Closed: South african post office free state request for proposal

DocumentRFP 26-27-01 Guarding Services for Free State Province- NM.pdfCompliance review in progress

Description

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

2.1 The Bidder has attended a briefing session which is hosted by the Post Office, at which the Post Office shall

provide information to Bidders who wish to enter into discussions with the Post Office concerning a number

of issues pertaining to the possible provision of services by the Bidder to the Post Office, which discussions

may or may not result in the Post Office and the Bidder entering into an agreement, arrangements, discus-

sions or alliances.

2.2 During the briefing session and in negotiating the business relations, the Post Office shall disclose confiden-

tial information relating to its business to the Bidder.

2.3 The Bidder agrees to be bound by the terms and to be subject to the conditions of this Confidentiality Agree-

ment.

3 confidential information

Confidential Information in respect of this Confidentiality Agreement shall include, but not be limited to, all oral, written,

printed, photographic and recorded information of all types that is:

3.1 Confidential or secret information relating to the commercial and financial activities of the Post Office, which

would include legal, financial, contractual or commercial arrangements between the Post Office group of

companies, customers and/or third parties;

3.2 Confidential information and details concerning current or prospective customers, suppliers, commercial as-

sociates and other parties with whom the Post Office enjoys a commercial relationship;

3.3 Proposed, impending or actual commercial transactions, arrangements, ventures, agreements or opportuni-

ties which are of a confidential or secret nature;

3.4 Trade secrets, operating procedures, quality control procedures, approximate operation personnel requirements,

descriptions, trade names, trademarks, know how, techniques, technology, copyright, and all goodwill relating to

the business and any other existing intellectual property rights or any intellectual property created as a result of

the provision of services;

3.5 Confidential or privileged information concerning disputes, claims, litigation or similar actions in which any party

is or may become involved; and

3.6 Any other information surrounding the nature of the discussions giving rise to this Confidentiality Agreement.

4 excluded information

There will be no obligation of confidentiality or restriction on the use of information where:

4.1 The information is publicly available, or becomes publicly available otherwise than by action of the Bidder; or

4.2 The information was already known to the Bidder (as evidenced by its written records) prior to its receipt under

this or any previous confidentiality agreement between the parties or their affiliates; or

4.3 The information was received from another party not in breach of an obligation of confidentiality.

5 non-disclosure

RFP 26-27-01 of 19

5.1 The Bidder acknowledges that the Confidential Information is a valuable and unique asset proprietary to the Post

Office.

5.2 The Bidder agrees that it shall not disclose the Confidential Information to any third party for any reason or

purpose whatsoever without the prior written consent of the Post Office.

5.3 The Bidder may disclose the Confidential Information only to its directors and other officers, employees and

professional advisors agents and consultants only on a strictly need-to-know basis and on the terms and condi-

tions provided for in this Confidentiality Agreement.

5.4 The Bidder undertakes not to use the Confidential Information for any purpose other than:

5.4.1 That for which it is disclosed; and

5.4.2 In accordance with the provisions of this Confidentiality Agreement.

5.5 The Bidder undertakes to ensure that their employees will observe and comply with their obligations in respect

thereof, whether or not they remain employees of the Bidder.

5.6 The Bidder agrees that it shall only, where necessary, disclose the Confidential Information to its professional

advisers, agents and consultants, provided that such professional advisers, agents and consultants sign a similar

undertaking and that they are aware of the confidential nature of the information being made available to them.

5.7 The Bidder shall takes all steps necessary to procure that such professional advisers, agents and consultants

agree to abide by the terms of this Confidentiality Agreement to prevent the unauthorized disclosure of the Con-

fidential Information to third parties.

6 ownership

6.1 All Confidential Information disclosed by the Post Office to the Bidder is acknowledged by the Bidder to be

proprietary to the Post Office who shall retain all right, title and interest in and to that information.

6.2 The possession of the Confidential Information by the Bidder does not to confer any rights of whatever nature in

such Confidential Information to the Bidder.

6.3 No provision in this Confidentiality Agreement shall be interpreted to confer any right of license under any trade-

mark, patent or copyright, or any applications for such a trademark, patent or copyright which may be pending

now or in the future to the Bidder.

7 standard of care

The Bidder agrees that it shall protect the Confidential Information disclosed pursuant to the provisions of this Confidentiality Agreement using the same standard of care that it applies to its own proprietary, secret or confidential

information, but in any event not less than a reasonable standard of care, and that the Confidential Information shall

be stored and handled in such a way as to prevent any unauthorized disclosure thereof.

