Request for the supply, installation, configuration, and commissioning of a server room uninterruptible power supply (UPS) system, biometric access control system, and server room floor raising

• Closing Date and Time: 19 June 2026 at 11:00.
• Compulsory Site Briefing: 17 June 2026 at 12:00 at Cnr Victoria Street and Linton Street Chris Hani Village Germiston 1400 (next to Fire Station).
• Mandatory Site Assessment Visit: Date not specified; you must attend and sign the attendance register. Failure to attend and sign results in automatic disqualification.

• Compulsory Site Briefing: 17 June 2026 at 12:00.
• Venue: Cnr Victoria Street and Linton Street Chris Hani Village Germiston 1400 (next to Fire Station).

• For technical specification queries: Contact Mathinyane Selane at [email protected].
• For Supply Chain Management (SCM) queries only: Contact Dolly Phatlane ([email protected]), Thozama Dalindyebo ([email protected]), or Patricia Mngomezulu ([email protected]).
• Submission Address: EHC Head Office, Cnr Victoria Street and Linton Street Chris Hani Village Germiston 1400 (next to Fire Station).

• Submit by hand delivery only to EHC head office at Cnr Victoria Street and Linton Street Chris Hani Village Germiston 1400 (next to Fire Station).
• Use a sealed envelope clearly stating the description and RFQ NO: EHCUPS2026.
• Deposit the envelope in the RED TENDER BOX at the reception.
• You must sign the submission register at the reception. Failure to sign will result in automatic disqualification.
• No late submissions will be accepted.
• The entity reserves rights to: award in part or full, not award, request further information, verify documentation, not accept any bids, amend conditions before closing, and remedy incorrect awards.

Submissions must be hand delivered to EHC head office (at Agnus and Victoria Street Germiston 1400 next to fire station) in a sealed envelope stating RFQ NO and Description: EHCUPS2026 and IN A RED TENDER BOX BY THE RECEPTION. PLEASE SIGN SUBMISSION REGISTER.

Mandatory disqualification factors: Late submission, failure to attend compulsory site briefing on 17 June 2026, failure to sign submission register with correct description and RFQ number, non-submission of completed pricing schedule, unsigned MBD Forms, or non-response to RFQ document. Administrative requirements include: municipal account in good standing, valid director ID, electrical CoC, tax compliance, BBBEE status (failure forfeits specific goal points), and CSD registration. Bidders must sign the criteria for CCG submission register.

Scope of Work:

1. Uninterruptible Power Supply (UPS) System:

• Supply, install, and commission a UPS system to power critical ICT infrastructure.
• Equipment to be powered includes: 2 Server Towers, 2 Normal PCs, 1 Air Conditioning Unit (Jet Air R410A), 1 48-port Network Switch, 6 Wi-Fi Access Points, Office Biometric system, and server room lighting.
• Minimum UPS Requirements:
• Adequate capacity to support all listed equipment simultaneously.
• Online double-conversion UPS (or equivalent enterprise-grade solution).
• Minimum backup runtime of 2-4 hours under full load.
• Must include Automatic Voltage Regulation (AVR), surge protection, power conditioning, an LCD/monitoring panel with management software.
• Expandable battery option is advantageous.
• Must be rack-mounted or floor-standing and comply with relevant electrical and safety standards.

2. Biometric Access Control System:

• Supply, install, configure, and commission a system to control a fireproof server room door.
• Scope includes: biometric device, control PC and management software, facial recognition and fingerprint authentication, user enrolment, access-level management, integration with access logs and audit trails, and fail-safe operation during power failure.
• Minimum requirements: facial recognition and fingerprint reader, centralised management software, access logs, compatibility with Windows-based PCs, and secure data storage.

3. Server Room Floor Raising:

• Install and raise the server room floor over an area of approximately 2m x 1.5m using existing floor tiles.
• Scope includes: supply and installation of floor support structure, raising and securing the existing tiles, and ensuring a stable, level finished surface.

• You must complete the provided pricing schedule with unit price, quantity, and total for each line item.
• Line items are: Uninterrupted Power Supply (supply, installation, commissioning), Biometric system (supply, installation, configuration), and Server Room Raised Floor Installation.
• All prices must be VAT inclusive and include all related costs.

• All prices must be VAT inclusive and include all other related costs.
• You must complete the provided pricing schedule.
• The pricing schedule includes line items for: Uninterrupted Power Supply (supply, installation, commissioning), Biometric system (supply, installation, configuration), and Server Room Raised Floor Installation.

Administrative Mandatory Documents (non-compliance leads to disqualification):

• Up-to-date municipal account/statement for the company and all its directors (not in arrears for more than 90 days). If a lessee, provide a valid original or certified copy of the lease agreement.
• Certified copy of Director’s ID (not older than three months from the closing date).
• Valid Electrical Certificate of Compliance (CoC).
• Valid tax pin.
• Company pricing on letterhead.
• Valid B-BBEE affidavit or certificate. Failure to provide will result in forfeiting Specific Goals points.
• Bank letter not older than three months.
• Signed MBD Forms.
• Completed response to the RFQ document.
• CSD report.
• Attendance and signature at the mandatory site assessment visit.
• Attendance at the compulsory site briefing.

• Evaluation uses the 80/20 preference point system.
• Specific Goals (20 points) are allocated for: HDI (5 points), Woman (3 points), Disability (2 points), Youth (2 points), and operation within Ekurhuleni (8 points).
• A valid B-BBEE affidavit is required to claim these points.

• A mandatory site assessment visit is required for all bidders to assess the server room environment, electrical infrastructure, space constraints, and access points.
• You must sign a site attendance register during the visit. Failure to attend and sign results in automatic disqualification.
• The UPS system and installation must comply with relevant electrical and safety standards.

• The entity reserves rights to: award in part or full, not award, request further information, verify documentation, not accept bids, amend conditions, and remedy incorrect awards.
• Proposals are subject to EHC's Standard Conditions of Tender and Supply Chain Management Policy.
• The entity may negotiate with shortlisted bidders pre-award and with the successful bidder post-award.
• The entity may conduct due diligence, including site visits, to verify submitted information at any time.

Mandatory Requirements:

• No late submissions accepted.
• Compulsory site briefing attendance.
• Sign the submission register with the correct description and RFQ number.
• Attend the mandatory site assessment visit and sign the attendance register.
• Provide up-to-date municipal accounts, director's ID copy, valid Electrical CoC, tax pin, company pricing on letterhead, valid B-BBEE affidavit, bank letter, signed MBD forms, response to RFQ, and CSD report.

• Evaluation is based on the 80/20 preference point system (80 for price, 20 for Specific Goals).