Cloud-based asset verification solution with 10 scanners, 6 licences and 3-Year maintenance and support

Closing: 16 October 2026 at 15:00.

Issuing date: 9 October 2026.

Quotation validity period: 90 days.

No compulsory briefing or site visit is stated.

Enquiries

• Contact: Ms Kwena Setati
• Telephone: 011 377 6706

General SCM enquiries

• Email: [email protected]
• Telephone: 011 377 6650
• Fax: 011 834 7351

Submission

• Method: email
• Submission email: [email protected]

CCMA National Office address

28 Harrison Street

Johannesburg

2001

Postal address

Private Bag X94

Marshalltown

2107

Docex: DX147

Submission method: email only.

Submission email: [email protected]

Quotations sent anywhere else are disqualified.

Format: quotation on the bidder's official letterhead, all costs included, total fixed amount stated including all applicable taxes.

Quotation validity: 90 days.

Returnable documents:

• OEM authorisation and support letter (see compliance requirements).
• Product datasheet / technical specification confirming scanner compatibility with the existing CCMA Tesa tags.
• Manufacturer's datasheet for the proposed handheld/PDA scanner.
• Contactable reference letters from clients (see evaluation criteria).
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or controlling-interest holder is employed by the state or connected to anyone at the CCMA; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims the 80/20 specific-goals points and must be supported by ownership proof.
• Proof of ownership: CIPC founding documents listing ownership, ID copies of owners, and a medical certificate confirming disability where PWD points are claimed.
• POPIA consent form: consent to the CCMA processing the bidder's personal information.

Disqualification risks:

• Quotation sent to any address other than [email protected].
• Mandatory requirements not met or proof not attached.
• Failure to attach ownership proof results in forfeiture of preference points.

Submission method: email only to [email protected]. Quotations sent elsewhere are disqualified.

Quotation must be on the bidder's official letterhead, include all costs, and state the total fixed amount including all applicable taxes.

Closing: 16 October 2026 at 15:00.

Quotation validity: 90 days.

Returnable documents:

• OEM authorisation and support letter.
• Product datasheet or technical specification confirming scanner compatibility with the existing Tesa tags.
• Manufacturer's datasheet for the proposed handheld/PDA scanner.
• Contactable reference letters from clients.
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Points Claim).
• Proof of ownership: CIPC founding documents, ID copies of owners, and a medical certificate confirming disability for PWD claims.
• POPIA consent form.

Three consecutive stages: Mandatory, Functionality and Technical, then Pricing.

Preference point system: 80/20 — price 80 points, specific goals 20 points.

Stage 1 — Mandatory: pass/fail. Bidders must confirm compliance, attach proof and cite the page in their proposal where each requirement is addressed. Non-compliance or missing proof eliminates the bid.

Stage 2 — Functionality and Technical: 100 points total.

• Stage 2A Technical Evaluation: 50 points. Minimum qualifying score: 40 points.
• Stage 2B Presentation and Demonstration: 50 points. Minimum qualifying score: 30 points, with at least 3 points on each of the ten functionality criteria.
• Combined minimum across both stages: 70 points. Bidders below 70 are eliminated.

Stage 2A scoring:

• Track Record: 15 points. Contactable reference letters for similar solutions implemented within the last 10 years — 3 references = 15, 2 = 10, 1 = 5, 0 = 0. The CCMA may verify references with the bidder's clients.
• Project Plan: 20 points. Methodology and framework responding to the scope of work — implementation activity list = 5, installation and configuration period = 5, testing period = 5, handover and user training = 5. Scoring 0 on any element scores 0 overall.
• Support and Maintenance: 15 points. Call-out procedure with escalation document and contact details (names, phone numbers, email, web address) = 5; help desk operating 24x7 for 365 days = 5; emergency turnaround time = 5. Scoring 0 on any element scores 0 overall.

Stage 2B: shortlisted bidders give a live presentation, a functional product demonstration and answer clarification questions. Held physically at CCMA Head Office; the bidder supplies all equipment, resources and personnel at its own cost. The demonstration must follow the asset verification workflow end to end, from planning and assigning the verification exercise through scanning, verification, capturing asset information and evidence, recording discrepancies, updating the asset register and generating reports. Where a requirement cannot be demonstrated, supporting technical documentation may be requested.

