Panel of accounting service providers for eastern cape farmers – financial reporting and statutory compliance

Compulsory briefing: 25 August 2026 at 11:00, virtual via Microsoft Teams. Link: https://teams.microsoft.com/meet/313394260552870?p=dmSiPNpIY1CMBvP6W5, Meeting ID: 313 394 260 552 870, Passcode: rM3Cu3W2. Documents available from 14 August 2026. Closing date: 07 September 2026 at 11:00.

Compulsory briefing on 25 August 2026 at 11:00, virtual via Microsoft Teams. Join link: https://teams.microsoft.com/meet/313394260552870?p=dmSiPNpIY1CMBvP6W5, Meeting ID: 313 394 260 552 870, Passcode: rM3Cu3W2. Documents available from 14 August 2026 at SCM – Acquisition Management Services, Office No 45, First Floor, Indwe Building, Bhisho, 5605.

Administrative enquiries: Ms A. Jakavula, [email protected]. Technical enquiries: Ms K. Mkona, [email protected], 066 292 1508; Ms S. Jakavula, [email protected], 079 505 6024.

Bids must be submitted in a sealed envelope clearly marked with the project number and description, delivered to the tender box at Department of Agriculture, Office 45, First Floor, Indwe Building, Bhisho, 5605, by 11:00 on 07 September 2026. Late submissions will not be accepted. Bids must be submitted on official forms, not retyped. All ECBD documents must be completed, signed in full, and witnessed; failure may result in elimination. Returnable forms include: SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 7.1 (Contract Form - Purchase of Goods/Works), POPI consent form, Certificate of Authority for Signatory (Part A) and for Joint Ventures (Part B) with signed Joint Venture Agreement. Also required: company profile, skills transfer plan, references, CVs with certified qualifications, certified copy of professional body registration, proof of address (municipal account or lease agreement), and response to each element of the evaluation matrix. Bidders must indicate the district(s) they wish to serve by ticking with X.

Bidders must submit the following: a) A response to each of the elements in the evaluation matrix including annexure, if any. b) A detailed project plan with clear milestones and timeframes according to the key deliverables. c) Activities should be defined and costing done accordingly on the project plan. d) The appointed bidder will be required to invoice the department after delivery of the service in terms of the agreed project plan, quoting the bid number, with full description of the actual services received by the department and the order number. e) Where an entity forms a joint venture or a consortium with another entity, the parties must express in the bid proposal what aspect of the scope of the work each party would be adding value to and what percentage each party will receive in terms of the total price quoted. f) The successful bidder will indicate acceptance of appointment to perform the assignment within one (1) week of appointment. g) Service providers should indicate by ticking with X on the District to be considered for accounting services. Proof of address should be attached. The proof of address to include municipal account and/or lease agreement. The address should correspond with addresses in the CSD. Compulsory required documents: a) Profile of the company. b) Skills transfer plan. c) Current and completed projects with contactable references and values. d) CV's of personnel (with contactable references) to be deployed for the service in the department on full time basis. e) Certified copy of registration certificate with the professional body. f) Signed Joint Venture Agreement.

Evaluation is in two stages. Stage 1: Technical/Functionality evaluation, minimum threshold of 65 out of 100 points. Criteria: 1) Team Leader experience in accounting services (15 points for 15+ years, 10 for 11, 7 for 8, 5 for 5, 0 for less than 5). 2) Project Team combined experience (20 for 9+ years, 15 for 7-8, 10 for 5-6, 5 for 4, 0 for less than 4). 3) Bidder's ability to carry out accounting services, based on references (30 for 10+ references, 25 for 8-9, 20 for 5-7, 15 for 1-4, 0 for less than 1). 4) Professional registration with recognized bodies such as SAICA, SAIPA, or ACCA (20 points). 5) Approach and methodology covering farm assessments, bookkeeping reviews, financial analysis, preparation of statements, stakeholder engagement, and reporting schedules (15 for very good, 10 for good, 5 for fair). Bids scoring below 65 are disqualified. Stage 2: Price evaluation under the 80/20 preferential point system. Bidders must score at least 65/100 to proceed to price evaluation.

The Department of Agriculture seeks to appoint a panel of qualified accounting service providers to assist farmers under the Financial Record Keeping Programme across all six districts of the Eastern Cape. The programme supports commercialization of 100 farms and revitalization of irrigation schemes. Services include: assessing projects, preparing annual financial statements, submitting tax returns, ensuring compliance with SARS, CIPC, and Department of Labour, and providing ongoing accounting support. The service provider must: assess selected projects and document gaps, update asset registers, collect and capture source documents monthly using Pastel software (license and training at provider's cost), produce management statements in July each year, compile financial statements at year-end, provide bi-annual trial balances and annual Pastel backups, and render ad hoc services such as company registrations, VAT, UIF, PAYE, and CIPC returns. The provider must report quarterly to the project steering committee at Bhisho and submit a final report at the 12th month. The contract is for 12 months (8 months for capturing and submission of returns, 4 months for compilation of financial statements). The number of farms per district ranges from 1 to 21, with a total of 100 farms.

