Integrated electronic security system supply, install & maintenance – KZN provincial treasury tender

Closing date: 23 October 2026 at 11:00 am.

Compulsory briefing session: 09 October 2026 at 10:00 am at Treasury House, 145 Chief Albert Luthuli Street, Pietermaritzburg, 3201. Attendance is compulsory; the bidder must sign the register.

Compulsory site viewing: immediately after the briefing, at the following sites:

• Treasury House, 145 Chief Albert Luthuli Street, Pietermaritzburg, 3201.
• Natalia Building (2nd floor North Tower), 333 Langalibalele Street, Pietermaritzburg, 3201.
• Nomalanga Building, 214 Langalibalele Street, Pietermaritzburg, 3201.

The bidder must sign the register at each site and complete and sign the Compulsory Site Inspection Certificate for each site (Sections D1, D2 and D3), and have each form signed and stamped by a KZNPT representative.

A compulsory briefing session will be held on 09 October 2026 at 10:00 am at Treasury House, 145 Chief Albert Luthuli Street, Pietermaritzburg. Bidders must sign the attendance register; failure to do so results in rejection. A compulsory site viewing will be conducted after the briefing at Treasury House, Natalia Building (2nd floor North Tower), and Nomalanga Building. Bidders must sign the register and complete and sign the Compulsory Site Inspection Certificate forms (Sections D1, D2 and D3) per site, and have them signed and stamped by a KZNPT representative; failure results in rejection.

SCM enquiries:

• Contact: Ms. T. Makhathini
• Telephone: (033) 897 4440
• Contact: Mr. N. Nxumalo
• Telephone: 033 897 0483
• Email: [email protected]

Technical enquiries:

• Contact: Ms. N. Zulu
• Telephone: (033) 897 4454
• Contact: Mr. V. Jaca
• Telephone: (033) 897 4256
• Email: [email protected]

Submission address:

Bid Box, Ground Floor, Treasury House

145 Chief Albert Luthuli Street

Pietermaritzburg, 3201

Attention: Financial Management Supply Chain Management Unit, KZN Provincial Treasury

Submission method: sealed envelope deposited in the bid box on the ground floor at Treasury House, 145 Chief Albert Luthuli Street, Pietermaritzburg, 3201. Envelope must show the bidder's name and address, the bid number (BID 1265/2026-F) and the closing date. Bids sent by post, fax, email or any electronic means will not be accepted. Bids must be complete and submitted on the official forms; photocopies are allowed but must carry an original signature. Every page of the bid must be signed or initialled by an authorised signatory. Alterations must be initialled; correcting fluid is prohibited. Bids must not be included in packages containing samples.

Returnable forms (all must be completed and signed where required):

• Part A and Part B (SBD 1): Invitation to Bid and Terms and Conditions for Bidding.
• Authority to Sign the Bid or a company resolution letter.
• Section C: Declaration that the information on the Central Supplier Database is correct and up to date.
• Sections D1, D2 and D3: Compulsory Site Inspection Certificates for Treasury House, Nomalanga Building and Natalia Building, each signed by the bidder and stamped by a KZNPT representative.
• Section F (SBD 4): Bidder's Disclosure.
• Section H (SBD 6.1): Preference Points Claim Form.
• Completed pricing schedule in the supplied Excel workbook (Annexures A, B, C, D and E).

Disqualification risks:

• Any compulsory form omitted, unsigned or not stamped where required.
• Failure to sign the attendance register at the compulsory briefing or site viewing.
• Bids received after the closing time or deposited in any bid box other than the one specified.
• Bids not submitted on the official forms or retyped.

Evaluation is in four phases, in order:

Phase 1 – Supply Chain Management Administrative Compliance: the bid must be complete and include all compulsory forms. Failure results in rejection.

Phase 2 – Technical Mandatory Requirements: the bidder must comply with all mandatory technical requirements. Failure results in rejection.

Phase 3 – Technical Functionality Requirements, split into two elements:

• Element A (Access Control): the bidder must give a demonstration, presentation or proof of concept of the proposed solution. Failure to comply results in rejection.
• Element B (CCTV Surveillance System): the bidder must achieve a minimum functionality score of 65%. A lower score disqualifies the bid.

Phase 4 – 80/20 Preference Point System:

• Price: 80 points.
• Specific goals: 20 points, split as 10 points for Black-Owned Enterprises and 10 points for Women-Owned Enterprises.
• To claim specific-goal points, the bidder must complete SBD 6.1 and submit the supporting evidence. Not completing SBD 6.1 means those points are not claimed.

Price points are calculated using the formula Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the price of the tender under consideration and Pmin is the price of the lowest acceptable tender.

The department requires the decommissioning of the existing security system and the supply, installation, commissioning and maintenance of an integrated electronic security system (CCTV and access control) for the KwaZulu-Natal Provincial Treasury offices at three sites in Pietermaritzburg:

• Treasury House, 145 Chief Albert Luthuli Street.
• Natalia Building (2nd floor North Tower), 333 Langalibalele Street.
• Nomalanga Building, 214 Langalibalele Street.

The contract runs for three years.

