Security guarding and alarm system services – merseta mpumalanga regional office (42 months)

{"closingDate":"31 AUGUST 2026","closingTime":"31","briefingSession":"{"date":null,"time":null,"venue":"the bidder’s premises or client sites,","is_compulsory":false}"}

{"name":null,"email":"[email protected]","phone":null,"department":"Supply Chain Management","address":"Q NUMBER: RFQ/FAC/26/27/112 INVITATION DATE: 20 August 2026"}

Quotations must be submitted by email to [email protected], with the RFQ number and description in the email subject. Late submissions after the closing date and time will not be considered. The official merSETA quotation form must be used; additional pricing breakdowns may be attached on company letterhead. Any alterations to the bid must be initialled. The price declaration governs if totals differ. Returnable documents: completed and signed SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form), pricing schedule, CSD registration number, B-BBEE certificate, references for similar work, and any certifications required by the specifications. Failure to complete SBD 4 may result in disqualification.

Returnable Documents: quotation must include total price including all related expenses, firm prices inclusive of VAT, references for similar work (if required), CSD registration number, copy of BBBEE Certificate, fully completed and signed Standard Bidding Documents (SBD) forms, and any certification required by specifications. Tax matters must be in order as reflected on CSD at time of award.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide a valid CSD number. Tax matters must be in order and reflected on CSD. Bidders must submit: valid CIDB registration (where applicable), valid tax compliance status PIN, company registration documents (CIPC), valid Letter of Good Standing with the Compensation Fund (COIDA) where applicable, PSIRA registration certificate for the company, PSIRA registration certificate for the security personnel, proof that the monitoring control room is accredited and operational 24 hours, proof of armed response capability within the eMalahleni/Witbank area, and three contactable references for similar projects completed within the last five years. Bidders must complete and submit all required SBD forms: SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form), and the pricing schedule. Failure to complete SBD 4 may result in disqualification. Bidders must also complete the Authority to Sign form and attach a company resolution where applicable. Quotations must be submitted by email to [email protected] before the closing date and time; late submissions will not be considered. Prices must be firm and valid for at least 60 days from closing date. Bidders must declare any relationship with state employees or merSETA personnel as required by SBD 4.

The merSETA is the Manufacturing, Engineering and Related Services Education and Training

Authority established to promote the Skills Development Act, (Act ). It facilitates skills

development in the following sectors: metal, automotive manufacturing, retail motor and

component manufacturing, new tyre manufacturing and plastics manufacturing.

2. Objective

The purpose of this appointment is to procure the services of a qualified and experienced service

provider to install, monitor, and maintain an electronic alarm system at the merSETA Regional

Office. The appointed service provider will also be responsible for providing trained and licensed

physical security personnel to perform guarding services, ensuring the safety and security of the

premises, employees, visitors, assets, and information.

2. Service Location

merSETA Mpumalanga Regional Office

Section 1, No. 8 Corridor Crescent

Route 4 Business Park

Ben Fleur Extension 11

Witbank (eMalahleni)

Mpumalanga

3. Contract Period

The contract shall commence on date of the contract and terminate on 31 March 2030, subject

to satisfactory performance and the terms and conditions of the agreement.

4.1. Physical Security Guarding

The primary objective of the physical security guarding service is to safeguard the merSETA

Regional Office by controlling access, protecting employees, visitors, assets, and information,

and maintaining a safe and secure working environment. The security officer will serve as the

first point of contact for visitors, provide a professional representation of the organisation, and

respond appropriately to security-related incidents and emergencies

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4.1.1. Scope of Services

The appointed service provider shall provide one (1) qualified, trained, and PSIRAregistered Security Officer to perform the following duties:

• Provide one (1) security officer on a day shift of ten (10) hours per day, Monday to Friday,

excluding public holidays unless otherwise instructed by merSETA.

• Control and monitor access to the premises by checking identification, verifying

appointments, and ensuring that only authorised persons are permitted entry.

