Review of long term financial plan/strategy – cape agulhas municipality (Q14/2026/27)

Published date: 20 August 2026. Closing date: 28 August 2026. Closing time: 12:00 (12H00). No compulsory site meeting or information session. Bid validity: 90 days from closing date.

Technical enquiries: Mr Werner Jonker, Finance Division, email [email protected], telephone 028 425 5500 (e-mail enquiries only). Quoting procedure / SCM enquiries: Ms Geraldine Koopman, Supply Chain Management Division, email [email protected], telephone 028 425 5500 (e-mail enquiries only). Tender documents available from Ms G Koopman at the same contact details or downloadable from www.capeagulhas.gov.za free of charge. Submission address: Tender Box, Cape Agulhas Municipality, 1 Dirkie Uys Street, Bredasdorp, 7280; or posted to Municipal Manager, Cape Agulhas Municipality, PO Box 51, Bredasdorp, 7280.

Submission method: sealed envelope deposited in the tender box at Cape Agulhas Municipality, 1 Dirkie Uys Street, Bredasdorp, or posted to reach the Municipal Manager, PO Box 51, Bredasdorp, 7280, no later than 12:00 on 28 August 2026. Envelope must be endorsed with tender number Q14/2026/27, description, and closing date. No fax or e-mail submissions accepted. Bids must be on the official forms supplied by the municipality; retyping or redrafting is prohibited. Every page of the bid document must be initialled by the bidder. Corrections may only be made by striking through in black ink, writing the correction adjacent, and initialling in the margin; correction fluid/tape is prohibited. The bid must be securely bound; loose pages will not be accepted. Validity period: 90 days from closing date. Mandatory returnable documents (failure to submit any invalidates the bid): CAMBD 1 – Invitation to Bid; CAMBD 2 – Tax Compliance Status PIN; Schedule 1A – Authority of Signatory; Schedule 1B – Enterprise Questionnaire; Schedule 1C – Documents of Incorporation; Schedule 1D – Payment of Municipal Accounts (with latest municipal account or lease agreement); Schedule 1E – B-BBEE Status Level Certificate or sworn affidavit; Schedule 1F – Schedule of Work Satisfactorily Carried Out (with reference letters); CAMBD 4 – Declaration of Interest; CAMBD 6.1 – Preference Points Claim Form; CAMBD 8 – Declaration of Bidder’s Past Supply Chain Management Practices; CAMBD 9 – Certificate of Independent Bid Determination; Form of Offer and Acceptance; Contract Data. All forms must be completed in full, signed in non-erasable ink, and submitted with the bid.

Evaluation uses the 80/20 preference point system (price 80 points, specific goals 20 points). Specific goals: B-BBEE Status Level contributor (10 points) and Locality of Supplier (10 points). Total points: 100. Minimum qualifying requirements: registration on the Central Supplier Database (CSD); valid SARS Tax Compliance Status PIN; not in service of the state; no municipal accounts in arrears for more than three months (Schedule 1D declaration); B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points; at least five current reference letters from municipalities where the bidder compiled a Long-Term Financial Plan; adequate staffing and resources to complete the LTFP within the agreed timeframe; compliance with all relevant laws and regulations. A bid is non-responsive if it does not comply with specifications, if returnable documents are not fully completed and signed, or if the bidder fails to clarify or submit supporting documentation within three business days of a written request. Arithmetical errors are corrected per the prescribed rules: amount in words governs over figures; line-item totals govern over unit rates where there is an obvious decimal misplacement; the tendered total governs over the sum of items. The municipality may request additional information after closing (municipal accounts, pricing clarification, tax PIN, personal income tax numbers, B-BBEE certificate, letter of good standing from Workmen’s Compensation Commissioner).

