RFP 023/2025: three-year maintenance and call-out repair services for access control systems (tasez)

Closing Date: 23 July 2026 at 12:00. Last date for clarification requests: 17 July 2026. Compulsory briefing session: Date confirmed as 'Yes' but no specific date, time, or venue provided.

Enquiries: Lucy Kapa, SCM TASEZ. Contact Numbers: 012 940 6369 or 012 940 6969. Email: [email protected]. Submission Address: The Procurement Officer, Tshwane Automotive Special Economic Zone, Building 21, Main Reception, CSIR Offices, Meiring Naude Road, Brummeria, Pretoria.

Submit bids in a sealed envelope marked with RFP number, closing date, company name, and return address. Hand-deliver to: The Procurement Officer, Tshwane Automotive Special Economic Zone, Building 21, Main Reception, CSIR Offices, Meiring Naude Road, Brummeria, Pretoria. Include one original hardcopy and a flash disk with a scanned copy of the signed document. Electronic submissions are not allowed. Bids must be in the tender box by 12:00 on 23 July 2026. Late submissions will not be accepted. Amended bids may be submitted with the original bid before the closing date. All pages must be initialed. Required returnables: Company Registration (CIPC), Valid Tax Pin/TCS Certificate, B-BBEE Certificate or Sworn Affidavit, SBD 1, SBD 4, SBD 6.1, SBD 6.2, Pricing Schedule, Letter of Intent (for JV/Consortium), Letter of Authority (for JV/Consortium). Failure to submit all required documents will result in disqualification. All submissions must be in English. Validity period: 120 calendar days from closing date.

The Successful Bidder will be Required to Fill in and Sign a Written Contract Form (SBD7).

Scope: Appointment of two service providers for a 36-month maintenance and repair plan for access control systems on a call-out basis. Equipment: 10 turnstiles, 11 spike barriers (4x3m and 8x4m), 14 boom gates, 13 tenant gate motors (Hesto D5 Smart, Vantage, Ford Frame D5 Smart, Sodecia Centurion). Locations: Phase 1 and Phase 1A of TASEZ. Requirements: All minor and major services must comply with statutory requirements and manufacturer recommendations. Valid Certificate of Compliance required for all repairs. All supplied equipment must have a minimum 3-year warranty. Work must comply with: Protection of Information Act, Promotion of Access to Information Act, Promotion of Administrative Justice Act, Copyright Act, National Archives of South Africa Act, Public Service Act, Occupational Health and Safety Act, Criminal Procedure Act, Private Security Industry Regulatory Authority Act, Control of Access to Public Premises and Vehicle Act, Trespass Act, Electronic Communication and Transaction Act, Electronic Communication Security Act, Minimum Information Security Standards (MISS).

Bidder must provide: Reference letters for similar completed projects (4 letters = 50 points, 3 = 37.5, 2 = 25, 1 = 12.5, none = 0). Competent person CV with experience in maintaining access control systems (5+ years = 30 points, 3-4 years = 15, 1-2 years = 10, 0 years = 0). Competent person qualifications: Matric/N3 + Mechanical/Electrical Trade Test = 20 points. One name of the competent person must be provided for evaluation.

Complete the Pricing Schedule with: Preventative Maintenance Cost (including VAT). Ad-hoc Services: Competent person cost/hour (working and after hours), Assistant cost/hour (working and after hours), Material Cost Mark-up Percentage. Note: Successful bidder must submit 2 quotations for material before ad-hoc services are approved. Detailed costing is optional, but the above table must be fully completed. Total Bid Price (All Inclusive) must be indicated in words and figures.

Pricing must be VAT inclusive and quoted in ZAR. Prices must be firm and fixed from the RFP closing date for the contract duration. Use the provided costing template; failure to do so leads to disqualification. Include all costs (delivery, labor, etc.) in the proposal. Pricing Schedule must be completed, priced, signed, and legible. Ad-hoc services pricing: Competent person cost/hour (working and after hours), Assistant cost/hour (working and after hours), Material Cost Mark-up Percentage. Successful bidder must submit 2 quotations for material before ad-hoc services are approved. Total Bid Price (All Inclusive) must be indicated and match the pricing schedule. Contract duration: 36 months.

