Supply and installation of alarm systems with armed response services for ppecb robertson office

PPECB seeks to appoint a service provider for new alarm systems and armed response services at 12 Paul Kruger Street, Robertson, 6705. Contract duration: 3 years with option to renew for 2 years. Services must be provided 24/7/365 as per Service Level Agreement. PPECB is a Schedule 3A public entity under the Public Finance Management Act and Perishable Products Export Control Act, managing cold chain exports for perishable products.

Closing Date: 02 July 2026 at 12:00 PM. Mandatory Site Visit: 23 June 2026 from 11:00 AM to 12:00 PM. Site visit attendance is compulsory; failure to attend results in disqualification. Bid Validity Period: 60 days from closing date.

Mandatory Site Visit: Bidders must attend site visit on 23 June 2026 from 11:00 AM to 12:00 PM. Arrange with Stephanie Buirman at [email protected]. Failure to attend results in bid being deemed non-responsive and disqualified.

Primary Contact: Mr. Simphiwe Yende, Email: [email protected], Phone: 021 930-1134. Secondary Contact: [email protected]. Technical Enquiries: Riva Jacobs, Email: [email protected], Phone: +27 87 350 5492. Site Visit Coordination: Stephanie Buirman, Email: [email protected].

Submit via email to [email protected] or electronically via Microsoft OneDrive shared with [email protected]. Include all information and documentation relating to RFQ/ARMEDRESPONSE/2026/ROBERTSON. Late bids will not be accepted. Bid validity period is 60 days from closing date. Bids must be submitted on official forms provided or as prescribed in the bid document. Failure to submit required returnable documents (SBD1, SBD4, SBD6.1, Tax Clearance Certificate, B-BBEE Certificate, CSD Registration Report) will result in disqualification.

1. SBD1 – Invitation to bid;

2. SBD4 - Bidder’s Disclosure;

3. Valid Tax Clearance Certificate or Pin;

4. Valid B-BBEE Certificate or EME/QSE Affidavit;

5. SBD6.1 – Preference Point Claim Form;

6. Central Supplier Database Registration (CSD) Report – Proof of CSD registration.

Must be registered on Central Supplier Database (CSD); provide valid Tax Clearance Certificate/PIN; provide valid B-BBEE Certificate or EME/QSE Affidavit; be registered with PSIRA (Private Security Industry Regulatory Authority); submit all required SBD forms (SBD1, SBD4, SBD6.1); have regional footprint within 100km radius of Robertson; provide company experience proof (10-15 years for max points); provide references and proof of marked security vehicles.

Scope: Provision of new alarm systems and armed response services for PPECB office in Robertson (12 Paul Kruger Street, Robertson, 6705) for 3 years with an option to renew for 2 years. Monitoring: 24-hour operational Control Room to monitor PPECB office, including transmitter/digital communicator and disturbances, with emergency call-out service 365 days/year. Reaction: Patrolling vehicles within 5-10km radius; armed response team must be uniformed, armed, and in marked vehicles. Dispatch qualified officers within 10-15 minutes of alarm. 24-hour telephone support (e.g., SMS alarm reporting). Records: Maintain accurate alarm system records; provide upon client request. Maintenance: Inform PPECB of non-repairable equipment; source market-related parts/components; provide warranty/guarantee per manufacturer. Business Contingency Plan (BCP) required for emergencies. Service Coverage: 24/7/365 as per Service Level Agreement. Security Vetting: Personnel must pass criminal record and identity document checks; PPECB reserves right to assess security risks.

Bidder must provide: (1) Details of alarm system installation and maintenance methodology, including turnaround time for call-outs (after-sales service). (2) Business Contingency Plan (BCP) for emergencies when security personnel cannot perform duties. (3) Proof of ability to source market-related parts/components for repairs and maintenance.

Bidder must demonstrate: (1) Company Experience in installation, maintenance, and armed response (10-15 years = 30 points, 5-9 years = 20, 1-5 years = 10, none = 0). (2) Regional Footprint: Proof of office presence within 100km radius of Robertson (e.g., municipal utility bill or lease agreement; 20 points if compliant). (3) References: 3 similar project letters = 15 points, 2 = 10, 1 = 5, none = 0. (4) Response Vehicles: Proof of registration/ownership/leasing of marked security vehicles (3+ = 15 points, 2 = 10, 1 = 5). (5) Installation and Warranty: Detailed plan for alarm system installation and maintenance, including reasonable call-out turnaround time. (6) Value Adds: Optional services beneficial to PPECB (10 points if provided).

