Objectives

The primary objective of this tender is to procure a comprehensive Master Key System for Gert Sibande District Municipality’s main office, Water Laboratory, and sub-districts, to be supplied, installed, and maintained over a period of 36 months. The system aims to enhance physical security, streamline access control, centralize security management, and ensure regulatory compliance by replacing fragmented legacy locks with an integrated hierarchical master key system that includes specified hardware components and audit trail capabilities.

Scope

The scope encompasses:

• Supply of hardware components including British Patent 1366257 latches, Dorma TH123 handles, and cylinder locks.
• Installation and commissioning of a hierarchical master key system across the GSDM main office, Water Lab, and sub-district facilities.
• Provision of a 3-year maintenance program for existing hardware (locks, handles, cylinders).
• Integration of hardware into a hierarchical master key structure with compliance to safety and regulatory standards.
• Provision of documentation, certifications, and proof of authorized keyway registration and security features.
• Adherence to technical, safety, and regulatory requirements, including non-destructive retrofit, testing, and corrective actions.

Technical Requirements

The technical specifications include:

• Supply and installation of a hierarchical master key system integrating specified hardware (e.g., British Patent 1366257 latches, Dorma TH123 handles, cylinder locks).
• Compatibility with existing hardware and non-destructive retrofit using existing boreholes/backset measurements.
• Hardware must meet standards such as SANS 1238, BS EN 1634-1, and fire-rated requirements.
• Provision of a 3-year maintenance plan covering:
• Replacement of defective latches, handles, and cylinders at no cost.
• Response times: 24 hours for latches, 48 hours for handles, 12 hours for cylinders.
• Use of OEM-equivalent parts with proof of origin.
• Implementation of non-destructive retrofit, testing for smooth operation, and reliable master key functionality.
• Provision of a hierarchy diagram, electronic audit trail, and security features such as restricted keyways and duplication alerts.
• Verification of authorized distributor status, keyway registration, and security proof (manufacturer certificates, restriction agreements, SABS reports).

Skills and Experience Requirements

Bidder must demonstrate:

• Experience in retrofit master key projects involving more than 100 doors, with at least 1+ years of relevant project completion certificates and company documentation.
• Capability to provide hardware integration, non-destructive retrofit, and ongoing maintenance services.
• Ability to supply OEM-equivalent parts, provide technical documentation, and demonstrate compliance with security standards.
• Registered on the Central Supplier Database (CSD) and possess valid tax compliance status.
• Ability to provide proof of authorized keyway registration and security measures.
• Capacity to deliver within specified response times and maintain hardware for the duration of the contract.