Supply, installation and maintenance of intruder alarm systems with monitoring and armed response at 22 nhbrc offices for three years (nhbrc 11 2026)

The RFP invites bids from suitable service providers for the supply, installation and maintenance of alarm systems, monitoring and armed response for the NHBRC nationally over three years. The successful provider executes the work at the NHBRC offices listed in the RFP.

Closing

• Date: 06 November 2026
• Time: 11:00
• Note: the document also states 16 October 2026 at 11h00 in the submission clause; the cover page and tender record give 06 November 2026 at 11:00.

Briefing session (non-compulsory)

• Date: 16 October 2026
• Time: 11:00
• Venue: virtual, Microsoft Teams
• Link: https://teams.microsoft.com/meet/3916310151647809?p=ptsf1YLPWXB0QPdTSY
• Attendance is not compulsory; information and clarifications given at the session form part of the bid.

Document availability

• Bid documents available for download from 08 October 2026 on the NHBRC website (www.nhbrc.org.za/current-tenders) and the National Treasury eTender Portal (https://www.etenders.gov.za/).

Bid validity

• 90 days from the closing date.

A virtual non-compulsory briefing session will be held on 16 October 2026 at 11:00 via Microsoft Teams.

• Link: https://teams.microsoft.com/meet/3916310151647809?p=ptsf1YLPWXB0QPdTSY
• The session gives bidders an opportunity to obtain clarity on aspects of the procurement process.
• Information and clarifications given at the session form part of the bid.

Enquiries

• Department: Supply Chain Management
• Contact persons: Mr Bernard Kekana and Mr Pheaha Motsoko
• Email: [email protected]
• Response times: weekdays, Monday to Friday, 08:30 to 16:30

Submission

• Method: online via the National Treasury eTender Portal
• Portal: https://www.etenders.gov.za/
• Attention: Supply Chain Manager

Service delivery locations

• 22 NHBRC offices nationally, including Head Office at 27 Leeuwkop Road, Sunninghill, Johannesburg, 2191; provincial offices in Hatfield, Durban, Century City, Port Elizabeth, Rustenburg, Polokwane, Nelspruit, Bloemfontein and Kimberley; and satellite offices in Soshanguve, Newcastle, Richards Bay, George, East London, Klerksdorp, Tzaneen, Modimolle, Thulamela, Emalahleni, Bethlehem and Mahikeng.

Submission method

• Online only, in PDF format, via the National Treasury eTender Portal: https://www.etenders.gov.za/
• Marked for the attention of the Supply Chain Manager.
• No physical or emailed proposals will be accepted.
• Late submissions will not be accepted.
• Non-compliance with the online submission rules invalidates the bid.
• Proposals must be identifiable by company name or logo.
• Online submission guide: https://youtu.be/BpNseNJYHM

Mandatory documents (failure to submit disqualifies the bid)

• Stage 1 technical mandatory documents (PSIRA, provident fund, SAPS clearance, COIDA, UIF, company registration, liability cover, ICASA).
• Annexure A cost breakdown: fully completed and signed (signature, not initials); unsigned or incomplete means disqualification.
• Annexure B cost breakdown: fully completed and signed (signature, not initials); unsigned or incomplete means disqualification.
• SBD 4 (Declaration of Interest): completed and signed.

Legislative documents (not for disqualification)

• SBD 1 (Invitation to Bid): completed and signed.
• SBD 3.1 (Pricing Schedule, firm price): completed.
• SBD 6.1 (Preference Points Claim): completed and signed whether or not points are claimed.
• CSD registration report / MAAA number.
• Latest CIPC documents.
• Valid SARS-issued tax compliance PIN.
• Signed teaming agreement, if applicable.
• Certified identity documents of company directors.

Other submission requirements

• Bid validity: 90 days from the closing date.
• No entity may be involved, directly or indirectly, in more than one bid.
• Contract management will use the National Treasury General Conditions of Contract (GCC) and a Service Level Agreement (SLA).

