CCTV maintenance panel – 36-Month RFP, KZN region (PRASA)

PRASA's Telecommunications department requires a panel of service providers to repair, maintain and service CCTV systems across KwaZulu-Natal on an as-and-when-required basis over 36 months.

Context

• The KZN environment has over 2 000 cameras and the department is under-resourced, so maintenance cannot be carried out on all systems.
• Theft and vandalism of PRASA assets leave some stations unmonitored and disrupt live streaming.
• No current mechanism exists to address the problem.

Objectives

• Repair, maintain and service camera systems in the 'A' corridor to keep commuters, employees and assets secure.
• Reduce system downtime so Protection Services can monitor stations remotely.
• Improve station security, protect assets and produce footage needed for investigations and fraud cases.

• Bid advertised and available for free download from the National Treasury e-Tender portal: 19 October 2026.
• Compulsory briefing session: 29 October 2026 at 10:00 at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station. Bidders must arrive punctually, sign the attendance register and submit Form D certification with the bid; the session will not be repeated for late arrivals. Non-attendance may result in disqualification. Bidders arrange their own transport and accommodation.
• Closing date for questions: 16 November 2026, submitted on the RFP Clarification Form (Annexure 3).
• Closing date for responses to questions and issue of briefing minutes/notes: 18 November 2026.
• Closing date and time for bid submission: 20 November 2026 at 12:00.
• Bid validity: 90 working days from the closing date; PRASA may request an extension on the same terms.
• Evaluation, appointment, contract negotiation, signing and commencement: to be advised.

Tender enquiries

• Contact: Rani Padayachee (Rani Thevar)
• Role: Bid Secretariat / tender enquiries contact
• Email: [email protected]
• Telephone: 031 813 0138

Complaints

• Email: [email protected]
• A complaint must state the bid description, bid reference number, closing date, supplier name, supplier contact details and the detailed complaint.

Submission address

The Secretariat / Tender Office

PRASA KZN

Tender Box No. 04

65 Masabalala Yengwa Avenue

Greyville

Durban Station

Submission method

• Physical delivery only: sealed envelope deposited in the PRASA tender box at the main entrance of PRASA KZN.
• Envelope address: The Secretariat / Tender Office, PRASA KZN, Tender Box No. 04, 65 Masabalala Yengwa Avenue, Greyville, Durban Station.
• The envelope must show bid number DBN/OPS(BAC)013, the bid description and the closing date and time.
• Closing: 20 November 2026 at 12:00. Late bids and bids delivered to the wrong address are not considered.
• Bidders must sign the submission register when dropping off and keep proof of timely submission.

Packaging and format

• One sealed envelope containing Volume 1: Part A (Mandatory Requirements Response) and Part B (Technical/Functional Response to the scope of work).
• Submit 1 original; copies may be added and must be clearly marked with the bidder's name.
• Responses in English on A4 (graphic illustrations up to A3), neatly bound by section, with all pages numbered consecutively.
• Sign forms preferably in black ink; documents that are not originals must be certified as true copies by a Commissioner of Oaths.
• The original must be signed by a person duly authorised to bind the bidder, and proof of that authority must be included.
• Additional conditions must be raised in an accompanying letter; no alterations, additions or deletions may be made to the RFP documents themselves.

Joint ventures and consortiums

• State the intention to bid as a JV or consortium in the submission.
• Submit a signed JV/consortium agreement showing the percentage split of business and each party's responsibilities, or written confirmation of the intention to conclude one with the same detail.
• Award only takes place once a signed agreement is submitted to PRASA.

Returnable documents

• Form A: Invitation to Bid — bidder and contact details, signed as the offer.
• Form B: Terms and Conditions for Bidding — acceptance of the bid conditions.
• Form C: Tender Form (Pricing Schedule) — the priced offer on the prescribed schedule.
• Form D: Certificate of Attendance — proof of attendance at the compulsory briefing, submitted with the proposal.
• Form E: Statement of Work Successfully Carried Out by Bidder — record of completed work.
• Form F: Security Screening Form — vetting information for personnel.
• Form G: Acknowledgement — acknowledges the RFP terms.
• Form H: Special Conditions — Funding Contingency.
• SBD 1: Invitation to Bid — essential returnable document, also used for tax compliance verification.
• SBD 4: Declaration of Interest — discloses directors', trustees', shareholders' or members' links to the state or to the department.
• SBD 6.1: Preference Points Claim Form — claims preference points under the Preferential Procurement Regulations 2022.
• SBD 5: National Industrial Participation Programme — not applicable to this bid.
• Annexure 3 (RFP Clarification Form): queries to [email protected] by 16 November 2026.