8 return of confidential information

8.1 The Post Office may at any time request the return of the Confidential Information disclosed to the Bidder. Upon

the return of the Confidential Information, the Bidder shall submit a written statement to the Post Office confirming

that the Bidder has not retained in its possession or under its control, either directly or indirectly, any Confidential

Information.

8.2 Alternatively to the return of the material contemplated in clause 8.1 above, the Bidder shall, at the request of the

Post Office, destroy the Confidential Information and furnish the Post Office with a written statement to the effect

that all Confidential Information in the possession or under the control of the Bidder has been destroyed.

8.3 The Bidder shall comply with the request in terms of this clause 8 within forty-eight hours of receipt of such a

request.

9 breach

RFP 26-27-01 of 19

9.1 Any breach of any obligation or undertaking by the Bidder will constitute a material breach of this Confidentiality

Agreement.

9.2 The Bidder shall be liable to pay the Post Office all costs incurred in the protection of its interests in terms of this

Confidentiality Agreement on an attorney and own client scale.

9.3 The Bidder acknowledges that the Post Office shall be entitled to apply to court for an interdict or other appropriate

relief against the Bidder, should the Post Office have any reasonable basis to believe that the Bidder is or may

be in breach of this Confidentiality Agreement and thus endangering the proprietary interests of the Post Office.

10 duration

The obligations undertaken by the Bidder in terms of this Confidentiality Agreement shall endure notwithstanding the

termination of this Confidentiality Agreement or notwithstanding that either party decides at any time, whether before

or after the commencement of this Confidentiality Agreement, not to pursue the discussions to enter into a business

relationship or that the relationship between the parties pursuant to those discussions is terminated for any reason

whatsoever

11 general

11.1 This Confidentiality Agreement constitutes the sole record of the agreement between the parties with regard

to the subject matter hereof. No party shall be bound by any express or implied term, representation, warranty,

promise or the like not recorded herein.

11.2 No addition to, variation of, or agreed cancellation of this Confidentiality Agreement shall be of any force or

effect unless in writing and signed by or on behalf of the parties.

11.3 No relaxation or indulgence which the Post Office may grant to the Bidder shall constitute a waiver of the rights

of the Post Office and shall not preclude the Post Office from exercising any rights which may have arisen in

the past or which might arise in future.

11.4 The Bidder agrees and confirm by their signature to the RFP Documents that any present and/or previous

discussions or correspondence shall, for purposes of this Confidentiality Agreement, be considered to be Con-

fidential Information.

11.5 An approval or consent given by a party under this Confidentiality Agreement shall only be valid if in writing

and shall not relieve the other party from responsibility for complying with the requirements of this Confidenti-

ality Agreement nor shall it be construed as a waiver of any rights under this Confidentiality Agreement except

as and to the extent otherwise expressly provided in such approval or consent, or elsewhere in this Confiden-

tiality Agreement.

Signature ....................................................................

Name of delegated signatory ................................................................

(PRINT) in his capacity of

Designation of signatory ....................................................................

(PRINT) who warrants his authority to sign on behalf of

Name of bidder (company) .....................................................................

Date ...................................................................

RFP 26-27-01 of 19

Certificate of acquaintance with bid documents

I/We ________________________________________ of __________________________________ do hereby

certify (Name of Company) that I/we acquainted myself/ourselves with the contents of all the documents listed in the

Schedule of Bid Documents, as laid down by The South African Post Office for carrying out of the proposed works.

SIGNED AT ________________________________ on this __________ day of _____________________ 20 ______

Signature : ______________________________________

Name of delegated signatory : ____________________________________

(PRINT) in his capacity of

Designation of signatory : ____________________________________

(PRINT) who warrants his authority to sign on behalf of the bidding company

RFP 26-27-01 of 19

The South African Post Office Limited requires service provider/s to provide a guarding service on a month to month

basis not exceeding 12 months at various branches, mail centres amongst other across the following SAPO Re-

gions:

Central Region – Free State Province

Objective of bid

The objective of this bid is to appoint a guarding company to provide security services at South African Post Office

(SAPO) workplaces across the following demarcated SAPO regions:

Central Region – Free State Province

Bidders must supply & provide costing on ALL SAPO FACILITIES indicated on the Pricing Schedule (Annexure A)

per Province(demarcated SAPO Region) bidding for and cannot supply and cost in part i.e. for only certain

branches/facilities within the Province (demarcated SAPO Region) bidding for. This will constitute incomplete pricing,

and the bidder will be disqualified and not considered further for evaluation on price and specific goals.

