Installation of main control system biometric fingerprint and facial detector access at south african state theatre

Compulsory Briefing Session: 27 October 2026 at 11:00 AM at 320 Pretorius Street, Pretoria 0001 - STAGE DOOR.

Enquiries Due Date & Time: 28 October 2026 at 16:00 PM.

Closing Date and Time: 02 November 2026 at 11:00 AM.

SCM Office Enquiries:

• Email: [email protected]
• Telephone: 012-392-4019

Submission Address:

• Email: [email protected]

Delivery Address:

320 Pretorius Street

Pretoria

0001

Bids must be submitted via email to [email protected] before the closing date and time. Late bids will not be considered.

Returnable documents:

• SBD 1 (Invitation to Bid): Completed and signed.
• SBD 4 (Bidder’s Disclosure): Completed and signed.
• SBD 6.1 (Preference Points Claim Form): Completed and signed if points are claimed.
• Proof of CSD registration (MAAA).
• CIPC Company Registration documents.
• Certified ID copies of directors.
• Valid SARS tax compliance status PIN.
• Valid B-BBEE Certificate or certified Sworn Affidavit (if claiming points).
• Certified Share Certificate.
• SAST POPIA Consent form: Completed and signed.
• General Conditions of Contract (GCC): Initialed or signed.
• For Joint Ventures/Consortiums/Partnerships: Consolidated CSD registration for all entities and valid Tax Clearance Certificates/SARS issued PIN codes for all entities.

Mandatory requirements for further evaluation:

• Attendance at the compulsory briefing session (company name must appear on the attendance register).
• Valid PSIRA registration as a security service provider.
• Valid letter of good standing with COIDA or FEM or equivalent.
• CVs of qualified technicians with experience in access control systems, biometrics, card readers, etc.
• Company profile demonstrating a minimum of five (5) years' proven experience in installation, maintenance, and commissioning of access control and security systems.
• Three (3) or more contactable reference letters (not older than 5 years) for similar services rendered to government, public, or private entities. Reference letters must be on client letterhead, dated, signed, and contain the scope of work done.

Bids will be evaluated in four phases:

Phase 1: SCM Administrative Compliance (completeness and correctness of documentation).

Phase 2: Mandatory Requirements (attendance at briefing, PSIRA registration, COIDA/FEM good standing, technician CVs, company experience, reference letters).

Phase 3: Compliance with Technical Specifications.

Phase 4: Price and Specific Goals.

The evaluation will use the 80/20 preference point system.

Points are allocated as follows:

• Price: 80 points
• Specific Goals: 20 points

Total: 100 points.

Bids will be awarded to the bidder scoring the highest points. Inconsistent information provided may result in 0 points for applicable goals. Delivery costs are included in the total quotation.

The South African State Theatre (SAST) requires the installation of a main control system for biometric fingerprint and facial detector access.

Scope of Work:

• Installation of a new access control system for biometric fingerprint and facial detector access.
• System to include readers for 28 doors (in and out).
• Supply and installation of access control readers, controllers, electronic locks, exit buttons, door sensors, power supplies, cabling, and accessories.
• Configuration and commissioning of the new system.
• Cloud-based access control management system with software/licences for 12 months.
• System capacity for approximately 1,000 users.
• Functionality for authorised internal staff to manage users (add, update, deactivate, delete), register biometric profiles (fingerprint and facial), manage access cards, assign/amend/remove access permissions.
• Ability to monitor and record access activities, generate reports, and maintain an audit trail.
• Testing and commissioning of all 52 access points.
• Training for authorised internal staff on system administration.
• Provision of user/administrator manuals and system documentation.
• Quarterly preventative maintenance for 12 months.
• Call-out services for faults for 12 months, as required.
• Technical support and troubleshooting for 12 months.
• Minimum 12-month warranty on equipment, installation, and workmanship.
• Compliance with data protection and security requirements for biometric and personal information.

