Tender Summary: Quotation for Handheld Security Scanner

Objectives

The primary objective is to procure and deploy advanced handheld security scanning solutions to modernize visitor management, enhance perimeter security, and enforce strict access control protocols at the King Cetshwayo District Municipality Landfill Site.

Scope

• Supply and delivery of two (2) handheld security visit scanners.
• Provision of complete accessory kits per unit, including protective pouches and chargers.
• Licensing and deployment of a twenty-four (24) month subscription to the Visit Me Plus App, inclusive of a PC-based device management portal.
• Installation, configuration, and handover at the designated landfill site within a bidder-specified delivery timeframe.

Technical Requirements

• Hardware Specifications: Devices must feature integrated display screens with built-in facial recognition technology, time-based access restriction capabilities, and seamless/contactless sign-in functionality.
• Software & Licensing: Twenty-four-month active license for the Visit Me Plus App. Pricing structure may be offered as a single upfront payment or a recurring monthly fee.
• Pricing & Validity: All quotations must include Value Added Tax (VAT). Submitted prices must remain binding for ninety (90) days following the closing date and will be fixed for twelve (12) months post-contract award.
• Compliance & Documentation: Mandatory submission of valid Central Supplier Database (CSD) registration, ISO 27001 certification, current Workmen’s Compensation Commission certificate, proof of settled municipal accounts, and two certified reference letters for comparable projects.
• Evaluation Framework: Adheres to an 80/20 preferential procurement model, weighting eighty percent of scoring toward competitive pricing and twenty percent toward socio-economic transformation targets.

Skills Requirements

• Demonstrated track record in supplying, configuring, and supporting electronic visitor management and biometric access control systems.
• Technical expertise in hardware deployment, network integration, and software onboarding for PC and mobile environments.
• Capacity to deliver comprehensive user training, technical support, and system maintenance throughout the twenty-four-month service period.
• Working knowledge of South African municipal supply chain regulations, procurement compliance, and contractual obligations.
• Proficiency in information security governance, validated by ISO 27001 certification, to safeguard biometric data and system credentials.

Notes on Unusual or Complicated Terms

• Visit Me Plus App: A dedicated visitor management platform that digitizes registration workflows, authenticates identities via facial recognition, tracks entry/exit timestamps, and provides administrative dashboards for audit trails.
• Time-Based Access Restriction: A programmable security parameter that automatically validates or blocks entry permissions according to pre-set operational hours, mitigating unauthorized after-hours site access.
• Contactless Sign-In: A touch-free authentication method leveraging biometrics or wireless protocols to accelerate visitor processing while minimizing physical surface contact.
• ISO 27001 Certification: An internationally accredited standard for Information Security Management Systems (ISMS), certifying that the supplier maintains rigorous controls to prevent data breaches and ensure continuous system reliability.
• 80/20 Preference Point System: A statutory public procurement evaluation mechanism where scoring is divided into eighty percent for financial competitiveness and twenty percent for developmental goals, including black ownership, youth/women/disabled empowerment, and local economic participation.