Appointment of a VAT recovery/review service provider for emakhazeni local municipality (36-Month contract)

• Supply Chain Management Unit (Employer’s Representative):

– Sibusiso Gwebu, Tel: 013 253 7601, Email: [email protected]

• End‑User Department (Technical enquiries):

– Busisiwe Mtshweni, Tel: 013 253 7600, Email: [email protected]

• Physical submission address: Tender Box, Ground Floor, Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, 1100, Mpumalanga.
• Office address for document collection/pay‑in: 25 Scheepers Street, Belfast, 1100, Mpumalanga (same as above).

• Obtain tender documents by paying a non‑refundable cash fee of R1 500 or by proof of EFT payment to FNB (Acct 62028195510, Branch 270351) during office hours (07:45‑12:30 & 13:00‑15:00) at 25 Scheepers Street, Belfast.
• Complete all returnable documents on indelible black ink; do NOT use tip‑ex, pencil or make unauthorised alterations.
• Use the official forms supplied – do NOT re‑type the forms.
• Seal the completed tender in an envelope clearly marked “Project No: ELM 25‑26/05/01 – Appointment of a Service Provider for VAT Recovery/Review for a period of 36 months”.
• Submit the sealed envelope to the Tender Box, Ground Floor, Emakhazeni Local Municipality, 25 Scheepers Street, Belfast, before 12:00 on 15 June 2026. Late, faxed, emailed or telephonic submissions will be rejected.
• Attach the following mandatory returnables (failure to attach any results in automatic disqualification):

– Company/Close Corporation registration certificate (and for joint ventures, each partner’s registration).

– Joint Venture Agreement (if applicable).

– Tax Compliance Status (TCS) PIN or valid Tax Clearance Certificate, or CSD number if no TCS.

– Central Supplier Database (CSD) registration number.

– Authority of Signatory (Form C) signed by an authorised person.

– All other returnable schedules listed in Part T2 (Forms A‑R).

• Bids must remain valid for 90 days from the closing date.
• Disqualification risks: incomplete/unsigned forms, use of non‑black ink, late submission, missing tax compliance documents, missing CSD number, submission by a person in the service of the State, or any alteration of the tender documents.

• Evaluation follows the Emakhazeni SCM Policy and the Preferential Procurement Point Framework Act (80/20‑point system).
• Primary scoring is based on Functionality points (total 100). Key functional criteria include:

1. Proof of contracts with local government (up to 25 points).
2. Good standing – appointment letters/reference letters (up to 15 points).
3. Director’s qualification in Taxation/BCOM/BTECH (up to 15 points, mandatory – no submission = disqualification).
4. Accredited CPD provider status and up‑to‑date skills‑transfer plan (10 points).
5. Team leader’s Chartered Accountant qualification (up to 25 points, mandatory).
6. System understanding – analysis of the municipality’s Munsoft system and detailed implementation methodology (10 points).

• Bidders scoring ≥ 70 % on functionality proceed to price and specific‑goal evaluation; those scoring < 70 % are disqualified.
• Additional evaluation of size of enterprise, current workload, staffing profile, and tax standing is performed after the functional score.
• Preference points may be awarded under the Preferential Procurement Policy Framework Act, but the Council reserves the right to award the contract without accepting the lowest price.

• Scope: Provide VAT recovery/review services for the municipality over a 36‑month period.
• Deliverables include:

– Detailed analysis of the municipality’s financial system (Munsoft).

– Development of a methodology and implementation plan with clear stages and milestones.

– Transfer of skills to municipal staff (supported by an accredited CPD provider and a skills‑transfer plan dated ≤ 12 months).

– Submission of appointment letters and signed Service Level Agreements (SLAs) with reference to previous similar contracts.

• Required qualifications:

– Director must hold a BCom/BTech in Taxation (or equivalent) and be a registered tax practitioner with SARS.

– Team leader must be a Chartered Accountant (CTA) registered with SAICA.

– Company must be an accredited CPD provider.

• Minimum experience: at least one (1) contract with a local government entity; points awarded for 1‑10 contracts (15 pts), 11‑20 (20 pts), >20 (25 pts).
• System understanding: Provide a detailed analysis of Munsoft and a project management plan.
• All required documentation (forms, declarations, qualifications, references) must be attached as per Part T2.

• Pricing must be submitted in the prescribed format on the official forms; prices are firm for 90 days and must be quoted exclusive of VAT (total bid price excl. VAT required).
• No mention of performance bonds or guarantees; however, the municipality may request written evidence of financial, labour and resource adequacy.
• Payment terms will be governed by the municipality’s General Conditions of Contract (not detailed in the excerpt).
• Bidders must demonstrate financial capacity through Form L (financial references/credit rating and bank details) and may be subject to a financial investigation by the municipality’s appointed accountants.

• Tax compliance: Submit a valid Tax Clearance Certificate or Tax Compliance Status (TCS) PIN from SARS; alternatively provide a CSD number if no TCS is available.
• Central Supplier Database: Must be registered on the CSD and provide the CSD number.
• B‑B‑BEE: Provide B‑BEE verification certificate and level; required for preference points.
• CIPC: Provide company/close corporation registration certificate (and joint‑venture agreements where applicable).
• Professional registrations: Director’s tax qualification and SAICA chartered accountant status must be evidenced.
• No bids from persons in the service of the State (including municipal councillors, provincial legislators, public officials, etc.).
• Foreign suppliers must complete the pre‑award questionnaire (Form B) and may need to register for a TCS PIN.
• All declarations (interest, past supply‑chain practices, litigation history, etc.) must be completed and signed.