The Pricing Schedule (Annexure A) reflects the Province (demarcated SAPO Region) and facilities where these

services will be required

2.1. The bidder must be registered with the Private Security Industry Regulatory Authority (PSIRA) for at least

one (1) year prior to the bid closing date The PSIRA membership certificate submitted in the name of the

bidding company must be valid on the bid closing date.

2.2. The bidder must provide a PSIRA Statement of Good Standing in the name of the bidding company confirm-

ing that the bidder is in good standing and the Statement of Good Standing must be valid on the bid closing

date

The contract will be awarded on a month to month basis, for a maximum period of one (1) year.

3.1. To provide Grade C or B, PSIRA registered and accredited armed and unarmed guarding services as detailed

per Annexure A.

3.2. The implementation of physical security, access control and other security measures, aimed at preventing

and or deterring crime. Identify risks and threats to the SAPO Facilities and in so doing, safeguard SAPO

assets, employees, customers and suppliers.

3.3. Secure the premises in order to identify risks and threats to the Post Office and in so doing, deterring /

delaying crime, thus safeguard SAPO assets, employees and customers.

3.4. The deployment of the guards will as per the requirements per Annexure A be on a 12 hour shift, from 06:00

to 18:00 and/or 18:00 to 06:00 from Monday to Friday, and/or Weekends (Saturday and Sunday), as well as

Public Holidays.

Important Dates

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

Closing date: 2026-06-24 at 11:00. Compulsory briefing session time: 11:00 AM (date and venue not specified). Clarification questions deadline: 2026-06-16 (via Zoom link provided).

Contact Information

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

SCM Contact: Ntando Mathaba. Email: [email protected]. Phone: 012 407 7563. Submission: Tender Box (physical address not specified).

Submission Guidelines

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

Submit sealed bids to the Tender Box by 2026-06-24 at 11:00. Late submissions are disqualified. Required returnable documents: Completed SBD 1, SBD 4, latest CSD Report/MAAA number, Pricing Schedule (Annexure A), Letter of Good Standing (COIDA). All documents must be in English and priced in ZAR. Hand-delivered proposals must display on the envelope: bidder name, proposal description, RFP number, closing date/time, recipient name, and bidder address on the reverse. Amendments to documents must be initialled. Proposals with erasures or correction fluid are invalid unless initialled.

Evaluation Criteria

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

Evaluation phases: Phase 0 (Compulsory Briefing Session), Phase 1 (Gatekeeping Criteria), Phase 2 (Bid Conditions), Phase 3 (Commercial: Price & Specific Goals), Phase 4 (Due Diligence). Gatekeeping Criteria (Phase 1): Must submit completed Pricing Schedule (Annexure A), valid PSIRA membership certificate (1+ year registration), and valid PSIRA Statement of Good Standing. Failure results in disqualification. Bid Conditions (Phase 2): Submit within 5 working days (7 for tax compliance) if requested: Specification Confirmation (Annexure BC), 1+ year guarding experience (Annexure BR), proof of Operational Branch with Secure Firearm Vault and Control Room in Free State, Firearm Competency Certificate + confirmation letter, Firearm Handling Procedure, Firearms Inventory Register + permits, Organogram, proof of communication systems, proof of electronic patrol system, COIDA Letter of Good Standing, CSD registration, SBD1 & SBD4 forms, tax compliance (CSD MAAA number), and not be on National Treasury restricted suppliers list. Commercial (Phase 3): Scoring is either Price (80) + Specific Goals (20) OR Price (90) + Specific Goals (10). Specific Goals: ≥51% Black-owned (10 or 5 points), ≥51% Youth-owned (5 or 2.5 points), ≥51% Women-owned (3 or 1.5 points), ≥1% Disabled-owned (2 or 1 point). Submit B-BBEE Certificate (SANAS) or Sworn Affidavit/DTI Certificate. Due Diligence (Phase 4): SAPO verifies all submitted information. Non-verifiable information leads to disqualification.

