Provide Internal Audit Services - Mine Health

Returnable Documents:

1.1. INTRODUCTION TO THE MINE HEALTH AND SAFETY COUNCIL The Mine Health and Safety Council (MHSC) is a national public entity (Schedule 3A) established in terms of the Mine Health and Safety Act, No. , as amended. The MHSC is mandated to advise the Minister of the Department of Mineral and Petroleum Resources (DMPR) on mine health and safety (MHS) issues in the mining industry, relating to the development and implementation of the MHSC annual MHS research programme, reviewing and development of MHS legislation and dissemination (knowledge and technology transfer) of MHSC research outcomes to improve MHS conditions in the South African Mining Industry (SAMI). The MHSC’s Internal Audit Function is established in terms of the Public Finance Management Act, Section 51 which requires the MHSC to have an effective internal audit function under the control and direction of an audit committee. The internal audit function must conduct its work in accordance with the Global Internal Audit Standards and the Code of Ethics set by the Institute of Internal Auditors (IIA). The purpose of Internal Audit Function is to strengthen the MHSC’s ability to create, protect, and sustain value by providing the board and management with independent, risk-based and objective assurance, advice, insight and foresight. The internal audit function enhances MHSC’s: • Ability to successfully achieve its objectives. • Governance, risk management and control processes. • Decision making and oversight. • Reputation and credibility with its stakeholders. The MHSC’s Internal Audit Function is fully outsourced, and in order to maintain independence, the awarded service provider will report functionally to the Audit and Risk Committee and administratively to the Chief Executive Officer. The Corporate Governance Officer will provide operational support to the awarded service provider in order to ensure operational efficiency. The purpose and mandate of the Internal Audit Function is described in the MHSC Internal Audit Charter, which is reviewed and approved by the Audit and Risk Committee annually. The Internal Audit Function will engage with the following key stakeholders in the course of its work: • MHSC Board • MHSC Audit and Risk Committee • Chief Executive Officer • Corporate Governance Officer • Executives • Business unit managers • Office of the Auditor-General. 2. PART A: THE CONTRACT 2.1. CONTEXT OF THIS PROCUREMENT The MHSC seeks to appoint a service provider to provide Internal Audit Services for a period of three (3) years. 2.2. CONTRACT PERIOD The contract will be valid for a period of 36 months. 2.3. DETAILED SPECIFICATIONS/SCOPE OF WORK The detailed scope of work is as follows: 2.3.1. Update the Internal Audit Charter annually for review and approval by the Audit and Risk Committee (ARC). 2.3.2. Prepare a strategic Three-year rolling and Annual risk-based internal audit plan in accordance with the Global Internal Audit Standards (GIAS) as set by Institute of Internal Auditors (IIA) in consultation with the Executive Management and for approval by ARC. 2.3.3. Prepare an internal audit methodology and a Quality Assuance and Improvement Plan (QAIP) for the MHSC which fully complies with the GIAS to ensure uniformity in the operations of all internal audit assignments. 2.3.4. Perform all assurance and advisory engagements included in the approved risk-based internal audit plan in accordance with the GIAS. 2.3.5. Conduct probity reviews on high value/ high risk tenders as and when required by management and approved by ARC. 2.3.6. Conduct audit review on reported performance information against predetermined objectives for the selected programmes quarterly as presented in the Annual Performance Plan. 2.3.7. Have the ability and specialised capacity to undertake performance audits, especially in MHSC’s core business area (research). 2.3.8. Perform special reviews as may be requested by management and approved by the ARC. 2.3.9. Provide an annual written assessment of the adequacy and effectiveness of governance, control, and risk management processes of the MHSC for submission to the EXCO and ARC. 2.3.10. Coordinate with other assurance providers of the MHSC as part of the MHSC Combined Assurance activities and provide support to the Corporate Governance Officer (CGO) in implementing and embedding combined assurance. 2.3.11. Prepare quarterly reports for submission and presentation to Executive Committee (EXCO) and the ARC. The reports should at minimum cover: 2.3.11.1. Progress on the annual internal audit plan and indicate all internal audit activities conducted for the quarter under review as well as actual versus budgeted costs. 2.3.11.2. Summary of reports issued during the quarter under review, indicating overall assessment of controls, risk management and governance processes for each completed review and any emerging risks identified. 