Disqualification risks

• Any mandatory returnable form missing, incomplete or unsigned.
• Bid received after the closing time or at the wrong address.
• Canvassing any PRASA officer or employee between closing and award, or collusion with other bidders.
• Failure to attend the compulsory briefing or to appear on the attendance register.
• Offering any gift to PRASA employees or consultants, directly or through an intermediary.

Evaluation stages

• Stage 1 — completeness and compliance. Incomplete bids and non-compliant bids are disqualified. Disqualifying returnable documents are the Form D briefing certificate (the bidder must also appear on the compulsory briefing attendance register) and the signed submission register.
• Stage 2 — technical/functionality evaluation.
• Stage 3 — price and specific goals, applied when a task order or purchase order is issued to a panel member.
• Stage 4 — outstanding returnable documents: the most responsive bidder may be asked to resubmit completed documents within a PRASA-set timeframe; failure results in automatic disqualification.

Technical/functionality scoring

• Total: 100 points.
• Minimum qualifying score: 70 out of 100 (70%). Bidders below the threshold are disqualified and are not evaluated on price or specific goals. If no bidder reaches 70, PRASA may cancel the bid and re-advertise or procure otherwise.
• Organisational experience — 40 points, scored on successfully executed CCTV installation and maintenance projects. Evidence: appointment letter, contract or purchase order for each project, plus a reference letter or completion certificate; at least one document must show the project value. No points where a letter of appointment, contract or purchase order is not accompanied by a reference letter or completion certificate.
• Key personnel — 60 points, from the CV of the technician who will perform the work (N3 Electronics, Electrical or IT, or higher, with at least 3 years on NVR systems and video management systems).

Price and specific goals (used when a task order or purchase order is placed)

• Preference point system: 80/20.
• Price: 80 points, on the standard 80/20 formula against the lowest acceptable tender.
• Specific goals: 20 points — Black Women Owned 10 points, B-BBEE Level 1 10 points. Awarded pro rata: points allocated x percentage owned, verified against CIPC registration documents or the CSD registration report.
• Evidence: certified copies of the owners' ID documents for black women ownership; a certified B-BBEE certificate or SANAS-accredited certificate for the B-BBEE level.

Other

• Successful panel members must sign a Service Level Agreement covering obligations, performance standards and conduct for the duration of the panel.
• PRASA may call for bidder presentations at any stage of the evaluation.

Scope

• Appointment of a panel of service providers to repair, maintain and service existing CCTV systems and networks in the KwaZulu-Natal region, on an as-and-when-required basis over 36 months.
• Target area: KwaZulu-Natal, including the 'A' corridor. PRASA's KZN environment holds over 2 000 cameras.
• Systems to be serviced: Dallmeier, Avigilon, Dahua and Holowits equipment.
• Source and procure CCTV equipment from reputable, approved manufacturers and keep systems compliant with relevant industry standards.
• Protect existing services during work; any service damaged by the contractor must be repaired and reinstated at the contractor's cost to the Project Manager's satisfaction.

Camera and installation requirements

• Minimum 5MP day/night cameras unless otherwise agreed before installation.
• Camera pricing must include brackets and/or housings.
• Supply and installation includes configuration and setup, with live streams and recordings viewable over the network at the control room.
• Systems must withstand vibration from passing trains and mild electromagnetic radiation from surrounding equipment.
• Replacement equipment must be fully compatible with the existing systems; removed components must be delivered to the Project Manager's office within a week of removal.