Technical Specifications

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

Scope: Provide Grade C or B, PSIRA-registered armed/unarmed guarding services for SAPO facilities in Free State Province for up to 12 months (month-to-month basis). Must bid for ALL facilities listed in Annexure A; partial bids are disqualified. Services: Physical security, access control, risk/threat identification, crime deterrence, asset/employee/customer safeguarding. Guard deployment: 12-hour shifts (06:00–18:00 and/or 18:00–06:00), including weekends and public holidays. Requirements: Operational Branch in Free State with Secure Firearm Vault (Armoury) and dedicated 24/7 Control Room (physically separated, PSIRA-staffed, access-controlled, equipped with communication systems, CCTV, UPS, fire safety). Guards must be uniformly equipped (formal attire, hand-held metal detector, reflector jacket, pocket book, occurrence book, hand-held radio with panic/guard tracking, cell phone). Electronic patrol system required for high-risk sites (real-time monitoring, missed patrol alerts, auditable records). Supervisor visits: 3 times per shift (every 4 hours). Penalties apply for late/short posting (R500), incomplete uniform (R100), no/incomplete OB (R50), insufficient site visits (R200), guards without firearms (R500). Firearm management: Competency certificate for Armoury Manager, documented handling/control procedures, Firearms Register, valid permits, separate ammunition storage. Monthly security risk assessments and incident reporting within 24 hours. Occurrence Books (OB) maintained at all service areas.

Experience & Qualifications

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

4.18. Should the service provider be awarded the bid, it would be a requirement to appoint a key account manager

to be assigned to the Post Office Region/Province.

4.19. Complying with and enforcing all SAPO Policies, physical and procedural measures as well as directives that

are issued from time to time;

4.20. Successful bidders shall observe all applicable legislation and security registration / accreditation / grading

requirements;

4.21. The successful Bidder/s will be required to, through negotiation, agree on and sign a contract which contains

the Service Level Agreement.

4.22. The bidder must have a minimum of one (1) years completed experience in the provisioning of guarding

services in the past two (2) years of bid closing date.

5.2.2. Bidders Experience:

The bidder must have a minimum of one (1) years completed experience in the provisioning of guarding services

in the past two (2) years of bid closing date. The bidder must use Annexure BR as a template to provide to their

clients to confirm the bidders experience in providing guarding services.

Note: Annexure BR to be completed by bidder’s client and also insert client letter head and SAPO reserve the

right to contact bidder’s client to verify information provided.

5.2.3. Operational Branch with a Secure Firearm Vault (Armoury) and dedicated Secure Control Room:

Bidders are required to provide the physical address/es of at least one (1) Operational Branch, Secure Firearm

Vault/Armoury and dedicated Secure Control Room) within the Province.

Quality Management

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

https://us04web.zoom.us/j/7569545

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Clarification questions 2026/06/16

RFP 26-27-01 of 19

 The South African Post Office reserves the right to reject and /or disqualify any proposal:

10..1 Received without all the data and information requested.

10..2 Submitted after the stated submission deadline [closing date]

10..3 Which does not conform to instructions and specifications detailed herein;

 That fails to comply with the specification.

10..1 That contains any information that is found to be incorrect or misleading in anyway.

10..2 Such non-compliant bids shall be rejected without further evaluation, provided that SAPO believes,

in its own discretion, that the non-compliance is minor then SAPO may continue with the evaluation,

or seek clarification thereon or reject the bid.

 The South African Post Office reserves the right:

10..1 Not to award or cancel this RFP at any time and shall not be bound to accept the highest scoring

or any bid.

10..2 To negotiate with one or more Preferred or Reserved Bidders identified in the evaluation process,

regarding any terms and conditions, including price without offering the same opportunity to any

other Bidder who has not been awarded the status of the Preferred or Reserved Bidder.

10..3 To accept part of a bid rather than the whole bid.

10..4 To split the award of the bid between two or more Bidders.

10..5 To cancel and/or terminate the bid process at any stage, including after the Closing Date and/or

after presentations have been made, and/or after bids have been evaluated and/or after the Pre-

ferred Bidders and Reserved Bidders have been notified of their status as such.

10..6 To carry out site inspections, product evaluations or explanatory meetings in order to verify the

nature and quality of the Services bidded for, whether before or after adjudication of the bid.