Scope of the once-off installation project includes:

• Removal, uninstallation and decommissioning of existing systems.
• Integration of the existing COMMAX Video and Audio Intercom System.
• Supply of equipment and materials.
• Design, installation labour, cable management and sundries.
• Project management and civil works.
• Licences and software, including VMS monitoring and CCTV analytics.
• Video and audio intercom integration.
• Certified operator training.
• Testing, commissioning and integration.
• Certificates of compliance (COC).
• Close-out/handover reports, manuals and keys for each site.

Planned preventative maintenance must be carried out quarterly at all three sites for three years after installation.

Corrective maintenance is required on an ad hoc basis, with call-out rates for a technician and an assistant during normal hours (weekdays 07:30–16:15), after hours (weekdays 16:15–07:30), and on Sundays and public holidays (00:00–23:59). The quoted hourly rates must include call-out and transport fees; labour is charged from arrival at site until departure.

The department has an existing COMMAX system; faulty components may be replaced subject to departmental approval. Prices for electronic equipment (Annexure C) will be used for replacements on an as-and-when-required basis during the contract period.

The installation must be tested, commissioned and integrated, and the bidder must provide Certificates of Compliance (COC) for each site. Certified operator training must be provided. Close-out/handover reports, manuals and keys must be delivered for each site.

The pricing schedule is a non-firm price schedule (SBD 3.2). Price adjustments are allowed at the periods and times specified in the bidding documents. Bidders must complete the Excel pricing workbook (Annexures A, B, C, D and E) with unit prices exclusive of VAT. The final bid offer is for three years and must be valid for 180 days. Prices in Annexures D and E are not included in the bid evaluation. All prices must be in South African Rand and include all applicable taxes (15% VAT).

Pricing must be submitted in the supplied Excel workbook only. Unit and line prices must be exclusive of VAT and in South African Rand. The workbook calculates VAT at 15%.

Pricing components:

• Annexure A: Removal of old system and new installation (once-off project).
• Annexure B: Planned preventative maintenance for three years.
• Annexure C: Prices for electronic equipment – Bill of Quantities (BOQ).
• Annexure D: Corrective maintenance package – call-out rates (not included in bid evaluation).
• Annexure E: Additional costs for existing systems (not included in bid evaluation).

Only the orange input cells in the Excel workbook may be completed; no other changes are allowed. The final bid offer must cover the full three-year period and must remain valid for 180 days from the closing date.

The department may conduct due diligence on market-related pricing reasonableness and may negotiate rates with shortlisted bidders.

Prices in Annexures D and E are only considered during the contract period if needed, subject to departmental approval and procurement processes.

Central Supplier Database (CSD):

• The bidder must be registered on the CSD at the time of bid closing. Failure to be registered results in disqualification.
• Section C must be completed and signed, declaring that the CSD information is correct and up to date.

Tax compliance:

• The bidder must submit a valid SARS Tax Compliance Status (TCS) PIN or, if registered on the CSD, a CSD number.
• Consortia, joint ventures and sub-contractors must each submit a separate TCS PIN or CSD number.

State employment:

• Bids from persons in the service of the state, or from companies or close corporations with directors or members who are in the service of the state, will not be considered.

B-BBEE and specific goals:

• To claim specific-goal points (Black-Owned Enterprises and Women-Owned Enterprises), the bidder must complete SBD 6.1 and submit:
• A copy of the Enterprise Registration Certificate (CIPC).
• A valid B-BBEE certificate issued by a SANAS-accredited verification agency, or a sworn affidavit on an accredited DTI/CIPC template (for EMEs and QSEs).
• The sworn affidavit must state the date, month and year on which the annual total revenue is based and the level of black ownership claimed.
• If the B-BBEE certificate or sworn affidavit is outside the annual total revenue period, the bidder must submit the latest audited Annual Financial Statements or Management Accounts.
• Trusts, consortia and joint ventures must submit a consolidated B-BBEE status level certificate.
• Sole proprietorships must submit an Identity Document and a valid B-BBEE certificate or sworn affidavit.

No CIDB grading is specified for this tender.

The successful bidder will be required to sign a written contract form (SBD 7). The contract will be subject to the General Conditions of Contract (GCC) and the Special Conditions of Contract. The bidder must hold its offer valid for 180 days from the closing date. The department is not bound to accept the lowest or any offer. Prices in Annexures D and E are only considered during the contract period if needed, subject to departmental approval. Price escalation during the three-year contract period must be supported by documentary evidence.

Bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing; failure results in disqualification. Bidders must comply with tax compliance requirements, including submitting a SARS Tax Compliance Status PIN or CSD number. Bids from persons in the service of the state, or from companies with directors who are in the service of the state, will not be considered.

The evaluation is in four phases: Phase 1 – Supply Chain Management Administrative Compliance (bid must be complete with all compulsory forms); Phase 2 – Technical Mandatory Requirements (bidder must comply with all mandatory requirements); Phase 3 – Technical Functionality Requirements (Element A: Access Control demonstration/proof of concept; Element B: CCTV Surveillance minimum functionality score of 65%); Phase 4 – 80/20 Preference Point System (80 points for price, 20 points for specific goals: 10 for Black-Owned Enterprises, 10 for Women-Owned Enterprises). Bidders must complete SBD 6.1 to claim specific-goal points.