Mandatory documents

• Annexure A and Annexure B cost breakdowns, duly signed (signature, not initials).
• SBD 4 (Declaration of Interest).
• Stage 1 technical mandatory documents.

Legislative documents (not for disqualification)

• SBD 1 (Invitation to Bid).
• SBD 3.1 (Pricing Schedule, firm price).
• SBD 6.1 (Preference Points Claim).
• CSD report / MAAA number.
• Latest CIPC documents.
• Valid SARS-issued tax compliance PIN.
• Signed teaming agreement if applicable.
• Certified identity documents of company directors.

Failure to comply with the mandatory requirements results in disqualification.

Three-stage evaluation

• Stage 1: Compliance check of mandatory bid requirements. Non-compliant bids are disqualified.
• Stage 2: Functionality, scored out of 100.
• Stage 3: Price and preference points, 80/20 system.

Stage 2 — Functionality (100 points)

• Part 1, paper-based evaluation: 80 points.
• Minimum qualifying score for Part 1: 60/80. Bidders below 60 are disqualified and are not invited to the site visit.
• Part 2, site inspection of infrastructure and control room: 20 points.
• Minimum qualifying score for Part 2: 20/20.
• Combined minimum to proceed to Stage 3: 80/100.

Part 1 scoring detail

• Bidder's company experience: 30 points. Company profile required, with a table of current and previous contracts showing client, contract duration and contract value. Experience scored 0 years = 0, 1 year = 1, 2 years = 2, 3 years = 3, 4 years = 4, 5 years or more = 5.
• Client reference letters: 50 points. Verifiable letters confirming completed supply, installation, maintenance, monitoring and armed response work. Letters must be on company letterhead, dated between 2019 and date of bid, signed by an authorised person, and include company name, contact person, contact telephone numbers, project start date and project completion date. Scored 0 letters = 0, 1 = 1, 2 = 2, 3 = 3, 4 = 4, 5 or more = 5. NHBRC reference letters are excluded and letters must come from different companies. Appointment letters and projects still in progress are not accepted. NHBRC may verify submitted documents.
• Scoring scale: 5 = excellent, 4 = very good, 3 = good, 2 = average, 1 = poor, 0 = non-compliance.

Part 2 site inspection detail

• Assessed at the bidder's premises: operating office (latest lease agreement or utility bill), functional control room with alarm monitoring and armed response, telephones, email, base radios, armed response vehicles, uniforms and emergency procedures.
• Scoring: 0 points if not all requirements are met; 5 points if all requirements are met and more.

Stage 3 — Price and preference points

• Only bids scoring 80 or more in Stage 2 proceed.
• 80/20 preference point system applies, for acquisitions up to R50 million including all taxes.
• Price points: 80, calculated as PS = 80(1 − (Pt − Pmin)/Pmin), rounded to two decimal places.
• Preference points: maximum 20, allocated as women-owned companies 12, youth-owned companies 6, companies owned by people living with disabilities 2.
• Preference points calculated as NEP = NOP × (EP / 100), where EP is the percentage of equity ownership.
• Price points plus preference points give the total out of 100.

Other evaluation notes

• Due diligence may be conducted during evaluation, before award or during the contract, including announced or unannounced site visits; misrepresentation may disqualify the bid in whole or in part.
• The State may negotiate with shortlisted bidders before or after award.
• The State may decline to make an award, appoint one service provider, request clarification after closing, verify information, and withdraw or amend bid conditions.

Scope

• Supply, installation and maintenance of intruder alarm systems, monitoring and armed response at 22 NHBRC offices nationally, for a period of three years.
• The successful provider must also handle removal and reinstallation of systems when NHBRC offices relocate during the contract.

System requirements

• Latest technology wireless remote monitoring alarm system with video verification and battery backup.
• Integration with CCTV recorders where applicable, to activate cameras on an alarm event, detect movement and send a video clip.
• Response strategy including audible siren, response time and 24-hour armed response backup.
• Notification of NHBRC representatives by SMS or telephone call.
• Supply, installation and commissioning of panel, keypad, door contacts, battery backup and siren.

