Supply and installation of electronic firearm and key management systems at government printing works

The tender is for the appointment of a service provider to supply and install electronic security systems, specifically an electronic firearm management system and an electronic key management system, at the DBSA Administrative Headquarters on behalf of Government Printing Works (GPW). The successful bidder must enter into a service level agreement with the DBSA.

Compulsory online briefing session: 21 August 2026 at 11:00. Attendance is mandatory to qualify.

Written questions/clarifications deadline: 04 September 2026 at 12:00. Bidders are encouraged to submit one consolidated email; no questions will be entertained after this date.

DBSA responses to questions: 04 September 2026 at 16:00, issued via email to all invitees/attendees.

Closing date and time: 08 September 2026 at 23:55 (Telkom Time).

Tender Manager: Katlego Leshokgoto, DBSA Supply Chain Unit.

Email: [email protected].

No questions will be answered telephonically.

Bids must be submitted electronically via a OneDrive link; no emailed or hardcopy responses are accepted. Bidders must request the submission link and upload a single compressed/zipped folder containing all documents, following the prescribed structure and labelling. Once loaded, documents cannot be accessed or deleted; incorrect uploads must be re-uploaded with the word 'Corrected'. A confirmation email is sent after upload. No assistance is available after hours.

Returnable documents (all must be completed, signed, and included; omission may lead to disqualification):

• Part A: Invitation to Bid
• Part C: Specifications, Conditions of Tender and Undertakings
• Annexure A: Price Proposal
• Annexure B: Technical Proposal
• Annexure C: Tax Requirement
• Annexure D: SBD 4 Bidder's Disclosure (declaration of interest)
• Annexure E: SBD 6.1 B-BBEE Status Level Certificate
• Annexure F: Registration Certificates/Agreements/Identity Documents
• Annexure G (if applicable): Supporting documents for qualification and evaluation criteria
• Annexure H: General Conditions of Contract
• Annexure I: Proof of CSD Registration
• Annexure J: Tender Brief Attendance
• Annexure K: Certificate of Authority for Signatory
• Annexure L: Joint Venture/Consortium Disclosure Form
• Annexure M: Record of Addenda to Tender Documents
• Annexure N: Declaration of Default and Termination
• Annexure O: Service Provider Code of Conduct
• Annexure P: RFP Declaration Form
• Annexure Q: Enterprise Questionnaire
• Annexure R: Certificate of Acquaintance with Tender Document
• Annexure S: Workmen's Compensation Registration (COIDA)
• Annexure T: Unemployment Insurance Fund Certificate
• Annexure U: Financial Standing/Bank Rating

Submissions must be split into two folders: Folder 1 for qualifying and functional evaluation, Folder 2 for price and preferential points.

Compulsory returnable documents include: Part A (Invitation to Bid), Part C (Specifications, Conditions, Undertakings), Annexure A (Price Proposal), Annexure B (Technical Proposal), Annexure C (Tax Requirement), Annexure D (SBD 4 Bidder's Disclosure), Annexure E (B-BBEE Status Level Certificate), Annexure F (Registration Certificates/Agreements/ID), Annexure G (Supporting documents for qualification/evaluation), Annexure H (General Conditions of Contract), Annexure I (CSD proof), Annexure J (Tender Brief Attendance), Annexure K (Certificate of Authority for Signatory), Annexure L (Joint Venture/Consortium Disclosure), Annexure M (Record of Addenda), Annexure N (Declaration of Default and Termination), Annexure O (Service Provider Code of Conduct), Annexure P (RFP Declaration), Annexure Q (Enterprise Questionnaire), Annexure R (Certificate of Acquaintance), Annexure S (COIDA), Annexure T (UIF Certificate), Annexure U (Financial Standing/Bank Rating).

Evaluation is in three stages:

1. Responsiveness/Compliance: Bidders must meet all pre-qualifiers and responsiveness criteria or be disqualified.
2. Price and Preferential Points: 80 points for price, 20 points for B-BBEE status level.
3. Risk Analysis: The highest-scoring bidder is reviewed against 'Other Objective Criteria' to confirm suitability for award.

Pre-qualifiers (failure leads to disqualification):

• Attendance of the compulsory online briefing session.
• Completed and signed Declaration of Default and Termination.
• Successful completion of at least 2 projects in either electronic key management or electronic firearm management systems in the last 10 years, each with a contract award value of R500,000 or more, supported by letters of appointment/purchase orders and client completion letters.