The bidder must develop a communication plan. The successful bidder will deploy personnel on a full-time basis to work with the internal project manager and will report to the Project Manager according to the service level agreement. Written progress reports must be submitted after each part of the report. The proposal must include: company profile, detailed approach and methodology for accounting services, including skills transfer to farmers and officials, a detailed project plan from planning to close-out, and similar projects undertaken with contactable references. The project plan must cover the phases: Engagement Planning, Engagement Execution, Communicating Results, and Engagement Closure.

The bidder's proposal must demonstrate solid expertise in accounting services. The team leader and personnel must have experience in providing accounting services, including asset registers and financial statements. The bidding company must be registered with a professional body. Each project member must have at least a Matric certificate and a relevant Degree/Diploma in financial accounting, financial services, or accounting. Comprehensive CVs and certified copies of qualifications for each project member must be submitted.

Only persons registered with a professional accounting body (SAICA/SAIPA/ACCA) as full practising members may provide individual feedback to farmers on compiled financial statements before the statements are signed by the farmers, to ensure quality of feedback.

The service provider should quote for services for a total period of 12 months (8 months for capturing and submission of returns, 4 months for compilation of financial statements). Activities should be defined and costed in the project plan.

Bidders must quote for services for a total period of 12 months. Pricing must be inclusive of all applicable taxes. Activities should be defined and costed in the project plan. The successful bidder will invoice the department after delivery of services, quoting the bid number and order number. No specific bond or guarantee requirements are stated.

Bidders must be registered on the Central Supplier Database (CSD) or complete the online application before the closing date. Must be registered on LOGIS. Must have a valid tax compliance status (verified via CSD; hard copies not required). Must have a working email address, cell phone, and company registration documents. Must be based in one of the six Eastern Cape districts. Must have a valid tax compliance status and be willing to supply tax details. Only persons registered with a professional accounting body (SAICA/SAIPA/ACCA) as full practising members may provide individual feedback to farmers. Bidders must submit a certified copy of their professional body registration certificate. The Preferential Procurement Policy Framework Act (80/20) applies.

The Preferential Procurement Policy Framework Act will apply in the evaluation and adjudication of this bid (80/20) preferential point system.

The contract/service level agreement will be for a period of three years from appointment. The panel will be for three years, with a call for new entrants after that period. The Department reserves the right to enter into agreements with more than one service provider per district, and also reserves the right not to enter into an agreement with any panel member. Annual continuation in multi-year contracts is subject to annual evaluation against agreed milestones and deliverables. The Department will only engage with compliant applicants.

The bidder must be based in one of the Districts of the Eastern Cape Province. A bidder must treat all available data provided by the department as strictly confidential and not for any form of distribution or use unless express written approval is obtained from the Accounting Officer in advance. Work done outside the agreed scope will not be for the account of the department.

Bidders must be registered on the Central Supplier Database (CSD) or capable of being registered prior to evaluation. Must be registered on LOGIS. Must have a valid tax compliance status. Must have a working email address, cell phone, and company registration documents. Must be based in one of the Districts of the Eastern Cape Province. Only persons registered with a professional accounting body (SAICA/SAIPA/ACCA) as full practising members may provide individual feedback to farmers. The service provider must have a valid tax compliance status and be registered on the CSD.

Technical/Functionality Evaluation has a 65 points threshold. Bids that do not meet the minimum threshold of 65 points on the functionality score will be disqualified. Criteria: 1. Human Resource Capacity: Team Leader - Extent of experience in accounting services (15 points for 15+ years, 10 for 11, 7 for 8, 5 for 5, 0 for less than 5). 2. Human Resource Capacity: Project Team Members - Combined experience in accounting services (20 points for 9+ years, 15 for 7-8, 10 for 5-6, 5 for 4, 0 for less than 4). 3. Experience - Bidder's ability to carry out accounting services (30 points for 10+ references, 25 for 8-9, 20 for 5-7, 15 for 1-4, 0 for less than 1). 4. Professional Registration and Qualifications - Registration with recognized professional bodies such as SAICA, SAIPA, or ACCA (20 points). 5. Approach and methodology - Detailed approach covering farm assessments, bookkeeping reviews, financial analysis, preparation of statements, stakeholder engagement, and reporting schedules (15 points for very good, 10 for good, 5 for fair). Total 100 points. Bids must score 65/100 to qualify for price evaluation.