Supply, installation and three-year support of a visitor management system (2 kiosks) for the mine health and safety council

Closing date: 27 October 2026 at 11:00

Briefing session (non-compulsory): 08 October 2026 at 15:00, via Microsoft Teams meeting. Link: https://teams.microsoft.com/meet/358055454763299?p=4kKZLYbvX3zshf9zeq. Contact: [email protected]

Due date for queries: 21 October 2026

Bid validity period: 120 days from closing date

Non-Compulsory Briefing Session: Date: 08 October 2026, Time: 15H00, Venue: Microsoft Teams meeting, link: https://teams.microsoft.com/meet/358055454763299?p=4kKZLYbvX3zshf9zeq, Contact Person: [email protected].

Enquiries (SCM)

• Contact: SCM
• Email: [email protected]
• Telephone: not stated

Technical enquiries

• Contact: SCM
• Email: [email protected]
• Telephone: not stated

Submission address

• Email: [email protected]

Service/delivery address

• MHSC premises, Tuscany Office Park, Rivonia (as per document context)

Submission method: email only, to [email protected]. Maximum email attachment size: 150MB. Bids must be submitted on the official forms (not re-typed) and completed in black ink. A digital version of the full bid with all supporting documents must be provided via email; this serves as the original set and forms part of the contract. Bids received after the closing time will be classified as late and not considered. Bids submitted by any other method (telegram, telex, facsimile, etc.) will not be accepted. The tender register must be signed when submitting at the tender box.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidders Disclosure): discloses whether any director or shareholder is employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Claim Form): claims B-BBEE preference points; must be supported by a valid B-BBEE certificate or certified sworn affidavit.
• SBD 3 (Pricing Schedule): fully completed pricing schedule.
• SBD 7 (Contract Form): to be signed and completed where applicable, upon award.
• Proof of authority (e.g. company resolution) for the signatory.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Bids received after the closing time, regardless of reason.
• Bids submitted in any manner other than the designated email address.
• Alterations or additions to the bid document, or setting counter conditions.
• Bidders' terms and conditions are not acceptable.

Evaluation is conducted in three stages; a bidder must fully comply with each stage to progress to the next.

Stage 1: Mandatory Technical Evaluation

• Verify that mandatory requirements are met; failure leads to disqualification.
• Mandatory requirement: valid OEM accreditation certificate or reseller letter for the proposed Visitor Management System (or letter of confirmation if the bidder is the OEM). The certificate/letter must be valid on the closing date; expired letters are not considered.

Stage 2: Functionality Evaluation

• Minimum qualifying score: 70% (70/100) to progress to Stage 3.
• Criteria and weights:
• Company Experience (20 points): reference letters for similar services rendered within 5 years of closing date. 3 or more valid letters = 5 points; 2 = 3 points; 1 = 1 point; none = 0.
• Team Experience (20 points): CV of at least one team member with experience in Visitor Management System installation, maintenance or support. 5+ years = 5 points; 4-5 = 4; 3-4 = 3; 2-3 = 2; 1-2 = 1; less than 1 = 0.
• Project Proposal (30 points): must cover scope of work, sequencing of activities, project timeline, risk matrix, and resource allocation. All 5 items = 5 points; 4 = 4; 3 = 3; 2 = 2; 1 = 1; none = 0.
• System Demonstration (30 points): recorded video walkthrough (max 30 minutes) showing registration, check-in, badge printing, reporting, and integration. All 5 = 5 points; 4 = 4; 3 = 3; 2 = 2; 1 = 1; none or not authentic = 0.
• Total functionality points: 100.

Stage 3: Price and Specific Goals Evaluation

• 80/20 preference point system: maximum 80 points for price, 20 points for specific goals.
• Price score formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = price of tender under consideration, Pmin = price of lowest acceptable tender.
• Specific goals points claimed in SBD 6.1, supported by a valid B-BBEE certificate or certified sworn affidavit.
• Award may be subject to price negotiations with the preferred bidder if bid prices are not market related.

The Mine Health and Safety Council (MHSC) requires the supply, installation, configuration, commissioning, and 3-year maintenance and support of a fully functional Visitor Management System at its premises. The system must integrate with the existing access control system (fingerprint and facial recognition based biometric system) and directory services (Active Directory).

System specifications:

• User interface: intuitive, user-friendly, English as main language; customisable branding for MHSC corporate identity (badge printing, UI, kiosk).
• Visitor registration: pre-registration for scheduled visitors; self-service kiosks for on-site registration; web-based registration for remote check-in.
• Check-in/check-out: QR code, barcode, and ID scanning; automated host notifications upon arrival.
• Visitor identification: badge printing with customisable templates; photo capture for verification and tracking.
• Visitor tracking: detailed visit logs and history (check-in/check-out and access activities).
• System integration: compatible with access control system and Active Directory.
• Security & compliance: data encryption for secure transmission and storage (for six months); POPIA compliance; role-based access control with audit logs and reporting.

