Construction works tender – eastern cape DPWI (SCMU5-26/27 0053): compulsory briefing, csd & tax compliance, 80/20 or 90/10 preference points

SCM enquiries:

• Email: [email protected]

Technical enquiries:

• Contact: Ms. Lizeka Kopolo
• Email: [email protected]
• Telephone: 082 520 1533

Employer's agent:

• Name: Lizeka Kopolo
• Address: Department of Public Works & Infrastructure, 55 Albany Rd, Gqeberha Central, Gqeberha, 6000
• Telephone: 082 5201 533
• Email: [email protected]

Fraud and tender abuse hotline: 0800 701 701

Submission address:

Department of Public Works & Infrastructure

Qhasana Building

Independence Avenue

Bhisho

Submission method: sealed envelope, deposited in the bid box at Department of Public Works & Infrastructure, Qhasana Building, Independence Avenue, Bhisho.

Envelope must be marked: SCMU5-26/27-0053: APPOINTMENT OF A SERVICE PROVIDER FOR THE UPGRADE OF CCTV AND ACCESS CONTROL AT FORT ENGLAND PSYCHIATRIC HOSPITAL.

Closing time: 13 October 2026 at 11:00. Late, telegraphic, telephonic, telex, facsimile, or e-mailed bids will not be accepted.

Bids must be submitted on the official tender documentation only. Do not re-type forms.

Returnable documents (all must be completed and signed where required):

• SBD 1 (Invitation to Bid) – bidder details and offer cover page.
• SBD 4 (Declaration of Interest) – discloses any interest in other enterprises or connection to state employees.
• SBD 6.1 (Preference Points Claim) – claims B-BBEE points under the 80/20 system.
• Compulsory Enterprise Questionnaire – completed and signed; JV partners must each submit separate forms.
• Form of Offer and Acceptance – fully completed and signed; the amount stated here takes precedence over any other total.
• Complete Priced Bills of Quantities and Final Summary.
• Proof of CSD registration (CSD report).
• Valid PSIRA certificate (certification not older than 90 days, or digital certificate with verifiable barcode).
• Valid COIDA letter of good standing.
• Valid UIF letter of good standing.
• Resolution to Sign (if applicable) – authorising the signatory.
• Declaration of Employees of the State.
• Certificate of Authority for Joint Ventures (if applicable) – with signed JV agreement stating share interest.
• Project reference forms (at least 3 contactable references).
• Protection of Personal Information Consent (POPIA).
• Public Liability Policy or letter of intent to take out insurance.

Disqualification risks:

• Late, incomplete, unsigned, or electronically submitted bids.
• Failure to attend the compulsory briefing and be recorded in the attendance register.
• PSIRA registration not active at award stage, or suspended/withdrawn.
• Failure to submit any mandatory returnable document.
• Alterations or additions to tender documents without initialling.
• More than one offer per bidder, or alternative offers.

Evaluation is in three phases:

Phase 1 – Functionality (pre-qualification): minimum threshold 35 out of 50 points. Bidders scoring below 35 are disqualified.

Phase 2 – Compliance and responsiveness to bid rules and conditions.

Phase 3 – Price and preference (80/20 system): maximum 80 points for price, 20 points for specific goals (B-BBEE).

Functionality scoring (50 points total):

• Project experience in CCTV and access control: 15 points (1 project = 5, 2 projects = 10, 3 or more = 15). Requires stamped and signed project reference letters showing duration, start/end dates, bid value, and performance.
• Human resources: 25 points (2 competent technicians with electrical/electronic qualification and CCTV/access control training, min 3 years' experience = 15 points; 2 assistant technicians with Grade 12/NQF Level 4 and min 3 years' experience = 10 points). CVs, ID copies, qualifications, and training certificates required.
• Methodology: 10 points (installation and commissioning approach = 5; maintenance methodology = 5).

Price scoring formula: A = (1 - (P - Pm)) / Pm, where W1 = 80 if the financial value of responsive tenders is R50 million or less, or 90 if above R50 million.

Minimum qualifying score for further evaluation: 35/50 on functionality.

Scope: Upgrade of CCTV and access control systems at Fort England Psychiatric Hospital.

Contract period: 8 months, plus 1 month warranty and 24 months extended maintenance period.

The contract is based on the General Conditions of Contract (GCC).

Bidders must provide methodology for installation and commissioning in a live environment, including pre-inspection, visual audit, labelling verification, power supply checks, cable and network testing, camera focusing and alignment, recording and storage verification, and software and alarm integration.

Bidders must provide a maintenance methodology covering procedures, timelines, and checklists for the stated duration.

Where brand names are specified, equivalent or better items are required.

All trades in the Bills of Quantities must be priced; failure to do so may lead to elimination.

The successful bidder must maximise sourcing of building material or infrastructure input material from Eastern Cape based suppliers or manufacturers.

The successful bidder may be required to undergo control and restraining training offered by DPWI/DoH.

Pricing must be in South African Rand, fixed for the contract duration, and include all duties, taxes (except VAT) and levies. VAT must be shown separately at 15%.

If the bid is VAT inclusive, the VAT registration number must be indicated. Non-VAT vendors who include VAT in prices must register with SARS within 21 days of appointment.

If the amount in words differs from the amount in figures, the amount in words governs.

No tender security is required (N/A).

The preferred tenderer must submit an approved insurer undertaking to provide a Performance Bond / Guarantee / Surety / Security as per DPWI policy within 21 days of appointment.

The successful bidder must submit a Public Liability Policy or letter of intent before commencing work.

Bidders must demonstrate financial stability by submitting a letter of good standing or proof from a financial institution indicating a positive rating.

Mandatory registrations and certificates:

• PSIRA registration (valid, active status at award stage; certification not older than 90 days or digital certificate with verifiable barcode).
• COIDA letter of good standing.
• UIF letter of good standing.
• CSD registration (proof of registration must be submitted; tax matters verified via CSD).
• Tax compliance: bidders must be in good standing with SARS; non-compliant bidders get 7 working days to rectify.
• Bidders must be a legal entity.
• Bidders must not be listed on the Register of Tender Defaulters.
• Bidders must complete the Compulsory Enterprise Questionnaire and SBD 4 (Declaration of Interest).
• B-BBEE: 20 points for specific goals under the 80/20 system. Bidders must complete SBD 6.1 to claim points.
• Joint ventures: each partner must submit separate PSIRA, COIDA, and UIF certificates, and a signed JV agreement.
• In-loco inspection: bidders' offices and installed sites will be visited before award.
• Shortlisted bidders may be screened by the State Security Agency (SSA).