Supply and maintenance of 24/7 alarm systems and armed response services for ppecb de doorns office

• Primary Contact for Bid Submission and General Enquiries: Mr. Simphiwe Yende. Email: [email protected].
• Additional Email for Submission: [email protected].
• Bidding Procedure Enquiries: Telephone 021 930-1134, Email: [email protected].
• Technical Enquiries: Riva Jacobs. Email: [email protected], Telephone: +27 87 350 5492.
• Site Visit Contact: Shaneathe Nicholas. Email: [email protected].

• Submit your quotation via email to [email protected] or electronically via Microsoft OneDrive shared with the same email address. Ensure all information and documentation for RFQ/ARMEDRESPONSE/2026/DE DOORNS is included.
• Late bids will not be accepted. PPECB reserves the right to extend the closing date; bidders will be notified of any changes.
• Mandatory returnable documents: SBD1 (Invitation to Bid), SBD4 (Bidder’s Disclosure), valid Tax Clearance Certificate or PIN, valid B-BBEE Certificate or EME/QSE Affidavit, SBD6.1 (Preference Point Claim Form), and proof of CSD registration.
• Failure to submit required documents or attend the mandatory site visit will result in disqualification.

• Evaluation stages: Compliance, Mandatory Criteria, Functional/Technical, Price and Specific Goals. Bidders failing any stage are disqualified.

Mandatory Criteria (Disqualifiers if not met):

• Registration on the Central Supplier Database (CSD).
• PSIRA registration for the bidder and all deployed security personnel (certified copy required).
• Attendance at the mandatory site visit on 22 June 2026.
• Submission of all required compliance documents (SBD1, SBD4, SBD6.1, Tax Clearance, B-BBEE, CSD proof).
• No litigation with PPECB or poor performance record in past contracts.
• Compliance with tax obligations (SARS TCS PIN or CSD number).

Functional/Technical Evaluation (Minimum threshold: 70 points):

• Company experience in installation, maintenance, and armed response: 10-15 years = 30 points; 5-9 years = 20 points; 1-5 years = 10 points; no experience = 0 points.
• Regional footprint within 100km radius: Proof via municipal utility bill or rental/lease agreement. 1+ offices = 20 points; no presence = 0 points.
• References for similar projects: 3 references = 15 points; 2 references = 10 points; 1 reference = 5 points; 0 references = 0 points.
• Marked security vehicles: 1 vehicle = 5 points; 2 vehicles = 10 points; 3+ vehicles = 15 points.
• Installation and warranty: Comprehensive details on installation and turnaround time for call-outs (10 points).
• Value-added services: Additional beneficial services = 10 points; none = 0 points.

Price and Specific Goals:

• 80/20 Preference Point System applies (80 points for price, 20 points for specific goals).
• Specific goals: B-BBEE status (EME/QSE = 20 points; SANAS-approved enterprises with turnover > R50m = 5 points).

Objective Criteria:

• Risk of fruitless/wasteful expenditure, abnormally low bids, material irregularity, or poor past performance may result in disqualification.

• Scope: Provision of new security alarm systems for monitoring and armed response services at 6 Voortrekker Street, De Doorns, 6875, for 3 years with an option to renew for 2 years.

Monitoring Requirements:

• Functional 24-hour operational Control Room to monitor the PPECB office.
• Monitor control room transmitter/digital communicator at the premises.
• Monitor disturbances and contact listed persons/institutions for further action.

Reaction Requirements:

• Existing patrolling vehicle(s) within a 5-10km radius of the office for timely response.
• Armed response team must be fully uniformed, armed, and in a company-marked vehicle.
• Dispatch qualified Reaction Officers to the PPECB office in response to emergencies or alarm signals.
• Expected reaction time: 10-15 minutes (dispatch to arrival on site).
• 24-hour free telephone product support (e.g., SMS facility for alarm reporting).

Records and Maintenance:

• Maintain accurate records of each intruder alarm system; provide records on client request.
• Inform PPECB of non-repairable equipment and provide repair cost options.
• Source all alarm system parts/components at market-related prices; equipment must carry manufacturer warranty/guarantee.
• Business Contingency Plan (BCP) required for emergency situations.

Service Coverage:

• Services must be provided 24 hours a day, 7 days a week, 365 days a year as per the Service Level Agreement.

Security Vetting:

• PPECB reserves the right to vet personnel, including criminal record and identity document checks, and assess for security risks.

• Company experience in installation, maintenance, and armed response: 10-15 years = 30 points; 5-9 years = 20 points; 1-5 years = 10 points; no proven experience = 0 points.
• Regional footprint: Proof of presence within a 100km radius via municipal utility bill or rental/lease agreement. 1+ offices = 20 points; no office presence = 0 points.
• References for similar projects: 3 references = 15 points; 2 references = 10 points; 1 reference = 5 points; 0 references = 0 points.
• Marked security vehicles: Proof of registration/ownership/leasing. 1 vehicle = 5 points; 2 vehicles = 10 points; 3+ vehicles = 15 points.

• Pricing Format: Submit firm prices only. Non-firm prices (e.g., subject to exchange rate variations) will not be considered.
• Bid Validity: Quotation must remain valid for 60 days from the closing date.
• Pricing Schedule: Use SBD 3.1. Include item quantities, descriptions, bid price in ZAR (including VAT), subtotal, VAT at 15%, and total.
• Payment Terms: Payment within 30 days of receipt of a correct, undisputed, and properly due invoice.
• Discounts: Any discounted rates (e.g., early payment) must be communicated and reflected as a separate invoiced amount.
• Invoicing: Invoices must reflect the PPECB order number, contain a sufficient description of goods/services, and include the correct order number.

• Central Supplier Database (CSD): Bidders must be registered on the CSD. Include the Master Registration Number in SBD1. Non-registered bidders or those prohibited from doing business with the state will be disqualified.
• Tax Compliance: Submit a valid Tax Clearance Certificate or PIN. If no TCS PIN is available but the bidder is registered on CSD, provide the CSD number.
• B-BBEE: Submit a valid B-BBEE Certificate or EME/QSE Affidavit to qualify for preference points.
• PSIRA Registration: Bidder and all deployed security personnel must be registered with PSIRA. Provide a certified copy of a current, valid PSIRA certificate.
• Declaration of Interest: Full disclosure of any existing or potential conflicts of interest is mandatory. Failure to disclose may result in disqualification.
• State Employees: Bids from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees will not be considered.

• Bidding Procedure Enquiries: Telephone 021 930-1134, Email: [email protected].
• Technical Enquiries: Telephone +27 87 350 5492, Email: [email protected].