Biometric access control system – supply, installation and 3-Year maintenance – nfvf

Closing date: 27 August 2026 at 11:00. No briefing session or site visit is stated. Validity period: 90 days from closing date.

All enquiries and submissions must be directed to [email protected]. Bidders may not contact any other NFVF employee regarding the bid. Telephone: 011 483 0880 (for bidding procedures).

Submissions must be emailed to [email protected] by 11:00 on 27 August 2026. Late bids will not be accepted. All bids must be submitted on the official forms, not re-typed. Bids must be secured together, preferably bound or in a lever arch file. All changes must be scratched out and signed; no tippex. Certified documents must be no more than six months old. Returnable forms: SBD 1 (signed), SBD 2 (original Tax Clearance Certificate or PIN), SBD 3.3 (Pricing Schedule fully completed), SBD 4 (Declaration of Interest signed), SBD 6.1 (Preference Points Claim completed and signed), SBD 7.1 (Contract Form completed and signed), SBD 8 (Declaration of Past SCM Practices completed and signed), SBD 9 (Certificate of Independent Bid Determination completed and signed). Additional returnable documents: company profile, total bid price, certified company registration documents (CM1/CK1, CM9 if applicable, CM22, CM29/CK2), CSD registration proof, VAT registration certificate if applicable, B-BBEE certificate or sworn affidavit, certified ID copies of all shareholders/members. Failure to submit any mandatory document may result in disqualification.

Mandatory documents include SBD 1 (signed), SBD 2 (Tax Clearance Certificate or PIN), SBD 3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points), SBD 7.1 (Contract Form), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), company profile, total bid price, and additional returnable documents such as company registration documents, CSD registration, VAT certificate, B-BBEE certificate, and certified ID copies of shareholders.

Evaluation is in three stages. Stage 1: Administrative Compliance – mandatory documents checked; failure leads to disqualification. Stage 2: Functionality Evaluation – minimum threshold 75 points; bidders scoring below 75 are disqualified. Stage 3: Price and Specific Goals – 80/20 preference points system (80 points price, 20 points specific goals). Functionality criteria: Reference letters (20 points) – 1-2 letters = 5, 3 = 10, 4-5 = 15, more than 5 = 20; letters must be on client letterhead, describe services, year, contactable reference, and quality of work. Approach and Methodology (60 points) – System Design (0-20), Implementation Plan (0-15), Training and Support (0-15), System Testing and Commissioning (0-10). Capability and Experience (20 points) – 1-2 years = 5, 3-4 = 10, 5-6 = 15, 7+ = 20. Total 100 points, minimum threshold 75.

The NFVF requires a modern biometric access control system for its offices at 87 Central Street, Houghton Estate, Johannesburg. The system must secure four access points: Office Entrance 1, Office Entrance 2, First Floor Stairwell Access Door, and ICT Server Room. The solution must support fingerprint and RFID card authentication, either individually or combined. It must provide centralised management of users, access rights, schedules, and security policies. It must record all successful and unsuccessful access attempts, including date, time, user identity, authentication method, and door accessed, with reports exportable to PDF and Excel. The system must support configurable access rights, schedules, immediate activation/deactivation, role-based administration, bulk import/export of users, and alerts for forced door openings, held open events, communication failures, power failures, and hardware faults. It must be scalable for future expansion and provide high availability with automatic resumption after power restoration. The scope includes design, supply, installation, configuration, testing, commissioning, documentation, training, and three years of warranty, support, and maintenance. Hardware includes biometric readers with RFID, door controllers, magnetic locks, touchless exit sensors, emergency break-glass units, power supplies with battery backup, and central management software. The bidder must conduct a site assessment and may reuse existing infrastructure where feasible. Training must cover system administration, operation, backup and recovery, and basic troubleshooting, conducted on-site. Support and maintenance for three years includes remote and on-site support, preventative maintenance, repair/replacement of defective hardware, software/firmware updates, fault resolution, and quarterly maintenance reports.

