Movable asset verification at orbit tvet college — central office, brits, mankwe and rustenburg campuses (12 to 24 months)

Purpose

• Appoint a credible service provider to produce an accurate and reliable GRAP 17 compliant asset register for the 2026 and 2027 audit periods.
• The contract runs for 24 months; the second-year extension depends on the auditor's outcome for the 2026 financial year.
• The provider must prepare the Property, Plant and Equipment disclosure notes in the annual financial statements in line with GRAP, the CET Act, the PFMA and National Treasury Regulations.
• The asset register must be free of qualifications from the external auditors.

Asset classes

• Movable buildings (part of other equipment in the accounting policies), training equipment, IT equipment, other equipment, furniture, motor vehicles, work in progress, and any other class required.

Sites and volumes

• Rustenburg Campus: 24,657 assets
• Central Office: 2,617 assets
• Brits Campus: 17,721 assets
• Mankwe Campus: 29,529 assets
• Total: 74,524 assets
• Central Office and Rustenburg Campus are treated as one site for quoting.

Delivery requirements

• Deliverables must be ready before the annual financial statements are submitted to the Auditor General on 31 January 2027 and 31 January 2028.
• The provider supplies all equipment, stationery, consumables, barcodes, staff, transport and accommodation.
• A fixed monthly fee per site applies, with assets verified once a month per site and all assets covered at least twice a year.
• Verification sheets must be signed off by the relevant site manager.
• A site must be verified within 22 working days, with final results within 10 working days after verification, plus an additional 10 working days on request during the audit period.
• Reports must include barcode number, description, serial number, fair value where applicable, location (building, floor, room number), photo evidence where requested, and condition based on a condition assessment framework.

• Tender issue date: 12 October 2026
• Closing date and time: 06 November 2026 at 11:00
• Compulsory briefing meeting: none
• Bid validity: 90 days from the closing date
• Deliverables due before submission of the annual financial statements to the Auditor General: 31 January 2027 (2026 financial period) and 31 January 2028 (2027 financial period)
• College December closure: 15 December 2025 to 2 January 2027 (as stated)

SCM enquiries (in writing)

• Contact: Mr C Chaauke
• Role: Supply Chain Manager
• Telephone: 014 597 5515
• Email: [email protected]

Technical enquiries (in writing)

• Contact: Mr M Sebaetse
• Role: Deputy Principal Finance
• Telephone: 014 576 5512
• Email: [email protected]

Submission address

ORBIT TVET College – Central Office

Cnr Bosch and Fatima Bhayat Street

Rustenburg

0299

Service delivery sites

• Central Office: Rustenburg, North West
• Rustenburg Campus: Rustenburg, North West
• Brits Campus: Brits, North West
• Mankwe Campus: Mogwase, North West

Note: No bid-related communication with any other College staff member is permitted.

Submission method

• Sealed envelope marked with the tender number and title, deposited in the tender box at the security gate.
• Delivery address: ORBIT TVET College – Central Office, Cnr Bosch and Fatima Bhayat Street, Rustenburg, 0299.
• Closing: 06 November 2026 at 11:00. Late bids are not accepted.
• Telephone and fax submissions are not accepted.
• Bids must be submitted on the official forms issued by the College; retyped forms are not accepted.
• Bid validity: 90 days from the closing date.

Returnable documents — an incomplete or unsigned form disqualifies the bid immediately

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.2 (Pricing Schedule – Professional Services): ceiling price, rates and phase costs.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with staff involved in adjudication.
• SBD 6.1 (Preference Points Claim): must be signed whether or not preference points are claimed.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• SBD 9 (Certificate of Independent Bid Determination): no collusion or price disclosure.
• Proof of CSD registration with the summary report.
• Valid tax compliance status PIN.
• CIPC or business ownership proof, proof of business address, certified directors' identity documents, and a certified B-BBEE certificate or sworn affidavit.
• The successful bidder must complete and sign SBD 7 (contract form).

