10May 2016
Dear Tenderer
EXTERNAL AUDIT SERVICES
ENQUIRY NO. 10022688 (BD)
SUBJECT:
You are hereby invited to tender for the abovementioned Services in accordance with the documents of enquiry contained herein.
Elucidation of the Enquiry
Should any part or parts of the enquiry require further explanation, be ambiguous or contradictory, elucidation prior to submission of your proposal, and is to be obtained from:
All Commercial and Technical queries:
Brian Dlamini Tel: 011703 7060 or e-mail:
Compulsory Briefing
Tenderers are requested to attend a compulsory briefing session on the 17th of May 2017 to be held at our head office at number 31 De Korte Street, Braamfontein, Johannesburg, Road Freight House, in the 9th Floor boardroom.
NOTE: Tenderers who do not attend the compulsory briefing session may be disqualified from the tender evaluation.
Submission of Tender
Your tender is to be submitted in the manner described in the Instructions to Tenderers contained in Section A of the enquiry document by not later than23 May 2016.
Yours faithfully
B Dlamini
Senior Procurement Officer
NATIONAL BARGAINING COUNCIL FOR THE ROAD FREIGHT AND LOGISTICS INDUSTRY
ENQUIRY NO. 10022688 (BD)
EXTERNAL AUDIT SERVICES
INDEX
SECTIONDESCRIPTION
SECTION A :INSTRUCTIONS TO TENDERERS
SECTION B :FORM OF TENDER
SECTION C :CONDITIONS OF AGREEMENT
SECTION D:SPECIFICATIONS
Enquiry No. 10022688 (BD) Page 1 of 25
SECTION A
EXTERNAL AUDIT SERVICES
INSTRUCTIONS TO TENDERER
Enquiry No. 10022688 (BD) Page 1 of 25
NATIONAL BARGAINING COUNCIL FOR THE ROAD FREIGHT AND LOGISTICS INDUSTRY
ENQUIRY NO. 10022688 (BD)
EXTERNAL AUDIT SERVICES
INSTRUCTIONS TO TENDERERS
TENDERSTHAT CONSIST OF ONE ORIGINAL AND TWO (2) COPIES MUST BE DEPOSITED IN THE NBCRFLI TENDER BOX, GROUND FLOOR OF THE ROAD FRIEGHT HOUSE AT NUMBER 31 DE KORTE STREET, BRAAMFONTEIN, 2017. AND AN ELECTRONIC COPY VIA EMAIL TO:
BY THE TIME AND DATE STIPULATED IN THIS ENQUIRY.
NB: TENDERS MUST NOT BE ADDRESSED OR DELIVERED TO INDIVIDUALS.
1.CLARIFICATION OF ENQUIRY DOCUMENTS
Should there be doubt as to the meaning of the enquiry document; the Tenderer shall seek clarification before submitting a tender. All additional information supplied shall be made available to all other Tenderers. Tenderers are therefore encouraged to frequently visit our Website on: in order not to omit such information. All queries shall be submitted by not later than 20 May 2016.
2.AGREEMENT CONDITIONS
The Conditions of Contract shall be the Conditions of Contract contained in the enquiry document. The Tenderer may submit a tender containing proposed variations or qualifications to the Contract Conditions.
3.MAIN OFFER AND ALTERNATIVE PROPOSALS
Tenderers shall submit a main offer on the forms provided in accordance with the requirements set out in the enquiry.
Tenderers may in addition submit alternative offers, which shall clearly indicate either technical and/or financial advantages to the NBCRFLI.
4.SUFFICIENCY OF TENDER
No alterations will be allowed once a tender has been submitted. In the event of any discrepancies occurring between the prices and particulars detailed by the Tenderer in the forms provided with the enquiry and those contained in any additional letter or document by the Tenderer, the former shall prevail.
5.TENDERER TO INFORM THEMSELVES FULLY
The Tenderer is to examine the scope of services provided. Should there be any doubt as to the meaning of the scope of services, or ambiguity as to the scope of the enquiry, the Tenderer is to immediately notify the NBCRFLI and have the matter rectified, otherwise it will be taken that the enquiry is fully understood, and no liability for errors will be admitted due to the foregoing.
6.EXTENSIONS TO TENDER CLOSING DATE
Under no circumstances will requests for extensions to the tender closing date be considered.
