Development of a grap-compliant asset register for khai-ma local municipality

Name: MR KGOMODIKAE LESERWANE

Title: Municipal Manager

Phone: 054‑9330040 / 44

Email: [email protected]

Address for tender submission: Khâi‑Mâ Municipality, Tender Box, 21 Nuwe Street, Pofadder, 8890.

• Obtain the tender documents from the municipality website (www.khaima.gov.za) or by emailing [email protected], [email protected] or [email protected] during business hours (08:00‑16:30) from 15 May 2026.
• Complete all required returnable schedules (MBD 2, 4, 6.1, 8, 9) and attach the supporting documents listed in Section 3 (Tax Compliance Pin, CSD registration, municipal bill or lease agreement, B‑BBEE certificate/affidavit, company profile, qualifications, methodology, financial statements, etc.).
• Use black ink, sign all pages and do NOT re‑type any part of the tender documents.
• Seal the completed tender in an envelope clearly marked “Tender KH33‑25/26 – PREPARATION OF GRAP COMPLAINT ASSET REGISTER”.
• Deliver the sealed envelope to the tender box at Khâi‑Mâ Municipal Offices, 21 Nuwe Street, Pofadder, before 10:00 hrs on 18 June 2026.
• Late, faxed or e‑mailed submissions will be rejected.
• Disqualification triggers include missing pages, unauthorised alterations, directors in state service, fraud/corruption convictions in the past 5 years, municipal rates in arrears >3 months, or failure to provide a valid Tax Compliance Pin.

• Bids are assessed in three stages:

1. Eligibility – compliance with mandatory documentation (CSD registration, tax pin, municipal bill, B‑BBEE, etc.).
2. Functionality – bidders must achieve at least 70 points out of 100 on the functionality criteria (Section 2.2). Failure = non‑responsive.
3. Preference points – for bids that pass stage 2, an 80/20 split is applied:

– 80 points: price (must be firm, inclusive of VAT and valid for 120 days).

– 10 points: HDI (B‑BBEE level of ownership).

– 10 points: locality.

• The lowest price is not automatically accepted; overall score determines award.
• All required MBD forms (preference points claim, declaration of interest, SCM practices, independent bid certificate) must be submitted for scoring.

Scope: Compile and maintain a GRAP‑compliant asset register for a 3‑year period covering all municipal assets (water, sewer, roads, storm‑water, solid waste, electricity, community assets, buildings, land, investment property, movable assets, etc.).

Deliverables include:

1. Panoramic street‑view imagery for baseline verification.
2. Full asset verification & condition assessment (photographic evidence, GIS integration).
3. Annual updates of remaining useful life, impairments, disposals and depreciation.
4. Work‑in‑Progress (WIP) identification and reconciliation with financial system.
5. Unbundling of newly completed assets with GIS data, cost, useful life and classification.
6. Software/database support and GIS maintenance.
7. Property register updates (PPE, investment, RDP properties).
8. Audit support throughout the contract.
9. Skills‑transfer training for municipal staff.

Key Performance Indicators: bi‑monthly progress reports, completed asset movement forms, milestone achievement per project plan.

The register must be system‑based (not spreadsheet) and produce financial, technical and asset‑summary reports compliant with MFMA, GRAP and mSCOA.

• Prices must be firm, inclusive of VAT and valid for 120 days from the closing date.
• No specific pricing format is prescribed in the extracted text; bidders should follow the format in the pricing schedule (Section 4).
• Payment will be made against verified project invoices and progress certificates as per the municipality’s standard payment procedures (see Section 5 – Payment).
• No bonds or guarantees are explicitly required in the available text.

• Register on the Central Supplier Database (CSD) and provide proof of registration.
• Submit a valid Tax Compliance Pin (SARS) for the entity (and each JV member if applicable).
• Provide a municipal rates/charges statement not older than 3 months or a lease agreement if no municipal account exists.
• Submit a certified B‑BBEE certificate or sworn affidavit indicating HDI level of ownership.
• Directors must not be in state service; the entity must have no fraud/corruption convictions or breaches of government contracts in the past 5 years.
• All supporting statutory documents (identity copies, CIPC registration, declaration of interest, SCM practices, independent bid certificate) must be attached.
• Failure to meet any of the above may result in disqualification.