Pricing Schedule (SBD 3.1): Only firm prices accepted. Submit itemised pricing in ZAR (including VAT) with subtotal, VAT 15%, and total. Offer must be valid for 60 days from closing date. Separate pricing schedules required for different delivery points if applicable. Bidder must confirm prices cover all obligations and accept risk for calculation errors.

Pricing: Only firm prices accepted; non-firm prices (e.g., subject to exchange rate fluctuations) will not be considered. Pricing schedule must include itemised costs (ZAR, including VAT), subtotal, VAT 15%, and total. Offer must remain valid for 60 days from closing date. Payment Terms: PPECB pays within 30 days of receipt of correct, undisputed invoice. Invoices must reflect PPECB order number, valid tax invoice details, and correct order number. Additional charges require prior written acceptance. Prices must include delivery costs to specified address. Contract Duration: 3 years with option to renew for 2 years.

Mandatory Documents: (1) SBD1 – Invitation to Bid, (2) SBD4 – Bidder’s Disclosure, (3) Valid Tax Clearance Certificate or PIN, (4) Valid B-BBEE Certificate or EME/QSE Affidavit, (5) SBD6.1 – Preference Point Claim Form, (6) CSD Registration Report (Proof of CSD registration). PSIRA Registration: Bidder and deployed security personnel must be registered with PSIRA; provide certified copy of valid PSIRA certificate. Tax Compliance: Submit SARS-issued PIN or TCS Certificate. CSD Registration: Must be registered on Central Supplier Database; include Master Registration Number in SBD1. B-BBEE: Submit verification certificate or sworn affidavit (EMEs/QSEs) to qualify for preference points. Conflict of Interest: Full disclosure required; non-disclosure may result in disqualification. Foreign Suppliers: Must answer questionnaire if not RSA-based; provide proof if accredited representative in SA. Restricted Suppliers: Bidders listed on National Treasury’s Register for Tender Defaulters or List of Restricted Suppliers are disqualified.

B-BBEE Requirements: Preference points (20 max) awarded for Small Business status, including EMEs/QSEs. Proof required: SANAS-approved B-BBEE certificate, commissioned affidavit, or annual financial statements. Points: EME = 20, QSE = 20, Enterprises with turnover above R50m = 5. Tenderer must indicate points claimed for 80/20 system.

Armed response team must be fully uniformed, armed, and in company-marked vehicles. Qualified Reaction Officers must respond to emergencies to minimise risk of loss, injury, or damage from fire, theft, burglary, or vandalism. Expected reaction time: 10-15 minutes from dispatch to arrival. 24-hour telephone support required (e.g., SMS alarm reporting). Security vetting of personnel includes criminal record and identity document checks. PPECB may assess personnel for security risks.

Contract Terms: Successful bidder must sign SBD7. PPECB reserves right to accept non-lowest bid, refuse non-compliant bids, request further information, cancel RFQ, or not award. Bidder must acknowledge and accept all RFQ terms. Conflict of Interest: Full disclosure required; non-disclosure results in rejection. Insurance: Successful bidder responsible for work, materials, tools, equipment, and property. Response Costs: PPECB not liable for bidder’s costs. Data Protection: Personal/Confidential Information may only be processed for bid purposes. News Releases: Require PPECB consent. Disclaimer: RFQ is not an offer; PPECB makes no warranties. General Terms: Attached terms must be signed and returned. Dispute Resolution: Amicable resolution preferred; expert determination in Cape Town if unresolved. Governing Law: Republic of South Africa.

General Requirements: Services must be provided 24/7/365. Bidders prohibited from doing business with the state are disqualified. Mandatory site visit attendance required; failure to attend results in disqualification. All returnable documents must be completed and signed. Bidders must warrant acceptance of RFQ terms and conditions.

Evaluation uses 80/20 Preference Point System for bids over R2,000. Stages: (1) Compliance with RFQ terms and returnable documents, (2) Mandatory criteria (PSIRA registration, site visit), (3) Functional/Technical (Company Experience, Regional Footprint, References, Response Vehicles, Installation/Warranty, Value Adds), (4) Price and Specific Goals (B-BBEE). Minimum functional threshold: 70 points. Objective criteria may include risk assessments and past performance.