Functionality criteria (ten, each scored 1–5): asset register management; physical asset verification; location and movement tracking; evidence and documentation; data integrity and audit trail; reporting and dashboards; user and access management; integration capability; performance and scalability; asset scanning.

Scoring scale: 1 = Very Poor (requirement not met; response missing or irrelevant); 2 = Poor (partially met, significant gaps); 3 = Average (adequately met, some gaps but acceptable); 4 = Good (fully met, minor weaknesses); 5 = Excellent (exceeds requirement, comprehensive and well substantiated).

Stage 3 — Pricing: evaluated after functionality, using the 80/20 preference point system.

Scope: end-to-end supply, implementation, licensing, support and maintenance of a cloud-based asset verification solution plus handheld scanners for the CCMA's asset portfolio of approximately 16 000 assets, growing by about 100 assets per year, serving approximately 1 600 employees/users.

Deliverables

• 10 asset verification scanners: once-off purchase, owned by the CCMA.
• 6 licences of the asset verification solution: 3-year contract.
• Maintenance and support for 3 years: 30 hours onsite support and 30 hours telephone support per year, on a time and material basis.

Existing environment

• Assets are tagged with Tesa Silver Laser engraved acrylic, tamper-evident, peel-and-stick barcode tags already in use. The solution must scan and uniquely identify these existing tags without re-tagging the asset population.
• Systems to integrate with: Microsoft SQL Server 2022; Sage 300 ERP Version 2022 (formerly Accpac) including the Norming Asset Module; Windows Remote Desktop Services; Sage VIP Premier HR and Payroll.
• Data exchange via APIs and CSV/Excel import and export.

Software functional capabilities

• Asset register: centralised electronic register, unique asset ID, description, category, location, custodian, responsible department, class, make, model, serial number, and status (active, missing, damaged, disposed, transferred).
• Physical verification: verify against the approved register; record verified, not found, relocated, damaged, duplicate and unidentified assets; capture condition; record discrepancies and exceptions; support periodic and ad-hoc campaigns.
• Location and movement: current location, GPS/geolocation where appropriate, transfers between locations or departments, full movement history, identification of assets in the wrong location.
• Evidence and documentation: photographic evidence, attached invoices, warranties, manuals and inspection certificates, date/time/user recorded per verification, optional electronic signatures, before/after photographs for damaged or relocated assets.
• Data integrity and audit trail: complete change history, who/what/when/where records, prevention of unauthorised modification or deletion, version tracking, validation and duplicate detection.
• Reporting and dashboards: total and percentage of assets verified, assets not found, assets at incorrect locations, unidentified assets, duplicates, damaged assets, assets added during verification, assets disposed of or requiring investigation, progress by department/location/team, and asset condition reports.
• User and access management: role-based access control, differentiated permissions for administrators, approvers/verifiers, managers and auditors, authentication, activity monitoring, task assignment to users or teams.
• Compliance and security: encryption in transit and at rest, secure authentication, role-based permissions, regular backups, data recovery, secure API integration, POPIA compliance, GRAP, PFMA and National Treasury compliance, data residency within South Africa, and compatibility with Microsoft Azure hosted on the CCMA Azure tenant.
• Performance and scalability: fast scanning and retrieval, large asset registers, multiple sites, concurrent users, and scaling as the portfolio grows.

Scanner capabilities

• Barcode, QR code and/or RFID identification; compatible with handheld scanners and mobile devices.
• Connectivity: Wi-Fi, Bluetooth and 4G/LTE or higher.
• Retrieval of asset information within 60 seconds under normal operating conditions.
• Capture and assignment of new asset identification tags; support for multiple tagging methods.
• PDA scanners able to read Tesa Silver Laser engraved acrylic, tamper-evident, peel-and-stick tags.
• Minimum 4 hours offline operation with automatic synchronisation on reconnection.
• Minimum 8 hours battery life per charge under normal use.
• Durability: minimum IP65 protection and 1.2 m drop resistance.

