What are the submission requirements for this tender (Ref: KHM T001/03/2026)?

• Submit bids in a sealed envelope, clearly marked with: TENDER NO: KHM T001/03/2026, description, closing date, and time. Deposit in the official Tender Box at Karoo Hoogland Municipality, Cash Hall Area, Williston Municipal Building, 2 Mulder Street, Williston, during office hours (08h00–16h00). Late, faxed, or emailed submissions are not accepted. Courier services must deposit directly into the Tender Box; municipal officials cannot accept bids on their behalf. • Required forms: MBD 1, MBD 2, MBD 3.3, MBD 4, MBD 6.1, MBD 8, MBD 9, and MBD 15 (if applicable). All must be fully completed, signed, and submitted. Incomplete or unsigned forms may lead to disqualification. • Supporting documents: Valid Tax Compliance PIN or Tax Clearance Certificate (original, not certified copy), CSD registration summary report, municipal account statement (not older than 3 months) or lease agreement/affidavit, B-BBEE certificate or sworn affidavit, proof of payment for tender documents (R733.70), and all professional registrations/qualifications. • Bid documents must be printed in non-erasable black ink. Electronic signatures are not accepted. All pages must be initialled. Corrections must be crossed out and initialled; correction fluid is prohibited. • Bids must remain valid for 90 days from closing date. The Municipality reserves the right to reject any or all bids and is not bound to accept the lowest bid. • Disqualification risks: Submitting after hours, to incorrect tender box, or via unofficial channels; missing required forms/documents; unauthorised alterations; non-compliance with tax/municipal account requirements; or past fraud/corruption convictions.

How will bids be evaluated?

{ "general": [ "Must be a registered entity (company, partnership, sole proprietor, etc.).", "No persons in the service of the state may bid.", "No convictions for fraud/corruption or non-compliance with public sector contracts in the past 5 years.", "Municipal rates/taxes must not be in arrears for >90 days (proof required)." ], "professional": [ "At least one director/team leader must be a Chartered Accountant (CA).", "Proven experience in compiling GRAP-compliant AFS and Asset Registers with clean audit opinions (last 3 years).", "Minimum functionality score of 75/100 to qualify for price evaluation." ], "preferential": [ "Youth: 10 points if directors/members are under 35 (ID copies required).", "Locality: 10 points if based in Karoo Hoogland Municipality (proof of municipal rates payment) or other municipality (municipal billing statement required)." ] }

What are the technical specifications?

• Scope: Provide specialist project accounting services for 3 years (2026/27–2028/29), including: - Preparation of GRAP/mSCOA-compliant Annual Financial Statements (AFS) and Mid-Term Financial Statements. - Compilation and maintenance of a GRAP-compliant Asset Register. - Skills transfer to municipal finance staff on AFS preparation and Asset Register management. • Key deliverables: - Review financial system modules (Inzalo EMS) including Consumer Debtors, Creditors, Bank, Income, Expenditure, and accumulated surplus/deficit. - Reconcile General Ledger, Asset Register, and AFS; align AFS to Asset Register. - Conduct reconciliations for Debtors, Creditors, Payroll, Bank, and VAT. - Present completed AFS on CaseWare working papers. - Unbundle assets (including infrastructure) and update Asset Register, Investment Property Register, and Intangible Asset Register. - Verify movable and immovable assets; calculate depreciation and impairment. - Include GRAP 25 reports in AFS. - Conduct physical verification for rehabilitation of 3 landfill sites (Williston, Fraserburg, Sutherland) and include in AFS. - Address prior-year audit findings and prepare prior-year error notes. - Assist with mSCOA setup, compliance review, and Trial Balance unbundling. - Provide hands-on training and group training sessions for municipal staff. • Standards: Full compliance with GRAP (Generally Recognised Accounting Practice) and mSCOA (municipal Standard Chart of Accounts). • Software: Use of compliant accounting software (e.g., CaseWare) for AFS preparation.

What financial requirements apply to bidders?

