PSiRA Compliance Audit Before a Security Tender

A useful PSiRA compliance audit checks what the evidence proves and what the bid still requires. It should not turn a folder of PDFs into a blanket “compliant” label. Review identity, registration, certificate dates, Good Standing, proposed personnel and the tender’s delivery requirements separately.

Reviewed on 23 October 2026, this checklist is for a bid coordinator preparing a particular security submission. Use the verification hub

for source checks and the registration and evidence guide

for the distinctions behind the checklist.

Confirm whose evidence you hold

Compare the legal business identity across the company profile, tender response and supporting records. Note the company registration identifier and the PSiRA number separately. Where a trading name or historical name differs, record the reliable identifier and source that connect the records.

Do not resolve a mismatch by selecting the closest company name. A genuine registration result can belong to another business. Keep that result unassociated until the link is corroborated. On Tenders SA, a business lookup saved through the PSiRA dashboard

enters identity review rather than immediately becoming verified company evidence.

Identify the evidence method and observation date

Distinguish an entered number, a file upload, a reviewed document and an observation made directly from PSiRA. A profile label or accepted upload is not, by itself, an official registration observation. A reviewer should be able to tell how each assertion was obtained.

Retain the source’s exact registration label and the time it was checked. A cached result keeps its original observation time; opening the page again does not create a new source check. When the check fails, use unavailable or inconclusive wording and follow the official route.

The PSiRA FAQ

describes officer ACTIVE and INACTIVE labels in employment-linkage terms. Do not automatically translate those labels into registered, suspended or withdrawn. Keep employment and registration assertions separate and personal records restricted to authorised users.

Audit dates and the requested letter

Compare each certificate’s stated expiry with the bid’s actual request. Leave an unknown date unknown and obtain clarification or better evidence. Do not assume that a recent upload was recently issued or that an old positive screenshot establishes current status.

Read the clause rather than relying on a filename such as “good-standing-final.pdf”. Identify the issuer, subject, document type and dates. PSiRA and COIDA Good Standing documents need separate review where both are requested. Avoid one validity rule for the whole evidence folder.

Match personnel and delivery claims to the proposal

Check the people proposed for the sites, shifts and roles in this bid. Where the documents request officer registration, grades, training or experience, link evidence to the correct person. Reopen affected checks when your proposed roster changes.

Use private uploads and your company’s personnel records for internal review. Obtain appropriate permission before submitting an individual’s evidence. Share only the records needed by the authorised reviewer or issuing organisation; do not make personal documents discoverable through public company pages.

Registration does not demonstrate staffing capacity, equipment, vehicles, supervision or the response model proposed in a bid. Compare those delivery claims with the relevant clauses and supporting records. If the tender expressly requires a site visit or inspection, prepare for that process as written rather than assuming all security tenders use the same inspection model.

Close gaps with a review trail

Record the evidence owner, source, observation time, decision and next action for each check. Distinguish missing files, pending review, rejected evidence and expired documents. Rejected evidence is not the same assertion as a withdrawn registration.

Request replacement evidence when a number, file or date changes. Retain earlier observations as history. A later adverse official observation should not be concealed by an older positive result. Where source observations conflict and cannot be reconciled, keep the issue open for review.

Before signing off, reconcile the register with the final returnables, clarifications and proposed personnel. Date your internal assessment and list unresolved questions. A general readiness score guides preparation; it is not the buyer’s eligibility decision or a promise of an award.

Continue with supplier readiness

, security tender preparation

, the verification walkthrough

or the security listings

. Recheck the evidence you intend to rely on for the actual submission.