Supply and maintenance of 24/7 alarm systems and armed response services for ppecb robertson office

• Closing Date and Time: 02 July 2026 at 12:00 PM.
• Mandatory Site Visit: 23 June 2026, from 11:00 AM to 12:00 PM. Arrange with Stephanie Buirman at [email protected]. Failure to attend results in disqualification.
• Bid Validity Period: 60 days from the closing date.

• A mandatory site visit is scheduled for 23 June 2026, 11:00 AM to 12:00 PM. Arrange with Stephanie Buirman at [email protected]. Non-attendance results in disqualification.

• Procurement Contact: Mr. Simphiwe Yende. Email: [email protected]. Alternate email: [email protected].
• Technical Enquiries: Contact Riva Jacobs. Telephone: +27 87 350 5492. Email: [email protected].
• Site Visit Arrangements: Contact Stephanie Buirman at [email protected].
• General Enquiries Telephone: 021 930-1134.

• Submit your bid via email to [email protected] or via Microsoft OneDrive shared with the same email.
• Ensure your submission includes all information and documentation relating to RFQ/ARMEDRESPONSE/2026/ROBERTSON.
• Late bids will not be accepted. The PPECB reserves the right to extend the closing date and will inform bidders if this occurs.
• The bid validity period is 60 days from the closing date.
• Mandatory returnable documents: SBD1 (Invitation to Bid), SBD4 (Bidder’s Disclosure), Valid Tax Clearance Certificate or PIN, Valid B-BBEE Certificate or EME/QSE Affidavit, SBD6.1 (Preference Point Claim Form), and Central Supplier Database (CSD) Registration Report.
• Failure to submit all required documents will result in disqualification.

Evaluation is a four-stage process. Failure at any stage leads to disqualification.

• Stage 1 – Compliance Evaluation: Bidders must comply with all RFQ terms and submit all returnable documents.
• Stage 2 – Mandatory Criteria: Bidders must confirm compliance and provide substantiation for:

• Registration with the Private Security Industry Regulatory Authority (PSIRA) for the bidder and deployed personnel, providing a certified copy of a valid PSIRA certificate.
• Attendance at the mandatory site visit on 23 June 2026.

• Stage 3 – Functional/Technical Evaluation (100 points, minimum threshold 70 points):

• Company Experience (30 points): 10-15 years (30), 5-9 years (20), 1-5 years (10), no proven experience (0).
• Regional Footprint (20 points): Proof of office/presence within a 100 km radius via utility bill or lease agreement.
• References (15 points): 3 references (15), 2 references (10), 1 reference (5), 0 references (0).
• Response Vehicles (15 points): 1 vehicle (5), 2 vehicles (10), 3 or more vehicles (15).
• Installation and Warranty (10 points): Details and proof of ability to install and maintain alarm system.
• Value Adds (10 points): Additional services beneficial to PPECB.

• Stage 4 – Price and Specific Goals:

• For bids where the lowest acceptable price is R2,000 or greater, the 80/20 preference point system applies (80 points for price, 20 points for specific goals).
• For bids below R2,000, price is the key determinant.

• Specific Goals (20 points): Points awarded for B-BBEE status level: EME or QSE (20 points), enterprises with turnover above R50 million (5 points).

Scope: Provision of new alarm and armed response services for the PPECB office at 12 Paul Kruger Street, Robertson, 6705, for a period of three years with an option to renew for two years.

• Monitoring Requirements:

• Operate a 24/7 functional control room.
• Monitor control room transmitter/digital communicator at the client premises.
• Monitor disturbances and contact listed persons/institutions for further action.

• Reaction Requirements:

• Maintain existing patrolling vehicle(s) within a 5-10 km radius for timely response.
• Armed response team must be fully uniformed, armed, and in a company-marked vehicle.
• Dispatch qualified Reaction Officers in response to emergency calls or alarm signals.
• Expected reaction time for alarms: 10-15 minutes from dispatch to arrival.
• Provide 24-hour free telephone product support (e.g., SMS facility to report alarms).