• Screen all visitors using appropriate security screening equipment to ensure that

prohibited or dangerous items, including weapons, are not brought onto the premises.

• Register all employees, visitors, contractors, and service providers entering and exiting

the premises, maintaining accurate visitor and access control records.

• Monitor all entry and exit points to prevent unauthorised access and ensure compliance

with merSETA's security and access control procedures.

• Conduct regular patrols of the premises, where applicable, to identify security risks,

suspicious activities, or safety hazards.

• Maintain a visible security presence to deter criminal activity, vandalism, theft, and other

security threats.

• Protect merSETA's employees, visitors, assets, equipment, confidential information, and

property from loss, damage, theft, or unauthorised removal.

• Inspect and verify all company assets, equipment, and materials being removed from the

premises, ensuring that the appropriate authorisation has been obtained.

• Supervise all visitor movements within the premises and ensure visitors are escorted

where required.

• Monitor CCTV systems, alarm notifications, and other security systems where applicable,

and report any irregularities immediately.

• Respond promptly and appropriately to security incidents, emergencies, alarms, medical

emergencies, fire incidents, and other unforeseen situations in accordance with

established emergency procedures.

• Manage volatile or potentially dangerous situations professionally and take appropriate

action to safeguard employees, visitors, and the premises until emergency services or

management arrive.

• Enforce merSETA's security policies, procedures, and building rules, and report any

violations or suspicious activities.

• Maintain a detailed Occurrence Book (OB) and record all incidents, observations, visitor

activities, and security-related events during each shift.

• Submit daily occurrence reports and comprehensive weekly and monthly incident reports

to the designated merSETA representative.

• Immediately report all security breaches, criminal activities, accidents, or emergencies to

the designated merSETA official and, where necessary, the relevant law enforcement

authorities.

• Maintain professional conduct at all times and provide courteous customer service while

interacting with staff, visitors, contractors, and members of the public.

• Perform any additional security-related duties reasonably required by merSETA to

support the safety and security of its operations.

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4.1.2. Security Officer Requirements

The appointed Security Officer shall:

• Be registered with the Private Security Industry Regulatory Authority (PSIRA) and

possess a valid PSIRA registration certificate.

• Be suitably trained, competent, and experienced in access control, customer service,

incident management, emergency response, and conflict resolution.

• Wear a complete, clean, and clearly identifiable security company uniform at all times

while on duty.

• Display a valid company identification card and PSIRA identification.
• Be equipped with all necessary operational equipment required to perform security duties

effectively, including, where applicable:

o Two-way radio or communication device.

o Metal detector (hand-held scanner).

o Torch/flashlight.

o Occurrence Book (OB).

o Incident report forms.

o Personal Protective Equipment (PPE).

o Any other equipment required to execute the duties safely and efficiently.

The service provider shall ensure continuity of service by providing suitable relief personnel

during periods of absence due to leave, illness, or any other unforeseen circumstances,

ensuring that security coverage is maintained at all times during the contracted operating hours.

4.2. Alarm System

The primary objective of the alarm system is to provide continuous electronic security protection

for the merSETA Regional Office by detecting, deterring, and responding to unauthorised access,

intrusion, and other security threats. The system must enhance the overall security of the

premises by ensuring prompt notification and response to security incidents, thereby protecting

employees, visitors, assets, equipment, and confidential information.

4.2.1. Installation

The service provider shall install a complete alarm system consisting of: at security coverage is

maintained at all times during the contracted operating hours.

• Passive Infrared (PIR) Motion Detection Sensors positioned to provide optimal

coverage.

• Magnetic Door Contacts on all designated external access doors.
• Alarm Control Panel with a minimum capacity of 12 programmable zones (or as required

following site assessment).

