Three-year accounting and financial support services for senqu local municipality

Technical enquiries: Mr. S Skampula, Tel: 051 003 2771, Email: [email protected]. SCM enquiries: Mr. N. Ngwenya, Tel: 051 003 2794, Email: [email protected]. Submission address: Senqu Municipality, 19 Murray Street, Lady Grey, 9755 or Private Bag X003, Lady Grey, 9755. General contact: Tel: 051 603 0019, Fax: 051 603 0445, Email: [email protected]. Appeals or disputes: Municipal Manager, Email: [email protected], Fax: 051 603 0445, or hand-deliver to 19 Murray Street, Lady Grey.

Submit a sealed envelope containing the completed Tender Document (Form of Offer and Acceptance) and all required supporting documents to the tender box at Senqu Municipality, 19 Murray Street, Lady Grey, 9755. The envelope must be clearly marked with: the tenderer’s name, address, tender number (108/2025-2026T), title, and closing date. If the tender box is full or the offer is too large, enquire at the public counter for alternative instructions. No faxed or emailed submissions are accepted. Late tenders will be rejected. Tenders must remain valid for 120 days after closing. Withdrawal requests must be submitted in writing and are subject to Senqu Municipality (SM) discretion. Ensure all documents are: legible, signed by an authorised person, and include all returnable schedules. Joint ventures must submit formation documents and define the lead partner. Two-envelope system is not required for this tender.

Responsiveness criteria: 1) Submit a clear, irrevocable, and unambiguous offer; 2) Complete all compulsory questionnaires and declarations (e.g., Compulsory Enterprise Questionnaire, Certificate of Independent Bid Determination, Conflict of Interest declarations, MBD 8 for past SCM practices, Municipal Accounts’ Status); 3) No conflicts of interest with SM; 4) Tax matters in order with SARS; 5) No restrictions for abuse of the SCM system; 6) Not guilty of contravening the Competition Act; 7) Municipal accounts must be in order (no arrears >90 days). Functionality criteria (minimum 80/100 points required to proceed): 1) Qualifications and experience of key staff (max 15 points): Points awarded for Chartered Accountant(s) with municipal AFS preparation experience (e.g., 5 points for one CA with 3 years, 10 points for one CA with 5 years, 15 points for two CAs with 5 years each). 2) Company experience (max 45 points): Points based on appointment and positive reference letters from municipalities (2010/11–2024/25), scored by number of years covered (e.g., 0–3 years = 0 points, >7 years = 45 points). 3) Compilation of Financial Statements (AFS) for municipalities with unqualified audit opinions and no material findings (max 40 points): Points based on number of clean audits (e.g., 1–2 = 10 points, >7 = 40 points). Preference points: B-BBEE status level (submit valid certificate per Amended Codes of Good Practice/Generic Scorecard). Joint ventures must submit partnership agreements and consolidated B-BBEE scorecards.

Scope: Provision of Accounting and Support Services for Senqu Local Municipality over a three-year contract. Deliverables: Compilation of Financial Statements (AFS) for municipalities, ensuring unqualified audit opinions with no material findings. Key requirements: Key staff must have valid professional registrations (e.g., Chartered Accountant) and demonstrated experience in municipal AFS preparation. The tenderer must retain the required expertise for the contract duration. Evidence of past performance is mandatory: appointment letters, positive reference letters from municipalities (2010/11–2024/25), and AG audit reports confirming clean audits. Services must align with municipal audit and financial reporting standards. Note: Members listed in functionality criteria must be actively involved in the engagement and available on-site as required.

Submit a completed Price Schedule as per the tender document. Performance security/guarantee may be required post-award (refer to Form of Guarantee in Section 10). Tenders must remain valid for 120 days after closing. No bid bond is explicitly required. Payment terms and additional financial guarantees (if any) are specified in the Special Conditions of Contract (Section 8). For transactions exceeding R10 million: audited annual financial statements for the past 3 years (or since establishment) and a certificate of no municipal arrears >90 days may be requested. Each party in a consortium/joint venture must submit separate financial statements and certificates.

Mandatory registrations: Senqu Municipality Supplier Database (register via https://www.senqu.gov.za/supplier-registration-forms/ or at 19 Murray Street, Lady Grey) and National Treasury Central Supplier Database (CSD) (register via https://secure.csd.gov.za). Tax compliance: Submit Tax Compliance Status PIN (via Compulsory Enterprise Questionnaire). B-BBEE: Provide valid B-BBEE certificate (Amended Codes of Good Practice/Generic Scorecard or sector-specific). Proof of professional registrations for key staff (e.g., CA certificates) is required. Municipal accounts: Submit declaration (Schedule 9) confirming no arrears >90 days. Conflict of interest: Submit declarations for tenderer, directors, and state employees (Schedules 3 and 4). Past SCM practices: Submit MBD 8 declaration. Joint ventures: Provide formation documents and Certificate of Authority (Schedule 2). Local content: Not applicable for this service tender. CIDB registration: Not required. All returnable schedules (e.g., MBD 6.1 for preference points, Schedule 7 for local content) must be completed and signed where applicable.