Appointment of a consultation/accounting firm to provide specialist advisory, technical, operational support and capacitation services to the finance department

The National Heritage Council (NHC) of South Africa is a public entity that is

responsible for the preservation, promotion and protection of the country’s heritage.

The important areas that the NHC focusses on are policy development for the sector

to meet its transformation goals, public awareness and education, knowledge

production in heritage subjects that were previously neglected, as well as making

funding available to projects that place heritage as a socio-economic resource.

The NHC is a Schedule 3A public entity in terms of the Public Finance Management

Act as amended by Act , that came into existence through an

amendment of the Cultural Laws Second Amendment Act, no , and was

officially constituted through the National Heritage Council Act, Act ).

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The NHC identified the need for the procurement of above-mentioned goods and/or

services.

The procurement will be done in line with the 80/20 preference point system as

determined in the Preferential Procurement Policy Framework Act, No and

its Regulations.

3. Terms and conditions

The items listed in the attached table were identified for the procurement of applicable

goods and/or services. The following terms and conditions are applicable:

3.1 NHC’s conditions of purchase shall apply. The NHC reserves the right to accept or

reject any changes to the requirements.

3.2 The validity period of the quotation must be clearly stated on the quotation.

3.3 The expected delivery period must be clearly stated on the quotation. Where the

project runs over the specified period, suppliers must include an estimated detailed

project plan with timeframes, objectives and achievable milestones.

3.4 Suppliers must ensure compliance with their tax obligations and submit the Tax Status

Pin code with the bid proposal.

3.5 Quotation prices must be valid for 60 days from the date of closure of this RFQ.

3.6 Quotations must be included on the company letterhead that include the contact details

and quote number and must be duly signed.

3.7 NHC will not be liable for a cost(s) incurred by Suppliers to prepare and submit a

quotation.

3.8 The NHC reserves the right to accept or reject any quote and to annul the quotation

process at any time prior to the award of the contract, without thereby incurring any

liability to the affected supplier(s).

3.9 NHC reserves the right to cancel the RFQ at any time.

3.10 Prices quoted shall be in South African Rand and inclusive of VAT as well as any

associated costs such as delivery, insurance, taxes, etc. for the stipulated period as

indicated in the attached requirements. Quotations that were not costed for the entire

scope of the project and the period will not be considered.

3.11 No price adjustment or amendment will be considered by the NHC after closure of the

RFQ. This is a fixed price request for quotation unless otherwise specified in the

specifications or terms of reference.

3.12 Where the NHC determines that it will be in the best interest of the project to appoint

multiple suppliers, the NHC reserves the right to award the RFQ to multiple suppliers

by indicting on the purchase order, the items applicable.

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3.13 Goods or services shall be supplied / rendered upon receipt of an official purchase

order from the NHC. No services must be rendered or goods delivered before an

official NHC purchase order or service level agreement (SLA) signed.

3.14 The NHC reserve the right to do due diligence on the quotations.

3.15 The NHC reserves the right to benchmark prices quoted.

3.16 NHC shall pay within 30 days after receipt of an invoice.

3.17 All invoices must be submitted to SCM via the email to [email protected] in the

format as prescribed by the South Africa Revenue Services (SARS). The checklist for

compliance of the invoice can be found following the following link: Tax-Invoice-

Checklist-Version-2-29032016.pdf.

3.18 Late and / or incomplete submissions will not be accepted.

4. Intellectual property and copyright

All intellectual property rights, including but not limited to design, layout, content and

imagery created or developed as part of this project, shall vest in the National Heritage

Council (NHC). The appointed service provider shall not reproduce, distribute or use

any part of the deliverables for any other purpose without the prior written consent from

the NHC.

The service provider shall provide the NHC with:

4.1 A digitised version of the final product suitable for web and email distribution.

4.2 All open / edible files used in the creation of the booklet (e.g. InDesign, Illustrator,

Photoshop).