• Fixed Panic Buttons strategically installed at designated locations.
• Internal Electronic Siren.
• Rechargeable Battery Backup capable of maintaining the system during power failures.
• Power Supply Unit and surge protection.
• Keypad(s) for arming and disarming the alarm system.
• All associated cabling, conduits, connectors, brackets and installation accessories.
• Programming, commissioning and testing of the complete system.

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4.2.2. Monitoring Services

The installed alarm system shall:

• Be linked to a 24-hour Security Monitoring Control Room.
• Be monitored continuously (24 hours per day, 7 days per week, including public

holidays).

• Automatically transmit alarm signals to the monitoring centre.
• Notify designated merSETA representatives of all alarm activations where applicable.

4.2.3. Armed Response

The service provider shall provide:

• 24/7 Armed Response Services.
• Response to verified alarm activations.
• Average response time of within 10 minutes, subject to prevailing traffic and operational

conditions.

• Incident reporting after every alarm activation.
• Escalation procedures where required.

4.2.4. Maintenance

The appointed service provider shall:

• Conduct preventative maintenance inspections at least twice annually.
• Repair faulty equipment within agreed service levels.
• Replace defective equipment under warranty where applicable.

Maintain the system in full working order throughout the contract period

• Provide telephonic technical support during and after office hours.

4.2.5. Rental

The monthly rental shall include:

• Use of all alarm equipment.
• Monitoring services.
• Armed response.
• Routine preventative maintenance.

5. Minimum Technical Requirements

The installed alarm system shall:

• Comply with relevant South African National Standards (SANS).
• Use only SABS-approved equipment and materials.
• Have battery backup capable of operating during electricity outages.
• Be expandable for future office requirements.
• Be capable of event logging and alarm history reporting.
• Be installed neatly with concealed cabling where practical.

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6. Supplier Requirement

Prospective bidders must meet the following minimum requirements:

Mandatory Requirements

The bidder must submit:

• Valid CIDB Registration Certificate (where applicable).
• Proof of registration on the Central Supplier Database (CSD).
• Valid Tax Compliance Status PIN.
• Company Registration Documents (CIPC).
• Valid Letter of Good Standing with the Compensation Fund (COIDA), where applicable.
• PSIRA Registration Certificate for the company.
• PSIRA Registration Certificate for the Security Personnel
• Proof that the monitoring control room is accredited and operational on a 24-hour basis.
• Proof of Armed Response capability within the eMalahleni/Witbank area.
• Three (3) contactable references for similar projects completed within the last five years.

7. Compliance Requirements

The successful bidder shall ensure:

• All materials and equipment are SABS approved.
• Installation complies with Occupational Health and Safety Act requirements.
• Qualified and competent technicians perform the installation.
• All work is carried out with minimal disruption to merSETA operations.
• All waste generated during installation is removed from site.
• The system is fully tested and commissioned before handover.

8. Deliverables

The successful bidder shall provide:

• Installed and fully operational alarm system.
• User training for designated merSETA personnel.
• System configuration documentation.
• Warranty documentation.
• Maintenance schedule.
• Emergency contact details.
• Service Level Agreement (SLA).
• Monthly monitoring reports upon request.
• Incident reports for all alarm activations.

The RFQ will be evaluated using a three (03) evaluation approach:

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Stage 1: Compliance with Administrative and Mandatory Requirements.

Stage 2: Evaluation of Compliance to Specifications

Stage 3: Price and Preference goals

6.1 First stage: Compliance with Administrative and Mandatory Requirements

a) Bidder completed all RFQ Forms

b) Bidder registered on National Treasury CSD (Provide a valid CSD Number)

c) Pricing Schedule

d) SBD 4 – Bidders disclosure

e) SBD 6.1. Preference Points Claim form

f) SBD 7.1 Contract forms

g) Any other mandatory required

6.2 Second Stage: Compliance to Specifications or Functionality Scoring (if applicable)

The purpose of the technical evaluation criteria (functionality or compliance to specification) is

to determine capacity and technical responsiveness of each proposal by assessing the quality

thereof. Below is a detailed breakdown of the scoring criteria. Bidders from the second stage

who have complied with the specifications or achieved required minimum threshold points will

be eligible to progress to the next stage to be evaluated on points for Price and Specific Goals.

