Request for Proposal For Asset Verification, Tagging And Reconciliation Using Aluminium Barcode / Qr Code Labels

Request for proposals for Asset Verification, Tagging and Reconciliation Using Aluminium Barcode / QR Code Labels Objectives of the Assignment 1. Conduct a comprehensive physical verification of fixed assets located at CH Head Office in Juba. 2. Supply durable aluminium barcode / QR code labels with CH branding and unique human-readable asset numbers. 3. Tag verified fixed assets using agreed asset tagging and numbering conventions. 4. Capture relevant asset data using appropriate tools, scanners, mobile devices, software, or templates. 5. Reconcile physically verified assets with CHs existing fixed asset register. 6. Identify assets that are missing, damaged, obsolete, unrecorded, duplicated, transferred, or recommended for write-off. 7. Produce an updated fixed asset register in editable format. 8. Provide training, tools, templates, and guidance to designated CH staff for fieldlevel roll-out. 9. Submit a final asset verification, tagging, reconciliation, and training report. 5. Scope of Work The selected service provider shall undertake the following activities: Inception and Planning 1. Hold an inception meeting with CH to confirm assignment expectations, scope, timelines, asset categories, reporting format, confidentiality requirements, access arrangements, and responsible focal persons. 2. Review CHs existing fixed asset register and asset management records relevant to Head Office assets. 3. Agree with CH on the asset tagging format, numbering sequence, QR code/barcode structure, label design, naming convention, location classification, and data fields to be captured. 4. Develop and submit a brief inception report and work plan outlining the methodology, team composition, tools, timeline, assumptions, risks, and key deliverables. Supply of Aluminium Barcode / QR Code Labels The service provider shall supply durable aluminium barcode / QR code labels suitable for long-term fixed asset identification and future verification. The proposed labels should be appropriate for office furniture, ICT equipment, electronic equipment, machinery, generators, communication equipment, vehicles and other fixed assets. The labels shall, at minimum: be made of aluminium or equivalent durable material approved by CH; be resistant to scratching, fading, moisture, dust, heat, and normal handling; include CH logo or branding, where required; include a unique barcode and/or QR code; include a human-readable asset number; be securely affixed using strong adhesive or another approved permanent fixing method; be readable and scannable for future verification exercises; be of a practical size suitable for small and large assets; and include any additional labels agreed with CH for future field-level tagging or contingency use. Bidders shall clearly indicate the proposed label material, size, thickness, print method, durability, adhesive quality, expected lifespan, barcode/QR code format, and whether sample labels can be provided for CH review before full production. Physical Asset Verification at CH Head Office The service provider shall conduct a comprehensive physical verification of CH fixed assets at Head Office in Juba. The verification shall include: physical identification of each asset available at the assigned location; confirmation of asset description, category, sub-category, make, model, and serial number where available; confirmation of asset location, office, room, department, project, or cost centre where applicable; confirmation of current user, custodian, or responsible department where applicable; assessment of asset condition and operational status; identification of assets already tagged and assets without tags; identification of assets physically found but not recorded in the fixed asset register; identification of assets recorded in the register but not physically found; identification of damaged, obsolete, non-functional, missing, duplicate, or assets recommended for management review/write-off; and recording of findings in an agreed data capture template or system. Asset Tagging The service provider shall tag all verified fixed assets using the approved aluminium barcode / QR code labels. The tagging process shall ensure consistency, accuracy, neatness, and ease of future identification. The service provider shall agree with CH on tag placement before implementation. The tagging approach shall ensure that: each asset is tagged only once; tags are placed in visible but secure locations; tags do not interfere with normal use, safety, or operation of the asset; tags on machinery or equipment are placed near manufacturer serial numbers or identification labels where appropriate; tags on ICT equipment are placed carefully to avoid damage to devices; tag numbers correspond accurately with the captured asset data; assets that cannot be tagged are recorded with clear reasons; and CH staff participating in the exercise are oriented on the agreed tagging convention. Asset Data Capture The service provider shall capture complete data during the physical verification and tagging exercise. The minimum asset data fields shall include: No. Data Field 1 Barcode / QR code number 2 Existing CH asset number, where applicable 3 Asset description 4 Asset category / class 5 Asset sub-category / sub-class, where applicable 6 Make / brand 7 Model 8 Serial number, where applicable 9 Location 10 Office / room / unit 11 Department / project / cost centre, where applicable 12 User / custodian, where applicable 13 Condition 14 Status: active, damaged, obsolete, missing, under repair, recommended for write-off, or other 15 Date of verification 16 Name of verifier 17 Remarks / observations / recommended action 18 Photographic evidence, where required and feasible Tender Link : https://comms.southsudanngoforum.org/c/tenders