Supply, delivery, installation, commissioning, support and maintenance of access control and surveillance security systems at the council for geoscience national core library (donkerhoek) for three years

Compulsory briefing session: 12 November 2026 at 11:00, at National Core Library, Plot 80 Rhenosterfontein and Mooiplaats Road, Donkerhoek, 0127 (coordinates: Lat 25°47'25.97"S, Long 28°27'36.60"E). Attendance is compulsory.

Closing date for questions relating to the bid: 16 November 2026.

Closing date and time: 01 December 2026 at 11:00.

Bid validity period: 120 days after closing date.

Bidding procedure enquiries:

• Contact: Frans Moshoeu
• Email: [email protected]
• Telephone: 012 841 1250

Technical enquiries:

• Contact: Frans Moshoeu
• Email: [email protected]
• Telephone: 012 841 1250

Submission address:

Council for Geoscience

280 Pretoria Street

Silverton, Pretoria

0001

Submission method: sealed tender box at Council for Geoscience, 280 Pretoria Street, Silverton, Pretoria, 0001.

Two-envelope procedure: technical proposal in one sealed envelope, price proposal in a second sealed envelope, both placed together in an outer single envelope. Mark the outer envelope with the tender description, tender number, and closing date and time.

Submit 3 copies: 1 original and 2 copies. Initial each page of the tender document on the top right-hand corner.

Bids must be submitted on the official tender documentation issued; retyping is not permitted. The Council's document must be kept as supplied and submitted with all Schedules/Forms fully completed. If the official document is taken apart and not submitted as supplied, the bid will be rejected.

No bid forwarded by telegram, telex, facsimile or similar apparatus will be considered.

Closing time: 01 December 2026 at 11:00.

Returnable forms and documents (must be completed and signed in black ink):

• SBD 1 (Invitation to Bid): bidder's offer and contact details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the Council.
• SBD 6.1 (Preference Points Claim): claims preference points under the PPPFA.
• Proof of tax compliance status PIN from SARS (the Council will verify via CSD).
• Supplier application form (CSD report).
• Latest original certified copies of company registration certificate.
• Shareholding breakdown per race, gender and percentage, including non-individual shareholders.
• Certified valid SANAS-accredited B-BBEE certificate or sworn affidavit (certificates from IRBA and Accounting Officers are not accepted). For consortium/joint venture, a consolidated B-BBEE certificate is required.
• Joint venture agreement, if applicable (with percentage split, roles, JV bank account and power of attorney).
• Power of attorney / company resolution authorising the signatory to sign.

Disqualification risks:

• Any returnable form incomplete, unsigned or omitted.
• Bids received after closing date and time.
• Bids with amendments or counter-conditions to the bid conditions.
• Bids that are not submitted in the required two-envelope format or without the required number of copies.

Four-stage evaluation: Mandatory (Gate 1) -> Functional (Gate 2, minimum 80/100 points) -> Administrative (Gate 3) -> Price and Specific Goals (Gate 4). Only bidders who pass all gates proceed.

Mandatory evaluation documents (failure disqualifies):

• Valid PSIRA certificate (valid at date of tender closure).
• Professional Indemnity insurance of at least R20 million towards any loss of assets, or a letter of intent from a recognised insurance provider.

Functional evaluation (total 100 points, minimum threshold 80 points to proceed):

1. Company experience (25 points): 10+ years related experience = 25; 6-9 years = 20; 5 years or less/irrelevant = 0.
2. Technician CV (25 points): must have valid PSIRA Grade C certificate and Matric certificate; 5+ years related experience = 25; 2-4 years = 20; less than 2 years = 0.
3. Project execution plan (25 points): must cover site establishment, integration solution implementation, training plan, handover report, support and maintenance. Substantially covers all activities with practical examples and timelines = 25; covers all activities with timelines = 20; no/incomplete/irrelevant plan = 0.
4. (Another functional criterion worth 25 points – the source text is truncated; likely company or project experience, not fully recoverable.)

Price and Specific Goals: 80/20 preference point system applies. Price is scored out of 80 points and Specific Goals out of 20 points, consolidated to 100.

Specific Goal points are allocated only on submission of a completed SBD 6.1.

For JV/consortium, specific goals points are calculated proportionally per partner's work allocation, ownership and the applicable race/gender/youth category.

The Council reserves the right not to award to the lowest bidder and may negotiate with one or more bidders.

Scope: Supply, deliver, install and commission access control, surveillance security systems, and provide support and maintenance for three (3) years at the National Core Library (Donkerhoek).

The new system must be integrated with the existing HikVision system and linked to the Head Office security system.

Issue a Certificate of Compliance (COC) for the installation.

All installations must include a warranty.

Key equipment quantities:

