RFP 202002: CCTV & access control installation at sabs east london

• Compulsory briefing: 14 August 2026, 10:00 AM at SABS East London, 1A Teichmann Place, off Chester Road, Sunnyridge, East London.
• Final date for consolidated clarification questions: 18 August 2026 (send to [email protected]).
• SABS clarification: 21 August 2026 (no further clarification after this date).
• Intention to Respond and NDA submission: 26 August 2026.
• Proposal submission deadline: 26 August 2026, 11:00 AM.

• Submission email: [email protected] (for proposals only).
• Enquiries email: [email protected] (for all RFP questions).
• Do not contact any other SABS personnel regarding this RFP.

• Submit proposal electronically to [email protected] before closing date and time (26 August 2026, 11:00 AM).
• Email subject must include tender reference number and description.
• Maximum file size: 14MB; submit as PDF (compressed zipped folder if necessary).
• Submissions via link or 'WeTransfer' will NOT be accepted.
• Late submissions will NOT be accepted.
• Submit 'Intention to Respond' form (Appendix D) by 24 August 2026.
• Submit signed Non-Disclosure Agreement (Appendix F) and Intention to Respond by 26 August 2026.
• Complete and include all returnable documents listed in Section 5.1 (Appendices A to U).
• Provide bidder particulars: name, postal/street address, telephone, fax, cellphone, email, VAT number, tax clearance, B-BBEE certificate details.
• Include a Management Summary (Appendix J) as a separate document.
• Do not contact SABS personnel other than the designated contact; canvassing leads to disqualification.
• Proposals must remain valid for 120 days from submission date.

Stage 1 – Mandatory Requirements (pass/fail):

• Valid Company & Director(s) PSIRA registration certificates.
• Valid PSIRA Letter of Good Standing.
• Installer liability insurance of minimum R5 million.
• Valid COIDA Letter of Good Standing from Department of Labour.
• Compulsory briefing attendance.

Only bidders meeting all mandatory requirements proceed to functionality evaluation.

Stage 2 – Functionality (minimum threshold 70%):

• Company Experience (40%): 3 relevant contactable reference letters not older than 5 years, signed, with telephone number and designated person. Scoring: 3+ letters = 5, 2 letters = 3, 1 letter = 1.
• Personnel Experience – Lead Technician/Installer (40%): proven experience in CCTV installation and access control systems. 5+ years = 5, 4 years = 4, 3 years = 3, 2 years = 1. Provide detailed CV.
• Qualifications – Certificates (10%): relevant certifications (e.g., OEM-specific training). Certificate provided = 5, no certificate = 1.
• Project Plan (10%): detailed project plan with team structure and timelines. Detailed plan with team structure & timelines = 5, timelines only = 4, team structure only = 3, plan only = 1.

Stage 3 – Preference Points (80/20 system):

• Price: 80 points.
• Specific Goals: 20 points (as per SBD 6.1).

Disqualifying criteria:

• Failure to meet all scope of work requirements.
• Solution encumbered by intellectual property rights.
• Misrepresentation of material facts.

Feedback: successful/unsuccessful bidders notified in writing; award subject to signed contract.

Scope: Design, supply, install, test, commission, and hand over CCTV and access control system at SABS East London office.

CCTV system:

• Design and engineer system including CAD drawings.
• Supply and install all equipment per specifications.
• Construct plinths and install poles.
• Mount solar panels and CCTV cameras; configure storage.
• Commission and test full system.
• Integrate with off-site monitoring for real-time alerts.
• Provide training to security personnel and SABS representatives on monitoring, footage upload/download, maintenance, troubleshooting.

Access control system:

• Biometric access for 4 doors and 1 gate using fingerprint and EM proximity cards.
• Integrate with central management platform.
• Supply and install 1 heavy-duty gate motor (D10 SMART or equivalent) for sliding gates up to 1000 kg.
• Supply and install 2 IP65-rated weatherproof gate intercoms with two-way audio, noise/echo cancellation, illuminated call buttons, remote gate release.

Access control terminal minimum specs:

• Fingerprint and EM Proximity Card authentication.
• Bluetooth Low Energy (BLE) credential support.
• User Capacity: 1000 users.
• Event Log Capacity: 500,000 events.
• Fingerprint Capacity: 1000 fingerprints (1:N mode), 1000 (1:1 mode).
• Communication: Ethernet, Wi-Fi, Bluetooth, RS-232, RS-485, Wiegand.
• IP65 rated enclosure.
• Tri-colour LED status indication.
• Built-in buzzer – suitable for indoor and outdoor installations.
• Dimensions: 50.5 mm × 160 mm × 44 mm.

Door locking hardware per door:

• Electromagnetic lock (minimum holding force 600 lbs / 280 kg).
• Exit push button.
• Emergency break-glass unit.
• Door status contact.
• Power supply unit with battery backup.

Power requirements:

• 12V DC regulated power supply.
• Minimum 7Ah backup battery.
• Minimum backup duration of 4 hours during power failure.

