Maintenance, servicing, repair and monitoring of intruder alarm system at sadpmr head office, kempton park – 36 months

Returnable forms - all must be completed, signed and submitted with the quotation:

• Standard National Treasury forms (SBD/MBD prefix): SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), SBD 9 (Certificate of Independent Bid Determination), and any other forms specified in the bid document.
• Submit the bid before the closing time. The closing time is 09:00 on 6 November 2026.
• Bids must be submitted to the South African Diamond and Precious Metals Regulator.

Bidders must be registered on the Central Supplier Database (CSD).

Bidders must have a valid SARS tax clearance certificate (original) prior to award.

Bidders must not be involved in collusive bidding or restrictive practices as defined in the Competition Act.

Bidders must not be restricted from doing business with the public sector.

No specific scoring method or weighting is stated in the document.

The successful bidder will be appointed to render maintenance, servicing, repair and monitoring of intruder alarm systems for a period of 36 months.

No site-specific details (locations, quantities, or service levels) are provided in the document.

Performance security must be furnished within 30 days of notification of contract award, in the amount specified in the Special Conditions of Contract (SCC).

Performance security may be a bank guarantee, irrevocable letter of credit, cashier's cheque, or certified cheque.

Payment will be made within 30 days of submitting a valid invoice and delivery documentation.

Prices quoted in the bid may not vary, except as authorised in the SCC.

Mandatory compliance:

• Registration on Central Supplier Database (CSD).
• Valid SARS tax clearance certificate (original) submitted prior to award.
• No involvement in collusive bidding or restrictive practices (Competition Act).
• No restriction from doing business with the public sector.

Required standard forms:

• SBD 1 (Invitation to Bid) - bidder and contact details.
• SBD 4 (Declaration of Interest) - discloses any connection to state employees.
• SBD 6.1 (Preference Points Claim) - claims B-BBEE preference points.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• SBD 9 (Certificate of Independent Bid Determination) - certifies independent pricing.

No specific B-BBEE level, CIDB grade, or local content thresholds are stated.

The contract is governed by the General Conditions of Contract (GCC) July 2010 edition.

Special Conditions of Contract (SCC) supplement the GCC; where there is conflict, SCC prevails.

Contract amendments must be in writing and signed by both parties.

The supplier may not assign the contract or subcontract without prior written consent.

Delivery and performance must follow the time schedule in the contract; delays may incur penalties.

Penalties for late delivery/performance are calculated at the current prime interest rate per day of delay, deducted from the contract price.

The purchaser may terminate the contract for default if the supplier fails to deliver, perform, or engages in corrupt/fraudulent practices.

The purchaser may restrict the supplier from doing business with the public sector for up to 10 years for default.

Force majeure may excuse delays if properly notified.

The contract is in English and governed by South African law.

Disputes are to be resolved amicably, then via mediation, then in a South African court.

Supplier liability is limited to the total contract price, except for criminal negligence/willful misconduct or IP infringement.

The supplier must indemnify the purchaser against third-party claims of patent/trademark/design infringement.

Confidentiality: the supplier may not disclose contract documents or information without consent.

The purchaser may audit the supplier's records relating to contract performance.

The South African Diamond and Precious Metals Regulator (SADPMR) requires a bidder to provide maintenance, servicing, repair and monitoring of its intruder alarm system at the head office in Kempton Park, for 36 months, on a 24/7 basis. The service will be contracted as a call-out arrangement.

Briefing session:

• Date: 02 November 2026
• Time: 10:00
• Venue: Microsoft Teams (online). Join link and meeting ID provided in the bid pack.
• Attendance is not marked as compulsory.

