Supply and installation of 29 biometric fingerprint scanners and configuration of 7 CCTV cameras at the nhbrc sunninghill office

Documents to submit with the bid

• PSIRA registration certificate for the installer (Grade A-B / Biometrics / Access Control Systems / Monitoring and Interception Devices).
• PSIRA letter of good standing for the service provider.
• Company proof of experience in biometric systems and in CCTV installation, configuration and commissioning.
• Curriculum vitae of the installer.
• Minimum five reference letters for similar projects completed in the past five years.
• Priced 24-month maintenance plan, stating whether it is included in the tender price or offered as an optional component.
• Cost breakdown by area of installation, quantity and description.
• POPIA and confidentiality undertakings for all bidder personnel and subcontractors.
• Site-specific risk assessment, method statement and safety file.

Stage 1 - Functionality (100 points)

• Service provider experience and knowledge: 30 points. Minimum two years' experience in supply, installation, commissioning and integration of biometric systems scores 5 points; without it, 0.
• Reference letters: 20 points. Minimum five reference letters for similar projects in the past five years scores 5 points; otherwise 0.
• PSIRA registration: 10 points. Service provider registered with PSIRA and holding a valid letter of good standing.
• Proof of experience: 30 points. Company proof of experience and the installer's CV attached.
• Maintenance plan: 10 points. A 24-month maintenance plan included.

Minimum qualifying score: 70 points on functionality. A separate clause states a minimum of 80 points for Stage 2 (functional requirements); confirm the applicable threshold.

Stage 2 - Price and preference (80/20)

• Only bids that meet the functionality threshold proceed to price and preference evaluation.
• Price: maximum 80 points, calculated on the comparative price of the lowest acceptable bid, rounded to two decimal places.
• Preference points: maximum 20 - Women 12, Youth 6, Disabilities 2, Military Veterans 0.
• Preference points formula: NEP = NOP x EP (equity ownership percentage).
• Total score out of 100.

Scope

• Supply and install twenty-nine (29) biometric fingerprint scanners/readers at the NHBRC Sunninghill head office, including controllers, slave readers, power supplies, enclosures, locks, brackets, cabling, conduits, connectors and consumables for a fully operational installation.
• Configure seven (7) CCTV cameras at the Sunninghill office.
• Installation labour: two-man team over four days.

Referenced equipment

• IDC controller with enclosure and power supply (105).
• 12 V regulated power supply with backup (3 Amp).
• ZKTeco InBio slave readers and InBio controllers.
• 300 kg magnetic locks with ZL brackets.
• Core cable, RS533 cable and 4-pair Mylar cable.

Scanner allocation by floor

• Ground floor: 6 scanners - main entrance, audit entry, audit access, business services entry, business services printer access and business services inspectorate doors.
• First floor: 5 scanners - main entrance access, HC filing room access, executive HC office access, legal filing access and executive corporate services access doors.
• Second floor: 6 scanners - main entrance access, investigation access, CRO access, SCM manager access, CFO access and communication manager access doors.
• Third floor: 8 scanners - main entrance CEO access, second entrance CEO access, second entrance COO access, CEO office access, COO office access, internal audit access, secretariat office access and head of secretariat office access doors.
• Basement: 6 scanners - main entrance basement access, IT server room entrance access, IT room entrance COO access, IT main office access, IT office side access and engineering and technical executive access doors.
• Floor allocations total 31 units against the stated requirement of 29; confirm the exact quantity.

Pre-installation survey, design and method statement

• Technical inspection of all identified doors, access points and existing biometric or access-control equipment.
• Assess the condition and suitability of existing controllers, readers, power supplies, magnetic locks, brackets, cables, door closers, conduits, network points and server or software integration points.
• Determine whether each door must be fail-safe, fail-secure or subject to emergency release, and record the rationale.
• Submit the implementation plan, site-specific risk assessment, method statement, data-protection method statement and programme of works before installation starts.
• Confirm compatibility with the existing NHBRC biometric system, employee ID-card system and access-control database before procuring equipment.

Strip-out and decommissioning

• Remove old readers, brackets, redundant wiring and power supplies where replacements are required.
• Decommissioning must not affect building security, fire safety, emergency egress, network services or normal operations.
• Label and protect reusable cables and equipment; written approval is required before disposing of any NHBRC asset.
• Repair, align, clean and make good all areas affected by removals.