Responsiveness criteria (must be met within 48 hours of request):

• Adherence to standard conditions of tender (no deviations, qualifications, or alternatives).
• Returnable documents completed and signed.
• Registration with the National Treasury Central Supplier Database (CSD) and submission of the CSD summary report.
• Valid SARS Tax PIN.
• SANAS B-BBEE certificate or affidavit (consolidated for consortia/JVs).
• OEM accreditation letter or confirmation that the bidder is the OEM.
• Public Liability Insurance (or letter of intent) of at least R1,000,000 per claim.
• Professional Indemnity Insurance (or letter of intent) of at least R10,000,000 per claim.
• Letter of intent for Works Insurance of at least R1,000,000 per event.

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the comparative price under consideration and Pmin is the lowest acceptable price.

Preferential points by B-BBEE status level: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0.

The successful bidder is the one with the highest total points (out of 100).

The scope is the supply and installation of electronic security systems at the DBSA Administrative Headquarters on behalf of Government Printing Works (GPW). The systems comprise:

• Electronic Firearm Management System
• Electronic Key Management System

The successful bidder will be required to conclude a service level agreement (SLA) with the DBSA.

Bidders must be OEMs or accredited by the OEM to install the systems, as evidenced by a letter from the OEM.

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RFP097/2026: appointment of a service provider to supply and install electronic security systems (electronic key management

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3 Tenderer must have successfully completed a minimum of 2 Projects Pre-Qualifier Y

relevant experience in either electronic key management system or

electronic firearm management system in the last 10 years, with a contract

award value of R500 000.00 and above per project.

Time (Y/N)

Adherence to the Standard Conditions of Tender as required. (No deviations, 1 48 hours Y

qualifications, and alternatives).

2 Returnable documents completed and signed. 48 hours Y

Submission of Registration with National Treasury Central Supplier Database 48 hours Y

3 (CSD) Summary Report:

• Bidder must be registered in order to do business with the DBSA.

Y 4 A Tax Pin issued by SARS. 48 hours

SANAS BBBEE Certificate or Affidavit. (Consortiums, Joint Venture

5 Companies and Partnerships must submit a consolidated BBBEE Certificate) 48 hours Y

Bidder will score 0 points for preference if not responded to

Price proposal is submitted as Annexure A.

Price points are calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Financial health of the bidder may be assessed (ratios: accounts receivable/payable turnover, liquidity, solvency) to ensure ability to deliver.

Unduly high or low tendered rates may be investigated; bids may be disqualified if rates are found to be distorted. The market average of received bid prices (excluding outliers) and the DBSA quantity surveyor estimate will be used as guides.

Bidders must provide proof of insurance cover (or letters of intent) as part of responsiveness:

• Public Liability Insurance: at least R1,000,000 per claim.
• Professional Indemnity Insurance: at least R10,000,000 per claim.
• Works Insurance: at least R1,000,000 per event.

If successful, the bidder must take out the actual policies from the same insurer that issued the letter of intent (or another registered insurer), with no limit on number or cumulative value of claims.

Registration with the National Treasury Central Supplier Database (CSD) is mandatory; the CSD summary report must be submitted.

A valid SARS Tax PIN must be submitted.

B-BBEE: SANAS B-BBEE certificate or affidavit required. Consortia, joint ventures, and partnerships must submit a consolidated B-BBEE certificate. Bidders who do not respond will score 0 preference points.

OEM accreditation: A letter from the OEM confirming the bidder is the OEM or is accredited to install the system is required.

Insurance: Proof of Public Liability Insurance (min R1,000,000 per claim), Professional Indemnity Insurance (min R10,000,000 per claim), and Works Insurance (min R1,000,000 per event) or letters of intent.

Other returnable compliance documents include: SBD 4 (Bidder's Disclosure), SBD 6.1 (B-BBEE Status Level Certificate), Declaration of Default and Termination, Service Provider Code of Conduct, RFP Declaration Form, Enterprise Questionnaire, Certificate of Acquaintance with Tender Document, COIDA registration, UIF certificate, and Financial Standing/Bank Rating.

Risk analysis checks include: compliant tax status, CSD registration, no misrepresentation, not listed on Register of Tender Defaulters, no conflicts of interest, no convictions for fraud/corruption, no prior termination for non-performance, and PEP/Procure checks.