Disqualification risks

• Any returnable form omitted or left unsigned.
• Bids received after the closing time.
• Counter offers, which nullify the offer.
• De-registered or blacklisted companies, including linked directors and owners.
• Any attempt to influence the adjudication process.
• Contacting College staff other than the two named enquiry contacts.

Stages

1. Functionality — minimum qualifying score 70/100; bids below this are disqualified.
2. Preference points — 80/20 system (Price 80, Specific Goals 20).

Functionality criteria (100 points)

• Similar GRAP asset register projects with contactable references not older than 3 years: 30 points (one reference letter 10, two 20, three 30).
• Team involvement in preparing a GRAP compliant asset register that received an unqualified opinion in an educational or related environment: 20 points.
• Prior preparation of a fixed asset register meeting GRAP disclosure requirements, with GRAP 17 knowledge and a template of a GRAP compliant asset register and reconciliation: 10 points.
• Work experience with external auditors, with an indication of the audit support provided: 10 points.
• Detailed work plan and transfer plan covering methodology, stages of completion with timeframes and due dates, and planned hours: 10 points.
• Registered auditing or asset management firm, scored on assets verified: under 5,000 = 2; 5,000–10,000 = 4; 10,000–30,000 = 6; 30,000–50,000 = 8; over 50,000 = 10.
• Team capacity: a CA(SA) leading the team, members with a B Com in Accounting/Auditing and at least 2 years' experience (CVs and appointment letters), and at least one member besides the partner with 5 or more years in accounting or audit: 30 points.

Specific goals (20 points)

• B-BBEE (maximum 5): Level 1 = 5; Level 2 = 2; Levels 3 to 8 = 1.
• North West locality (maximum 5): enterprise in a township or remote area within the local municipality where the services are required = 5; elsewhere in the North West but outside that local municipal area = 3; outside the North West = 0.
• HDI, youth, disability and women ownership (maximum 10, allocated by directors' shareholding): HDI 3; youth 3; people living with a disability 2 (medical report required); women 2.

Evidence required

• A list of GRAP compliant AFS projects completed in the past 3 years, with the audit opinion for each stated.
• Sufficient proof to justify each claimed point, including contactable references.
• Education sector exposure is advantageous.

Scope

• Produce an accurate, GRAP 17 compliant movable asset register for ORBIT TVET College and prepare the Property, Plant and Equipment disclosure notes for the 2026 and 2027 annual financial statements, free of external audit qualifications.
• The register and notes must comply with GRAP, the CET Act, the PFMA and National Treasury Regulations.

Sites and asset volumes

• Rustenburg Campus (Rustenburg): 24,657 assets
• Central Office (Rustenburg): 2,617 assets
• Brits Campus (Brits): 17,721 assets
• Mankwe Campus (Mogwase): 29,529 assets
• Total: 74,524 assets
• Central Office and Rustenburg Campus count as one site for quoting.

Asset classes

• Movable buildings (part of other equipment in the accounting policies), training equipment, IT equipment, other equipment, furniture, motor vehicles, work in progress, and any other class required.

Verification requirements

• Fixed monthly fee per site; assets verified once a month per site, with all assets covered at least twice a year.
• A site must be verified within 22 working days; final results within 10 working days after verification.
• An additional 10 working days must be available on request during the audit period for working papers.
• Verification sheets must be signed off by the relevant campus or unit manager.
• The service provider supplies all equipment, stationery, consumables, barcodes, staff, transport and accommodation.
• Barcodes must be standard aluminium of the same quality used by the College; assets without barcodes must be barcoded.

Reporting

• Minimum report content: barcode number, description, serial number, fair value where applicable, location (building, floor, room number), photo evidence where requested, and condition based on a condition assessment framework.
• Weekly electronic status reports covering venues verified, assets verified, assets without barcodes (with photos) and impaired assets (with photos).
• Final report in Excel per site plus a hardcopy file of verification reports signed by asset custodians.
• An asset management plan for the assignment and a proposal outlining the process and resources to be allocated.