Installation standards

• Mount devices at ergonomic heights and secure locations that prevent obstruction, tampering, moisture exposure and cable strain.
• Fit 300 kg magnetic locks with suitable ZL brackets where required and compatible with the door construction.
• Provide 12 V regulated power supplies with backup, correctly sized for each door and controller.
• Install all cabling neatly in conduit, trunking, sleeves or approved containment; exposed, loose or unsupported wiring will not be accepted.
• All penetrations, drilling and fixings must be approved by the NHBRC representative and must avoid structural, fire, ICT, HVAC, electrical and plumbing services.
• Fixed electrical work must be done by suitably qualified or registered personnel, with the required certificate of compliance or test documentation.
• Provide battery backup and surge protection where required by the approved design and manufacturer specifications.

Integration, zoning and configuration

• Integrate the new devices with the existing NHBRC biometric/access-control system and database, subject to written approval and successful compatibility testing.
• Configure access zones per floor, restricted areas, time schedules, access groups, emergency overrides and reporting or logging functions as directed by the project sponsor.
• Link the biometric system to current NHBRC employee ID cards where technically compatible and lawfully approved.
• Configure visitor access lawfully and in line with NHBRC privacy notices and access-control procedures.
• Configure tamper alarms, door-status monitoring, access-denied events, power-failure notifications and audit logs where supported.

Testing and commissioning

• Test each device, lock, controller, power supply, battery backup, communication link, door sensor and integration point.
• Conduct access tests with approved employee ID cards, biometric templates and access levels under the supervision of authorised NHBRC personnel.
• Test power failure, backup power, tamper alarms, fire or emergency-release interfaces, forced-door signals and event logging.
• Rectify all defects before practical completion and submit signed commissioning sheets for each access point.

Training and handover

• Administrator training for nominated NHBRC security or facilities personnel.
• Basic user-support and troubleshooting training for nominated security staff.
• Provide user manuals, maintenance manuals, equipment datasheets, warranties, as-built drawings, cable schedules, IP or device schedules, licence information and the final close-out report.

Deliverables and close-out

• Approved implementation plan and programme of works.
• Site-specific risk assessment, method statement and safety file.
• POPIA and confidentiality undertakings for all bidder personnel and subcontractors.
• Supply and installation of all approved scanners, controllers, locks, power supplies, brackets, cabling and accessories.
• Integration with the current NHBRC biometric/access-control system and employee ID-card environment where compatible.
• Zoning and access-group configuration for the identified floors and access points.
• Testing and commissioning records for each access point.
• Training attendance registers and training materials.
• As-built drawings, device schedule, cable schedule, network or IP schedule and asset register.
• Warranty certificates and OEM or manufacturer documentation.
• Project close-out report covering completed work, deviations, test results, outstanding issues and maintenance obligations.

Maintenance, warranty and support

• A 24-month maintenance plan after practical completion, priced separately, stating whether it is included in the tender price or offered as an optional component.

Pricing format

• Costs must be broken down by area of installation, quantity and description.
• The 24-month maintenance plan must be priced separately and must state whether it is included in the tender price or offered as an optional maintenance component.
• The appointment is for a once-off service.

Mandatory eligibility

• The service provider must be registered with PSIRA.
• The biometrics installer must be registered with PSIRA Grade A-B / Biometrics / Access Control Systems / Monitoring and Interception Devices, with the PSIRA certificate attached as proof.
• Minimum two years' experience in biometric systems and in CCTV installation, configuration and commissioning; company proof of experience must be attached.
• Curriculum vitae of the installer must be attached.
• Minimum five reference letters for similar projects completed in the past five years.
• A 24-month maintenance plan must be included.

Other compliance

• POPIA and confidentiality undertakings for all bidder personnel and subcontractors.
• Fixed electrical work must be carried out by suitably qualified or registered personnel, with a certificate of compliance or test documentation.
• Visitor access must be configured in line with NHBRC privacy notices and access-control procedures.
• Equipment must be compatible with the existing NHBRC biometric system, employee ID-card system and access-control database; equivalent or improved products require written approval.