10..7 Request audited financial statements or other documentation for the purposes of a due diligence

exercise;

10..8 to cancel the contract and/request that National Treasury place the Respondent on its Database of

Restricted Suppliers for a period not exceeding 10 years, on the basis that a contract was awarded

on the strength of incorrect information furnished by the Respondent or on any other basis recog-

nised in law;

10..9 To award the bid to a Bidder who is not the highest scoring Bidder, provided that an objective

criteria was indicated in the evaluation criteria.

10..10 To correct any mistakes at any stage of the bid that may have been in the bid documents or oc-

curred at any stage of the bid process.

10..11 To award the business to the next highest scoring bidder(price and specific goal), provided that

he/she is still prepared to provide the required Goods/Services at the quoted price, should the

preferred bidder fail to sign or commence with the contract within a reasonable period after being

requested to do so. Under such circumstances, the validity of the bids of the next ranked bidder(s)

will be deemed to remain valid, irrespective of whether the next ranked bidder(s) were issued with

a Letter of Regret. Bidders may therefore be requested to advise whether they would still be pre-

pared to provide the required Goods/Services at their quoted price, even after they have been

issued with a Letter of Regret.

 No attempts may be made, whether directly or indirectly, to canvass any member of SAPO staff before the

award of the contract. Any enquiries must be referred, in writing, to the specified person(s).

are accurately recorded, stored and maintained in a manner that is auditable and available for inspection.

Pricing Schedule

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

See the attached Excel Pricing Schedule (Annexure A)

 Free State Province

a) Bidders shall quote rates that include the cost of all labour, equipment, materials and consumables required to

execute the service.

b) The bidder warrants that the pricing quoted above is free of any errors or omissions and that he/she is able to

deliver the scope on the prices quoted.

c) For purpose of Vat Bidders are requested to use 15% VAT

RFP 26-27-01 of 6

Returnable document(s)

Returnable Documents means all the documents, and Annexures, as listed in the tables below. There are

three types of returnable documents as indicated below and Respondents are urged to ensure that these

documents are returned with their bids. The section contains bookmarks for ease of reference.

Administrative Documents

Respondents are required to submit with their bid submissions the following Administrative Documents, and

also confirm submission of these documents by so indicating [Yes or No] in the tables below:

Administrative Returnable Documents Submitted

[Yes or No]

Completed SBD 1

Completed SBD 4

Completed Confidentiality and Non-Disclosure

Completed Certificate of Acquaintance with bid Re-

quirements

Latest CSD Report / MAAA number

Evaluation Documents:

Gatekeeping Documents

Gatekeeping Returnable Documents Submitted

[Yes or No]

Pricing Schedule (Annexure A)

Valid PSIRA membership certificate

Valid PSIRA Statement of Good Standing

Bid Condition Documents

Bid Conditions Returnable Documents Submitted

[Yes or No]

Completed and signed Annexure BC

Completed and signed Annexure BR

Proof of Operational Branch and dedicated Secure Control Room

Firearm Competency Certificate

Firearm Handling Procedure

Evidence of Firearms and Permits

Organogram Structure

Communication (Radio/Cell Platform)

Electronic Patrol System

Letter of Good Standing [COIDA] Act No.

Points for Specific Goals

Tenderers who do not submit specific goal requirement will not be disqualified from the bid process, but they

will score zero (0) points out of 10/20 for the specific goal.

Required Documents to be submitted for evaluation Submitted

[Yes or No]

BEE Certificate - SANAS accredited OR Signed Sworn Affidavit

by a Commissioner of oaths (EMEs and QSEs).OR a DTI BBBEE

Certificate (EMEs and QSEs).

Joint Venture (i.e. incorporate/unincorporated), a consolidated BEE

certificate must be submitted to earn the relevant point(s).

(SAPO) workplaces across the following demarcated SAPO regions:

Central Region – Free State Province

Bidders must supply & provide costing on ALL SAPO FACILITIES indicated on the Pricing Schedule (Annexure A)

per Province(demarcated SAPO Region) bidding for and cannot supply and cost in part i.e. for only certain

branches/facilities within the Province (demarcated SAPO Region) bidding for. This will constitute incomplete pricing,

and the bidder will be disqualified and not considered further for evaluation on price and specific goals.

The Pricing Schedule (Annexure A) reflects the Province (demarcated SAPO Region) and facilities where these

services will be required

2.1. The bidder must be registered with the Private Security Industry Regulatory Authority (PSIRA) for at least

one (1) year prior to the bid closing date The PSIRA membership certificate submitted in the name of the

bidding company must be valid on the bid closing date.

