Objectives

The primary objective of this tender is to procure a comprehensive revamp and extension of the access control system for Thulamela Municipality, including the supply, installation, and commissioning of new hardware and software components. The contract also includes a mandatory three-year maintenance support period, ensuring the system remains fully operational, secure, and up-to-date. The municipality seeks a qualified service provider capable of delivering a complete, integrated solution that meets all specified technical standards and functionality requirements.

Scope of Work

The scope covers the full supply and installation of access control equipment, cloud-based software, and associated accessories, along with ongoing maintenance and support for a period of three years. The work is divided into three main categories:

• Hardware (Section A): Includes docking stations, 2MP wireless facial recognition devices, maglock brackets and maglocks (280kg with LED), 4-door and 1-door access control panels, door closers, emergency exit devices, batteries, cloud-based access control and time & attendance software, handheld Android facial recognition terminals, and security patrol checkpoint terminals with foundation software.
• Administration and Services (Section B): Covers retainer costs for up to five call-outs per month for approximately 30 devices and 25 doors, per-call-out fees for additional calls, network configuration, labour rates for assessment, maintenance, and installation, integration per device, licensing per device, travel costs, and monthly reporting on system health, risks, network, and systems.
• Accessories (Section C): Includes PVC sprague and conduits, trunking, access control cabling (4-pair twisted Mylar), Cat 6 cable, electrical power cable, and plug sockets.

All pricing must be itemised in South African Rand (ZAR) and will increase annually in line with the Consumer Price Index (CPI).

Technical Requirements

Bidders must provide detailed, itemised pricing for all components, with specifications that are exact or higher than those listed. The system must be cloud-based for access control and time & attendance, and must include both hardware and software components as specified. The functionality of the proposed solution will be scored out of 100%, and bidders scoring below 70% will be disqualified from further evaluation.

The functionality score is based on the following criteria:

• Appointment and reference letters for similar access control installations (40% max) – with higher points for larger contract values.
• Valid accreditation certificate from the vendor (20% max) – two or more certificates score higher than one.
• Project manager with ISO 27001:2022 certification (15%).
• Accredited installer certified for vendor access control (10%).
• Valid reseller letter with letterhead from the distributor (10%).
• Project implementation plan (5%).

Skills and Experience Requirements

Bidders must demonstrate relevant experience and hold specific certifications to be considered. The required skills and qualifications include:

• Project Manager: Must hold a valid ISO 27001:2022 certification.
• Accredited Installer: Must be certified for the vendor's access control system.
• Vendor Accreditation: Bidders must hold a valid accreditation certificate from the equipment vendor.
• Reseller Status: A valid reseller letter from the distributor is required.
• Track Record: Bidders must provide a list of similar projects completed in the last five years, including client contact details, descriptions, and contract values, supported by signed appointment letters or purchase orders.

Additionally, bidders must comply with the Preferential Procurement Policy Framework Act and the 80/20 preference points system. Specific goals categories include 100% Black ownership (10 points), 100% women ownership (5 points), youth (3 points), and disability (2 points). Bidders must also submit a Tax Compliance Status letter or PIN, company registration documents, proof of CSD registration, and proof that municipal rates and taxes are not in arrears for more than three months.

Evaluation and Compliance

The tender is subject to the Municipal Finance Management Act and the PPPFA. Bids must remain valid for 90 days after the closing date. The municipality is not bound to accept the lowest bid and reserves the right to accept any part of a bid. Bids that are late, incomplete, unsigned, or submitted by prohibited methods (e.g., fax, email) will be disqualified. The successful bidder will be required to sign a written contract form (MBD7).