and scalable hosting infrastructure.
- Integration capabilities with relevant municipal systems.
- Comprehensive system documentation.
- Training and knowledge-transfer materials.
Detailed technical specifications and functionality requirements must be confirmed against the official tender documentation.
Service Provider Requirements
Prospective service providers should be able to demonstrate:
- Experience in implementing and supporting financial management systems for municipalities or other public-sector entities.
- Knowledge and experience relating to MSCOA-compliant financial systems.
- Technical expertise in software implementation, hosting and maintenance.
- Appropriate database and systems administration capabilities.
- Cybersecurity and information security expertise.
- Capacity to provide user support and technical assistance.
- Ability to provide training and knowledge transfer.
- Project management capability.
- Capacity to deliver system enhancements and regulatory updates throughout the contract period.
Administrative and Compliance Requirements
Bidders must carefully review the official tender documentation for all mandatory requirements and evaluation criteria.
The tender information indicates that bidders may be required to provide documentation relating to matters such as:
- Tax compliance.
- CSD registration and verification.
- Municipal rates clearance, where applicable.
- Required declarations and schedules.
- Signed and completed tender documentation.
- Compliance with the applicable procurement and contractual requirements.
Incomplete, unsigned or late submissions may be treated in accordance with the conditions contained in the official tender documentation.
Evaluation
The tender documentation contains the applicable evaluation methodology and scoring requirements. Bidders should ensure that their proposals address all technical, functional, administrative and commercial requirements specified by Xhariep District Municipality.
Briefing Session
No briefing session will be held.
The tender notice states that attendance at a briefing session is therefore not applicable and not compulsory.
Enquiries
Contact Person: Thandeka Tshabalala
Telephone: 066 416 3298
Email: tshabalalat@xhariep.gov.za
Tender Submission
Bidders must follow the submission instructions contained in the official tender documentation.
Particular attention should be given to:
- Required forms and schedules.
- Supporting documentation.
- Signatures and declarations.
- Technical proposal requirements.
- Pricing and financial schedules.
- Submission format and deadline.