What are the submission requirements for this tender (Ref: BTO/02/2025-26)?

• Submit bids in sealed envelopes clearly indicating the service description and bid number. • Deposit bids in the tender box at Thabazimbi Local Office, 7 Rietbok Street, Thabazimbi, 0380 by the closing date and time. • Complete all bid forms fully and initial each page. • Attach original proof of payment of the non-refundable tender fee of R 5750.00 (bank details: Thabazimbi Local Municipality, ABSA, account 15 8000 0009, branch 632005). Failure to attach proof may result in disqualification. • Provide all required returnable documents to avoid disqualification, including: valid CSD report (not older than 3 months), SAPS certificate, ID copies of all directors, municipal rates and taxes statements (or lease agreement/traditional authority letter), company registration documents, tax PIN, proof of work experience (appointment letters), key personnel CVs and certified qualifications, joint venture agreement if applicable, and signed MBD forms. • Bids are opened publicly after closing. • Bid validity period is 90 days from closure date. • Tender documents can be collected from the SCM Department upon proof of payment, or downloaded from the Municipal Website, E-Tender Publication Portal, or CIDB Portal.

How will bids be evaluated?

{ "general": [ "Bidders must be registered in the relevant professional body for the specific field", "Bidders must not be in the service of the state", "Bidders must not have been convicted of fraud or corruption in the past 5 years", "Bidders must not be listed on the National Treasury’s Database of Restricted Suppliers or Register for Tender Defaulters", "Bidders must have no outstanding municipal rates, taxes, or service charges in arrears for more than 3 months", "Bidders must comply with the Preferential Procurement Policy Framework Act and associated regulations" ], "functionality": { "minimumScore": 70, "criteria": [ { "category": "Previous Appointments", "weight": 30, "details": "10+ similar appointments in last 5 years (30 points), 5 appointments (10 points), 2 appointments (5 points)" }, { "category": "Track Record & Experience", "weight": 30, "details": "10+ reference letters (30 points), 5 reference letters (10 points), 2 reference letters (5 points)" }, { "category": "Key Personnel & Qualifications", "weight": 20, "details": "1 Chartered Accountant (5 points), 2 Civil Engineers/Technologists (5 points), 1 Property Valuer (5 points), 2 Accountants (5 points)" }, { "category": "Methodology and Approach", "weight": 20, "details": "Project plan with timeframes, AGSA-audited GRAP/mSCOA compliant methodology, and approach paper" } ] }, "preferencePoints": { "system": "80/20 or 90/10 (depending on bid value)", "priceWeight": 80, "specificGoalsWeight": 20, "specificGoals": [ "B-BBEE Status Level", "Local Content (if applicable)", "Designated Group (Black, Youth, Women, Disability-owned enterprises)" ] } }

What are the technical specifications?

• Scope: Updating and maintenance of GRAP and mSCOA compliant asset registers for immovable assets for a period of three years. • Key Deliverables: - Annual review of Asset Management Policy and asset hierarchy. - Physical verification and condition assessment of assets (100% coverage over contract term). - Unbundling (componentisation) of completed infrastructure assets. - Update and maintain immovable asset register, work-in-progress register, and calculate depreciation, impairments. - Prepare GRAP-compliant registers reconciled to general ledger. - Provide audit support and respond to audit queries. - Skills transfer plan on unbundling of capital projects. • System Requirement: Provision of a web/cloud and desktop-based GRAP & mSCOA compliant Asset Management and Accounting System with specified functionalities (integration, GIS, mobile support, training). • Asset Management Plans: Develop and implement Asset Management & Strategic Asset Maintenance Plans for essential services (water, sanitation, electricity, roads, etc.).

What financial requirements apply to bidders?

• Pricing must be firm (non-firm prices not accepted). • All applicable taxes must be included in bid price. • Escalation for second and third years will be CPI-based. • Disbursements/travelling costs limited to actual costs (max 10% of total), with original proof required. • Payment terms: Invoices paid within 30 days from receipt of invoice (accompanied by progress report). • No specific bonds, guarantees, or detailed payment terms are detailed in the extracted text.

