Preparation and updating of grap compliant fixed assets register (24‑month service)

SCM/Procurement enquiries: K.H Masemola (Manager SCM), Tel: 013 262 3056, Email: [email protected]. Technical enquiries: M.C Tjiane (Manager: Assets), Tel: 013 262 3056, Email: [email protected]. Submission address: Bid Box No. 3, 2nd Grobler Avenue, Elias Motsoaledi Local Municipality, Main Offices, Groblersdal, 0470. Postal address: P.O. Box 48, Groblersdal, 0470.

Submit bids in a sealed envelope to Bid Box No. 3 at 2nd Grobler Avenue, Elias Motsoaledi Local Municipality, Main Offices, Groblersdal by 22 May 2026 at 11h00. Envelopes must be clearly marked with tender number, title, and closing date. \n\nRequired actions: \n- Use only official bid documentation provided by the municipality. Do not re-type forms. \n- Sign all pages and alterations in black ink (not initials). \n- Deposit in the correct bid box; incorrect boxes will disqualify the bid. \n- No mailed, faxed, emailed, or late bids accepted. \n- Offer must remain valid for 90 days from closing date. \n- Bids must include all compulsory returnable documents listed in the tender. \n\nDisqualification risks: \n- Missing or incomplete MBD Forms (1, 4, 6.1, 8, 9). \n- Failure to attach detailed CSD registration report (not summary). \n- Missing valid company registration certificate, COIDA letter of good standing, or CIPC abridged certificate (if applicable). \n- Unsigned pages or alterations. \n- Non-compliance with tax obligations (TCS PIN or CSD number required). \n- Bidders in the service of the state or with directors/shareholders in the service of the state are ineligible. \n\nBid box operating hours: Monday-Thursday 07h30-16h30, Friday 07h30-16h00. Tender documents can be obtained from the Cashiers Office at the same address for R1000 (non-refundable) or downloaded for free from the e-Tender Portal.

Evaluation occurs in two phases: \n\nPhase 1: Functionality (Minimum 70 points required to proceed) \n- Company Experience (40 points max): \n

• 1-2 appointment letters + signed/stamped reference letters from public entities = 20 points. \n
• 3+ appointment letters + signed/stamped reference letters = 40 points. \n
• Attach audited financial statements from public entities. \n- Key Personnel (50 points max): \n
• Project Leader: Honours/Higher in Financial Accounting + 8 years experience = 10 points; Degree/B-Tech + 5-7 years = 5 points; National Diploma + 3-4 years = 3 points. \n
• Civil Engineer: B-Tech/Higher + 8 years (ECSA registered) = 20 points; N. Dip + 5-7 years (ECSA) = 10 points; N. Dip + 3-4 years (ECSA) = 5 points. \n
• Electrical Engineer: B-Tech/Higher + 8 years (ECSA) = 10 points; N. Dip + 5-7 years (ECSA) = 5 points; N. Dip + 3-4 years (ECSA) = 3 points. \n
• Environmental Scientist: B-Tech/Higher + 8 years = 10 points; N. Dip + 5-7 years = 5 points; N. Dip + 3-4 years = 3 points. \n- Project Technology (10 points max): Proof of ownership/lease for handheld GPS devices capable of online/offline asset verification. \n\nPhase 2: Price and Preferential Points (80/20 system) \n- Price = 80 points (lowest acceptable tender scores highest). \n- Specific Goals = 20 points: \n
• Locality: Elias Motsoaledi LM = 10; Sekhukhune District = 6; Limpopo Province = 4; RSA = 2. \n
• 51%+ Black-owned company = 10 points. \n\nTotal possible points: 100. Bidders must score ≥70 in Phase 1 to qualify for Phase 2. The municipality reserves the right to reject any tender or accept part of it.

Scope: Preparation and updating of a GRAP-compliant Fixed Assets Register for 24 months. \n\nKey deliverables: \n- Review and compile Fixed Asset Register as at 30 June annually. \n- Physical identification/verification of all immovable assets (land, buildings, infrastructure) owned by the municipality. Roads and roadside assets must be physically verified each reporting period; desktop/aerial/GIS verification not accepted. \n- Provide GIS shape files of all physical immovable assets. \n- Verify underground municipal assets (stormwater, electrical cables) and provide infrastructure network maps. \n- Conduct physical condition assessments of all municipal assets and review impairment reports (methodology, calculations). \n- Supply asset verification system + handheld devices with GPS and barcode scanning capabilities. \n- Compile list of missing/unverified assets, recommend adjustments (de-recognition) and journals. \n- Prepare investigation reports on missing/unverifiable assets. \n- Train municipal officials and transfer skills throughout the contract. \n- Develop and present methodology documentation. \n- Assist with audit finding responses (current and prior year). \n- Assess landfill sites and compile Landfill Closure Rehabilitation reports per reporting period. \n\nBill of Quantities includes: \n- Infrastructure verification (electricity network, roads, stormwater, WIP). \n- Property register (land, buildings, structures survey/verification, deeds reconciliation). \n- Financial reviews (PPE, INVPROP, Heritage, Intangible Assets). \n- Audit support (register-to-floor, floor-to-register verification, onsite resources). \n- Landfill site provision calculations. \n- Asset verification software and handheld devices.

Pricing must be submitted in the official bid documentation. Include VAT @15%. Grand total price must be clearly stated. \n\nPayment terms and guarantees: Not explicitly specified in the document. \n\nBid validity: Offers must remain valid for 90 days from the closing date (22 May 2026). \n\nTender document fee: R1000 (non-refundable) if collected from the municipality; free if downloaded from the e-Tender Portal.

Mandatory compliance: \n- Central Supplier Database (CSD) registration (detailed report required, not summary). CSD number must be provided if no Tax Compliance Status (TCS) certificate is available. \n- Valid company registration certificate (CIPC). \n- Tax Compliance: Submit TCS PIN or CSD number. Foreign suppliers must complete pre-award questionnaire. \n- COIDA letter of good standing from the Department of Labour or accredited company. \n- CIPC Abridged Certificate for Annual Returns (if in business >12 months). \n- Original certified copies of directors' IDs (certification <6 months old). \n- SAICA certificates for all shareholders. \n- Proof of municipal rates/taxes or service charges compliance (company and directors): \n

• Not in arrears >90 days, OR \n
• Confirmation from municipality if rates not levied, OR \n
• Signed lease agreement + municipal rates in lessor's name. \n- MBD Forms (1, 4, 6.1, 8, 9) fully completed and signed in black ink. \n- Company profile with client details, services, award amounts, and contact information. \n- Joint Ventures/Consortia: Formal agreement signed by all parties; all above requirements apply to each entity. \n\nDisqualification: \n- Failure to meet any mandatory requirement. \n- Persons in the service of the state (or their directors/shareholders) are ineligible. \n- Bidders listed on National Treasury’s Database of Restricted Suppliers or Register for Tender Defaulters. \n- Conviction for fraud/corruption in the past 5 years. \n- Municipal rates/taxes in arrears >90 days. \n- Past contract terminations due to non-performance. \n\nB-BBEE: Preferential points (20) awarded for locality and 51%+ Black ownership as per the 80/20 system.