Security guarding services tender – kirstenbosch national botanical garden (3-Year contract)

• Closing date and time: 21 August 2026 at 11:00.
• Compulsory site briefing: 31 July 2026 at 11:00 at Old Mutual Conference Centre, Gate 1, Kirstenbosch National Botanical Garden, Rhodes Drive, Newlands.
• Cut-off for enquiries: 14 August 2026 at 12:00. No feedback after this deadline.
• Contract period: Three years, with performance evaluated every three months and reviewed annually.

• Compulsory site briefing: 31 July 2026 at 11:00 at Old Mutual Conference Centre, Gate 1, Kirstenbosch National Botanical Garden, Rhodes Drive, Newlands.
• Strict start time; adhere to health and safety protocols.
• Enquiries cut-off: 14 August 2026 at 12:00; responses on SANBI website.

• For bidding procedure enquiries: [email protected]
• For technical enquiries: Mr. Dumisi Mokoena (Deputy Director – Security Management) at [email protected]; Mr. Elton le Roux (Estate Manager) at [email protected]
• Submission address: Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria.
• Postal address for SCM: The Deputy Director: Supply Chain Management, SANBI, Private Bag X101, Silverton, 0184.

• Submit bids by 11:00 on 21 August 2026. Late bids will not be considered.
• Deliver bid documents to the bid box at: Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria.
• Use official forms provided; do not retype.
• Include all required SBD forms, duly completed and signed.
• Submit a fully completed and signed compulsory site briefing session certificate.
• Bids must be valid for 120 days from the closing date.
• Failure to submit mandatory documentation will lead to disqualification.

• Mandatory documents list includes CSD report, PSIRA certificates, ICASA licence, Western Cape proof, COIDA letter, Health and Safety Policy, liability insurance, SBD forms, briefing certificate.
• Other documents for evaluation: company profile, audited financials, CVs, ISO 9001 (optional), track record, reference letters, training plan, operational capacity evidence.

Valid PSIRA registration as a security service provider (company and management). Existing business/office in Western Cape Province (proof required). Central Supplier Database (CSD) registration. Tax Compliance Status (PIN) from SARS. Valid Compensation for Occupational Injuries and Diseases Act (COIDA) letter of good standing. Minimum R5 million liability insurance. Submission of all mandatory documents listed in section 5.1. Attendance at compulsory site briefing (certificate required). B-BBEE certificate or sworn affidavit (for preference points).

• Provide 24/7 security guarding services at Kirstenbosch National Botanical Garden for three years.
• Key deliverables: Guarding with 12-hour shifts (winter: 06:00-18:00/18:00-06:00; summer: 07:00-19:00/19:00-07:00), access control, vehicle management, patrols, emergency response, incident reporting, and enforcement of garden rules and by-laws.
• Staff requirements: Minimum of 12 security officers at various duty points (e.g., entrances, patrols) with Grade C PSIRA registration, no criminal record, Grade 12, English proficiency, and at least three years' experience.
• Equipment to provide: Cell phones, two-way radios, GPS tags, panic buttons, torches, tasers, pepper spray, handcuffs, notebooks, breathalysers.
• Establish 60 electronic clocking points for monitoring.
• All security officers must be proficient in English and one other official language.
• Supervision: Daily mobile visits (minimum one day, two night) recorded in occurrence book.
• Additional ad hoc security officers may be required for events; indicate availability and notice period.
• Induction training for all staff is compulsory before placement.

• Provide 24/7 guarding with shift handovers for continuous surveillance.
• Implement vehicle control/management system at entrances.
• Use patrol tracking system with 60 electronic clocking points.
• Maintain access control, visitor management systems, occurrence books.
• Conduct mobile supervisory visits: minimum one daily, two nightly, recorded.
• Ensure effective two-way radio/PTT communication across garden; on-site test required.
• Provide ad hoc security officers for events with indicated notice period.

• Site/Project Manager: Minimum six years' experience in security industry site management; submit CV and certified copies of ID, driver's licence, qualifications.
• Supervisors (two): Minimum six years' supervisory experience each; submit CVs and certified copies of ID, driver's licence, competency certificates, qualifications.
• Security officers: Grade C PSIRA, no criminal record, Grade 12, English proficient, at least three years' experience.
• Training and Skills Development Plan: Detailed plan with timeframes covering PSIRA code, access control procedures, record keeping, and security knowledge.

