Thabazimbi local municipality seeks a service provider to update and maintain its grap and mscoa compliant asset registers for immovable assets over a three-year period. The scope includes physical verification, componentisation of assets, financial accounting, audit support, and the provision of a web/cloud-based asset management system, alongside the development of strategic asset maintenance plans for essential municipal services.
Key Requirements
Submit bids in sealed envelopes with clear service description and bid number (BTO/02/2025-26) to Thabazimbi Local Office by 6 July 2026 at 12:00, with a non-refundable fee of R 5750.00 (proof of payment mandatory).
Provide all mandatory documents: valid CSD report, Tax Clearance Certificate, B-BBEE certificate, company registration, municipal rates clearance, ID copies of directors, CVs and qualifications of key personnel, and signed MBD forms (MBD1-MBD9).
Meet functionality criteria (minimum 70% score) including proven track record in GRAP/mSCOA asset register maintenance, relevant professional qualifications, and a detailed methodology.
Deliver a fully GRAP and mSCOA compliant asset management system with GIS integration, mobile field support, and user training, alongside annual asset verification, unbundling, and financial reporting.
Develop and implement Asset Management & Strategic Maintenance Plans for essential services (water, sanitation, electricity, roads, etc.) aligned with municipal budgets and GRAP standards.
Ensure compliance with Preferential Procurement Policy Framework Act (PPPFA) and provide preference points documentation for B-BBEE, local content, and designated groups.
Bid validity period is 90 days from closure, with firm pricing (CPI-based escalation for years 2-3) and payment terms of 30 days from invoice receipt.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
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
Important Dates
18 Jun
2026
PUBLICATION
Tender Published
Tender was published
06 Jul
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
9 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
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
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
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
Thabazimbi Local Municipality invites bids for the appointment of a service provider to update and maintain GRAP & mSCOA compliant asset registers for a period of three (3) years. The scope includes updating immovable asset registers, ensuring compliance with GRAP standards, integrating asset management systems, and developing asset management plans for essential services like water, sanitation, electricity, roads, and stormwater. The tender closes on 06 July 2026 at 12:00 PM (UTC).
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Based on 25 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
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.
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)
No specific SCM or technical contact names, emails, or phone numbers are provided.
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)
Functionality minimum score: 70%. Bidders scoring below will not be evaluated further.
Functionality criteria and weights:
Previous appointments (30%): 10+ similar appointments in last 5 years (30 points), 5 appointments (10 points), 2 appointments (5 points).
Methodology and approach (20%): Project plan with timeframes, AGSA-audited GRAP/mSCOA compliant methodology, and approach paper.
Preference points system: 80/20 or 90/10 (depending on bid value). Points awarded for price and specific goals (B-BBEE status, local content, designated groups).
Administrative compliance: Bids must meet all critical criteria listed in Annexure A (e.g., power of attorney, company documents, CSD report, tax clearance, B-BBEE certificate, signed MBD forms). Non-compliance leads to disqualification.
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 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).
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.
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.
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.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
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