Objectives

The primary objective is to procure and deploy an integrated visitor management solution to enhance security, streamline entry protocols, and maintain accurate access records at the King Cetshwayo District Municipality Landfill Site. The municipality aims to replace manual logging with a digital, biometric-enabled system that ensures controlled, traceable, and efficient visitor screening.

Scope

The scope covers the end-to-end supply and delivery of physical hardware and software licensing directly to the designated landfill facility. This includes providing two handheld security visit scanners equipped with necessary accessories, along with a twelve-month subscription to a digital visitor management application. The service provider is responsible for delivering fully functional equipment, activating software licenses, and ensuring the system meets the municipality's operational security standards for the contract duration.

Technical Requirements

• Hardware must consist of handheld security visit scanners featuring integrated touch screens, facial recognition capabilities, protective pouches, and chargers.
• Systems must support time-based access restriction, automated entry limitations, and seamless contactless sign-in functionality.
• Software provision requires a full twelve-month license for the Visit Me Plus application, including administrative access via a PC-based management portal.
• All quoted prices must be inclusive of Value Added Tax (VAT), remain firm for ninety days following the closing date, and convert to a twelve-month fixed pricing structure upon contract award.
• Bidders must explicitly state the delivery period in weeks upon order receipt.
• Strict adherence to the published specifications is mandatory; any unapproved deviations will render the quotation non-responsive.
• Compliance with the National Treasury General Conditions of Contract is required.

Skills & Qualification Requirements

• Mandatory registration and active status on the Central Suppliers Database (CSD).
• Valid Workmen’s Compensation Commissioner certificate or official letter of good standing.
• Current ISO 27001 Information Security Management System certification.
• Submission of two certified reference letters demonstrating prior experience with similar visitor management, biometric scanning, or security technology deployments.
• Proof of compliant municipal accounts, confirming all property rates, utilities, and taxes for business premises are paid up to date.
• Completion of all prescribed municipal compliance forms, including Declaration of Interest, Independent Bid Determination, and Supply Chain Management Practices history.
• Adherence to the preferential procurement scoring model (80% for price, 20% for socio-economic goals) as stipulated in national regulations.
• Exclusion of any directors, managers, principal shareholders, or stakeholders who are currently in the service of the state.

Explanation of Unusual or Complicated Terms

Visit Me Plus App: A cloud-based digital visitor management platform that automates check-in procedures using biometric facial recognition. It replaces paper registers, enables real-time monitoring, and allows administrators to manage visitor data and site permissions remotely via a desktop dashboard.

Time-Based Access Restriction & Limitation Seamless: Refers to automated scheduling controls that restrict visitor entry to pre-approved time windows. The system enforces these limits without manual gatekeeper intervention, ensuring compliance with site operating hours and reducing unauthorized access.

Lamination Seamless & Countless Sign-In: Describes the system's capacity to instantly generate durable, weather-resistant visitor credentials/badges while processing high volumes of daily entries without system bottlenecks or manual reprocessing delays.

80/20 Preference Point System: A South African public procurement framework where eighty percent of evaluation points are awarded to the lowest compliant financial bid, and twenty percent are allocated based on socio-economic transformation criteria. These criteria include black ownership percentages, youth/women/disabled empowerment targets, and contributions to local economic development.

CSD Registration: A centralized national registry maintained by the National Treasury that verifies supplier tax compliance, legal entity status, and historical performance. Active registration is a statutory prerequisite for all government contracting in South Africa.