Integration of the mscoa (grap) phoenix ERP general ledger and trial balance with a mscoa grap-compliant caseware accounting system

Closing

• Date and time: 10 November 2026 at 12:00.
• Bids are opened the same day in the Council Chambers.

Briefing

• No briefing session will be held.

Enquiries

• Contact: Ms JP Jack
• Telephone: 053 382 3012
• Contact: Geraldine de Koker
• Telephone: 053 382 3012
• Email: [email protected]
• Email: [email protected]

Submission address

Kareeberg Municipality

10 Hanua Street

Carnarvon

8925

Postal address

Kareeberg Municipality

P O Box 226

Carnarvon

8925

Submission method

• Sealed envelope, clearly marked with the RFQ number and description, deposited in the tender box at Kareeberg Municipality, 10 Hanua Street, Carnarvon, 8925.
• Bids may also be posted to: Kareeberg Municipality, P O Box 226, Carnarvon, 8925.
• Tender box hours: 07:30 to 16:20, five days a week.
• Closing time: 12:00 on 10 November 2026. Late bids are not accepted.
• Bids are opened the same day in the Council Chambers.
• Bids must be submitted on the official forms and in accordance with the outlined schedules; the forms may not be retyped.
• The RFQ document can be requested by email from [email protected].

Returnable documents

• Authority to Sign a Bid, supported by a certified copy of the board, member or partner resolution authorising the signatory.
• MBD 2: proof of CSD registration and a tax clearance certificate or tax PIN.
• MBD 4 (Declaration of Interest): discloses any interest held by directors, members or their relatives in the state or in the evaluation of the bid.
• MBD 5: declaration for procurement above R10 million (VAT included).
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points, supported by a certified copy of the B-BBEE certificate or the original.
• MBD 8: declaration of the bidder's past supply chain management practices.
• MBD 9: certificate of independent bid determination.
• MBD 10: certificate of payment of municipal accounts.
• Declaration by Tenderer, signed.
• Original bank confirmation letter bearing the bank stamp.
• Audited financial statements, signed.
• Details of the bidder's current clients.
• Identity numbers, residential addresses and municipal account numbers of all bidders.

Disqualification risks

• Bids received after the closing time.
• Envelopes not clearly marked with the RFQ number.
• Any required form or document omitted, or any form left unsigned.
• Bids from persons in the service of the state, provincial government or a municipality.

Preference point system

• 80/20 system applies, as the estimated value falls in the R30 001 to R300 000 band.
• Price: 80 points.
• Preference points: 20 points, made up of B-BBEE status level of contributor (10 points) and locality (10 points).
• Locality points: 7 points for bidders within the Kareeberg municipal area; 3 points for bidders elsewhere in the Northern Cape.
• Total points for price and B-BBEE cannot exceed 100.

Basis of adjudication

• Evaluated on an 80:20 basis and adjudicated under the Preferential Procurement Policy Framework Act and the Kareeberg Municipality Supply Chain Management Policy.
• Price points are calculated against the lowest acceptable bid.
• A bidder who does not submit proof of B-BBEE status with the bid is treated as not claiming B-BBEE preference points.
• The municipality may require a bidder to substantiate any preference claim before or after adjudication.
• The municipality is not bound to accept the lowest or any bid.

Scope

• Appointment of a service provider to integrate the mSCOA (GRAP) Phoenix ERP general ledger and trial balance seamlessly with a mSCOA GRAP compliant CaseWare accounting system.
• Purpose: to enable the municipality to produce GRAP compliant monthly, quarterly, bi-annual, interim and annual financial statements.

Bidder requirements

• The bidder must own the software, which must be mSCOA GRAP compliant.
• Evidence must be provided that the mSCOA GRAP system is aligned with or approved by National Treasury.
• A detailed programme showing how the seamless integration will be implemented must be submitted.
• Evidence of system support for the CaseWare software must be provided.
• Schedule 1 requires a detailed proposal of the products (performance obligations) offered.

Context

• The MFMA places responsibility on the accounting officer for safeguarding municipal assets and maintaining a system of internal control over assets, including an asset register.

Variation orders

• Where the estimated value of a change does not exceed 15% of the original contract value, the contractor may be instructed to deliver the goods or render the services as instructed.
• For measurable quantities, the contractor may be asked to reduce the unit price; such offers may be accepted provided there is no price escalation.

Pre-bid testing is for the bidder's account.

• Where inspection, testing or analysis is a bid condition, the bidder's or contractor's premises must be open at all reasonable hours for inspection by the municipality or its representative.
• If inspections are introduced during the contract period without being specified in the bid documents, the municipality arranges and pays for them.
• Where goods or services pass inspection, the municipality bears the cost of the inspection, tests and analyses.
• Where goods or services fail to comply, the supplier bears the cost, whether or not the goods or services are accepted.
• Non-compliant goods or services may be rejected; rejected goods are held at the supplier's cost and risk and must be removed and replaced at the supplier's expense.
• If the supplier fails to replace rejected goods promptly, the municipality may buy replacements at the supplier's expense.
• These provisions do not limit the municipality's right to cancel the contract for breach.

Pricing schedule

• Schedule 3 requires the bidder to specify and provide detailed costing of the pricing proposal.
• The total bid amount must be stated inclusive of VAT.
• No contract will be concluded with a bidder whose tax matters are not in order; SARS must have certified the preferred bidder's tax status before award.
• No contract will be concluded with a bidder whose municipal rates, taxes and municipal service charges are in arrears.