Annexure H: General Conditions of Contract

Annexure I: Proof Of Registration With CSD

Annexure J: Tender Brief Attendance

Annexure K: Certificate of Authority for Signatory

Annexure L: Joint Venture/ Consortium Disclosure Form

Annexure M: Record of Addenda to Tender Documents

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Annexure N: Declaration of Default and Termination

Annexure O: Service Provider Code of Conduct

Annexure P: RFP Declaration Form

Annexure Q: Enterprise Questionnaire

Annexure R: Certificate of Acquaintance with Tender Document

Annexure S: Workmen’s Compensation Registration (COIDA)

Annexure T: Unemployment Insurance Fund Certificate

Annexure U: Financial Standing/Bank Rating

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Part c: specifications, conditions of tender and undertakings by bidder

1.7 Companies Act means the Companies Act, 2008.

1.8 Compulsory Documents means the list of compulsory schedules and documents set out in Part B.

1.9 Closing Time means the time, specified as such under the clause d Timetable) in Part C, by which Tenders

must be received.

1.10 DBSA means the Development Bank of Southern Africa.

1.11 DFI means development finance institution.

1.12 Evaluation Criteria means the criteria set out under the clause 26 (Evaluation Process) of this Part C, which

includes the Qualifying Criteria, Functional Criteria and Price and Preferential Points Assessment.

1.13 Functional Criteria means the criteria set out in clause 0 of this Part C.

1.14 Intellectual Property Rights includes copyright and neighbouring rights, and all proprietary rights in relation

to inventions (including patents) registered and unregistered trademarks (including service marks), registered

designs, confidential information (including trade secrets and know how) and circuit layouts, and all other

proprietary rights resulting from intellectual activity in the industrial, scientific, literary or artistic fields.

1.15 PFMA means the Public Finance Management Act, 1999.

1.16 Price and Preferential Points Assessment means the process described in clause 26.5 of this Part C, as

prescribed by the PPR 2022.

1.17 Proposed Contract means the agreement including any other terms and conditions contained in or referred

to in this RFP that may be executed between the DBSA and the successful Bidder.

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1.18 Qualifying Criteria means the criteria set out in clause of this Part C.

1.19 Request for Proposal or RFP means this document (comprising each of the parts identified under Part A,

Part B, Part C and Part D) including all annexures and any other documents so designated by the DBSA.

1.20 SARS means the South African Revenue Service.

1.21 Services means the services required by the DBSA, as specified in this RFP Part D.

1.22 SLA means service level agreement.

1.23 SOE means State Owned Enterprise, as defined by the Companies’ Act.

1.24 Specification means the conditions of tender set and any specification or description of the DBSA’s

requirements contained in this RFP.

1.25 State means the Republic of South Africa.

1.26 Statement of Compliance means the statement forming part of a Tender indicating the Bidders compliance

with the Specification.

1.27 Tender Manager means the person so designated under clause 3 (Tender Manager) of this RFP Part C.

1.28 Tendering Process means the process commenced by the issuing of this Request for Proposals and

concluding upon formal announcement by the DBSA of the selection of a successful Bidder(s) or upon the

earlier termination of the process.

1.29 Website means a website administered by DBSA under its name with web address www.dbsa.org

17.3 The determination of the DBSA as to the actual time that a Bid is lodged is final. Subject to clause 17.2, all

identifying a business name and address of the Bidder. The DBSA will inform a Bidder whose Bid was lodged

after the Closing Time of its ineligibility for consideration. The general operating practice is for the late Bid to

be returned within 5 (five) working days of receipt or within 5 (five) working days after determination not to

accept a late Bid

18. Bidder’s responsibilities

18.1 Bidders are responsible for:

18.1.1 examining this RFP and any documents referenced or attached to this RFP and any other

information made or to be made available by the DBSA to Bidders in connection with this RFP;

18.1.2 fully informing themselves in relation to all matters arising from this RFP, including all matters

regarding the DBSA’s requirements for the provision of the Services;

18.1.3 ensuring that their Bids are accurate and complete;

18.1.4 making their own enquiries and assessing all risks regarding this RFP, and fully considering and

incorporating the impact of any known and unknown risks into their Bid;

18.1.5 ensuring that they comply with all applicable laws in regard to the Tendering Process particularly

as specified by National Treasury Regulations, Guidelines, Instruction Notes and Practice Notes

and other relevant legislation as published from time to time in the Government Gazette; and

18.1.6 submitting all Compulsory Documents.

18.2 The DBSA reserves the right to require of a Bidder, either before a Bid is adjudicated or at any time

subsequently, to substantiate any claim in regard to preferences, in any manner required by the DBSA.

18.3 Failure to provide the required information may result in disqualification of the Bidder.

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24.1 Upon submission in accordance with the requirements relating to the submission of Bids, all Bids submitted

become the property of the DBSA. Bidders will retain all ownership rights in any intellectual property contained

in the Bids.