Scope: Independent review and update of the Long-Term Financial Plan (LTFP) for a 10-year period up to 30 June 2036. Deliverables: (1) Historical analysis: previous three years’ Statement of Financial Performance (2023/24, 2024/25, 2025/26). (2) Statement of Financial Position and Cash Flow Statement for 10 years (three years MTREF + seven years forecasting based on clearly documented assumptions). (3) Latest approved three-year MTREF operating budget (2023/24–2025/26) in same format as historical Income Statement. (4) Mid-Year Adjustment Budget for 2026/27. (5) Capital budget summary tables per Municipal Standard Classification as prescribed by National Treasury. (6) Forecasting for seven years beyond MTREF (10 years total). (7) Financial ratios for previous three years, next three years (MTREF), and seven years thereafter: current ratio; debtors’ collection ratio; employee cost ratio; cash generated from operations as % of own revenue; cost coverage; debt to revenue; gearing ratio; water distribution losses; electricity distribution losses; outstanding services debtors as % of total annual service revenue; revenue growth. Each ratio input must be linked to the model/data set or allow easy separate input by municipal officials. (8) Detailed variance explanations for all ratios. (9) Financial indicators dashboard (items to be provided by municipality). (10) Sensitivity analysis of external funding impact on financial position, future rates and tariffs of borrowings within Council policy framework. (11) Affordability envelope for capital projects from Capital Expenditure Framework (10-year prioritisation) based on funding mix; assumptions and forecasts documented. (12) Funding envelope for ring-fenced reserves and provisions over 10 years. (13) All information linked to workings and assumptions. (14) Impact of major economic influencers (load shedding, Eskom price increases, global recession risks, inflation indicators). (15) Report with appropriate graphs, tables and figures. (16) Net Present Value (NPV) calculator provision. Formulas per Cape Agulhas Municipality policies or MFMA Circular 71 where policies are silent. Service commences in the 2026/27 financial year.

Methodology not explicitly prescribed. Bidder must demonstrate adequate staffing and resources to complete the LTFP within the agreed timeframe. Approach must cover: historical financial analysis (3 years), 10-year financial position and cash flow forecasting (3 years MTREF + 7 years assumptions), ratio calculation and variance analysis, dashboard development, sensitivity analysis of borrowings, capital project affordability modelling, reserve funding envelope, integration of economic influencers (load shedding, Eskom tariffs, inflation, recession risks), and NPV calculator. All assumptions and workings must be clearly documented and linked. Municipality provides capital projects from Capital Expenditure Framework and dashboard items.

Pre-qualification requirement: at least five current reference letters from municipalities where the bidder compiled a Long-Term Financial Plan. References must be listed on Schedule 1F with employer name, contact person, telephone, email, nature of work, value (incl. VAT), start and completion dates. Municipality will verify all references; incorrect information leads to automatic disqualification. Reference assessment forms (Schedule 1F References) must be sent by bidder to each listed client for completion (rating on turn-around times, quality, accessibility, reliability, customer satisfaction on a 1–5 scale) and attached to the tender submission, or a letter on client letterhead with equivalent information may be submitted. Adequate staffing and resources to complete the LTFP within the agreed timeframe must be demonstrated. No specific professional qualifications or key personnel CVs mandated beyond the general requirement for adequate staffing.

Quality requirements embedded in technical specifications: financial ratios must use formulas per Cape Agulhas Municipality policies or MFMA Circular 71; all ratio inputs must be linked to the model/data set or allow easy separate input by municipal officials; variance explanations required for all ratios; financial indicators dashboard to be developed; sensitivity analysis of external funding; capital project affordability envelope based on documented assumptions and funding mix; funding envelope for ring-fenced reserves; all information linked to workings and assumptions; report must include graphs, tables, figures; NPV calculator provision. GCC inspection/audit clauses apply: municipality may inspect supplier’s records and have them audited by appointed auditors; supplier must permit inspection at all reasonable hours. No separate quality management system certification (e.g., ISO 9001) required.

Single line-item pricing schedule: Item 1 – Review Long Term Financial Plan/Strategy, quantity 1. Price must be handwritten on the official form, completed in full, and originally signed by the authorised signatory. Price inclusive of VAT at 15%; bidder must indicate VAT vendor status and provide VAT number if registered. If not a VAT vendor, VAT-exclusive and VAT-inclusive totals must be identical. All costs (labour, transport, accommodation, disbursements, overheads, profit, risks, liabilities) included; no hidden costs. Total RFQ value below R300 000.00. Prices final and binding; no escalation. If bidder registers for VAT during contract, initial prices deemed VAT-inclusive, no adjustment. Arithmetical error correction: amount in words governs over figures; line-item total governs over unit rate for obvious decimal misplacement; tendered total governs over summed items. Payment within 30 days of invoice receipt.