Specific door types and quantities:

• Wooden Double Doors: 20
• Wooden Single Doors: 3
• Aluminum Double Door: 1
• Aluminum Single Doors: 3
• Steel Double Door: 1

Mandatory Requirements:

• The bidder must demonstrate the availability of qualified technicians with experience in access control systems, biometric systems, card readers, turnstiles, electric locks, and related security infrastructure. Evidence required: Curriculum Vitae (CV) of the technician(s) with relevant experience.
• The bidder must have a minimum of five (5) years' proven experience in the installation, maintenance, and commissioning of access control and security systems. Evidence required: Company profile detailing the organization's experience, key personnel, and previous projects undertaken in the security and access control industry.
• The bidder must provide three (3) or more contactable reference letters, not older than 5 years, for similar services rendered within the government, public entities, or private entities. Reference letters must be on the client’s letterhead, dated, signed, and contain the scope of work done. Referees will be contacted to confirm details.

SAST reserves the right to consider the professional conduct and experience with any bidder that rendered similar services to SAST in the past 5 years, in addition to the provided references.

Use of contract documents and information; inspection:

• The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any person other than a person employed by the supplier in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.
• The supplier shall not, without the purchaser’s prior written consent, make use of any document or information mentioned above except for purposes of performing the contract.
• Any document, other than the contract itself, shall remain the property of the purchaser and shall be returned (all copies) to the purchaser on completion of the supplier’s performance under the contract if so required by the purchaser.
• The supplier shall permit the purchaser to inspect the supplier’s records relating to the performance of the supplier and to have them audited by auditors appointed by the purchaser, if so required by the purchaser.

The pricing schedule requires bidders to provide:

• Item description, quantity, unit price, and total price for the goods or services.
• Specific items include:
• Installation of Main Control System Biometric fingerprint and Facial Detector Access.
• Wooden Double Doors (20)
• Wooden Single doors (3)
• Aluminum double door (1)
• Aluminum single doors (3)
• Steel double door (1)
• Equipment (28)
• Quarterly preventative maintenance (Per Quarter)
• Standard business-hours call-out (Per call)
• After-hours call-out service (Per call)
• Total excluding VAT, VAT @ 15%, and Total including VAT.

Additional pricing information required:

• Bidders must also send an official quote on their company letterhead.
• Call-out services will be utilized on an as-and-when-required basis during the 12-month contract period.
• Bidders must provide a fixed call-out rate, inclusive of labour and travelling costs.
• Any other costs not included in the above price must be specified if YES is selected.
• Period required for commencement of the project after acceptance of bid.
• Confirmation if rates quoted are firm for the full period of the project (YES/NO). If not firm, details of the basis for adjustments (e.g., consumer price index) must be provided.

Pricing Schedule (SBD 3.1) must be completed.

• Bidders must provide a fixed call-out rate, inclusive of labour and travelling costs.
• Rates quoted must be firm for the full period of the project. If not firm, details of adjustment basis (e.g., CPI) must be provided.
• Delivery costs are included in the total quotation and will not be considered separately.
• The validity period for the price quoted must be at least 120 days after the closing date.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) with registration number MAAA.

Bidders must be tax compliant and submit a valid SARS tax compliance status PIN or TCS certificate.

For Joint Ventures, Consortia, or Partnerships, each party must submit a separate TCS certificate/PIN/CSD number.

Bidders must not be persons in the service of the state.

B-BBEE Requirements:

• The 80/20 preference point system applies.
• Points are awarded for Price (80 points) and Specific Goals (20 points).
• Specific Goals and points allocation:
• Exempted Micro Enterprise/Qualifying Small Enterprise: 4 points
• Min 25% Black Ownership: 4 points
• Min 100% Female Ownership: 4 points
• Min 100% Black Youth Ownership: 4 points
• Min 25% People Living with Disabilities ownership: 4 points
• Claimed points require supporting documentation (B-BBEE certificate, Sworn Affidavit, share certificates).

Other Requirements:

• Proof of registration with the Private Security Industry Regulatory Authority (PSIRA) as a security service provider (valid at closing date).
• Valid letter of good standing with COIDA or FEM or equivalent.
• Minimum of five (5) years' proven experience in the installation, maintenance, and commissioning of access control and security systems.
• Three (3) or more contactable reference letters (not older than 5 years) for similar services.
• Bidder must attend the compulsory briefing session.

The document contains clauses related to the prevention of corrupt and fraudulent practices, including collusion. Bidders must ensure their bids are determined independently. Suspicious bids may be reported to the Competition Commission or National Prosecuting Authority.