Hardware requirements (2 kiosks, each with minimum specs):

• Touchscreen: minimum 10 inches, 1920x1080 (Full HD), IPS capacitive multi-touch (10-point), brightness 500 cd/m2, refresh rate 60 Hz.
• Badge printer: minimum 300 dpi (colour and mono), print speed 100 cards/hour (colour), dye-sublimation or direct thermal, CR80 card size, USB and/or Ethernet, PVC/PVC/PET composite cards.
• Scanner: omnidirectional 1D/2D imager, supports QR Code, Data Matrix, PDF417, Aztec, Code 128, Code 39, UPC/EAN; decoding time ≤35 ms; scan angle Roll 360°, Pitch ±65°, Yaw ±60°; USB or RS-232.
• Camera: minimum 2 megapixels (1920x1080), recommended 4K (8MP); Sony STARVIS or equivalent sensor; wide DFOV; anti-spoofing/liveness detection.
• Connectivity: Gigabit Ethernet (RJ45) primary, Wi-Fi 802.11 a/b/g/n/ac dual-band secondary, Bluetooth 5.0+, PoE+ (802.3at) or PoE++ (802.3bt) recommended.
• Enclosure: floor-standing or countertop, durable metal or high-impact ABS, VESA-compatible or custom bracket, concealed cable routing.

Software requirements:

• Platform compatibility: Windows, macOS, iOS, Android.
• Centralised dashboard: real-time visitor tracking and system management.
• Automated notifications: email, WhatsApp, app alerts.
• Customisable reports with data export options.

Deliverables:

• Installed, configured, tested fully functional system.
• Physical installation of 2 kiosks, badge printers, scanners, cameras.
• Full software configuration including dashboard, notifications, Active Directory integration.
• Successful integration with existing access control system.
• Signed-off training reports for administrators and security personnel.
• User manuals, troubleshooting guides, system architecture details.
• Registration and activation of 3-year maintenance and support plan.
• Signed-off certification reports, compliance certificates, as-built configuration diagrams.

Maintenance & support scope (3 years):

• Proactive system monitoring and health checks.
• Regular software updates and security patches.
• Hardware repairs and replacement of faulty components.
• On-site support for critical issues and scheduled preventative maintenance.
• Helpdesk support during business hours (08:00-17:00, Monday to Friday).

Training: for 4 ICT administrators, 1 receptionist, and 2 security personnel.

Project Proposal: Provide a project proposal that includes: 1) Scope of work indicating understanding of the project, 2) Description and sequencing of activities, 3) Project timeline aligned with client expectations, 4) Risk matrix, and 5) Resource allocation. Also provide a recorded video walkthrough (max 30 minutes) of the proposed Visitor Management System showing key features: registration, check-in, badge printing, reporting, and integration.

Company Experience: Provide reference letters from organisations where previous implementation, maintenance and support of a Visitor Management System (or equivalent) was conducted. Letters must be signed, on valid letterhead, with contactable details, and confirm similar services rendered within five (5) years from the date of closure of this tender. Team Experience: Provide CV(s) of at least one team member stating the number of years of experience in Visitor Management System installation, maintenance, or support.

The system must meet specifications including data security encryption standards for secure data transmission and storage (for six months), privacy compliance with POPIA, and access control & auditing with role-based access control and audit logs. The service provider must deliver signed-off certification reports, compliance certificates, and as-built configuration diagrams.

Pricing Schedule (SBD 3.3 Professional Services): Bidders must complete the pricing schedule in full. Prices quoted in South African Rand, inclusive of all applicable taxes including VAT, less all unconditional discounts, plus all costs to deliver services. The schedule includes line items for Visitor Management Kiosks (2 units), Visitor Management Software (1), Installation & Configuration (1), System Integration (1), Training (1), and Maintenance & Support (1). Prices must remain valid for 120 days. Billing for subscriptions shall be annual, with payment within 30 days of invoice. Price escalation allowed at start of each annual billing cycle subject to mutual written agreement. No hidden costs.

Pricing format: SBD 3.3 (Professional Services) pricing schedule must be completed in full. Prices quoted in South African Rand, inclusive of all applicable taxes including VAT, less all unconditional discounts, plus all costs to deliver services. Where imported goods/services are used, the exchange currency and rate at time of bidding must be stated, and the portion of bid price subject to exchange rate fluctuations.

Pricing schedule line items (quantities):

• Visitor Management Kiosks (2 units) - once-off
• Visitor Management Software (1) - once-off
• Installation & Configuration (1) - once-off
• System Integration (1) - once-off
• Training (1) - once-off
• Maintenance & Support (1) - annual for Year 1, Year 2, Year 3

Billing and payment:

• Subscriptions billed annually (once per year for upcoming 12-month period).
• One invoice per year; payment within 30 days of receipt of invoice.
• Price escalation allowed at start of each annual billing cycle, subject to mutual written agreement; must be justifiable and market related.
• No hidden costs; all costs (setup, administration, support, tenancy management, etc.) must be included in quoted price.