4.3 Written confirmation that no third-party rights are infringed and that all stock images

used are properly licensed for public use.

5. Evaluation of bid

The evaluation of the bid proposals will be done in two (2) phases as mentioned

below:

• Phase 1: SCM compliance requirements

• Phase 2: Price and specific goals

5.1. Phase 1: SCM compliance requirements

Bid quotations received will be verified for completeness and correctness. NHC

reserves the right to accept or reject a bid based on the completeness and correctness

of the documentation and information provided.

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Suppliers are required to ensure that all compulsory requirement documentation, as

outlined in the Terms of Reference (TOR), is submitted upon application. The

submission must be accompanied by the following documentation and information:

Proof of registration on the

Suppliers must be registered on the CSD. The

Central Supplier Database

CSD registration number must be provided.

(CSD) of National Treasury

Annexure A: (Supplier’s

Completed and signed

Disclosure)

Annexure B: (Preference

Completed and signed of points are claimed

Points Claim Form)

Tax Status Pin Code issued by

South African Revenue Supplier’s tax matters must be in order

Services (SARS)

Valid and compliant original or certified copy of

BBBEE Certificate the B-BBEE certificate or Sworn Affidavit must

be submitted for any points claimed

Annexure C: POPIA Supplier

Completed and signed

Notice and Consent Form

Annexure D: NHC’s Supplier

Completed and signed

Code of Conduct

Annexure E: Supplier

Completed and signed

Evaluation Checklist

financial statements for the

Submitted with quotation

past two (2) years

Suppliers must be registered with the

Companies and Intellectual Property

CIPC Registration

Commission (CIPC) and be in good standing.

Proof of registration must be submitted.

Suppliers who comply with the above requirements will be considered for further

evaluation.

5.2. Phase 2: Price and specific goals

Suppliers who comply with the requirements of this bid will be evaluated according to

the preference point scoring system as determined in the Preferential Procurement

Regulations, 2022 pertaining to the Preferential Procurement Policy Framework Act,

Act No .

Points for this RFQ shall be awarded for:

a) Price; and

b) Specific Goals (Refer to Annexure B: Preference points claim form)

The maximum points for this bid are allocated as follows:

Evaluation Criteria Points

Price 80

Specific Goals 20

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Evaluation Criteria Points

Total points for Price and Specific Goals 100

6. Bid award

Subject to Section 2(1)(f) of the Preferential Procurement Policy Framework Act, 2000,

the RFQ will be awarded to the Supplier(s) who scores the highest points.

The successful Supplier will be required to sign an award letter and SBD 73. Contract

for (Income-Generating Contracts).

7. General conditions of contract

The General Conditions of Contract (GCC) will form part of this RFQ and may not be

amended. A copy of the GCC may be obtained from National Treasury at Microsoft

Word - General Conditions of Contract_PracNote-08__19-2-2008_.doc.

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Annexure A: SBD 4

Bidder’s disclosure

1. Purpose of the form

1.1 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, 1996 (Constitution), and further expressed in the various applicable

legislation, it is required for the bidder to make this declaration in respect of the

details required hereunder.

1.2 If a person is 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. Declaration on employment by organ of state

2.1 Is the bidder, or any of the directors / trustees / shareholders / members /

partners of the bidder employed by an organ of state, as defined in section 239

of the Constitution? YES/NO

2.2 If YES, furnish particulars of the names, individual identity numbers, in the table

below:

Full Name Identity Number Name of organ of

state

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.

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2.3 Do you, or any person connected with the bidder, have a relationship with any

person who is employed by the procuring institution? YES/NO

2.3.1 If so, furnish particulars:

......................................................................................................

......................................................................................................

...........................................................................

2.4 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

2.4.1 If so, indicate all companies registered in the CSD in the table below:

Supplier registration number Status (active/inactive/deleted)

(Maaa)

Failure to disclose all CSD-registered active companies linked to all Directors

will lead to disqualification.

