Assist with Audit Readiness Services - Energy And

Returnable Documents:

3.1 A competent service provider and/or independent consultants should be experienced in delivering the following: 3.1.1 Review financial statements to ensure that they are prepared on a GRAP basis. 3.1.2 Review financial statements to ensure that the information presented agrees with the notes and supporting schedules. 3.1.3 Review financial statements to ensure that supporting evidence is valid, accurate and complete. 3.1.4 Review performance information reports to ensure that supporting evidence is valid, accurate, and complete (reliability). 3.1.5 Assess whether the information reported on is done in terms of the EWSETA’s strategic objectives and mandate, which is useful to all EWSETA’s stakeholders (relevant). 3.1.6 Prepare the audit file for the financial statements and performance information. 3.1.7 Follow up on all audit findings raised previously and assist EWSETA in resolving the findings. 3.1.8 Preparation of the APR and narrative for the Annual report. 3.1.9 Respond to audit queries and liaise with auditors. 3.1.10 Present the audit status report to relevant structures of EWSETA whenever required. 3.1.11 Attend meetings as and when required 3.1.12 Attend to additional management requests as and when required 3.1.13 Provide monitoring services over the reporting of performance information, including assistance to alleviate constraints on performance information reporting; and 3.1.14 Submit a detailed report at the conclusion of the project to EWSETA. 3.2 Duration of Contract The contract will be valid from the date of appointment until the finalization of the 2025/26 audit. The project is expected to commence from the date of appointment. Detailed timeframes for the proposed work will be discussed with the successful service provider as part of the mandate terms. 4. EVALUATION CRITERIA EWSETA needs to be satisfied, in all respects, that the service provider selected has the necessary resources, qualifications and abilities to deliver the required Service. All submissions will be regarded in a fair manner in terms of evaluation criteria and process. The evaluation will be in accordance with EWSETA’s SCM Policy, and the Preferential Procurement Regulations 2022 issued in terms of the Preferential Procurement Policy Framework Act (Act No. ), whereby the 80/20 preference point system will be applied to evaluate the received proposals. A total of 80 points will be allocated on price and 20 points on specific goals, using SBD 6.1 to claim the points THE RFQ WILL BE EVALUATED IN FOUR (04) STAGES AS FOLLOWS: • STAGE 1: Pre-Qualification Criteria: Returnable Administrative documents • STAGE 2: Submission requirements • STAGE 3: Technical/Functionality Stage • STAGE 4: Price and Specific Goals Stage 4.1 Stage 1: PRE-QUALIFICATION CRITERIA / RETURNABLE ADMINISTRATIVE DOCUMENTS Prospective service providers must comply with the requirements and submit all required document(s) indicated hereunder with the bid documents at the closing date and time of bid. RETURNABLE ADMINISTRATIVE DOCUMENTS Administrative Compliance Yes No 4.1.1 Company Registration Documents (CIPC) 4.1.2 Bidders must declare that neither the company nor its directors are listed on the National Treasury Database of Restricted Suppliers or Register of Tender Defaulters. 4.1.3 Bidders CSD (Central Supplier Database) Report / Number 4.1.4 Valid B-BBEE Certificate (issued by a SANAS accredited entity) or duly completed and commissioned B-BBEE Affidavit (for EME’s and QSE’s) NB: In case of a joint venture, a joint BBBEE affidavit/certificate must be submitted. 4.1.5 The following SBD Forms must be fully completed and signed: 4.1.6 • SBD 1 (Annexure 1) • SBD 3.1 (Annexure 2) • SBD 4 (Annexure 3) • SBD 6.1 (Annexure 4) 4.1.7 Annexure 5 - General Conditions of Purchase [fully signed on the last page and initial on each page] 4.1.8 Tax Pin issued by SARS (Tax Clearence Certificate) 4.1.9 Annexure 6 - POPI Consent forms consent to process (use) personal information (Informed Consent Notice) as per Promotion of Access to Information Act , as amended, (PAIA) and the Protection of Personal Information Act (POPIA) 4.1.10 In case of a Joint Venture, a written agreement between the parties which must clearly set out the roles and responsibilities of each member and include a resolution of each company of the Joint Venture together with a resolution by its members authorising a member of the Joint Venture to sign the documents on behalf of the Joint Venture. NB: Each party must submit all the required returnable administrative documents Bidders will not be disqualified at this stage should the returnable administrative documents not be attached; however, should the bidder be recommended all the documents will be required prior to the award. 