Appointment of security services panel for maluti-a-phofung local municipality (3-Year contract)

• 15 May 2026 – Tender documents available for collection (10:00 onward) or download.
• 25 June 2026 – Closing date and time: 10:00 (no extensions).
• No separate briefing session is mentioned in the document.
• Validity of bid: 90 days from the closing date.
• Penalty/clarification period for non‑compliance: 1 hour rectification time before deduction of R 5 000 per guard for listed breaches.

Supply Chain Enquiries: Mr M. Motsau – Tel (058) 718 3878 / (058) 718 3870 – Email [email protected] / [email protected]

Technical Enquiries: Mr A. Mofoeng – Tel (058) 718 3788 / (058) 718 3776 – Email [email protected]

Bid submission address: Bid Box No. “B”, Setsing Business Centre, C/O Moremoholo & Motloung Streets, Phuthaditjhaba, 9870.

• Obtain tender documents from the cashiers point, Phuthaditjhaba office after 10:00 on 15 May 2026 (fee R 254.88, cash or bank guarantee) or download free from the e‑tender portal.
• Only one sealed submission per bidder is allowed. Submit to Bid Box No. “B”, Setsing Business Centre, C/O Moremoholo & Motloung Streets, Phuthaditjhaba (postal code 9870).
• Closing date and time: 25 June 2026 at 10:00. Late bids will be rejected.
• Required forms/documents (must be indexed and sealed):

– Company Registration Certificate (CRC) showing active members (except sole traders/partnerships).

– Central Supplier Database (CSD) registration number (all JV parties must be on CSD).

– SARS PIN (or Tax Compliance Status/TCS certificate) for each party.

– Municipal rates and taxes clearance certificate or proof of no arrears > 3 months.

– Company profile and functional documents.

– PSIRA certificate (company and directors), Letter of good standing (PSIRA), Director’s police clearance, COIDA letter, UIF registration, NBC registration, ICASA licence (if applicable), Firearms Control Act accreditation, etc.

– Proof of vehicle fleet (minimum patrol vehicles per site) and lease/rental agreements.

– Proof of public liability insurance (minimum R 20 million cover).

• Disqualification risks: bids from persons in the service of the State, incomplete/incorrect forms, missing CSD or TCS details, multiple submissions, late delivery, electronic copies, or failure to meet any mandatory document requirement.

• Total functional score = 100 points. Bidders scoring < 70 points are disqualified and will not receive preferential points.
• Scoring breakdown:

– Experience (30 pts): client reference letters on letterhead showing contract values ≥ R10 million (5+ references = 20 pts; 3‑4 references = 15 pts; 1‑2 references = 0 pts).

– Resources (20 pts): certified copies of motor vehicle registrations and lease agreements for required patrol vehicles (8 vehicles = 20 pts; 6 vehicles = 10 pts; fewer = 0 pts).

– Operational Security Personnel (10 pts): police clearance certificates for supervisors (5 pts) and other staff.

– Firearms (35 pts): valid accreditation under the Firearms Control Act (≥ 45 firearms = 35 pts; 20‑44 = 20 pts; < 20 = 15 pts).

– Public Liability Insurance (5 pts): proof of R 20 million cover.

• Preference points (up to 20) are awarded for specific goals (local content, municipal rates clearance, etc.) as per the Preferential Procurement Policy Framework Act (90/10 or 80/20 system).
• Evaluation stages: 1) Functional compliance and scoring; 2) Preference point allocation; 3) Final ranking based on total points (functional + preference).

Scope: Provide security services for a three‑year period to Maluti‑a‑Phofung Local Municipality (three administrative units: Phuthaditjhaba, Harrismith, Kestell). Two service providers will be appointed – one covering Qwa‑Qwa (Phuthaditjhaba) and the other covering Harrismith and Kestell.

Deliverables:

– 24‑hour security coverage with 12‑hour shifts.

– Guard grades: Grade C (preferred), Grade B (supervision), Grade A (management/PSIRA compliance).

– Minimum patrol vehicles: 8 for Qwa‑Qwa unit, 4 for Harrismith, 4 for Kestell, with valid registration and lease agreements.

– Equipment per guard: uniform, boots, belt, baton, pepper spray, communication device, torch, gun (where required), first‑aid kit, handcuffs, metal detector.

– Armory compliance: firearm safe, register, discharge register, safe‑work procedures.

– Vehicle inspection standards: good condition, fire extinguisher, first‑aid kit, tracking system, branding, identification lights.

– Service levels: monitoring entrances, CCTV, regular patrols, incident response, reporting, emergency preparedness, record‑keeping.

– Pricing: Fixed rates for the first 12 months; escalation per National Bargaining Council for Private Security (NBC) from year 2 onward.

– Penalties for non‑performance (e.g., no officer posted, desertion, sleeping on duty, drunkenness, missing uniform, site non‑visit) with specified monetary deductions per guard.

• Pricing must be submitted on the official bid forms; separate price for each guard grade per 12‑hour shift (Grades A, B, C – armed and unarmed, plus riot‑public disorder grades).
• Bid price must be exclusive of VAT unless otherwise indicated.
• No electronic or telegraphic submissions accepted.
• A non‑refundable tender fee of R 254.88 is required when collecting hard copies.
• No bond or guarantee is explicitly required in the document.
• Payment terms will be governed by the Municipal General Conditions of Contract (not detailed in the excerpt).

• Company Registration Certificate (CRC) showing active members.
• Central Supplier Database (CSD) registration number (all JV parties must be on CSD).
• SARS PIN or Tax Compliance Status (TCS) certificate for each party.
• Municipal rates and taxes clearance certificate or proof of no arrears > 3 months.
• B‑BEE status to be declared (points may be claimed under the Preferential Procurement Policy Framework).
• CIDB registration not explicitly required.
• CIPC registration number must be provided.
• Professional registrations: PSIRA certificate (company and directors), Director’s police clearance, COIDA letter, UIF registration, NBC registration, ICASA licence (if applicable), Firearms Control Act accreditation.
• No bids from persons in the service of the State.
• All documents must be indexed and sealed as per instructions.

Submit the following returnable documents: 1) Completed declaration form for procurement above R10 million (all taxes included). 2) If legally required to prepare annual financial statements, submit audited annual financial statements for the past three years (or since establishment if less than three years). 3) Disclose any undisputed municipal service commitments overdue by more than three months or other service provider payments overdue by more than 30 days. 4) Disclose if any portion of goods/services will be sourced outside the Republic, including payment transfer details.

Scope: Provision of security services to Maluti-a-Phofung Local Municipality for a period of three years. Deliverables: Security services as per municipal requirements. Bidder must disclose any past or current material non-compliance or disputes with state contracts from the past five years.

1. Bidders must confirm if they are legally required to prepare annual financial statements. If yes, submit audited annual financial statements for the past three years (or since establishment if less than three years). 2) Disclose any outstanding undisputed commitments for municipal services (overdue by more than three months) or other service provider payments (overdue by more than 30 days). 3) Disclose if any portion of goods/services will be sourced outside South Africa, including the portion and whether payment will be transferred out of the Republic.

1. Disclose any contracts awarded by an organ of state in the past five years, including details of material non-compliance or disputes. 2) Certify that all information provided in the declaration is correct, with acceptance of state action if false.