Fixed asset register clean-up and physical asset verification services – nrf (3-Month contract)

Enquiries (bidding procedure):

• Email: [email protected]
• Note: do not submit bids to this mailbox; strictly for enquiries.

Submission channel: NRF e-tender portal (Home Page - eTenders Portal).

Fraud reporting: toll-free 0800 701 701 or SMS 39772.

No named SCM or technical contact persons provided in the document.

Service delivery locations: NRF Corporate Office (Pretoria, Gauteng) and seven business units with eight nodes across Gauteng, Western Cape, Eastern Cape, Northern Cape, North West, KwaZulu-Natal, Limpopo (detailed in Scope of Work).

Submission method: electronic via the NRF e-tender portal (Home Page - eTenders Portal).

Closing: 02 October 2026 at 11:00 (NRF systems time). Late submissions are not accepted.

Number of electronic documents for contract signing: 1.

Returnable forms (all mandatory unless marked optional):

• SBD 1 (Procurement Invitation): signed and completed, including SBD 4, SBD 6.1 and signed Bid Submission Certificate.
• SBD 3.1 (Pricing Schedule): completed in the document; pricing in ZAR inclusive of 15% VAT.
• Valid B-BBEE certificate or sworn affidavit (optional for preference points).
• Company profile highlighting at least two similar public-sector projects.
• CVs and SAICA membership confirmation for at least two team leaders (CA(SA) with ≥5 years' experience).
• CVs and proof of qualification for at least six team members (Degree/Diploma in financial accounting, financial management, asset management or auditing with ≥2 years' experience).
• High-level execution plan demonstrating delivery within the 3-month timeline.
• Two contactable project-related reference letters for work completed within the last five years.
• Proof of CSD registration (Master Registration Number / Supplier Number).
• Tax compliance status PIN or printed TCS certificate.
• Authority to sign / board resolution authorising the signatory.

Disqualification: any mandatory returnable document missing or unsigned; submission after closing time; failure to meet any eligibility criterion (go/no-go).

Evaluation stages:

Stage 1 – Compliance with submission requirements (go/no-go). All mandatory returnable documents must be present and correctly completed.

Stage 2 – Technical evaluation against specifications (go/no-go). Minimum requirements:

• Company profile with ≥2 similar public-sector projects.
• ≥2 team leaders: CA(SA) registered with SAICA, ≥5 years' experience.
• ≥6 team members: Degree/Diploma in relevant field, ≥2 years' experience.
• High-level execution plan.
• ≥2 contactable reference letters (last 5 years).

Bidders not meeting all minimum requirements are eliminated.

Stage 2A – Written response evaluated against published criteria in Section D (specific scoring not detailed in extracted text).

Stage 2B – Due diligence interviews or proof of concept (if justified).

Stage 2C – Reference verification with referees.

Stage 3 – Price/Preference evaluation: 80/20 or 90/10 preference point system (PPPFA 2022). Lowest price receives maximum price points (80 or 90); others ranked relative to lowest. Preference points from SBD 6.1 added to price points for final ranking.

Stage 4 – Tax compliance verification (7 working days to remedy non-compliance).

Stage 5 – Award to highest combined score subject to administrative documentation.

No explicit minimum qualifying score for functionality stated in extracted text; only go/no-go thresholds for Stage 2.

Scope: comprehensive physical fixed asset verification and clean-up of the Fixed Asset Register (FAR) over 3 months across NRF Corporate Office, 7 business units and 8 nodes (total ~56,620 assets, NBV ~R2.53 billion; plus HartRAO, iThemba LABS, RISA, SAAO, SAASTA, SAEON, SAIAB, SKA site lists provided).

Key deliverables:

• Physical verification of all assets: existence, condition, location, custodian, tagging; identify unrecorded assets.
• Reconcile verified assets to FAR in Microsoft Dynamics 365 (D365) via scanning software or upload.
• FAR clean-up: update locations/custodians; capture missing data; identify write-offs/disposals; assess R1 net book value assets; assess fully depreciated assets.
• Reassess useful lives and residual values per GRAP; evaluate condition, utilisation, future usage.
• Review fully depreciated assets: reinstatement where still in use; correct depreciation calculation errors; verify depreciation rates against GRAP and NRF policies.
• Impairment assessment per GRAP.
• Develop asset management guidelines and train asset controllers and finance managers.

Bidder requirements:

• Suitably qualified team with capacity to travel to all sites.
• Resources: computers and asset management software capable of scanning tags and uploading to D365.
• Company profile with ≥2 similar public-sector projects demonstrating PFMA and GRAP expertise.
• ≥2 team leaders: CA(SA) with SAICA registration, ≥5 years' experience.
• ≥6 team members: Degree/Diploma in financial accounting/management, asset management or auditing, ≥2 years' experience.
• High-level execution plan for 3-month timeline.
• ≥2 contactable reference letters (last 5 years).

NRF obligations: facilitate site access, D365 access/system administrator support, review recommendations, oversee engagement, facilitate training participation.

Pricing basis: firm prices for the contract period (SBD 3.1); price schedule in hours per activity (planning, project plan, FAR review, verification per business unit/node, reconciliation, clean-up, meetings, discrepancy analysis, presentation, guidelines/training).

Currency: South African Rand (ZAR), inclusive of 15% VAT.

Price includes all costs: delivery to NRF price delivery points, VAT, income tax, UIF, SDL.

Contract ceiling price: cumulative value of verified deliveries/performances; NRF guarantees procurement only from contracted party.

Price adjustments: per GCC clause 17.1 and Special Conditions; risk shared equally between NRF and contractor.

No bid security, performance bond, guarantee or retention mentioned.

Payment terms: not explicitly stated; GCC applies (typically 30 days from invoice).

No financial capacity / turnover threshold stated.

Fair pricing tests may be applied; NRF may negotiate price only with highest-ranked bidder if price outside fair range.

Mandatory eligibility (go/no-go):

• Signed and completed SBD 1 (including SBD 4, SBD 6.1, Bid Submission Certificate).
• Proof of CSD registration (Master Registration Number / Supplier Number).
• Tax compliance: SARS TCS PIN or printed TCS certificate (each JV/consortium party separately).
• No directors/members in service of the state.
• Company profile with ≥2 similar public-sector projects (PFMA/GRAP).
• ≥2 team leaders: CA(SA) with SAICA registration, ≥5 years' experience (CVs + SAICA confirmation).
• ≥6 team members: Degree/Diploma in relevant field, ≥2 years' experience (CVs + qualification proof).
• High-level execution plan.
• ≥2 contactable reference letters (last 5 years).

B-BBEE: valid B-BBEE certificate or sworn affidavit (EME/QSE) required to claim preference points; optional for eligibility but affects scoring.

Foreign bidders: complete SBD 1 tax questionnaire; NRF obtains SARS Confirmation of Tax Obligations letter.

Occupational Health & Safety: Letter of Good Standing (COID Act), Section 37.2 agreement, health and safety plan, signed indemnity forms for all personnel on site.

Fronting: NRF may investigate; bidder must disprove within 7 days of notification or face invalidation and possible 10-year restriction.

Standard forms (compress to obligation):

• SBD 1: offer cover page, bidder details, signed acceptance.
• SBD 3.1: pricing schedule (firm prices).
• SBD 4: declaration of interest (state employment, relationships).
• SBD 6.1: preference points claim (B-BBEE).
• SBD 7: contract form (services).
• Authority to sign / board resolution.