Preparation of annual financial statements for the afrikaans language museum and monument (atm), paarl – 3-Year contract

Bidding procedure and CSD enquiries:

• Contact: Fabian Ontong
• Role: Finance Assistant
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Technical enquiries:

• Contact: Tania Laing
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Submission address:

Historium Building

11 Pastorie Avenue

Paarl, 7646

Submission method: physical delivery to the bid box at the Historium Building, 11 Pastorie Avenue, Paarl, 7646.

Closing time: 04 December 2026 at 11:00.

Returnable documents (missing any leads to immediate disqualification):

• CSD registration number.
• Original, valid tax clearance certificate.
• Original, valid B-BBEE certificate.
• Certified proof of company registration.
• Completed and signed SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Declaration for Local Production and Content), SBD 7.2 (Contract Form – Services), SBD 8 (Declaration of Bidder's Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and the General Conditions of Contract (GCC) initialled on each page.

Submission format:

• Quote document must be punched and placed in a file with dividers between each schedule, numbered as per the checklist.
• Schedules: 1 CSD number, 2 Request for quotation, 3 SBD forms, 4 Proof of company registration, 5 Bank rating/letter from bank, 6 Valid tax clearance, 7 B-BBEE verification certificate, 8 Company profile, 9 Qualifications and CVs of key personnel, 10 Minimum of 3 written client testimonials, 11 Detailed formal quotation (valid for 60 days).

Disqualification risks:

• Late, incomplete, or non-compliant proposals.
• Failure to return all pages, sign/initial all applicable pages, or sign all affidavits/certificates/declarations.
• Unauthorised changes to pricing or specifications.
• Use of correctional fluid/tape anywhere in the quote document.
• Omission of original, valid tax clearance certificate.
• Incomplete schedule of rates and prices.
• Failure to submit obligatory written proposals or certificates.
• A minimum 12-month warranty on services/products must be submitted in writing.

Evaluation stages:

1. Criteria 1 – Legality of quote document (primary): non-compliance leads to disqualification.
2. Criteria 2 – Evaluation (secondary): inability to evaluate the quotation (e.g., incomplete schedules) may lead to disqualification.
3. Criteria 3 – Price and Preference Evaluation: 80/20 system.

Scoring:

• Price: 80 points.
• B-BBEE preference: 20 points.
• Level 1: 20 points
• Level 2: 18 points
• Level 3: 14 points
• Level 4: 12 points
• Level 5: 8 points
• Level 6: 6 points
• Level 7: 4 points
• Level 8: 2 points
• Non-compliant: 0 points

Only bidders meeting minimum requirements and registered on CSD will be considered. The ATM is not obliged to accept the lowest or any quotation.

Scope: Preparation of the ATM's annual financial statements for the financial year ending 31 March, for a three-year contract period.

Key responsibilities:

• Assist with year-end journals and review financial information and source documents.
• Prepare complete annual financial statements with all applicable notes, ensuring compliance with GRAP standards, PFMA, and Treasury Regulations.
• Prepare all necessary calculations and supporting documentation.
• Provide audit support: make working papers available, assist with audit queries, make corrections after audit, and address audit findings.

Software:

• Use CaseWare, Draftworx, or similar financial reporting software.
• Software must be updated with latest GRAP standards; the preparer must be trained in its use.

Reporting:

• Submit draft and final financial statements, complete notes, supporting calculations and working papers, documentation for audit queries, corrections and amended statements after audit, and any additional documentation requested.
• All documentation must be submitted to the CFO or delegated official.

Deadlines (provisional):

• First draft for internal auditors: 11 May
• Second draft for Audit and Risk Committee: 25 May
• Third draft for external auditors: 30 May
• Corrections following audit findings: 24 June
• Preliminary final financial statements: 3 July
• Final financial statements: 15 July
• PFMA requires draft financial statements for audit by 31 May before close of business.

Performance evaluation based on accuracy, compliance, timeliness, quality of documentation, responsiveness to audit queries, and professional service delivery.

Pricing format:

• Fixed fee for preparation of annual financial statements.
• Prices must include VAT where applicable.
• Prices valid for a minimum of 60 days from closing date.
• Quoted amount must include normal administrative and software-related costs.
• Additional costs must be approved in writing by the ATM beforehand.
• Invoices must specify services rendered.
• Payment based on approved quotation and ATM's payment policy.
• Quoted rates/fees remain fixed for contract duration unless otherwise agreed in writing.

Penalties:

• 10% of total quoted price for each instance where external auditors identify material errors or deviations directly attributable to the service provider's failure to comply with GRAP standards or legislation.
• Service provider must correct errors at no additional cost.

Contract termination rights:

• Unsatisfactory performance, non-compliance with contract requirements, unavailability of funds, or material breach.

Mandatory eligibility:

• Registration on the Central Supplier Database (CSD).
• Valid tax compliance status issued by SARS (TCS PIN or printed certificate).
• Valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.
• Certified copy of company registration documents or valid ID.
• Proof of banking details.
• Valid COIDA registration and compliance documentation, where applicable.

Technical requirements:

• At least 5 years proven experience in preparing annual financial statements.
• Knowledge and experience of GRAP standards, PFMA, and Treasury Regulations.
• Experience preparing financial statements for public entities or similar institutions.
• Experience preparing financial statements and working papers for audit purposes.
• Proficiency in CaseWare, Draftworx, or similar software.
• Suitably qualified personnel available.
• At least 3 contactable references for similar services in the past 5 years.

Other:

• Bidders must not be persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• For consortia/JVs/sub-contractors, each party must submit separate TCS certificate/PIN/CSD number.
• ATM will verify bidders against the National Treasury List of Restricted Suppliers and Register for Tender Defaulters before award.