Pricing

• Schedule 3: the bidder must specify and provide detailed costing of the pricing proposal.
• The total bid amount must be stated inclusive of VAT.
• Prices quoted are fixed and may not vary, except for authorised price adjustments or a bid validity extension requested by the municipality.

Payment

• Payment is made in Rand, no later than 30 days after submission of an invoice or claim.
• Invoices must be accompanied by a copy of the delivery note and evidence that other contractual obligations are met.

Security and guarantees

• The successful bidder must furnish a performance security within 30 days of notification of award; the amount is specified in the Special Conditions of Contract.
• The performance security may take the form of a bank guarantee, an irrevocable letter of credit from an acceptable bank, or a cashier's or certified cheque.
• The performance security is released within 30 days after completion of the supplier's obligations, including warranty obligations.

Other financial conditions

• Variation orders may be issued where the estimated change does not exceed 15% of the original contract value.
• Delayed delivery or performance attracts a penalty calculated at the current prime interest rate for each day of delay.
• Goods carry a 12-month warranty from delivery and acceptance, or 18 months from shipment, whichever ends first.
• No contract will be concluded with a bidder whose tax matters are not in order or whose municipal rates, taxes and service charges are in arrears.

Registration and status

• Registration on National Treasury's Central Supplier Database (CSD); the CSD number must be stated on the bid.
• Company registration number, income tax number and VAT registration number must be provided.
• Tax matters must be in order; SARS must have certified the preferred bidder's tax status before award.
• Municipal rates, taxes and service charges must not be in arrears.
• No bid will be considered from a person in the service of the state, provincial government or a municipality.

B-bbee

• B-BBEE status level of contributor carries 10 preference points.
• A certified copy of the B-BBEE certificate, or the original, must be attached; alternatively a sworn affidavit as prescribed by the B-BBEE Codes of Good Practice.
• Failure to submit proof of B-BBEE status means no B-BBEE preference points are claimed.

Required forms and documents

• Authority to Sign a Bid with a certified copy of the resolution.
• MBD 2: CSD registration proof and tax clearance certificate or tax PIN.
• MBD 4: Declaration of Interest.
• MBD 5: declaration for procurement above R10 million (VAT included).
• MBD 6.1: Preference Points Claim Form.
• MBD 8: Declaration of Past Supply Chain Management Practices.
• MBD 9: Certificate of Independent Bid Determination.
• MBD 10: Certificate of Payment of Municipal Accounts.
• Signed Declaration by Tenderer.
• Original bank confirmation letter with bank stamp.
• Audited financial statements, signed.
• Details of current clients.
• Identity numbers, residential addresses and municipal account numbers of all bidders.

Contract framework

• The bid is subject to the General Conditions of Contract and any applicable Special Conditions of Contract.

The contract is governed by the General Conditions of Contract (GCC), with any Special Conditions of Contract taking precedence where they conflict.

• Performance security: to be furnished within 30 days of award notification, in the amount stated in the Special Conditions of Contract; released within 30 days after completion of obligations, including warranty obligations.
• Prices: fixed at the quoted prices, subject only to authorised adjustments or a municipality-requested bid validity extension.
• Variation orders: permitted where the estimated change does not exceed 15% of the original contract value.
• Delays: the supplier must notify the municipality in writing of any delay, its likely duration and its cause; the municipality may extend time with or without penalties.
• Penalties: calculated at the current prime interest rate for each day of delay on the delivered price of delayed goods or unperformed services.
• Termination for default: permitted for failure to deliver or perform, or for corrupt or fraudulent practices; the municipality may recover the excess cost of replacement procurement.
• Restriction: a defaulting supplier may be barred from public sector business for up to 10 years, after being given 14 days to provide reasons against the restriction.
• Termination for insolvency: the municipality may terminate on written notice without compensation if the supplier becomes bankrupt or insolvent.
• Disputes: the parties must attempt amicable resolution; failing that after 30 days, mediation may be commenced by notice, and failing mediation the dispute may be taken to a South African court.
• Liability: indirect and consequential losses are excluded, and aggregate liability is capped at the total contract price, except for repair or replacement of defective equipment.
• Assignment, subcontracting, transfer or ceding of the contract requires the municipality's prior written consent.
• Confidentiality: contract documents and information may not be disclosed or used outside performance of the contract without written consent; the municipality may inspect and audit the supplier's records.
• Intellectual property: rights in documentation or projects developed for the municipality vest in the municipality.
• Warranty: goods must be new, unused and current models, with a 12-month warranty from delivery and acceptance or 18 months from shipment, whichever ends first.
• Payment: within 30 days of invoice or claim, in Rand.
• Governing law and language: South African law, with the contract and correspondence in English.
• Restrictive practices: collusive bidding may be referred to the Competition Commission and can lead to invalidation of the bid, termination and restriction from public sector business for up to 10 years.

Preference point system

• 80/20 system applies to this RFQ, as the value falls in the R30 001 to R300 000 band.
• Price: 80 points.
• Preference points: 20 points, being B-BBEE status level of contributor (10 points) plus locality points (10 points).
• Locality: 7 points for bidders within the Kareeberg municipal area; 3 points for bidders within the Northern Cape.
• Total points for price and B-BBEE cannot exceed 100.
• Price points are calculated against the lowest acceptable bid.
• A bidder who does not submit B-BBEE proof with the bid is treated as not claiming B-BBEE preference points.
• The municipality may require substantiation of any preference claim before or after adjudication.