APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF A VISITOR MANAGEMENT SYSTEM FOR THE MHSC FOR A PERIOD OF THREE (3) YEARSClosed

Overview

The MHSC invites bids for a Visitor Management System (hardware + software) for a three-year period, including kiosks, badge printing, scanners, cameras, and integration with Active Directory and biometric access controls. Suitable bidders are service providers with proven experience in implementing, integrating and maintaining Visitor Management Systems, including on-site hardware deployment and ongoing support; must be able to supply OEM accreditation or reseller letters for the proposed system. A non-compulsory briefing is available online on 08 Oct 2026 (MHSC_029_2026_2027.pdf).

Requirements

• Mandatory OEM accreditation certificate or reseller letter for the proposed VMS (valid at bid close). If OEM, provide confirmation letter.
• Tax and supplier verification: SARS Tax Compliance PIN or CSD number; each JV/consortium member to provide its own.
• Mandatory compliance: Central Supplier Database (CSD) registration; Tax Compliance Status verification; POPIA compliance; OHS awareness.
• Returnable documents: SBD1, SBD4, SBD6.1, SBD3, SBD7 (and proof of authority) as applicable.
• Technical evaluation: Stage 1 Mandatory Technical Evaluation; Stage 2 Functionality (70% threshold to progress); Stage 3 Price and Specific Goals Evaluation.
• Functional criteria: company experience (reference letters), team experience (CVs), project proposal (scope, activities, timeline, risks, resources), system demonstration (30-minute video covering 5 features).
• Hardware/Software requirements: 2 kiosks; software with dashboard, pre-registration, tracking, reporting, integration; platform compatibility; security and privacy controls.
• Pricing: detailed SBD3 pricing with annual billing, VAT included, no hidden costs, price escalation by mutual agreement.

How to Apply

• Submission deadline: 27 October 2026 at 11:00 (MHSC closes bids at the specified time).
• Submission method: email bids to tenders@mhsc.org.za (max attachment size 150MB).
• Documents to submit: fully completed SBD1, SBD4, SBD6.1, SBD3 (Pricing), SBD7 (contract) where applicable; proof of authority; OEM accreditation (or reseller letter).
• Pre-qualifications: CSD registration or SARS PIN; tax compliance required.
• Briefing session: Non-compulsory, 08 October 2026 at 15:00 via Microsoft Teams (details in MHSC_029_2026_2027.pdf).
• Documents to obtain: bid documents are available from MHSC website/eTender Portal (no retyping; use official forms).
• Queries: deadline 21 October 2026; respond in writing to the contact listed in SBD1.

Document: MHSC_029_2026_2027.pdf (for briefing, evaluation stages, forms, and pricing).