3 general declaration

I, ............................................................................................., the

undersigned, in submitting the accompanying bid, do hereby make the following

statements that I certify to be true and complete in every respect:

3.1 I have read and understand the contents of this disclosure.

3.2 I understand that the accompanying bid will be disqualified if this disclosure is

found to be false.

3.3 The bidder has arrived at the accompanying bid independently from, and without

consultation, communication, agreement or arrangement with any competitor.

3.4 In addition, there have been no consultations, communications, agreements or

arrangements with any competitor regarding the quality, quantity, specifications,

prices, including methods, factors or formulas used to calculate prices, market

allocation, the intention or decision to submit or not to submit the bid, bidding with

the intention not to win the bid and conditions or delivery particulars of the

products or services to which this bid invitation relates.

3.5 The terms of the accompanying bid have not been, and will not be, disclosed by

the bidder, directly or indirectly, to any competitor, prior to the date and time of

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the official bid opening or of the awarding of the contract.

3.6 There have been no consultations, communications, agreements or

arrangements made by the bidder with any official of the procuring institution in

relation to this procurement process prior to and during the bidding process

except to provide clarification on the bid submitted where so required by the

institution; and the bidder was not involved in the drafting of the specifications or

terms of reference for this bid.

3.7 I am aware that, in addition and without prejudice to any other remedy provided

to combat any restrictive practices related to bids and contracts, bids that are

suspicious will be reported to the Competition Commission for investigation and

possible imposition of administrative penalties in terms of section 59 of the

Competition Act, 1998 (Act No. ) and or may be referred to law

enforcement agencies for criminal investigation and or may be restricted from

conducting business with the state for a period not exceeding 10 years in terms

of the Prevention and Combating of Corrupt Activities Act, 2004 (Act No. ) or any other applicable legislation.

I certify that the above is correct.

I accept that the procuring institution may reject the bid or

Take appropriate action against me if this declaration is

False.

.................................... ................................................

Signature Date

.................................... ................................................

Designation Name of bidder

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Annexure B: SBD 6.1

Preference points claim form in terms of the preferential

Procurement regulations 2022

This preference form must form part of all the tenders invited. It contains general information

and serves as a claim form for preference points for specific goals.

Nb: before completing this form, tenderers must study the

General conditions, definitions and directives applicable in

Respect of the tender and preferential procurement

Regulations, 2022

1. General conditions

1.1 The following preference point systems are applicable to invitations to tender:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

applicable taxes included); and

1.2 To be completed by the organ of state

(delete whichever is not applicable for this tender).

a) The applicable preference point system for this tender is the 90/10 preference point

system.

b) The applicable preference point system for this tender is the 80/20 preference point

system.

c) The 80/20 preference point system will be applicable in this tender. The lowest/

highest acceptable tender will be used to determine the accurate system once

tenders are received.

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

shall be awarded for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

The maximum points for this tender are allocated as follows:

Points

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of

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this tender to claim points for specific goals with the tender, will be interpreted to mean

that preference points for specific goals are not claimed.

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is

adjudicated or at any time subsequently, to substantiate any claim in regard to

preferences, in any manner required by the organ of state.

2. Definitions

2.1. “tender” means a written offer in the form determined by an organ of state in response

to an invitation to provide goods or services through price quotations, competitive

tendering process or any other method envisaged in legislation;

2.2. “price” means an amount of money tendered for goods or services, and includes all

applicable taxes less all unconditional discounts;

2.3. “rand value” means the total estimated value of a contract in Rand, calculated at the

time of bid invitation, and includes all applicable taxes;

2.4. “tender for income-generating contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination of income-

generating contracts through any method envisaged in legislation that will result in a

legal agreement between the organ of state and a third party that produces revenue for

the organ of state, and includes, but is not limited to, leasing and disposal of assets and

concession contracts, excluding direct sales and disposal of assets through public

auctions; and

2.5. “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ).

