Electronic asset verification services for sabs property, plant and equipment nationwide

• The SABS invites proposals for electronic asset verification services for its Property, Plant and Equipment (PPE) nationwide.
• The objective is a comprehensive physical verification of approximately 33,000 assets to produce a reconciled, audit-defensible Fixed Asset Register.
• The project uses a two-track methodology: Track 1 for rapid scanning and Track 2 for parallel reconciliation.
• The service provider must integrate with SABS's partially completed in-house verification.
• Key requirements include 2D barcode scanning technology, detailed team competencies, and milestone-based deliverables.

• Closing Date and Time: 15 July 2026 at 15:00.
• No other dates (briefings, site visits, clarification deadlines) are specified in the document.

• For enquiries and submission: Ntobeko Mweli.
• Email: [email protected].
• Phone: 012 428 6691 (enquiries) or 011 238 2303 (enquiries).
• Do not contact any other SABS personnel.
• Submission Address: Email quotations to [email protected].

• Submit your quotation via email to [email protected] by 15 July 2026 at 15:00. No late submissions accepted.
• Do not submit via links or 'we transfer' – email only.
• Include these mandatory documents with your quotation:

• National Treasury Central Supplier Database (CSD) registration report.
• A valid B-BBEE certificate or Sworn Affidavit (to claim specific goals).
• SBD 4 Bidder's Disclosure Form.
• SBD 6.1 Preference Points Claim Form (Preferential Procurement Regulations 2022).

• Your quotation must be valid for 120 days from the closing date. SABS may extend this by 60 days via written notice.
• Do not contact any SABS personnel other than the specified contact, as this may lead to disqualification. Canvassing will result in disqualification.

South African registered entities on National Treasury Central Supplier Database (CSD). Must meet 70% functionality threshold. Must submit complete documentation: CSD report, BBBEE certificate/sworn affidavit, SBD 4, SBD 6.1. No advance payment - payment only upon milestone achievement. Bid validity 120 days from closing (extendable by 60 days). No canvassing or contact with SABS personnel other than designated procurement specialist. Joint ventures/consortiums permitted with proper documentation.

• Scope: Conduct electronic asset verification for approximately 33,000 Property, Plant and Equipment (PPE) assets across all SABS sites nationwide.
• Key Sites and Asset Counts: Cape Town (685), Gqeberha/Port Elizabeth (110), East London (380), Durban (630), Richards Bay (350), Secunda (480), Netfa – Olifantsfontein (1,225), Groenkloof Pretoria (23,500).
• Asset Categories Include: ICT equipment, laboratory instruments, office assets, facilities and plant equipment.
• Methodology: Two-track approach:

• Track 1 (Physical Verification): Rapid scanning using 2D barcode technology over 3-4 months. Capture barcode, description, serial number, location, custodian, business unit, condition (non-technical assets), and date-stamped photo.
• Track 2 (Reconciliation): Parallel reconciliation over 3-6 months. Investigate missing assets, validate data, prepare final reports.

• System Requirements: Must use a web-based mobile app for 2D scanning, real-time Excel reconciliation, tracking missing/duplicate assets, photo linking, and allow SABS admin access for 12 months. Data must be delivered in open formats (Excel, JPG/PNG).
• Team Requirements:

• Project Manager: Post-matric qualification, minimum 3 years' experience managing similar large-scale projects.
• Team Leaders: Post-matric, minimum 2 years' leadership experience.
• Asset Verifiers: Matric, verifiable prior experience with similar scanning software and condition assessments.

• Deliverables: Verified Asset Register, Assets Not Found Register, Duplicate Barcode Report, Condition Assessment Report, building-based inventories, final reconciliation reports, complete photo folder (images named by barcode).
• Performance & Payment: Milestone-based:

• 60% after scanning 75% of assets.
• 30% after reconciling 80% and completing custodian sign-offs.
• 10% after final acceptance of inventories and photo folder (85% accounted for).
• Retention may apply until project completion.

• The project uses a two-track methodology with Tracks 1 and 2 running in parallel.
• Track 1: Physical verification and scanning over 3-4 months.
• Track 2: Reconciliation and finalisation over 3-6 months, starting once 25-30% of assets are scanned.
• Methodology detail is a scored criterion in functionality assessment.

• Project Manager: Post-matric qualification in Engineering/Commerce/Finance or related, with minimum 3 years' experience managing large-scale asset verification projects.
• Team Leaders: Post-matric, minimum 2 years' experience leading asset verification teams.
• Asset Verifiers: Minimum matric qualification, verifiable prior experience using similar scanning software, performing barcode scanning, photo capture, data recording, and condition assessments.

• Submit fixed pricing per site based on provided asset estimates.
• Provide optional separate pricing for Track 2 reconciliation services.
• Pricing must be fully inclusive of all costs.
• State all assumptions explicitly.

• Submit a fixed price per site based on the estimated asset volumes provided.
• Provide separate, optional pricing for Track 2 reconciliation services.
• Pricing must be fully inclusive of all personnel, travel, technology, scanning equipment, reporting, and deliverables.
• Clearly state all assumptions (team size, productivity rates, verification rates).
• Quotation must include VAT, transportation costs (if applicable), and disbursements.
• For foreign currencies, include provision for forward cover.
• No advance payment. Payment is milestone-based as per technical specifications.

• Mandatory Documents to Submit:

• National Treasury Central Supplier Database (CSD) registration report.
• Valid B-BBEE certificate or Sworn Affidavit (to claim specific goals).
• SBD 4 Bidder's Disclosure Form.
• SBD 6.1 Preference Points Claim Form.

• B-BBEE: Preference points evaluated under the 80/20 system (Specific Goals 20 points) for bidders passing functionality.
• General Compliance: Bidders must complete SBD 4 disclosure regarding state employment, relationships, and collusion. False declarations may lead to disqualification and legal action.

• Confidentiality: A non-disclosure agreement will be signed between SABS and the bidder.
• No Contract: This RFQ does not commit SABS to any action; SABS can reject any submission or choose not to select a bidder.
• Bidder's contractual terms included in the quotation are not binding on SABS.
• SBD 4 requires disclosure of state employment, relationships, and potential conflicts. False declarations may lead to disqualification and restrictions from public sector business.

• Functionality assessment details: Scored 1-5 across five criteria with a 70% minimum threshold.
• Criteria: Company Experience (20%), Project Manager (20%), Team Leaders (20%), Methodology (20%), Technology (20%).
• Only bidders passing functionality are evaluated on the 80/20 preference points system (Price 80, Specific Goals 20).