2.2. The bidder must provide a PSIRA Statement of Good Standing in the name of the bidding company confirm-

ing that the bidder is in good standing and the Statement of Good Standing must be valid on the bid closing

date

The contract will be awarded on a month to month basis, for a maximum period of one (1) year.

Scope of work

3.1. To provide Grade C or B, PSIRA registered and accredited armed and unarmed guarding services as detailed

per Annexure A.

3.2. The implementation of physical security, access control and other security measures, aimed at preventing

and or deterring crime. Identify risks and threats to the SAPO Facilities and in so doing, safeguard SAPO

assets, employees, customers and suppliers.

3.3. Secure the premises in order to identify risks and threats to the Post Office and in so doing, deterring /

delaying crime, thus safeguard SAPO assets, employees and customers.

3.4. The deployment of the guards will as per the requirements per Annexure A be on a 12 hour shift, from 06:00

to 18:00 and/or 18:00 to 06:00 from Monday to Friday, and/or Weekends (Saturday and Sunday), as well as

keeping criteria will result in the disqualification of the bid.

5.1.1 Pricing Schedule

Bidders must complete Pricing Schedule (Annexure A) in full and in the format provided in the Bid Document.

NOTE: Bidders must complete Ad – hoc rates in full as it forms part/constitutes the Pricing Schedule (Annexure A)

in its entirety.

Note: ADHOC pricing will not be used for benchmarking purposes (specific goals and price) but will be used on an

as and when required basis during the implementation process.

5.1.2 Valid PSIRA membership certificate

The bidder must be registered with the Private Security Industry Regulatory Authority (PSIRA) for at least one (1)

year prior to the bid closing date. Bidders must submit a valid PSIRA membership certificate in the name of the

bidding company confirming registration with PSIRA for at least one (1) year prior to the bid closing date.

evaluation

RFP 26-27-01 of 6

Bidding Company is BEE Certificate - SANAS accredited OR Signed 5

51% Black owned or more. Sworn Affidavit by a Commissioner of oaths (EMEs

and QSEs).OR a DTI BBBEE Certificate (EMEs

and QSEs).

Bidding Company is BEE Certificate - SANAS accredited OR Signed 2.5

≥ 51% Youth owned Sworn Affidavit by a Commissioner of oaths (EMEs

and QSEs).OR a DTI BBBEE Certificate (EMEs

and QSEs).

Bidding Company is BEE Certificate - SANAS accredited OR Signed 1.5

≥ 51% women owned. Sworn Affidavit by a Commissioner of oaths (EMEs

and QSEs).OR a DTI BBBEE Certificate (EMEs

and QSEs).

Bidding Company is BEE Certificate - SANAS accredited OR Signed 1

≥1% owned by disabled per- Sworn Affidavit by a Commissioner of oaths (EMEs

son and QSEs).OR a DTI BBBEE Certificate (EMEs

and QSEs).

5.4. Phase 4 Due Diligence

SAPO reserve the right to conduct a due diligence to verify the information submitted with the bidder’s proposal. The

bidder will be disqualified if the information is not able to be verifiable.

As per the due diligence table indicated under clause 6 on the specification.

RFP 26-27-01 of 6

Pricing schedule

See the attached Excel Pricing Schedule (Annexure A)

 Free State Province

a) Bidders shall quote rates that include the cost of all labour, equipment, materials and consumables required to

execute the service.

b) The bidder warrants that the pricing quoted above is free of any errors or omissions and that he/she is able to

deliver the scope on the prices quoted.

c) For purpose of Vat Bidders are requested to use 15% VAT

RFP 26-27-01 of 6

Returnable document(s)

[Yes or No]

Pricing Schedule (Annexure A)

Financial Requirements

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

Pricing: Submit rates in ZAR via Excel Pricing Schedule (Annexure A) for Free State Province. Rates must include all labour, equipment, materials, and consumables. VAT: Use 15%. Quote for 12-hour shifts (day/night, weekends, public holidays) and ad-hoc shifts. Pricing must cover ALL listed SAPO facilities; incomplete pricing is disqualified. Warranty: Prices must be error-free and deliverable as quoted. Payment terms and bonds/guarantees not specified.