Maintenance and ownership

• Provider is responsible for preventative maintenance and replacement of faulty equipment for the contract duration.
• Maintenance schedule must be submitted for NHBRC approval.
• All alarm system maintenance for 36 months, including factory and system maintenance.
• Equipment remains the property of the service provider on expiry of the contract.
• Operating manuals for the installed system must be provided.

Armed response

• 24-hour armed response backup daily, and 24 hours over weekends and public holidays.
• Armed officers must wear full company uniform on duty.
• Armed response must be within a 5km radius of the existing NHBRC offices.

Relocation

• Bidders must price for decommissioning, removal, transportation, reinstallation, configuration, testing and commissioning of the alarm system at new premises if NHBRC relocates.
• The system must remain fully operational and compliant with NHBRC security requirements after relocation.

Training and methodology

• Training of system users and skills transfer to the NHBRC security specialist.
• Business continuity plan must be included in the methodology and approach.
• Maintenance and warranty plan for installed equipment must be included in the approach and methodology.

Contract duration

• Three-year Service Level Agreement, effective on a date determined by the parties.

Armed response must be within a 5km radius of existing NHBRC offices. Armed officers must wear full company uniform on duty. Bidders must price for decommissioning, removal, transportation, reinstallation, configuration, testing and commissioning of the alarm system at new premises if relocation becomes necessary, and must ensure the system remains fully operational and compliant with NHBRC security requirements.

Bidders must provide a complete list of the five most recent successfully completed projects in supply, installation and maintenance of alarm monitoring and armed response, signed off by the accounting officer or delegated authority. They must also provide a summary of projects completed in the last five years showing project name, contract period, client name, contact details and project value. Expertise and experience of key personnel must be detailed, including qualifications and roles. Suitably qualified and experienced technical personnel must be assigned, with CVs and certified copies of academic qualifications attached. Key personnel may only be replaced with personnel of similar expertise and with written NHBRC permission.

Response and service standards

• Response strategy must include audible siren, response time, and 24-hour armed response backup daily, over weekends and on public holidays.
• Armed officers must wear full company uniform on duty.
• Armed response must be within a 5km radius of existing NHBRC offices.

Relocation quality

• If NHBRC relocates, the alarm system must be decommissioned, removed, transported, reinstalled, configured, tested and commissioned at the new premises.
• The system must remain fully operational and compliant with NHBRC security requirements after relocation.

Proposal requirements

• Detailed proposal and project plan covering understanding of the terms of reference, team composition and competencies with CVs and roles, quality assurance measures (process and control), and detailed cost breakdowns in Annexure A and Annexure B.
• Project summary for work completed in the last five years, matching the client reference letters submitted.

Functionality thresholds

• Paper-based evaluation: 80 points, minimum 60 required for the site visit.
• Site inspection: 20 points, minimum 20 required.
• Combined minimum of 80 out of 100 to proceed to price and preference points.

Annexure A: cost breakdown for supply, installation, maintenance of alarm monitoring and armed response, and support, with Year 1, Year 2 and Year 3 columns including annual escalation, plus total cost for three years excluding and including VAT. The breakdown must be signed by the bidder or an authorised individual; otherwise the bid is disqualified. Firm prices apply for the first 12 months, then a once-off adjustment in the 13th month based on average CPI from Stats SA. All prices must be VAT inclusive and quoted in South African Rand.

Annexure B: separate cost for removal, installation and transportation in the event of office relocation, with the same signature, escalation, price adjustment and VAT requirements.

Pricing format

• Annexure A: cost breakdown for supply and delivery, installation, and maintenance of alarm monitoring and armed response and support, with Year 1, Year 2 and Year 3 columns including annual escalation, plus total cost for three years excluding and including VAT.
• Annexure B: separate cost breakdown for removal of the alarm system, installation and transportation in the event of office relocation, with Year 1, Year 2 and Year 3 columns including annual escalation, plus total cost for three years excluding and including VAT.
• Both cost breakdowns must be signed by the bidder or an authorised individual by resolution; a missing signature (initials are not accepted) or an incomplete breakdown disqualifies the bid.
• No alterations may be made to the cost breakdown after submission.
• All prices must be VAT inclusive and quoted in South African Rand.