What compliance and legal requirements must bidders meet?

• Provide a valid Central Supplier Database (CSD) report not older than three months. • Submit a valid Tax Clearance Certificate (original). • Submit a B-BBEE Status Level Verification Certificate or sworn affidavit to qualify for preference points. • Company must be registered with relevant professional body (if applicable). • Proof of municipal rates and taxes paid (or lease agreement/letter from traditional authority) not older than three months. • Provide company registration documents (CIPC), certified ID copies of directors, and bank confirmation. • Joint ventures must submit a signed joint venture agreement. • Compliance with all MBD forms (MBD1 to MBD9) is mandatory.

What are the important dates and deadlines for this tender?

• Closing Date: 6 July 2026 at 12:00. • Document Availability Date: 9 June 2026. • No other dates (briefings, site visits, clarification deadlines) are specified in the extracted text.

Who should be contacted for queries about this tender?

• Submission Address: Thabazimbi Local Office, Tender Box, 7 Rietbok Street, Thabazimbi, 0380. • No specific SCM or technical contact names, emails, or phone numbers are provided in the extracted text.

Thabazimbi Municipality GRAP & mSCOA Asset Register Tender

DocumentBID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docxReview complete

Description

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx

Service: Appointment of a service provider for updating and maintenance of GRAP and mSCOA compliant asset registers.
Objective: Ensure infrastructure assets are fully accounted for, managed, and included in the municipal asset register at correct values in accordance with GRAP. Develop an Asset Management Plan to support optimal management and financial decision-making.
Duration: Three years.

Important Dates

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx (unknown)

Closing Date: 6 July 2026 at 12:00.
Document Availability Date: 9 June 2026.
No other dates (briefings, site visits, clarification deadlines) are specified in the extracted text.

Contact Information

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx (unknown)

Submission Address: Thabazimbi Local Office, Tender Box, 7 Rietbok Street, Thabazimbi, 0380.
No specific SCM or technical contact names, emails, or phone numbers are provided in the extracted text.

Submission Guidelines

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx (unknown)

Submit bids in sealed envelopes clearly indicating the service description and bid number.
Deposit bids in the tender box at Thabazimbi Local Office, 7 Rietbok Street, Thabazimbi, 0380 by the closing date and time.
Complete all bid forms fully and initial each page.
Attach original proof of payment of the non-refundable tender fee of R 5750.00 (bank details: Thabazimbi Local Municipality, ABSA, account 15 8000 0009, branch 632005). Failure to attach proof may result in disqualification.
Provide all required returnable documents to avoid disqualification, including: valid CSD report (not older than 3 months), SAPS certificate, ID copies of all directors, municipal rates and taxes statements (or lease agreement/traditional authority letter), company registration documents, tax PIN, proof of work experience (appointment letters), key personnel CVs and certified qualifications, joint venture agreement if applicable, and signed MBD forms.
Bids are opened publicly after closing.
Bid validity period is 90 days from closure date.
Tender documents can be collected from the SCM Department upon proof of payment, or downloaded from the Municipal Website, E-Tender Publication Portal, or CIDB Portal.

Evaluation Criteria

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx (unknown)

General

Bidders must be registered in the relevant professional body for the specific field
Bidders must not be in the service of the state
Bidders must not have been convicted of fraud or corruption in the past 5 years
Bidders must not be listed on the National Treasury’s Database of Restricted Suppliers or Register for Tender Defaulters
Bidders must have no outstanding municipal rates, taxes, or service charges in arrears for more than 3 months
Bidders must comply with the Preferential Procurement Policy Framework Act and associated regulations

Functionality

Minimum Score

Criteria

Technical Specifications

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx (unknown)

Scope: Updating and maintenance of GRAP and mSCOA compliant asset registers for immovable assets for a period of three years.
Key Deliverables:
Annual review of Asset Management Policy and asset hierarchy.
Physical verification and condition assessment of assets (100% coverage over contract term).
Unbundling (componentisation) of completed infrastructure assets.
Update and maintain immovable asset register, work-in-progress register, and calculate depreciation, impairments.
Prepare GRAP-compliant registers reconciled to general ledger.
Provide audit support and respond to audit queries.
Skills transfer plan on unbundling of capital projects.
System Requirement: Provision of a web/cloud and desktop-based GRAP & mSCOA compliant Asset Management and Accounting System with specified functionalities (integration, GIS, mobile support, training).
Asset Management Plans: Develop and implement Asset Management & Strategic Asset Maintenance Plans for essential services (water, sanitation, electricity, roads, etc.).