7.REJECTION OF TENDERS
A tender may be rejected if: -
7.1it is received after the time and closing date stipulated in the enquiry or a subsequent official amendment thereto;
7.2it contains any omission, erasure, alteration, text addition or irregularity;
7.3it does not include the required information necessary for proper comparison and evaluation;
7.4it is not in accordance with the commercial and technical requirements of the evaluation;
8.CONFIDENTIALITY OF ENQUIRY DOCUMENTS
The enquiry document shall be treated as strictly confidential by the Tenderer.
Tenders received will be treated as confidential and no aspect of any tender will be disclosed to third parties by NBCRFLI
9.ACCEPTANCE OF TENDERS
The NBCRFLI reserves the right to reject any tender, or accept portions of tenders received, without being obliged to give reasons.
10.VALIDITY
Tenders shall remain open for acceptance for 90 (ninety) days from the closing date.
11.EXPENSE IN PREPARATION OF TENDERS
The NBCRFLI will not be responsible for any expenses or losses, which the Tenderer may incur in the preparation of the tender.
12. CONDITIONS UNDER WHICH TENDERS WILL BE CONSIDERED
No tender will receive consideration unless it is complete and in accordance with the requirements of this enquiry specification. Should the Tenderer wish to offer services which in his opinion is considered an improvement arrangement or selection the Tenderer may submit such an offer as an alternative to the main offer.
13.SUBMISSION OF TENDERS
13.1Tender - Hard Copy
Sealed envelopes must be hand delivered to Ground Floor of the Road Frieght House at number 31 De Korte Street, Braamfontein, 2017, and shall be deposited in the Tender Box, and shall reflect the following:-
ENQUIRY NO.: 10022688 (BD)
DESCRIPTION :EXTERNAL AUDIT SERVICES
E
CLOSING DATE: 23 MAY2016
The Tenderer shall prepare one original set and two (2) photocopy sets of the documents comprising the Tender and supplementary information. Each such set shall be submitted in an envelope, with each document and each envelope being clearly marked “Original” or “Copy” as appropriate. If there is any discrepancy between them, the original shall prevail.
13.2Tender - Electronic Copy
In addition to the above tenderers are required to also forward an electronic copy of their tender document, by not later than 12h00 noon on the 23of MAY2016 to
14.EVALUATION
14.1All tenders will be evaluated by a bidevaluation committee.
14.2 The evaluation of the bids will be done in a two stage process:
14.2.1 The first stage will be the evaluation of bids oncapability and audit strategy. The firm must achieve a minimum of85 points to make it to the second stage.
14.2.2 The second stage of evaluation will be on the 80/20 principle, where 80 points is allocated for price and 20 points BBBEE rating.
- Price = 80 Points
- BBBEE Rating = 20 Points
STAGE 1: CAPABILITY AND AUDIT STRATEGY
The second stage will evaluate the bid in terms of the following criteria:
Capability = 65 Points; and
Audit strategy = 35 Points.
Maximum possible score = 100 Points
The following factors will be taken into consideration during the evaluation process:
1. Capability of Audit Firm and Audit Team / Weighting- The location and overall size of the firm, the experience and current capabilities of its partners, managers and staff in the audit of organizations similar to the NBCRFLI and comprehensive details of those skills and experiences, as well as that of additional staff who may be required by the firm to carry out this audit.
- How the firm invests in the development of its staff and how to intend to transfer its skills and experience to the staff of NBCRFLI.
- Firm’s experience in auditing Bargaining Councils and/or non-profit organizations. .
- The proposed audit team’s degree of familiarity and knowledge with the bargaining council environment and legislation applicable.
- The firm’s availability of resources to ensure that deadlines are met in a timely manner.
- Quality control/peer review mechanism within the firm.
- The firm’s experience related to IT audits , as well as the availability of other specialized services that may be necessary in the audit.
- Policies on notification to clients of changes in key personnel and staff continuity on audits.
- Written References and compliments from previous and current
10
Total Weighting / 70
2. The Audit Firm’s Proposed Audit Strategy. / Weighting
- General audit strategies and methodology to be employed, considering, but not limited to: (i) business risks, (ii) internal controls, (iiii) combined assurance and (d) systems used.
- The perceived audit needs of the NBCRFLI and understanding of the key issues it faces, and the implications of those issues for the conduct of the audit. In addition, the particular audit strategies and methodology for the NBCRFLI including, but not limited to: (i) preliminary audit plan, (ii) substantive audit procedures to be undertaken, (iii) compliance audit procedures to be undertaken, and (iv) report deliverables.
- An appropriate time budget, including estimated total hours for partner(s) and other staff.