Minimum servicing requirements by asset

• Cameras: clean, focus, secure all covers, confirm correct labelling, check operation.
• Main/mini kiosks: clean; check power to all breakers; clean switches; check fibre links; dust covers on unused fibre pairs; filla foam on cableways; correct cable labelling.
• 12U cabinets: clean; check breaker power and fibre links; dust covers on unused fibre pairs; check for rust degradation; correct cable labelling.
• 43U racks: clean racks and DVRs (including air vents); check DVR operation; check platform and office switch links; dust covers on unused fibre pairs; breaker power; test UPS, KVM switch, monitor and keyboard; correct cable labelling.
• Equipment rooms: clean; confirm lights working; aircon operational; main DB covered, secured and fully labelled.
• Control rooms: workstations online and functioning; videowalls fully operational; lights working; aircon fully operational; keyboard and mouse operational.
• A fully completed per-site report listing all faults, with a quotation to rectify them, must accompany each service.

Operations

• Work must commence within 14 days of issue of the purchase order.
• Normal working hours: 07:30–16:00 on weekdays. No work outside normal hours, on Saturdays, Sundays or public holidays without the Project Manager's permission, although most stations operate 04:00–19:00 Monday to Sunday.
• Site-to-control-room communication runs over the fibre network; fibre links remain PRASA's responsibility; no internet access is permitted on the CCTV network.
• If the control room fails, the contractor must provide a backup system for continuous monitoring and recording.
• A Non-Disclosure Agreement will be concluded with qualifying bidders to protect security information.
• Workmanship or accuracy below the specified standard must be corrected at the contractor's cost within 7 working days.
• Test records must be handed to the Project Manager before final commissioning, and site drawings updated for all work done.
• Reports must be completed per site; false alarms caused by the environment must be minimised.

Panel work allocation

• Purchase orders are allocated among panel members on an equitable basis; a contractor currently executing a purchase order is not invited to quote for further orders until it is closed out.
• Repair work appointments remain subject to price comparison with other panel members for competitiveness and value for money.

Functionality scoring — 100 points, minimum 70 to qualify

Organisational experience — 40 points

• Scored on successfully executed and completed CCTV installation and maintenance projects.
• For each project submit an appointment letter, contract or purchase order together with a reference letter or completion certificate; at least one document must show the value of the works.
• 0 points: completed project below R100 000, or no submission/irrelevant information.
• 1 point: above R100 000 but below R500 000.
• 2 points: above R500 000 but below R1 000 000.
• 3 points: above R1 000 000 but below R1 500 000.
• 4 points: above R1 500 000 but below R2 000 000.
• 5 points: R2 000 000 and above.
• No points are awarded where the appointment letter, contract or purchase order is not accompanied by a reference letter or completion certificate.

Key personnel — 60 points

• Requires a CV for the technician who will do the work: N3 in Electronics, Electrical or IT (or higher) with a minimum of 3 years' experience on NVR systems and video management systems.

• 0 points: no information, incomplete submission or non-compliance.

• 1 point: less than 3 years' related experience.

• 2 points: 3 years to under 4 years.

• 3 points: 4 years to under 5 years.

• 4 points: 5 years to under 6 years.

• 5 points: 6 years or more.

• Bidders scoring below the overall minimum of 70% on functionality are not evaluated further.

Pricing form

• Form C (Tender Form / Pricing Schedule) must be completed.
• Rates are quoted per unit as requested and must be all-inclusive — camera pricing includes brackets and/or housings, and supply and installation includes configuration and setup.
• The list of commonly requested items for the contract period is in Annexure 1; it is a minimum list and further in-scope items or services may be requested as and when required.

Payment

• PRASA pays within 30 days of invoice submission.
• Claims are submitted for work completed and fully operational.
• Rejected or incomplete work is not paid.
• Invoices must be submitted within 14 days after completion of the work.

Scoring linkage

• Price carries 80 of the 100 price-and-specific-goals points under the 80/20 system, applied when a task order or purchase order is placed.
• Bidders scoring below 70% on functionality are not evaluated on price.

Pricing

• Prices are submitted on Form C (Tender Form / Pricing Schedule).
• All rates must be quoted per unit as requested and must be all-inclusive.
• The item list in Annexure 1 represents minimum anticipated requirements; additional in-scope items or services may be requested during the contract.
• Price carries 80 of the 100 price-and-specific-goals points, calculated on the 80/20 formula when a task or purchase order is placed.
• Changes to bid rates after the closing date or after award are not accepted unless the contract expressly provides for it.