2.3.11.3. Annual confirmation of its independence in relation to the assurance engagements conducted. 2.3.11.4. Outcome of follow up audits performed in respect of corrective measures implemented by management on previously issued reports. 2.3.11.5. Feedback on coordination efforts with other assurance providers. 2.3.12. Attend key MHSC governance meetings such as the Risk and Compliance Management Committee (RCMC), ICT Governance Committee (ICTGC), ARC, Board and strategic workshops as and when required. 2.3.13. Demonstrate a strong ability for thought leadership and contribute to the MHSC by sharing of best practice. Send publications, alerts, and summaries to MHSC on a regular basis through the CGO's office that include the most recent advancements in Internal Audit, Risk Management, Corporate Governance, Finance, Supply Chain Management, Compliance, Information Technology, and any other MHSC operational areas. 2.4. Special Conditions i. Competency a) With the exception of those providing specialised services, all key members of the engagement should be registered with either or both the Institute of Internal Auditors (IIA) or the South African Institute of Chartered Accountants (SAICA) and attach proof thereof. b) All members who provide specialised services, must be registered with the relevant bodies they belong to and attach proof thereof. c) The engagement director in charge of the internal audit assignment needs to have more than ten years internal audit experience and at least five (5) years of director experience in addition to being qualified as a Certified Internal Auditor (CIA) or CA(SA). The director should have prior experience leading or implementing an outsourced or co-sourced internal audit service. ii. External Quality Assurance Reviews d) In the five years between 2021 and 2025, the selected bidder is expected to have undergone an External Quality Assurance Review (EQAR) with one of its clients and obtained an overall opinion of Generally Conforms (GC). iii. Other e) All working papers, data, documents, reports, and evidence gathered or generated during the course of internal audit reviews will remain the property of the MHSC and audit files will be handed over to the Corporate Governance Officer at the end of each audit assignment. 3. PART B: THE PRICING PRICING INSTRUCTIONS 1. Applicable currency: All prices shall be quoted in South African Rand (R). 2. Completion of pricing schedule: Bidders shall complete the pricing schedule in full, inserting all the information required therein. 3. Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes including VAT, less all unconditional discounts, plus all costs to deliver the services and/or goods. Where imported goods/services are to be used, and pricing is subject to exchange rate fluctuations, the exchange currency against the Rand must be stipulated, as well as the exchange rate at the time of bidding. The portion of the bid price subject to exchange rate fluctuations must be stated. 4. Submission of pricing: bidders must submit their pricing proposals with the technical proposal. The pricing folder must be clearly labelled as such. BID PRICE SCHEDULE (SBD 3.1 Firm Unit Prices) The following Schedule of Prices must be completed by the Tenderer. It is understood that Internal Audit services are based on hourly rates and that budgets can only be concluded once the appointed service provided has fully assessed the likely extent of work. Tenderers are required to indicate their hourly rates (VAT inclusive) for rendering internal audit services the duration of the contract in the schedule below: Quantity Hourly rate – including overheads and VAT Level/Position Year 1 – 2026/27 Year 2 – 2027/28 Year 3 – 2028/29 Director/Partner Manager Supervisor/Senior Auditor Auditor Specialist (e.g. technical, ICT etc.) Annexure A should be used to complete the schedule below: Hours below are indicative and not binding, these will be adjusted based on the approved Annual Risk Based Internal Audit Plans. 3.1. Internal Audit Services Budget Description Total Total Costing Proposed including Vat hours (R) Director Manager Senior Auditor Auditor Specialist Rate Total Rate Total Rate Total Rate Total Rate Total per hours per hours per hours per hours per hours hour hour hour hour hour (R) (R) (R) (R) (R) Year 1(2026/2027) 1 600 Year 2 (2027/2028) 1500 Year 3 (2028/2029) 1 400 Sub total 4 500 Disbursements Totals 3.2. Adhoc/Advisory Hours Description Total Total Costing Proposed including Vat hours (R) Director Manager Senior Auditor Auditor Specialist Rate Total Rate Total Rate Total Rate Total Rate Total per hours per hours per hours per hours per hours hour hour hour hour hour (R) (R) (R) (R) (R) Year 1(2026/2027) 300 Year 2 (2027/2028) 270 Year 3 (2028/2029) 250 Total 840 