Reconciliation Tenders

The bid notice states that submissions must be uploaded on the etender portal and additionally forwarded to ***@***. *. * by March 30, 2026, at 12:00.

The bid notice requires suitably qualified service providers to submit information on a solution designed to automate general ledger reconciliations.

The bid closing date is 25 March 2026 at 11:00 am. No late submissions will be accepted.

Payment is linked to verification milestones and asset coverage: 60% upon completion of scanning (at least 75% of total assets verified), 30% upon completion of reconciliation and custodian signoffs (at least 80% of total assets reconciled), and 10% upon final acceptance of inventories and photo folder (at least 85% of total assets accounted for). A percentage of the total contract value may be withheld until formal project completion and SABS acceptance.

The tender will be evaluated on functionality (100 points) and preference points (20 points for specific goals) using the 80/20 preference points system.

Bidders must provide a list of projects of similar nature and types of assets, along with relevant reference letters. The Project Manager must have a post-matric qualification and at least 3 years of project management experience. Team leaders require a post-matric qualification and at least 2 years of experience leading asset verification teams. Asset verifiers must have a minimum matric qualification and prior verifiable experience in asset verification using similar scanning software, including barcode scanning, photographing assets, recording mandatory fields, and performing visual condition assessments of non-technical assets.

The bid documents must be submitted no later than 12h00 on 25 March 2026.

Bidders will be evaluated on price and preference based on the 80/20 preference point system.

The bid documents state that bidders must be reputable and qualified service providers.

The training will be conducted on site, at the UMEDA offices.

The bid closing date is 10 April 2026, with submissions to be received by 12:00.

The bid notice states that payments shall be made promptly by the purchaser, but in no case later than thirty 30 days after submission of an invoice or claim by the supplier.

The bid notice states that the supplier warrants that the goods supplied under the contract are new, unused, of the most recent or current models, and that they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship except when the design and/or material is required by the purchaser's specifications or from any act or omission of the supplier, that may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination. This warranty shall remain valid for twelve 12 months after the goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the contract, or for eighteen 18 months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise.

The tender document contains detailed information regarding the evaluation of the tender. The municipality does not bind itself to accepting the lowest bid or awarding a contract to the bidder scoring the highest number of points.

Bidders are required to prove that their company and staff involved have sufficient experience and expertise to ensure they can achieve the bid objectives. This includes submitting a company profile, track record, referral letters, detailed methodology, project implementation plan, and CVs of key personnel with proof of professional registration.

The bid notice states that subject to GCC clause 25, if the supplier fails to deliver any or all of the goods or to perform the services within the periods specified in the contract, the purchaser shall, without prejudice to its other remedies under the contract, deduct from the contract price, as a penalty, a sum calculated on the delivered price of the delayed goods or unperformed services using the current prime interest rate calculated for each day of the delay until actual delivery or performance. The purchaser may also consider termination of the contract pursuant to GCC clause 23.