Objectives

The primary objective of this tender is to conduct a comprehensive annual physical verification of all Property, Plant, and Equipment (PPE) reflected in the SABS Fixed Asset Register (FAR). This includes ensuring that all assets are accurately recorded, verified, assessed for condition, and that the FAR is up-to-date and compliant with internal and regulatory requirements. The project aims to deliver reconciled inventories, an "Assets Not Found" register, photo documentation, and final reports, culminating in formal acceptance by SABS Asset Management.

Scope

The scope involves providing electronic asset verification services across approximately 33,000 assets located at multiple SABS sites, including storage areas, laboratories, and offices. The services include:

• Physical verification of assets using trained personnel and 2D barcode scanning technology.
• Performing condition assessments of non-technical assets such as furniture and office equipment.
• Delivering comprehensive inventories, photo documentation, and reconciliation of missing assets.
• Investigating and following up on assets not found, including revisits, custodian consultations, and review of inventory records.
• Updating the FAR with verified data, discrepancies, and new assets.

Technical Requirements

The technical specifications for the verification system include:

• A mobile application capable of scanning 2D barcodes, linking photographs, and capturing mandatory asset data fields (barcode, description, serial number, location, custodian, business unit, asset condition).
• Real-time reconciliation with the FAR (Excel-based), tracking assets not found, flagging duplicate barcodes, and linking photos to asset records.
• The system must support data upload/download in Excel format and allow post-verification updates and re-opening of locations.
• Photographic records must follow a naming convention: [Barcode].jpg.
• The system should enable capturing photographs with date/time stamps and linking them to individual assets.

Skills Requirements

The tender specifies the following personnel skills and experience:

• Project Manager: Post-matric qualification in Engineering, Commerce, Finance, or related field, with at least 3 years’ project management experience and a minimum of 3 years managing large-scale asset verification projects.
• Team Leaders: Post-matric qualification with at least 2 years’ experience leading asset verification teams.
• Asset Verifiers: Minimum matric qualification, with verifiable prior experience in asset verification using similar scanning software, including barcode scanning, photographing assets, recording mandatory fields, and performing visual condition assessments.

All verifiers must demonstrate prior experience, and the team must be sufficiently large to complete the verification within 3–6 months.