Supply, installation, and maintenance of alarm system with guarding and armed response services for etdp seta north-west office

Department: Supply Chain Management (SCM). No specific contact name, email, phone, or address provided in the document.

Submit the following returnable documents:

• Completed and signed SBD4 Bidder’s Disclosure form.
• Certification that all information in the disclosure is true and complete.
• Acceptance that the state may reject the bid or take action if the declaration is false, per PFMA SCM Instruction /22.

Disqualification risks:

• Bidder or any director/trustee/shareholder/partner is listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidder fails to disclose required information or provides false/incorrect details.
• Evidence of collusion, bid-rigging, or communication with competitors or officials about bid terms, prices, or specifications.

Mandatory declarations and certifications:

• Bidder must disclose if they or any director/trustee/shareholder/partner or person with controlling interest are employed by the state. If yes, provide full names, ID numbers, and state employee numbers.
• Bidder must disclose any relationship with employees of the procuring institution (ETDP SETA). If yes, provide particulars.
• Bidder must disclose any interest in related enterprises bidding for this contract. If yes, provide particulars.
• Bidder must certify that the bid was prepared independently, without collusion with competitors.
• Bidder must confirm no prior or ongoing communication with procuring institution officials about the bid, except for clarification requests.
• Bidder must acknowledge that suspicious bids may be reported to the Competition Commission, NPA, or result in a 10-year public sector restriction under the Prevention and Combating of Corrupt Activities Act.

Non-compliance with any of these declarations will result in disqualification.

Special conditions:

• The bidder certifies that all information in the SBD4 disclosure is correct and complete.
• The state reserves the right to reject the bid or take action against the bidder if the declaration is found to be false, per PFMA SCM Instruction /22 on preventing and combating abuse in the Supply Chain Management system.

Bidder certifications required:

• The bid was prepared independently, without consultation or agreement with competitors.
• No discussions, agreements, or arrangements with competitors regarding bid quality, quantity, specifications, prices, or delivery terms.
• Bid terms will not be disclosed to competitors before the official bid opening or contract award.
• No prior or ongoing communication with procuring institution officials about the bid, except for clarification requests.
• The bidder was not involved in drafting the specifications or terms of reference for this bid.
• Awareness that suspicious bids may be reported to the Competition Commission, NPA, or result in a public sector restriction under the Prevention and Combating of Corrupt Activities Act.

The document outlines the General Conditions of Contract (GCC) for government procurement, including definitions, application, and clauses covering standards, inspections, delivery, warranties, payments, and dispute resolution. It emphasizes the rights and obligations of parties involved in government contracts.

The General Conditions of Contract (GCC) form part of all bid documents and cannot be amended. Special Conditions of Contract (SCC) relevant to a specific bid must be compiled separately for each bid (if applicable) and will supplement the GCC. In case of conflict, SCC provisions prevail over GCC. Bidders must ensure all required documents are submitted as per the GCC and SCC.

The goods and services supplied must conform to the standards specified in the bidding documents and technical specifications. Suppliers must adhere to the following:

• Goods must meet the quality, design, and material standards outlined in the contract.
• Services (e.g., installation, maintenance, training) must align with the scope and requirements detailed in the SCC.
• Suppliers are responsible for ensuring all deliverables comply with the contract terms, including warranty obligations (12–18 months, depending on delivery or shipment dates).
• Non-compliant supplies or services may be rejected, with costs borne by the supplier.

Quality management requirements include:

• Goods must conform to the standards specified in the bidding documents and contract.
• Suppliers must permit inspections, tests, and analyses of supplies/services at any stage (pre-bidding, during production, or post-delivery).
• Inspection costs are borne by the purchaser if supplies/services comply with contract requirements. Non-compliance costs are borne by the supplier.
• Non-compliant supplies/services may be rejected. Suppliers must remove and replace rejected items at their own cost and risk.
• Suppliers must retain all purchaser-provided documents (e.g., specifications, drawings) in confidence and return them upon contract completion if requested.
• Suppliers must indemnify the purchaser against third-party claims for patent, trademark, or industrial design infringement.

Payment terms and conditions are specified in the Special Conditions of Contract (SCC). Key financial requirements include:

• Payment will be made in South African Rand (ZAR) unless otherwise stipulated in the SCC.
• Invoices must be accompanied by a copy of the delivery note and submitted upon fulfillment of contractual obligations.
• Payments will be processed within 30 days of invoice submission.
• Prices quoted in the bid are final and cannot be varied unless authorized in the SCC or via a bid validity extension request.
• Performance security (e.g., bank guarantee, irrevocable letter of credit, or cashier’s cheque) must be furnished within 30 days of contract award. The amount and form are specified in the SCC.
• The performance security will be discharged and returned within 30 days of contract completion, including warranty obligations, unless otherwise specified in the SCC.