Bid validity: 120 days from closing date. Prices must remain valid for this period; bidders may not modify pricing during validity.

Payment terms: Payment in accordance with PFMA section 76(4)(b) and Treasury Regulations 8.2.3, within 30 days from receipt of invoice after completion of deliverables.

If a bidder submits both a quote and SBD 3, the SBD 3 pricing schedule is considered the correct price. Arithmetic errors cannot be corrected by the bidder.

No service or goods delivered before an official MHSC Purchase Order is issued.

Mandatory compliance verification:

• Central Supplier Database (CSD) registration: bidders must be registered on CSD prior to submitting bid; non-registration leads to disqualification.
• Tax compliance: bidders must submit a SARS Tax Verification PIN or CSD supplier number with the bid; failure to comply renders bid non-responsive and disqualified.

B-BBEE requirements:

• Preference points claimed in SBD 6.1 must be supported by a valid B-BBEE certificate or certified sworn affidavit.
• False information may result in disqualification.

Other eligibility requirements:

• Bidders must not be persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Bidders must not be in the process of selling the bidding company, or have intention to sell within 12-60 months, unless MHSC decides otherwise.
• Bidders must disclose any director/shareholder employed by the state (SBD 4).

Mandatory technical requirement:

• Valid OEM accreditation certificate or reseller letter for the proposed Visitor Management System (or letter of confirmation if OEM), valid at bid closing. Expired letters not considered.

Occupational Health and Safety:

• Service provider must be aware of and comply with the Mine Health and Safety Act and OHS Act, and is an employer in his own right with duties and responsibilities as prescribed.

The service provider must be aware of and comply with the provisions of the Mine Health and Safety Act and the OHS Act, and is an employer in his own right with duties and responsibilities as prescribed. MHSC promotes a culture of occupational health and safety in the mining industry.

The successful bidder will be required to sign a written contract form (SBD 7). The bid is subject to the General Conditions of Contract (GCC) and any special conditions. Bidders' terms and conditions are not acceptable. The offer remains binding for 120 days from closing date. The laws of the Republic of South Africa govern the contract. MHSC reserves the right to cancel the RFB under certain circumstances (changed circumstances, lack of funds, no RFB meets specifications, material irregularity, bidder misrepresentation). MHSC may terminate the contract/PO during the first week if the service provider misrepresented themselves. Bidders must not modify pricing during validity period. No service rendered before official purchase order issued.

Support SLA: Priority 1 (Critical) – response within 1 hour, resolution within 4 hours; Priority 2 (High) – response within 2 hours, resolution within 8 hours; Priority 3 (Medium) – response within 4 hours, resolution within 2 working days; Priority 4 (Low) – response within 8 hours, resolution within 2 working days. Data Residency & Privacy: All visitor data must reside within South Africa; service provider must ensure POPIA compliance, including signing a Data Processing Agreement with MHSC. Secure encryption and access control mechanisms must be implemented.

Mandatory requirements: Service providers must provide MHSC with a valid Original Equipment Manufacturer (OEM) accreditation certificate or reseller letter for the proposed Visitor Management System. If the service provider is the OEM, provide a letter of confirmation. The certification or letter must be valid on the date of the closure of the Bid. Expired letters will not be considered. Bidders must be registered on the Central Supplier Database (CSD) prior to submitting their bid; non-registration leads to disqualification. Bidders must submit their tax compliance status (Tax Verification PIN from SARS or CSD supplier number) with their bid; failure to comply will render the bid non-responsive.

The evaluation process will be conducted in stages: Stage 1: Mandatory Technical Evaluation (verify mandatory requirements; failure leads to disqualification). Stage 2: Functionality Evaluation (bidders must achieve 70% to progress). Criteria: 1) Company Experience (20 points): 3 or more valid reference letters = 5 points, 2 = 3 points, 1 = 1 point, none = 0. 2) Team Experience (20 points): CV of at least one team member with years of experience in Visitor Management System installation, maintenance, or support; 5+ years = 5 points, 4-5 = 4, 3-4 = 3, 2-3 = 2, 1-2 = 1, less than 1 = 0. 3) Project Proposal (30 points): covers scope, sequencing, timeline, risk matrix, resource allocation; all 5 = 5 points, 4 = 4, etc. 4) System Demonstration (30 points): recorded video walkthrough (max 30 min) showing registration, check-in, badge printing, reporting, integration; all 5 = 5 points, 4 = 4, etc. Total 100 points. Stage 3: Price and Specific Goals Evaluation: 80/20 system, price score formula Ps = 80(1 - (Pt - Pmin)/Pmin), with 20 points for specific goals as per SBD 6.1.