24.2 Each Bidder, by submission of their Bid, is deemed to have licensed the DBSA to reproduce the whole, or any

portion, of their Bid for the sole purposes of enabling the DBSA to evaluate the Bid.

service provider in an amount of not less than R1 000 000.00. in respect of each

and every claim during the contract period, with no limitation on the number of

claims or cumulative value of claims should the Bidder be successful. The Letter

of Intent must be issued by an insurance company or financial service provider

duly registered in terms of the Short-Term Insurance Act, 1998 (Act )

7 48 hours Y or the Long-Term Insurance Act, 1998 (Act ).

Note: Should a Bidder be successful in this tender, the Bidder will be required to

provide public liability insurance from the same Insurer that issued the Letter of

duly registered in terms of the same above-mentioned Insurance Acts. The Policy

must define the R1 000 000.00 per claim / event in respect of each and every

claim arising during the contract period, with no limitation on the number of

claims or cumulative value of such claims.

8 Professional Indemnity Insurance 48 hours Y

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formal Professional Indemnity Insurance providing cover in an amount of not less

than R 10 000 000.00 per claim.

Note: Should a Bidder be successful in this tender, the Bidder will be required to

provide Professional Indemnity Insurance cover from the same Insurer that

issued the Letter of Intent. The Policy must define the R 10 000 000.00 per claim

/ event in respect of each and every claim arising during the period of

performance, with no limit on the number of claims or cumulative value of the

claims.

32.1 By submitting a Bid, a Bidder warrants that:

32.1.1 it did not rely on any express or implied statement, warranty or representation, whether oral,

written, or otherwise made by or on behalf of the DBSA, its officers, employees, or advisers

other than any statement, warranty or representation expressly contained in the RFP;

32.1.2 it did not use the improper assistance of DBSA’s employees or information unlawfully obtained

from them in compiling its Bid;

32.1.3 it is responsible for all costs and expenses related to the preparation and lodgement of its Bid,

any subsequent negotiation, and any future process connected with or relating to the

Tendering Process;

32.1.4 it accepts and will comply with the terms set out in this RFP; and

32.1.5 it will provide additional information in a timely manner as requested by the DBSA to clarify

any matters contained in the Bid.

33 dbsa’s rights

33.1 Notwithstanding anything else in this RFP, and without limiting its rights at law or otherwise, the DBSA reserves

the right, in its absolute discretion at any time, to:

33.1.1 cease to proceed with, or suspend the Tendering Process prior to the execution of a formal

written contract;

33.1.2 alter the structure and/or the timing of this RFP or the Tendering Process;

33.1.3 vary or extend any time or date specified in this RFP

33.1.4 terminate the participation of any Bidder or any other person in the Tendering Process;

33.1.5 require additional information or clarification from any Bidder or any other person;

33.1.6 provide additional information or clarification;

33.1.7 negotiate with any one or more Bidder;

33.1.8 call for new Bid;

33.1.9 reject any Bid received after the Closing Time; or

33.1.10 reject any Bid that does not comply with the requirements of this RFP.

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RFP097/2026: appointment of a service provider to supply and install electronic security systems (electronic key management

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Bids must be submitted electronically via OneDrive link; no emailed responses accepted. Documents must be loaded correctly and cannot be accessed or deleted after loading. Incorrect documents must be re-uploaded with 'Corrected' label. Only files (compressed/zipped folders) can be loaded, not folders. Submission must follow prescribed structure and labelling. No assistance after hours.

Pre-qualifiers: attendance of the compulsory online briefing session; completed and signed Declaration of Default and Termination; successful completion of at least 2 projects in electronic key management or firearm management systems in the last 10 years, each with a contract value of R500,000 or more, supported by letters of appointment and client completion letters.

Responsiveness criteria: adherence to standard conditions of tender, returnable documents completed and signed, CSD registration, valid tax PIN, B-BBEE certificate, OEM accreditation letter, public liability insurance (min R1,000,000 per claim), professional indemnity insurance (min R10,000,000 per claim), and works insurance (min R1,000,000 per event).

Evaluation stages: 1) Responsiveness/compliance, 2) Price and preferential points (80/20), 3) Risk analysis. Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Preferential points per B-BBEE status level: Level 1=20, 2=18, 3=14, 4=12, 5=8, 6=6, 7=4, 8=2, non-compliant=0. Highest total points wins.

The tender is for the appointment of a service provider to supply and install electronic security systems at the administrative headquarters of Government Printing Works (GPW). The systems comprise an Electronic Firearm Management System and an Electronic Key Management System, including associated hardware, software, installation, commissioning, and ongoing maintenance and support.

