CCTV system supply, installation, and maintenance for sasseta head office (up to r50m)

Closing date: 12 October 2026 at 11h00

Clarification deadline: 28 September 2026 at 12h00 (written queries only, via email to [email protected])

Briefing session: none (no compulsory briefing)

No briefing session will be held for this RFP.

Bidding procedure enquiries:

• Contact: Ms. Lebo Hlombe
• Email: [email protected]

Technical enquiries:

• Contact: Ms. Lebo Hlombe
• Email: [email protected]

Submission:

• Email: [email protected]
• Attention: Ms. Lebo Hlombe

Anti-corruption hotline: 0800 162 111

Submission method: electronic only, via email to [email protected], for the attention of Ms. Lebo Hlombe, quoting the reference RFP/SASSETA/26271106. Maximum email size 30 MB; submissions larger will be automatically rejected. Submissions may also be sent via WeTransfer, but must not have an expiry date (a licensed account is required to avoid auto-expiry within 7 days). Do not use Google Drive or any method requiring SASSETA to request access; such submissions are non-responsive. Bids arriving after 11h00 on 12 October 2026 are late and will not be considered under any circumstances.

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

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): all-inclusive pricing, signed.
• SBD 4 (Bidder's Disclosure): declaration of any interest or employment by the state; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• General Conditions of Contract (Annexure A): initial each page and submit.
• CSD registration report from the National Treasury CSD website.
• Quotation on company letterhead, inclusive of VAT and all costs, aligned with SBD 3.3.
• Mandatory certificates: HCSA (CCTV/VMS) for the installer, MCP for the technician/specialist, ISO/IEC 27001 and ISO 9001 for the company.
• CV of the technician/specialist (minimum 3 CCTV assignments).
• At least 3 reference letters from different clients, on letterhead, signed, detailing scope and client impression.
• B-BBEE certificate or sworn affidavit, CIPC registration, certified ID copies of directors, and CSD report (for specific-goal points).

Disqualification risks:

• Any mandatory document omitted or unsigned.
• Late submission, even by one second.
• Submission via Google Drive or any method requiring SASSETA to request access.
• Submission exceeding 30 MB.
• Failure to quote on any pricing item.
• False declaration in SBD 4 or SBD 6.1.

Evaluation is in three phases:

Phase 1 – Compliance (pass/fail):

• Submission by closing date and time.
• All mandatory documents submitted (HCSA, MCP, ISO/IEC 27001, ISO 9001, SBD forms, CSD registration, initialled GCC).
• Bidders must be registered on the CSD by closing date and time.

Phase 2 – Functionality (minimum 100% required to proceed):

• Rated on a scale of 0 to 1.
• CV of technician/specialist (50 points): full points only if the CV demonstrates at least 3 assignments in implementing, supporting and maintaining CCTV systems.
• Reference letters (50 points): full points only if at least 3 written references from different clients are submitted, on letterhead, signed, detailing scope, duration and client impression.
• Bidders failing to reach 100% are disqualified from further evaluation.

Phase 3 – Price and Specific Goals (80/20 system):

• Price: 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific Goals: 20 points, allocated as:
• Black people owned (at least 51%): 8 points
• Women ownership (at least 30%): 5 points
• Black Youth Ownership (at least 30%): 5 points
• Promotion of South African owned enterprises: 2 points
• The Bid Adjudication Committee considers the Bid Evaluation Committee's recommendation and makes the final award.

Scope: Implementation, deployment, preventative and corrective maintenance, technical support and related services for SASSETA's existing CCTV system and future offices/sites, from date of appointment until 31 March 2030.

Services required:

• Test and re-adjust focus and video levels on all cameras.
• Check mechanical fixtures, brackets, towers and camera functions.
• Clean camera lenses and housings where appropriate.
• Clean video display monitors with anti-static solution.
• Adjust video time and date display, check equipment settings.
• Carry out test recordings and advise on best practice.
• Check video data connections, re-terminate and crimp.
• Test remote video transmission equipment.
• Provide an engineer's report after each installation/implementation.

Deliverables:

• Implementation, deployment and/or decommission of CCTV systems on an ad-hoc basis.
• Pre-scheduled preventative maintenance visits: once a month.
• Emergency calls and data extraction services.
• Unlimited telephone support.
• Unlimited remote desktop support.
• Unit replacement.

Reporting and documentation:

• Detailed maintenance report after each visit (serves as proof of expenditure for invoicing).
• Fault log and resolution register.
• Asset register updates.
• Recommendations for upgrades or replacements.
• Monthly performance report (serves as proof of expenditure for invoicing).
• Incident reports within 24 hours of any failure.

Software and system maintenance:

• Test and authorise firmware/software updates before implementation.
• Identify and advise on known security vulnerabilities affecting CCTV equipment, VMS, NVRs and associated software.
• Remove or disable default passwords and unnecessary user accounts.
• Maintain administrator access controls.
• Ensure remote access is via SASSETA-approved secure mechanisms.
• Maintain logs of remote administrative access and significant configuration changes.

Future expansion and upgrades:

• Support integration of additional cameras on existing and future sites.
• Support relocation of equipment (decommission and recommission at new sites).

Accountability: The service provider reports directly to the ICT Manager.

Approach: The service provider must implement, deploy and maintain CCTV systems at current and future SASSETA offices/sites. Tasks include camera testing and adjustment, cleaning, checking connections, test recordings, and providing engineer's reports. Preventative maintenance visits are monthly. Software maintenance includes testing updates, identifying vulnerabilities, removing default passwords, and maintaining access logs. Support future expansion and equipment relocation.