3.3. Grand total (Internal audit and Ad Hoc hours) Total Annual cost – including overheads and VAT Grand Total Year 1 – 2026/27 Year 2 – 2027/28 Year 3 – 2028/29 Hours Rand Hours Rand Value Hours Rand Value Hours Rand Value Value Internal Audit 1600 1500 1400 4 500 Services budget Ad hoc hours budget 300 270 250 840 Disbursements - - - - Total 1 900 1 770 1 660 5 340 TOTAL BID PRICE (VAT Inclusive): R.......................................................... Prices quoted are fully inclusive of all costs including applicable taxes other overheads and exclude disbursements. ((Please note that all prices quoted should be inclusive of Value Added Tax (VAT) and Price fluctuations (including exchange rates) for the duration of the contract. Where applicable the price should include Supply, Delivery, Maintenance, and any other costs relating to this bid. Price changes whether because of CPI, PPI, industry extensions or expansions will be allowed in terms of the signed contract by both parties.) 4. PART C: BID SELECTION PROCESS 4.1. BID PREPARATION AND SUBMISSION 4.1.1. Number of bid documents: 1 X Original and 2 X copies of the original for contract signing (Hard copies) – THREE. 4.1.2. Number of bid documents (Electronic Copy) of the original document in PDF (USB) – ONE. 4.1.3. Bid documents must contain both technical proposal and pricing proposal (two envelope system). A digital version on USB containing the bid document and all other supporting documents (fully submitted bid proposal with its attachments) must be provided of all tender documentation within the bid envelope. These serve as the original sets of bid documents and form part of the contract. 4.2. BID CLOSING 4.2.1. There shall be no public opening by the MHSC of the bids received. 4.2.2. There shall be no discussions with any enterprise until evaluation and adjudication of the proposal has been complete. 4.2.3. Any subsequent discussions shall be at the discretion of MHSC. Unless specifically provided for in the proposal document, bids submitted by means of telegram, telex, facsimile or similar means shall not be considered by MHSC. 4.2.4. All bids shall close on the specified date and time as stipulated in the bid document. 4.2.5. Bids received after closing time and date will be classified as LATE and will not be considered. 4.2.6. Bids submitted in any other manner other than the specified address (tender box) shall not be accepted. 4.3. ADMINISTRATIVE COMPLIANCE (RETURNABLE DOCUMENTS) Administrative compliance/responsiveness will be tested based on returnable documents submitted and signatures on the Bid documents. At this stage the verification is to review bid responses for purposes of assessing compliance and governance with RFB requirements, whereby a bidder will be disqualified if they do not fully comply, it must be determined what documents are required to be returned by Bidders. Bids will be verified for compliance with the procedural requirements of the bid, which entails the completion and/or submission of the returnable documents and schedules specified in the Returnable Documents and Schedules Checklist below. No award will be done without complete provision of returnable documents and any schedules. Returnable documents are categorized as follows: Submission of fully completed Invitation to Bid (SBD 1) Comply Do Not comply Substantiation: The bidder must submit the fully completed and signed SBD1 (Invitation to Bid) Fully completed and signed Bidders’ Disclosure form (SBD Comply Do Not comply 4) Substantiation: The bidder must submit the fully completed and signed Bidders Disclosure (SBD 4) Fully completed SBD 6.1 (Preference Claim Form), Comply Do Not comply Substantiation: The bidder must submit the fully completed preference claim form, points must be correctly claimed and the points for the specific goals must be supported by a valid B-BBEE certificate or a certified sworn affidavit. Bidders should ensure the points are correctly claimed for the specific goals and information is captured correctly and information is true. False information may result in the bid being disqualified. Bidder must complete the detailed pricing Schedule (SBD Comply Do Not comply 3) Substantiation: The bidder must submit and attach to the bid response fully completed pricing Schedule (SBD 3) The recommended bidder, where applicable, will be requested to sign and complete the SBD 7 contract form upon award. Submission of fully completed Contract Form (where Comply Do Not comply applicable) Substantiation: The bidder must submit and attach the fully completed and signed and initialled SBD 7 (Contract form) Submission of fully completed Contract Form (where Comply Do Not comply applicable) Substantiation: The bidder must submit and attach the fully completed and signed and initialled SBD 7 (Contract form) 4.4. MANDATORY COMPLIANCE – CENTRAL SUPPLIER DATABASE Bidders are required to be registered on the Central Supplier Database (CSD) of National Treasury prior to submitting their bid (open tenders). Failure to being registered on the CSD and failure to submit the requested proof of registration on CSD information will lead to disqualification. (Please provide proof of registration on the Central Supplier Database). Only suppliers who are registered with the Central Supplier Database (CSD) will be considered for this bid. Bidders who are not registered on CSD, will be disqualified. 