6.3 Third Stage: Price and Preference goals

a) After the evaluation of mandatory/administrative requirements, functionality and or

compliance to specification, the next stage of evaluation of the bids will be in respect of

price and preferential points only.

b) In compliance with the Preferential Procurement Regulations 2022, the 80/20 preference

point system is applicable: points for this bid shall be awarded for Price (80) and 20)

Preference as defined in SBD 6.1

c) Preferential goals and applicable points for this RFQ in terms of Preferential Procurement

Regulations 2022, are indicated in the table below:

for the merSETA Regional Office by detecting, deterring, and responding to unauthorised access,

intrusion, and other security threats. The system must enhance the overall security of the

premises by ensuring prompt notification and response to security incidents, thereby protecting

employees, visitors, assets, equipment, and confidential information.

4.2.1. Installation

The service provider shall install a complete alarm system consisting of: at security coverage is

maintained at all times during the contracted operating hours.

• Passive Infrared (PIR) Motion Detection Sensors positioned to provide optimal

coverage.

• Magnetic Door Contacts on all designated external access doors.
• Alarm Control Panel with a minimum capacity of 12 programmable zones (or as required

following site assessment).

• Fixed Panic Buttons strategically installed at designated locations.
• Internal Electronic Siren.
• Rechargeable Battery Backup capable of maintaining the system during power failures.
• Power Supply Unit and surge protection.
• Keypad(s) for arming and disarming the alarm system.
• All associated cabling, conduits, connectors, brackets and installation accessories.
• Programming, commissioning and testing of the complete system.

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4.2.2. Monitoring Services

7.1 The merSETA reserves the right, at any time prior to the closing date, to amend any bid condition,

the bid validity period, the RFQ specifications, or to extend the closing date. Where bidder

particulars are available, merSETA shall notify affected bidders in writing and publish such

amendment on its website. Bidders remain responsible for monitoring the website prior to

submission.

7.2 The merSETA shall not be obliged to accept the lowest-priced bid or any bid, whether in whole

or in part. Award shall be made to the bidder that, in merSETA’s sole discretion, demonstrates

the requisite capability and submits a bid that is functionally compliant and financially

advantageous to merSETA.

7.3 The merSETA reserves the right to award this bid in whole or in part.

7.4 merSETA reserves the right to conduct site inspections at the bidder’s premises or client sites,

where deemed necessary.

7.5 merSETA reserves the right to require any information, agreement, or supporting document

necessary to verify a bid. By submitting a bid, the bidder consents to such verification, including

9. SBD 7.1 Contract Form - Purchase of Goods/Works

Submission of Quotation

Quotations must be clearly marked: RFQ Number & Description of the required goods/services’

Offers shall be submitted by email to: [email protected] using the RFQ number as

the email subject.

Quotations received late / after the closing date and time will not be considered

Report unethical conduct on our Fraud Hotline: 0800 333 057

Stop scammers / theft / fraud / dishonesty / bribery /blackmail / intimidation and remain anonymous.

Document Title Request for Quotation(s)

Document Number SCM–TP-008 Revision Date 01 June 2026

Page Number of 9 *Next Revision Date 31 May 2031

Revision Number Rev 04 Access Controlled

Reviewed: Senior Manager: SCM Approved: Acting Chief Executive Officer

Bidders Information

Company Name

Company Registration number

VAT registration number

Contact Person

Telephone number

Cell number

E-mail address

Postal address

Physical address

CSD Supplier number

I certify that the information furnished on this form is true and correct. I further accept that, in

addition to cancellation of a contract, action may be taken against me should this declaration prove

to be false.