Payment

• Payment within 30 days of invoice submission.
• Claims are made on work completed and fully operational.
• Rejected or incomplete work is not paid.
• Invoices must be submitted within 14 days after completion of the work.

Guarantees

• 12-month guarantee on supplied workmanship, equipment and materials.
• Essential spares must be held and support guaranteed for at least 2 years.

Penalties

• 10% of the quotation price is deducted for non-compliance with the special conditions and the 14-day commencement requirement.
• Any other default entitles PRASA to terminate the contract.

Validity

• Bids remain valid for 90 working days from the closing date and may be extended on the same terms at PRASA's request.

Contingency

• Form H sets out special conditions relating to funding contingency.

Registration and tax

• Self-register on National Treasury's Central Supplier Database at https://secure.csd.gov.za and provide the supplier number and unique registration reference number. Only foreign suppliers without a locally registered entity are exempt.
• Tax affairs must be in order, or satisfactory arrangements made with SARS. Provide the Tax Compliance Status PIN, or a tax clearance certificate obtained from the new TCS system.
• Where consortiums, joint ventures or subcontractors are involved, every party must be registered on the CSD and be tax compliant; PRASA verifies status through the CSD.
• Compliance must be maintained for the entire contract term.

B-BBEE and specific goals

• Black Women Owned: 10 preference points, supported by certified copies of the owners' ID documents.
• B-BBEE Level 1: 10 preference points, supported by a certified B-BBEE certificate or SANAS-accredited certificate.
• Ownership is verified against CIPC registration documents or the CSD registration report; points are awarded pro rata to the percentage owned.

Returnable compliance documents

• SBD 1 Invitation to Bid — essential returnable document, also the basis for tax compliance verification.
• SBD 4 Declaration of Interest — discloses whether any director, trustee, shareholder, member or controlling-interest holder is employed by the state or connected to anyone at the department; a false disclosure leads to disqualification.
• SBD 6.1 Preference Points Claim Form — claims preference points under the Preferential Procurement Regulations 2022.
• Form D Certificate of Attendance — proof of attendance at the compulsory briefing.
• Form F Security Screening Form — personnel vetting information.
• Non-Disclosure Agreement — bidders must certify that they have acquainted themselves with it; an NDA will be entered into with qualifying bidders.

Other compliance points

• The successful bidder must comply fully with all applicable laws and regulations throughout the contract.
• Giving or offering any gift to a PRASA employee or consultant, directly or through an intermediary, results in immediate disqualification.
• Incomplete submissions may be disqualified at PRASA's discretion, although PRASA may call for additional documents.
• Confidentiality: information marked confidential by the bidder is protected, while unmarked information is treated as public.

PRASA's rights

• Modify the goods, services or works and request re-bids; amend or withdraw the RFP at any time without notice, compensation or reimbursement; reject non-conforming proposals; disqualify late proposals; withdraw on good cause; award at any time after closing; make no award; and call for additional documents.
• Validate submitted information and require supporting evidence; request annual financial statements signed by a professional accountant for due diligence.
• Negotiate a market-related price with the highest-scoring bidder, then the second, then the third; if no agreement is reached the bid is cancelled. Negotiations or a Best and Final Offer may be used where proposals do not meet requirements, are unaffordable or offer poor value.
• Accept a proposal and include it in other procurement documents.
• Bid preparation costs are for the bidder's account; no preparation or other work is reimbursed.
• If information supplied proves incorrect after the contract is concluded, PRASA may cancel the contract and place the bidder on its restricted suppliers list.
• Bid rate changes after the closing date or award are not accepted unless the contract provides for them.

Confidentiality

• RFP information must be kept confidential and used only for the purpose it was provided; disclosure requires PRASA's prior written consent. Confidential information remains PRASA's property and must be returned on demand.
• The obligations do not cover information that is or becomes publicly available other than through a breach.
• Bidders, key contractors, their members, agents and advisers may be required to sign confidentiality undertakings in a form PRASA requires.
• A bidder's submission is kept confidential from third parties other than PRASA officials and advisers reviewing it for the procurement.
• Bidders must state in writing which information they regard as confidential; otherwise it is treated as public.

