Supply, install and maintain CCTV and intruder alarm system at 1a bree street, kuruman (36-Month contract)

Closing date: 8 September 2026.

Closing time: 11:00.

Quotation validity period: 90 days from closing date unless a different expiry date is stated in the quotation.

No compulsory briefing session or site visit is mentioned in the document.

Submission address (email): [email protected]

Attention: Andiswa Charlie

Telephone: 021 493 7149

Department: Department of Environment, Forestry and Fisheries (DFFE)

Physical address for reference: 1A Bree Street, Kuruman (delivery site).

Submission method: email quotation to [email protected] (attention Andiswa Charlie, tel 021 493 7149).

Closing date and time: 8 September 2026 at 11:00.

Quotations received after the closing date and time will not be accepted.

Quotation must be on the bidder's company letterhead and include: item descriptions, delivery/implementation timelines, quotation validity period (default 90 days from closing date unless otherwise stated), banking details, contact details, and CSD (MAAA) number.

VAT must be shown per item where applicable.

Returnable forms (all must be completed, signed and submitted with the quotation):

• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim): used to claim specific goals points under the 80/20 system.

Mandatory supporting documents (failure to submit any item results in disqualification):

• PSIRA certificate for the company.
• PSIRA certificate for the installer, or a signed declaration explaining why it is not applicable.
• OEM/manufacturer authorisation letter for the proposed access control solution (authorised reseller/installer letter).
• At least two contactable references for similar CCTV and alarm system installations completed within the last five years (client, scope, year, contact details).
• Product datasheets and warranty terms for all major components (including CCTV software), with confirmation of spares availability.
• Proof of public liability insurance.
• Proof of ICASA network licensing registration for radio frequency.
• Valid SARS tax compliance status pin or CSD report.
• SANAS/CIPC accredited B-BBEE certificate or sworn affidavit, or CIPC ownership certificate (required to claim specific goals points).
• Medical certificate signed by a medical practitioner with a practice number (only if claiming disability points).
• Consolidated B-BBEE certificate in the name of the joint venture/partnership (if applicable).
• Proposed high-level project plan indicating phases, milestones and estimated duration per building.
• Proposed SLA for the 36-month support period.
• Separate bills of quantities per building and an aggregated pricing summary.

All prices must be firm for the duration of the contract; no price adjustments except those subject to exchange rate variations.

No goods or services may be delivered before an official order is received from DFFE.

Two-stage evaluation:

1. Administrative and mandatory compliance check — only quotations that meet all mandatory requirements and submit all required documents proceed.
2. Preference point system (80/20) for quotations up to R1 000 000:

• 80 points for price.
• 20 points for specific goals (more than 50% ownership by Black people, women, or people living with disability).

To claim specific goals points, bidders must submit a complete and signed SBD 6.1 plus supporting proof (B-BBEE certificate/sworn affidavit, CIPC ownership certificate, medical certificate for disability). Failure to submit the required proof means specific goals points are not claimed.

Joint ventures/partnerships must submit a consolidated B-BBEE certificate in the name of the joined entities.

DFFE reserves the right to perform due diligence on submitted information and to not appoint any tenderer.

Scope: Supply, installation, configuration, integration and commissioning of CCTV camera and intruder alarm system at 1A Bree Street, Kuruman, including all hardware, software, cabling, containment, power supplies and related infrastructure. After-hours monitoring and alarm response included. Comprehensive maintenance and support for 36 months (first 12 months under warranty; maintenance costed from month 13 to 36).

Equipment list (Bill of Quantities):

• Magnetic door contacts on all access doors to building and storerooms.
• 7 outdoor beams.
• 15 indoor infrared sensors.
• 1 x 32-zone alarm control panel.
• 2 panic buttons (centrally located).
• 1 alarm central controller box.
• 12 CCTV cameras.
• 1 nvr.
• 1 x 32-inch monitor for camera view display.

Deliverables and handover:

• Approved implementation plan and site-specific design (door contacts, network/power requirements).
• Supply and installation of all equipment per BoQ (including power supplies, network switches, cabling, consumables).
• Software installation, configuration and licensing (server and operator workstations as applicable).
• System commissioning and testing per building with acceptance sign-off.
• Training: minimum system administrator training and operator training, plus user guides.
• Handover pack: as-built drawings, configuration backups, warranties, serial numbers/asset list, maintenance schedule.

Project plan and timelines:

• Bidder must propose a high-level project plan with phases, milestones and estimated duration per building.
• Work coordinated with building management and DFFE representatives to minimise disruption; after-hours/weekend work may be required (cost assumptions to be stated clearly).
• Site verification/survey required before finalising BoQ (confirm door counts, mounting requirements, cable routes, power availability); assumptions must be stated in the quotation.
• Commissioning and handover completed per building with sign-off before moving to next phase unless agreed otherwise.

Maintenance and support SLA (36 months):

• Helpdesk/contact process, operating hours, escalation path.
• Minimum response times: critical faults affecting access to secure areas within 4–8 business hours; non-critical faults within 1–2 business days.
• Preventative maintenance schedule (minimum quarterly) including inspection, testing, firmware/software updates, and reporting.
• Parts replacement and warranty management: specify inclusions/exclusions, spares lead times, loan equipment availability.
• Monthly/quarterly service reports covering incidents, response times, remedial actions.

