The kwazulu-natal department of sport, arts and culture invites bids for the supply, installation, and maintenance of a hybrid em/rfid security detection system and staff workstations for various libraries in KZN. the project aims to enhance security by detecting unauthorized removal of library materials and requires compliance with technical specifications for digital configuration, rfid technology, and integration with library management systems.
Key Requirements
Submit hand-delivered bids only by 09 July 2026 at 12:00 to Heritage House, 222 Jabu Ndlovu Street, Pietermaritzburg. Late or non-compliant submissions will be rejected.
Mandatory registration on the Central Supplier Database (CSD) and submission of a valid SARS Tax Compliance Status (TCS) PIN or CSD number. Non-compliance results in disqualification.
Provide firm prices in ZAR inclusive of all taxes, covering supply, installation, and 36 months of maintenance. Offers must remain valid for 180 days from the closing date.
Meet technical specifications for hybrid EM/RFID systems, including digital configuration, ISO 15693 compliance, and integration with library management systems.
Complete all required SBD forms (e.g., SBD 1, 3, 4, 6.1, 7) and initial every page of the bid document. Failure to comply may lead to disqualification.
The 80/20 preference point system applies: 80 points for price and 20 for specific goals. Submit SBD 6.1 to claim preference points.
Provide performance security if awarded, and ensure all incidental services (installation, training, maintenance) are included in the bid.
Suitable and capable service providers are invited to bid for appointment of a service provider to supply, install and maintain a hybrid security detection system with hybrid em/rfid staff workstation at various KZN libraries
Information & Communication Technology Industry Profile
Critical Requirements
POPIA Compliance
Regulatory Bodies
IITPSA
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Typical Documents
9 items
Company Registration (CIPC)
Tax Clearance Certificate
B-BBEE Certificate
CSD Registration
Company Profile
ISO 27001 Certificate (if applicable)
Technical Certifications
Solution Architecture Documents
Reference Letters
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Having these can improve your winning chances: IITPSA Membership, ISO 27001 (Information Security Management), ISO 20000 (IT Service Management), CISSP
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentDSAC 009 2627 RFID GATES.pdfReview complete
Description
Source: DSAC 009 2627 RFID GATES.pdf
Important Dates
09 Jun
2026
PUBLICATION
Tender Published
Tender was published
09 Jul
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
The KwaZulu-Natal Department of Sport, Arts and Culture invites bids for the supply, installation, and maintenance of a hybrid security detection system with hybrid EM/RFID staff workstations at various KZN Libraries. The tender closes on 09 July 2026 at 12:00 UTC, with hand-delivery of bids required at Heritage House, Pietermaritzburg. The project aims to enhance security and operational efficiency in library facilities across the province.
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Based on 10 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
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Document read
Compliance review
Bid-ready summary
Appointment of a service provider to supply, install and maintain a hybrid security detection system with hybrid EM/RFID staff workstation at various KZN libraries.
Important Dates
Source: DSAC 009 2627 RFID GATES.pdf (TENDER)
Closing date and time: 09 July 2026 at 12:00.
No compulsory briefing session is scheduled.
Bid validity: Your offer must remain valid for 180 days from the closing date.
For Technical queries: Contact Mr Mzomuhle Zuma, Deputy Director Information Services. Phone: 072 628 6767. Email: [email protected]
Physical address for bid delivery: Heritage House, 222 Jabu Ndlovu Street (formerly Loop Street), Pietermaritzburg, 3201.
Departmental telephone: 033 341 3400.
Submission Guidelines
Source: DSAC 009 2627 RFID GATES.pdf (TENDER)
Submit only hand-delivered proposals. Postal, telefax, telegraphic or electronic submissions are not accepted.
Deliver to the bid box at Heritage House, 222 Jabu Ndlovu Street (formerly Loop Street), Pietermaritzburg, 3201.
Closing date and time: 09 July 2026 at 12:00 (noon). Late bids will not be considered.
Use the official bid forms provided; do not retype them. Photocopies are allowed but must bear original signatures.
Submit a complete bid in a sealed envelope with the bidder's name, address, bid number (DSAC 009/2627) and closing date clearly marked.
Do not include bidding documents in packages containing samples.
Initial every page of the bid document and avoid using correcting fluid.
Failure to comply with these requirements may lead to disqualification.
Evaluation Criteria
Source: DSAC 009 2627 RFID GATES.pdf (TENDER)
The evaluation follows a four-stage process:
Administrative Compliance: Bid must be complete and submitted on the correct forms.
Mandatory Requirements: Must comply with all mandatory requirements in the document.
Functionality: Must achieve a minimum score of 60% on functionality criteria.
Preferential Points: An 80/20 preference point system applies: 80 points for price, 20 points for specific goals.
To claim preference points, you must complete SBD 6.1. Failure to do so means you forfeit the 20 points.
The Department reserves the right not to award the cheapest bid, not to award at all, or to cancel the bid.
Technical Specifications
Source: DSAC 009 2627 RFID GATES.pdf (TENDER)
Scope: Supply, installation, and maintenance of a hybrid EM/RFID security detection system and hybrid EM/RFID staff workstations at various KZN libraries.
The system must detect library materials not cleared for issue and protect against unauthorized removal.
Key specifications for the Security Detection System:
Fully digital configuration (DSP).
Visual and audio alarm.
Advanced RFID technology with remote access.
Magnetic media safe.
Supports multiple gates and tags from various EM/RFID providers.
Item 3: Maintenance for 3 years (provide detailed costing on company letterhead).