Commercial terms

• Contract period: 36 months, as and when required.
• Work is allocated by purchase order among panel members; a contractor executing an order is not invited to quote for further orders until it is closed out, and repair work remains subject to price comparison with other panel members.
• PRASA may cancel the contract at any time if the contractor does not perform according to the agreement.
• The successful bidder must comply fully with all applicable laws and regulations.
• A Service Level Agreement regulates panel appointment, and Form H sets out special conditions relating to funding contingency.

Weighting

• Price: 80 points. Specific goals: 20 points. Total: 100.
• Preference point system applied: 80/20, used when a task order or purchase order is issued during the panel term.

Stages

• Stage 1 — disqualifying returnable documents: Form D briefing certificate with the bidder reflected on the compulsory briefing attendance register, and a signed submission register when the bid is dropped off.
• Stage 2 — technical/functionality: 100 points, split between organisational experience (40) and qualifications and experience of key personnel (60). Minimum qualifying score 70 out of 100; bidders below 70 are disqualified and not evaluated further. If all bidders score below 70, PRASA may cancel and re-advertise or use another procurement method.
• Stage 3 — price and specific goals, evaluated on issuing a purchase order or task order.
• Stage 4 — returnable documents: the most responsive bidder with incomplete documents is asked to resubmit within a PRASA-set timeframe, failing which the bid is automatically disqualified.

Appointment

• Successful panel members must sign a Service Level Agreement setting out obligations, performance standards and conduct for the duration of the panel.

Appointment of a panel of service providers for CCTV maintenance on an as-and-when-required basis for a period of 36 months in the KZN region. Tender number DBN/OPS (BAC) 013. The successful bidder will be required to sign a written contract (SBD 7).

Closing date: 20 November 2026 at 12:00.

Compulsory briefing: 29 October 2026 at 10:00 at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, 4001.

Attendance at the briefing is compulsory; non-attendance disqualifies the bid.

Tender documents available for download from 19 October 2026 on the National Treasury e-tender website.

A compulsory tender briefing meeting will take place at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, 4001, at 10H00 on 29 October 2026. Bidders failing to attend the compulsory tender briefing session will be disqualified. Arrangements can be made to make bids available before closing date provided that the prospective bidder has attended the compulsory briefing meeting.

Submission address:

PRASA KZN

65 Masabalala Yengwa Avenue

Greyville, 4001

Durban Station

Bid Box No. 04

Enquiries: SCM Senior Buyer Rani Thevar (name from Form D).

Submission method: deposit in Bid Box No. 04 at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, 4001, Durban Station.

Closing time: 20 November 2026 at 12:00.

Bids must be submitted on the official forms provided (not re-typed) or online.

Late bids will not be accepted.

Returnable forms (all must be completed and signed):

• Form A (Invitation to Bid): bidder details and signed as the offer cover page.
• Form B (Terms and Conditions for Bidding): acknowledgement of the terms.
• Form D (Site Inspection / Pre-Tender Briefing): attendance certificate for the compulsory briefing.
• Form E (Statement of Works Successfully Carried Out): details of relevant past projects.
• Form F (Security Screening Form): declarations on criminal/civil history, insolvency, and consent to screening.
• Form G (Acknowledgment): certifies information is true; false information may lead to blacklisting.
• Form H (Special Conditions: Funding Contingency): acknowledgement of the funding contingency.
• SBD 4 (Declaration of Interest): discloses any employment by the state or connections to the procuring institution.
• SBD 5 (National Industrial Participation Programme): signed and submitted with the bid (marked N/A).
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• SBD 7 (Contract Form): successful bidder must sign the written contract.

Disqualification risks:

• Failure to attend the compulsory briefing.
• Late submission.
• Omission or non-signing of any returnable form.
• False declarations.

Preference point system: 80/20.

Price: maximum 80 points.

Specific goals: maximum 20 points (total 100).

Specific goals:

• Black Women Owned: 10 points (evidence: certified copy of ID documents of the owners).
• B-BBEE Level 1: 10 points (evidence: certified copy of B-BBEE certificate or SANAS accredited certificate).

