Maintenance and support for access control and security verification and validation system at western precinct office, ortia & ctia and all data/wire centres (ctia, ortia, upn) – RFQ 53912

Closing time: 12:00 on 27 August 2026.

No other dates (briefings, site visits, clarification deadlines) are stated in the document.

No specific contact names, emails, or phone numbers are provided in the document. Submission address is not stated.

Returnable documents: the tender pack includes standard National Treasury forms (SBD/MBD series) covering the invitation to bid, pricing schedules, declarations of interest, preference points, local production, contract forms, past SCM practices, independent bid determination, and authority to sign. All must be completed, signed, and submitted with the bid.

Disqualification risks:

• Any required form left unsigned or omitted.
• Bids received after the closing time.
• Prices not quoted in ZAR both inclusive and exclusive of VAT.
• Failure to include pricing for site establishment, permits, and induction training.
• Failure to provide after-hours support at no additional cost (call-out costs charged as required).
• Failure to provide call-out basis and hourly rates for emergency call-outs.
• Failure to include after-hours telephone numbers for support personnel.
• Failure to provide pricing schedules for maintenance and support of existing systems.
• Failure to provide quotations in both PDF and editable Excel format.
• Failure to include all applicable taxes and shipping costs in pricing.
• Failure to provide availability of spares for the duration of the contract and highlight risks of discontinuation one year in advance.

Bidders must be registered on the Central Supplier Database (CSD) and have a valid tax clearance certificate. Bidders must comply with the B-BBEE Act and must have a CIDB grading.

Preference points: B-BBEE points claimed under the PPPFA system (80/20 or 90/10). B-BBEE minimum level required is Level 1.

Evaluation stages: The document does not specify a detailed scoring split or minimum qualifying thresholds beyond the compliance requirements above.

Scope: Maintenance and support of the Access Control and Security Verification and Validation System at Western Precinct Office, ORTIA, CTIA, and all data/wire centres (CTIA, ORTIA, UPN). Contract period is 24 months.

Systems in place: Imron/UnityIS Access Control System (fingerprint and identity card authentication); Gate Book System for cargo driver's license and vehicle disc scanning; SNIRP for license plate recognition; Identity Verification System (IVS) cards for cargo stakeholders.

In-scope services:

• Preventative and corrective maintenance and support for access control and security verification systems.
• Repairs and provision of spares.
• Incident resolution within SLA target timelines.
• Patch updates and firmware upgrades.
• Updating inventory and configuration management records (CMDB).
• Following change management and ITIL processes.
• Training of users (parking operations and ACSA IT staff) and IT technical personnel (including training manuals and proficiency assessments).
• Decommissioning and replacement of identified equipment, handing over to ACSA for storage.
• Provision of monthly statistics reports.
• Licensing of handheld scanners (Drivers and Vehicle License Database and eNATIS subscriptions) and GateBook subscription for IVS Integration (14 scanners at CTIA Cargo, 8 at ORTIA Cargo).
• Procurement of nine (9) replacement handheld scanners meeting minimum specifications.

Device inventory (total 253 devices):

• Western Precinct building: 32 active devices, 20 inactive, 11 new installations.
• ORTIA (Wire Centres, Main gate, Perishable gate): 142 active, 5 inactive, 6 new installations.
• CTIA Cargo: 12 active, 4 inactive.
• Upington Airport: 9 active.
• Booms (Gate book): 195; Scanners: 20 active, 11 inactive, 5 new installations; Total devices 253.

Hardware covered: biometric and card readers, door controllers, power supply units, magnetic locks, door contacts, emergency break glass units, door closers, exit push buttons, override locks, door wiring, spike creepers, cargo boom gates and components.

Software covered: Imron IS2000 or DVTel Longitude application, database, backups; Gatebook System application and subscription; SNIPER LPR application and subscription.

Card issuance equipment: Imron Client Software, card printers, card encoders, digital camera.

Servers and applications: verify readers/scanners registered and online, perform server health checks, ensure backups.