Bidders must comply with the Occupational Health and Safety Act, 1993, and Construction Regulations 2014. All personnel assigned to the project must provide valid identification documents as required by GPW's security protocol. Vehicles granted site access must be roadworthy and compliant with road traffic regulations; drivers must hold valid licences and permits. No specific eligibility criteria (e.g., CSD registration, B-BBEE, CIDB grading) are stated in the provided document.

Scope: Supply and install electronic security systems at GPW's administrative headquarters, comprising an Electronic Firearm Management System and an Electronic Key Management System.

Firearm Management System:

• Electronic Smart Gun Locker: with individual weapon compartments, RFID tracking, biometric access, audit trail, real-time monitoring, and integration with the Firearm Management System. Capacity for 16 handguns and 2 shotguns. Detailed gun information provided to the successful bidder upon contract signing.
• Ammunition Store Doors (Security Rated): heavy-duty, reinforced steel, high-security locking, fire-resistant and blast-resistant, complete with frame, hardware, seals, and accessories. Quantity: rate only.
• Lithium Battery 12V7AH LifePo4 or similar approved: quantity 1.
• Fire Suppression System: quantity 1.
• Biometric Access Control Readers: quantity 2.
• Firearm Management Software Platform (License): lifetime licensing, minimum 5 systems per year, including registry database, tracking/inventory, issuing/return, personnel/authorization, audit trail/reporting, dashboard/BI, mobile inspection app (at least 2 users), integration with existing security and BMS, development/third-party integration, database and application servers, NAS, firewall, 2 managed switches, barcode printers.
• Workstations for Armoury Personnel: quantity 1. Specs: Intel Core i7 (or equivalent), min 16 GB RAM, min 512 GB SSD, 22" LED monitor, keyboard/mouse, gigabit networking, Windows 11 Pro (or latest approved OS), antivirus/endpoint protection for 5 years, USB ports for RFID/barcode/biometric devices, Microsoft Office or equivalent, 3-year manufacturer warranty.

Electronic Key Management System:

• Electronic Key Cabinet (min 290-key slots): quantity 4 (one per floor, four floors). RFID key tagging, biometric/PIN/proximity access, full audit trail, network connectivity, software licence, training, commissioning, 36-month maintenance and support. Integration with existing security, access control, CCTV, and BMS.
• Electronic Key Cabinet (min 32-key slots): quantity 2 (two floors). RFID key identification, biometric reader, role-based access, audit trails, real-time tracking, network-enabled, integration with Access Control System and Security Management Platform.
• Biometric readers: quantity 7.
• Lithium Battery backup 12V7AH LifePo4 or similar approved: quantity 7.
• Intelligent Electronic Key fobs: quantity 290.
• Security Seals and Nylon Sleeves: quantity 350.
• Key Management software, networking components, battery backup, installation, commissioning per floor: quantity 7, lifetime licensing, minimum 50 systems per year.

General:

• Setup, installation, commissioning, and go-live support: quantity 1.
• Full compliance with OHS requirements and legislation: 3 months.
• Health & Safety Management: allowance for compliance with OHS Act and Construction Regulations, including PPE, health and safety file, training, medicals, signage, and part-time Health and Safety Officer: 3 months.
• Maintenance and Technical Support: 36 months, including user training, documentation, warranty, fault resolution, system updates, troubleshooting, and user assistance. 3-year OEM warranty on all equipment.
• Protection of Existing Works: contractor must protect all existing structures, finishes, fittings, and installations; repair/reinstate any damage at own expense; inspect site before commencement; no claims for failure to verify site conditions.

Delivery and Installation:

• Equipment delivered and assembled within a six-storey building occupied by GPW staff.
• Client cannot guarantee availability of a goods lift/elevator; bidder must arrange transportation of equipment to designated areas.
• Bidder responsible for all cleaning, removal of packaging and debris, and making good affected areas.
• Any damage during delivery, installation, or assembly is the bidder's sole responsibility.

Pricing must be submitted on the provided Bill of Quantities (BOQ) spreadsheet. The pricing structure includes:

• Sub Total 1 (excluding VAT)
• Contingency amount calculated at 5% of Sub Total 1
• Sub Total 2 (Sub Total 1 + Contingency)
• VAT added at 15% to Sub Total 2
• Total carried to the Form of Offer and Acceptance.

Note: The Ammunition Store Doors item is marked 'Rate only' (quantity 0), indicating a rate-only pricing requirement.

No specific compliance requirements (e.g., CSD registration, tax clearance, B-BBEE, CIDB grading) are stated in the provided document. However, bidders must comply with the Occupational Health and Safety Act, 1993, and Construction Regulations 2014, including providing PPE, health and safety file, training, medicals, signage, and a part-time Health and Safety Officer.