Supply, installation and maintenance of an integrated access security system (CCTV, access cards, palm-wave biometrics, boom gates and web-based visitor management) for the water research commission

SCM enquiries:

• Contact: The SCM Manager
• Email: [email protected]
• Telephone: 012 761 9300

Technical enquiries:

• Email: [email protected]
• Telephone: 012 761 9300

Fraud hotline (verification):

• Telephone: 0800 214 777
• Email: [email protected]

Submission address: online only via eTender portal (www.etenders.gov.za).

Service delivery address: WRC Office, 1609 Michael Thackeray, The Innovation Hub, Persequor, Tshwane, 0020.

Submission method: online only via National Treasury eTender portal (www.etenders.gov.za). No physical or couriered submissions accepted.

Closing: 03 December 2026 at 11:00 AM.

Bid validity: 120 days.

Document must be signed by authorised signatory in black ink; every page initialled.

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

• SBD 1 (Invitation to Bid): offer cover page with bidder details.
• SBD 4 (Declaration of Interest): discloses state employment or connections.
• SBD 6.1 (Preference Points Claim): claims B-BBEE specific goals points.
• SBD 7 (Contract Form): signed by successful bidder.
• SBD 8 (Past SCM Practices): declares supply chain history.
• SBD 9 (Independent Bid Determination): certifies no collusion.
• Pricing Schedule: fully completed, fixed total price inclusive of VAT and all costs.
• B-BBEE certificate or sworn affidavit (EME/QSE).
• CSD Compliance History Report.
• Business registration certificate (CK1 / incorporation).
• PSIRA Company Registration Certificate or Letter of Good Standing.
• PSIRA registration certificates for all directors active in security business.
• Certified SA ID copies for all directors and proposed technicians.
• SAIDSA membership certificate (good standing).
• COIDA Letter of Good Standing from Compensation Fund.
• Letter from access control software developer confirming accredited implementation/support partnership (or proof of ownership + training/support plan if in-house).
• Bank rating/confirmation letter (≤6 months old).
• Public liability insurance proof (minimum R3 million cover).
• OEM training certificates for proposed technicians.
• Authority to sign (board resolution).

Disqualification risks: late submission; incomplete/unsigned forms; fraudulent information; non-compliance with mandatory requirements; false declarations; listed on National Treasury restricted supplier database; bidder or directors in service of the state.

Five-phase evaluation:

1. Admin Compliance (Phase 1): verification of completeness and required documents; no elimination.
2. Mandatory Requirements (Phase 2): all listed mandatory documents must be submitted; failure = non-responsive, eliminated.
3. Technical/Functional (Phase 3): minimum qualifying score 75%; only bidders meeting threshold proceed.
4. Specification Compliance (Phase 4): full compliance with technical specifications required; failure = eliminated.
5. Price & Specific Goals (Phase 5): 80/20 PPPFA split (price 80, specific goals 20). Highest points recommended for award.

Specific Goals (20 points):

• Women/Youth/Disability ownership ≥30%: 10 points.
• B-BBEE status level: Level 1=10, Level 2=8, Level 3=6, Level 4=4, Level 5=2, Level 6-8=1, Non-compliant=0.

B-BBEE evidence: EMEs (≤R10m) – sworn affidavit; QSEs (≤R50m) – certificate or qualifying affidavit; >R50m – valid SANAS/IRBA certificate.

Sub-contracting limit: >25% to enterprise with lower B-BBEE level not allowed unless EME with capability.

Scope: design, supply, delivery, installation, configuration, testing, training, commissioning, integration, maintenance and support of access security system at WRC office.

Components:

• CCTV cameras (IP-based).
• Access control: cards and palm-wave biometric readers.
• Boom gates (entrance & exit, 2 units) with manual/emergency opening.
• Web-based visitor management system with self-registration kiosk (Android tablet, touch screen, business card/passport/driver licence scanning, induction videos, questionnaires, photo capture, pre-registration, configurable fields, 12-month visitor data retention).

System architecture: tiered – head-end software on servers/workstations; intelligent field controllers with distributed intelligence; semi-intelligent sub-units reliant on IFCs.

Commissioning: verify each camera stream, recording, playback, retention; verify each access point credential handling; verify boom gate operation, safety devices, integration event logging.

User Acceptance Testing: WRC runs agreed test scripts; bidder supports UAT and resolves defects.

Handover: after documentation delivery, training completion, all high/critical defects closed.

Change control: formal change request process post-handover.

Training: detailed operation training for all security personnel on all installed systems/infrastructure; training manuals/SOPs supplied.

Software requirements: multiple secure user accounts with role-based access (admin, power user, normal user); enrol/deactivate officials and contractors; future multi-site expansion capability.

All equipment installed per manufacturer recommendations.

Detailed project plan required with methodology, staging, management, equipment schedules, milestones, installation timelines, trade requirements, final acceptance testing, personnel CVs, sample progress report.

Pricing: fixed total bid price in ZAR, inclusive of VAT, all taxes, price fluctuations (including exchange rates), supply, delivery, maintenance and all related costs for contract duration. Annual escalation per latest CPI.

Bid security: not explicitly stated.

Public liability insurance: minimum R3 million cover (proof required).

Financial capacity: bank rating/confirmation letter from registered financial institution dated ≤6 months before closing.

Payment terms: original, correct, complete tax invoices and monthly statements submitted after WRC acknowledges receipt of services/goods. Invoices and statements due by 1st business day of calendar month for payment by end of same month; otherwise paid end of following month. No penalty interest for late payment. Payment by electronic bank transfer at WRC discretion. Subject to WRC Special Terms and Conditions of Contract.

Mandatory eligibility:

• CSD registration (CSD number required; MAAA prefix noted).
• SARS Tax Compliance Status PIN (or printed TCS certificate).
• B-BBEE certificate (SANAS/IRBA) or sworn affidavit (EME/QSE) for specific goals points.
• PSIRA Company Registration Certificate or Letter of Good Standing.
• PSIRA registration for all directors active in security business.
• South African citizenship for all directors (certified ID copies).
• SAIDSA membership certificate (good standing).
• South African citizenship for all proposed technicians (certified ID copies).
• COIDA Letter of Good Standing from Compensation Fund.
• Accredited implementation/support partner letter from access control software developer (or proof of ownership + training/support plan if in-house).
• OEM training certification for proposed technicians on proposed equipment.
• Business registration certificate (CK1 / incorporation).
• Standard Bidding Documents: SBD 1, 4, 6.1, 7, 8, 9 completed and signed.
• Authority to sign (board resolution).
• No bids from persons in service of the state, companies with directors in state service, or restricted suppliers.
• No fraudulent/misleading information.
• Compliance with all mandatory requirements in Phase 2.