Bidders must comply with the following legal and regulatory requirements:

• Tax compliance: A valid tax clearance certificate (original) issued by the South African Revenue Service (SARS) must be submitted prior to contract award. No contract will be concluded with bidders whose tax matters are not in order.
• Local content: Bidders must disclose the portion of the bid price representing local vs. imported content. Local manufacture must take place for local content claims.
• Anti-dumping and countervailing duties: Bidders are liable for any duties imposed after the bid date. Favorable adjustments (e.g., reductions) must be refunded to the State.
• Corruption and fraud: Engaging in corrupt or fraudulent practices (e.g., bribery, collusion, misrepresentation) may result in contract termination, penalties, and a restriction from doing business with the public sector for up to 10 years. Convictions under the Prevention and Combating of Corrupt Activities Act may lead to inclusion in the Register for Tender Defaulters.
• National Industrial Participation Programme (NIPP): Applicable to contracts subject to NIPP obligations, as administered by the Department of Trade and Industry.

The National Industrial Participation Programme (NIPP), administered by the Department of Trade and Industry, applies to contracts subject to NIPP obligations. Bidders must comply with any NIPP requirements specified in the SCC or bidding documents.

Contractual terms are governed by the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). Key terms include:

• Payment: Method and conditions are specified in the SCC. Invoices must include a delivery note, and payments are made within 30 days of submission.
• Prices: Fixed as per the bid, unless adjusted via SCC or bid validity extension. Payment is in ZAR unless otherwise stated.
• Contract amendments: Require written agreement signed by all parties.
• Assignment: Suppliers cannot assign obligations without the purchaser’s prior written consent.
• Subcontracts: Suppliers must notify the purchaser in writing of all subcontracts. Notification does not relieve the supplier of liability.
• Delays: Suppliers must adhere to the prescribed time schedule. Delays may incur penalties (calculated using the prime interest rate) or contract termination. Force majeure events may exempt suppliers from penalties or termination if properly notified.
• Penalties: Deductions from the contract price for late delivery or non-performance, calculated daily using the prime interest rate until fulfillment.
• Termination for default: The purchaser may terminate the contract if the supplier fails to deliver, perform obligations, or engages in corrupt/fraudulent practices. Termination may include a public sector restriction for up to 10 years.
• Termination for insolvency: The purchaser may terminate the contract if the supplier becomes bankrupt or insolvent, without compensation to the supplier.
• Settlement of disputes: Disputes must first be resolved via mutual consultation. If unresolved after 30 days, mediation or South African court proceedings may follow. Parties must continue performing obligations during dispute resolution.
• Limitation of liability: Suppliers are not liable for indirect/consequential losses unless due to criminal negligence, willful misconduct, or patent infringement. Aggregate liability is capped at the contract price, excluding repair/replacement costs for defective equipment.
• Governing language and law: Contracts must be in English and interpreted under South African law unless SCC specifies otherwise.
• Notices: Written notices must be posted via registered/certified mail (for bid acceptance) or ordinary mail (for other notices). Timelines start from the date of posting.
• Taxes and duties: Foreign suppliers are responsible for all taxes/duties outside South Africa. Local suppliers are responsible for all taxes/duties until delivery. Tax clearance certificates are mandatory.
• National Industrial Participation Programme (NIPP): Applies to contracts subject to NIPP obligations.

Special Conditions of Contract (SCC) supplement the General Conditions of Contract (GCC). Key points:

• SCC are compiled separately for each bid and take precedence over GCC in case of conflict.
• GCC cannot be amended and applies to all government bids, contracts, and orders unless otherwise specified.

Returnable Document:

• Sworn B-BBEE affidavit for Exempted Micro Enterprises (EMEs), valid for 12 months from the date signed by the commissioner of oaths.