Asset verification workflow to be supported: plan verification; integrate the asset register (Excel to the verification tool); verify imported data; prepare and test scanners; scan assets; retrieve asset records from scanners; verify details; capture condition and location; capture evidence; identify discrepancies; review and approve; update the asset register; generate reports.

Bidders must provide a detailed project plan with a methodology and framework responding to the scope of work, covering the activities required to complete implementation of the asset verification solution, the installation and configuration period, the testing period, and handover and user training.

The solution must support the CCMA's asset verification workflow: plan verification; integrate the asset register (Excel to the verification tool); verify imported data; prepare and test scanners; scan assets; retrieve asset records from scanners; verify details; capture condition and location; capture evidence; identify discrepancies; review and approve; update the asset register; generate reports.

Bidders must provide contactable reference letters from clients confirming similar solutions successfully implemented within the last 10 years.

Each letter must be on company letterhead and include the company name, an authorised contact person, contact telephone numbers, and the service commencement month and year.

The CCMA reserves the right to verify references with the bidder's clients.

Relevant corporate experience and personnel qualifications are assessed in the Stage 2A written technical evaluation.

The solution must maintain data integrity and a complete audit trail: full change history, who/what/when/where records for verification activities, prevention of unauthorised modification or deletion, version and history tracking, and data validation with duplicate detection.

Evidence and documentation controls: photographic evidence, attached invoices, warranties, manuals and inspection certificates, date/time/user recorded for every verification, optional electronic signatures, and before/after photographs for damaged or relocated assets.

Reporting must cover total and percentage of assets verified, assets not found, assets at incorrect locations, unidentified assets, duplicates, damaged assets, assets added during verification, assets disposed of or requiring investigation, progress by department/location/team, and asset condition.

Security and compliance: encryption in transit and at rest, secure authentication, role-based permissions, regular backups, data recovery, secure API integration, POPIA compliance, GRAP, PFMA and National Treasury compliance, and data residency within South Africa.

Support and maintenance scoring requires a call-out procedure with escalation document and contact details, a 24x7 service desk for 365 days, and an emergency turnaround time.

Quotations must state the total fixed amount including all applicable taxes on the bidder's official letterhead.

Pricing schedule:

• Asset verification solution: scanner name and model, 10 physical scanners (once-off), once-off implementation, subtotal, VAT, and total for scanners and implementation including VAT.
• Licensing: 6 licences, Year 1, Year 2 and Year 3 costs, VAT, and total for 6 licences including VAT over 3 years.
• Maintenance and support: onsite support (30 hours per annum) and telephone support (30 hours per annum), each with hourly rate and Year 1, Year 2 and Year 3 costs, VAT, and total for maintenance including VAT over 3 years.
• Grand total for the 3-year contract including VAT, covering 10 scanners and implementation, 6 licences over 3 years, and support and maintenance over 3 years.

Support is billed on a time and material basis.

Pricing format: fixed total amount including all applicable taxes, stated on the bidder's official letterhead.

Pricing schedule to be completed:

• Asset verification solution: scanner name and model, 10 physical scanners (once-off), once-off implementation, subtotal, VAT, and total for scanners and implementation including VAT.
• Licensing: 6 licences, Year 1, Year 2 and Year 3 costs, VAT, and total for 6 licences including VAT over 3 years.
• Maintenance and support: onsite support (30 hours per annum) and telephone support (30 hours per annum), each with hourly rate and Year 1, Year 2 and Year 3 costs, VAT, and total for maintenance including VAT over 3 years.
• Grand total for the 3-year contract including VAT, covering 10 scanners and implementation, 6 licences over 3 years, and support and maintenance over 3 years.

Support services are billed on a time and material basis and commence only after successful completion, acceptance and formal handover of the implemented solution. Support, corrective actions or assistance during implementation, testing, deployment and handover form part of the implementation services and are not billed separately unless agreed in writing by the CCMA.

No bid security, performance guarantee, retention or turnover threshold is stated.

CSD registration and a valid tax compliance status are required.