Provide unit price (excl VAT) and total price (excl VAT) for each item.
Calculate and state the grand total inclusive of all applicable taxes.
The total cost for 36 months (equipment and maintenance) must be transferred to the pricing schedule in the bid document.
Financial Requirements
Source: DSAC 009 2627 RFID GATES.pdf (TENDER)
Submit firm prices in South African Rand (ZAR). Prices subject to exchange rate variations are not accepted.
The bid price must be inclusive of all applicable taxes (VAT).
The total bid amount must cover the supply, installation, and 36 months of maintenance.
Provide detailed costing for the 36-month maintenance period on your company letterhead and include it as an attachment.
Your offer must remain valid for 180 days from the bid closing date.
The successful bidder may be required to provide a performance security (amount specified in Special Conditions of Contract).
Payment terms: The purchaser undertakes to pay within 30 days after receipt of a valid invoice.
Compliance Requirements
Source: DSAC 009 2627 RFID GATES.pdf (TENDER)
Mandatory registration on the Central Supplier Database (CSD) by the bid closing time. Failure to register leads to disqualification.
Tax Compliance: Submit your SARS-issued Tax Compliance Status (TCS) PIN or a printed TCS certificate. If no TCS PIN, provide your CSD number.
For consortia/joint ventures/subcontractors, each party must submit separate TCS certificates/PINs/CSD numbers.
Bidders (or their directors/trustees/members) who are persons in the service of the state are disqualified.
Bidders listed on the Register for Tender Defaulters or Restricted Suppliers are automatically disqualified.
Complete all required SBD forms (SBD 1, 3, 4, 6.1, 7, etc.). Failure to complete Part A leads to disqualification.
Foreign suppliers must answer a questionnaire regarding residency, establishment, and tax liability in South Africa.
Contractual Terms
Source: DSAC 009 2627 RFID GATES.pdf
Contract period: 36 months.
Offer validity: 180 days from bid closing date.
Warranty: Goods must be new, unused, of recent models. Warranty is valid for 12 months after delivery acceptance or 18 months after shipment, whichever is earlier.
Payment: Purchaser will pay within 30 days of receiving a valid invoice.
Prices are firm and may not vary from the bid quote.
The supplier may not assign the contract without the purchaser's prior written consent.
Subcontracts must be notified to the purchaser in writing.
Delays may result in penalties or contract termination.
The purchaser may terminate the contract for default, corruption, or fraudulent practices.
Force majeure clauses apply.
Disputes should first be resolved amicably, then through mediation, and finally in a South African court.
Governing law: South African law. Contract language: English.
Requirements
Source: DSAC 009 2627 RFID GATES.pdf (TENDER)
Foreign suppliers must complete a questionnaire regarding residency, branch, permanent establishment, income source, and tax liability in South Africa.
If answer is 'No' to all, registration for a SARS TCS PIN is not required.
Bids must be delivered on time to the correct address.
Use official forms; do not retype.
Bid is subject to the Preferential Procurement Policy Framework Act, Regulations, GCC, and Special Conditions.
Successful bidder must sign a written contract (SBD7).
Bidders must ensure tax compliance and submit SARS PIN or TCS certificate.
For consortia/JV/subcontractors, each party submits separate TCS/PIN/CSD.
If no TCS PIN but registered on CSD, provide CSD number.
No bids from persons in the service of the state.
Submit proof of authority to sign the bid (e.g., company resolution).
Bid is subject to Treasury Regulations 16A and KZN SCM Policy Framework.
Do not retype bid forms; photocopies with original signatures allowed.
Check page count; submit complete bid.
Lodge bid in separate sealed envelope with bidder details, bid number, closing date.
A specific bid box is provided; no bids found elsewhere will be considered.
No postal bids accepted after closing; proof of posting not accepted.
No electronic submissions; only hard and soft copies as stipulated.
Do not include samples with bidding documents.
Initial alterations; no correcting fluid.
Bids opened publicly; prices may be made public.
For multiple offers per item, use photocopies and clearly indicate.
Initial every page.
Complete Part A of bid document.
Fill all spaces; do not leave blanks.
Non-compliance leads to disqualification.
Department reserves right not to award, to accept any bid in whole or part, and to re-open the process.
Register on the Central Suppliers Database (CSD) via www.csd.gov.za.
False or outdated CSD information may lead to bid/contract cancellation and liability for damages.
If not registered by closing time, you will be disqualified.
Declare that CSD information is correct and up to date.
Bidders listed on the Register for Tender Defaulters or Restricted Suppliers are disqualified.
Declare if bidder/directors/trustees/etc. are employed by the state.
Declare any relationship with persons employed by the procuring institution.
Declare any interest in other related enterprises bidding for this contract.
Definition of 'controlling interest' provided.
Section
Source: DSAC 009 2627 RFID GATES.pdf
The 80/20 preference point system applies for contracts up to R50 million; 90/10 for above R50 million.
For this tender, either 80/20 or 90/10 will apply, determined by the lowest acceptable tender.
Points awarded for Price and Specific Goals.
Maximum points: Price 80, Specific Goals 20, Total 100.
Failure to submit proof for specific goals means you do not claim those points.
The organ of state may require substantiation of preference claims.
Definitions of 'tender', 'price', 'rand value', 'tender for income-generating contracts', and 'the Act' provided.
Price points calculated using a formula comparing your price to the lowest acceptable tender.
Specific goals points awarded as per Preferential Procurement Regulations; details to be provided in Table 1 (to be completed by organ of state).
Bidders must indicate how they claim points for each system.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.