Provision of accounting services for ndlambe municipality’s annual financial statements (3-Year contract)

Submit bids in a sealed envelope marked "PROVISION OF ACCOUNTING SERVICES" to the Tender Box at Supply Chain Management Offices, 44 Campbell Street, Port Alfred, by 12:00 on 22 June 2026. Late, unmarked, faxed, emailed, or incomplete submissions will be disqualified. Use only official Ndlambe Municipality bid documentation. Required forms: MBD4 (Declaration of Interest), MBD5 (Declaration of Interest), MBD8 (Declaration of Bidder’s Past Supply Chain Management Practices), MBD9 (Certificate of Independent Bid Determination), and MBD6.1 (Specific Goals Preferential Points Claim Form). Hard copies cost R140.26 (non-refundable); receipt must accompany submission. Tenders will be opened at 12:05 on 22 June 2026 at the Supply Chain Management Unit.

Scope: Provide accounting services for Ndlambe Municipality’s annual financial statements (AFS) for 36 months (1 July 2026–30 June 2029), with two 12-month renewal options. Contract phased in over 12 months, subject to annual performance reviews.

Key Requirements:

• Prepare GRAP-compliant AFS for submission to the Auditor-General by end of August annually.
• On-site work (including after-hours/weekends in August) with municipality’s AFS team.
• Post-submission support for Auditor-General queries.

Consultant Requirements (full-time employee of bidder):

• CA(SA) qualified.
• 5+ years’ experience with Caseware Working Papers (GRAP) and Munsoft Financial System.
• Directly assisted municipalities in achieving unqualified audit outcomes.
• Must reside in Port Alfred (accommodation arranged by municipality).

Deliverables:

• Draft and final AFS submissions (annual, accurate, GRAP-compliant).
• Minimum 2 structured training sessions/year (AFS compliance, methodologies, gap remediation).
• Close-out report per audit period (process, deficiencies, risks, corrective actions).
• Internal controls assessment and improvement recommendations.

Performance Standards:

• Quality/accuracy of AFS and supporting documentation.
• Timeliness (statutory deadlines, milestones).
• Technical competence (Caseware, Munsoft).
• Responsiveness/communication.

Governance:

• Report to Chief Financial Officer; quarterly progress meetings.
• All work documented; working papers available on request.
• Confidentiality and data protection (POPI Act compliance).
• Structured handover at contract end (documentation, knowledge transfer).

Mandatory: Bidder must be an accredited SAICA Training Office with proof of 4 consecutive unqualified audit opinions in a municipality.

Pricing: Submit in ZAR, inclusive of VAT. Prices must remain valid for 90 days from closing date. Breakdown required for:

• Once-off inception (80 hours, Year 1 only).
• Estimated work hours (400/year for Years 1–3).
• Subsistence (15 days/year).
• Travel (1,200 km/year; nearest airports: Gqeberha or uGompo).

Payment Terms: Municipality pays valid invoices within 30 days of receipt. Bidder must confirm financial capacity to sustain operations pending payment.

Bond/Guarantee: None explicitly stated. Bidder must certify sufficient working capital and stability to cover operational expenses.

Mandatory Compliance:

• CSD registration (MAAA number) and proof of registration.
• Original SARS tax clearance certificate OR tax reference number + PIN/TCC number (verified against CSD).
• Municipal Billing Clearance Certificate (covers company and directors, if applicable).
• Completed forms: MBD4 (Declaration of Interest), MBD5 (Declaration of Interest), MBD8 (Past SCM Practices), MBD9 (Independent Bid Determination).
• B-BBEE: Submit certified proof (certificate or affidavit with required stamps). Points claimed only if documentation is provided.
• No bids accepted from persons in the service of the state (as defined in MSCM Regulations).
• Bidder must declare any relationships with state employees involved in evaluation/adjudication.
• Not listed on National Treasury’s Database of Restricted Suppliers or Register of Tender Defaulters.
• No fraud/corruption convictions in past 5 years.
• No contract terminations for non-performance in past 5 years.
• No municipal rates/taxes in arrears >3 months.

SAICA Requirements:

• Proof of good standing with SAICA.
• Accredited SAICA Training Office.

Closing date: 22 June 2026 at 12:00. Tender opening: 22 June 2026 at 12:05. Document collection available from 21 May 2026 (08:00–16:00) at Supply Chain Management Office, 44 Campbell Street, Port Alfred.

SCM Contact: Mr. Lizo Mohapi, Phone: 046 604 5639, Email: [email protected]. Project Manager: Ms. Unathi Qinela-Xako, Phone: 046 604 5577, Email: [email protected]. Submission Address: Tender Box, 1st Floor, Supply Chain Management Office, 44 Campbell Street, Port Alfred, 6170. Technical Queries: [email protected] or [email protected].

Submit bids using ONLY the official Ndlambe Municipality bid documentation. Completed tender documents and all supporting/externally endorsed documents must be placed in a sealed envelope marked 'PROVISION OF ACCOUNTING SERVICES' and deposited in the Tender Box at the Supply Chain Management Offices, 44 Campbell Street, Port Alfred, by no later than 12h00 on 22 June 2026. Late, unmarked, faxed, falsified, incomplete, or emailed proposals will be disqualified. Hard copies of tender documents can be collected from the SCM office (08h00–16h00) from 21 May 2026 or downloaded free from https://ndlambe.gov.za/web/returnable-bid-documents/. Hard copies supplied by the municipality require a non-refundable R140.26 deposit (VAT inclusive); attach the original receipt to your submission. Required returnable forms: MBD4, MBD5, MBD6.1 (for B-BBEE points), MBD8, MBD9. Tenders will be opened at 12h05 on 22 June 2026 at the SCM Unit.

Provision of Accounting Services for a 36-month period (1 July 2026 to 30 June 2029). Pre-qualification requirements: Bidder must provide proof of good standing with the South African Institute of Chartered Accountants (SAICA) and proven experience of four (4) consecutive unqualified audit opinions in a municipality. Bidder must be an accredited SAICA Training Office. Full specifications are included in the returnable tender document.

Prices must be valid for at least 90 days from the closing date. Prices quoted must be firm and inclusive of VAT where applicable. Ndlambe Municipality reserves the right to accept the lowest bid, any bid, or part of a bid.

Mandatory: Original tax clearance certificate (or tax reference number + PIN/TCC number) verified against the Central Supplier Database (CSD). CSD registration evidence (CSD 'MAAA' number) must be provided. Required forms: Declaration of Interest (MBD4), Declaration of Interest (MBD5), Declaration of Bidder’s Past Supply Chain Management Practices (MBD8), Certificate of Independent Bid Determination (MBD9). Municipal Billing Clearance Certificate covering the company and its directors must accompany all bids. For B-BBEE preferential points: Submit completed MBD 6.1 form and certified proof of B-BBEE status. Affidavits require TWO stamps (Commissioner of Oaths + 'true copy' stamp). B-BBEE Certificates require ONE 'true copy' stamp and signature. Subject to General Conditions of Contract (GCC).

Tender documents available from 21 May 2026 (08h00–16h00). Closing date: 22 June 2026 at 12h00. Tender opening: 22 June 2026 at 12h05.

For technical details: [email protected] or [email protected]. Submission address: Supply Chain Management Offices, 44 Campbell Street, Port Alfred, 6170.