Name of Representative Signature Date

(Duly Authorised)

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Terms and Conditions of Request for Quotation (RFQ)

1. Any alteration made by the bidder must be initialled.
2. Submission of quotes received late (after the closing date and time) will not be considered.
3. The price(s) quoted shall be valid for a minimum period of 60 days from the closing date and

time of this RFQ.

4. Bidders must be registered on the National Treasury’s Central Suppliers Database.
5. The price(s) quoted must be firm and inclusive of value-added tax (VAT) where applicable.
6. The price(s) must include all related expenses, i.e., transport, accommodation, etc. (where

applicable).

7. This quotation is subject to the Preferential Procurement Policy Framework Act and the

Preferential Procurement Regulations, 2022; the General Conditions of Contract (GCC) and if

applicable any other Special Conditions of Contract.

8. The applicable preference point system for this tender is the 80/20 preference point system,

Failure on the part of a tenderer to submit proof or documentation required in terms of this RFQ

to claim points for specific goals, will be interpreted to mean that preference points for specific

goals are not claimed by the bidder. Kindly refer to SBD 6.1 form for additional information.

9. Suppliers must complete the attached SBD 4 – Bidders disclosure, failure to complete these

documents may result in the quotation being disqualified.

10. Quotations must be in accordance and comply with the terms of reference/specifications provided,

unless otherwise stipulated.

11. The official merSETA quotation form must be used to quote the offered price. Should the

allocated price page be insufficient, the tenderer may supplement the price page with an

additional pricing breakdown on the company letterhead.

12. Price Declaration must be completed, and should the total RFQ prices differ, the one indicated

on the price declaration shall be considered the correct price.

13. The successful supplier may be required to complete and sign and SLA or a written Contract

Form SBD 7.1 or SBD 7.2. (If applicable)

14. This document may contain confidential information that is the property of merSETA.
15. No part of the contents may be used, copied, disclosed or conveyed in whole or in part to any

party in any manner whatsoever other than for preparing a proposal in response to this RFQ,

without prior written permission from merSETA and the Bidder.

16. All Copyright and Intellectual Property herein vests with merSETA and its Bidder.
17. Responses to this RFQ must be submitted by email [email protected].
18. It is the responsibility of the bidder to ensure that its response reaches merSETA on or before the

closing date and time of the RFQ.

19. No services must be rendered or goods delivered before acceptance of the official merSETA

appointment letter or a Purchase Order form has been received.

20. The merSETA reserves the right to appoint more than one supplier/service provider and

or to award the quote as whole or in part.

21. A full copy of General Conditions of Contract (GCC) are available and may be accessed for

reference purposes on the National Treasury website by following the link below;

(https://www.treasury.gov.za/divisions/ocpo/sc/generalconditions/general%20conditions%20of%20con

tract.pdf)

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Undertaking by Bidder

1. I/We hereby quote to supply all or any of the supplies and/or to render all or any of the

services described in the attached documents to merSETA on the terms and conditions. In

accordance with the specifications stipulated in the quotation documents (and which shall be

taken as part of and be incorporated into this quote) at the prices and on the terms regarding

time for delivery and/or execution inserted therein.

2. I/we agree that:

(a) the offer herein shall remain binding upon me and open for acceptance by merSETA

during the validity period indicated and calculated from the closing time of the quote;

(b) this quote and its acceptance shall be subject to the Public Finance Management Act,

1999, the merSETA Supply Chain Management Policy and Procedures, the General

and Special Conditions of Contract as may be applicable, with which I/we am fully

acquainted;

(c) if I/we withdraw my quote within the period for which I/we have agreed that the quote

shall remain open for acceptance, or fail to fulfil the contract when called upon to do

so. The merSETA may, without prejudice to its other rights, agree to the withdrawal of

my quote or cancel the contract that may have been entered into between merSETA

and I/us. I/we will then pay to merSETA any additional expenses incurred for having

either to accept any less favourable quote or, if fresh quote have to be invited, the

additional expenditure incurred by the invitation of fresh quotes and by the subsequent

acceptance of any less favourable quotes.