4.2 STAGE 2 - SUBMISSIONS REQUIREMENTS Administrative Compliance Submitted Criteria Yes No 4.2.1 Proposal must follow a table of content and indexed according to, Section 4.1 of this document (Administrative Section) 4.2.2 Pricing must be on a separate company letterhead in the prescribed format: Section 4.4 (Financial Proposal) 4.3 STAGE 3: TECHNIVAL/FUNCTIONALITY STAGE An assessment of Functionality will be based on the evaluation criteria noted in the table below. Each of the evaluation criteria in the table will carry a weighting as indicated, and the bidder will be required to score a minimum of 75 points (out of the 100 points), i.e., 75%, for Functionality in order to qualify and proceed to Stage 3 of the evaluation process. CRITERIA The service provider is to meet the below criteria which is applicable to the bid to be submitted to the EWSETA. Criteria Scoring Weighted score Bidder must submit relevant reference letters Relevant public sector experience 30 from different clients as evidence of related 3 valid letters attached = 30 points (performance information and financial audit 2 valid letters attached = 20 points readiness) services. 1 letter attached = 10 points NB: The Reference Letter(s) must not be older irrelevant / invalid / unsatisfactory services than 5 years must be on the letterhead of the rendered reference letters = 0 points previously serviced client and should reflect at Relevant SETA experience 20 least name of the client, title of the related work 2 valid letter attached = 20 points conducted, year conducted and completed, 1 valid letter attached = 10 points contactable reference name and contact details and signed by the appropriate delegate. The irrelevant / invalid / unsatisfactory services Reference Letter must indicate the quality of the rendered reference letters = 0 points service rendered. NB: EWSETA might contact references to confirm the contents of the references to confirm the contents of the reference letters Qualifications Engagement lead 25 Qualifications of the proposed resources Postgraduate degree in Commerce = 10 points Bidders must attach relevant certified copies of the highest qualifications/professional certificate. Senior consultant Certification may not be older than 6 months prior Postgraduate degree in Commerce = 10 to submission. Uncertified points qualification/professional certificates will not be accepted as authentic. Foreign qualifications are Junior consultant required to be accompanied by a SAQA Bachelor’s degree in commerce = 5 points evaluation certificate. No qualification, other qualifications lower Note: bidders to submit only one CV of the than a bachelor’s degree or not in accounting proposed resources. = 0 points Relevant experience Experience of engagement lead 25 Minimum 7+years’ (post SAICA articles) Bidders must attach the detailed CVs of the experience in external audit = 10 points proposed core team Experience of a senior consultant Minimum 7+years’ (post SAICA articles) experience in external audit = 10 points Experience of a junior consultant Minimum 3 years’ experience in preparation of financial statements or external audit = 5 points TOTAL AVAILABLE POINTS 100 4.4 STAGE 4: PRICING AND SPECIFIC GOALS STAGE Notes to Bidders 4.4.1 All procurement processes will be managed in line with PFMA Section 38, Treasury Regulations 16A, and National Treasury prescripts on value-for-money, transparency, and accountability. 4.4.2 Bidders must confirm compliance with the Preferential Procurement Regulations, 2022, and note that preference points will be awarded strictly in terms of the 80/20 or 90/10 system, as applicable. 4.4.3 The applicable preference point system for this tender is the 80/20 preference points system; 80 points are awarded for price, and 20 points are awarded for specific goals. 4.4.4 The points scored in respect of specific goals will be added to the points scored for price. 4.4.5 For the purpose of evaluating preference points, the following preference point systems will be applicable to all bids, whereby preference points shall be awarded for Price and B-BBEE Status Level of Contribution. 4.4.6 The points scored in respect of B-BBEE contribution will be added to the points scored for price. 4.4.7 The following formula will be used to calculate the points for Price: Pt − P min Ps = 801( − ) P min Where Ps = Points scored for the comparative price of the proposal or quotation Pt = Comparative price of proposal or offer P min = Comparative price of the lowest acceptable proposal or offer. 4.5 Points awarded for specific goals For the purposes of this tender the tenderer will be allocated points based on the goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of this tender: Table 1: Specific goals for the tender and points claimed are indicated per the table below. Points Price 80 Specific goals: B-BBEE Status level contribution 10 Bidders will be awarded 10 points for meeting any of the criteria 10 below: • Qualifying Small Enterprise • Exempted Micro-Enterprise supplier • 51% black owned • 30% Black Women Owned Total points for Price and Specific goals 100 The following table must be used to calculate the score out of 20 for B-BBEE status level contribution: B-BBEE Status Level of contributor Number of points (80/20 system) 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0 4.5.1 Bidders are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof, together with their bids, to substantiate their B-BBEE rating claims. 