MuniLinkAudit evidence readiness
SCM checklist Book a 20-minute call (opens in a new tab)

How we work, in full.

The whole method on one page: what we look at, what you get, how your files are handled, what we will not do, and how your supply chain unit can appoint us. Nothing here is hidden until a sales call.

Request a walk-through Read the 24-item checklist

Prefer to talk first? Book a 20-minute call (opens in a new tab).

Four steps, each one written down.

We start small, on one workflow, and you decide after each step whether to go further.

  1. 01

    Walk-through

    A short session with your CFO or SCM manager, on site or on Teams. We agree one workflow, the files in the sample and what good looks like by your next audit milestone. It is free and needs no order.

    You get: a written scope your SCM unit can use to raise a quote
  2. 02

    Diagnostic

    On your premises, we walk each file in the sample against the 24 items auditors test, with one of your officials who knows where things are kept. Each gap points to the document that should be there.

    You get: an evidence map and a written gap list
  3. 03

    Fix

    Your officials close the gaps in priority order, with our help to trace, request and file what is missing. Every item has an owner role, a reviewer and a target date. We never create or back-date a document: a gap stays a gap until the real record is found.

    You get: a prioritised fix list and a tracker your team keeps
  4. 04

    Upkeep

    We hand over the checklist, tracker and filing conventions so your staff carry on without us. If you want a periodic check before each audit season, that is quoted separately. Nothing renews automatically.

    You get: your own team running the method

Steps 2 to 4 are paid work, quoted in writing and appointed through your own SCM process.

What we look at in an award file.

The same 24 items on our free checklist, grouped by stage. Each one cites the regulation it comes from.

High risk means a missing record usually leads to an audit finding, because the award can be irregular or unauditable. Medium risk means a compliance or record-keeping gap. Ratings are MuniLink’s reading of the regulations and AGSA findings, not an AGSA scale.

Planning

  1. 01
    Need approved Medium risk
  2. 02
    Specification approved by the Bid Specification Committee High risk
  3. 03
    Budget confirmed High risk
  4. 04
    Committee members’ declarations of interest High risk

Advert and bids

  1. 05
    Advert and minimum advertising period High risk
  2. 06
    Bid opening register High risk

Bidder compliance

  1. 07
    CSD report High risk
  2. 08
    Tax compliance status High risk
  3. 09
    MBD 4 declaration of interest High risk
  4. 10
    MBD 6.1 preference points claim Medium risk
  5. 11
    MBD 8 past supply chain practices Medium risk
  6. 12
    MBD 9 independent bid determination Medium risk
  7. 13
    B-BBEE or specific-goals proof Medium risk
  8. 14
    CIDB grading High risk
  9. 15
    Municipal accounts not in arrears Medium risk

Evaluation and award

  1. 16
    Bid Evaluation Committee report High risk
  2. 17
    Bid Adjudication Committee minutes High risk
  3. 18
    Delegated approval High risk

Contract and close-out

  1. 19
    Award letter Medium risk
  2. 20
    Signed contract or SLA High risk
  3. 21
    Unsuccessful bidders notified Medium risk
  4. 22
    Award published Medium risk

Deviation

  1. 23
    Reg 36 reasons recorded and approved High risk
  2. 24
    Deviation reported to council High risk

See all 24 items with the evidence to keep and the regulation behind each

Contract registers get the same treatment: cut-off, commitments, contract terms and month-to-month arrangements.

What an evidence map looks like.

One row per file, one column per stage. Your team sees at a glance which files are ready and where each gap sits.

SAMPLE evidence map: five fictional award files at Sample Local Municipality
Award filePlanning items 1 to 4Advert and bids items 5, 6Bidder compliance items 7 to 15Evaluation and award items 16 to 18Contract and close-out items 19 to 22Deviation items 23, 24Gaps
SAMPLE-RFQ-014Office furnitureOn fileOn fileOn fileOn fileOn fileNot applicable0
SAMPLE-BID-022Road resealingGapitem 4: one member's declaration missingOn fileIncompleteitem 7: CSD report undatedOn fileOn fileNot applicable2
SAMPLE-BID-031Security servicesOn fileGapitem 5: advert dates not on fileOn fileOn fileGapitem 20: SLA signed after start dateNot applicable2
SAMPLE-RFQ-047Printing and stationeryIncompleteitem 3: budget confirmation unsignedOn fileOn fileOn fileOn fileNot applicable1
SAMPLE-DEV-005Emergency pump repairOn fileNot applicableOn fileOn fileOn fileGapitem 24: no council report of the deviation1
Guidance only, not an audit opinion. Every gap in a real map points to the document that should be on file and the official who keeps it. The map stays with your municipality.

How files and data are handled.

Procurement files hold personal information about suppliers and officials. We treat them that way.

