Municipal Asset Register Administration and Management NEW

Merafong City Local Municipality, based in Carletonville in Gauteng, is seeking a service provider to administer, maintain and manage its municipal asset register for a period of three years. The appointed provider will be responsible for keeping the asset register accurate, complete and current across the municipality's asset base. This includes recording, updating and reconciling asset information, supporting compliance with municipal financial management and asset accounting requirements, and providing reliable records to the municipality's finance and asset management functions. The tender is classified under financial service activities, excluding insurance and pension funding.

The bidding process has two main stages. The first is a compliance assessment. Bidders must be registered on the Central Supplier Database (CSD) and submit a valid CSD report. They must also provide copies of their company registration documents (CK1), CK forms, and a municipal rates and taxes account for the company and its directors, showing no amounts overdue for more than 90 days. If the account is not in the company's name, a lease agreement with three months of bank statements proving payment is required instead. Businesses operating from residential premises must submit an affidavit. Bidders must also disclose any family or business relationships with government officials, and any ownership interests held by directors or shareholders in related companies. Failure to disclose these relationships will result in disqualification. The bid document fee is R1,486.09 (VAT inclusive), non-refundable, and proof of payment must be attached. Bid documents are available from the SCM offices in Carletonville, on the eTenders portal, and on the municipal website. Bids must be submitted on the original documentation in a sealed envelope, endorsed with the bid number and description, and deposited in Bid Box 1 at the Revenue Section. Late, incomplete, unsigned, pencilled, altered with correction fluid, faxed or emailed bids will not be accepted. Bidders should note that the source document lists the closing date as both 12 November 2026 and 11 December 2026, so they should confirm the deadline with the SCM Unit (Mr R Pillay, 018 788 9500) before the closing date.

Bids that pass compliance proceed to functionality assessment, where a minimum score of 70 out of 100 is required to advance to price and preference evaluation. The preference point system is 80/20, with 80 points for price and 20 points for specific goals. There is no compulsory briefing session. The municipality does not bind itself to accept the lowest bid or any bid, and bids remain valid for 90 working days. For suppliers, this contract offers a stable, multi-year engagement with a public sector client. It is most valuable to providers that can show proven experience in asset register management, public sector financial record-keeping and compliance with local government asset reporting requirements.