4.5.2 A tenderer failing to submit proof of B-BBEE status level of contributor or is a non-compliant contributor to B-BBEE, may not be disqualified but may only score point out of 80 for price, and scores 0 out of 20 points for B-BBEE. 4.5.3 A trust, consortium, or joint venture must submit a consolidated B-BBEE Status Level Verification Certificate for every separate bid. 4.5.4 A bidder will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract. 4.6 Financial Proposal Financial proposals will be compared on the basis of their total bid price VAT inclusive. Bidders are required to submit financial proposals as per the table below on their company letterhead. Pricing schedule is compulsory and failure to complete same in prescribed manner as per the table below and without alterations for comparability purposes. Financial proposals must be aligned to the DPSA Hourly Fee Rates for Consultants - With effect from 1 July 2020, as follows: • As the engagement is anticipated to run for more than three months, the rates short be aligned to the “short term” rates. • Rates should be aligned to “partial overheads”, as EWSETA will provide some overheads. If the DPSA circular is updated, EWSETA will amend the payment rates accordingly as from the updated circular’s effective date. Position Title Number of Hourly rate Hourly rate Category (where consultants inclusive of all inclusive of all applicable) required incidental costs incidental costs - VAT excl. – VAT incl. Engagement lead 1 R R Senior Consultant 1 R R Junior consultant 1 R R Total Sum of rates R R Pricing schedule is compulsory and failure to complete same in prescribed above and without alterations may result in disqualification of the bid during the financial evaluation process. Only firm prices will be accepted. Non-firm prices (including prices subject to rates of exchange variations) will not be considered All bidders are required to complete the VAT declaration below. This information is necessary for compliance and evaluation purposes. Failure to declare VAT status or provide a valid VAT number (if registered) may lead to disqualification or non-evaluation of your submission. Question Response Are you a VAT-registered vendor? Yes No Vat Registration Number (if applicable) ________________ 5. NOTES TO BIDDERS Outlined below are basic requirements that each bid must comply with. Failure of any bid to meet any or all of these requirements may disqualify such a bid from the evaluation process: Prospective bidders must ensure that their tax matters are in order in line with the Treasury Regulations and reflect accordingly on CSD. It is therefore a condition of this bid that the tax matters of the bidder be in order at the time of award. Failure of the bidder for not complying with their tax matters at the time of award will result in the bidder being disqualified. 5.1 The EWSETA will not be liable to reimburse any costs incurred by applicants in preparing their proposals. 5.2 Bids received late shall not be considered under any circumstances. A bid will be considered late if it arrives after 13h00 on/after the closing date. 5.3 EWSETA does not bind itself into making an appointment from proposals and offers received. 5.4 EWSETA reserves the right, at its sole discretion, to cancel this request for proposals, presentations and price or not to make any appointment at all. 5.5 EWSETA will not make upfront payments. 5.6 Successful bidder must undertake to abide by the confidentiality undertakings contained in the agreement to be concluded. 5.7The successful bidder will be informed of the outcome. A contract will only be deemed to be concluded when reduced to writing and signed by the designated responsible person of both parties (duly authorised). The designated responsible person of the EWSETA is the Chief Executive Officer or his written authorised delegate. 5.8 A probation period of 30 days will apply to the agreement. 5.9 Bidders are required to submit a valid proof of banking details attached to their submission. 5.10 The service level agreement will be reviewed annually or when necessary or upon anniversary date. 5.11 Please note that any plagiarism of any sort contained within any bid, or any other documents submitted to the EWSETA by any bidder will result in the disqualification of the respective bidder. 5.12 EWSETA may request clarification or further information regarding any aspect of the bidder. The bidder must provide the requested information within forty-eight (48) hours after the request has been made; otherwise, the bidder may be disqualified. 5.13 Nothing as stipulated in these Terms of Reference may be amended without the written confirmation of the Chief Executive Officer of EWSETA or his/her delegated authority. 5.14 Any possible staff changes during the engagement must be done in consultation with and approval of EWSETA. 5.15 EWSETA undertakes to pay within thirty (30) days of presentation of a duly completed valid tax invoice and supporting documents if required by EWSETA 5.16 Scheduled outages, after hours or weekends. Must be part of total costs and NOT additional cost. 5.17 The service provider including its staff must always adhere to the EWSETA employee code of conduct. 