• Perimeter surveillance: 13 bullet outdoor cameras (140dB triple exposure WDR, 8-32mm lens, up to 100m IR) with poles (6m with concrete plinth), lockable IP66 enclosure boxes, 24V DC power supply units; 2 additional bullet cameras and 2 indoor dome cameras (4mm) at the main gate.
• Access control – Main Gate: 1 two-door controller, 4 fingerprint readers with Mifare card, 200 Mifare cards.
• Access control – Coreshed: 2 two-door controllers, 2 fingerprint readers with Mifare card.
• Perimeter lighting: main distribution board DSK6 with breakers/contactors/day-night switches, eave boxes, armoured cable 6mm 2/3 core, 13 LED outdoor floodlights (20W, IP65), steel conduit, sundries.
• Storeroom surveillance: indoor dome cameras (4mm) and outdoor bullet cameras in multiple locations; 4MP 30x IR network speed dome cameras; rack-mounted UPS 3000VA/3000W; 64-channel 4K NVR with RAID support; network keyboard.
• CCTV screens: 4 x 55" Ultra HD displays.
• Back-up system: 2 video and data storage systems (24 HDD bay, model EVS5024S-R).
• Server: Intel Core i7-4590 @ 3.30 GHz, 64 GB RAM, GbE NIC, 1 TB enterprise HDD/SSD, Windows Server 2012 R2 64-bit, plus software for security systems and video wall; additional server specs (E-2434, 16GB DDR5, 2x 2TB SATA RAID 1, Win Svr 2019 Std, 3 years support).
• Network infrastructure: fibre cable (24F and 12F single mode), patch panels, splices, patch leads, CAT6 UTP cable, RJ45 connectors, conduit, video wall decoder, server cabinets, POE switches, firewall, etc.
• Contingency items: insurance, health and safety file, drawings and manuals, training (5 units), warranties and guarantees, project management and commissioning.

All infrastructure quantities are re-measurable before or on commencement of the project for correct quantity.

The appointed service provider must deliver a working solution and inherit the legacy system to ensure it functions before handover.

The functional evaluation includes a project execution plan worth 25 points.

The plan must cover: site establishment, integration solution implementation (multi-site integration, CCTV), training plan, handover report, and support and maintenance.

A plan that substantially covers all activities with useful practical examples and timelines scores 25 points.

A plan that covers all activities with timelines scores 20 points.

A plan that is absent, irrelevant, or incomplete scores 0 points.

The plan must be deliverable within one month from finalisation of the contract.

Quality requirements are implicit in the scope: all installations must carry a warranty, and the system must be integrated and commissioned to the existing (HikVision) system, with a Certificate of Compliance issued.

The Council may inspect the bidder's resources and works if considered necessary.

Comprehensive service documentation must be supplied in English, detailing the services offered; incomplete or incomprehensible documentation may lead to rejection.

The appointed provider must deliver a working solution that functions before handover.

Drawings and manuals must be provided after project completion.

The Council reserves the right to conduct supplier due diligence, including site visits and verification of information; reference letters will be authenticated.

No upfront or deposit payments will be made. Payment is made 30 days after delivery of goods/services and receipt of an invoice.

No fee for this tender (not explicitly stated; this section reflects only what is stated in the document).

Registration on the Central Supplier Database (CSD) is mandatory.

Tax compliance: must be compliant with all tax legislation; must provide a SARS Tax Compliance Status (TCS) PIN or CSD number; each JV/consortium partner must provide their own TCS/CSD.

Bidders must not be persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

B-BBEE: A valid SANAS-accredited B-BBEE certificate or sworn affidavit is required to claim preference points under SBD 6.1. For JV/consortium, a consolidated certificate (incorporated JV) or proportional split (unincorporated JV) applies. IRBA/Accounting Officer certificates are not accepted.

Company PSIRA certificate must be valid at tender closure.

Professional Indemnity insurance of at least R20 million (or letter of intent).

COIDA certificate or cover may be requested by the Council; failure to comply with the timeframe results in disqualification.

Health and safety file must be submitted and approved before work commences.

Legislation applicable: PPPFA, PFMA, B-BBEE Act, POPIA, and all National Treasury instruction notes.

Health and safety file is a required deliverable (item 6.2 in the bill of quantities).

The successful service provider must submit a health and safety file within a timeframe agreed with CGS; no work will commence until the file is approved.

The Council reserves the right to require a valid COIDA certificate or cover within a specific timeframe; failure to comply will result in disqualification.

Reference is made to an attached SHE specification (not included in the provided text) for further requirements.

Contract duration: three (3) years.

Bid validity: 120 days from closing.

Payment: no upfront or deposit payments; payment 30 days after delivery and receipt of invoice.

The bid is subject to the General Conditions of Contract (GCC) and any special conditions.

The successful bidder must sign a written contract form (SBD 7) on award.

Disputes to be handled per paragraph 23 of the GCC.

Bid conditions take preference over any other documentation.

The Council may reject bids that do not complete standard bidding documents.

Bidders must accept CGS's interpretation of requirements; alternations or counter-conditions invalidate the bid.

The Council reserves the right to make a selection solely on the information received, to negotiate with one or more bidders, and to inspect bidder's resources and works.

Specifications are the intellectual property of CGS and are confidential.

No upfront or deposit payments; payment 30 days after delivery/invoice.

Health and safety: provider must submit a health and safety file (timeframe to be agreed) before work commences; no work without approved file. CGS may require COIDA certificate/cover.

Fronting is prohibited; bidders must prove no fronting within 14 days of notification, or the bid/contract may be invalidated and the bidder may be restricted for up to 10 years.

Cumulative evaluation with four gates: Mandatory (Gate 1) – must submit valid PSIRA certificate and Professional Indemnity of R20 million; Functional (Gate 2) – minimum 80/100 points on functional criteria including company experience, technician CV, and project execution plan; Administrative (Gate 3) – must complete all returnable forms; Price and Specific Goals (Gate 4) – 80/20 preference point system.

Functional criteria: Company experience (25 points), Technician CV with PSIRA Grade C and Matric (25 points), Project execution plan covering site establishment, integration solution, training, handover, and support (25 points). A fourth criterion is indicated but the source text is truncated.

The 80/20 system splits price (80 points) and specific goals (20 points). Specific goals points require a completed SBD 6.1 form.

Joint venture/consortium scoring: specific goals points are calculated proportionally using the partner's work allocation, ownership percentages, and the specific goal category (women, youth, etc.).

The Council may schedule presentations/demonstrations with short-listed bidders.