• Pricing format: Submit pricing in ZAR, exclusive of VAT, but final bid price must include VAT. Use the provided Pricing Schedule (MBD 3.3) and attach additional schedules if needed. • Fixed costs: Include fixed costs for unbundling assets, Asset Register compilation, landfill site rehabilitation (including surveyor appointment), and GRAP-compliant AFS compilation on CaseWare. • Hourly rates: Specify rates for Accounting Support (100 hours allocated) and addressing Auditor-General queries (80 hours allocated). • Disbursements: Bill at actual usage. Provide rates for: - Accommodation cost per day. - Subsistence cost per day. - Travel cost per km. • Escalation: Annual escalation for years 2 and 3 must not exceed the anticipated CPI as of 30 April each year. • Payment terms: Payments made within 30 days of receipt of a valid invoice. • Ceiling price: Indicate a total ceiling price for the project, inclusive of all taxes and expenses. • VAT: Clearly state if the bidder is a registered VAT vendor and provide VAT number if applicable.

What compliance and legal requirements must bidders meet?

• Tax compliance: Submit a valid Tax Compliance PIN or Tax Clearance Certificate (original) issued by SARS. Certified copies are not accepted. For consortia/joint ventures, each party must submit a separate certificate. • Central Supplier Database (CSD): Must be registered on CSD; submit a summary report with the bid. If not registered, provide a CSD number. • Municipal accounts: Submit a municipal account statement (not older than 3 months) or lease agreement + owner’s municipal account. If not responsible for municipal rates, submit a Sworn Affidavit or Lease Agreement with reasons. • B-BBEE: Submit a valid B-BBEE Verification Certificate (SANAS-accredited) or a sworn affidavit confirming B-BBEE status. Failure to submit results in no preference points. • Fraud/corruption: Bidders guilty of fraud, corruption, or non-compliance with public sector contracts in the past 5 years are excluded. • Municipal arrears: Bidders (or directors) with municipal rates/taxes or service charges in arrears for >3 months may be disqualified. • State employees: No bids accepted from persons in the service of the state (including municipal officials, public entity employees, or elected representatives). • Professional registrations: Submit all relevant compliance certificates, professional registrations, and qualifications. • Required forms: MBD 1, MBD 2, MBD 4, MBD 6.1, MBD 8, MBD 9, and MBD 15 (if applicable) must be completed and submitted. • Declaration of Interest: Complete MBD 4 to declare any relationships with state employees involved in evaluation/adjudication.

What are the important dates and deadlines for this tender?

• Closing date: 17 June 2026 at 12:00 (noon). • Bid opening: Public opening 15 minutes after closing time at Williston Municipal Offices Boardroom, Herbst Street, Williston. • Validity period: Bids remain valid for 90 days from closing date. If no response is received within this period, the bid may be considered unsuccessful.

Who should be contacted for queries about this tender?

• SCM enquiries: Me Diana Vermeulen, Email: d.vermeulen@karoohoogland.gov.za, Tel: (053) 285 0998. • Technical enquiries: Mr SJ van Schalkwyk, Email: k.vanschalkwyk@karoohoogland.gov.za, Tel: (053) 285 0998; or Mr A Haas, Email: a.haas@karoohoogland.gov.za. • Submission address: Tender Box, Cash Hall Area, Williston Municipal Building, 2 Mulder Street, Williston, 8920. • Postal address for document requests: P.O. Box 165, Williston, 8920.