(d) the merSETA shall reserve the right to recover such additional expenditure by set-off

against monies which may be due to me under this, or any other tender or contract or

against any guarantee or deposit that may have been furnished by me or on my behalf

for the due fulfilment of this or any other tender or contract. Pending the ascertainment

of the amount of such additional merSETA may sustain by reason of my default;

(e) if my quote is accepted, the acceptance may be communicated to me by electronic

mail, to the email address supplied in my quotation document;

(f) the law of the Republic of South Africa shall govern the contract created by the

acceptance of my quote and I choose domicilium citandi et executandi in the Republic

at (full physical address) :

3. I/we furthermore confirm that I/we have satisfied myself as to the correctness and validity of

my quote: that the price(s), rate(s) and preference quoted cover all of the work/item(s) and

my obligations under a resulting contract, and I accept that any mistakes regarding the

price(s) and calculations will be at my risk.

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4. I/we hereby accept full responsibility for the proper execution and fulfilment of all obligations

and conditions devolving on me under this agreement, as the Principal(s) liable for the due

fulfilment of this contract.

5. I/we agree that any action arising from this contract may in all respects be instituted against

me and I/we hereby undertake to satisfy fully any sentence or judgement which may be

pronounced against me as a result of such action.

6. I/we confirm that I/we have declared all and any interest that I or any persons related to my

business has with regard to this quote or any related quotations by completion of the Bidder’s

Disclosure Section.

7. I/we, the undersigned, who warrant that i AM duly authorised to do

So on behalf of the tenderer, certify that the information supplied

In terms of this document is correct and true, that the signatory to

This document is duly authorised and acknowledge that:

(1) The tenderer will furnish documentary proof regarding any tendering issue to the

satisfaction of the merSETA, if requested to do so.

(2) If the information supplied is found to be incorrect and/or false then merSETA, in

addition to any remedies it may have, may: -

a) Recover from the contractor all costs, losses or damages incurred or sustained by

merSETA as a result of the award of the contract, and/or

b) Cancel the contract and claim any damages which merSETA may suffer by having

to make less favourable arrangements after such cancellation.

Name of Representative Signature Date

(Duly Authorised)

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Authority to sign

Tender/RFQ NO: ___________ Description: ______________________________________

Indicate the business/entity type of the tenderer by ticking the appropriate box hereunder:

Close Joint Sole

Company Corporation Partnership Venture Proprietor

The tenderer must complete the fields set out below for the relevant category applicable to them, and attach

their Registration Certificates for Companies, Close Corporations and Partnerships, or Agreements

and Powers of Attorney for Joint Ventures, or ID documents to the support data provided at the end of

this form.

I/We, the undersigned, being the Board of Directors / Members /Partners in the business trading

as:

Business Name:

Registration No:

Hereby authorise/resolved that Mr/Ms______________________________, in his/her capacity as

_________________________, is authorised to make applications and or sign on behalf of the

Company / Close Corporation / Partnership / Trust /Joint Venture, all documents in connection

with the tender, any contract resulting from our bid and any other documents and correspondence

in connection with this bid and /or contract. Resolution by Board of Directors to be attached for

Company

Signature of Signatory:_____________________________ Date: _____________

Sole Proprietor: I, _________________________hereby confirm that I am the sole owner of the

business trading as: _____________________Signature

CC Member/s, Partners, JV Partner Signatures:

Name Signature Date

NB: Failure to complete, sign and date the resolution as outlined above will negatively impact and

delay contract signing. Bidders may attach a signed company resolution on a company letterhead

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SBD 4 - Bidder’s Disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line

with the principles of transparency, accountability, impartiality, and ethics as enshrined in the

Constitution of the Republic of South Africa and further expressed in various pieces of legislation,

it is required for the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise, employed by the state YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or

any person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest in the enterprise have any interest in any other related

enterprise whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

1 the power, by one person or a group of persons holding the majority of the equity

of an enterprise, alternatively, the person/s having the deciding vote or power to

influence or to direct the course and decisions of the enterprise.