B-BBEE Requirements:

• Minimum B-BBEE Level: One (1).
• Exempted Micro Enterprises (EMEs) must submit a sworn affidavit confirming:
• Annual total revenue of R10,000,000.00 or less.
• Black ownership percentage (using flow-through principle).
• Black Female Ownership percentage.
• Black Designated Group Ownership percentage (with breakdown for Black Youth, Black Disabled, Black Unemployed, Black People in Rural Areas, Black Military Veterans).
• B-BBEE Level Contributor (100% Black Owned = Level One, ≥51% Black Owned = Level Two, <51% Black Owned = Level Four).
• Affidavit validity: 12 months from the date signed by the commissioner of oaths.
• Definitions:
• Black People: Africans, Coloureds, and Indians who are South African citizens by birth/descent or naturalised before/on 27 April 1994 (or eligible for naturalisation prior to that date).
• Black Designated Groups: Unemployed black people, black youth, black people with disabilities, black people in rural/underdeveloped areas, black military veterans.

B-BBEE Affidavit Requirements for Exempted Micro Enterprises (EMEs):

• Authorised representative (Member/Director/Owner) must declare under oath:
• Enterprise details: Name, Trading Name (if applicable), Registration Number, VAT Number, Physical Address, Type of Entity, Nature of Business.
• Annual total revenue ≤ R10,000,000.00 (based on latest audited financial statements).
• Black Ownership % (flow-through principle, per Amended Code Series 100).
• Black Female Ownership %.
• Black Designated Group Ownership % (with breakdown for Black Youth, Black Disabled, Black Unemployed, Black People in Rural Areas, Black Military Veterans).
• B-BBEE Level Contributor (tick applicable box: 100% Black Owned = Level One, ≥51% Black Owned = Level Two, <51% Black Owned = Level Four).
• Affidavit validity: 12 months from the date signed by the commissioner of oaths.
• Definitions:
• Black People: Africans, Coloureds, and Indians who are South African citizens by birth/descent or naturalised before/on 27 April 1994 (or eligible for naturalisation prior to that date).
• Black Designated Groups: Unemployed black people, black youth, black people with disabilities, black people in rural/underdeveloped areas, black military veterans.

Pricing must include all applicable taxes and exclude unconditional discounts. The rand value is the total estimated contract value at the time of bid invitation, including all taxes.

Pricing must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is calculated at the time of bid invitation and includes all applicable taxes.

B-BBEE and Specific Goals Compliance:

• Submit a completed SBD 6.1 Preference Points Claim Form.
• Provide proof of B-BBEE status via a SANAS-accredited verification agency certificate, CIPC B-BBEE certificate, or sworn affidavit.
• Ownership Goals (Max 15 points):
• 100% Black-owned: 8 points (B-BBEE certificate + ID copy of director/owner).
• ≥51% Black-owned: 2 points (B-BBEE certificate + ID copy of director/owner).
• 100% Black women-owned: 4 points (B-BBEE certificate + ID copy of director/owner).
• ≥51% Black women-owned: 1 point (B-BBEE certificate + ID copy of director/owner).
• ≥51% Youth-owned: 2 points (B-BBEE certificate + ID copy of director/owner).
• ≥51% Disabled-owned: 1 point (Medical report/certificate).
• Economic Reconstruction and Recovery Goals (Max 5 points):
• SMME/QSE/EME: 2 points (B-BBEE certificate, sworn affidavit, CIPC registration, or NPO/CBO documents).
• Business located in the province where services are required: 2 points (Proof of municipal account).
• Business located in South Africa: 1 point (Proof of municipal account).
• Failure to submit required documentation for Specific Goals will result in zero points for that category.
• Fraudulent claims may lead to disqualification, cost recovery, contract cancellation, blacklisting (up to 10 years), or criminal prosecution.

Specific Goals and Points:

• Ownership (Max 15 points):
• 100% Black-owned: 8 points.
• ≥51% Black-owned: 2 points.
• 100% Black women-owned: 4 points.
• ≥51% Black women-owned: 1 point.
• ≥51% Youth-owned: 2 points.
• ≥51% Disabled-owned: 1 point.
• Economic Reconstruction and Recovery (Max 5 points):
• SMME/QSE/EME: 2 points.
• Business in the required province: 2 points.
• Business in South Africa: 1 point.
• Total Specific Goals points: 20 (for 80/20 system).

Contractual obligations include:

• Certification that all information provided is true and correct.
• Preference points claimed must align with the tender’s General Conditions.
• The organ of state may request documentary proof of claims post-award.
• Consequences of fraudulent claims or non-compliance:
• Disqualification from the tender process.
• Recovery of costs, losses, or damages incurred by the organ of state.
• Contract cancellation and damages claimed for less favorable arrangements.
• Blacklisting of the tenderer, shareholders, or directors (up to 10 years) after due process.
• Criminal prosecution if necessary.
• The tenderer must sign and submit the declaration with the bid.

