Objectives

The primary objective of this tender is to appoint a qualified service provider to update the Generally Recognised Accounting Practice (GRAP) Asset Register for the Dr Kenneth Kaunda District Municipality over a period of thirty-six (36) months. The update aims to ensure the accuracy, validity, and completeness of the asset register, facilitate asset verification, and support the municipality's financial reporting and audit processes, including the preparation of the 2026/27, 2027/28, and 2028/29 Annual Financial Statements.

Scope

The scope of work includes:

• Producing an updated, GRAP-compliant Asset Register for the financial years 2026/27, 2027/28, and 2028/29.
• Performing physical asset verification at least twice a year to ensure asset existence and accuracy.
• Reconciling the asset register with the General Ledger and resolving discrepancies.
• Updating asset treatments, additions, disposals, impairments, and assumptions in accordance with GRAP 26.
• Ensuring full compliance with GRAP standards and municipal asset management policies.
• Demonstrating system compatibility with the municipality’s SAGE financial system.
• Conducting integration testing and supporting go-live processes.

Technical Requirements

The technical requirements specify that the proposed Asset Management System must:

• Integrate directly with the SAGE financial system, including asset acquisitions, disposals, depreciation, and impairments.
• Allow for automatic or direct data exchange with SAGE, using accepted formats such as CSV, XML, or API-based data exchange.
• Ensure data accuracy and reflection in relevant SAGE modules, including General Ledger, Fixed Assets, and Budget modules.
• Generate GRAP-compliant reports that can be directly reconciled with SAGE financial statements and trial balances.
• Be capable of importing or exporting data directly into SAGE without errors or data loss.
• Demonstrate successful integration with SAGE within a South African municipal or government environment, supported by reference letters and confirmation from the vendor or implementation specialist.
• Support full integration testing prior to go-live, with the ability to maintain compatibility throughout the 36-month contract, including after system upgrades or patches.

Skills and Experience Requirements

The service provider must demonstrate:

• Company experience in similar asset management projects, supported by appointment letters and reference letters (10-20 points based on the number of similar contracts).
• Expertise of key personnel, including qualifications (Chartered Accountants, Engineers, or Technicians) and professional registration (SAICA/ECSA), with relevant CVs and proof of registration.
• Experience in public sector asset management projects, with points awarded for years of experience (1-4 years = 5 points; 5-10 years = 10 points).
• Proven audit outcomes on previous asset registers, with official confirmation letters indicating audit status (unqualified, clean, or qualified opinions).
• Demonstrated system compatibility with SAGE, including successful integration at reference sites, supported by signed confirmation letters and contact details.