3-Year contract for grap-compliant annual financial statements compilation – ngaka modiri molema district municipality

SCM enquiries: Mr P. Tauetsile, phone: (018) 381 9400, email: [email protected]; Mr O. Seope, phone: (018) 381 9400, email: [email protected]. Technical enquiries: Ms G. Moroane, phone: (018) 381 9400, email: [email protected]; Ms N. Morule, phone: (018) 381 9400, email: [email protected]. Submission address: Ngaka Modiri Molema District Municipality, Cnr Carrington and 1st Avenue, Industrial Sites, Mahikeng. Issued by: Acting Municipal Manager, Ngaka Modiri Molema District Municipality, Private Bag X 2167, Mafikeng, 2745, Tel: (018) 381 9400.

Submit bids in a sealed envelope marked 'NMMDM 25/26/12 BTO - APPOINTMENT OF A SERVICE PROVIDER FOR COMPILATION OF GRAP COMPLIANT ANNUAL FINANCIAL STATEMENTS FOR NGAKA MODIRI MOLEMA DISTRICT MUNICIPALITY FOR A PERIOD OF THREE (3) YEARS' to the bid box at Ngaka Modiri Molema District Municipality, Cnr Carrington and 1st Avenue, Industrial Sites, Mahikeng by 30 June 2026 at 11:00 AM. Late bids will not be accepted. Bids must be submitted on official forms provided (not re-typed). All MBD forms must be fully completed and signed in black ink. Use of tipex or pencil is not acceptable. A soft copy of the entire bid document, including returnables, must be saved on a USB and submitted. Bids will be valid for 90 days. Only registered companies for the compulsory virtual briefing session (08 June 2026, 10:00-11:00 AM) may participate. Registration for the briefing closes on 05 June 2026 at 16:30 PM.

Evaluation will use the 80/20 Preferential Procurement Regulations 2022 system: 80 points for price, 20 points for specific goals (51% Women Owned Companies). Minimum requirements: Must not be in the service of the state or related to state employees involved in evaluation. No convictions for fraud/corruption in the past 5 years. Not listed on National Treasury’s tender defaulter database or Register for Tender Defaulters. No outstanding municipal rates/taxes (>90 days). Tax compliance: Valid TCS PIN or CSD number required. Financial: Audited financial statements for the past 3 years (or independent review if exempt by law). Technical: Registration with SAICA (for accounting services). Experience in municipal financial reporting and AGSA audits is implied. Failure to submit proof for specific goals will forfeit those points.

Three-year contract (2025/26, 2026/27, 2027/28) to compile GRAP-compliant Annual Financial Statements (AFS) for Ngaka Modiri Molema District Municipality. Key deliverables: Prepare GRAP-compliant AFS with quality assurance to confirm freedom from material errors. Conduct quarterly, mid-term, and annual financial reviews. Finalise unaudited AFS 10 working days before submission to AGSA. Use Sage Pastel (financial system) and CaseWare (AFS preparation software). Audit support: Manage AGSA Requests for Information (RFIs) and Communications of Audit Findings (COAFs) with 3-day response deadlines, maintain registers, and attend meetings. Develop and update a year-end audit project plan with timelines, milestones, and risk mitigation, reviewed weekly with the CFO. Prepare supporting schedules for AGSA’s regularity audit, review for accuracy, and submit electronically. Transfer skills to NMMDM staff, including GRAP training and CaseWare support. Provide technical support for revenue management, data analytics, policies/SOPs, internal controls, reconciliations, and financial system modules. On-site presence at NMMDM head office in Mafikeng is required. Team changes require CFO approval, with replacements provided within 48 hours if needed.

All prices must be quoted in South African Rand (ZAR) and VAT inclusive. All items must be priced; failure to do so will disqualify the bid. Payment terms: Within 30 days after receipt of an invoice. Bids must remain valid for 90 days from the closing date. Certified copies must be dated and not older than 3 months at tender closure. Only original stamps and signatures are accepted; copies of certified copies are non-responsive.

Proof of Central Supplier Database (CSD) registration is mandatory. Tax Compliance: Submit a Tax Compliance Status (TCS) PIN or CSD number. If no TCS is available, a CSD number must be provided. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Municipal Rates and Taxes: Statements for all directors and the company, not older than 3 months from tender closure, must be submitted. If the account is not in the director’s/company’s name, provide the lessor’s rates statement with an original affidavit from both the lessor and director/company confirming residency/operation. If operating from tribal land, a letter from the tribal authority (not older than 3 months) is acceptable. If the company and director share the same address, submit an affidavit confirming this. Three years of audited annual financial statements (or independent reviewer’s statements if not legally required). Proof of bidder registration with a professional accounting body (e.g., SAICA). No bids will be considered from persons in the service of the state or those listed on the National Treasury’s database of prohibited persons or the Register for Tender Defaulters. Bidders must complete the Declaration of Interest, Declaration of Past SCM Practices, and Certificate of Independent Bid Determination forms. For procurement above R10 million, additional declarations regarding financial statements, outstanding commitments, past contracts, and foreign sourcing may apply.