Appointment of accounting firm to prepare and compile 2026 annual financial statements

Closing date: 15 October 2026 at 11:00

No briefing session or site visit is stated.

Bidding procedure enquiries:

• Contact: Molusi MG
• Telephone: 018 406 7800
• Email: [email protected]

Technical enquiries:

• Contact: Molefi RL
• Telephone: 018 406 7800
• Email: [email protected]

Issued by:

Vuselela TVET College

8 Bramfischer Street

Klerksdorp, 2571

Submission method: email only, to [email protected]. No facsimile or late submissions accepted. Bidders must use black ink. All bids must be submitted on the official forms provided (not re-typed).

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): supplier information and declaration, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• SBD 7 (Contract Form): successful bidder must fill in and sign.
• Pricing schedule inclusive of VAT with detailed breakdown on company letterhead.
• VAT certificate and Tax Clearance Certificate or valid Tax PIN.
• Supporting documents in sequence: prerequisites for administration, summary of CSD registration, company profile, resolution letter of authority, three reference letters, proof of SAICA/accounting body registration, proof of team qualifications and experience (CV, ID copy, highest qualification, professional body registration).

Disqualification risks:

• Late or faxed submissions.
• Omission or non-signature of any returnable form.
• Failure to provide required particulars may render the bid invalid.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Evaluation under the 80/20 preference point system.

• Price: 80 points.
• Specific goals: 20 points.

Specific goals and points:

• HDI (no franchise before 1983/1993 constitution): 3 points.
• Locality within areas where Vuselela TVET College operates (Taung, Jouberton, Klerksdorp, Potchefstroom): 3 points.
• 51% Black owned: 10 points.
• Woman owned: 2 points.
• 40% youth owned: 2 points.

Proof required for each claimed goal:

• HDI: list of HDI shareholders with certified ID copies and shareholding percentage from CIPC.
• Locality: municipal account in bidder's name or valid lease agreement with statement.
• Youth/woman: certified ID copies of directors/owners and shareholding percentage from CIPC.
• 51% Black owned: CIPC ownership beneficial and B-BBEE certificate/affidavit (both required for ownership points).

Failure to submit proof for claimed goals means those points are not awarded. The college may require substantiation of any claim at any time.

Scope: Preparation and compilation of the 2026 Annual Financial Statements (AFS) for Vuselela TVET College, including audit support and clearing prior audit queries.

Compulsory requirement: The service provider must be able to provide services for all college sites/campuses. The proposal must clearly indicate the location of the provider's offices and how all campuses will be served.

Campuses to be served:

• Taung Mainroad to Pudimoe Village, Taung 8581
• Jouberton 11900 5th Street, Jouberton 2571
• Matlosana Plot 120 OR Tambo Street, Klerksdorp 2571
• Klerksdorp Cnr OR Tambo & John Orr Street, Klerksdorp 2571
• Corporate Centre 8 BramFischer Street, Klerksdorp 2571
• Potchefstroom Cnr Auriet & Retief Street, Potchefstroom
• Kitso-Botlhale 74 Boom Street, Klerksdorp 2571

Key deliverables:

• Prepare AFS in compliance with GRAP using CaseWare.
• Reconcile opening balances, general ledger, subsidiary accounts, and fixed asset register.
• Prepare audit file and support all AFS areas.
• Reverse prior year accruals, record current accruals, clear suspense accounts and unallocated deposits.
• Assist in clearing 2025 audit qualifications per the audit action plan.
• Verify journals and correct misclassifications.
• Reconcile control accounts, prepare corrective journals, and transfer skills to finance staff.
• Possess ITS and SAGE financial system expertise; ensure correctness of SAGE setup.
• Reconcile fixed assets register and GL accounts.
• Prepare student debtors reconciliation; analyse NSFAS remittances and allocations.
• Reconcile GL with sub-ledgers (ageing and listings).
• Ensure correctness of year-end provisions (bonus, leave), salary GLs to BAS and VIP reports.
• Ensure correct recording of commitments, grants received, contingent assets, and accruals.
• Provide audit support during the 2026 audit, including remaining on premises and accompanying auditors.
• Prepare CaseWare AFS in collaboration with the CFO.
• Assist with year-end stock count, inventory reconciliation and valuation.
• Resolve audit action plan findings by end of November 2026.
• Conduct formal and on-the-job training for college officials on audit file preparation, CaseWare, and GRAP items.
• Ensure correctness of project debtor and liability balances, project revenue invoices, and project expenditure allocation.
• Assist with GRAP 104 implementation: establish project team, scope assessment, classification and measurement, derecognition, enhanced disclosures, financial instrument register, expected credit loss impairment, transition requirements, and documented implementation plan.

Delivery timeframe: Achieve the legislated submission timeframe for the 2026 AFS.