Total Weighting / 30
Tenderers are requested to include with the tender document all information requested above in the sequence outlined in Section B of this enquiry:
STAGE 2: PRICE AND BBBEE RATING
The second stage will evaluate the bid in terms of the following criteria:
Price = 80 Points; and
BBBEE rating = 20 Points
General
During the evaluation process NBCRFLI may engage with one or more tenderers for clarification of their tender. Tenderers must also note that presentations may be required and as a result they must be always prepared when submitting their tender documents.
Based on the results of the evaluation process, NBCRFLI will approve the awarding of the contract to the successful tenderer.
SECTION B
EXTERNAL AUDIT SERVICES
FORM OF TENDER
NATIONAL BARGAINING COUNCIL FOR THE ROAD FREIGHT AND LOGISTICS INDUSTRY
ENQUIRY NO. 10022688 (BD)
EXTERNAL AUDIT SERVICES
FORM OF TENDER
INDEX
A.Standard Forms
ItemTitle Page
1.Audit Firm Capability and proposed Audit strategy11
2.Tenderer’s references 12
3.Schedule of Proposed Sub-Contractors 13
5.Alterations by Tenderer14
6.BEE and Tax Clearance Certificate15
7.Supplier Registration Form 16
8.Declaration of Interest17
B.Financial Proposal
ItemTitle Page
1.Offer: 20
2.Summary of Costs21
CAPABILITY OF AUDIT FIRM AND STRATEGY
Tenderer is requested to providefull response to the factors as highlighted in the evaluation criteria as stipulated in evaluation criteria as stated in point 14 under section A.
NOTE: 100 points is allocated for this section.
Tenderers must a least achieve a minimum of 85 points to qualify for the second stage evaluation
TENDERER’S REFERENCES
Tenderers are requested to provide five (5) references of relevant services carried out in the last five years that best illustrate the experience of the tendererUsing the format below, provide information on each assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted.
Assignment Name: / Country:
Location within Country: / Professional Staff Provided by Your Firm/Entity (Profiles):
Name of Client: / No. of Staff:
Address: / No. of Staff-Months; Duration of Assignment:
Start Date (Month/Year): / Completion Date (Month/Year): / Approx. Value of Services :
Name of Associated Consultants, If any: / No. of months of Professional Staff Provided by Associated Consultants:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed:
Narrative Description of Project:
Description of Actual Services Provided by Your Staff:
Tenderer’s Name:………………………………………..
SCHEDULE OF PROPOSED SUBCONTRACTORS
The Tenderer shall detail below all Subcontractors that he proposes to employ to render of any part of the Services, together with a description of the service he proposes to subcontract. Notwithstanding the inclusion of any Subcontractor herein, this shall be read in conjunction to clause 14 [Evaluation] above in Section A of this enquiry.
NAME / WORK TO BE SUB-CONTRACTED / APPROXIMATEVALUE
ALTERATIONS BY TENDERER
Should the Tenderer desire to make any departures from or modifications to the Conditions of Contract, Schedule of Prices, or to qualify his tender in any way, he shall set out his proposals clearly hereunder, or alternatively state them in a covering letter attached to his tender and referred to hereunder, failing which the tender will be deemed to be unqualified.
PAGE / CLAUSE OR ITEM / PROPOSED ALTERATIONSEnquiry No. 10022688 (BD) Page 1 of 25
BEE AND TAX CLEARENCE CERTIFICATE
Tenderers are required to provide a valid BEE and Tax Clearance Certificate.
SUPPLIER REGISTRATION FORM
It is expected of tenderers who are not registered on the NBCRFLI’s accredited Supplier Database to register using the prescribed form. Once the form is completed it may be submitted together with the tender. The NBCRFLI reserves the right not to award tenders to tenderers who are not registered on the Database. /DECLARATION OF INTEREST
DECLARATION OF INTERESTS (KINSHIP, RELATIONSHIP WITH PERSONS EMPLOYED BY NBCRFLI)
In terms of the Procurement Policy, no person or persons employed by the NBCRFLI may be awarded a bid by the Council.
Any legal person, or persons having a kinship with persons employed by the NBCRFLI including a blood relationship, may make an offer in terms of any bid invitation. In view of possible allegations of favouritism, should a resulting bid or part thereof be awarded to persons connected with or related to an employee of the NBCRFLI, it is required that the bidder or his/her authorized representative declare his position vis-à-vis the evaluating authority and/or take an oath declaring his/her interest, where–
-the legal person on whose behalf this application signed, has a relationship with persons/a person who are/is involved with the evaluation of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarer acts and persons who are involved with the evaluation of the bid.
