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Asset tagging for county governments and parastatals

Individually identified assets, a reconciled register and a documented verification trail — structured around what the Auditor-General will actually ask for.

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Asset tagging for county governments and parastatals, Nicetags Solutions, Nairobi

Nicetags Solutions

Asset tagging for county governments and parastatals

Individually identified assets, a reconciled register and a documented verification trail — structured around what the Auditor-General will actually ask for.

If you are an accounting officer in a county, a parastatal or a state corporation, your asset register is not an administrative nicety. It is a statutory obligation, and it will be tested.

Sections 67 to 74 of the Public Finance Management Act, 2012 make designated accounting officers responsible for the proper management of their entity's finances. The National Treasury's General Guidelines on Asset and Liability Management in the Public Sector, issued in March 2020, work toward consolidated national fixed assets and liabilities registers, and Treasury Circular No. 5 of 2020 addresses the preparation of those registers directly. Entities reporting under IPSAS carry the underlying record-keeping requirements that flow from it.

Most counties we work with are not starting from zero. They are starting from something worse: a partial register inherited from defunct local authorities, assets transferred at devolution with no documentation, and a spreadsheet that has been added to but never reconciled.

Detail

What gets tagged in a county entity

  • Office furniture and equipment across headquarters, sub-county offices and ward offices
  • ICT equipment and servers
  • Motor vehicles, lorries and motorcycles
  • Plant: graders, tippers, excavators, rollers and tractors
  • Generators, pumps and water infrastructure equipment
  • Health facility equipment under county management
  • ECDE and vocational training centre equipment
  • Market and public facility assets
  • Fire and emergency equipment
  • Agricultural and veterinary equipment
  • Street lighting and public works plant
  • Surveying and inspection equipment
Detail

The right tag for county assets

County asset populations are the most varied of any sector, and they need more than one specification.

Office and ICT assets take standard anodised aluminium barcode tags from KSh 50, or QR tags from KSh 55 if you want ward officers to be able to verify with a phone rather than a scanner.

Plant, graders, tippers and heavy machinery take riveted tags. These assets live in oil, dust and vibration, and adhesive will not survive. A mechanically fixed tag is the only one that stays on for the life of the machine.

Vehicles take acetone-activated aluminium, permanently bonded where it cannot be lifted.

Large, dispersed estates — a county with assets across every ward — are where RFID starts to pay. Annual verification across dozens of sites is where labour cost accumulates, and RFID reads without line of sight, hundreds of tags a minute.

Detail

When to do it

Start early in the financial year, not in the month before the audit. A county-wide exercise runs in phases: headquarters first, then sub-county offices, then ward-level and facility assets. Phasing lets you produce a usable register for the largest asset concentrations quickly while the long tail is still being counted.

Detail

What the Auditor-General typically raises

  • Assets on the ground with no register entry
  • Register entries with no physical asset
  • Assets recorded without acquisition cost or acquisition date
  • Group entries such as “30 chairs” instead of individually identified assets
  • No unique identifier linking the physical asset to the register line
  • Land and buildings without ownership documentation
  • No evidence of periodic physical verification

Every one of those is addressed by a properly executed tagging and verification exercise — and none of them is addressed by buying tags alone.

Detail

A typical engagement

A county entity with 8,000 assets across headquarters, six sub-county offices and health facilities. Tags quoted separately. Travel, accommodation and subsistence for sites outside Nairobi are itemised and agreed before any work begins.

PackageRate per assetWhat it coversEstimated total (excl. VAT)
Tagging plus basic registerKSh 60Tags fixed, register created, assets verified. Free barcode scanner included.KSh 480,000
Tagging plus comprehensive registerKSh 150Full accounting detail per asset and an IPSAS-structured register.KSh 1,200,000
Detail

Procurement

We hold every mandatory compliance document that tenders in this space require — Certificate of Incorporation, KRA PIN, a valid Tax Compliance Certificate, a CR-12 issued within three months, and a current business permit. We do not publish them online, because document fraud is common in this sector and published certificates get copied and misused. We share the full verified pack directly with your procurement team in response to your RFQ or RFP email, within 4 working hours.

Detail

Pages referenced above

aluminium barcode tags for county office assetsaluminium QR code tags for phone verificationriveted aluminium tags for graders and heavy plantRFID asset tags for dispersed county estatesasset registers for the Kenyan public sectorrequest our tender compliance documentationfixed asset register developmentpublished prices for tags and on-site tagging
Buyer questions

Questions about asset tagging for county governments and parastatals

Yes. Teams travel, and travel costs are itemised and agreed in advance.

Need another answer? Browse the complete asset tagging FAQ.

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Tell us what you need tagged, how many assets you have and where they are used.

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