Accounting services for ndlambe municipality (36-month contract)

SCM Contact: Mr. Lizo Mohapi, Phone: 046 604 5639, Email: [email protected]. Project Manager: Ms. Unathi Qinela-Xako, Phone: 046 604 5577, Email: [email protected]. Submission Address: Tender Box, 1st Floor, Supply Chain Management Office, 44 Campbell Street, Port Alfred, 6170. Technical Queries: [email protected] or [email protected].

Submit bids in a sealed envelope marked "PROVISION OF ACCOUNTING SERVICES" to the Tender Box at the Supply Chain Management Offices, 1st Floor, 44 Campbell Street, Port Alfred, 6170, by 12:00 on 22 June 2026. Late, unmarked, faxed, emailed, or incomplete submissions will be disqualified. Use only official Ndlambe Municipality bid documentation. Required forms: MBD4 (Declaration of Interest), MBD5 (Declaration of Interest), MBD8 (Declaration of Bidder’s Past Supply Chain Management Practices), MBD9 (Certificate of Independent Bid Determination), and MBD6.1 (Specific Goals Preferential Points Claim Form). Hard copies cost R140.26 (non-refundable); receipt must accompany submission. Tenders will be opened at 12:05 on 22 June 2026 at the Supply Chain Management Unit.

Mandatory requirements: Bidder must be a SAICA-accredited Training Office with proof of 4 consecutive unqualified municipal audit opinions. Consultant must be a CA(SA) with 5+ years’ hands-on experience in CaseWare Working Papers (GRAP) and Munsoft Financial System, and must have directly assisted municipalities in achieving unqualified audit outcomes. Functionality evaluation: Minimum 75/100 points required to proceed. Criteria: Accounting Firm (20 points), Consultant Experience (80 points). Preferential points: 80/20 system (80 for price, 20 for Specific Goals). Specific Goals include B-BBEE Status Level (higher levels = more points) and Locality (10 points if bidder is based in Ndlambe LM). Disqualification triggers: Functionality score <75/100, missing mandatory documents (e.g., SAICA proof, CSD registration), late/incomplete/incorrect submissions, or failure to meet technical specifications.

Scope: Provide accounting services for Ndlambe Municipality’s annual financial statements (AFS) for 36 months (1 July 2026–30 June 2029), with two 12-month renewal options. Contract phased in over 12 months, subject to annual performance reviews. Key Requirements: Prepare GRAP-compliant AFS for submission to the Auditor-General by end of August annually. On-site work (including after-hours/weekends in August) with municipality’s AFS team. Post-submission support for Auditor-General queries. Consultant Requirements (full-time employee of bidder): CA(SA) qualified. 5+ years’ experience with Caseware Working Papers (GRAP) and Munsoft Financial System. Directly assisted municipalities in achieving unqualified audit outcomes. Must reside in Port Alfred (accommodation arranged by municipality). Deliverables: Draft and final AFS submissions (annual, accurate, GRAP-compliant). Minimum 2 structured training sessions/year (AFS compliance, methodologies, gap remediation). Close-out report per audit period (process, deficiencies, risks, corrective actions). Internal controls assessment and improvement recommendations. Performance Standards: Quality/accuracy of AFS and supporting documentation. Timeliness (statutory deadlines, milestones). Technical competence (Caseware, Munsoft). Responsiveness/communication. Governance: Report to Chief Financial Officer; quarterly progress meetings. All work documented; working papers available on request. Confidentiality and data protection (POPI Act compliance). Structured handover at contract end (documentation, knowledge transfer).

Pricing: Submit in ZAR, inclusive of VAT. Prices must remain valid for 90 days from closing date. Breakdown required for: Once-off inception (80 hours, Year 1 only). Estimated work hours (400/year for Years 1–3). Subsistence (15 days/year). Travel (1,200 km/year; nearest airports: Gqeberha or uGompo). Payment Terms: Municipality pays valid invoices within 30 days of receipt. Bidder must confirm financial capacity to sustain operations pending payment. Bond/Guarantee: None explicitly stated. Bidder must certify sufficient working capital and stability to cover operational expenses.

Mandatory Compliance: CSD registration (MAAA number) and proof of registration. Original SARS tax clearance certificate OR tax reference number + PIN/TCC number (verified against CSD). Municipal Billing Clearance Certificate (covers company and directors, if applicable). Completed forms: MBD4 (Declaration of Interest), MBD5 (Declaration of Interest), MBD8 (Past SCM Practices), MBD9 (Independent Bid Determination). B-BBEE: Submit certified proof (certificate or affidavit with required stamps). Points claimed only if documentation is provided. No bids accepted from persons in the service of the state (as defined in MSCM Regulations). Bidder must declare any relationships with state employees involved in evaluation/adjudication. Not listed on National Treasury’s Database of Restricted Suppliers or Register of Tender Defaulters. No fraud/corruption convictions in past 5 years. No contract terminations for non-performance in past 5 years. No municipal rates/taxes in arrears >3 months. SAICA Requirements: Proof of good standing with SAICA. Accredited SAICA Training Office.