Total estimated value of the RFQ is below R300 000.00; only one service provider will be appointed. Pricing schedule: single line item – "Review Long Term Financial Plan/Strategy" quantity 1. Prices must be quoted in South African Rand, inclusive of VAT at 15%. Bidder must indicate whether registered as a VAT vendor; if not, VAT-exclusive and VAT-inclusive totals must be identical. All costs (labour, transport, accommodation, disbursements, overheads, profit, general risks and liabilities) must be included in the price; no hidden costs. Prices are final and binding; no escalation during the contract. If a bidder becomes a registered VAT vendor during the contract, initial prices are deemed VAT-inclusive and no adjustment is allowed. Rates and prices must be written by hand on the official pricing schedule, completed in full, and originally signed by the duly authorised signatory. Arithmetical error correction rules apply (amount in words governs; line-item total governs over unit rate for decimal misplacement; tendered total governs over summed items). Payment terms: municipality undertakes to pay within 30 days of receipt of a valid invoice. No advance payment mentioned. No performance bond, guarantee, or insurance requirement stated.

Mandatory compliance documents: (1) Central Supplier Database (CSD) registration – provide CSD number (MAAA...). (2) Valid SARS Tax Compliance Status PIN (or printed TCS certificate) – must remain valid for bid validity period; each party in a consortium/JV must submit separately. (3) B-BBEE Status Level Verification Certificate (SANAS-accredited agency or IRBA-approved auditor) or sworn affidavit for EMEs/QSEs confirming annual turnover and black ownership – required to claim preference points; failure to submit means zero B-BBEE points. (4) Declaration that neither the bidder nor any director/member/partner has municipal accounts in arrears for more than three months (Schedule 1D, signed before Commissioner of Oaths) – latest municipal account or lease agreement must be attached. (5) Certificate of Incorporation (CK2) or equivalent for company/close corporation/partnership/JV (Schedule 1C). (6) Authority of Signatory (Schedule 1A) with board resolution/power of attorney. (7) Enterprise Questionnaire (Schedule 1B) with enterprise details, SARS info, banking details, and particulars of principals (ID copies attached). (8) Schedule of Work Satisfactorily Carried Out (Schedule 1F) listing at least five municipal LTFP projects in the last five years with employer contact details, nature of work, value, dates; reference letters must be attached. (9) Declaration of Interest (CAMBD 4). (10) Preference Points Claim Form (CAMBD 6.1). (11) Declaration of Bidder’s Past Supply Chain Management Practices (CAMBD 8). (12) Certificate of Independent Bid Determination (CAMBD 9). (13) Form of Offer and Acceptance. (14) Contract Data. (15) General Conditions of Contract (National Treasury GCC) read with Special Conditions. CIDB registration: not applicable. No professional body registration specified. No local content requirement stated. Bidders must not be in the service of the state. Collusive bidding will be reported to the Competition Commission.

Bidder must sign a disclaimer exempting Cape Agulhas Municipality against any claims for damages arising from execution of the service in accordance with the Occupational Health and Safety (OHS) Act and its regulations. Successful contractor must sign an indemnity form accepting responsibility for damages, loss of life, injuries or loss caused to municipal property, equipment or accessories; all insurance to cover such risks is at the contractor’s account. No specific health and safety plan, safety file, or OHS compliance documentation required beyond the indemnity and disclaimer.