Technical work

• Identify PPE, work in progress and impaired assets per GRAP; perform condition tests covering useful life and impairment; assign fair value to previously unrecorded assets.
• Review general ledger accounts for additions and update the asset register; check insurance records for write-offs and theft and confirm scrap notes.
• Prepare write-off items for movable assets not found during scanning; scrutinise reports and journalise where necessary.
• Balance infrastructure listings to actual expenditure; run and verify depreciation calculations; review remaining useful lives, residual values, depreciation methods and impairment.
• Perform physical asset counts with barcode scanners to confirm completeness and to derecognise assets that no longer exist or qualify.
• Scrutinise general ledger accounts, especially repairs and maintenance, to confirm PPE purchases were capitalised correctly.
• Complete calculations and general ledger entries for disposals and record movements on the asset register.
• Reconcile the asset register to the general ledger for cost and accumulated depreciation, and to the BMS asset module for GRAP 17 compliance.
• Prepare the PPE disclosure note and an audit file for the Auditor General, and provide audit support during the 2026 and 2027 audits.
• Assist the College to update its asset register on the ITS system.

Timeline

• All services must be delivered within 12 weeks of contract award.
• Deliverables must be ready before the annual financial statements are submitted to the Auditor General on 31 January 2027 and 31 January 2028.

PPE scope of work

• Review general ledger accounts for additions and update the asset register.
• Extract asset lists and verify the information.
• Check with insurance on assets written off or stolen and confirm all scrap notes are captured.
• Verify movable assets not found during scanning and prepare write-off items.
• Extract detailed reports, scrutinise for possible assets and journalise where necessary.
• Balance infrastructure listings to actual expenditure.
• Run depreciation calculations and verify their correctness.
• Review remaining useful lives, residual values, depreciation methods and impairment of assets.
• Perform condition assessments with useful life review and impairment reviews.
• Determine asset values and decide on actions where applicable.
• Perform physical asset counts with barcode scanners to confirm completeness and to derecognise assets that no longer exist or qualify as PPE.
• Scrutinise general ledger accounts, especially repairs and maintenance, to confirm PPE purchases were correctly allocated and capitalised.
• Complete calculations and general ledger entries for PPE disposals and record movements on the asset register.
• Reconcile the asset register to the general ledger for cost and accumulated depreciation, ensuring all additions and changes are recorded in both.
• Reconcile the asset register to the BMS asset module for GRAP 17 compliance.
• Prepare the PPE disclosure note in the annual financial statements and an audit file for the Auditor General.
• Provide audit support during the PPE audit.

Reference projects (30 points)

• Proof of similar GRAP asset register projects with contactable references not older than 3 years in similar GRAP environments.
• One reference letter = 10 points; two = 20 points; three = 30 points.

Asset verification track record (10 points)

• Registered auditing or asset management firm experience in verifying movable assets: under 5,000 = 2; 5,000–10,000 = 4; 10,000–30,000 = 6; 30,000–50,000 = 8; over 50,000 = 10.

Team qualifications (30 points)

• A registered Chartered Accountant (CA(SA)) must lead the team, with proof provided.
• Team members must hold a B Com in Accounting or Auditing with a minimum of 2 years' experience; CVs and appointment letters must be attached.
• At least one member besides the partner must have 5 or more years in the accounting or audit profession.

Additional evidence

• A list of GRAP compliant AFS projects completed in the past 3 years, with the audit opinion for each stated.
• A template of a GRAP compliant asset register and reconciliation.
• Evidence of audit support provided to external auditors.

SBD 3.2 (Pricing Schedule – Professional Services)

• A ceiling price must be stated for the total estimated time to complete all phases, including all expenses and all applicable taxes.
• Rates must be given per person and position, with hourly and daily rates; certified invoices are rendered on this basis.
• Costs must be broken down per project phase with the man-days to be spent.
• Travel expenses must be specified (rate per km, total km, class of travel); only actual costs are recoverable and proof must accompany certified invoices.
• Other expenses such as accommodation must be itemised by rate, quantity and amount, with proof accompanying invoices.
• Bidders must state the period required to commence the project after acceptance of the bid and the estimated man-days for completion.
• Bidders must state whether rates are firm for the full contract period; if not, the basis for adjustment (for example CPI) must be provided.

