Objectives

The primary objective of this tender is to appoint a qualified service provider to supply, implement, and support an Electronic Asset Management System (EAMS) at the Department of International Relations and Cooperation's (DIRCO) Head Office and South African Missions abroad. The system aims to enhance asset management processes over a period of five (5) years, including development, integration, training, licensing, and ongoing support.

Scope

The scope encompasses:

• Provision of a comprehensive Electronic Asset Management System and related professional services, including system design, development, configuration, integration, testing, deployment, and closure.
• Training end-users, administrators, and ICT staff, along with documentation and knowledge transfer.
• Supply of software licenses for the core asset management modules for five years.
• Provision of maintenance and support services, including technical support, system maintenance, enhancements, data backup, recovery, and monitoring, for five years.
• Support at both the Head Office and South African Missions abroad.

Technical Requirements

The technical specifications include:

• Development of a system architecture that includes asset registry, depreciation, maintenance, and disposal modules.
• Design of data models, user access, and security architecture.
• Configuration of modules, custom forms, workflows, dashboards, and reports.
• Integration with existing systems such as finance and procurement platforms.
• Data cleansing, migration, and testing (unit, integration, and user acceptance testing).
• Deployment to production with cut-over planning and support during go-live.
• Provision of end-user and administrative training, along with operational manuals.
• Ongoing system maintenance, updates, patches, and enhancements.
• Scheduled data backups, recovery testing, and proactive system monitoring.

Skills Requirements

The successful bidder must demonstrate:

• Expertise in asset management system development, integration, and implementation.
• Experience in system design, architecture, and configuration of asset management modules.
• Proficiency in data migration, cleansing, and testing methodologies.
• Capability to provide comprehensive training to diverse user groups, including end-users, administrators, and ICT staff.
• Strong technical support skills, including incident resolution via email, phone, and remote support.
• Ability to perform system maintenance, updates, patches, and enhancements effectively.
• Experience in managing multi-year licensing agreements and support services.
• Knowledge of integration with existing enterprise systems and data security protocols.