The service provider must follow a structured approach covering: preparation of financial statements (reconciling opening balances, preparing AFS in compliance with GRAP using CaseWare, preparing audit file, reconciling GL and AFS, reconciling subsidiary accounts, aligning AFS to fixed asset register, reversing prior year accruals, clearing suspense accounts, assisting in clearing 2025 audit qualifications, verifying journals, correcting misclassifications); accounting services (reconciling control accounts, preparing corrective journals, transferring skills to staff, assisting with audit action plan implementation, possessing ITS and SAGE expertise, ensuring correctness of SAGE setup, reconciling fixed assets register, preparing student debtors reconciliation, ensuring completeness of NSFAS remittances, reconciling GL with sub-ledgers, prior year corrections, year-end journals, provisions, salary GLs to BAS/VIP, commitments and grants, audit support, preparing audit files, preparing CaseWare AFS in collaboration with CFO); student debtors corrections and reconciliation (confirming balances, comparing statements, identifying differences, analysing NSFAS remittances, proposing write-offs, clearing suspense accounts, investigating prior journals); inventories (year-end stock count, reconciliation, valuation); post-audit action plan (resolve findings by end of November 2026); audit support (remain on premises, accompany auditors); training and skills transfer (formal and on-the-job training on audit files, CaseWare, GRAP items); project accounting (support and correctness of project debtor and liability balances, accurate capture of project revenue invoices, allocation of payments and expenditure); assistance with GRAP 104 implementation (establish project team, scope assessment, classification and measurement, derecognition, enhanced disclosures, financial instrument register, expected credit loss impairment, transition requirements, updating accounting policies, documented implementation plan).

Required supporting documents: three reference letters from previous clients indicating the audit outcome achieved; proof of company or lead individuals' registration with SAICA or an accounting body; proof of team qualifications and experience (CV, ID copy, highest qualification, and proof of registration with an accounting professional body).

Pricing must be a fixed cost, valid for 91 days after closing of bid submission. Price must not be subject to foreign currency and must be firm. All prices must include VAT for VAT-registered service providers. Pricing schedule items: preparation and compiling 2026 AFS; clearing raised audit queries; any item related to AFS excluding assets registers and verifications; disbursement rates (accommodation per night per person, travelling rate per kilometre, other expenses). Bidders must include VAT certificate and Tax Clearance Certificate or valid Tax PIN, and attach pricing schedule with project breakdown or list of activities.

Pricing format: Fixed cost, firm price, valid for 91 days after closing of bid submission. No costs outside the quoted price will be paid. Price must not be subject to foreign currency.

All prices must include VAT for VAT-registered service providers.

Pricing schedule items:

1. Preparation and compiling 2026 AFS
2. Clearing raised audit queries
3. Any item related to AFS excluding assets registers and verifications
4. Disbursement rates only:

• Accommodation cost per night per person
• Travelling rate per kilometre
• Other expenses related to the assignment

Required with pricing: VAT certificate, Tax Clearance Certificate or valid Tax PIN, and pricing schedule with project breakdown or list of activities.

VAT will be paid to VAT vendors. Contract will be awarded to a compliant bidder.

CSD registration: Bidders must be registered on the Central Supplier Database and provide a CSD number.

Tax compliance: Bidders must be tax compliant and submit a SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. If no TCS PIN is available, a CSD number must be provided. For consortia/JVs/sub-contractors, each party must submit a separate TCS PIN/CSD number.

State employment: No bids will be considered from persons in the service of the state, companies with directors who are in the service of the state, or close corporations with members in the service of the state.

B-BBEE: Bidders must submit proof of specific goals claimed, including B-BBEE certificate or affidavit. Ownership points are allocated only when both CIPC ownership beneficial and B-BBEE certificate/affidavit are attached.

Professional registration: Proof of company or lead individuals' registration with SAICA or an accounting body is required.

Other: Proof of company registration (CIPC documents) is required.

The successful bidder will be required to sign a written contract form (SBD 7). The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, the General Conditions of Contract (GCC), and any special conditions of contract. The college and the successful service provider will hold meetings at regular intervals. The proposal must be a fixed cost, valid for 91 days after closing, and the price must be firm and not subject to foreign currency.

It is a compulsory requirement that the service provider/Accounting Firm must be able to provide services for all sites/campuses. The location of the service provider's offices must be clearly indicated in the proposal with detail on how all sites/campuses will be served.

The 80/20 preference point system applies. Points allocated: Price 80, Specific Goals 20. Specific goals include: HDI's (who had no franchise before 1983 and 1993 constitution) - 3 points; Locality within areas where Vuselela TVET College operates (Taung, Jouberton, Klerksdorp, Potchefstroom) - 3 points; 51% Black owned - 10 points; Woman - 2 points; 40% youth owned - 2 points. Bidders must submit proof of all specific goals claimed.