4.5. MANDATORY COMPLIANCE – TAX STATUS VERIFICATION Bidders are required to submit their tax compliance status with their bid in the form of a Tax Verification PIN from SARS or CSD supplier number which must be captured in the SBD 1. MHSC only conducts business with bidders whose tax matters are in order. Failure to comply in terms of tax obligations will render your bid non-responsive and disqualified. It is the responsibility of the bidder to ensure they are tax compliant at time of submitting their response. 4.6. PROTECTION OF PERSONAL INFORMATION ACT, (POPIA) MHSC adheres to the Protection of Personal Information Act, (POPIA) requirements regarding personal information which came into effect 1 July 2021. As MHSC, we are committed to protecting your privacy and ensuring that personal information collected is used properly, lawfully, and transparently. 4.7. OCCUPATIONAL HEALTH AND SAFETY The service provider acknowledges that he is fully aware of the provisions of the Mine Health and Safety Act .MHSC promotes a culture of occupational health and safety in the mining industry. The service provider acknowledges that he is fully aware of the provisions of the OHS Act and that he is an employer in his own right with duties and responsibilities as prescribed in the Act. 5. PART D: BID EVALUATION PROCESS The evaluation process will be conducted in various stages. To move to the next stage of evaluation, the previous stage of evaluation must have been fully complied with. The evaluation process will comprise of the following phases: • Phase 1: Mandatory Technical Evaluation • Phase 2: Technical Functional Evaluation • Phase 3: Pricing and Specific Goals Evaluation 5.1. MANDATORY TECHNICAL EVALUATION – STAGE 1 • Verify that mandatory requirements are met as per the bid document. • The bidder must indicate its compliance / non-compliance to the requirements and should substantiate its response/s with supporting evidence. If more space is required to justify compliance, please ensure that the substantiation is clearly cross-referenced to the relevant requirement. • Failure to comply with Mandatory Requirements will lead to the bidder being disqualified and not considered for further evaluation. Description of requirement Indicate Comment or reference COMPLY/NOT to proposal COMPLY GENERAL The Project Director / Partner must a Certified Internal Auditor (CIA) or must be a Chartered Accountant - CA(SA) CV of the Director / Project Leader / Partner and confirmation of membership must be submitted for the person that will be assigned to lead the MHSC account 5.2. TECHNICAL/FUNCTIONALITY EVALUATION – STAGE 2 Evaluate the bid responses in line with the evaluation criteria detailed under paragraph “Technical / Functionality evaluation. Bidders must achieve [70%] in this phase for their bid to progress to the next phase of evaluation. FUNCTIONALITY CRITERIA FUNCTIONALITY Evidence required Points Weights FUNCTIONALITY CRITERIA CRITERIA 1- COMPANY EXPERIENCE IN PROVIDING INTERNAL AUDIT SERVICES Bidder must demonstrate that they have the capability to provide the required services and demonstrate experience in Internal Audit. The company profile should indicate the Internal Audit work conducted over the years and clients serviced. The number of years that bidders have Bidders company profile provided internal audit services must be clearly indicating years of 5 company experience. stated explicitly and they must have at least ten years of experience. POINTS ALLOCATION a) Experience of more than ten years in providing internal audit services = 5 points b) Experience of seven to ten years in providing internal audit services = 4 points FUNCTIONALITY CRITERIA c) Experience of five to six years (but less than seven) in providing internal audit services = 3 points d) Less than five year’s experience in providing internal audit service = 0 points CRITERIA 2 - COMPANY EXPERIENCE - REFERENCE LETTERS Bidders must provide signed verifiable reference letters from clients where internal audit services have been provided. Reference letters should at