For income-generating contracts or disposal/leasing of state assets, the formula uses Pmax (highest acceptable tender price):

• Ps = 80(1 + (Pt/Pmax)) or Ps = 90(1 + (Pt/Pmax)).

ETDP SETA seeks a service provider to supply, install, and maintain an alarm system, and provide guarding services and armed response for its North-West Provincial Office (Potchefstroom). The serviced area is 310.00m². Physical address: 78 Retief, Cnr Peter Mokaba Street, Sparkling Office Park, Potchefstroom, 2531. Tel: (018) 294 5280. Site visits can be arranged.

Bid documents available for download from the National Treasury e-portal starting 16 July 2026 at 12H00. Closing date for submissions: 03 August 2026 at 11h00. No late submissions accepted.

Bid documents must be downloaded from the National Treasury e-portal starting 16 July 2026 at 12H00.

For enquiries, contact Supply Chain Management via email: [email protected]. Physical address for site visits: 78 Retief, Cnr Peter Mokaba Street, Sparkling Office Park, Potchefstroom, 2531. Tel: (018) 294 5280. Website: www.etdpseta.org.za. Email: [email protected]. Anti-Corruption Hotline: 0800 204 937. SMS: 49017. Additional emails: [email protected], [email protected].

Submit all documents electronically via email to [email protected]. Organize submissions into three folders: Folder A (Stage 1: Administrative Requirements), Folder B (Stage 2: Mandatory Requirements), and Folder C (Stage 3: Price and Specific Goals). Ensure all relevant documents are included for efficient evaluation. ETDP SETA will not take responsibility for missing information. Late, incomplete, or unsigned bids will not be accepted. Bids must hold good for 60 days. No telephonic or other communication is permitted except with the designated contact ([email protected]). Attempts to influence the adjudication process will result in immediate disqualification.

Submit three folders: Folder A (Stage 1: Administrative Requirements), Folder B (Stage 2: Mandatory Requirements), Folder C (Stage 3: Price and Specific Goals). Include all SBD Forms (SBD 1, SBD 4, SBD 6.1), General Conditions of Contract (GCC), Unique Security PIN (SARS), Costing Model (signed, VAT-inclusive), and B-BBEE Certificate/Affidavit. Ensure all documents are complete and signed where required.

Scope: Supply, install, and maintain an alarm system, and provide 24-hour armed response and guarding services for ETDP SETA North-West Provincial Office (310.00m²). Alarm System Specifications: DSC Alarm panel, 12V Transformer, 12-hour UPS power supply, LCD keypad, door sensors (3), window sensors (14), remote panic buttons (5), 15-watt siren, expander module, SMS notification system. Guarding Services Specifications: 1 Grade C security guard (day shift, including tea and lunch breaks), 1 Grade C security guard (night shift, including tea and dinner breaks), 2 sets of handcuffs, 1 hand-held metal detector, 1 gun safe, 1 baton stick, 1 flashlight with battery charger, 1 base radio/cell phone connected to control room, control register for pedestrians/motor vehicles, occurrence book, 1 guard house. Additional Requirements: Provide off-site supervisor within service area, available for emergencies; supervisor must monitor quality via Occurrence and Incident Registers (daily, weekly, fortnightly, monthly). Provide training and manuals for end-users, cloud-based mobile app for staff notifications, and insurance/warranty/support/maintenance for software. Service provider must relocate services/equipment within North-West Province at no cost to SETA if offices relocate.

Alarm System: Supply and install DSC Alarm panel, 12V Transformer, 12-hour UPS power supply, LCD keypad, door sensors (3), window sensors (14), remote panic buttons (5), 15-watt siren, expander module, and SMS notification system. Guarding Services: Provide 1 Grade C security guard (day shift, including tea/lunch breaks), 1 Grade C security guard (night shift, including tea/dinner breaks), 2 sets of handcuffs, 1 hand-held metal detector, 1 gun safe, 1 baton stick, 1 flashlight with battery charger, 1 base radio/cell phone connected to control room, control register for pedestrians/motor vehicles, occurrence book, and 1 guard house. Additional: Provide off-site supervisor within service area for emergencies, training/manuals for end-users, and cloud-based mobile app for staff notifications.

Service provider must provide an off-site supervisor located within the service area, available during emergencies. The supervisor must regularly visit the site to monitor quality by completing and certifying the Occurrence Book and Incident Register on a daily, weekly, fortnightly, and monthly basis.

