The Provision of a Vendor Reconciliation Automation Solution, Including Maintenance and Support for a Period of Three (3) Years.Closed

Overview

The SARS seeks to appoint a service provider to deliver a Vendor Reconciliation Automation Solution, including maintenance and support for three years, hosted in SAP or SAP-compatible environment. Bidders should have SAP integration experience (ECC/S/4HANA), expertise in vendor reconciliation automation, OCR/AI data ingestion, workflow-driven investigations, and strong reporting/dashboards. This is a pre-market RFI intended to gather market input (not a final bid).

• Target bidders: SAP-integrated financial solution providers with vendor reconciliation, AP automation, ERP integration, OCR/AI capabilities, and change management experience. Familiarity with PFMA/POPIA and audit-ready governance is beneficial (design principles in the BRS).

References: see RFI documents (e.g., SARS RFI 01/2026 Main Summary Guidelines Instructions and Conditions.pdf; SARS RFI 01/2026 DRAFT Business Requirements Specification.pdf).

Requirements

Key qualifications and criteria ( Gate 1 mandatory; Gate 2 technical evaluation):

• SAP Alignment: solution must be compatible with SAP and support integration with SAP ECC and/or SAP S/4HANA. (see SARS RFI 01-2026 DRAFT Mandatory Evaluation Criteria.pdf)
• Experience and references: signed declarations for ≥2 Vendor Reconciliation Automation implementations; CVs for Account Manager, Project Manager, and at least 2 Implementation/Support personnel. (see SARS RFI 01-2026 DRAFT Technical Evaluation Criteria.pdf)
• Functional capabilities: electronic ingestion of vendor statements (PDF/Excel/EDI), automated matching to SAP records, exception handling workflows, real-time dashboards, audit trails, and integration across SAP modules. (see SARS RFI 01-2026 DRAFT Business Requirements Specification.pdf)
• Non-functional: 99.9% uptime, scalability for high volumes, backup/recovery, security and role-based access, and interface with SAP ECC/S/4HANA. (see BRS and Evaluation Criteria)
• Pricing inputs: complete Year 1 and annual escalations for Years 2–3 in the provided Price Template; Year 1 maintenance included in upfront costs. (see SARS RFI 01-2026 DRAFT Price Template Annexure1.xlsx)

Cited sources: Mandatory Evaluation Criteria, Desktop Technical Evaluation Criteria, and Price Template documents.

How to Apply

Practical steps and timelines:

• Briefing: non-compulsory virtual briefing on 14 August 2026, 10:30–12:30 via Microsoft Teams. (see 4 Key Activities and Dates; non-compulsory briefing details) (see SARS RFI 01-2026 Main Summary Guidelines Instructions and Conditions.pdf)
• Questions: submit written questions by 17–18 August 2026; SARS responds by 18 August 2026.
• Submission deadline: 24 August 2026, 11:00 SA Standard Time.
• Submission method: email responses to tenderoffice@sars.gov.za. (see Invitation Letter.pdf)
• Documents to submit (pack must include): response template, price template (Excel), CVs for key personnel, two vendor-reconciliation project references, brochures/process flows/print screens showing SAP access and open-item extraction, and the project plan (per the Desktop Evaluation criteria). (see SARS RFI 01-2026 DRAFT Technical Evaluation Criteria.pdf; SARS RFI 01-2026 DRAFT Price Template Annexure1.xlsx)
• Where to obtain documents: SARS ETenders portal pages and the attached RFI pack (Main RFI Document, BRS, Evaluation Criteria, Price Template, etc.). (see 2 SARS RFI 01-2026 Main Summary Guidelines Instructions and Conditions.pdf)

Document references (for details):

• Invitation/Contact and submission details: SARS RFI 01-2026 Invitation Letter.pdf
• Main RFI content and BRS: SARS RFI 01-2026 Draft Business Requirements Specification.pdf
• Mandatory/Technical evaluation: SARS RFI 01-2026 Draft Mandatory Evaluation Criteria.pdf; SARS RFI 01-2026 Draft Technical Evaluation Criteria.pdf
• Pricing template: SARS RFI 01-2026 Draft Price Template Annexure1.xlsx
• Recommendation template: SARS RFI 01-2026 Recommendation Response Template.doc

Note: N…