3. Formulae for procurement of goods and services

3.1. Points awarded for price

3.1.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmin

Ps= 80(1− ) or Ps= 90(1− Pt−Pmin )

Pmin Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

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3.2. Formulae for disposal or leasing of state assets and income

Generating procurement

3.2.1. Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmax

Ps= 80(1+ ) or Ps= 90(1+ Pt−Pmax )

Pmax Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

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:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20

or 90/10 preference point system will apply and that the highest acceptable

tender will be used to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to

determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the

90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is

applicable, corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

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Number of points Number of points claimed

(80/20 system) The specific goals allocated

allocated points in terms (80/20 system) (To be completed by the

of this tender tenderer)

(To be completed by the

organ of state)

The promotion of black 8

owned enterprises

100% = 8 pts

75%-99% = 6 pts

60%-74% = 4 pts

51%-59% = 2 pts

1% - 50% = 1 pts

Non-compliant contributor

= 0

The promotion of women 4

owned enterprise

51%-99% = 4 pts

1%-50% = 2 pts

The promotion of youth 2

owned enterprises

The promotion of SMME’s 2

Promotion of local 2

enterprises /rural

enterprises/ cooperatives

The promotion of people 2

with disabilities

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

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4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

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Annexure C: POPIA

Popia: supplier notice and consent form

I confirm that I am duly authorised to sign this consent form.

Full Name (Print)

Capacity

The National Heritage Council (NHC) is committed to maintaining the highest standards

of ethics and integrity in all its operations. The Code of Conduct outlines the

expectations and requirements for all suppliers, contractors and service providers

(collectively referred to as “Suppliers”) who wish to do business with the NHC.

2. Compliance with laws and regulations

Suppliers must comply with all applicable laws, regulations and standards, including but

not limited to:

2.1. Section 195 and Section 217 of the Constitution of the Republic of South Africa

2.2. The Prevention and Combating of Corrupt Activities Act, 2004 (PRECCA)

2.3. The Public Financial Management Act, 1999 (PFMA)

2.4. The Protection of Personal Information Act, 2013 (POPIA)

2.5. Treasury Regulations as issued in terms of the PFMA

2.6. Any other legislative requirements conducting crime in public procurement.

3. Ethical business practices

Suppliers are expected to conduct their business in an ethical manner and act with

integrity. This includes:

3.1 Anti-Corruption and Bribery

Suppliers must not engage in any form of bribery, corruption, or unethical practices.

Offering, giving, receiving or soliciting any form of bride or kickback is strictly prohibited.

3.2 Fraud Prevention

Suppliers must not engage in fraudulent activities, including misrepresentation of facts,

falsification of documents or any other form of deceit.

3.3 Fair Competition

Suppliers must compete fairly and not engage in anti-corruptive practices.

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4. Conflict of interest

Suppliers must avoid any conflict of interest that could impair their ability to act impartially

and in the best interest of the NHC. Any potential conflicts of interest must be disclosed

to the NHC immediately.

5. Gifts and hospitality

Suppliers must not offer or accept gifts, hospitality or other benefits that could influence

or appear to influence business decisions.

Acceptable tokens of appreciation must be of nominal value and in line with customary

business practices.

6. Confidentiality and data protection

Suppliers must protect the confidentiality of all information received from the NHC and

must not disclose any confidential information to third parties without prior written

consent. Suppliers must also comply with all applicable data protection laws and

regulations.

7. Labour practices

Suppliers must uphold the highest standards of human rights and labour practices,

including:

7.1. Non-Discrimination

Suppliers must not discriminate against any employee or applicant based on race,

gender, age, disability, religion or any other protected characteristic.

7.2. Fair Treatment

Suppliers must treat all employees with respect and dignity and must not engage in any

form of harassment or abuse.

7.3. Child Labour

Suppliers must not use child labour and must comply with all applicable child labour

laws.

The National Heritage Council of South Africa (NHC) is a Schedule 3A public entity established

in terms of the National Heritage Council Act, No. , and operates under the

Department of Sport, Arts and Culture (DSAC).

