Supply, Installation and Maintenance of a Master Key System - Gert Sibande

Returnable Documents:

The successful bidder shall: • Supply & install cylinders only (double/single as specified) for integration with existing door hardware. • Implement a master key hierarchy (Grand Master > Master > Change Keys). • Provide 3-year maintenance for existing: o British Patent 1366257 door latches o Dorma TH123 handles & TH123 SS latches • Excluded: Supply of new latches/handles (except replacement under maintenance). 2. Key Technical Specifications 2.1. Cylinder Requirements Type Specifications Compatibility Double - SANS 1238 Must integrate with existing PAT. 1366257 Cylinder - Fire-rated (BS EN 1634-1) latches without modification where required - For duct doors Single Must align with existing Dorma TH123 - Keyed externally Cylinder handles - Corrosion-resistant (316 SS) 2.2. Master Key System • Hierarchy: Minimum 3-tier system with restricted keyways (e.g., KABA Penta, ASSA Twin). • Key Control: Electronic audit trail mandatory (software-based with duplication alerts). • Integration: No drilling/modification to existing latch/handle backplates permitted. 2.3. Maintenance Agreement (36 Months) Component Maintenance Scope Response Time - Lubrication, alignment, spring replacement PAT. 1366257 Latches 24 hours - Supply 5 spare latches GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 Component Maintenance Scope Response Time - Tightening, anti-rotation checks Dorma TH123 Handles 48 hours - Supply 10 handle sets (SS) Cylinders - Pin tumbler servicing, key jams 12 hours 3. Critical Installation Requirements • Site Survey: Verify compatibility of existing hardware with new cylinders before installation. • Non-Destructive Retrofit: o Use existing boreholes/backset measurements. o Zero tolerance for door/frame damage. • Testing: o Smooth operation. o Master key must operate all tiers reliably. 4. Maintenance Service Specifications • Preventive Visits: Quarterly inspections (submit reports within 7 days). • Corrective Action: o Replace defective latches/handles at no cost (labour + parts). o Use OEM-equivalent parts (proof of origin required). • Emergency Support: 24/7 hotline for critical failures (e.g., stuck exit doors). GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 Project Proposals By The Bidder(optional) GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 SPECIAL PROPOSALS / REQUESTS BY BIDDER (OPTIONAL) Any proposal, request or condition that should be taken into account during consideration of the Proposal. GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 FINANCIAL AND CONTRACTUAL ARRANGEMENTS • The following conditions are set by the Gert Sibande District Municipality: • The Council accepts the original bid price will be valid for 90 days (3 months). • Payment will be made within 30 days after receipt of invoices. GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 FUNCTIONALITY EVALUATION Criteria Evaluation Method Point Max Awarded Score Hardware • Must integrate 10 10 Specifications with existing PAT. 1366257 latches without - Cylinders modification (Supply cylinder) • Unable to integrate or 0 supply cylinder. Master Key System • Hierarchy diagram (Grand 3 10 Security Master > Change Keys) • Restricted keyway proof 5 (e.g., ASSA/Kaba) • Key control agreement (no 2 unauthorized duplication) Electronic Audit Trail • Functionality demo 4 8 (software or manual system) • Features: user logs, 4 duplication alerts, reporting Certifications • Valid ISO 9001:2015 6 6 Maintenance Program • Spares availability, 6 6 response times, OEM- equivalent part sourcing. Warranty • Cylinders: 5 years (Supply 6 6 Warranty certificate) Experience • 1+ years retrofit master 10 10 key projects (>100 doors) (Supply 1+ completion certificate(s) & company documents) TOTAL POINTS 56 Bidders must provide restricted keyway proof demonstrating: 1. Key blanks are patented and unavailable on the open market. 2. Duplication requires written authorization from GSDM. 3. Manufacturer holds legal rights to prosecute unauthorized copying. Acceptable proofs: Manufacturer certificates, restriction agreements, or SABS key security reports. Verification During Evaluation 1. Contact manufacturers to confirm: GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 a. The bidder is an authorized distributor. b. The keyway is uniquely registered to GSDM’s system. 2. Inspect samples: Key blanks must bear laser-etched serial numbers and anti-copy holograms. 3. Bidders must achieve a minimum qualifying score of 50 out of 56 points. Proposals failing to meet this threshold shall be deemed non-compliant and excluded from any further evaluation. GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 Part B: Returnable Documents The following documents are to be completed and returned as they constitute the tender. Whilst many of the returnable are required (Compulsory to be completed and submitted) for the purpose of evaluating the tenders, some will form part of the subsequent contract, as they form the basis of the tender offer. For this reason, it is very important that tenderers return all information requested. RETURNABLE DOCUMENTS REQUIRED FOR TENDER EVALUATION PURPOSES MBD 1: INVITED TO BID ( Compulsory)................................................................................06 Form A: Declaration of Bidder’s Past Supply Chain Management Practices ................................. 26 Form B: Declaration of Interest(Compulsory) ................................................................................ 28 Form C: Authority of Signatory(Compulsory) ................................................................................. 32 Form D: SARS Declaration of Good standing (CSD Registrered )(Compulsory ) ........................ 35 Form E: Financial References / Bank Details ............................................................................... 37 Form F: Municipal Utility Account (Compulsory)..................................................................39 FormG: Preference Schedule .........................................................................................41 Form H: Contract Form ................................................................................................................. 43 Form I: Certificate of Independent Bidder Dertemination .............................................................. 47 Form J: Declaration of Procurement above 10 Million .................................................................. 52 Form K: Record of Addenda ......................................................................................................... 55 Form L: Bill of Quantities (Compulsory)...................................................................................... .... 