Provision of physical security services for dihlabeng local municipality (3-Year contract)

• Employer's Agent: Ms. Dipuo Sehlabaka.
• Telephone: 058 023 0671.
• Email: [email protected].
• Physical address for submission and enquiries: Dihlabeng Local Municipality, 9 Muller Street, Bethlehem, 9700.
• Postal Address: P.O. Box 551, Bethlehem, 9700.
• Bid box location: Tender Box, Ground Floor, Dihlabeng Local Municipality, 9 Muller Street East, Bethlehem.

Submit bid in the correct bid box at Dihlabeng Local Municipality, Ground Floor, 9 Muller Street, Bethlehem, 9700, before 17 June 2026 at 12:00. Late submissions are disqualified.

Bid preparation requirements:

• Complete all forms/schedules in black ink. No pencils or correction fluid allowed.
• Correct errors by drawing a line through the text/numbers and initialing the amendment. Do not scratch out, overwrite, or use correction fluid.
• Do not remove pages or disassemble the document.
• Ensure all required signatures and witness signatures are present.
• Price the Activity Schedules as required.
• Submit the completed Authority for Signatory form with a certified copy of the members/director’s resolution.
• Attach a signed Joint Venture agreement if applicable.
• Only an authorised signatory may sign the bid offer.
• Attach appointment letters, completion certificates for previous work, and a Central Supplier Database (CSD) report.
• Submit a valid tax clearance certificate (for all joint venture partners if applicable).
• The Form of Offer must be fully completed and signed by the authorised signatory.
• Use only the documentation provided by Dihlabeng Local Municipality.
• Submit all documents in a single arch file with an identical soft copy on USB.
• Bid validity period: 90 days.
• Telephonic, telegraphic, telex, facsimile, or emailed bids are not accepted.

Disqualification risks:

• Attempting to influence bid evaluation or contract award.
• Unsatisfactory performance on previous contracts with any organ of state in the last 5 years.
• Being listed on the Register of Bid Defaulters or restricted from public sector business.
• Abusing DLM’s Supply Chain Management System.
• Being in arrears for municipal rates/taxes for more than 3 months.
• Being in the service of the state or having conflicted directors/associates.
• Submitting bids on non-DLM documentation.

Evaluation stages:

• Stage 1: Pre-evaluation (compliance with bid conditions and responsiveness).
• Stage 2: Functionality (quality of the bid).
• Stage 3: Financial Offer and Preference Evaluation (90/10 points system, with 10 points for preferences).
• Stage 4: Risk Analysis.

Minimum eligibility requirements:

• Bidder must have management and supervisory staff meeting the Scope of Work requirements.
• Must be registered on the Central Supplier Database (CSD).
• Must submit a valid Tax Clearance Certificate (all joint venture partners if applicable).
• Must not be listed on the Register of Bid Defaulters or restricted from public sector business.
• Must not be in arrears for municipal rates/taxes for more than 3 months.
• Must not be in the service of the state or have conflicted directors/associates.
• Must have a satisfactory performance history on previous contracts.
• Must comply with South African Security Law and Regulations, Labor Relations Act, COIDA, and Provident Fund Act.
• Must not have abused DLM’s Supply Chain Management System.

Arithmetical errors correction rules:

• Amounts in words govern over figures.
• Line-item totals govern over unit rates.
• Total of prices governs over item sums.

Scope: Provision of physical security services for Dihlabeng Local Municipality for a period of three (3) years from the date of appointment.

Service coverage: Five towns (Bethlehem, Clarens, Fouriesburg, Paul Roux, Rosendal) and surrounding areas.

Primary objectives:

• Protect municipal property, personnel, service providers, assets, and the public.
• Demonstrate knowledge of South African Security Law and Regulations, Labor Relations Act, COIDA, and Provident Fund Act.
• Provide immediate service delivery upon contract commencement.

Detailed guard requirements for over 40 sites, including:

• Municipal Headquarters, Town Halls, Technical Services Offices, Electricity Stations, Fire Sections, Stadiums, Purification Plants, Swimming Pools, Show Grounds, Tennis Courts, Development and Town Planning Offices, Airfields, Halls, Libraries, Dumping Sites, Pump Stations, Substations, Reservoirs, Water Works, Cemeteries, Workshops, and Game Reserves.
• Mix of armed and unarmed Grade C security guards.
• Specific numbers, shifts (06:00-18:00 and 18:00-06:00), and equipment (rifles, pistols, shotguns, baton sticks, pepper sprays) for each location.
• Critical areas (e.g., Wolhouterskop Game Reserve) require armed tactical teams with rifles and pistols.

Bidder must have a proven track record in security services.

Pricing rules:

• All prices must be in South African Rand (ZAR).
• Rates and prices must be fixed for the contract duration, subject only to adjustments per the conditions of contract.
• Include all duties and taxes except VAT in the rates and prices.
• VAT must be shown separately as an addition to the total bid price.
• Provide a breakdown of rates or prices if requested during evaluation.

Arithmetical error corrections:

• Amounts in words govern over figures.
• Line-item totals govern over unit rates.
• Total of prices governs over item sums.
• Bidder may be required to correct errors during evaluation.

Bid validity: 90 days from the closing date. Bidder may be requested to extend this period.

Mandatory compliance:

• Registration on the Central Supplier Database (CSD) is compulsory. Failure to register disqualifies the bidder.
• Valid Tax Clearance Certificate must be submitted (all joint venture partners if applicable).
• Submit a signed Joint Venture agreement if applicable.
• B-BBEE preference points apply (10 points out of 100 in the 90/10 evaluation system).
• Bidder must be in good standing regarding municipal rates and taxes (not in arrears for more than 3 months to DLM or any other municipality).
• Bidder, directors, or principals must not be listed on the Register of Bid Defaulters or restricted from public sector business due to corrupt or fraudulent practices.
• Bidder must have legal capacity to enter into a contract and not be insolvent, in receivership, bankrupt, or being wound up.
• No person in the service of the state, or their close associates (directors, managers, principal shareholders), may be awarded the contract.
• Bidder must comply with South African Security Law and Regulations, Labor Relations Act, COIDA, and Provident Fund Act.