Pricing

• Price on SBD 3.2 (Pricing Schedule – Professional Services).
• A ceiling price must be indicated for the total estimated time to complete all phases, including all expenses and all applicable taxes.
• Quote per site, with Central Office and Rustenburg Campus treated as one site.
• A fixed monthly fee per site for monthly asset verification.
• Rates must be given per person and position (hourly and daily), and per project phase with cost and man-days.
• Travel expenses: only actual costs are recoverable and proof must accompany certified invoices.
• Other expenses such as accommodation must be itemised with rate, quantity and amount.
• Bidders must state whether rates are firm for the full contract period; if not, the basis of adjustment (for example CPI) must be given.
• All applicable taxes include VAT, PAYE, income tax, UIF and skills development levies.

Other financial terms

• Bid validity: 90 days from the closing date.
• No bid security is required.
• The College may request documentation proving the bidder's financial capacity.
• Penalties: 5% for missing the 30/31 January deadline for the complete asset register and financial statement notes; 5% for material adjustments needed after the 30/31 January submission; 5% for material misstatements identified by the external auditors after submission of the annual financial statements.

Mandatory eligibility

• Registered on the National Treasury Central Supplier Database, with the CSD summary report submitted.
• Valid tax compliance status with a SARS PIN.
• Valid proof of business ownership or CIPC certificate.
• Valid proof of business address: lease agreement or utility bill in the company name.
• Certified copies of directors' identity documents.
• Valid certified B-BBEE certificate or sworn affidavit to claim preference points, confirmed on SBD 6.1.
• A registered Chartered Accountant (CA(SA)) must lead the team, with proof provided.
• No bids from persons in the service of the state, companies with such directors, or close corporations with such members.
• De-registered or blacklisted companies, including linked directors, owners and individuals, are excluded; due diligence is conducted on successful bidders.

Certification of documents

• Copies must carry an original certification stamp.
• Copies of certified documents and certified copies of copies are not accepted.
• Certification must be dated and not older than three months.

B-bbee

• A B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• Preference points for B-BBEE: Level 1 = 5; Level 2 = 2; Levels 3 to 8 = 1.

Timelines

• Assets must be verified once a month per site, covering all assets at least twice a year.
• A site must be verified within 22 working days, with final results within 10 working days after verification.
• An additional 10 working days must be allocated on request during the audit period for working papers.
• Verification sheets must be signed off by the relevant campus or unit manager.

Contract terms

• Services must be delivered within the agreed dates from the day of award.
• Contract period is 24 months; the second-year extension depends on the auditor's outcome.
• The appointed bidder must comply with COVID-19 regulations applicable to audit readiness services.
• The College may terminate the contract on one month's written notice.
• The College may request documentation proving the bidder's financial capacity.
• A list of GRAP compliant AFS projects completed in the past 3 years must be submitted, with audit opinions stated.
• The College may amend the specification before closing, award the whole or part of the bid to one or more providers, cancel the bid, or adjust quantities before award.
• Telephone and fax submissions are not accepted.
• Any attempt to influence the adjudication process disqualifies the entire bid.

Penalties

• 5% for missing the 30/31 January deadline for the complete asset register and financial statement notes.
• 5% for material adjustments required to the asset register or notes after the 30/31 January submission.
• 5% for material misstatements identified by the external auditors after submission of the annual financial statements.

Other

• Enquiries must be made in writing.
• Bid documents may be downloaded from www.etenders.gov.za.
• Blacklisted companies on the National Treasury database are prohibited from doing business with public entities and are disqualified.