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8. Pricing Schedule
9. SBD 7.1 Contract Form - Purchase of Goods/Works

allocated price page be insufficient, the tenderer may supplement the price page with an

additional pricing breakdown on the company letterhead.

shareholders, or members.

7.6 In addition to the references submitted, merSETA reserves the right to consider its own past

experience with any bidder that has supplied similar goods/ rendered similar services to merSETA

within the preceding five (5) years.

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Pricing Schedule: Firm Prices

Note 1:

a) Only firm prices will be accepted. Non-Firm prices (including prices subject to rates of

exchange variations) will not be considered

b) In cases where different delivery points influence the pricing, a separate pricing schedule

must be submitted for each delivery point

agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Proof of tax compliance status;
• Pricing schedule(s);
• Specification(s) or Terms of Reference;
• Preference claim form for Preferential Procurement in terms of the Preferential

Procurement Regulations;

• Bidder’s Disclosure form;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s)

and rate(s) quoted cover all the goods and/or works specified in the bidding documents; that the

price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and

rate(s) and calculations will be at my own risk.

PRICING SCHEDULE – 3 YEARS AND 6 MONTHS (42 Months)

Year 1 – 12 Year 2 – 12 Year 3 – 12

Once-off Fixed Final 6 Months (VAT

Description Months (VAT Months (VAT Months (VAT

Cost (VAT Incl.) Incl.)

Incl.) Incl.) Incl.)

Payment Terms: Payment Terms

5.1 The merSETA undertakes to pay valid invoices in full within 30 (thirty) days from statement date

for work done to its satisfaction upon presentation of a substantiated claim. The merSETA shall

not pay for any unproductive or duplicated time spent by the service provider on any assignment

because of staff changes, inefficiencies or rework.

Tax Compliance Status PIN

tax compliance status

CSD Number)

Central Supplier Database (CSD)

Central Supplier Database registration number

appointment letter or a Purchase Order form has been received

d) SBD 4 – Bidders disclosure

e) SBD 6.1. Preference Points Claim form

Preference as defined in SBD 6.1

CIPC Certificate or ID or CSD

d) Central Supplier Database registration number

Regulations and reflect accordingly on CSD. It is therefore a condition of this RFQ that the tax

4. Bidders must be registered on the National Treasury’s Central Suppliers Database.

goals are not claimed by the bidder. Kindly refer to SBD 6.1 form for additional information.

9. Suppliers must complete the attached SBD 4 – Bidders disclosure, failure to complete these

appointment letter or a Purchase Order form has been received.

Points Allocation: 3 points

B-BBEE Details: the next stage of evaluation of the bids will be in respect of

price and preferential points only.

b) In compliance with the Preferential Procurement Regulations 2022, the 80/20 preference

point system is applicable: points for this bid shall be awarded for Price (80) and 20)

Preference as defined in SBD 6.1

c) Preferential goals and applicable points for this RFQ in terms of Preferential Procurement

Regulations 2022, are indicated in the table below:

Specific goal Points Example of Submission Tick if Indicate document that

provided has been submitted

Black People Ownership – 6 Valid B-BBEE certificate/Affidavit

51% or more or CIPC B-BBEE Certificate, or

CIPC Certificate or ID or CSD

Black Women Ownership – 4 Valid B-BBEE certificate/Affidavit

30% or More or CIPC B-BBEE Certificate, or

CIPC Certificate or ID or CSD

Black Youth Ownership – 4 Valid B-BBEE certificate/Affidavit

30% or More or CIPC B-BBEE Certificate, or

CIPC Certificate or ID or CSD

White Women Ownership – 2 Valid B-BBEE certificate/Affidavit

30% or More or CIPC B-BBEE Certificate, or

CIPC Certificate or ID or CSD

People with Disability (PwD) 4 Valid B-BBEE certificate/Affidavit or

Ownership CIPC B-BBEE Certificate, or CIPC

Certificate or ID or CSD

Total Points allocated 20

d) Failure on the part of a bidder to submit proof or documentation required in terms of this