• Submit company profile, mission statement, management and supervision structures.
• Submit latest audited financial statement.
• CVs for appointed Site/Project Manager and supervisors.
• SABS ISO 9001 certificate (optional).
• Track record list of current/previous clients with scope, duration, value.
• Five reference letters from past five years, on client letterhead, signed, with contact details; at least three from different organisations.
• Site inspection will verify: office infrastructure, control room capability, and presentation of security equipment (uniforms, radios, PSIRA certificates, guard monitoring system, branded vehicles).

• Submit firm prices only.
• Provide detailed pricing breakdown for three-year contract, including all equipment and services.
• Include 9% annual increase for wages/salaries in years two and three for bidding purposes.
• Wages must meet PSIRA minimum sectoral determination; bids below first-year minimum disqualified.
• All applicable taxes must be included.
• Offer valid for 120 days from closing date.

• Submit firm prices only; no conditional or exchange rate variable prices.
• Provide a detailed pricing breakdown for the three-year contract, including all equipment and services.
• Wages/salaries must meet PSIRA's minimum sectoral determination. For bidding, include a 9% annual increase for years two and three.
• Bids with first-year wages below PSIRA minimum will be disqualified.
• All applicable taxes (VAT, PAYE, income tax, UIF, SDL) must be included in the bid price.
• Offer must be valid for 120 days from the closing date.

Mandatory documents (failure leads to disqualification):

• Central Supplier Database (CSD) registration report.
• Valid company PSIRA registration certificate (guarding services).
• Valid PSIRA certificates for company owner(s)/management team.
• Valid ICASA licence or contract for PTT communication.
• Proof of operating business in Western Cape (e.g., municipal account, lease agreement).
• Fee/cost structure as per Annexure D.
• Valid Letter of Good Standing from Compensation Commissioner (COIDA).
• Company Health and Safety Policy and Training Plan.
• Liability insurance cover (minimum R5 million per claim).
• Tax Compliance: Submit SARS PIN or TCS certificate; if not available, provide CSD number. Foreign suppliers must complete questionnaire.
• B-BBEE: Submit B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.
• SBD forms (including SBD 4 and SBD 6.1) duly completed.
• No bids from persons in the service of the state or their companies.

• Submit B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs).
• Required to qualify for preference points: 10 points for Black Ownership, 10 points for Female Ownership, verified via CSD.

• Comply with Occupational Health and Safety Act (OHSA) and regulations.
• Submit company Health and Safety Policy and Training Plan.
• Valid Letter of Good Standing from Compensation Commissioner (COIDA).
• Induction training for all staff on site emergency plan is compulsory.
• Security officers must enforce safety-related garden rules (e.g., no fires, drones, swimming).
• Supervisors must respond promptly to security threats or emergencies.

• Service Provider must comply with all environmental regulations.
• Security services support the conservation of biodiversity at Kirstenbosch National Botanical Garden.
• Enforcement of garden rules includes preventing environmental damage (e.g., no plant removal without permit, no fires).

• Contract duration: Three years.
• Performance evaluated every three months; contract reviewed annually.
• Service Level Agreement (SLA) will be signed for monitoring; monthly and quarterly compliance meetings.
• SANBI reserves rights to: verify information, not appoint any provider, cancel tender, appoint multiple providers, disqualify for inaccurate information, and know minimum wages paid.
• Bidder declarations required on SBD forms regarding state employment, conflicts of interest, and collusion.
• Successful bidder must sign written contract form (SBD7).

• Mandatory documents: CSD report, PSIRA certificates, ICASA licence, Western Cape business proof, COIDA letter, Health and Safety Policy, liability insurance, SBD forms, briefing certificate.
• Tax compliance: SARS PIN/TCS or CSD number required.
• B-BBEE certificate or affidavit for preference points.
• Foreign suppliers must complete questionnaire on RSA residency, branch, income, and tax liability.

• Two-stage evaluation: functionality (70-point threshold) then price and specific goals (80/20 system).
• Functionality criteria: company experience, track record, references, financial capacity, staff experience/qualifications, training plan.
• Specific goals: Black Ownership (10 points), Female Ownership (10 points).
• Site inspection for shortlisted bidders to verify equipment and infrastructure.