Technician/specialist: CV must demonstrate a minimum of three (3) assignments in installation, configuration, support and maintenance of CCTV systems.

Bidding company: Must submit at least three (3) reference letters from different clients (existing or previous) for similar work. Letters must be on client letterhead, signed, and detail the scope of work and the client's impression of the service provider.

Mandatory quality certifications for the bidding company: ISO/IEC 27001 (information security) and ISO 9001 (quality management). These are disqualification criteria if not submitted.

Pricing must be all-inclusive on SBD 3.3. Fixed monthly cost for preventative maintenance visits (from appointment to 31 March 2027). Ad-hoc costs: call-out fee, hourly service rate, and unit costs for new or replacement Hikvision cameras and NVRs. CPIX adjustment applied annually each April. Failure to quote on any item disqualifies from price evaluation. Travel costs as per Department of Transport rates, economy flights, Group A hire cars, accommodation up to R1,400 per night, all travel pre-approved by SASSETA.

Pricing format: All-inclusive cost on SBD 3.3 (Professional Services). Offer valid for 120 days from closing date.

Fixed costs:

• Monthly price for pre-scheduled preventative maintenance visits, covering all listed tasks, from date of appointment until 31 March 2027.

Ad-hoc costs (unit costs, incl. VAT):

• Call-out fee (quantity 1).
• Service and maintenance fee (hourly rate).
• Cost of new Hikvision 4PM IP Camera unit during implementation/deployment in a future office (quantity 1).
• Cost of Hikvision NVR 8CH POE 4K 8P with at least 500GB storage (quantity 1).
• Cost for replacement of broken unit (Hikvision DS-2CD2145FWD-I(S)) (quantity 1).
• Cost for replacement of broken unit (Hikvision NVR: HKV DS-7616NXI-K2/16P) (quantity 1).

Price adjustment: SASSETA will apply CPIX annually, effective April each year.

Disqualification: Failure to quote on any or all items leads to automatic disqualification from price evaluation.

Travel and disbursements (where travel is required):

• Mileage claimed at Department of Transport rates.
• Economy-class flights only.
• Group A hire cars; Group B only with SASSETA approval.
• Use cost-effective transport (Uber/Taxify/Gautrain/shuttle).
• Accommodation up to R1,400 per night per person (including dinner, breakfast, parking).
• Submit all invoices/receipts and a Google map for private car travel.
• All travel must be approved by SASSETA before being undertaken.

Mandatory (disqualification if not submitted):

• Valid Hikvision Certified Security Associate (HCSA) certificate – CCTV/VMS for the proposed installer.
• Valid Microsoft Certified Professional (MCP) certificate for the proposed technician/specialist.
• Valid ISO/IEC 27001 certification for the bidding company.
• Valid ISO 9001 certification for the bidding company.

Registration and tax:

• Registered on the National Treasury Central Supplier Database (CSD) by closing date and time; provide CSD registration report.
• Tax compliance: submit SARS TCS PIN or CSD number; each party in a consortium/JV/sub-contracting arrangement must submit separately.
• Bidders must not be persons in the service of the state, nor companies with directors in the service of the state.

B-BBEE and specific goals:

• To claim specific-goal points, submit: original/certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs), valid CIPC registration, certified ID copies of directors, and CSD report.
• Non-submission of these documents results in no specific-goal points being awarded.

Other:

• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidders must initial each page of the General Conditions of Contract (Annexure A).

Specific goals (20 points total under 80/20 system):

• Black people owned (at least 51%): 8 points
• Women ownership (at least 30%): 5 points
• Black Youth Ownership (at least 30%): 5 points
• Promotion of South African owned enterprises: 2 points

Proof required to claim points: original/certified B-BBEE certificate or sworn affidavit, CIPC registration, certified ID copies of directors, and CSD report. Non-submission results in no specific-goal points.

Contract duration: from date of appointment until 31 March 2030.

SASSETA reserves the right to negotiate any terms and conditions, including price, with a prospective service provider.

SASSETA will reject a bid if the recommended bidder has committed proven corrupt or fraudulent acts, or if the bidder or any director has abused SCM systems, committed fraud, or failed to perform on a contract. Such actions will be reported to National Treasury.

Confidentiality: All project products and data are confidential to SASSETA; the service provider must sign a confidentiality agreement within the SLA. Information may not be used or distributed without written approval.

POPIA: Bid information will be used solely for evaluation and retained per SASSETA records management policies; it will not be distributed outside the current bid process.

Submission must be electronic via email to [email protected], max 30 MB. WeTransfer allowed but no expiry date. Google Drive or similar methods are non-responsive. Late bids (after 11h00 on 12 October 2026) are not considered. SASSETA may negotiate terms and price. Bidders must not use the SASSETA logo without written authorisation.

Mandatory requirements (disqualification if not met):

• Valid HCSA certificate (CCTV/VMS) for the installer.
• Valid MCP certificate for the technician/specialist.
• Valid ISO/IEC 27001 and ISO 9001 for the company.
• CSD registration by closing date and time, with CSD report.
• Initial each page of the GCC (Annexure A) and submit.
• Submit all SBD forms (SBD 1, SBD 3.3, SBD 4, SBD 6.1).

Evaluation phases: Phase 1 – compliance (mandatory documents, CSD, SBD forms); Phase 2 – functionality (CV 50 points, references 50 points, minimum 100% required); Phase 3 – price (80 points) and specific goals (20 points). The Bid Adjudication Committee makes the final award based on the BEC's recommendation.