Regarding supplier performance, SAST conducts regular reviews against contract deliverables. Ad-hoc reviews are conducted for non-performance, with formal letters and required remedial actions. Non-adherence to remedial actions leads to escalating performance management. Joint performance reviews for continuous improvement are encouraged.

The document also includes a POPIA consent notice, outlining the purpose, use, storage, retention, destruction, disclosure, and cross-border transfer of personal information. SAST undertakes to process personal information lawfully and securely. Data subjects have rights to access, object to processing, and lodge complaints. SAST reserves the right to amend the consent notice. The declaration and informed consent section requires the data subject to confirm the accuracy of provided personal information and consent to its processing for commercial relationship purposes.

The contract will be governed by the General Conditions of Contract (GCC) and any applicable Special Conditions of Contract (SCC).

Key terms and definitions include:

• Closing time: Date and hour for bid receipt.
• Contract: Written agreement including all attachments.
• Contract price: Price payable for full performance.
• Corrupt practice: Offering/giving/receiving/soliciting value to influence public officials.
• Countervailing duties: Imposed on subsidized foreign goods.
• Country of origin: Place of mining, growing, or production.
• Day: Calendar day.
• Delivery: Compliance with contract conditions.
• Delivery ex stock: Immediate delivery from hand.
• Delivery into consignee's store/site: Delivered and unloaded at specified location, supplier bearing risks.
• Dumping: Foreign enterprise selling goods below country of origin price, potentially harming local industries.
• Force majeure: Event beyond supplier's control, not due to fault or negligence, and unforeseeable (e.g., acts of purchaser, wars, fires, floods, epidemics).
• Fraudulent practice: Misrepresentation of facts to influence procurement, including collusion.
• GCC: General Conditions of Contract.
• Goods: Equipment, machinery, materials supplied.
• Imported content: Portion of bid price from imported components/materials.
• Local content: Portion of bid price not imported, where local manufacture occurs.
• Manufacture: Production in a factory with labour, materials, etc.
• Order: Official written order.
• Project site: Location indicated in bidding documents.
• Purchaser: Organization buying goods.
• Republic: Republic of South Africa.
• SCC: Special Conditions of Contract.
• Services: Functional services ancillary to goods supply (transportation, installation, training, maintenance, etc.).
• Written: Handwritten or electronic.

Application of Conditions:

• GCC applies to all bids, contracts, and orders unless otherwise indicated.
• SCC apply where specified and take precedence over GCC in case of conflict.

General Provisions:

• Purchaser not liable for bid preparation/submission expenses.
• Invitations to bid usually published in Government Tender Bulletin.

Standards: Goods supplied must conform to standards mentioned in bidding documents and specifications.

Use of Contract Documents and Information:

• Supplier shall not disclose contract details or related information without prior written consent, except to employees for contract performance (under confidentiality).
• Documents remain property of the purchaser and must be returned upon completion if required.
• Purchaser may inspect supplier's records related to contract performance.

Patent Rights: Supplier indemnifies purchaser against third-party claims of infringement.

Performance Security: Within 30 days of award notification, the successful bidder must furnish performance security as specified in SCC. This security is payable to the purchaser as compensation for losses due to supplier's failure to meet obligations. It can be a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.

Bids will be evaluated in four phases:

1. SCM Administrative Compliance: Verification of completeness and correctness of submitted documents.
2. Mandatory Requirements: Assessment of essential qualifications and documentation.
3. Compliance with Technical Specifications: Verification against specified technical requirements.
4. Price and Specific Goals: Evaluation based on the 80/20 preference point system.

Minimum Requirements for Phase 2 (Mandatory):

• Attendance at compulsory briefing session.
• Valid PSIRA registration.
• Valid letter of good standing with COIDA/FEM.
• Proof of qualified technicians with relevant experience.
• Minimum of five (5) years' proven experience in access control and security systems.
• Three (3) contactable reference letters for similar projects.

Failure to meet mandatory requirements will result in disqualification.

Technical Specification Compliance: Bidders must provide technical specifications of offered products. Non-compliance leads to disqualification from further evaluation.

Price and Specific Goals: The bid will be awarded to the highest scoring bidder based on the 80/20 system (80 points for Price, 20 points for Specific Goals).

SAST reserves the right to amend bid conditions, extend closing dates, or not accept the lowest bid. They may award the contract as a whole or in part.