The NHC intends to appoint a suitably qualified and experienced consultant/accounting firm

to provide specialist finance, accounting and Supply Chain Management (SCM) advisory,

technical and hands-on operational support to the organisation.

The appointed service provider will be required to work closely with management and relevant

officials to strengthen the financial management and SCM environment, improve internal

controls, address historical accounting matters and audit findings, enhance financial reporting,

and support the effective implementation of finance and SCM processes.

The assignment requires a service provider with demonstrable experience in the public and

private sectors, particularly within the public-sector audit environment, and with practical

expertise in GRAP, Annual Financial Statements (AFS), audit remediation, financial

reconciliations, financial reporting, Sage and CaseWare.

The NHC specifically requires a hands-on service provider capable of working alongside

management and operational personnel to resolve identified matters and implement

sustainable solutions, rather than providing advisory recommendations only.

2. Purpose of the assignment

The purpose of this appointment is to obtain specialist professional services to strengthen the

NHC's finance functions through practical technical support, operational assistance,

compliance improvement, knowledge transfer and capacity building.

The appointed service provider will support the NHC in:

a. strengthening financial management and internal financial controls;

b. improving the accuracy, completeness and reliability of financial information;

c. strengthening compliance with the PFMA, applicable Treasury prescripts, GRAP and

other relevant legislative and regulatory requirements;

d. improving the quality and timeliness of financial reporting and AFS preparation;

e. identifying, correcting and appropriately accounting for historical and prior-period

errors;

f. addressing audit findings, qualifications and repeat findings;

g. improving reconciliations, payment processes and accounting records;

h. providing technical support on Sage and CaseWare;

i. strengthening policies, procedures and standard operating procedures; and

j. Skills transfer and capacitating the finance unit (GRAP standard Training)

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3. Objectives

The objectives of the assignment are to:

3.1 Address identified AGSA audit findings, recommendations and control deficiencies.

3.2 Strengthen financial controls, transaction processing, reconciliations and financial

reporting.

3.3 Improve the quality, accuracy and completeness of financial information and AFS.

3.4 Identify, investigate and correct material misstatements and prior-period errors.

3.5 Strengthen the review of financial information to provide an early-warning mechanism for

potential material misstatements before submission for audit.

3.6 Improve Finance officials' understanding and application of GRAP and the applicable

financial reporting framework.

3.7 Support the implementation and monitoring of corrective actions.

3.8 Transfer technical knowledge and build sustainable internal capacity within the Finance

Department.

The service provider shall provide targeted, time-bound and hands-on specialist support to

the Finance Department in addressing identified financial management weaknesses, AGSA

findings and recommendations, control deficiencies and capacity gaps.

The scope shall include, but not be limited to:

4.1 Financial Accounting and Controls

4.1 Review of financial transactions, supporting documentation and accounting records.

4.2 Review and improvement of monthly processing and reconciliations.

4.3 Identification and correction of accounting errors and material misstatements.

4.4 Review of internal financial controls and assistance with implementing corrective

measures.

4.5 Strengthening of review controls to provide an early-warning mechanism for potential

material misstatements.

4.2 Financial Reporting and AFS AND AGSA Audit Remediation

4.2.1 Review of monthly and annual financial reporting.

4.2.2 Technical support in the preparation and review of AFS.

4.2.3 Review of accounting policies, GRAP application and financial statement disclosures.

4.2.4 4.2.4 Review of supporting schedules and general ledger-to-AFS reconciliations.

4.2.5 Assistance with prior-period errors, correcting journals and related disclosures.

4.2.6 Review of monthly and annual financial reporting.

4.2.7 Technical support in the preparation and review of AFS.

4.2.8 Review of accounting policies, GRAP application and financial statement disclosures.

4.2.9 4.2.4 Review of supporting schedules and general ledger-to-AFS reconciliations.

4.2.10 Assistance with prior-period errors, correcting journals and related disclosures.

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