Annual Financial Statement Preparation Services

The Afrikaans Language Museum and Monument (ATM) in Paarl, a Schedule 3A public entity under the Public Finance Management Act (PFMA), is inviting quotations for professional financial reporting services. The appointed service provider will prepare the ATM's complete annual financial statements, including all relevant notes and supporting documentation, for the financial year ending 31 March. The contract runs for three years from the date of appointment, subject to availability of funds, satisfactory performance and annual performance evaluations. Any extension requires a written agreement. The ATM currently uses Sage Pastel Accounting V19.

The scope covers the full year-end reporting cycle. The service provider must assist with year-end journals where necessary, review financial information and source documents for accuracy and completeness, and identify and report possible discrepancies. It must prepare all financial statements and notes so that they comply with GRAP standards, the PFMA and Treasury Regulations, and provide all calculations and working papers. The provider must also support internal and external audits by making working papers available, answering audit queries, making post-audit corrections and addressing audit findings. Software must be a programme such as CaseWare or Draftworx, kept current with the latest GRAP standards, and the preparer must be trained in its use. Fees are fixed for the contract period and must include normal administrative and software-related costs. Any additional costs require the ATM's prior written approval.

Bidders must meet strict minimum requirements. These include at least five years of proven experience preparing annual financial statements, experience with public entities or similar institutions, and experience preparing working papers for audit purposes. Bidders must also supply at least three contactable references for similar work in the past five years, make suitably qualified personnel available, and submit CVs for key personnel. Mandatory documents include a CSD registration number, an original valid SARS tax clearance certificate, an original valid B-BBEE certificate, certified company registration documents and signed SBD forms. Failure to submit these results in immediate disqualification. Prices must include VAT where applicable and remain valid for 60 days from the closing date. Evaluation is 80/20 on price and B-BBEE preference, and quotations must include a 12-month written warranty. Penalties apply: if external auditors identify material errors caused by non-compliance with GRAP standards, a penalty of 10% of the total quoted price applies, and the provider must correct such errors at no additional cost. Submission deadlines are provisional and include a first draft for internal auditors on 11 May, a third draft for external auditors on 30 May, and final financial statements on 15 July. Quotations close on 4 December 2026 at 11:00 at the Historium Building, 11 Pastorie Avenue, Paarl. Enquiries about the bidding process and CSD should go to Fabian Ontong (fin.assist@taalmuseum.co.za), and technical enquiries to Tania Laing (finbestuur@taalmuseum.co.za), both on 021 872 3441.

For the right provider, this is a stable, multi-year public-sector engagement that offers a clear and repeatable scope. It suits firms that want to build a long-term relationship with a public entity and demonstrate specialist GRAP and audit-readiness expertise. The ATM also emphasises accuracy, timeliness and audit responsiveness, so providers with a strong track record in these areas are well positioned to win and retain the contract.