Price adjustment

• Firm prices apply for the first 12 months of the contract.
• A once-off price adjustment is allowed in the 13th month, based on the average CPI percentage issued by Stats SA.

Insurance

• Letter of intent for liability cover of R10 000 000.00, or liability cover of R10 000 000.00.

Bid validity

• Bids remain binding and irrevocable for 90 days from submission.

Costs

• All bid preparation and submission costs are for the bidder's account and are not recoverable from NHBRC.

Registration and tax

• Must be registered on the National Treasury Central Supplier Database (CSD) and remain registered with up-to-date information for the contract duration.
• Must be tax compliant at submission and for the contract duration; a SARS Tax Clearance Certificate must be provided annually.
• Valid SARS-issued tax compliance PIN required.

Stage 1 mandatory technical documents (non-compliance disqualifies)

• Certified copy of a valid PSIRA certificate, Grade A or B, for directors.
• Original or certified copy of a valid PSIRA letter of good standing for the company.
• Original or certified copy of a valid provident fund letter from an accredited institution.
• Original or certified copy of a valid SAPS clearance certificate for all directors.
• Valid COIDA letter of good standing from the Department of Labour.
• Valid UIF letter of good standing from the Department of Labour, or latest SARS proof of payment within three months.
• Original or certified copy of the company registration certificate, plus certified copies of owners, directors and partners.
• Letter of intent for liability cover of R10 000 000.00, or liability cover of R10 000 000.00.
• Original or valid certified copy of an ICASA licence, or an MOU with a service provider holding a valid ICASA licence.

Returnable forms (one line each)

• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at NHBRC; mandatory and signed.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule, firm price): completed pricing offer.
• SBD 6.1 (Preference Points Claim): claims preference points and must be signed whether or not points are claimed.
• Authority to sign by resolution: authorises the signatory to bind the bidder.

Other compliance

• Latest CIPC documents and certified identity documents of company directors.
• Signed teaming agreement if applicable.
• No entity may participate directly or indirectly in more than one bid.
• Material changes in control or composition of a bidder after submission require prior written NHBRC approval.
• Fronting: NHBRC may investigate representations; if fronting indicators are found, the bidder must prove otherwise within 14 days, failing which the bid or contract may be invalidated and the bidder restricted from public sector business for up to 10 years.
• POPIA: bidders must comply with the Protection of Personal Information Act and obtain third-party consent where third-party information is shared with NHBRC.
• Submission of false, fraudulent or misleading information results in disqualification or contract termination and possible legal action.

Site inspection requirements

• The bidder must have an operating office and provide a latest lease agreement or utility bill.
• The bidder must have a functional control room with alarm monitoring and armed response.
• Required infrastructure: telephones, email, base radios, armed response vehicles, uniforms and emergency procedures.
• Scoring: 0 points if not all requirements are met; 5 points if all requirements are met and more.
• Site inspection is scored out of 20 points, with a minimum qualifying score of 20/20.

Compliance documents relevant to safety and labour

• Valid COIDA letter of good standing from the Department of Labour.
• Valid UIF letter of good standing, or latest SARS proof of payment within three months.
• Valid SAPS clearance certificates for all directors.
• PSIRA certificate Grade A or B for directors and PSIRA letter of good standing for the company.

Other conditions

• Bids scoring below the functionality thresholds are disqualified from further evaluation.
• Fronting investigations may lead to invalidation of the bid or contract and restriction from public sector business for up to 10 years.
• Bidders must comply with POPIA and obtain third-party consent where required.