Cargo-specific: backup test restore, inspections and repairs on access control systems/scanners/booms, monthly preventative maintenance (boom gate mechanical arm, motor, spike grippers), quality checks, licensing of handheld scanners and GateBook, SNIP LPR integration with eNATIS, turnstile support, Wi-Fi router/access point/antenna checks, time and identity verification systems, pedestrian permit issuing station and thermal printer, server software application support.

Handheld scanner minimum specifications:

• Dimensions 160 x 76 x 15.5/17.0mm, weight approx 287–297g.
• 5.5-inch HD IPS display (1440 x 720), multi-touch, numeric keypad for license disc/ID/passport numbers.
• Octa-core 2.0GHz processor, up to 6GB RAM / 128GB ROM, Micro SD up to 256GB.
• Removable battery up to 5200mAh, 12+ hours continuous use, 490 hours standby, quick charging.
• NFC reader (13.56MHz, 2–4cm range), USB Type-C (USB 3.1, OTG), multiple sensors.
• Dual SIM/TF card, Wi-Fi, 4G, optional fingerprint/UHF modules.
• Physical keys (scan, power, volume), notification via sound/LED/vibration, microphone and speaker.

Tools of trade required: laptop, toolbox with digital multi-meter, protective gear, appropriate stepladder (max height 6m).

IMACD: ACSA may require installations, moves, additions, changes, and de-installations of components.

Out of scope: facilities (power, UPS, cooling), storage and servers, infrastructure systems (cable, switches), workstations, mobile app, display screens.

Special instructions:

• Service provider must obtain ACSA permits for all resources (security screening and compulsory airside induction training required; costs for provider).
• Provider liable for office rental at ACSA airports (rates provided in tender).
• Work in parking facilities with passengers/customers must be done at night after last flight and before first flight.
• Bidders must supply availability of spares for installed equipment for contract duration and highlight discontinuation risks one year in advance.
• Services delivered per SABS standards, OHS Act, manufacturer's specifications, and statutory regulations.
• Enough personnel at each airport during normal working hours to meet SLA targets.
• New installations follow PMBOK approach with project manager, risk mitigation and communication plans, periodic progress reports.
• Critical equipment for installation (scaffolding/cherry picker) must be costed correctly.
• All new installations done after hours: regional airports earliest 19h00, international airports earliest 21h00.

Service coverage windows:

• Standard: Mon–Fri 06:00–18:00 excluding public holidays.
• Weekday after hours: Mon–Fri 18:00–06:00.
• Weekends and public holidays: 24 hours.
• Project/IMACD tasks: after last flight, generally 22h00–05h00.
• On-site support: ORTIA 24x7x365; CTIA 04:00–23:00 daily; UPN 06:00–18:00 Mon–Fri, 06:00–14:00 Sat, 06:00–18:00 Sun.

Personnel requirements:

• Provider responsible for professional, appropriately certified staffing.
• Dedicated on-site resources proposed in agreement with ACSA IT.
• All resources must sign ACSA Non-Disclosure Agreement; security vetting and background checks prerequisite for permits.
• Provider liable for office rental, parking fees, and permit/training fees for onsite resources.
• Recommended resources: Technician (CTIA, ORTIA, UPN) for monthly maintenance and support (L1–L2 faults); Assistant Technicians for monthly preventative/corrective maintenance and callouts (L1–L2 faults).
• Provider must replace absent resources with equally competent and qualified stand-ins.
• Provider must complete a safety file per ACSA standards within first month of service commencement.

Equipment and spares:

• Technicians equipped with appropriate tool kits and testing equipment.
• ACSA supplies desktops for permanent on-site resources.
• Provider must hold enough critical spares to meet SLAs at all locations.
• If provider cannot honour SLA via OEM back-to-back agreement, must have backup/loan stock.
• Replacements must use original parts/components guaranteed new by manufacturer; if unavailable, higher grade; replaced parts certified by manufacturer.
• Provider must establish a warehouse/safe within 60 days of award to store spares, including obsolete equipment with end-of-maintenance notifications.