Be on valid company letterheads. Reference letters from Have details of contactable clients where internal audit 15 references. services were provided Have a description of the services provided. Indicate the duration of the contract. Indicate the successful completion of audit work. Be from public sector clients. POINTS ALLOCATION FUNCTIONALITY CRITERIA Five verifiable signed reference letters = 5 points Four verifiable signed reference letters = 4 points Three verifiable signed reference letters = 3 points Two verifiable signed reference letters = 2 points Less than two verifiable signed reference letters = 0 points Note: No appointment letters from clients will be accepted as reference letters. CRITERIA 3 – TEAM DIRECTOR / PARTNER EXPERIENCE Bidders must submit a detailed CV of the team director/ partner that will be The CV of the Director / responsible for leading the assignment Partner that will be demonstrating relevant experience as a 15 assigned to this project Director / Project Leader / Partner in an must be attached audit firm Has more than 10 years’ experience as a director in internal audit = 5 points FUNCTIONALITY CRITERIA Has 7 to 10 years’ experience as a director in internal audit = 4 points Has 5 to 6 (but less than 7) years’ experience as a director in internal audit = 3 points. Has less than 5 years’ experience as a director in internal audit = 1 point. No CVs attached = 0 points CRITERIA 4 – TEAM QUALIFICATIONS AND EXPERIENCE – ICT AUDIT LEAD/MANAGER Bidders to provide Curriculum Vitae’s (CVs) and qualification of the ICT Audit Lead that will be working on this project. The ICT Lead should possess relevant The CV and qualifications of the ICT Lead that will be certification from ISACA (e.g., CISA, 10 assigned to this project CRISC) and practical and managerial must be attached experience in IT Audits. POINTS ALLOCATION CISA/CRISC certification and has more than 10 years ICT audit experience = 5 points FUNCTIONALITY CRITERIA CISA/CRISC certification and has 7 to 10 years ICT audit experience = 4 points CISA/CRISC certification and has 5 to 6 (but less than 7) years ICT audit experience = 3 points CISA/CRISC certification and has less than 5 years ICT audit experience = 2 points No Certification / CV’s attached = 0 points CRITERIA 5 – TEAM QUALIFICATIONS AND EXPERIENCE – INTERNAL AUDIT MANAGER Bidders to provide Curriculum Vitae’s (CVs) and qualifications of the Internal Audit Manager that will be working on this The CV and qualifications of project. The manager should be CIA and the Internal Audit Manager CA(SA) and have practical experience in 5 that will be assigned to this internal Audit. project must be attached POINTS ALLOCATION Certified Internal Auditor (CIA) or Chartered Accountant (CA) certification and has more than 6 FUNCTIONALITY CRITERIA years internal audit experience = 5 points Certified Internal Auditor (CIA) or Chartered Accountant (CA) certification and has 4 to 6 years internal audit experience = 4 points Degree in Finance/Accounting/Audit, Membership: IIA (SA). Has 5 or more years internal audit experience = 3 points Degree in Finance/Accounting/Audit, Membership of IIA (SA). Has less than 5 years internal audit experience / Certified Internal Auditor (CIA) or Chartered Accountant (CA) certification with less than 4 years internal audit experience = 1 point No CV’s attached = 0 points CRITERIA 6 – TEAM QUALIFICATIONS AND EXPERIENCE - AUDITORS Team CVs, Certificates and Bidders to provide Curriculum Vitae’s Proof of professional 5 10 (CVs) and qualifications of Auditors, that registration will be working on this project. The CVs should clearly indicate the following: FUNCTIONALITY CRITERIA The number of years of experience in internal audit services The role played by staff in similar projects The role to be played in MHSC project A minimum of three auditors’ CV should be provided POINTS ALLOCATION Relevant Degree in Accounting/Finance/Audit and have membership of the IIA. Has more than 4 years internal audit experience = 5 points Relevant Degree and membership of the IIA. Has 2 to 4 years internal audit experience = 3 points Relevant Degree and membership of the IIA. Has less than 2 years internal audit experience = 1 points No certification / CV’s attached = 0 point FUNCTIONALITY CRITERIA CRITERIA 7 – METHODOLOGY AND APPROACH Bidders should provide a detailed methodology and project approach indicating an understanding of the terms of reference and practical framework for Internal Audit services within the MHSC. It should cover at minimum the following: Risk based internal audit methodology. ICT audit approach. Use of IT audit tools – such as data Detailed audit methodology analytics. 