Bid conditions

• Bidders are deemed to accept the RFP terms and conditions by submitting a bid.
• Bids constitute binding offers, irrevocable for 90 days from submission; no agreement arises until a binding agreement is concluded with the preferred bidder.
• NHBRC may amend, modify, withdraw or terminate the RFP or its procedures at any time without prior notice and without liability to compensate bidders.
• Amendments are issued in writing or published; oral amendments are not recognised.
• NHBRC may conduct site inspections or call for supporting documentation to verify bid information.
• Distribution of the RFP outside South Africa may be restricted; recipients must comply with applicable foreign laws.
• The RFP may only be shared with parties the bidder intends to involve in its consortium.
• NHBRC is not liable for any bid preparation or submission costs.
• No entity may be involved in more than one bid, directly or indirectly; non-compliance may lead to disqualification.
• Material changes in control or composition of a bidder or core member after submission require prior written NHBRC approval; failure may lead to disqualification.
• Requirements on bid form and content are for NHBRC's benefit and may be waived at its discretion.
• NHBRC relies on bids being accurate and complete.
• All bids become NHBRC property and are not returned; proprietary information should be identified.
• Irregular bids may be rejected, but NHBRC may waive irregularities in its interest.
• NHBRC may accept or reject any proposal.
• Late bids are rejected.
• Bidders are disqualified if mandatory SCM documents are not submitted and completed, or if the bid contains irregularities.
• NHBRC may require a formal presentation at a date it determines; costs are for the bidder.
• The RFP is confidential and released solely for responding to it.

Award and appointment

• NHBRC may decline to make an award, appoint one service provider, request clarification after closing, verify information, and withdraw or amend bid conditions before closing or after award.
• The successful bidder signs an acceptance letter and a Service Level Agreement; instructions, delegated authorities and reporting lines are governed by the SLA.
• The successful bidder may not cede or waive rights without consulting NHBRC.
• NHBRC may issue addenda before closing and may request amended bids.

Popia

• NHBRC complies with the Protection of Personal Information Act and the Promotion of Access to Information Act, and publishes an Information Manual on its website.
• Bidders must comply with the tender requirements and obtain third-party consent where third-party information is shared with NHBRC.

Evaluation is in three stages: Stage 1 compliance check of bid requirements; Stage 2 functional evaluation; Stage 3 price and preference points.

Stage 1 requires compliance with mandatory requirements, including certified PSIRA certificates, tax clearance and other legislative documents.

Stage 2 is scored out of 100: paper-based evaluation 80 points with a minimum threshold of 60, and site inspection 20 points with a minimum threshold of 20. The combined score must be at least 80 to proceed to Stage 3.

Stage 3 applies the 80/20 preference point system under the Preferential Procurement Policy Framework Act. Price points are calculated as PS = 80(1 − (Pt − Pmin)/Pmin). Preference points are awarded for women-owned companies (12), youth-owned companies (6) and companies owned by people living with disabilities (2), to a maximum of 20 points. Total points out of 100 determine the award.

Submission channel: eTender Portal (https://etenders.gov.za) e-Submission only.

• Log in via Supplier Login using the CSD-registered email address and CSD password, then complete the CAPTCHA.
• Locate the tender under Browse Opportunities > Currently Advertised; e-Submission tenders are marked with a tick in the eSubmission column.
• Open the tender, click Start eSubmission Process, select the registered supplier number from the Select Supplier dropdown, then click Start response.
• Upload documents against each response document heading using Select files or drag and drop.
• Only one document can be uploaded per heading; where more than one is uploaded, only the most recent is saved.
• Click Confirm & Proceed once all required documents are uploaded; the submission checklist must show all items ticked.
• Click Submit now to complete the application. A pop-up confirms successful submission and the status changes to Submitted.
• A status of Pending means not all required documents have been uploaded and the bid is not yet successfully submitted.
• Bids may be edited or withdrawn before the tender closes; the Edit button is disabled once the tender closes and no changes are possible thereafter.
• Withdrawing a bid removes the application from the supplier's list.

All required documents must be uploaded against the relevant response document headings before submission.

• Only one document can be uploaded per heading; the most recent upload replaces the previous one.
• The submission checklist must be fully ticked before the bid can be submitted.
• Documents may be replaced or the bid withdrawn while the tender is still open; no changes are possible after closing.

Central Supplier Database (CSD) registration is required to access the e-Submission process.

• Bidders must log in with their CSD-registered email address and CSD login password.