System documentation: Bidders must provide architectural documents, training manuals, and manuals where necessary.

Maintenance activities:

• Ensure access control system operational.
• Inspections and repairs to system, scanners, booms.
• Monthly preventative maintenance.
• Quality checks and hazard reporting.
• Inspection of scanners, booms, biometric systems for wear/damage.
• Check Wi-Fi routers, access points, antennas.
• Ensure time/identity verification systems and servers captured in real time.
• Ensure users have approved logical access.
• Ensure system configurations comply with ACSA policies (password, information security).

Reporting:

• Monthly maintenance reports against schedule, including issues, spares usage, available spares.
• Detailed maintenance report for reporting month.
• Reports on problems, recurring incidents, root cause analysis, preventions.
• Address audit findings.
• Annual software and firmware upgrades.
• Logging/managing/reporting calls via ACSA Service Desk.
• Ensure devices mounted properly and securely.
• Corrective maintenance following preventative inspections.
• Breakdown maintenance (unforeseen, after hours/weekends/public holidays) – respond and attend all faults.
• Provider liable for failures that should have been prevented during preventative maintenance.

Monitoring: Provider shall implement measurement and monitoring tools and produce metrics/reports to measure performance against Service Levels. Upon request for audit, provider must provide ACSA or designees with information and access to tools and procedures used.

Reporting: Provider shall report performance against each SLR monthly, beginning on effective date, with detailed supporting information. Reports must be provided no later than 5 business days after end of measurement interval. Raw data and supporting information are confidential to ACSA.

Root cause analysis: Provider shall promptly investigate and correct Service Level Failures per procedures in the agreement.

Service credits: For each primary service level failure, provider pays/credits ACSA a service credit computed by multiplying weighting factor allocation by at-risk amount.

Personnel methodology:

• Provider responsible for professional, appropriately certified staffing.
• Suitably certified resources required onsite at some locations for preventative and corrective maintenance.
• Resourcing model must meet SLA, including permanent onsite and/or variable offsite resources.
• Dedicated on-site resources proposed in agreement with ACSA IT.
• All resources must sign ACSA Non-Disclosure Agreement; security vetting and background checks prerequisite.
• Provider liable for office rental, parking fees, and permit/training fees for onsite resources.
• Recommended resources: Technician (CTIA, ORTIA, UPN) for monthly maintenance and support (L1–L2 faults); Assistant Technicians for monthly preventative/corrective maintenance and callouts.
• Provider must replace absent resources with equally competent and qualified stand-ins.
• Provider must ensure a resourcing model that allows achievement of SLAs and ability to deliver service during defined coverage windows.

Service coverage windows:

• Standard: Mon–Fri 06:00–18:00 excluding public holidays.
• Weekday after hours: Mon–Fri 18:00–06:00.
• Weekends and public holidays: 24 hours.
• Project/IMACD tasks: after last flight, generally 22h00–05h00.
• On-site support: ORTIA 24x7x365; CTIA 04:00–23:00 daily; UPN 06:00–18:00 Mon–Fri, 06:00–14:00 Sat, 06:00–18:00 Sun.

SLA measurement exclusions: prescheduled outages for preventative maintenance, third-party vendor resolution time, customer facility power/network malfunctions, customer personnel actions, acts of nature.

Quality standards: Services delivered per SABS standards, OHS Act, manufacturer's specifications, and statutory regulations.

Quality checks: Perform quality checks and report any potential hazards affecting system/device performance.

Maintenance quality:

• Ensure access control system operational.
• Inspections and repairs to system, scanners, booms.
• Monthly preventative maintenance.
• Inspection of scanners, booms, biometric systems for wear/damage.
• Check Wi-Fi routers, access points, antennas.
• Ensure time/identity verification systems and servers captured in real time.
• Ensure users have approved logical access.
• Ensure system configurations comply with ACSA policies (password, information security).