Mandatory Compliance: Register on Central Supplier Database (CSD) with up-to-date information (Business Registration, Directorship, Tax Compliance Status, Banking Information). Submit Valid Tax Compliance Status (TCS) Pin or CSD Report (not older than 3 months). TCS Pin can be obtained via SARS e-filing (www.sars.gov.za). For Consortia/Joint Ventures/Sub-Contractors, each party must submit separate TCS Certificate/Pin/CSD Report. B-BBEE: Minimum Level 3 or higher. Companies with <51% black shareholding (QSEs & Generics) must submit SANAS Accredited B-BBEE Verification Certificate. QSEs with ≥51% black shareholding and EMEs with turnover >R3M must submit SANAS-accredited B-BBEE certificate (40% sub-minimum on QSE Skills Scorecard required). EMEs with turnover <R3M may submit a sworn affidavit or CIPC certificate. Submit SBD 6.2 Local Content Declaration. No bids accepted from persons in the Service of the State or entities with directors/members in the Service of the State. Bidder’s servants prohibited from doing business with organs of state. Proof of registration with CSD not older than 3 months. Submit SBD 1, SBD 4, SBD 6.1, and SBD 6.2 forms.

Minimum B-BBEE status level of contributor 3 or higher required. Companies with <51% black shareholding (QSEs & Generics) must submit a valid SANAS Accredited B-BBEE Verification Certificate. QSEs with ≥51% or 100% black shareholding and EMEs with turnover >R3M must submit a SANAS-accredited B-BBEE certificate (40% sub-minimum on QSE Skills Scorecard required). EMEs with turnover <R3M may submit a sworn affidavit or CIPC certificate. Empowerment objectives include 30% SMME involvement. Appointed service provider must sub-contract practitioners from previously disadvantaged groups or local black-owned companies where scope permits.

All works must comply with the Occupational Health and Safety Act, 1993. Additional compliance required with Criminal Procedure Act, Private Security Industry Regulatory Authority Act, Control of Access to Public Premises and Vehicle Act, Trespass Act, and Minimum Information Security Standards (MISS).

Contract duration: 36 months. Contract terms include compliance with JBCC conditions, Special Conditions of Contract (SCC), Preferential Procurement Policy Framework Act 2000, and Preferential Procurement Regulations 2017. General Conditions of Contract are binding. TASEZ reserves the right to amend bid conditions, extend closing dates, and conduct site visits. Contract is subject to legislative frameworks and special conditions. Bidder must deliver securities, bonds, guarantees, and proof of insurance within 3 weeks of contract award. Agreement comes into effect upon receipt of signed copy; bidder has 5 working days to notify employer of any issues.

TASEZ considers all tender information proprietary and confidential. Bidders must not disclose or use information except for developing a response. All communication must be in writing to [email protected]. Clarification requests close 5 days before the RFP closing date (17 July 2026). Bidders may not contact other TASEZ employees regarding the bid. TASEZ reserves the right to amend bid conditions, extend deadlines, and reject non-compliant bids. Bid validity period: 120 calendar days from closing date. Late submissions are not accepted. Electronic submissions are not allowed.

Mandatory requirements: CIPC Registration, Valid Tax Clearance Certificate/Tax Pin, Valid CSD Report (not older than 3 months), Valid Letter of Good Standing (Department of Labour or RMA), Valid B-BBEE Certificate, Completed SBD 1, SBD 4, SBD 6.1, SBD 6.2, Pricing Schedule. Joint Ventures/Consortiums must submit separate documents for each party. Foreign bidders must confirm residency, branch, or establishment in RSA; if none, Tax Compliance Status is not required. Bidder’s servants prohibited from doing business with organs of state.

Bid evaluation follows a four-stage process: Administrative Requirements (pass/fail), Mandatory Returnables (pass/fail), Technical/Functionality Evaluation (minimum 70/100 points), and Price/Specific Goal (80/20 principle). Technical evaluation includes Company Experience (50 points), Competent Person Experience (30 points), and Competent Person Qualifications (20 points).