20 and approach Clear reporting mechanisms with templates. Quality assurance and improvement programme (QAIP). Team structure with roles Any value-added services POINTS ALLOCATION Clearly defined methodology and approach which addresses risk based audit, ICT audit, use of audit tools such data analytics in audits, FUNCTIONALITY CRITERIA reporting, QAIP, team structure and value added services = 5 points Methodology and approach does not address all areas but at minimum addresses risk based audit, ICT audit, reporting, QAIP, team structure = 3 points No methodology and approach / does not address risk based audit, ICT audit, reporting, QAIP, team structure = 0 points CRITERIA 8 – EXTERNAL QUALITY ASSURANCE REVIEW The bidder should provide evidence that their company has undergone an External Quality Assurance Review (EQAR) or that an external QA was completed within the External QAR Report 20 last five years for one of the clients for which the bidder served as the internal auditor. The External QAR should have been conducted by an accredited External FUNCTIONALITY CRITERIA Independent Quality Assurance Reviewer. POINTS ALLOCATION EQAR conducted with a Generally Conforms (GC) overall opinion and not older than 5 years = 5 points EQAR conducted with a Partially Conforms (PC) overall opinion or Generally conforms but older than 5 years = 3 points No EQAR conducted or EQAR with a Does not conform overall opinion = 0 Points TOTAL 100 5.3. PRICE AND PREFERENCE (SPECIFIC GOALS) EVALUATION PHASE 3 Bid price proposals are compared on an equal and fair basis, considering all aspects of the bid pricing requirements. Qualifying bids are ranked on price and specific goals points claimed in the following manner: (i) Price - with the lowest priced bid receiving the highest price score as set out in the Preferential Procurement Regulations 2022. (ii) Preference - preference points are allocated in accordance with the Preferential Procurement Policy Framework Act (Act ) and its Regulations 2022 as claimed in the specific goals claim form (SBD 6.1) are added to the price ranking scores. The points for specific goals must be supported by a valid B-BBEE certificate or certified sworn affidavit. A maximum of 80 points will be allocated for price on the following basis: 80/20 Pt−Pmin⬚ Ps=80(1− ) Type equation here. Pmin⬚ Where; Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Pmin = Price of lowest acceptable tender A maximum of 20 points will be allocated for specific goals on the following basis: The tenderer must indicate how they claim points for each preference point system in line with the specific goals of the RFQ as outlined in SBD 6.1. PART E: BID CONDITIONS 6.1. CONDITIONS AND INSTRUCTION TO THE BIDDER Response preparation costs: MHSC is NOT liable for any costs incurred by a bidder in the process of responding to this Bid Invitation, including on-site presentations. Counter Conditions: MHSC. draws bidders’ attention that amendments to any of the Bid Conditions or setting of counter conditions by bidders will result in the invalidation of such bids. Collusion, Fraud and corruption: Any effort by Bidder/s to influence evaluation, comparisons, or award decisions in any manner will result in the rejection and disqualification of the bidder concerned. Cancellation prior to awarding: MHSC reserves the right to withdraw and cancel the Bid Invitation prior to making an award. The cancellation grounds include insufficient funds, where the award price is outside of the objective determined fair market-related price range or any process impropriety. Fronting: MHSC, in ensuring that bidders conduct themselves in an honest manner will, as part of the bid evaluation processes where applicable, conduct or initiate the necessary enquiries/investigations to determine the accuracy of the representation made in the bid documents. Should MHSC establish any of the fronting indicators as contained in the Department of Trade and Industry’s “Guidelines on Complex Structures and Transactions and Fronting” during such inquiry/investigation, the onus is on the bidder to prove that fronting does not exist. Failure to do so within a period of 7 days from date of notification will invalidate the bid/contract and may also result in the restriction of the bidder to conduct business with the public sector for a period not exceeding 10 years, in addition to any other remedies MHSC may have against the bidder concerned. INTENTION TO SELL Is the bidder in the process of selling the bidding company? ❑ YES ❑ NO Does the bidder have any intention of selling the bidding company within the ❑ YES ❑ NO next 12 months? Does the bidder have any intention of selling the bidding company within the ❑ YES ❑ NO next 12 months to 60 months? MHSC reserves the right not to award to any bidder who answers any of the questions above “yes” should the bidder be the overall highest points scorer. However, the decision not to award will be on a case-by-case basis. 