Appointment of a service provider to implement an integrated biometric access control and time attendance system across teta offices

• Supply Chain Management Unit will conduct administrative compliance.
• Approval signatures include Executive Manager Ms. K Nkala (Corporate Services) and SCM Manager Mr. Z Mangaliso.
• No direct submission contact details (email, phone, address) are provided in the extracted content.

• Submit your proposal electronically via email to the Supply Chain Department.
• Include a fully completed and signed Pricing Proposal/Costing Schedule.
• Include a fully completed and signed Declaration of Interest (SBD 4). For JV/consortium, both parties must complete and sign per company.
• Submit a SARS Pin with expiry date or your CSD Supplier Number for tax verification.
• Submit proof of Central Supplier Database registration (www.csd.gov.za).
• Provide a detailed project plan.
• Provide reference letters demonstrating satisfactory delivery of enterprise biometric access control projects over the past three years. Letters must be on company letterhead, dated, signed, and state project start and end dates. Appointment letters/SLAs are not accepted.
• Provide a Letter of Authority for the signatory.
• Unsigned documents: bidders will be given 48 hours to submit signed versions.

Must submit SARS Pin/CSD number, be CSD registered, provide OEM accreditation for biometric devices, have minimum 3 years enterprise biometric access control implementation experience with reference letters, submit detailed project plan, and meet mandatory administrative documents (B-BBEE certificate, CIPC documents, etc.).

Scope: Supply, installation, configuration, commissioning, maintenance, and support of an integrated biometric access control and time attendance system across five TETA offices (Randburg, Cape Town, Durban, Polokwane, Nelspruit).

Key deliverables:

• Supply and install enterprise-grade biometric devices (supporting fingerprint, RFID, PIN, or similar) with a minimum 3-year OEM warranty.
• Configure user profiles, access levels, time zones, and reporting.
• Configure entry/exit logging, vehicle access integration with number plate recognition at Randburg, and secure access to server rooms.
• Integrate devices into a centralized attendance platform providing clock-in/out records, audit trails, absenteeism, and lateness reports.
• Provide centralized management software for real-time monitoring, event logs, alerts, and user management.
• Provide 12 months of full maintenance and technical support from commissioning, including quarterly preventative maintenance, repairs, replacements, firmware upgrades, and system health monitoring.
• Provide administrator and end-user training, plus detailed user manuals and SOPs.
• Project duration: Implementation 4-8 weeks; Support & Maintenance: 12 months.
• Pricing must include travel costs to four remote offices (Durban, Limpopo, Mpumalanga, Cape Town).

Your proposal must include:

• A detailed methodology and approach (brand-specific).
• A timeline and milestones.
• A cost estimate.
• Qualifications and experience of the resources.
• Reference letters from similar implemented projects.

• Company experience in provisioning and maintaining enterprise biometric access control implementations is evaluated.
• Experience is validated against submitted reference letters and a completed Company Experience Schedule.
• Points are awarded based on years of experience: 5+ years = Excellent; >3 to <5 years = Very Good; 3 years = Good; <3 years = Poor.

Mandatory documents and registrations (failure to submit leads to disqualification):

• Pricing Proposal/Costing Schedule.
• Declaration of Interest (SBD 4).
• SARS Pin or CSD Supplier Number.
• Proof of Central Supplier Database registration.
• Proof of OEM accreditation/authorized installers for proposed biometric devices.
• Reference letters for enterprise biometric access control projects from the past three years.
• Company Experience Schedule supported by reference letters.
• Detailed project plan.
• Active CIDB grading of EB/EP 2 or higher.

Administrative documents (required for compliance and preference points):

• Valid B-BBEE Certificate (certified copy) or affidavit for QSE/EME confirming annual revenue and black ownership. For JVs, submit a combined certificate and JV agreement.
• Certified copies of CIPC registration certificates. TETA will not award to businesses on the CIPC de-registered list.
• Certified copies of directors/owners' identity documents or a list of directors.
• Company profile including HDI status.
• Acceptance of General Conditions of Contract/Bid.
• Letter of Authority of Signatory.
• Employment Equity Act Compliance Certificate or declaration.

• B-BBEE points are allocated based on status level: Level 1 = 10 points, Level 2 = 9, Level 3 = 7, Level 4 = 6, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0.
• Other Specific Goals (10 points total) include points for: bidders who had no franchise in national elections before the 1983 and 1993 constitutions; female-owned (3 points); disability-owned (2 points); youth-owned (2 points).

• Supply, installation, and commissioning of biometric devices, readers, control panels, electromagnetic locks, exit buttons, and boom gate interfaces.
• Configuration of user profiles, access levels, time zones, attendance rules, and reporting.
• Configuration of entry/exit logging, vehicle access integration with number plate recognition at Randburg, and secure access to server rooms.
• Integration into a centralized attendance platform.
• Provision of centralized management software for real-time monitoring, event logs, alerts, and user management.
• Full maintenance and technical support for 12 months from commissioning, including quarterly preventative maintenance, repairs, replacements, firmware upgrades, and system health monitoring.
• Administrator and end-user training, plus detailed user manuals and SOPs.
• Pricing must include travel costs to four remote offices (Durban, Limpopo, Mpumalanga, Cape Town).

• All equipment must be new and compliant with industry standards.
• Installation must minimize disruption to operations.
• The solution must be secure, scalable, and future-proof.

• Approval signatures: Executive Manager Ms. K Nkala (Corporate Services) and SCM Manager Mr. Z Mangaliso.
• Reference tables include project details, contacts, telephone numbers, and email addresses but are incomplete and unstructured.