The implementation methodology must include a site assessment, a proposed system design and implementation plan for approval, supply of all hardware and software, installation and configuration of all access points, testing and commissioning, documentation, training, and three years of support and maintenance. The bidder must provide a detailed design document, implementation plan with timelines and milestones, training and support plan, and testing and commissioning plan. The methodology will be evaluated under Approach and Methodology (60 points).

Bidders must provide reference letters for similar projects, on client letterhead, describing services, year completed, contactable reference, and quality of work. Points are awarded based on number of references: 1-2 = 5, 3 = 10, 4-5 = 15, more than 5 = 20. Bidders must also provide a company profile detailing years of experience in similar services. Points for capability and experience: 1-2 years = 5, 3-4 = 10, 5-6 = 15, 7+ = 20. The NFVF may verify references; unconfirmed references will not be considered.

The solution must undergo complete functional testing of all installed components, verification of all authentication methods, testing of locking and release mechanisms, and testing of backup power functionality. Any defects must be rectified before commissioning. The bidder must provide complete project documentation including system architecture, equipment inventory, network diagram, user and system administration guides, backup and recovery procedures, warranty documentation, and as-built installation documentation.

Pricing must be submitted on SBD 3.3. Bidders must indicate a ceiling price for the total project, inclusive of all applicable taxes. Provide hourly and daily rates for personnel, cost per phase with man-days, travel expenses, and other expenses. Rates must be firm for the full contract period unless otherwise specified. The bid must remain valid for 90 days from closing date.

Pricing must be submitted on SBD 3.3 (Pricing Schedule for Professional Services). Bidders must indicate a ceiling price for the total project, inclusive of all applicable taxes. Provide hourly and daily rates for personnel involved, and cost per phase with man-days. Travel expenses (e.g., rate per km, air travel) and other expenses (e.g., accommodation) must be specified; only actual costs are recoverable and must be supported by certified invoices. State the period required for commencement after acceptance and estimated man-days for completion. Rates must be firm for the full contract period unless otherwise specified, in which case the basis for adjustment (e.g., CPI) must be provided. The bid must remain valid for 90 days from closing date.

Bidders must be registered on the Central Supplier Database (CSD) and provide proof of registration. Tax compliance status must be verified through CSD and aligned with National Treasury Regulations. A valid Tax Clearance Certificate (original) or PIN must be submitted; certified copies are not acceptable. For joint ventures, each party must provide CSD registration and a separate Tax Clearance Certificate. B-BBEE certificate or sworn affidavit must be submitted; failure to do so results in zero preference points for specific goals. Company registration documents (CM1/CK1, CM9 if applicable, CM22, CM29/CK2) must be certified and no more than three months old. VAT registration certificate if applicable. Certified ID copies of all shareholders/members. SBD 4 (Declaration of Interest) must be signed, disclosing any state employment or relationships. SBD 8 (Declaration of Past SCM Practices) and SBD 9 (Certificate of Independent Bid Determination) must be completed and signed.

The contract is subject to the General Conditions of Contract (GCC) and any special conditions. The bid must remain valid for 90 days from closing. The NFVF may amend bid conditions, validity period, specifications, or extend the closing date before closing, with written notice to bidders. The NFVF reserves the right not to accept the lowest bid, to award in whole or in part, and to award to an empowerment company or require a joint venture with an empowerment company. The NFVF may conduct site visits to verify bid information. All information related to the tender is proprietary and must be kept confidential. Bidders may not contact any NFVF employee other than the designated contact. The successful bidder will be responsible for supplying, installing, configuring, testing, commissioning, documenting, supporting, and maintaining the system for three years, including warranty, support, and maintenance services.

Evaluation is in three stages: Stage 1 Administrative Compliance, Stage 2 Functionality (minimum 75 points), Stage 3 Price and Specific Goals (80/20). Functionality criteria: Reference letters (20 points), Approach and Methodology (60 points), Capability and Experience (20 points). Total 100 points, minimum threshold 75.