Objectives

The primary objective of this tender is to engage a service provider capable of conducting comprehensive physical assets verification for Maluti TVET College. The verification aims to identify, validate, and update the college’s asset register, ensure compliance with relevant accounting standards (GRAP 17), and improve internal control processes related to asset management. Additionally, the project seeks to address youth unemployment by creating job opportunities and empowering youth-managed and owned businesses, especially those owned by women and persons residing in rural areas.

Scope

The scope of work includes:

• Verifying the existence, condition, and location of physical assets across multiple college campuses.
• Developing and maintaining asset management solutions using MS Excel and MS Access, including creating a comprehensive asset register, reports, and integration with existing systems.
• Barcode tagging and marking assets, including unbarcoded items found during verification.
• Investigating unverified or redundant assets and assisting with asset disposal or relocation.
• Providing technical support for IT infrastructure, including testing and moving desktop printers and other assets.
• Generating detailed reports such as asset master listing, additions, disposals, movements, depreciation, reconciliation, and asset summaries.
• Leading physical verification activities, including asset counting, scanning, and reporting.
• Ensuring the asset register uploads large data sets (over 70,000 assets and 2,400 locations) and captures assets not previously recorded.

Technical Requirements

The service provider must demonstrate:

• Advanced skills in MS Excel and MS Access, including automation, report generation, and data integration.
• Ability to develop and manage asset databases, barcode tagging, and asset movement tracking.
• IT expertise in verifying and automating manual asset management tasks, automating report generation, and ensuring data accuracy.
• Capacity to handle large datasets, including uploading and processing over 70,000 assets and more than 2,400 locations.
• Provision of 12 human resources skilled in asset verification, barcode tagging, and physical asset counting.
• Support for automating asset condition assessments and generating various asset reports.
• Ability to automate daily data uploads, asset condition updates, and report conversions to Excel and Access formats.

Skills Requirements

The successful bidder must possess:

• Proven experience in asset management, verification, and reconciliation processes.
• Strong technical skills in MS Excel (including VBA programming) and MS Access, with experience in automating asset register management and report generation.
• IT expertise in barcode scanning, tagging, and asset tracking systems.
• Experience in automating manual tasks related to asset verification and data processing.
• Capacity to manage large datasets and integrate data from multiple sources.
• Qualified personnel with relevant certifications or post-matric qualifications in IT, accounting, or related fields.
• Ability to develop and implement asset verification workflows, including physical verification, asset condition assessment, and reporting.
• Experience in providing technical support for asset management systems and ensuring compliance with relevant standards (GRAP 17).