Compliance Requirements

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

Mandatory: PSIRA registration (1+ year prior to closing date) with valid membership certificate and Statement of Good Standing. COIDA Letter of Good Standing (valid on closing date). CSD registration (MAAA number for tax compliance verification). SBD1 and SBD4 forms. Tax compliance (non-negotiable; verified via CSD MAAA). Not listed on National Treasury restricted suppliers. B-BBEE: Submit SANAS-accredited B-BBEE Certificate or Sworn Affidavit/DTI Certificate for Specific Goals (Black/Youth/Women/Disabled ownership). Joint ventures must submit consolidated B-BBEE certificates. Firearms: Compliance with Firearms Control Act (valid permits, secure storage, competency certificates). PSIRA accreditation for all security personnel. Control Room and Firearm Vault must meet PSIRA and legislative standards (access control, CCTV, logs, emergency procedures).

Health & Safety

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

 Proposals must be submitted through the Tender Box. It is the bidder’s sole responsibility to ensure that the bid

has been submitted and inserted in the tender box received by no later than the 2026/06/24 at 11h00. Proposals

received after the stipulated bid closing date and time will not be considered for bid evaluation purposes.

 Any amendments to the proposal documents, whether erasures or by means of correction fluid (e.g. Tippex),

must be initialled by the bidder.

 All documents and correspondence must be in English, failure to comply, the bid proposal will not be evaluated.

 Pricing schedule must be completed in South African Rands (ZAR). Failure to provide the bid in South African

.and must be valid at the bid closing date

 Hand delivered proposals must be delivered sealed. The following information shall appear on the outside of

the sealed proposal:

5..1 Name of bidder;

5..2 Description of proposal;

5..3 RFP number;

5..4 Closing date and time;

RFP 26-27-01 of 19

5..5 Name of person for whose attention the proposal is intended; and

5..6 The name and address of the Bidder must be written on the reverse side of the proposal / envelope.

sites - formal (collar, tie & step in / lace up shoes):

Uniform
Rain Suit
Handcuffs
Hand held metal detector
Reflector jacket
Baton
Torch
Pocket book and pen
Occurrence book
Hand held radio incorporating a panic facility and guard tracking capability
Cell phone

NOTE: The costing of radios, uniform and other equipment listed above, is to be the total inclusive cost as priced in

the Pricing Annexure.

4.9. Penalties, per shift, will apply in the event of, but not limited to the following;

Late Posting R500.00
Incomplete Uniform R100.00
Short Posting R500.00
No OB or incomplete R50.00

RFP 26-27-01 of 19

No or insufficient site visits R200.00
Guards posted without firearms to sites R500.00

4.10. The Bidder shall maintain a fully operational Branch within each Post Office Region for which they are sub-

mitting a bid. Each Branch must be equipped with both a Secure Firearm Vault and a dedicated Control

4.11. Control Room Requirement

The Bidder shall provide a dedicated Control Room that is physically separated, partitioned, and secured

from the main branch operations.

The Control Room shall operate on a 24-hour basis and be continuously staffed by Security Officials who

are duly registered and accredited with PSIRA.

All personnel assigned to the Control Room must hold valid PSIRA registration and be suitably trained to

perform monitoring and response coordination functions.

Access to the Control Room shall be strictly controlled through reinforced access control systems, including

but not limited to biometric, card-based, or coded entry mechanisms. Only authorized PSIRA-registered

personnel shall be permitted access.

The Control Room shall be secured with appropriate physical security measures, including security-rated

doors, locking systems and surveillance systems to prevent unauthorized entry.

The Control Room shall be equipped with reliable and fully operational communication systems, including

a base radio with sufficient network coverage to effectively communicate with the furthest operational site,

as well as telephone and digital communication platforms, to ensure continuous and effective coordination

of all security operations.

The Control Room shall continuously monitor:

o CCTV surveillance systems

o Electronic patrol monitoring systems

o Patrol systems and Panic activations

o All communication channels

Control Room personnel shall be capable of dispatching response teams and coordinating with relevant

law enforcement authorities.

A designated Control Room Manager shall be appointed to oversee operations, supervise staff, and

ensure compliance with all applicable standards and procedures.

The Control Room shall be equipped with an uninterrupted power supply or backup power system to

ensure continuous operation.

Adequate fire safety measures, including fire detection systems and emergency exits, shall be installed

and maintained. Emergency procedures must be documented and readily accessible.

