ACSA Northern Cape Request for Quotation for Scanners

Government tenders in the Information and Communication sector represent significant opportunities for South African businesses. The South African government regularly procures goods and services through the eTender portal, making it essential for businesses to stay informed about new opportunities.

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Stay Updated: New tenders are published daily. Set up alerts to never miss an opportunity.
Prepare Documents: Ensure your tax clearance, B-BBEE certificate, and company registration are current.
Understand Requirements: Carefully read all tender documents before preparing your submission.
Submit Early: Don't wait until the last day. Technical issues can cause missed deadlines.

Gauteng

Closing Date: 28 May 2026 at 12:00 PM (noon).
Clarification Deadline: 25 May 2026 at 12:00 PM (no queries accepted after this).
Compulsory Briefing Session: Not applicable.
Site Inspection: Not applicable.
Bid Validity Period: 120 business/working days from closing date.

Technical/Procurement Enquiries: Itumeleng Bosman (Buyer).

Email: [email protected].
Tel: Not provided (use general ACSA contact for non-bid queries).

General ACSA Contact:

Tel: +27 11 723 1400.
Fax: +27 11 453 9354.

Submission Email: [email protected] (only for bid submissions).
Physical Address: Western Precinct, Aviation Park, O.R. Tambo International Airport, 1 Jones Road, Kempton Park, Gauteng, 1632.
Postal Address: P O Box 75480, Gardenview, Gauteng, 2047.
Do not contact any other ACSA employee regarding this bid.

Submit bids exclusively via email to: [email protected]. Submissions to any other email will be rejected.
Split submissions into at least four attachments, each ≤4MB. Do not send as one large file.
Use only the official forms provided (do not retype).
Sign or stamp the bottom of every page of the bid documents as proof of reading.
Late bids will not be accepted under any circumstances.
Mandatory returnable documents (failure to submit any may disqualify your bid):

SBD 3.3: Priced Offer (using the prescribed pricing schedule).
Declaration of Interest and Politically Exposed Persons Form.
SBD 4: Bidder’s Disclosure Form.
SBD 6.1: Preference Points Claim Form.
Confidentiality and Non-Disclosure Agreement.
B-BBEE Certificate and Scorecard (or BBBEE QSE/EME Affidavit).
Tax Compliance: SARS TCS PIN (or CSD number if no PIN).
Certificate of Incorporation (showing ownership split).
Central Supplier Database (CSD) Report.
VAT Questionnaire.
ACSA Terms and Conditions.

Do not alter the bid document content; changes may lead to disqualification.

Evaluation follows a staged approach: Stage 1 (Mandatory Requirements), Stage 2 (Functionality/Technical), Stage 3 (Price and Preference), Stage 4 (Post-tender negotiations if applicable).
Stage 1: Mandatory administrative compliance. Failure to meet minimum requirements or submit returnable documents results in disqualification.
Stage 2: Functionality (100 points total, minimum 50/100 to progress). Criteria:

Experience in Cargo Scanner or Access Control Systems Support and Maintenance (20 points max):

20 points: >1 proof of 2+ years’ experience (contactable references on letterhead).
10 points: 1 proof of experience.
0 points: No proof.

Experience in Integration to Identity Verification Systems (20 points max):

20 points: >1 proof of completed work.
10 points: 1 proof of completed work.
0 points: No proof.

Resources and Maintenance Plan (60 points max):

30 points: Deploy 3 technicians + 2 assistants (CVs required).
15 points: Deploy 1 technician + 1 assistant.
0 points: No compliance or incomplete response.
Maintenance Plan: 30 points for detailed plan (checklists, response times, support); 15 points for partial; 0 points for none.
Stage 3: Price (80 points) and Preference (20 points) under the 80/20 system. Price scored using formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
Preference Points (20 max) awarded for:

B-BBEE Status Level (Level 1: 5, Level 2: 4.5, Level 3: 4, Level 4: 3, Level 5: 2, Level 6: 0.5, Level 7: 0.3, Level 8: 0.1).
Black youth majority-owned entities: 5 points.
Black women majority-owned entities: 5 points.
Companies majority-owned by people with disabilities: 5 points.

Bidders must achieve minimum thresholds at each stage to progress.

Scope: Procurement, installation, configuration, integration, and commissioning of 10 mobile handheld scanners, plus 12 months of annual licensing, maintenance, and support for CTIA and ORTIA Cargo areas.
Key Deliverables:

Supply 10 handheld scanners meeting minimum hardware specifications (24/7 operational capability, designed for visitor management/security environments, includes all accessories).
Configure, integrate, and commission scanners into the production environment for both CTIA and ORTIA.
Provide 12 months of licensing: Gate Book integration, IVS Integration, SNIPR License Plate Recognition, and associated database subscriptions (Drivers and Vehicle License Database, ENatis).
Provide 12 months of maintenance, support, and reporting under a Service Level Agreement (SLA) to ensure scanner availability.
Conduct functional testing, verification of vehicle/foot entry/exit, and system integration testing.
Provide basic user training for ACSA Security and IT personnel, system documentation (setup, user guides, maintenance procedures), and formal handover.

Out of Scope: IT network infrastructure (switches, routers, LAN) and electrical power.

Pricing must strictly follow the provided SBD 3.3 Pricing Schedule. Non-compliance may disqualify the bid.
Price breakdown required for:

Mobile Handheld Scanners (10 units, once-off).
Installation and Integration (10 units, once-off).
Annual Licenses (12 months: Gate Book, IVS, SNIPR, database subscriptions).
Testing and Commissioning (10 units, once-off).
Training and Handover (2 airports, once-off).
Maintenance, Support, and Reporting (12 months).

Include VAT at 15%.
Disbursements (e.g., accommodation, reproduction costs) will be reimbursed at actual cost upon submission of certified invoices.
Prices must remain firm and valid for the 120-business-day validity period. Price changes are not permitted except in exceptional circumstances.

Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN. If unavailable, provide Central Supplier Database (CSD) number. For consortia/JVs/subcontractors, each party must submit separate proof.
B-BBEE: Submit valid B-BBEE Certificate and Scorecard (or BBBEE QSE/EME Affidavit). Preference points awarded per status level and ownership (youth, women, disabilities).
Central Supplier Database (CSD): Submit CSD Report.
Company Registration: Submit Certificate of Incorporation (showing ownership split).
Mandatory Documents:

Declaration of Interest and Politically Exposed Persons (PEP/DPIP) Form.
SBD 4: Bidder’s Disclosure Form.
SBD 6.1: Preference Points Claim Form.
Confidentiality and Non-Disclosure Agreement.
VAT Questionnaire.
ACSA Terms and Conditions.

Security Vetting: ACSA is a National Key Point. Bidders may be subject to security vetting; non-compliance will disqualify the bid.
Foreign Suppliers: Must declare residency, branch, or permanent establishment in South Africa. If no tax liability in RSA, no TCS PIN/CSD registration is required.

This Tender Has Expired

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