Financial Requirements

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx (unknown)

Pricing must be firm (non-firm prices not accepted).
All applicable taxes must be included in bid price.
Escalation for second and third years will be CPI-based.
Disbursements/travelling costs limited to actual costs (max 10% of total), with original proof required.
Payment terms: Invoices paid within 30 days from receipt of invoice (accompanied by progress report).
No specific bonds, guarantees, or detailed payment terms are detailed in the extracted text.

Compliance Requirements

Source: BID DOC BTO.02.2025 26 - UPDATING AND MAINTENANCE OF THE GRAP & mSCOA COMPLIANT ASSET REGISTERS FOR A PERIOD OF THREE (3) YEARS (36 MONTHS).docx (unknown)

Provide a valid Central Supplier Database (CSD) report not older than three months.
Submit a valid Tax Clearance Certificate (original).
Submit a B-BBEE Status Level Verification Certificate or sworn affidavit to qualify for preference points.
Company must be registered with relevant professional body (if applicable).
Proof of municipal rates and taxes paid (or lease agreement/letter from traditional authority) not older than three months.
Provide company registration documents (CIPC), certified ID copies of directors, and bank confirmation.
Joint ventures must submit a signed joint venture agreement.
Compliance with all MBD forms (MBD1 to MBD9) is mandatory.

Core procurement rules

These rules commonly apply to South African public-sector procurement.

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Act 53 of 2003

high

Provides the empowerment-compliance context often used in public-sector supplier evaluation.

Relevant because this is a South African public-sector procurement opportunity.

Constitution of the Republic of South Africa, 1996 – Section 217

Act 108 of 1996 (s217)

high

Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.

Relevant because this is a South African public-sector procurement opportunity.

Preferential Procurement Policy Framework Act (PPPFA)

Act 5 of 2000

high

Covers preferential procurement and preference-point systems used in public tenders.

Relevant because this is a South African public-sector procurement opportunity.

Prevention and Combating of Corrupt Activities Act (PRECCA)

Act 12 of 2004

high

Supports anti-corruption controls and supplier integrity in procurement processes.

Relevant because this is a South African public-sector procurement opportunity.

Public Procurement Act, 2024 (PPA)

Act 28 of 2024

high

Provides the national framework for public procurement across government.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Access to Information Act (PAIA)

Act 2 of 2000

medium

Supports access to tender records, award decisions and public-sector procurement information.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Administrative Justice Act (PAJA)

Act 3 of 2000

medium

Supports lawful, reasonable and procedurally fair administrative tender decisions.

Relevant because this is a South African public-sector procurement opportunity.

Issuer-specific rules

These rules are linked to the type of public body issuing this tender.

Companies Act

Act 71 of 2008

medium

Relevant to governance and reporting obligations for state-owned companies and public entities.

Relevant because this tender appears to involve financial services, accounting, auditing, actuarial, or advisory work.

Sector-specific rules

These rules are linked to the work category, industry, or regulated service area.

Financial Intelligence Centre Act (FICA)

Act 38 of 2001

medium

Relevant to financial services, audit, accounting, KYC and anti-money-laundering obligations.

Relevant because this tender appears to involve financial services, accounting, auditing, actuarial, or advisory work.

Three-year service contract for grap & mscoa compliant asset register maintenance for thabazimbi local municipality

Three-year service contract for grap & mscoa compliant asset register maintenance for thabazimbi local municipality

Financial Services Industry Profile

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Issuer-specific rules

Companies Act

Sector-specific rules

Financial Intelligence Centre Act (FICA)

Thabazimbi Local Municipality

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