  • Files stay on your premisesWe work on site, in a room your SCM unit chooses. Award files and records stay on your premises; we do not take files or copies away.
  • SAMPLE data everywhere elseBefore an engagement, in demos and on this website, we use only fictional SAMPLE data.
  • A POPIA agreement before we startYour municipality stays the responsible party under POPIA and MuniLink acts as operator, under a written data-handling agreement: purpose limited to the engagement, minimum access, security safeguards and breach notification.
  • Notes without personal informationOur working notes record file references, checklist items and gaps, not the contents of documents. They are returned or destroyed at close-out, confirmed in writing.
  • No outside tools without consentNo municipal records or personal information go into third-party software, including AI services, without your written consent. Our free checkers are built to run offline in a browser.
  • A person signs offSoftware helps us work faster. A person does the work, checks every finding in the actual file and signs it off.

What we don't do.

Knowing the limits up front saves everyone a meeting.

  • We are not auditors

    We do not give an audit opinion or assurance, and we have no role in the Auditor-General's audit.

  • We don't promise outcomes

    The Auditor-General forms its own opinion. We make evidence easier to find; we do not promise what the audit will say.

  • We don't take files off your premises

    Files and copies stay with your municipality.

  • We don't sit on bid committees

    We do not draft final specifications, evaluate bidders or recommend awards.

  • We don't create documents

    We never create, alter or back-date a record. A missing document is recorded as missing.

  • We don't skip your SCM process

    No work before an official order, no deviations, and never splitting a requirement to stay under a threshold.

How to appoint us.

Through your normal SCM process. Your supply chain unit decides the route; our job is to make the paperwork easy to evaluate.

  1. Walk-through and written scopeFree. You get a scope with the number of files, focus area, deliverables and dates.
  2. Your SCM unit picks the routeFormal written price quotations or competitive bidding, depending on the value and your council's SCM policy. The ranges are set in regulation 12 of the Municipal Supply Chain Management Regulations and differ for local, district and metropolitan municipalities.
  3. We respond with a fixed written quoteWith a dated CSD summary report, a tax compliance status PIN, a B-BBEE sworn affidavit where specific goals apply, and the MBD forms your request asks for (such as MBD 4, 8 and 9).
  4. Work starts on an official orderNo deposit. Invoices follow the milestones in the quote, after each one is delivered.

We never split a requirement to stay under a threshold (regulation 12(3)). Prices appear only in the formal quotation.

Questions buyers ask first.

Plain answers. If yours is not here, ask it in the form below.

What does MuniLink actually do?

We help municipalities get their audit evidence in order before the auditors ask for it: supply chain award files, contract registers, and the records and approvals behind them. We walk a sample of files with your team, map what is there and what is missing, and help your staff close the gaps.

Do our files leave the municipality?

No. Award files and records stay on your premises. We work on site, in a room your SCM unit chooses. Before an engagement, and in anything we show publicly, we use only fictional SAMPLE data.

Is this an AI product?

No. MuniLink is a service, and a person does the work and signs it off. We use software tools to work faster, for example to spot a missing date in a contract register, but every finding is checked in the actual file by a person. No municipal records go into outside AI services without your written consent.

How do we appoint you?

Through your normal SCM process. After a free walk-through we send a written scope. Your SCM unit decides the procurement route and requests a quote; we respond with a fixed written quote and the compliance documents it asks for. Work starts on an official order.

Are you on the Central Supplier Database?

Every quote comes with a dated CSD summary report, because municipalities may only appoint CSD-registered suppliers. MuniLink is completing its company and CSD registration, and we will not ask you to appoint us before it is in place.

Will this get us a clean audit?

We can't promise that, and nobody honestly can. The Auditor-General forms its own opinion. What we can do is make sure the evidence for your decisions is on file and easy to find, so findings caused by missing paperwork are less likely.

How long does it take, and how much of our staff's time?

It depends on the number of files and the focus area, and the written scope gives a date for each milestone before you commit. From your side: a short kickoff, one official to help us find files on the days we are on site, and a findings walk-through at the end.

Who else have you worked with?

We are early-stage, and we would rather say so plainly: we do not yet have a completed municipal engagement to point to, and we never name clients publicly. What we can show is the method on this page, the sourced checklist, our free tools on SAMPLE data, and a small first piece of work you can judge for yourself.

What does it cost?

We give a fixed written quote after a walk-through, once we know the number of files and the focus area. The price goes only in the formal quotation through your SCM process.

What don't you do?

We are not auditors and do not give an audit opinion. We don't prepare financial statements, make accounting judgements, sit on bid committees, evaluate bidders or take files off your premises, and we don't promise an audit outcome.

Request a walk-through

Tell us what your SCM unit would need to raise a quote. We reply by email within two working days with suggested dates. The walk-through is free and commits you to nothing.

Roughly how many files you would like looked at.

Or email munilink.agency@gmail.com, or book a 20-minute call (opens in a new tab).