Stage 1 mandatory requirements — non-compliance disqualifies the bid:

• OEM authorisation and support letter confirming the OEM's identity and legal name, the bidder's identity, that the bidder is an authorised partner, reseller, distributor, implementer and/or service provider of the proposed solution, the solution name and version and relevant hardware/scanning devices, authorisation to supply, implement, configure, support and maintain the solution in South Africa, and the OEM's contact details for verification.
• Product datasheet or technical specification confirming the solution and scanner can read the CCMA's existing Tesa Silver Laser engraved acrylic, tamper-evident, peel-and-stick barcode tags, identifying the barcode technology/symbology supported, the scanner/device model proposed, compatibility with the Tesa tags, whether special configuration is required, whether existing tags can be scanned without replacement, and any limitations on barcode condition, surface, size or readability.
• Manufacturer's datasheet for the actual handheld/PDA scanner proposed, showing supported barcode symbologies and scanning capabilities.

B-BBEE and preference points (80/20 system):

• Price: 80 points.
• Black-owned entities: 8 points.
• Women-owned entities: 6 points.
• Youth-owned entities: 4 points.
• Persons with disability-owned entities: 2 points.
• Ownership is measured by the percentage of the enterprise owned, or the percentage of shares held by members actively involved in day-to-day management.
• Claims must be supported by a copy of the owner's ID, CIPC founding documentation listing ownership, and a medical certificate confirming disability for PWD claims. Missing proof forfeits the points.
• Claims may be verified against the Central Suppliers Database by National Treasury and substantiated on request.

No CIDB grading or local content requirement is stated.

Preference points use the 80/20 system: 80 points for price and 20 points for specific goals.

Specific goals points: black-owned entities 8 points; women-owned entities 6 points; youth-owned entities 4 points; persons with disability-owned entities 2 points.

Ownership is measured by the percentage of the enterprise owned, or the percentage of shares held by members actively involved in day-to-day management.

Claims must be supported by a copy of the owner's ID, CIPC founding documentation listing ownership, and a medical certificate confirming disability for PWD claims. Missing proof forfeits the points.

Points may be substantiated on request and verified against the Central Suppliers Database by National Treasury.

Contract duration: once-off purchase of scanners plus a 3-year contract for licences, maintenance and support.

Support services are provided on a time and material basis and commence only after successful completion, acceptance and formal handover of the implemented solution to the CCMA.

Support, corrective actions or assistance required during implementation, testing, deployment and handover form part of the implementation services and are not billed separately as post-implementation support unless agreed in writing by the CCMA.

Three consecutive stages: Mandatory, Functionality and Technical, then Pricing. Preference points use the 80/20 system — 80 for price, 20 for specific goals.

Stage 2 carries 100 points: Stage 2A Technical Evaluation 50 points (minimum 40) and Stage 2B Presentation and Demonstration 50 points (minimum 30, with at least 3 points on each of the ten functionality criteria). Combined minimum across both stages: 70 points; bidders below 70 are eliminated.

Stage 2A scoring: Track Record 15 points (3 contactable references = 15, 2 = 10, 1 = 5, 0 = 0, for similar solutions implemented within the last 10 years; references may be verified); Project Plan 20 points (implementation activity list = 5, installation and configuration period = 5, testing period = 5, handover and user training = 5; scoring 0 on any element scores 0 overall); Support and Maintenance 15 points (call-out and escalation procedure with contact details = 5, 24x7 service desk for 365 days = 5, emergency turnaround time = 5; scoring 0 on any element scores 0 overall).

Stage 2B: shortlisted bidders give a live presentation, functional demonstration and answer clarification questions, held physically at CCMA Head Office at the bidder's cost, following the asset verification workflow end to end. Supporting technical documentation may be requested where a requirement cannot be demonstrated.

Ten functionality criteria, each scored 1 to 5: asset register management; physical asset verification; location and movement tracking; evidence and documentation; data integrity and audit trail; reporting and dashboards; user and access management; integration capability; performance and scalability; asset scanning. Scale: 1 = Very Poor, 2 = Poor, 3 = Average, 4 = Good, 5 = Excellent.