Contract governed by National Treasury General Conditions of Contract (GCC) read with Special Conditions (Special Conditions prevail over GCC in case of ambiguity). Contract form: CAMBD 7.2 – Contract Form for Rendering of Services. Contract data to be completed by both parties (Employer and Service Provider details, authorised representatives, communication addresses). Service Provider must sign an indemnity form accepting responsibility for damages, loss of life, injuries or loss caused to municipal property/equipment; all insurance for such risks is at the contractor’s account. Successful contractor indemnifies the municipality against claims arising from operations. Disclaimer signed by bidder exempting municipality from claims under the Occupational Health and Safety Act. Contract duration: firm completion period/date must be indicated from official order date. Payment within 30 days of invoice receipt. Municipality reserves right not to accept any tender; may cancel bidding process and reject all bids before contract formation. Municipality may summarily disqualify any bidder indebted to the municipality for municipal rates/taxes/service charges for more than three months at date of submission or award. Force majeure, corruption, fraud, collusive practices definitions per GCC. Dispute resolution and termination provisions per GCC and Special Conditions. No specific liquidated damages or penalty clauses stated beyond GCC provisions for late delivery/performance.

Special Conditions (prevail over GCC): (1) Bids only on official forms; no retyping/redrafting. (2) No alterations by pasting; correction fluid/tape prohibited. (3) Corrections only by striking through in black ink, writing correction adjacent, initialling in margin. (4) Pricing schedule corrections must follow same rule; non-compliant corrections rejected. (5) Bid document must be complete, pages checked, securely bound; loose pages not accepted. (6) Mandatory returnable documents: CAMBD 1, CAMBD 4, CAMBD 6.1, CAMBD 8, CAMBD 9, Form of Offer and Acceptance – omission invalidates bid. (7) Supporting documents stapled to relevant form or bound in annexure; municipality not responsible for missing loose pages. (8) Payment of municipal accounts: latest municipal account attached, Schedule 1D certificate signed before Commissioner of Oaths; lease agreement if renting. (9) 80/20 scoring system per Cape Agulhas SCM Policy. (10) Tax Compliance PIN mandatory; otherwise disqualified. (11) No collusive bidding; suspicious behaviour reported to Competition Commission. (12) Bid validity 90 days from closing. (13) Late bids not considered; filed unopened, returnable at bidder’s cost. (14) Bids without tender number/title on envelope not opened. (15) Council reserves right not to accept any tender. (16) No fax/e-mail bids; only official municipal tender form. (17) Prices in ZAR, VAT-inclusive, all-inclusive. (18) Handwritten prices on pricing schedule, signed by authorised signatory. (19) Amount in words governs over figures. (20) VAT registration during contract: initial prices deemed VAT-inclusive, no adjustment. (21) Bids by mail, courier, or hand delivery to bid box/physical address before closing; courier must deposit in bid box; municipality not liable for courier delays. (22) Incorrect box or late deposits not considered. (23) Public bid opening as soon as possible after closing; prices read out where practical; register published on website. (24) Arithmetical error correction rules detailed. (25) Municipality may request additional information post-closing (municipal accounts, pricing clarification, tax PIN, personal income tax numbers, B-BBEE certificate, Workmen’s Compensation letter). (26) Requirements for valid bid: valid Tax Clearance/PIN; complete pricing schedule; Form of Offer signed in non-erasable ink; no material alterations non-compliant with correction rules. (27) Test for responsiveness: non-compliance with specs; incomplete/unsigned returnables; failure to clarify/submit within 3 business days. (28) Municipality may accept/reject variations, deviations, alternative offers; may cancel process before contract formation. (29) Summarily disqualify bidders indebted to municipality >3 months at submission or award.

Evaluation uses the 80/20 preference point system: Price (80 points), Specific Goals (20 points). Specific Goals: B-BBEE Status Level contributor (10 points) and Locality of Supplier (10 points). Minimum qualifying criteria: CSD registration; valid SARS Tax Compliance Status PIN; not in service of the state; no municipal arrears >3 months; B-BBEE certificate or sworn affidavit for preference points; at least five municipal LTFP reference letters; adequate staffing and resources; compliance with all relevant laws. Non-responsiveness if specifications not met, returnable documents incomplete/unsigned, or failure to clarify/submit supporting documents within 3 business days of written request. Arithmetical corrections per prescribed rules. Municipality may request post-closing clarification on municipal accounts, pricing, tax PIN, personal income tax numbers, B-BBEE certificate, Workmen’s Compensation letter of good standing.