Cloud-Based Asset Verification Solution for CCMA (10 Scanners + 3-Year Licensing)

The Commission for Conciliation, Mediation & Arbitration (CCMA) requires a complete end-to-end cloud-based asset verification solution to manage approximately 16,000 assets across approximately 1,600 users. The solution must comprise: (1) 10 asset verification scanners (handheld/PDA devices with barcode/QR/RFID capability) purchased once-off and owned by CCMA; (2) 6 licenses to the asset verification software for a 3-year contract term; and (3) maintenance and support services over 3 years, comprising 30 hours onsite support and 30 hours telephone support annually, supplied on a time-and-materials basis. The software must provide a centralised electronic asset register with unique asset IDs, support physical verification workflows (recording verified, not found, damaged, missing, or duplicate assets), location and movement tracking with GPS capability, photographic evidence capture, complete audit trails, role-based access control, and dashboards reporting on asset condition, verification progress by department/location, and discrepancies. The system must integrate with existing CCMA systems (Sage 300 ERP, Norming Asset Module, HR systems, Microsoft SQL Server 2022, and Windows Remote Desktop Services) via APIs and CSV/Excel imports/exports. Scanners must read existing Tesa Silver Laser Laser-engraved acrylic barcode tags without re-tagging, support Wi-Fi/Bluetooth/4G-LTE connectivity, retrieve asset information within 60 seconds, offer minimum 4 hours offline operation with auto-sync, 8-hour battery life, IP65 protection, and 1.2 m drop resistance. The solution must be hosted on Microsoft Azure within South Africa, comply with POPIA, GRAP, PFMA, and National Treasury regulations, and scale to support ~100 new assets annually. Bidders must demonstrate successful implementation of similar solutions within the last 10 years, submit detailed project plans, call-out procedures with 24/7 helpdesk and emergency turnaround times, and conduct a live on-site demonstration at CCMA head office.