CPS - Appointment of a service provider to supply a Visitor Management System (VMS) software solution, including all necessary licensing, specifically designed to operate on the University's existing Chainway C66 handheld devices and integrate seamlessly with the Gallagher access control platform.

Overview

Procurement of a Visitor Management System (VMS) software solution, including licensing, hardware support and integration, designed to operate on the University's Chainway C66 handheld devices and integrate with the Gallagher Command Centre. The University of the Witwatersrand seeks a single provider to supply software licenses, hardware support, installation and ongoing support for an integrated VMS across campuses, with event management, POPIA compliance and real-time visitor tracking. References: Annexure A: Scope of Work; Annexure B: Returnable Schedules & Documents; Annexure C: Pricing Schedule (Wits 2026 37 - Annexure A; Wits 2026 37 Annexure B; Wits 2026 37 -Annexure C- Pricing Schedule- Visitor Management System (VMS) Final.xlsx). (Wits 2026 37 - Annexure A -Scope of Work - Visitor Management System (VMS) Final.pdf; Wits 2026 37 Annexure B Visitor Management System (VMS) Final.docx; Wits 2026 37 -Annexure C- Pricing Schedule- Visitor Management System (VMS) Final.xlsx)

Requirements

• Software licensing provisioning: VMS core, Mobile Device Licenses (Chainway C66), Gallagher integration license, Event Management license, Server/Backend license, User/Admin licenses, and remote management license (Annexure A: Scope of Work; Annexure A 3.1).
• Hardware support and replacement: replacement Chainway C66 devices, repairs, loaner devices, 12-month warranty, spare parts, firmware updates, and pre-delivery pre-configuration (Annexure A: Scope of Work; Annexure A 2.2, 3.4).
• Gallagher integration: REST API integration, cardholder synchronization, automatic access-rights assignment, real-time access control, QR code integration, two-way sync, multi-site support, visitor photo synchronization, audit trail, emergency lockdown, and formal integration sign-off (Annexure A 2.4).
• Event management: exams, graduations, conferences, open days, and related workflows, digital tickets, batch processing, capacity and waitlists, and mobile check-in (Annexure A 2.5).
• Data security and compliance: POPIA compliance, RBAC, encryption, secure storage/backup, audit trails, and avoidance of vendor lock-in (Annexure A 3.6).
• Service levels and warranties: 24/7 support, response/resolution targets, software updates within 5 days, Gallagher integration warranty, Chainway warranty and hardware service levels (Annexure A 6–7).

How to Apply

• Briefing: Non-compulsory online briefing on 21 October 2026 at 11:00 (Teams link in documents) (Wits 2026 37 Annexure B).
• Deadline: Submissions by 30 October 2026 23:59 (open tender) (Wits 2026 37 Annexure B).
• Submission method: Electronic submissions by email; include Annexure C Pricing Schedule in editable Excel and PDF (Wits 2026 37 Annexure B; 5.2).
• Documents to submit: Annexure C: Pricing Schedule (Wits 2026 37 -Annexure C- Pricing Schedule- Visitor Management System (VMS) Final.xlsx), Signed Submission (Schedule 1), returns per Annexure B, PSIRA, POPIA compliance letter, COIDA, SARS PIN, VAT proof, bank good standing, insurance, and two client references (Wits 2026 37 Annexure B; Annexure A).
• Pre-qualifications: SA entity, PSIRA registration, Gallagher certification, POPIA compliance, Chainway C66 compatibility, evidence of five-year VMS experience and two client references (Wits 2026 37 Annexure B).
• Where to get documents: Tender documents per Tender No Wits Tender / 2026:37 on the University’s procurement site; attachments include Annexure A–D (RFP and pricing docs). (Wits 2026 37 Visitor Management System (VMS) - RFP Document Final.pdf)