6.2. DISCLAIMERS MHSC has produced this document in good faith. MHSC, its agents, and its employees and associates do not warrant its accuracy or completeness. To the extent that MHSC is permitted by law, MHSC will not be liable for any claim whatsoever and how so ever arising (including, without limitation, any claim in contract, negligence or otherwise) for any incorrect or misleading information contained in this document due to any misinterpretation of this document. MHSC makes no representation, warranty, assurance, guarantee or endorsements to any provider/bidder concerning the document, whether regarding its accuracy, completeness or otherwise and MHSC shall have no liability towards the responding service providers or any other party in connection therewith. 6.3. CONDITIONS AND UNDERTAKINGS BY BIDDER The Bid forms should not be redrafted, but photocopies may be prepared and used. However, only documents with the original signature in black ink shall be accepted. Additional offers against any item should be made on a photocopy of the page in question. Black ink should be used when completing Bid documents. Bidders should check the numbers of the pages to satisfy themselves that none is missing or duplicated. MHSC will accept NO liability regarding anything arising from the fact that pages are missing or duplicated. I/We hereby Bid to supply all or any of the supplies and/or to procure all or any of the services described in the attached documents to MHSC on the terms and conditions and in accordance with the specifications stipulated in the Bid documents (and which shall be taken as part of, and incorporated into, this Bid) at the prices inserted therein. I/We agree that – the offer herein shall remain binding upon me/us and open for acceptance by MHSC during the validity period indicated and calculated from the closing hour and date of the Bid. the laws of the Republic of South Africa shall govern the contract created by the acceptance of my/our Bid and that I/we choose domicilium citandi et executandi in the Republic as indicated below; and NB: BIDDERS TERMS AND CONDITIONS ARE NOT ACCEPTABLE. I/We furthermore confirm that I/we have satisfied myself/ourselves as to the correctness and validity of my/our Bid that the price(s) and rate(s) quoted cover all the work/item(s) specified in the Bid documents and that the price(s) and rate(s) cover all my/our obligations under a resulting contract and that I/we accept that any mistakes regarding price(s) and calculations will be at my/our risk. I/We hereby accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me/us under this Bid as the Principal(s) liable for the due fulfilment of this contract. o Signature of Bidder: ................................................................................. o o Name of Signatory: ................................................................................. o Capacity of Signatory: ................................................................................. o Date: ................................................................................. o Are you duly authorized to sign this bid (Yes / No)? .......... o Name of Bidder [company name] (in block letters): ............................................. Postal address (in block letters): ........................................................................................................................................ ....................................................................................................................................... Domicilium citandi et executandi in the RSA (full street address of this place) (in block letters): ........................................................................................................................................ ....................................................................................................................................... Telephone Number: ....... - ..................................... Fax Number: ....... - ..................................... Cell Number: ................................................. Email Address: ...................................................................................... 6.4. IMPORTANT NOTICE TO BIDDERS Bidders are to be aware of scammers who pose as MHSC employees selling bid documents or offering monetary gratuity in exchange for information or awarding of bids. MHSC is in no way selling the bid document, all documents shall be found on the MHSC website and National Treasury eTender Portal and awarded bids are notified through the website and MHSC shall never ask any bidder for monetary gratuity in exchange for information or manipulating outcome of bids. 6.5. CORRESPONDENCES AND QUERIES Should it be necessary for a bidder to obtain clarity on any matter arising from or referred to in this RFB document, please refer queries, in writing, to the contact person(s) listed above in SBD 1 or below. Under no circumstances may any other employee within MHSC be approached for any information. Any queries regarding the bidding procedure may be directed to: Department: Supply Chain Management E-mail address: tenders@mhsc.org.za Due date for queries 23 January 2026