Use the provided Costing Model without modification. Include all line items in order: Alarm system (IDS 8 Zone alarm panel, transformer, battery pack, multi-language LCD keypad, door sensors, portable panic buttons, siren, expander module, window sensors), labour costs, cabling/glue costs, equipment monthly rental, armed response (per month), guarding services (Grade C guards for day/night shifts, sets of handcuffs, handheld metal detector, gun safe, flashlight with charger, baton stick, base radio/cell phone, control registers, occurrence book, guard house). Calculate SUB-TOTAL, VAT @15%, and TOTAL. All pricing must be in ZAR and include VAT. Sign the Costing Model.

Pricing must be in South African Rand (ZAR), final, and include VAT. Use the provided Costing Model without modification. Include all line items: Alarm system components (e.g., DSC Alarm panel, transformer, battery pack, keypad, sensors, panic buttons, siren, expander module), labour costs, cabling/glue costs, equipment monthly rental, armed response (per month), guarding services (Grade C guards, shifts, equipment like handcuffs, metal detector, gun safe, flashlight, baton, radio/cell phone, control registers, occurrence book, guard house). Submit SUB-TOTAL, VAT @15%, and TOTAL. All project milestones with costing must be listed.

Mandatory: Service provider must be accredited by PSIRA or SAIDSA. Security personnel must have PSIRA accreditation, Grade C qualification, recent SAPS Security Clearances, and CVs with 2+ years of experience. Submit organization profile, service delivery plan, and proof of insurance/warranty/support/maintenance. Bidders must be registered on the Central Supplier Database (CSD). Submit valid certified B-BBEE Certificate (SANAS Accredited Verification Agency or CIPC) or signed Sworn Affidavit for specific goals. Joint ventures must submit consolidated B-BBEE Verification Certificate. Deregistered/blacklisted companies (or linked individuals) will not be considered. Submit SBD Forms (SBD 1, SBD 4), General Conditions of Contract (GCC), and Unique Security PIN (SARS). Failure to submit B-BBEE proof results in no points for specific goals. All suppliers must comply with POPIA and PAIA.

Bidders must submit a valid certified B-BBEE Certificate from a SANAS Accredited Verification Agency or CIPC, or a signed Sworn Affidavit for specific goals. Joint ventures must submit a consolidated B-BBEE Verification Certificate for the bid. Failure to submit B-BBEE proof results in no points for specific goals. Specific goals are allocated 20 points in the 80/20 preference system.

The successful service provider must sign a Service Level Agreement (SLA) with ETDP SETA. Contract duration: Up to 31 March 2027, effective from the date of the last signatory on the SLA. ETDP SETA reserves the right to negotiate prices, cancel the bid, or not award it. Penalty fees may apply if the service level agreement is not met. ETDP SETA remains the sole owner of all content and material; no information may be shared without permission. Service providers must hand over all material to ETDP SETA at project completion.

Service provider must relocate services and equipment within the North-West Province at no cost to ETDP SETA if offices relocate. ETDP SETA reserves the right to negotiate prices and cancel the bid. Bids must hold good for 60 days. Blacklisted companies (National Treasury database) are disqualified. Due diligence will validate submitted information. All suppliers must comply with POPIA and PAIA; ETDP SETA treats data as private and confidential.

8.1. STAGE 1: Administrative Compliance [Folder A] signed forms with witnesses’ signature must be submitted and all applicable boxes be ticked.

• SBD 1 - Invitation to Bid
• SBD 4 - Declaration of Interest Completion in full of the General Conditions of Contract (GCC) Submit a “Unique security personal identification number (PIN) issued by SARS" which the SETA will use to verify the bidder’s tax matters prior to the award

Evaluation is based on qualitative and financial aspects. Bidders meeting mandatory requirements proceed to price and specific goals evaluation. Stages: Stage 1 (Administrative Compliance): Submit fully completed and signed SBD Forms (SBD 1, SBD 4), General Conditions of Contract (GCC), and a Unique Security Personal Identification Number (PIN) issued by SARS. Stage 2 (Mandatory Requirements): Provide proof of accreditation by PSIRA or SAIDSA; security personnel must have PSIRA accreditation, Grade C qualification, recent SAPS Security Clearances, and CVs with 2+ years of experience; submit organization profile, service delivery plan, and proof of insurance, warranty, support, and maintenance for the contract period. Stage 3 (Pricing & Specific Goals): Submit a final, VAT-inclusive, signed Costing Model and SBD 6.1 (Preferential Points Claim Form). 80/20 preference point system: Price (80 points), Specific Goals (20 points). ETDP SETA applies the Preferential Procurement Policy Framework Act and Regulations (2022). Failure to submit mandatory documents results in disqualification.