Asset management system implementation and fixed asset register review for kareeberg municipality

Enquiries – Ms Jonita (or JP) Jack

Phone: (053) 382 3012

Address for tender submission: SCM Tender Box, 10 Hanau Street, Carnarvon, 8925

• Bids must be submitted in the original tender documents, placed in a sealed envelope clearly marked with the tender number, title and closing date.
• Envelope must be deposited in the SCM Tender Box at Kareeberg Municipality, 10 Hanau Street, Carnarvon, 8925, no later than 12:00 on 10 April 2026.
• Late bids, or bids submitted by e‑mail or fax, will not be accepted under any circumstances.
• Bids remain irrevocably open for acceptance for a period of 150 days after the closing date.
• All required returnable forms (MBD1‑MBD9, preference points claim form, tax clearance certificate, CSD number, B‑BBEE verification) must be completed and signed.
• Failure to provide any mandatory returnable (e.g., tax clearance certificate, B‑BBEE proof) will result in disqualification.
• Bidders must sign the contract form (MBD7) and attach any required annexures (project plan, team qualifications, system specifications).

• Evaluation follows the Preferential Procurement Regulations 2017 (80/20 system as the estimated value is below R50 million).
• Total points = 100 (Price 80 points, B‑BBEE status 20 points).

– Price points are calculated using the formula: Ps = 80 × (1 – (Bid Price – Lowest Acceptable Price) / Lowest Acceptable Price).

– B‑BBEE points are awarded according to the status level table (Level 1 = 10 points, Level 2 = 9 points, … Level 8 = 1 point). Maximum B‑BBEE points are 20 (10 for status, 10 for locality – 7 points for registration in KBM, 3 points for Northern Cape registration).

• Bidders must submit a valid B‑BBEE verification certificate or sworn affidavit; otherwise no B‑BBEE points are awarded.
• Preference points may be verified at any stage and the municipality may request additional proof.
• The contract will be awarded to the bidder with the highest total points; the municipality is not bound to accept the lowest price.

Scope of work includes:

1. Implementation of an Asset Management System (AMS) that is GRAP/MSCOA compliant, locally hosted in South Africa, with authentication, API integration, offline mobile capability, GIS mapping, analytics, notifications and document upload.

2. Project methodology, detailed project plan with milestones, and access for the municipality’s steering committee to the project management system.

3. Provide qualified project team details (role, qualifications, experience, hours and rates) and proof of hours spent.

4. Conduct system training for asset managers, technical managers, accountants, custodians, supply‑chain and repair & maintenance staff.

5. Provide on‑site and help‑desk support during the contract period and manage all system upgrades.

6. Deliverables for the Fixed Asset Register:

– Update and maintain asset hierarchy for all classes, including servitudes.

– Annual review of asset‑management policies.

– Maintain Work‑In‑Progress register and componentize completed capital projects.

– Physical verification, condition assessment, GPS coordinates, impairment testing and reconciliation to the general ledger.

– Calculate depreciation, provisions and impairments per GRAP standards.

– Produce a GRAP‑compliant Fixed Asset Register reconciled to the ledger for 2025/26‑2026/27.

– Assist with audit queries and provide skill‑transfer reports monthly.

– Provide actuarial measurement for landfill site valuation (engineer input required).

• Bids must be submitted with a firm, VAT‑inclusive price; the price must be valid for 150 days after closing.
• Performance security (bank guarantee, irrevocable letter of credit or certified cheque) to be furnished within 30 days of contract award as specified in the Special Conditions of Contract.
• Payment terms: invoices submitted with delivery note; payment made within 30 days of receipt of a valid invoice.
• Pricing format: monthly or annual user/platform fee per the AMS pricing schedule; any discounts must be clearly indicated as conditional or unconditional.
• No additional fees for pre‑bidding testing; all testing costs are borne by the supplier unless the contract specifies otherwise.

• Tax compliance: valid Tax Clearance Certificate (TCC) or SARS PIN must be submitted; each consortium/joint‑venture member must provide its own certificate.
• Central Supplier Database (CSD) number must be provided if no TCC is available.
• B‑BBEE: minimum level 1 (10 points) required for preference points; verification certificate or sworn affidavit must be attached.
• Municipal rates and taxes must be up to date; bidders in arrears will be disqualified.
• All bidders must be registered on the CSD and must not be persons in the service of the State.
• Required registrations: CIPC company registration, VAT registration, and any professional licences relevant to the service (e.g., accounting or engineering where applicable).