Pyei and travel audit services – RFQ2026/103-06116/NYDA

Closing date: 16 October 2026 at 17:00

No briefing session or site visit is stated.

Bidding procedure enquiries:

• Contact: Quotations2
• Email: [email protected]
• Telephone: 087 158 6345

Technical enquiries:

• Contact: Mmabatho Tseko
• Email: [email protected]
• Telephone: 087 158 6378

Issued by:

National Youth Development Agency

7 Naivasha Road

Sunninghill, 2191

Submission email: [email protected]

Submission method: email

Submission email: [email protected]

Closing time: 16 October 2026 at 17:00

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): declares any conflict of interest; a declared or identified conflict makes the bid non-responsive.
• Completed and signed pricing schedule using the provided template.
• Proof of the team leader's SAICA and IRBA registration.
• Proof of qualifications for all team members.
• SBD 6.1 (Preference Points Claim Form): claims specific goals points.
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to claim preference points.
• Proof of tax compliance: SARS TCS PIN or CSD number.

Disqualification risks:

• Bids received after the closing time.
• Bids not submitted on the official forms.
• Any mandatory document omitted.
• Attempting to solicit information from NYDA employees or agents between submission and award.

Evaluation stages:

• Stage 1 (Administrative Compliance): mandatory documents and eligibility checked. Failure to provide any mandatory information makes the submission non-responsive.
• Stage 2 (Price and Specific Goals): only bidders passing Stage 1 are evaluated. Price is scored out of 80 points and specific goals out of 20 points (80/20 system). The bidder with the highest total points is recommended for award, unless objective criteria justify another award.

Specific goals points (claimed via SBD 6.1):

• Youth-owned institutions: 10 points
• Women-owned institutions: 5 points
• Ownership by persons with disabilities: 5 points

Bidders must indicate how they claim each specific goal and attach a B-BBEE certificate or sworn affidavit. Failure to submit proof means no specific goal points are claimed.

NYDA may award in full or in part, is not obliged to award to the lowest bidder, and may retract the bid at any time.

The National Youth Development Agency (NYDA) requires a service provider for two work streams:

1. Presidential Youth Employment Initiative (PYEI) audit support:

• Collect, organise and reconcile supporting evidence for project disbursement payments made to 10 non-profit implementing partners.
• Project period: June 2025 to 31 May 2026.
• Expenditure comprises approximately 58% project stipends and 42% site implementation costs.
• Tasks include: setting up the work, proving partner appointment and validity, proving payment validity and approval, proving fund usage, proving monitoring and delivery, obtaining alternative evidence for missing documents, reconciling completeness, compiling files, and supporting the audit.
• Deliverables: checklist and work plan within 5 working days of appointment; weekly progress reports; complete indexed files with tracking sheet; gap report; final audit-ready pack within 60–90 working days; ongoing audit support until audit conclusion.

2. Travel management irregular expenditure determination:

• AGSA found non-compliance with the National Treasury Travel Framework, Travel Guidelines and NYDA Travel Policy.
• 7,336 travel transactions worth R38,157,378.41 were classified as irregular expenditure.
• Perform a determination test: analyse non-compliance, confirm facts and losses, identify root causes, responsible employees, losses and internal control breakdowns, and prepare a report with recommendations.
• Deliverables: report on each transaction, detailed determination test report, and post-implementation review sign-off before submission of unaudited financial statements.

Work is urgent and must fit audit deadlines; the service provider must start immediately and complete within the agreed period.