Spares and equipment:

• Technicians equipped with appropriate tool kits and testing equipment.
• Enough critical spares available to meet SLAs at all locations.
• If provider cannot honour SLA via OEM back-to-back agreement, must have backup/loan stock.
• Replacements use original parts/components guaranteed new by manufacturer; if unavailable, higher grade; replaced parts certified by manufacturer.
• Provider must establish warehouse/safe within 60 days of award for spares storage.

System documentation: Bidders must provide architectural documents, training manuals, and manuals where necessary.

Reporting:

• Monthly maintenance reports against schedule, including issues, spares usage, available spares.
• Detailed maintenance report for reporting month.
• Reports on problems, recurring incidents, root cause analysis, preventions.
• Address audit findings.
• Annual software and firmware upgrades.
• Logging/managing/reporting calls via ACSA Service Desk.
• Ensure devices mounted properly and securely.

Corrective and breakdown maintenance:

• Corrective maintenance following preventative inspections.
• Breakdown maintenance (unforeseen, after hours/weekends/public holidays) – respond and attend all faults.
• Provider liable for failures that should have been prevented during preventative maintenance.

Pricing format:

• All prices in ZAR, both inclusive and exclusive of VAT.
• Pricing must include all applicable taxes and shipping to implementation location.
• Pricing must consider site establishment, permits, and induction training.
• After-hours, weekend, and public holiday support at no additional cost (call-out costs charged as required).
• Call-out basis and hourly rates for emergency call-outs at specific sites.
• Pricing schedules for maintenance and support of existing systems.

Rate of exchange:

• Initial quotations use a fixed rate of exchange communicated by ACSA on a 3-monthly basis (not used for placing orders).
• Final quotation after scoping must be fixed for 14 days.
• Final quotation reviewed by ACSA treasury for approval of quoted rate.
• If purchase order not provided within quote validity, provider must supply a variance order quote showing original and actual rate of exchange.
• Variance order processed after approval.

Quotations:

• Pricing based on fixed mark-up % per item type; ACSA may request supplier quotes for every engagement to verify landed cost and audit mark-up.
• If products previously procured for stock, original invoice must be provided as proof.
• All quotations in PDF and editable Excel format with all relevant fields per pricing schedule.

Invoices:

• Must be accompanied by copy of purchase order, proof of delivery signed by both provider and ACSA representative (including serial numbers), asset list in Excel per ACSA template, proof of automated asset tracing activation, and ACSA purchase order number coded on invoice.
• Invoices not in dispute paid according to payment terms (specific terms not stated).

CSD registration: Bidders must be registered on the Central Supplier Database.

Tax: Valid tax clearance certificate required.

B-BBEE: Compliance with B-BBEE Act required; minimum level 1. Preference points claimed under PPPFA.

CIDB: CIDB grading required.

Safety: Completed safety file for ACSA approval at each airport; personal protective equipment required.

Permits: ACSA permits for all maintenance and project resources; security screening and compulsory airside induction training required (cost for provider).

Non-disclosure: All resources must sign ACSA Non-Disclosure Agreement.

Standards: Services delivered per SABS standards, OHS Act, manufacturer's specifications, and statutory regulations.

Spares: Provider must establish warehouse/safe within 60 days of award for spares storage.

Returnable forms: Standard National Treasury forms (SBD/MBD series) as listed in submission guidelines.

Safety requirements:

• Safety of passengers and fire prevention are critical in public buildings (airports).
• Any potential injury to people or property must be prevented.
• Provider must provide a completed safety file for ACSA approval at each airport.
• Provider must have necessary personal protective equipment.
• Appropriate stepladder with maximum safety requirements (up to 6 meters).
• Work in parking facilities with passengers/customers performed at night after last flight and before first flight.
• All new installations done after hours: regional airports earliest 19h00, international airports earliest 21h00.

Environmental influences:

• Systems subject to extreme temperatures, dust, water, humidity, mechanical stress, vandalism, electromagnetic compatibility issues.
• Systems must function 24x365.