The Bidder shall ensure the maintenance of accurate and up-to-date records, including incident reports,

visitor logs, and operator shift records.

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The confidentiality and integrity of all client information and surveillance data shall be maintained at all

times.

4.12. Firearm Vault Requirements

The Bidder shall provide a Secure Firearm Vault that is solidly constructed, tamper-resistant, and capable of

being securely locked.

The Firearm Vault shall comply fully with the provisions of the Firearms Control Act and all applicable PSIRA

standards.

Access to the Firearm Vault shall be strictly restricted through reinforced access control systems, including

biometric, card-based, or coded entry mechanisms.

Only authorized personnel who are registered with PSIRA shall be permitted access to the Firearm Vault.
The Bidder shall maintain detailed visitor and access logs for the Firearm Vault, and all entries shall be

verified and auditable.

The Firearm Vault shall be fitted with secure storage racks and/or cabinets specifically designed for the safe

storage of firearms.

Ammunition shall be stored separately from firearms, in a secure and compliant manner.
Emergency procedures relating to the Firearm Vault shall be documented and made readily accessible to

authorized personnel.

4.13. Requirements Applicable to Both Control Room and Firearm Vault

Both the Control Room and the Firearm Vault shall be secured by means of reinforced access control sys-

tems, including security-rated doors, locking mechanisms, and restricted entry systems.

Both facilities shall be continuously monitored by CCTV surveillance systems covering all access points and

internal areas.

CCTV recordings shall be securely stored and retained for audit, investigation and review purposes.
Access to both facilities shall be limited strictly to authorized personnel and all access shall be recorded in

maintained visitor and access logs.

The Bidder shall ensure that all security measures implemented for both facilities are compliant with relevant

legislative and regulatory requirements.

4.14. The Bidder shall ensure that a designated employee, being the Armoury Manager or other duly appointed

responsible official, is assigned to manage the firearm armoury within the relevant Province bidding for. Such

employee shall be permanently deployed within the Province of operation and shall, at all times, be in pos-

session of a valid firearm competency certificate issued in terms of the Firearms Control Act and

any applicable regulations. The Bidder shall further ensure that the appointed individual complies fully with

all provisions of the Act relating to the control, safekeeping, and management of firearms.

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4.15. The Bidder shall be required to present a developed, implemented and maintained formal documented pro-

cedure outlining the processes for the handling, control and safekeeping of firearms (Procedure/Policy Doc-

ument), as well as the recording of the issuing and return of firearms (Firearms Register).

Bidders will submit their service rates per twelve (12) hour shifts which must also be quantified in a monthly and

total cost over (twelve) 12 months, as per Annexure A.

The deployment of the guards will as per the requirements per Annexure A be on a 12 hour shift, from 06:00 to 18:00

and/or 18:00 to 06:00 from Monday to Friday, and/or Weekends (Saturday and Sunday), as well as Public Holidays.

In addition, Ad-hoc twelve (12) hour shift rates for Armed and Unarmed Guards must be furnished on Annexure A for

normal day and night shift, as well as for Public Holidays.

branch within the province(s) for which they are bidding

Ability to provide proof of staff component (i.e. Time Sheets etc.)

Contractual Terms

Source: RFP 26-27-01 Guarding Services for Free State Province- NM.pdf

Sbd1 - invitation to bid ........................................................................................................................................... 1

Sbd4 - bidder’s disclosure ................................................................................................................................... 4

Scope of supply and specific instructions ........................................................................................ 6
Confidentiality and non-disclosure agreement ............................................................................ 10
Certificate of acquaintance with bid documents .......................................................................... 13
Specification .................................................................................................................................................. 14
Evaluation criteria ....................................................................................................................................... 1
Pricing schedule ............................................................................................................................................ 6
Returnable document(s) ............................................................................................................................. 1
Annexure br...................................................................................................................................................... 3
Annexure bc...............................................................................................................................4

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Sbd1 - invitation to bid

when used in this Confidentiality Agreement, bear the meanings ascribed to them:

1.1 “Bidder” shall mean any person who attends the briefing session and/or any entity which is represented at

the briefing session whose details and signature are set out in the attendance register;

1.2 “Confidentiality Agreement” shall mean this confidentiality Agreement; and

1.3 “Post Office” shall mean the South African Post Office, a public company with limited liability duly incorporated

in accordance with company laws of the Republic of South Africa with registration number 1991/005477/06.

2 introduction