PYEI work approach:

• Set up: obtain full list of disbursement payments, agree totals to financial statements and general ledger, obtain funding agreements, convert auditors' requests into a checklist, prepare file index and tracking sheet.
• Prove partner appointment and validity: collect appointment documents, registration and compliance proof, and approved budgets.
• Prove payment validity: collect invoices, internal approvals and proof of payment; confirm amounts agree.
• Prove fund usage: collect financial and performance reports, bank statements, supporting documents, and participant records; reconcile money paid against money spent and participants supported.
• Prove monitoring and delivery: collect monitoring reports, site visit reports, progress reports, close-out reports and declarations of unspent funds.
• Alternative evidence: follow up in writing for missing documents; obtain best alternative evidence (bank statements, confirmations, third-party records, recalculations, site visits). Signed management representations only where no other evidence exists. List unsupported payments separately.
• Reconcile and check completeness: update tracking sheet, reconcile totals, confirm no payment or partner omitted.
• Compile files: index and reference all documents, compile complete files per partner and payment, quality-check against checklist, hand over files and tracking sheet.
• Audit support: provide files to auditors, respond to queries, attend meetings, resolve findings, keep a query log, and support until audit conclusion.

Travel management approach:

• Determination test: analyse non-compliance of each travel transaction, confirm facts and losses, collect information on root causes, responsible employees, losses and internal control breakdowns, and prepare a report with recommendations.

Mandatory team requirements:

• Team leader: Chartered Accountant (South Africa) registered with SAICA and a Registered Auditor with IRBA. Proof of registration must be attached.
• Data collection/reconciliation/verification staff: must have completed accredited accounting or auditing articles training (internal or external audit).
• Document/data-capture staff: must have completed accredited accounting or auditing articles training (internal or external audit).
• Proof of qualifications must be attached for all team members.

Pricing schedule line items (per hour/day, excluding VAT):

• Team Leader (Accountant): quantity 1
• Data Collection/Reconciliation/Verification Staff: quantity 3
• Document/Data-capture Staff: quantity 3

Provide price per hour/day and total price excluding VAT; calculate VAT and total including VAT.

Pricing schedule (per hour/day, excluding VAT):

• Team Leader (Accountant): quantity 1
• Data Collection/Reconciliation/Verification Staff: quantity 3
• Document/Data-capture Staff: quantity 3

Prices must be provided per hour/day and total price excluding VAT, with VAT and total including VAT calculated.

No bid security, bonds, guarantees, retention or payment terms are stated.

Mandatory eligibility:

• Proof of good standing with SARS, verified via CSD or SARS eFiling PIN before award.
• Bidders must not be persons in the service of the state, nor have directors or members who are.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• Foreign suppliers must complete the questionnaire on residency and tax liability.

Tax compliance:

• Submit a SARS TCS PIN or a printed TCS certificate.
• Consortia, joint ventures or sub-contractors: each party must submit a separate TCS certificate/PIN/CSD number.
• Where no TCS is available, a CSD number must be provided.

B-bbee:

• A B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.

Team qualifications (mandatory):

• Team leader must be a Chartered Accountant (South Africa) registered with SAICA and a Registered Auditor with IRBA. Proof of registration required.
• Data collection/reconciliation/verification staff and document/data-capture staff must have completed accredited accounting or auditing articles training. Proof of qualifications required for all team members.

The successful bidder must sign a written contract form (SBD 7).

No service may be rendered or delivered without a purchase order; work done without a purchase order will not be paid for.

If the appointed provider outsources any work, they must not appoint a person or company owned by a person working for the state. Breach leads to disqualification and cancellation of the purchase order or contract.

The work is urgent and must fit audit deadlines; the provider must start immediately and finish within the agreed period.

Special conditions:

• Work is urgent and must fit audit deadlines; provider must start immediately and finish within the agreed period.
• No service without a purchase order; work without a purchase order will not be paid for.
• If outsourcing, must not appoint a person or company owned by a person working for the state. Breach leads to disqualification and cancellation of purchase order or contract.

Evaluation process:

• Stage 1: Administrative compliance – mandatory documents and eligibility checked. Non-compliance eliminates the bid.
• Stage 2: Price and Specific Goals – only bidders passing Stage 1 are evaluated. Price scores 80 points, specific goals 20 points (80/20 system). Highest total points recommended for award.
• NYDA may award in full or in part, is not obliged to award to the lowest bidder, and may retract the bid at any time.
• Bidders must not solicit information from NYDA employees or agents between submission and award.