Software:

• User enrolment and management.
• Access level management.
• Audit trail and event reporting.
• Real-time monitoring.
• Time and attendance functionality.
• Exportable reports.

Cabling:

• Power cabling.
• Data communication cabling.
• Conduit and trunking where required.
• Labelling and termination of all cables.

Testing and commissioning:

• Configure all access levels.
• Enrol initial users.
• Test all equipment.
• Conduct operational demonstration.
• Provide user training.
• Submit as-built documentation.

Deliverables:

• Installed and operational access control system for three doors (note: scope says 4 doors and 1 gate, but deliverables mention three doors – verify).
• User manuals and software licenses.
• System configuration report.
• Test and commissioning certificates.
• As-built drawings.
• Minimum 24-months warranty on equipment and workmanship.
• Preventive maintenance support during warranty period.

Installation requirements:

• Compliance with relevant national and international standards on Electrical Security and CCTV Systems Installations.
• Conduct a thorough site survey to determine optimal camera placement and system configuration.
• Adherence to industry-accepted installation standards and best practices.

Quality assurance:

• Provision of a 24-months warranty for the installation and equipment.
• Availability of technical support and maintenance services.
• Thorough testing and commissioning of the system to ensure it meets specifications.

Security clearance:

• Installer's personnel must undergo background checks and submit security/police clearance.

Technical documents:

• Provision of as-built drawings and documentation.
• Supply of user manuals and training for system operators.

Compliance requirement:

• Demonstrate ability to adhere to safety, environmental, and legal standards, including occupational health and safety regulations (Safety File).

• Company must demonstrate experience in CCTV installation and access control systems.
• Submit 3 relevant and contactable reference letters not older than 5 years; letters must be signed, include telephone number and designated person.
• Lead Technician/Installer must have proven experience (5+ years preferred) in CCTV installation and access control systems; provide detailed CV.
• Relevant certifications (e.g., OEM-specific training) for lead technician/installer.
• Provide detailed project plan with team structure and timelines.

• Provide 24-month warranty on installation and equipment.
• Provide technical support and maintenance services.
• Conduct thorough testing and commissioning to ensure specifications are met.
• Installer personnel must undergo background checks and submit security/police clearance.
• Provide as-built drawings and documentation.
• Supply user manuals and training for system operators.
• Demonstrate ability to adhere to safety, environmental, and legal standards, including OHS regulations (Safety File).

• Provide quotation on company letterhead (Appendix B).
• Pricing must cover all items listed in the Bill of Quantities (Appendix B), including equipment, cabling, installation, configuration, testing, training, and consumables.
• No specific financial capacity requirements stated beyond liability insurance of R5 million (mandatory).
• No performance bonds or guarantees mentioned in the document.

• Register on National Treasury Central Supplier Database (CSD) at www.CSD.gov.za.
• Submit valid Tax Clearance Certificate (original).
• Submit B-BBEE Status Level Verification Certificate or sworn affidavit (for specific goals).
• Complete SBD 4 (Bidder's Disclosure) – declare any employment by organ of state, relationships, and related enterprises.
• Complete SBD 6.1 (Preference Points Claim Form) – claim specific goals.
• Submit CSD Report (or proof of banking details for international suppliers).
• Provide audited financial statements (Appendix N).
• Provide PSIRA registration certificates for company and directors, PSIRA Letter of Good Standing.
• Provide COIDA Letter of Good Standing.
• Provide liability insurance certificate (minimum R5 million).
• Comply with Preferential Procurement Regulations 2022 (80/20 system).
• Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.

• Demonstrate ability to adhere to safety, environmental, and legal standards, including occupational health and safety regulations (Safety File).
• Installer personnel must undergo background checks and submit security/police clearance.
• Comply with COIDA requirements (Letter of Good Standing from Department of Labour).
• Ensure safe installation practices per industry standards.

• Confidentiality: Bidder must keep all information confidential; covered by non-disclosure agreement.
• SABS not liable for bidder costs incurred during RFP process.
• SABS may cancel RFP at any time; no liability for damages.
• No contract until formal agreement signed; no services to be rendered before that.
• Proposal validity: 120 days from submission date.
• Intellectual property: All IP developed for SABS vests in SABS; bidder must transfer IP rights.
• Successful bidder must enter into formal contract with SABS; SABS may amend contract clauses.
• SABS not liable for indirect/consequential damages.
• Bidders must not contact SABS personnel other than designated contact; canvassing leads to disqualification.

• Returnable documents: Appendices A to U as listed in Section 5.1.
• Disqualifying criteria:
• Failure to meet all scope of work requirements.
• Solution encumbered by intellectual property rights.
• Misrepresentation of material facts.
• Evaluation stages:
• Stage 1: Mandatory requirements (PSIRA, COIDA, liability insurance, compulsory briefing).
• Stage 2: Functionality (minimum 70%): Company Experience 40%, Personnel Experience 40%, Qualifications 10%, Project Plan 10%.
• Stage 3: Preference points (80/20) – price 80, specific goals 20.
• Feedback: successful/unsuccessful bidders notified in writing; award subject to signed contract.