In order to give effect to the above, the following questionnaire shall be completed and submitted with the bid.
Do you, or any person have any relationship (family, friend, other) with a person employed with the NBCRFLI or its Administration and who may be involved with the evaluation, preparation and/or adjudication of bids?
Yes/No
If so, state particulars
Are you or any other person connected with this application, employed the NBCRFLI?
Yes/No
If so, state particulars
SIGNATURE OF DECLARER DATE
POSITION OF DECLARER NAME OF COMPANY OR APPLICANT
I/we, the undersigned (Print name/s) ______;Certify that the information as finished in this document is correct.
______
Signature/sDate
______
Designation
(Please initial all other pages of this document)
BID PRICE / OFFER
TO
NATIONAL BARGAINING COUNCIL FOR THE ROAD FREIGHT AND LOGISTICS INDUSTRY
FOR
EXTERNAL AUDIT SERVICES
Gentlemen,
Having examined the Specifications and all other documentation contained in the Enquiry document for the above named Services, we the undersigned, offer to carry out the whole of the said Services in conformity with the said Enquiry document, which includes all these documents for the sum of:
NOTE: REFER TO SUMMARY OF COSTS ATTACHED HERETO.
R………………………………… (Inwords)…………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
We undertake to commence the Services on receipt of the NBCRFLI's representative's instruction to commence.
We agree to abide by the terms and conditions of this Tender for a period of 90 days from the closing date and undertake that it will not be withdrawn and shall remain open for acceptance by you up to the expiration of the said 90 days.
Unless and until a formal Agreement is prepared and executed, this Tender, together with your written acceptance thereof, shall constitute a binding Agreement between us.
Dated this...……….. day of ……………… …….
Signature…………………….. in the capacity of …………………………...... ……
duly authorised to sign tenders for and on behalf of
………………………………………………………………..
SUMMARY OF FEES
Summary proposed fees. /SECTION C
EXTERNAL AUDIT SERVICES
CONDITIONS OF AGREEMENT
(Any resultant Service Level Agreement will be subject to NBCRFLI’s Conditions of Agreement)
SECTION D
EXTERNAL AUDIT SERVICES
SPECIFICATIONS
SPECIFICATIONS
BACKGROUND
NBCRFLI Services provided to the Road Freight and Logistics Industry:
The National Bargaining Council for the Road Freight and Logistics Industry (NBCRFLI) is governed by the Labour Relations Act of 1995, which allows for employer and employee organisations to establish a bargaining council for an industry and area. Through the Bargaining Council, trade unions and employer organisations are able to negotiate matters that are of mutual interest to the Road Freight and Logistics Industry. This approach allows for better regulation of matters which affect the industry as a whole, thereby enforcing minimum standards and conditions of employment within the Road Freight and Logistics Industry.
The NBCRFLI oversees the overall funds and benefits administration, compliance, enforcement and exemption of the various Collective Agreements that govern the NBCRFLI. This includes the following activities:
- Agreement Administration
- Funds Administration
- Enforcement
- Disputes Resolution
- Wellness Services
- NBCRFLI Health Plan
- Trucking Wellness
- Exemptions
SERVICES REQUIRED
The NBCRFLI requires services of a recognized audit firm for auditing of the NBCRFLI financial statements.The successful firm (“Auditor”) will be expected to conduct an external audit of NBCRFLI’s financial statements, books and records and financial circumstances for the 2016/17financial year and prepare an auditor’s report in respect thereof in accordance with generally accepted auditing standards.
The prospective firm will be required to present the audit strategy memorandum to the Audit and Risk Committee which should outline all the relevant timelines for the year in question. The Audit & Risk Committee is charged with the responsibility of reviewing the annual financial statements of the NBCRFLI prior to submission to the Council, and with receiving reports from the Auditor. The Committee meets approximately 4 times annually. The Auditor will be required to attend all meetings for the Audit & Risk meeting.
Details of the NBCRFLI and its functions can be found on the NBCRFLI website at
CRITERIA
General Requirements:
The submitted proposals must clearly demonstrate that they meet the following general requirements or they will be excluded from further consideration during the evaluation process:
- The firm’s proposal must be received at specified location before the specified closing time;
- The proposal must be in English;
- Audit firm staff must be able to comply with applicable codes of professional ethics concerning auditor independence; and
- Firm’s BBBEE rating.
Specific Requirements:
Proposals meeting all of the general requirements will be further evaluated against the specific requirements identified below, using the score weightings indicated.