Preparation of grap-compliant annual financial statements for khai-ma local municipality

Name: Mr. Kgomodikae P. Leserwane

Department: Supply Chain Management (Municipal Manager)

Phone: 054‑9330040 / 44

Email: [email protected]

Address for submission: Tender Box, Khâi‑Mâ Municipality, 21 Nuwe Street, Pofadder, 8890

• Submit the sealed tender envelope, clearly marked “Tender KH36-25/26 – Preparation of GRAP compliant Annual Financial Statements”, to the tender box at Khâi‑Mâ Municipal Offices, 21 Nuwe Street, Pofadder.
• Deadline: 12:00 (noon) on 18 June 2026. Late submissions are rejected.
• No faxed, emailed or re‑typed tenders will be accepted.
• All required returnable documents must be completed on the official MBD forms (no re‑typing):

– MBD 2: Tax clearance certificate requirements

– MBD 4: Declaration of interest

– MBD 6.1: Preference points claim form

– MBD 8: Declaration of past SCM practices

– MBD 9: Certificate of independent bid determination

– Schedule A: Tax Compliance Status Pin (SARS)

– Schedule B: Certified copy of directors/members IDs

– Schedule C: Municipal bill (not older than 3 months) or lease agreement

– Schedule D: B‑BBEE certificate or sworn affidavit indicating HDI ownership

– Schedule E: Proof of Central Supplier Database (CSD) registration

– Schedule F: Company profile with traceable references

– Schedule G: Qualifications and experience of key personnel

– Schedule H: Methodology and implementation plan

– Schedule I: Company experience

– Schedule J: Skills‑transfer methodology

– Schedule K: Recent financial statements

• Prices must be firm, inclusive of VAT and valid for 120 days from the closing date.
• Provide a recent municipal account (or lease agreement) to prove no arrears for more than three months.
• All documents must be signed in black ink by an authorised signatory; missing pages or unauthorised alterations will lead to disqualification.

• Evaluation occurs in three stages:

1. Eligibility – verification of mandatory documents (CSD registration, tax pin, municipal bill, B‑BBEE, etc.).
2. Functionality – bidders must achieve at least 70 points out of 100. Points are allocated for:

– Company experience (up to 40 points)

– Project‑team qualifications (up to 30 points)

– Methodology and implementation plan (up to 30 points)

3. Preference‑point scoring – for bidders meeting the 70‑point threshold, an 80/20 system is applied:

– 80 points: price (must be the lowest acceptable price)

– 10 points: HDI (B‑BBEE) level

– 10 points: locality (proximity to the municipality)

• The lowest or only bid is not automatically accepted; overall score determines award.
• Any failure to meet the minimum functionality score or to provide mandatory documents results in disqualification.

Scope: Provide a qualified service provider to prepare GRAP‑compliant Annual Financial Statements for three financial years (2025/26, 2026/27, 2027/28) and to address audit findings for prior years.

Deliverables:

– Compilation of AFS for each year, ready by 31 July for submission to the Audit Committee and by 31 August to the Auditor General.

– Reconciliation of general ledger, control accounts, and asset register.

– Preparation of notes, working papers, and disclosure of prior‑year errors.

– Assistance with audit queries from the Auditor General and internal auditor.

– Skills‑transfer programme to municipal officials.

– Reports on landfill site rehabilitation and actuarial valuations for post‑employment benefits.

Standards: Full compliance with GRAP standards and MFMA requirements; adherence to applicable national and international accounting standards.

Capacity: Provider must demonstrate experience in municipal environments, knowledge of MsCOA, and ability to be based at municipal offices for the contract duration.

• Prices must be firm, inclusive of VAT and valid for 120 days after the closing date.
• No performance bond or guarantee is explicitly required in the tender documents.
• Payment terms will be governed by the municipality’s standard contract conditions (refer to General Conditions of Contract).
• Bidders must submit recent financial statements (Schedule K) as part of the returnable documents.

• Must be registered on the Central Supplier Database (CSD) and provide proof of registration.
• Valid Tax Clearance Certificate / Tax Compliance Status Pin (SARS) for the bidder and, if applicable, each JV member.
• Municipal rates, taxes and service charges must be up to date (no arrears > 3 months) – provide municipal bill or lease agreement.
• Directors must not be in service of the State; the entity must not have been convicted of fraud, corruption or contract default in the past five years.
• Provide B‑BBEE certificate or sworn affidavit indicating HDI ownership level.
• Submit certified copies of ID documents, CIPC registration documents, and company profile with traceable references.
• All mandatory MBD forms (interest declaration, preference points claim, SCM practices, independent bid certificate) must be completed and signed.
• Compliance with the Preferential Procurement Policy Framework Act and municipal SCM policy.