RFQ to claim points for specific goals, will be interpreted to mean that preference points for

specific goals are not claimed by the bidder.

e) The merSETA reserves the right to require a bidder, either before a bid is adjudicated or at

of 24

any time subsequently, to substantiate any claim in regard to preferences, in any manner

required by merSETA.

f) merSETA reserves the right to conduct negotiations with the quali

Terms and Conditions: alterations must be initialled; late submissions not considered; prices valid for 60 days; bidders must be registered on CSD; prices firm and inclusive of VAT; prices include all related expenses; subject to PPPFA, Preferential Procurement Regulations 2022, GCC and Special Conditions; 80/20 preference point system applies; SBD 4 must be completed; quotations must comply with specifications; official merSETA quotation form must be used; price declaration governs if discrepancies; successful supplier may be required to sign SLA or SBD 7.1/7.2; confidential information; no services before appointment letter or purchase order; merSETA reserves right to appoint more than one supplier or award in whole or part. Payment terms: merSETA pays valid invoices within 30 days from statement date; no payment for unproductive or duplicated time. merSETA rights: may amend bid conditions, extend closing date, not obliged to accept lowest bid, may conduct site inspections, require verification including FICA checks, consider past experience with bidder.

Mandatory Requirements: Valid CIDB Registration Certificate (where applicable), proof of registration on Central Supplier Database (CSD), valid Tax Compliance Status PIN, Company Registration Documents (CIPC), valid Letter of Good Standing with Compensation Fund (COIDA) where applicable, PSIRA Registration Certificate for the company and security personnel, proof that monitoring control room is accredited and operational 24 hours, proof of Armed Response capability within eMalahleni/Witbank area, and three contactable references for similar projects completed within the last five years. Compliance: all materials SABS approved, installation complies with OHSA, qualified technicians, minimal disruption, waste removed, system tested and commissioned before handover. Deliverables: installed and operational alarm system, user training, configuration documentation, warranty documentation, maintenance schedule, emergency contacts, SLA, monthly monitoring reports, incident reports. Warranty: full warranty on installed equipment, against installation defects, replacement of defective equipment at no cost except for misuse, vandalism or force majeure.

6. Evaluation Process

The RFQ will be evaluated using a three (03) evaluation approach

Stage 1: Compliance with Administrative and Mandatory Requirements.

Stage 2: Evaluation of Compliance to Specifications

Stage 3: Price and Preference goals

6.1 First stage: Compliance with Administrative and Mandatory Requirements

e) SBD 6.1. Preference Points Claim form

6.2 Second Stage: Compliance to Specifications or Functionality Scoring (if applicable)

The purpose of the technical evaluation criteria (functionality or compliance to specification) is

to determine capacity and technical responsiveness of each proposal by assessing the quality

thereof. Below is a detailed breakdown of the scoring criteria. Bidders from the second stage

who have complied with the specifications or achieved required minimum threshold points will

be eligible to progress to the next stage to be evaluated on points for Price and Specific Goals.

6.3 Third Stage: Price and Preference goals

a) After the evaluation of mandatory/administrative requirements, functionality and or

compliance to specification, the next stage of evaluation of the bids will be in respect of

price and preferential points only.

b) In compliance with the Preferential Procurement Regulations 2022, the 80/20 preference

point system is applicable: points for this bid shall be awarded for Price (80) and 20)

Preference as defined in SBD 6.1

c) Preferential goals and applicable points for this RFQ in terms of Preferential Procurement

Specific goal Points Example of Submission Tick if Indicate document that

Total Points allocated 20

RFQ to claim points for specific goals, will be interpreted to mean that preference points for

specific goals are not claimed by the bidder.