SayPro Proposal to The South African State Theatre: Preventative and Corrective Maintenance of X-Ray Machines and Metal Detectors

Ref:  SAST/RFQ/2025/46/

1. Executive Summary
   SayPro submits this proposal to provide comprehensive maintenance services—including preventative and corrective maintenance—for X-ray scanning machines and metal detectors installed at The South African State Theatre. The purpose of this project is to ensure continuous, safe, and efficient operation of security screening equipment used to protect theatre patrons, staff, and property.

As part of this engagement, SayPro will deploy qualified technicians, deliver routine inspection and testing services, conduct emergency repairs, and provide detailed maintenance reports to ensure full compliance with safety and security standards.

2. Background and Context
   The South African State Theatre is a premier cultural and performing arts institution that hosts thousands of visitors and performers annually. Ensuring the safety of the public and performers is paramount, and this begins with reliable security screening at all access points.

X-ray baggage scanners and walk-through metal detectors are critical in identifying and mitigating potential threats. However, these devices require regular maintenance and professional servicing to prevent malfunction, ensure optimal performance, and extend their operational lifespan.

SayPro proposes a scheduled maintenance plan supported by technical expertise and a rapid response system for on-site troubleshooting and repairs.

3. Objectives
   Objective 1: Conduct preventative maintenance on all X-ray machines and metal detectors to minimize equipment failure and downtime.

Objective 2: Provide prompt corrective maintenance in response to reported malfunctions or irregularities.

Objective 3: Offer technical reporting, compliance documentation, and operational recommendations.

Objective 4: Enhance security operational efficiency and ensure equipment meets OEM and regulatory standards.

4. Scope of Work
   Equipment Covered
   X-Ray Baggage Scanning Machines (Qty: [1])

Walk-through Metal Detectors (Qty: [2])

Handheld Metal Detectors (Qty: [6])

Services to be Provided
Service Type Description
Preventative Maintenance Routine inspections, cleaning, calibration, software updates, testing of sensors, belt alignment, and internal diagnostics. Conducted quarterly.
Corrective Maintenance Troubleshooting and repair of faults including electrical, mechanical, or software failures. Response within 24–48 hours.
Testing and Calibration Ensuring equipment meets detection standards and adjusting sensitivity levels appropriately.
Compliance Checks Ensuring devices comply with industry standards (e.g., SANS, ISO, OEM guidelines).
Reporting Submission of maintenance reports, recommendations, repair logs, and service certificates.

5. Methodology
   Initial Equipment Audit

Assess the condition of each device

Record serial numbers, OEMs, warranties (if applicable)

Scheduled Maintenance Visits

Quarterly routine servicing (or as recommended by OEMs)

Checklist-based inspection and testing procedures

On-Call Technical Support

Hotline/email ticket system

On-site technician dispatch within agreed SLA timeframes

Spare Parts and Repairs

Procurement and replacement of faulty components

Partnerships with OEMs and licensed suppliers

Documentation

Monthly status updates

Annual maintenance summary report

Incident and repair documentation

6. Implementation Timeline
   Phase Activity Duration
   Phase 1 Initial Audit and Service Planning Week 1
   Phase 2 First Preventative Maintenance Cycle Month 1
   Phase 3 Ongoing Corrective Maintenance Ongoing (12 months)
   Phase 4 Quarterly Servicing Cycles Months 3, 6, 9, 12
   Phase 5 Final Evaluation and Annual Report Month 12
7. Budget Estimate
   Item Description Unit Cost Quantity Total (ZAR)
   Initial Equipment Audit Full site inspection and diagnostics R3,500 1 R3,500
   Preventative Maintenance Quarterly service per device R1,200 [Insert total devices × 4] [4800]
   Corrective Maintenance Call-out fee incl. 2 hrs labour R2,000 4 per year R8,000
   Parts Replacement Spare parts provision (estimate) — — R10,000
   Reports & Compliance Admin, documentation, certification R1,500 4 R6,000
   Estimated Total Cost [32 300]

Note: Final budget may be adjusted after initial audit. A service level agreement (SLA) will define exact responsibilities, turnaround times, and escalation procedures.

8. Project Team and Expertise
   SayPro will assign a qualified maintenance team comprising:

Lead Technician (Security Systems Specialist)

Electronics Technician

Project Manager (Reporting & Coordination)

Admin Support Officer

All technicians are trained in servicing electronic security systems and follow strict safety, confidentiality, and professionalism protocols.

9. Monitoring and Quality Assurance
   SayPro employs the following monitoring methods:

Pre- and post-maintenance checklists

Quality control reviews by a senior technician

Satisfaction surveys for theatre security personnel

Continuous improvement feedback loops

10. Compliance and Insurance
    SayPro is fully compliant with South African labour, safety, and electronic equipment regulations.

All technicians are covered by public liability and occupational insurance.

Certificates of Compliance (CoCs) will be issued upon completion of relevant services.

11. Conclusion
    SayPro is ready to support the South African State Theatre in maintaining a secure and reliable screening system by ensuring that all X-ray machines and metal detectors operate efficiently, safely, and in compliance with all relevant standards.

With a dedicated technical team, proactive service delivery, and a strong track record of community-centered support services, SayPro stands prepared to deliver exceptional value through this maintenance partnership.

Contact Details
SayPro
Website: www.saypro.online
Email: info@saypro.online
Tel: [011 071 1903]