Personnel safety:

• Provider responsible for professional and appropriately certified staffing.
• Resources must have required access permits, training, and site knowledge.
• Provider liable for fees and training for ACSA Security and Access Permits.
• Provider must complete safety file per ACSA standards within first month of service commencement.

Environmental influences on equipment:

• Systems at Western Precinct, ORTIA, CTIA, and data/wire centres are subject to extreme temperatures, dust, water, and humidity.
• Additional mechanical stress and vandalism must be considered.
• Electromagnetic compatibility is an issue in public environments like airports.

Reliability: Systems must function 24x365; special care needed to protect scanners against excessive wear and tear.

Availability: Equipment lifespan typically 7–10 years; replacement or extension should use identical products in same configuration (form, fit, functionality) for long-term availability.

Contract duration: 24 months.

Service levels: Provider must meet Service Level Requirements (SLRs) with fee reductions for failures. Monthly reporting on compliance. Penalties incurred if SLA times not met. Good performance on one SLA cannot compensate bad performance on another.

Incident priority levels:

• Priority 1 (Emergency/Urgent Critical Business Impact): complete and immediate work stoppage affecting critical function; >50% of systems down.
• Priority 2 (High Major Business Impact): severely degraded business functions, multiple users impacted, 20–100 devices inaccessible.
• Priority 3 (Medium Moderate Business Impact): certain functions unavailable, 5–19 devices inaccessible.
• Priority 4 (Low Minimal Business Impact): minor impact, workaround available (e.g., cable neatening, cleaning, user account locked).

Incident response and resolution targets (International Airports, office hours):

• P1: respond <10 min, restore <2 hours (not hardware), resolution to be agreed.
• P2: respond <20 min, restore <4 hours.
• P3/4: respond <120 min, restore <8 hours (P3) or next business day (P4).
• P5: respond <3 hours, restore to be agreed.
• All at 98% performance.

After hours and regional airports:

• P1: respond <15 min, restore <3 hours.
• P2: respond <20 min, restore <5 hours.
• P3/4: respond <160 min, restore <10 hours (P3) or next business day (P4).
• P5: respond <3 hours, restore agreed.
• All at 98% performance.

Hardware fix/replacement: in line with hardware support procured by ACSA, 0% (no specific target).

Root cause analysis: report within 48 hours of incident resolution.

Service availability: 24x7x365 requirement. Availability SLR 98% for Priority 1–4 objects. Exclusions: prescheduled outages for preventative maintenance, third-party vendor resolution time, customer facility power/network malfunctions, customer personnel actions, acts of nature.

IMACD SLRs:

• IMACD plan to be received within 5 days of request; missed if not provided or no written confirmation.
• Each IMACD milestone not delivered on time per approved plan deemed missed SLA.
• 98% performance target.

Asset tracking SLR:

• Accuracy of data elements (ACSA asset tag, serial number, model, PO number, invoice number) 99%.
• Location accuracy 99%.
• Measured quarterly via physical audit.

Configuration management: activities to identify, control, maintain, and verify installed hardware, software, and utility versions.

Service credits: For each primary service level failure, provider pays/credits ACSA a service credit computed by multiplying weighting factor allocation by at-risk amount.

Invoices: must be accompanied by purchase order copy, proof of delivery signed by both parties with serial numbers, asset list in Excel, proof of automated asset tracing activation, and ACSA PO number coded on invoice. Invoices not in dispute paid per payment terms.

Provider liability: liable for any failure to the system that should have been prevented during preventative maintenance.

Provider obligations: maintain asset register, provide system documentation, ensure resources available and reachable, replace absent resources with equally competent stand-ins, complete safety file within first month.

The document does not provide additional evaluation criteria beyond the compliance requirements (CSD registration, valid tax clearance, B-BBEE compliance, CIDB grading) and the standard preference point system. No detailed scoring split or minimum qualifying thresholds are stated.