Karoo Hoogland Northern Cape Financial Services Tender

Structured Evaluation Criteria

Preference System: 80/20

Point Allocation

preference point system (8080 pts

Evaluation on functionality will apply to Bid Number: KHM T001/03/2026. Bidders must score a minimum of 70 out of 100 points for functionality in order to qualify for further evaluation on Price and Karoo Hoogland Municipality’s Specific Goals. Points for Specific Goals will be allocated as listed below: 1. Youth (10 points) Certified copies of the company registration documents and ID documents of the Directors/Members/Proprietors must be submitted. These will be used to establish whether the individual is below the age of 35 and to validate the claim. 2. Locality (10 points) The tenderer shall submit a Municipal Billing Statement for rates and service charges (not in arrears for more than 90 days). If renting, a lease agreement together with the owner’s municipal account reflecting up-to-date rates and service charges (not in arrears for more than 90 days) must be submitted. Should the tenderer not be based within the Karoo Hoogland Municipality, a Municipal Billing Statement issued by the municipality where the business is located must be submitted. If no response is received within ninety (90) days (validity period) after the closing date, the tenderer may consider the proposal unsuccessful. The Municipality reserves the right to withdraw any invitation to tender and/or to readvertise, or to reject any tender, or to accept only part of a tender. The Municipality does not bind itself to accepting the lowest tender or awarding a contract to the bidder scoring the highest number of points. Formal tenders will be evaluated and adjudicated in terms of the 80/20 preference point system (80 points for Price and 20 points for Specific Goals) in accordance with Karoo Hoogland Municipality’s Preferential Procurement Policy and Supply Chain Management Policy. For this purpose, the MBD 1, MBD 2, MBD 4, MBD 7.2, MBD 8 and MBD 9 forms must be scrutinised, fully completed and submitted together with the bid proposal. Non-adherence to this requirement will lead to disquali

Structured Evaluation Criteria

Preference System: 80/20

Point Allocation

preference point system (8080 pts

Evaluation on functionality will apply to Bid Number: KHM T001/03/2026. Bidders must score a minimum of 75 out of 100 points for functionality in order to qualify for further evaluation on Price and Karoo Hoogland Municipality’s Specific Goals. Points for Specific Goals will be allocated as listed below: 1. Youth (10 points) Certified copies of the company registration documents and ID documents of the Directors/Members/Proprietors must be submitted. These will to verify whether the individual is under the age of 35 and to validate the claim. 2. Locality (10 points) The tenderer must submit a municipal billing statement for rates and service charges, which must not be in arrears for more than 90 days. If the premises are rented, a lease agreement together with the owner’s municipal account, reflecting up-todate rates and service charges, must be provided. If the tenderer is not based within the Karoo Hoogland Municipality, a municipal billing statement issued by the municipality where the business is located must be submitted. If no response is received within ninety (90) days after the closing date (validity period), the tenderer may consider the proposal unsuccessful. The Municipality reserves the right to withdraw any invitation to tender and/or to re-advertise, or to reject any tender, or to accept only part of a tender. The Municipality does not bind itself to accepting the lowest tender or awarding a contract to the bidder scoring the highest number of points. Formal tenders will be evaluated and adjudicated in terms of the 80/20 preference point system (80 points for Price and 20 points for Specific Goals) in accordance with Karoo Hoogland Municipality’s Preferential Procurement Policy and Supply Chain Management Policy. For this purpose, the MBD 1, MBD 2, MBD 4, MBD 7.2, MBD 8 and MBD 9 forms must be scrutinised, fully completed and submitted together with the bid proposal. Non-adherence to this requirement will lead to disqualification. of 52 The cl

Appointment of a financial service provider for grap-compliant annual and mid-term financial statements and asset register (2026/27–2028/29)

Submission Guidelines

Evaluation Criteria

Technical Specifications

Submission Guidelines

Evaluation Criteria

Eligibility Criteria

Appointment of a financial service provider for grap-compliant annual and mid-term financial statements and asset register (2026/27–2028/29)

Submission Guidelines

Evaluation Criteria

Technical Specifications

Submission Guidelines

Evaluation Criteria

Eligibility Criteria

Financial Requirements

Compliance Requirements

Structured Evaluation Criteria

Important Dates

Contact Information

Technical Specifications

Financial Requirements

Compliance Requirements

Structured Evaluation Criteria

Important Dates

Contact Information

Professional Services & Consulting Industry Profile

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Karoo Hoogland Local Municipality

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