6. . SUBMISSION OF BIDS Bidders are required to submit their bids to scmadmin@ewseta.org.za 7. CLOSING DATE OF PROPOSAL A comprehensive proposal together with pricing schedule must reach EWSETA by no later than MONDAY 19 JANUARY 2026 at 13H00. Please note that NO late proposals will be considered. 8. TENDER VALIDITY This RFQ shall be valid for 90 working days calculated from Bid closing date. 9. FRAUD HOT-LINE EWSETA subscribes to fair and just administrative processes. EWSETA therefore urges its clients, suppliers, and the general public to report any fraud or corruption to: EWSETA VUVUZELA FRAUD AND ETHICS HOTLINE Free Call: 0800 611 205; Email: ewseta@thehotline.co.za; or visit their website www.thehotline.co.za; or SMS 30916; or Vuvuzela Hotline (App Stores) 10. CONTRACT MANAGEMENT The contract will be managed in accordance with Treasury Regulation 16A9 (Contract Management). Non-performance will attract penalties as stipulated, including withholding of payments, contract termination, and/or reporting to the National Treasury. 11. FRAUD & ETHICS Bidders must commit to ethical conduct and confirm that they have not engaged in fronting, collusion, or corrupt practices. Any bidder found guilty will be disqualified and reported to relevant authorities in line with Treasury Instruction Note /22. 16. SBD 1 - PART A ANNEXURE 1 INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY) CLOSING CLOSING BIDNUMBER: EWSETA/RFQ/065/2025-26 DATE: 19 JANUARY 2026 TIME: 13:00 DESCRIPTION APPOINTMENT OF A SERVICE PROVIDER TO ASSIST WITH AUDIT READINESS SERVICES BID RESPONSE DOCUMENTS SHOULD BE SENT TO THE SCM EMAIL ADDRESS scmadmn@ewseta.org.za BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO: CONTACT PERSON scmadmin@ewseta.org.za CONTACT PERSON scmadmin@ewseta.org.za TELEPHONE NUMBER 011 274 4700 TELEPHONE NUMBER FACSIMILE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS scmadmin@ewseta.org.za E-MAIL ADDRESS scmadmin@ewseta.org.za SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER SUPPLIER TAX COMPLIANCE COMPLIANCE SYSTEM PIN: OR CENTRAL STATUS MAAA SUPPLIER DATABASE No: 2.1 ARE YOU THE Yes No ACCREDITED 2.2 ARE YOU A FOREIGN REPRESENTATIVE Yes No BASED SUPPLIER FOR [IF YES, ANSWER THE IN SOUTH AFRICA THE GOODS /SERVICES QUESTIONNAIRE FOR THE GOODS OFFERED? [IF YES ENCLOSE PROOF] BELOW] /SERVICES OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE- TYPED) OR IN THE MANNER PRESCRIBED IN THE BID DOCUMENT. 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. 1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). 2. TAX COMPLIANCE REQUIREMENTS 2.3 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.4 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.5 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.6 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.7 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.8 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.9 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... DATE: ................................. 12. ANNEXURE 2: SBD 3.1 PRICING SCHEDULE FIRM PRICES PRICING SCHEDULE – FIRM PRICES (PURCHASES) NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT Name of bidder: .......................................... Bid number: EWSETA/RFQ/065/2025-26 Closing Time: 15:00 Closing date: 19 January 2026 OFFER TO BE VALID FOR __90_WORKING_ DAYS FROM THE CLOSING DATE OF BID. ITEM QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCY NO. ** (ALL APPLICABLE TAXES INCLUDED) - Required by: ........................................ - At: ........................................ ....................................... - Brand and model ........................................ - Country of origin ........................................ - Does the offer comply with the specification(s)? *YES/NO - If not to specification, indicate deviation(s) ........................................ - Period required for delivery ........................................ *Delivery: Firm/not firm - Delivery basis .......................................... Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination. ** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies. *Delete if not applicable 13. ANNEXURE 3 – SBD4 - BIDDER’S DISCLOSURE 1. PURPOSE OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process. 2. Bidder’s declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1 in the enterprise, employed by the state? YES / NO 2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES / NO 2.2.1 If so, furnish particulars: ................................................................................................ 1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise. ................................................................................................ 2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/ NO 2.3.1 If so, furnish particulars: ........................................................................................ ........................................................................................

No specific requirements found B-BBEE Minimum Level: 0 Points Allocation: 20 points for B-BBEE