Supply, installation and 3‑year maintenance of master key system for gsdm offices and sub‑districts

• Submit all returnable documents listed in Part B (MBD 1) – all marked as Compulsory (e.g., Form A‑J, Bill of Quantities, Form of Offer, Master Key Hierarchy Diagram, Restricted keyway proof, ISO 9001 certificate, warranty certificates, project completion certificates).
• Ensure each form is fully completed, signed and dated.
• Include annexures required for the entity type (e.g., CK1/CK2 for closed corporations, Certificate of Incorporation and ID copies for companies, joint‑venture agreement, partnership IDs, sole‑trader ID, B‑BBEE certificate/affidavit).
• Deadline: 28 January 2026, 12:00 hrs. Late submissions will be rejected.
• Submission address/method not specified in the extracted text – obtain from the tender notice or contact GSDM.
• Disqualification risks: missing any compulsory form, incomplete annexures, failure to provide required certificates (CSD, ISO, B‑BBEE), or submitting after the deadline.

• Total possible points: 56.
• Minimum qualifying score: 50 points – bids scoring below will be excluded.
• Scoring categories (points in brackets):

• Hardware integration with existing PAT‑1366257 latches (10)
• Master key hierarchy diagram (10)
• Restricted keyway proof (5)
• Key control agreement (2)
• Electronic audit‑trail demo (8)
• Certifications – ISO 9001:2015 (6)
• Maintenance programme (spares, response times, OEM parts) (6)
• Warranty – 5‑year cylinder warranty (6)
• Experience – ≥1 year retrofit projects >100 doors (10)

• Bidders must provide evidence for each item (e.g., certificates, diagrams, demo, references).
• Evaluation will be performed in a single stage; scores are additive.

Scope: Supply, install and provide 3‑year maintenance for a master‑key system covering the GSDM main office, water laboratory and sub‑districts.

Key requirements:

• Supply and install double or single cylinders (as specified) that integrate with existing SANS 1238‑compliant door hardware (British Patent 1366257 latches, Dorma TH123 handles/latches).
• Fire‑rated cylinders (BS EN 1634‑1) where required, corrosion‑resistant (316 SS).
• Non‑destructive retrofit – use existing boreholes/back‑set, no drilling or modification of latch/handle backplates.
• Master‑key hierarchy: minimum 3‑tier (Grand Master > Master > Change Keys) with restricted keyways (e.g., KABA Penta, ASSA Twin).
• Electronic key‑control system with audit‑trail, user logs and duplication alerts.
• Maintenance (36 months): quarterly preventive visits, 24‑48 hr response times for lubrication, alignment, part replacement; 24/7 emergency hotline; supply of spare latches/handles as listed.
• Exclusions: supply of new latches/handles except replacements under maintenance.

• Bid price must remain valid for 90 days from the closing date.
• Payment terms: invoices paid within 30 days of receipt.
• No specific bond or guarantee is mentioned; confirm if performance/security bonds are required in the tender documents.
• Pricing format: submit a completed Bill of Quantities (Form L) and Form of Offer (Form M) as per returnable schedules.

• B‑BBEE certificate or sworn affidavit – minimum level 2 (as stated).
• CSD registration – SARS Declaration of Good Standing (Form D) is compulsory.
• Tax compliance – implied by SARS declaration.
• CIDB registration not explicitly required in the extracted text.
• CIPC – provide Certificate of Incorporation (or equivalent founding documents) for companies, or CK1/CK2 for closed corporations.
• Professional registrations – ISO 9001:2015 certification required.
• Local content – not detailed; follow standard municipal procurement policies.