Terms of Reference (ToR) / Scope of Work for Fixed Asset Inventory & Fixed Asset Register Update

Logistics & Supply Chain
Kigali
October 5, 2026
Tenders

Job Description

TERMS OF REFERENCE (TOR) / SCOPE OF WORK

FIXED ASSET INVENTORY & FIXED ASSET REGISTER UPDATE

1. Background

Mantis Kivu Marina Bay Hotel; a four-star hotel managed under the Accor/Mantis brand standards.

As part of strengthening corporate governance, improving operational efficiency, ensuring statutory compliance and addressing recommendations from recent operational and financial audits, the Company intends to engage a qualified consulting firm to undertake this independent assignment:

2. Objective

To conduct a complete physical verification of all company assets and update the Fixed Asset Register to ensure completeness, accuracy and compliance with accounting standards and audit requirements.

3. Scope of Work

The consultant shall undertake the following activities:

A. Review Existing Documentation

Review:

  • Existing Fixed Asset Register 
  • General Ledger 
  • Trial Balance 
  • Purchase Records 
  • Asset Files 
  • Capital Expenditure Records 
  • Disposal Records 
  • Insurance Schedule 

B. Physical Verification

Conduct a comprehensive physical count of all assets including but not limited to:

  • Buildings 
  • Furniture 
  • Fixtures 
  • Kitchen Equipment 
  • Laundry Equipment 
  • Engineering Equipment 
  • Motor Vehicles 
  • Office Equipment 
  • Computers 
  • Servers 
  • Air Conditioners 
  • CCTV Equipment 
  • Security Equipment 
  • Spa Equipment 
  • Gym Equipment 
  • Restaurant Equipment 
  • Guest Room Assets 
  • Generators 
  • Electrical Installations 
  • Mechanical Equipment 
  • Water Systems 
  • Solar Systems 

C. Asset Tagging

Where necessary:

  • Verify existing asset tags 
  • Replace damaged tags 

D. Register Update

Prepare an updated asset register including:

  • Asset Description 
  • Asset Code 
  • Asset Category 
  • Department 
  • Location 
  • Acquisition Date 
  • Supplier 
  • Purchase Cost 
  • Useful Life 
  • Residual Value 
  • Depreciation Method 
  • Accumulated Depreciation 
  • Net Book Value 
  • Condition 
  • Custodian/User 
  • Asset Status 

E. Asset Condition Assessment

Classify assets as:

  • Excellent 
  • Good 
  • Fair 
  • Poor 
  • Obsolete 
  • Damaged 
  • Missing 
  • Idle 
  • Beyond Economic Repai

F. Reconciliation

Reconcile physical assets against:

  • General Ledger 
  • Fixed Asset Register 

Identify:

  • Missing assets 
  • Missing assets 
  • Unrecorded assets 
  • Ghost assets 
  • Duplicate assets 
  • Disposals not recorded 
  • Assets requiring write-off 
  • Assets requiring impairment 

4. Deliverables

The consultant shall submit:

  • Inception Report 
  • Physical Verification Report 
  • Updated Fixed Asset Register (Excel and editable format) 
  • Reconciliation Report 
  • Missing Asset Report 
  • Asset Condition Report 
  • Disposal Recommendation Report 
  • Asset Tagging Report 
  • Management Report 
  • Final Assignment Report 

5. Proposal Submission Requirements

Interested firms shall submit:

Technical Proposal

  • Company profile 
  • Understanding of the assignment 
  • Detailed methodology 
  • Work plan and implementation schedule 
  • Team composition and CVs of key experts 
  • Relevant experience and references 
  • Similar assignments undertaken 

Financial Proposal

  • Professional fees 
  • Daily rates 
  • Breakdown of costs 
  • Taxes 
  • Any reimbursable expenses 
  • Total contract price 

6. Evaluation Criteria

Technical proposals will be evaluated based on:

CriteriaWeight
Understanding of the Assignment15%
Methodology & Work Plan25%
Relevant Experience20%
Qualifications of Key Experts25%
Similar Assignments15%

Application dead line: 16th October 2026

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