• Records and Maintenance:

• Maintain accurate records for each intruder alarm system and provide upon client request.
• Inform PPECB of non-repairable equipment; replace critical system components.
• Source all alarm parts/components at market-related prices; all equipment must carry manufacturer warranty.
• Develop and maintain a Business Contingency Plan (BCP) for emergency situations.

• Service Coverage: Services must be provided 24 hours, 7 days a week, 365 days a year.
• Security Vetting: The PPECB reserves the right to vet the service provider's personnel, including checks on criminal records and identity documents.

• Detail your installation process, maintenance capabilities, and reasonable turnaround time for call-outs.
• Describe any value-added services beyond the stated scope.

• Bidders must demonstrate company experience in installation, maintenance, and armed response: 10-15 years (30 points), 5-9 years (20 points), 1-5 years (10 points).
• Provide proof of regional footprint within 100 km (utility bill or lease agreement).
• Submit references for similar projects (3 references = 15 points).
• Provide proof of marked security vehicles (1 vehicle = 5 points, 2 = 10 points, 3+ = 15 points).

• Submit firm prices on the SBD 3.1 pricing schedule. Prices must be valid for 60 days.
• The 80/20 preference point system applies for bids over R2,000, with 20 points allocated for B-BBEE status (EME/QSE = 20 points, enterprises with turnover above R50m = 5 points).

• Pricing must be firm and include VAT. Non-firm prices (including those subject to exchange rate variations) will not be considered.
• Use the provided Pricing Schedule (SBD 3.1). The offer must be valid for 60 days from the bid closing date.
• Payment terms: The PPECB will pay within 30 days of receipt of a correct, undisputed, and properly due statement.
• Invoices must reflect the PPECB order number and be submitted within 7 days of delivery.

• Central Supplier Database (CSD): Registration is mandatory. Include your Master Registration Number in SBD1. Bidders not registered on the CSD at bid closing, or prohibited from doing business with the state, will be disqualified.
• Tax Compliance: Submit a valid Tax Clearance Certificate or PIN. For consortia/joint ventures, each party must submit separate proof.
• B-BBEE: Submit a valid B-BBEE Certificate or EME/QSE Affidavit to qualify for preference points.
• PSIRA Registration: The bidder and all deployed security personnel must be registered with PSIRA. Provide a certified copy of a current, valid PSIRA certificate.
• Declaration of Interest: Bidders must fully disclose any existing or potential conflicts of interest.
• SBD4 (Bidder’s Disclosure) and SBD6.1 (Preference Point Claim Form) must be completed and submitted.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified.

• Submit a valid B-BBEE Certificate or EME/QSE Affidavit.
• Points allocation under the 80/20 system: EME or QSE = 20 points; enterprises with turnover above R50 million = 5 points.

• Armed response officers must be fully uniformed, armed, and in marked vehicles.
• Security vetting of personnel includes criminal record checks.
• The service provider must have a Business Contingency Plan for emergencies.

• The successful bidder is responsible for its work, materials, tools, and equipment.
• The PPECB is not liable for bid preparation costs.
• The PPECB may cancel the RFQ, not award the contract, or award to multiple suppliers at its discretion.
• Standard purchase order terms and conditions apply, covering confidentiality, delivery, quality, payment (30 days), warranties (12 months), intellectual property, indemnity, and dispute resolution.
• The bidder consents to the processing and storage of personal information as per POPIA and PPECB policy.

• Mandatory CSD registration.
• Mandatory PSIRA registration for the bidder and security personnel.
• Mandatory attendance at the site visit on 23 June 2026.
• Submit all required compliance documents (SBD1, SBD4, Tax Certificate, B-BBEE proof, SBD6.1, CSD report).

Evaluation follows a staged process: compliance check, mandatory criteria (PSIRA registration and site visit), functional/technical scoring (100 points, 70-point threshold), and finally price and B-BBEE points using the 80/20 system for bids over R2,000.