Services required

• Identify Property, Plant and Equipment, work in progress and impaired assets as defined by GRAP.
• Perform condition tests covering useful life and possible impairment, using an appropriate methodology.
• Assign fair value to assets not previously recorded on the fixed asset register.
• Barcode assets that have no barcode, using standard aluminium barcodes of the same quality as the College's.
• Provide inventory lists per location with descriptions and barcodes.
• Describe assets found without barcodes, with location and photographic evidence supplied electronically.
• Provide detailed information on impaired assets with photographic evidence in electronic format.
• Submit weekly electronic status reports covering venues verified, assets verified, assets without barcodes (with photos) and impaired assets (with photos).
• Deliver the final report in Excel per site plus a hardcopy file of verification reports signed by asset custodians.
• Submit a proposed asset management plan for the assignment and a proposal outlining the process and resources to be allocated.
• Reconcile the finalised asset register to the general ledger PPE accounts and assist the College to update its asset register on the ITS system.
• Prepare the PPE disclosure note in the annual financial statements in line with GRAP 17.
• Provide audit support during the 2026 and 2027 financial period audits.

PPE scope of work

• Review general ledger accounts for additions and update the asset register; extract and verify asset lists.
• Check with insurance on assets written off or stolen and confirm scrap notes are captured.
• Verify movable assets not found during scanning and prepare write-off items.
• Extract detailed reports, scrutinise for possible assets and journalise where necessary.
• Balance infrastructure listings to actual expenditure.
• Run depreciation calculations and verify their correctness; review remaining useful lives, residual values, depreciation methods and impairment.
• Perform condition assessments with useful life review and impairment reviews.
• Perform physical asset counts with barcode scanners to confirm completeness and to derecognise assets that no longer exist or qualify.
• Scrutinise general ledger accounts, especially repairs and maintenance, to confirm PPE purchases were correctly allocated and capitalised.
• Complete calculations and general ledger entries for disposals and record movements on the asset register.
• Reconcile the asset register to the general ledger for cost and accumulated depreciation, and to the BMS asset module for GRAP 17 compliance.
• Prepare the PPE disclosure note and an audit file for the Auditor General, and provide audit support.

Statutory non-technical mandatory requirements

• Valid proof of business ownership or CIPC certificate.
• Valid tax compliance status with a SARS PIN.
• Registration on the National Treasury Central Supplier Database, with the summary report submitted.
• A registered Chartered Accountant (CA(SA)) must lead the team, with proof provided.
• Valid proof of business address: lease agreement or utility bill in the company name.
• Valid certified copies of directors' identity documents.
• Valid certified B-BBEE certificate or sworn affidavit to claim preference points, confirmed by completing SBD 6.1.

Certification of documents

• Copies must carry an original certification stamp.
• Copies of certified documents and certified copies of copies are not accepted.
• Certification must be dated and not older than three months.

Evaluation stages

• Functionality is assessed first, with a minimum qualifying score of 70 points; bids below this are disqualified.
• Qualifying bids are evaluated on the 80/20 preference point system: Price 80 points, Specific Goals 20 points, total 100.

Functionality criteria (100 points)

• Similar GRAP asset register projects with contactable references not older than 3 years in similar GRAP environments: 30 points (one reference letter 10, two 20, three 30).
• Team involvement in a GRAP compliant asset register that received an unqualified opinion in an educational or related environment: 20 points.
• Prior fixed asset register work meeting GRAP disclosure requirements, with GRAP 17 knowledge and a template of a GRAP compliant asset register and reconciliation: 10 points.
• Work experience with external auditors, with audit support indicated: 10 points.
• Detailed work plan and transfer plan covering methodology, stages of completion with timeframes and due dates, and planned hours: 10 points.
• Registered auditing or asset management firm, scored on assets verified: under 5,000 = 2; 5,000–10,000 = 4; 10,000–30,000 = 6; 30,000–50,000 = 8; over 50,000 = 10.
• Team capacity: CA(SA) leading the team, members with a B Com in Accounting/Auditing and at least 2 years' experience, and at least one member besides the partner with 5 or more years in accounting or audit: 30 points.

Evidence

• Bidders must provide sufficient proof to justify each claimed point, including contactable references.
• A list of GRAP compliant AFS projects completed in the past 3 years must be submitted, with the audit opinion for each stated.
• Education sector exposure is advantageous.