Price formula (80/20): Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = price of tender under consideration, Pmin = price of lowest acceptable tender.

Bidders must be registered on the CSD and tax compliant.

Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

Failure to disclose all CSD-registered active companies linked to directors will lead to disqualification.

Bidders must not have previous convictions or civil judgments, and must not be insolvent or liquidated in the last 5 years.

Appointment of a panel of service providers for CCTV maintenance on an as-and-when-required basis for a period of 36 months in the KZN region.

The successful bidder will be required to sign a written contract (SBD 7).

Bidders must state particulars of works successfully carried out, including client, telephone number, nature of works, value of works for which the bidder was directly responsible, and contract/project period.

Bidders must provide particulars of works successfully carried out, including client, telephone number, nature of works, value of works for which the bidder was directly responsible, and contract/project period (Form E).

Funding contingency: PRASA has obtained National Treasury approval to depart from PFMA SCM Instruction No. 22 paragraph 8.4. Budget allocation is not yet complete; any award is subject to PRASA securing funding and confirming sufficient budget. PRASA may cancel the RFP at any stage prior to award if funding is not secured. Bidders waive any right to claim damages or institute proceedings against PRASA for non-award due to funding failure.

No bid security or performance guarantee is stated for this tender.

National Industrial Participation (NIP): if the contract has imported content equal to or exceeding US$10 million, a NIP obligation of 30% of imported content applies. Successful bidders with contracts exceeding R10 million must report to the DTI within 5 working days of award.

CSD registration: mandatory to upload business registration, directorship, membership, identity numbers, tax compliance status, and banking information.

Tax compliance: bidders must be tax compliant and provide a SARS TCS PIN or CSD number. Each party in a consortium/JV/sub-contractor arrangement must submit separate proof.

B-BBEE: preference points claimed via SBD 6.1. Specific goals: Black Women Owned (10 points) and B-BBEE Level 1 (10 points). Evidence required as per the form.

Security screening: Form F requires declarations on criminal/civil history, insolvency, and consent to screening. Security providers must attach a PSIRA letter of good standing.

Foreign suppliers: must complete the questionnaire in Form B.

Specific goals for this tender: Black Women Owned – 10 points (evidence: certified copy of ID documents of the owners); B-BBEE Level 1 – 10 points (evidence: certified copy of B-BBEE certificate or SANAS accredited certificate). Total 20 points.

The contract will be for a period of 36 months, on an as-and-when-required basis.

The successful bidder must sign a written contract (SBD 7).

Funding contingency: award is subject to PRASA securing budget; PRASA may cancel the RFP prior to award if funding is not secured. Bidders waive claims against PRASA for non-award due to funding failure.

National Industrial Participation (NIP): if applicable (imported content ≥ US$10 million), the bidder must sign a NIP obligation agreement with the DTI, submit a performance guarantee, and implement approved business plans with bi-annual progress reports.

PRASA has obtained approval from National Treasury for a departure from paragraph 8.4 of the PFMA SCM Instruction No. /22. PRASA is currently in the process of making provision and allocation of budget for the services required in this RFP. Any award is strictly subject to PRASA securing the necessary funding allocation and confirming that sufficient budget exists. PRASA reserves the right to cancel this RFP at any stage prior to award if funding is not secured. PRASA shall not be liable for any claim, loss, or damages arising from failure to source funding, and bidders waive any right to institute proceedings against PRASA in respect of such circumstances.

Bids must be delivered by the stipulated time to the correct address; late bids will not be accepted. All bids must be submitted on the official forms provided (not to be re-typed) or online. Bidders must register on the Central Supplier Database (CSD) to upload mandatory information: business registration, directorship, membership, identity numbers, tax compliance status, and banking information. Bidders must ensure compliance with tax obligations and submit their unique PIN issued by SARS. In bids where consortia/joint ventures/sub-contractors are involved, each party must submit separate proof of TCS/PIN/CSD number. Failure to provide any of the above particulars may render the bid invalid.

Preference point system: 80/20. Price: maximum 80 points. Specific goals: maximum 20 points (total 100). Specific goals: Black Women Owned – 10 points; B-BBEE Level 1 – 10 points. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin).