Lease of digital mobile radio (dmr) handheld device solution – 36 months

Closing date: 8 September 2026 at 11:00. Bids must be submitted by this time.

Compulsory presentation session: date to be communicated; attendance is mandatory for bidders progressing to Phase 2. No latecomers permitted.

Sample device testing period: two weeks, after the presentation.

A compulsory presentation session will be held for bidders progressing to Phase 2. Attendance is mandatory; no latecomers permitted. The date will be communicated.

Wendy Arendse, Provincial Security Provisioning, [email protected], Tel: 021 483 5504.

Esethu Makanda, contact person, email [email protected], Tel: 021 483 6324.

Submission address: Bid box marked 'Department of Local Government', Ground Floor, 80 St Georges Mall Waldorf Building, Cape Town, 8000.

Two-envelope submission: Envelope 1 (Technical BID) and Envelope 2 (Financial BID), each sealed and clearly labelled with the bidder's name, bid reference number, and contact details. Both envelopes must be submitted by the closing date and time into the bid box marked 'Department of Local Government, Ground Floor, 80 St Georges Mall Waldorf Building, Cape Town, 8000'. Late submissions will not be considered and will be returned unopened.

Returnable documents (Phase 1):

• WCBD 1 (Bid Form)
• WCBD 3 (Pricing Schedule)
• WCBD 4 (Declaration of Interest)
• WCBD 6.1(a) (Preference Certificate)
• B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs)
• Tax Clearance Certificate
• Proposing entity and authority of signatory
• Detailed DMR Solution BID and Presentation
• Proof of CSD registration
• ICASA Type Approval Certificate, ICASA DCB Compliance Proof, Radio Dealer License
• Signed Compliance Acknowledgment Form (Annexure D)
• POPIA compliance declaration
• SANS certification
• Indemnity Declaration
• Offered Training Plan

Phase 2 documents: Annexure A (Technical Specifications), Annexure B (Functionality Table) including company profile, client reference letters, after-sales support and warranty plan, and sample device documentation.

Phase 3: Annexure C (Pricing Summary & Price Schedule) in the Financial BID envelope.

All documents must be fully completed, dated, and signed in ink. The bid must be bound without tearing pages; no erasures or masking fluid corrections are permitted. Failure to submit any mandatory document or attend the compulsory presentation session will result in disqualification.

Three-phase evaluation:

• Phase 1: Mandatory Compliance Screening – only fully compliant bidders proceed.
• Phase 2: Technical Evaluation – Part 1: Annexure A (Provisional Specification criteria) and Annexure B (Functionality Table) are assessed. Bidders scoring 90% in Annexure A progress to presentations. Part 2: Sample device testing – five devices tested for two weeks. Bidders scoring 90% in Annexure A testing progress to Annexure B testing. Bidders scoring 80% or more in Annexure B (Functionality Table) proceed to Phase 3.
• Phase 3: Financial Evaluation – pricing evaluated under the 80/20 preference point system (WCBD 6.1).

Functionality scoring (Annexure B) includes: relevant project experience (20 points), demonstration/conditions/testing (70 points), and repair/replacement (10 points). Local manufacturing and SABS approval earn higher points for repair/replacement turnaround.

The department requires a Digital Mobile Radio (DMR) handheld device solution for 70 devices over a 36-month lease. The solution must provide wide, reliable coverage beyond the Western Cape, including repeaters for difficult terrain.

Device requirements:

• Full-duplex capability, multiple channels, extended coverage and range.
• Built-in GPS (no external devices), dedicated emergency button, IP67 or higher (1-meter submersible).
• Rugged, smartphone-style design with full HD 5-inch touchscreen, Android interface, professional-grade durability.
• Encryption protocols (e.g., AES-256), user authentication, and secure communication.
• Minimum battery life of 24 hours between charges.
• Ability to operate as a digital radio, make/receive calls to mobile devices, capture and send images, text messaging, SMS, and WhatsApp.
• Individual and group calling, voice recording option, panic/SOS/distress signal.
• Scalable for future growth.
• GSM-based staff location feature.
• Interoperability with Western Cape Government platforms (Outlook, MS Teams).
• All equipment must be programmed for full duplex per ICASA regulations.

Data requirements:

• Uncapped data plan required.
• All data transmission, storage (offsite or cloud), access, and reporting costs must be included in a fixed monthly fee.
• Data storage must be secure and robust, handling GPS logs, voice recordings, text messages, and video files.

Bidders must submit a technical specification brochure and provide five sample devices for a two-week testing period.

The Bidder must provide a detailed technical specification document demonstrating compliance with standards.

Provide references from previous clients who have successfully implemented digital handheld radio devices in the last 5 years.

All handheld sets must meet or exceed specified performance metrics, functionalities, and compatibility standards as per pricing documentation.

Pricing must be fixed and billed monthly for the entire solution. All costs must be inclusive and presented in a clear and comprehensive framework.

Pricing must be fixed and billed monthly for the entire solution, inclusive of all costs: lease amount, maintenance, training, repair/replacement, and data storage. The pricing schedule (Annexure C) must be submitted separately in the Financial BID envelope. Pricing is evaluated under the 80/20 preference point system (WCBD 6.1).

Provide an option to purchase up to five recurring line items as and when required. All calculations must be correct; arithmetic errors will not be corrected.

Pricing framework (sample):

• Lease Amount (per device)
• Maintenance
• Training
• Repair/Replacement
• Data Storage
• Total Monthly Cost, Annual Cost, Total 3-Year Cost
• Provision for one-off line items excluded from monthly recurring costs.

Mandatory compliance requirements:

• Valid ICASA Radio Dealer License.
• ICASA Type Approval Certificate.
• ICASA DCB Compliance Proof.
• Registration on the Central Supplier Database (CSD) – proof required.
• Tax compliance (SARS) – valid Tax Clearance Certificate or TCS PIN; 7 days allowed for compliance arrangements.
• B-BBEE Status Level Verification Certificate from a SANAS-accredited agency, or Sworn Affidavit for Exempted Micro Enterprises (EMEs).
• POPIA compliance declaration.
• SANS certification (e.g., IP67/8, MIL-STD-810G).
• Signed Compliance Acknowledgment Form (Annexure D).
• Proof of authority of signatory (e.g., company resolution).
• All mandatory documentation must be submitted in Phase 1; failure results in disqualification.

The DMR device must include a dedicated emergency button and comply with IP67 or higher (1-meter submersible) standards.

Data storage must be robust enough to handle large volumes of data, including GPS logs, voice recordings, text messages, and video files.

The Bidder shall indemnify the Department against claims, damages, losses, liabilities, and expenses arising from the demo and use of sample devices during the testing period.

The Department reserves the right to retract and terminate the BID process at any stage prior to award.

Bidders must submit a brochure detailing technical specifications. Bidders meeting functionality criteria will be invited to a product demonstration with five sample devices. Compliance with specified conditions is mandatory to progress.

Evaluation follows a three-phase process: Phase 1 – Mandatory Compliance Screening; Phase 2 – Technical Evaluation (Annexure A and B) including sample device testing; Phase 3 – Financial Evaluation under the 80/20 preference point system. Bidders must score 90% in Annexure A to progress to presentations, and 80% or more in Annexure B to proceed to financial evaluation. Functionality scoring includes experience (20 points), demonstration/testing (70 points), and repair/replacement (10 points).