56 Form M: Form of Offer (Compulsory)...........................................................................62 3Full Cylinder (Compulsory)........................................................................................... Half Cylinder (Compulsory)........................................................................................... Master Key Hierarchy Diagram (Compulsory).................................................................. Master Key System Security Restricted keyway proof (Compulsory)..................................... Master Key control agreement (Compulsory)................................................................... Functionality Demo - software or manual system (Compulsory)............................................ User logs, duplication alerts, reporting (Compulsory)......................................................... Valid ISO 9001:2015 certificate (Compulsory).................................................................. Cylinder 5-year warranty (Compulsory)........................................................................... Retrofit master key project completion certificate (Compulsory)........................................... GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 ATTACH THE FOLLOWING DOCUMENTS AS AN ANNEXURE TO THE TENDER DOCUMENT WITH REFERENCE TO THE APPLICABLE RETURNABLE SCHEDULE – MBD 1: 1. For Closed Corporations • CK1 or CK2 as applicable (Founding Statement) 2. For Companies • A copy of the Certificate of Incorporation • Certified Copies of the ID’s of the Directors and • the shareholders register 3. For Joint Venture Agreements • Copy of the Joint Venture Agreement between all the parties, • as well as the documents in (1) or (2) of each Joint Venture member. 4. For Partnership • Certified Copies of the ID’s of the partners 5. One-person Business / Sole trader • Certified Copy of ID 6. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT (Compulsory) . GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 FORM A: DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 1. This Municipal Bidding Document must form part of all bids invited. 2. It serves as a declaration to be used by municipalities and municipal entities in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system. 3. The bid of any bidder may be rejected if that bidder, or any of its directors have: a) abused the municipality’s / municipal entity’s supply chain management system or committed any improper conduct in relation to such system; b) been convicted for fraud or corruption during the past five years; c) wilfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract during the past five years; or d) been listed in the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No ). 4. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. Item Question Yes No 4.1 Is the bidder or any of its directors listed on the National Treasury’s Yes No Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audialterampartem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury’s website (www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page. 4.1.1 If so, furnish particulars: 4.2 Is the bidder or any of its directors listed on the Register for Tender Yes No Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No )? The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the bottom of the home page. 4.2.1 If so, furnish particulars: 4.3 Was the bidder or any of its directors convicted by a court of law Yes No (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years? 4.3.1 If so, furnish particulars: 4.4 Does the bidder or any of its directors owe any municipal rates and Yes No taxes or municipal charges to the municipality / municipal entity, or to GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 any other municipality / municipal entity, that is in arrears for more than three months? 4.4.1 If so, furnish particulars: 4.5 Was any contract between the bidder and the municipality / municipal Yes No entity or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract? 4.7.1 If so, furnish particulars: CERTIFICATION I, the undersigned (name) certify that the information furnished on this declaration form is true and correct. I accept that the state may reject the bid or act against me in terms of paragraph 23 of the general conditions of contract should this declaration prove to be false. Signature Date Position Name of bidder GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 FORM B: DECLARATION OF INTEREST 1 Any legal person, including persons employed by the State1, or persons having a kinship with persons employed by the State, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where: • the bidder is employed by the State; and/or • the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 2 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 2.1 Full Name of bidder or his or her representative: 2.2 Identity Number: 2.3 Position occupied in the Company (director, trustee, shareholder2): 2.4 Company Registration Number: 2.5 Tax Reference Number: 2.6 VAT Registration Number: 2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below 1“State” means: a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. ); b) any municipality or municipal entity; c) provincial legislature; d) National Assembly or the National Council of Provinces; or e) Parliament. 2 “Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise. 2.7 Are you or any person connected with the bidder presently employed by YES / NO the state? GSDM discourages fraud and corruption. GERT SIBANDE DISTRICT MUNICIPALITY SUPPLY, INSTALLATION AND MAINTENANCE OF A MASTER KEY SYSTEM FOR GSDM MAIN OFFICE, WATER LAB AND SUB-DISTRICTS FOR A PERIOD OF 36 MONTHS (RE-ADVERT). GSDM: 89/2024 2.7.1 If so, furnish the following particulars: Name of person / director / trustee / shareholder/ member: Name of state institution at which you or the person connected to the bidder is employed: Position occupied in the state institution: Any other particulars: 2.7.2 If you are presently employed by the state, did you obtain the YES / NO appropriate authority to undertake remunerative work outside employment in the public sector? 2.7.2.1 If yes, did you attach proof of such authority to the bid document? YES / NO (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.) 2.7.2.2 If no, furnish reasons for non-submission of such proof: 2.8 Did you or your spouse, or any of the company’s directors / trustees / YES / NO shareholders / members or their spouses conduct business with the state in the previous twelve months? 2.8.1 If so, furnish particulars: GSDM discourages fraud and corruption.

No specific requirements found B-BBEE Minimum Level: 2