Closing date and time:

• 06 November 2026 at 11:00

Technical enquiries:

• Contact: Ms. Cynthia Khadiamovha
• Email: [email protected]
• Telephone: (011) 223 7000

Administrative / bidding procedure enquiries:

• Contact: Mr. Njabulo Mavuma
• Email: [email protected]
• Telephone: (011) 223 7000

Submission email:

• [email protected]

Postal address:

• P.O. Box 16001, Doorfontein, 2028

Submission method and address:

• Method: email
• Submission email: [email protected]
• Closing time: 06 November 2026 at 11:00

Returnable documents (all must be completed, signed and submitted):

• Quotation on business letterhead, with an Excel spreadsheet of prices.
• SBD 1 (Invitation to Bid): the signed cover page with bidder details.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution. False disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• Certified copy of ID of the bidder/signatory.
• CSD full registration report (with CSD number).
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs).
• CIPC documents.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks:

• Late submissions.
• Quotation not on the business letterhead.
• Missing or unsigned returnable forms.
• Failure to submit PSIRA registration and letter of good standing.
• Bidders employing persons in the service of the state will not be considered.

Two-phase evaluation:

Phase 1 – Functionality (minimum qualifying score: 60%):

• Company experience (weight 50 points): minimum 2 years in maintenance, service, armed response and monitoring of intruder alarm systems or similar. Scoring: 0–1 yr = 0; 2–3 yrs = 10; 4–7 yrs = 20; 8–14 yrs = 40; 15+ yrs = 50.
• Team leader (weight 30 points): qualifications, skills and experience with intruder alarm systems. Scoring: 1–3 yrs = 10; 4–6 yrs = 20; 7–10 yrs = 25; >10 yrs = 30. Attach CV.
• References (weight 15 points): three reference letters from previous similar projects. Scoring: 1 letter = 5; 2 letters = 10; 3+ letters = 15.
• Infrastructure (weight 5 points): office base in Gauteng, with municipality bill or lease agreement and contacts; due diligence will be conducted.
• Nothing attached for an item scores zero.

Phase 2 – Price and specific goals (80/20 system):

• Price: maximum 80 points, using the prescribed formula.
• Specific goals: maximum 20 points, split as: black woman-owned 10; youth-owned 5; SMME 5.
• Specific-goal points require CIPC proof and a CSD report dated within 3 months of the closing date; otherwise zero.
• Final award goes to the bidder with the highest combined price and specific-goal score.

The department requires maintenance, servicing, repair and monitoring of the intruder alarm system at the SADPMR head office in Kempton Park.

• Contract period: 36 months, commencing after a letter of appointment, an order and a signed Service Level Agreement.
• Service must operate 24 hours, 7 days a week.
• Standard maintenance response: within 6 hours on-site after request.
• Emergency repairs during working hours: within 4 hours, with no carryover to the next day.
• Emergency calls logged after 12:00 carry over to the next working day.
• General maintenance is carried out only during normal working hours.
• If the system is found non-functional during maintenance, the contract may be terminated immediately.
• The bidder provides a report on maintenance and repairs; the SADPMR decides on any replacement of obsolete equipment.

Company experience: minimum 2 years in maintenance, service, armed response and monitoring of intruder alarm systems or similar; attach company profile or track record. Team leader: must have qualifications, skills and experience; attach CV. References: three reference letters from previous similar projects, on company letterhead and signed.

Pricing must be on a call-out fee basis, quoted on the pricing schedule. Firm prices, inclusive of VAT, valid for 90 days from the closing date.

Mandatory eligibility:

• CSD registration with a valid CSD number.
• Tax compliance: SARS TCS PIN or a printed TCS certificate; a CSD number may substitute if no PIN.
• PSIRA registration and letter of good standing – automatic disqualification if not submitted.
• No persons in the service of the state, or entities with such directors/members.

Security and vetting:

• All bidder personnel and directors/members must be security screened and vetted.
• Sign a Declaration of Secrecy and indemnities for loss, injury and third-party claims.

Specific-goal evidence:

• CIPC proof and CSD report dated within 3 months of closing date.

Security screening of bidder personnel is a specific contract condition. The SADPMR may remove any person from site for security reasons, without cost to the SADPMR. The bidder must sign declarations of secrecy and indemnities covering loss, injury and third-party claims.

Phase 1 functionality criteria with minimum 60% to proceed:

• Company experience (50 pts)
• Team leader experience (30 pts)
• References (15 pts)
• Infrastructure in Gauteng (5 pts)

Phase 2 uses the 80/20 preference point system for price and specific goals.