Free State Gambling Authority Request for Quotation: Asset Management System

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Free State

Closing Date: 21 May 2026
Closing Time: 11:00 AM

Quotation Procedure Enquiries: Matsebeletso Kopi, Telephone: (051) 404 0300, Email: [email protected]
Technical Enquiries: Xolile Ndayi, Telephone: (051) 404 0300, Email: [email protected]
Submission Address: Free State Gambling, Liquor and Tourism Authority, 85 Cnr Henry & Markgraaff Street, Westdene, Bloemfontein, 9300
General Enquiries: Email: [email protected], Tel: (051) 404 0300, Fax: (051) 404 0322

Submit your quotation by 21 May 2026 at 11:00 AM to the quotation box at: Free State Gambling, Liquor and Tourism Authority, 85 Cnr Henry & Markgraaff Street, Westdene, Bloemfontein, 9300.
Use only the official forms provided (do not re-type). Submissions on company letterhead must be signed by an authorized representative.
Late submissions will be rejected. Quotations must remain valid for 30 days (extensions may be requested).
Include the completed and signed SBD 4 (Declaration of Interest) with your submission. Failure to comply with any requirement may invalidate your bid.

Functionality/Technical Evaluation (Minimum 75% required to qualify):
Experience: Points awarded for reference letters from previous clients (0 points for no projects, 20 for 1-3 projects, 40 for 4-7 projects, 60 for 8+ projects). References must be for Asset Management Systems, technical accounting (IFRS/GRAP), or IT systems, and not older than 8 years.
Project and Implementation Plan: Points for detailed plans covering implementation approach, data import strategy, change management, training, testing, and support strategy (0 for poor, 20 for average, 40 for excellent).
Preference Points (80/20 or 90/10 system):
Specific goals include B-BBEE status (submit certified certificate or sworn affidavit for EMEs/QSEs), woman-owned, youth-owned (18-35 years), people with disabilities, and Free State-based companies (proof: municipal account, lease, title deeds, or ward councillor letter).
Complete SBD 6.1 (Paragraph 4) and SBD 6.2/Annexure C for local content to claim points. Failure to do so will result in no points awarded.
General Requirements:
Must be tax-compliant (TCS PIN or CSD number required).
No bids accepted from state employees or entities with state-employed directors/members.

Scope: Supply, implement, and maintain an Automated Asset Management System (AMS) for 5 years (extendable by 12 months). Includes migrating the current Excel asset register to the new system.
System Requirements:
Compliance with GRAP standards for asset management.
Automatic depreciation based on original/revised useful life, with detection of assets nearing full depreciation.
Support for asset reinstatement, adjustments (cost/useful life), reclassification, and physical count entries (via scanners).
Restrict edits/updates to authorized officials only. Provide full audit trails.
Track asset movements (location/official transfers) and disposals, with relevant reports.
Generate reconciliation reports (total cost, additions, disposals, adjustments, accumulated depreciation, impairment, reinstatement, net book value).
Handle impairment of assets.
Compatibility: Must integrate with SAGE Evolution (latest), Microsoft SQL Server (latest), Microsoft 365, and Windows OS.
Licenses: 6 licenses required (1 for ICT, 3 for asset management, 2 view-only for auditors). Bidder must specify if additional licenses are needed for integration.
Non-Functional Requirements: 98% uptime (24/7), fast response times, low resource usage, and high data transmission speeds.
Reporting: Standard and customizable reports, dashboards, and automated alerts for exceptions/critical actions.
Vendor Requirements:
Minimum 3 years’ experience in AMS implementation. Must be the owner or accredited partner of the proposed system.
Provide reference letters (scope, impact, value, contact details) for similar projects completed in the last 8 years.
Submit a detailed implementation plan (project approach, data import, change management, training, testing, hosting options, legislative compliance).
Propose a support strategy (remote/on-premise, after-hours, holidays, escalation procedures) and a training/knowledge transfer plan for FSGLTA’s ICT and asset management teams.

Quotations must be valid for 30 days (extensions may be requested).
Pricing must be competitive; overpriced quotations may be rejected. If no fair market price is obtained, negotiations may occur.
Quotations are subject to Special Conditions of Contract (SCC) and General Conditions of Contract (GCC).
Successful bidder may need to sign a written contract (SBD7).
Payment terms: Invoices must be submitted with delivery notes; payments will be made within 30 days of invoice submission.

Tax Compliance: Submit Tax Compliance Status (TCS) PIN (via SARS e-filing) or a printed TCS certificate. For consortia/joint ventures, each party must submit separate TCS/CSD proof. If no TCS is available, provide CSD number.
Central Supplier Database (CSD): Tax compliance and company registration details (including shareholder IDs) will be verified via CSD. Ensure your CSD profile is up to date.
B-BBEE: Non-EME/QSE companies must submit an original or certified B-BBEE Status Level Verification Certificate. EMEs/QSEs must submit a fully completed and signed sworn affidavit (attested by a Commissioner of Oaths).
Specific Goals for Preference Points:
EME/QSE: Sworn affidavit (signed and attested).
Woman/Youth-Owned: RSA ID and valid driver’s license (youth = 18-35 years).
People with Disability: Sworn affidavit (signed and attested).
Free State-Based Company: Proof of address (municipal account, lease agreement, title deeds, traditional authority permission, or ward councillor letter).
Declaration of Interest (SBD 4): Must be completed in full, signed, and submitted with the quotation. Disclose any relationships with state employees involved in evaluation/adjudication.
Local Content: Complete SBD 6.2 and Annexure C (signed) where applicable. Failure to do so will result in no points for local production/content.
Restrictions: No bids accepted from state employees, companies with state-employed directors, or close corporations with state-employed members.

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