Quality requirements embedded in the scope and SLA:

• System commissioning and testing per building with formal acceptance sign-off.
• Training for designated DFFE personnel (system administrator and operator training) and provision of user guides.
• Handover pack including as-built drawings, configuration backups, warranties, serial numbers/asset list, and maintenance schedule.
• Preventative maintenance schedule (minimum quarterly) covering inspection, testing, firmware/software updates, and reporting.
• Monthly/quarterly service reports documenting incidents, response times, and remedial actions.
• Parts replacement and warranty management with defined inclusions/exclusions, spares lead times, and loan equipment availability.
• Site verification/survey required before finalising BoQ to confirm door counts, mounting requirements, cable routes, and power availability.

Pricing requirements:

• Quotation on bidder's letterhead with item descriptions, delivery/implementation timelines, quotation validity period (default 90 days from closing), banking details, contact details, CSD (MAAA) number.
• VAT shown per item where applicable.
• Separate bills of quantities per building and an aggregated pricing summary.
• All prices firm for contract duration; no adjustments except for exchange rate variations.
• All delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, SDL) included in the bid price.
• Proposed high-level project plan and SLA for the 36-month support period must be attached.
• No advance payment; no delivery before official order.

Pricing format: firm prices for the contract duration; no price adjustments except for exchange rate variations. VAT included per item where applicable.

Quotation must include: item descriptions, delivery/implementation timelines, quotation validity period (default 90 days from closing), banking details, contact details, CSD (MAAA) number.

Provide separate BoQs per building and an aggregated pricing summary.

All delivery costs and all applicable taxes (VAT, PAYE, income tax, UIF, SDL) must be included in the bid price for delivery at the prescribed destination.

Proof of public liability insurance required.

No advance payment; no goods/services delivered before an official order is received.

Failure to deliver within agreed timelines may result in order cancellation and possible listing on the National Treasury Database of Restricted Suppliers.

DFFE reserves the right to negotiate prices with preferred tenderers in line with legislative requirements.

Mandatory registrations and certifications:

• Central Supplier Database (CSD) registration with valid MAAA number.
• SARS tax compliance status pin or CSD report (bidder must be tax compliant at submission and remain compliant for the contract term).
• VAT registration if taxable supplies exceed R1 million in any 12-month period (voluntary registration permitted if threshold of R50 000 exceeded).
• PSIRA certificate for the company.
• PSIRA certificate for the installer, or signed declaration if not applicable.
• ICASA network licensing registration for radio frequency.
• OEM/manufacturer authorisation letter for proposed access control solution.
• Public liability insurance.
• SANAS/CIPC accredited B-BBEE certificate or sworn affidavit, or CIPC ownership certificate (to claim specific goals points).
• Medical certificate from a registered medical practitioner with practice number (only if claiming disability points).
• Consolidated B-BBEE certificate in the name of the joint venture/partnership (if applicable).

Returnable forms:

• SBD 4 (Declaration of Interest): must be completed and signed.
• SBD 6.1 (Preference Points Claim): must be completed and signed to claim specific goals points.

Mandatory supporting documents (disqualification if omitted):

• Two contactable references for similar CCTV and alarm installations within the last five years (client, scope, year, contact details).
• Product datasheets and warranty terms for all major components including spares availability confirmation.

Failure to comply with any mandatory requirement results in disqualification and no further evaluation.

Contract duration: 36 months (12-month warranty period plus 24-month maintenance period).

Prices must remain firm for the contract duration; no price adjustments except those subject to exchange rate variations.

DFFE reserves the right to perform due diligence on submitted information and to not appoint any tenderer.

DFFE reserves the right to negotiate prices with preferred tenderers in line with legislative requirements.

No goods or services may be delivered before an official order is received from DFFE.

Failure to deliver within agreed timelines may result in order cancellation and possible inclusion on the National Treasury Database of Restricted Suppliers.

All delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, SDL) must be included in the bid price.

Quotation validity: 90 days from closing date unless otherwise stated.

Brand names or pictures in the specification are for illustration only; similar or equivalent specifications will be accepted.

Mandatory requirements (disqualification if any omitted):

• PSIRA certificate for the company.
• PSIRA certificate for the installer, or signed declaration if not applicable.
• OEM/manufacturer authorisation letter for proposed access control solution.
• Two contactable references for similar CCTV and alarm installations within the last five years (client, scope, year, contact details).
• Product datasheets and warranty terms for all major components including spares availability.
• Proof of public liability insurance.
• Proof of ICASA network licensing registration for radio frequency.
• CSD registration with MAAA number.
• SARS tax compliance status pin or CSD report.
• B-BBEE certificate/sworn affidavit or CIPC ownership certificate (for specific goals points).
• Medical certificate (only if claiming disability points).
• Consolidated B-BBEE certificate for joint ventures/partnerships.

Returnable forms: SBD 4 and SBD 6.1 (completed and signed).

Quotation on company letterhead with item descriptions, timelines, validity, banking details, contact details, CSD number.

Proposed high-level project plan and 36-month SLA attached.

Separate BoQs per building and aggregated pricing summary.

Site verification/survey required before finalising BoQ; assumptions stated in quotation.

Evaluation follows a two-stage process:

1. Administrative and mandatory compliance screening — only fully compliant quotations proceed.
2. Preference point system 80/20 (for quotations up to R1 000 000): 80 points for price, 20 points for specific goals (ownership >50% by Black people, women, or people with disability).

To claim specific goals points, bidders must submit SBD 6.1 plus valid B-BBEE certificate/sworn affidavit, CIPC ownership certificate, and medical certificate if claiming disability points. Joint ventures must submit a consolidated B-BBEE certificate.

Failure to submit required proof means specific goals points are not claimed.

DFFE may perform due diligence and reserves the right not to appoint any tenderer.