Short-term security services tender for central karoo district municipality (psira registered providers)

Closing date: 19 June 2026 at 12H00. No other dates specified in the document.

Queries on specifications: Wesley Strong, Phone: 023 449 1000, Email: [email protected]. Document contact: Dormenia Swartz, Phone: 023 449 1000 / 1051, Email: [email protected]. Submission email: [email protected]. Acting Municipal Manager: Mr. A Makendlana, Address: 63 Donkin Street / Private Bag X560, Central Karoo District Municipality.

Submit via email to: [email protected] (no other email accepted). Document must be completed in non-erasable black ink and not retyped. Quotation must be on company letterhead. Closing date: 19 June 2026 at 12H00. Late submissions will be disqualified. Ensure all pages are signed. Failure to submit mandatory documents (PSIRA registration, NBCPSS registration, CSD registration, tax clearance, B-BBEE certificate, municipal accounts/lease agreements) will invalidate the bid. Bids may only be submitted on the issued bid document.

Evaluation uses the 80/20 preference points system. Price counts for 80 points (lowest acceptable bid scores highest). 20 points for specific goals: 10 points for B-BBEE status (Level 1: 10 points, Level 2: 9 points, Level 3: 7 points, Level 4: 6 points, Level 5: 4 points, Level 6: 3 points, Level 7: 2 points, Level 8: 1 point, Non-compliant: 0 points) and 10 points for locality (10 points: within CKDM boundaries, 8 points: within Central Karoo District, 6 points: within Western Cape, 0 points: outside Western Cape). Only suppliers complying with all specifications qualify for points. B-BBEE certificate must be certified; uncertified certificates score 0 points for B-BBEE and locality.

Scope: Provide PSIRA-registered security services (patrol, access control, safeguarding) for CKDM premises, depots, work sites, construction sites, and assets for 2 months (1 July 2026 – 31 August 2026). Services required: Grade C or higher security guards, safeguarding municipal buildings/properties/assets, access control, monitoring, and construction site security. Service hours: Depots - Normal: Mon-Thu 07H30-17H00, Fri 07H30-13H45; After hours: Mon-Thu 17H00-07H30 next day, Fri 13H45-07H30 Mon; Public holidays: 24-hour security. Construction sites/outposts/offices: as and when needed. Guards must report 15 minutes before shift start. Equipment required: Official uniforms (not resembling law enforcement), two-way radios/walkie-talkies or mobile phones with airtime, flashlights, PPE, non-lethal self-defence tools (baton, handcuffs, whistle, panic button, pepper spray), notebook/pen, occurrence book, admission control book. Guards must wear visible ID cards with name, surname, PSIRA number, employee number, and photo. Company must have branded vehicles/uniforms and a dedicated administrative office. Supervisor must be available at all times. Monthly incident reports due within 5 days of month-end. Electronic Active Guard Patrol Monitoring Systems required for depots with services >3 months. Guards must be fluent in two of the three official Western Cape languages.

Bidder must be a PSIRA-registered security service provider with Grade B registration for all directors/partners/trustees/managers. Guards must be Grade C or higher PSIRA-registered. Service provider must have a valid PSIRA letter of good standing (<90 days). NBCPSS registration is mandatory. Service provider must adhere to Sectoral Determination 6 (Private Security Sector) for wages, overtime, provident funds, and working hours. All guards must be fluent in two of the three official Western Cape languages. Service provider must have a dedicated administrative office and branded vehicles/uniforms per PSIRA Regulation 13, 2002.

Service provider must ensure all registers (occurrence, admission control, daily log sheets) are up-to-date and available for inspection by CKDM Safety and Security officials. Daily log sheets must record: shift start/end times, visitor entrance/exit times, and inspections by managers/Safety and Security officials. Inspection results and activities must be recorded hourly. Incidents must be logged in the Occurrence Book (OB). Monthly incident reports must be submitted to the Contracts Manager within 5 days of month-end. Service provider must make recommendations to CKDM for security improvements/preventative measures. CKDM may inspect the service provider’s administrative office and business premises per PSIRA Regulation 5, 2002.

Pricing must cover the period 1 July 2026 – 31 August 2026 for each depot (Beaufort West, Murraysburg, Prince Albert, Laingsburg). Beaufort West: 1 Grade C guard (day shift: Mon-Thu 07H30-17H00, Fri 07H30-13H45), 2 Grade C guards (night shift: Mon-Thu 17H00-07H30 next day, Fri 13H45-07H30 Mon, 24-hour on public holidays). Murraysburg/Prince Albert/Laingsburg: 1 Grade C guard (day shift), 1 Grade C guard (night shift), weekends only (Fri 13H30–Mon 07H30). Prices must be firm, inclusive of VAT, and valid for 30 days. Quotation must be on company letterhead. VAT status must be declared; non-VAT vendors must show identical amounts for inclusive/exclusive columns. Travel costs: Only for sites >15km from nearest CKDM depot. Claims: 2 return trips per shift, or 1 return trip per shift segment (start, between adjacent shifts, end), with longest trip applying for multiple guards on same road. Detailed travel log required with invoices. Rates negotiated post-award, aligned with Department of Transport guidelines.

Pricing: Detailed quotation for 1 July 2026 – 31 August 2026 per depot (Beaufort West, Murraysburg, Prince Albert, Laingsburg). Beaufort West: 1 Grade C guard (day shift), 2 Grade C guards (night shift). Murraysburg/Prince Albert/Laingsburg: 1 Grade C guard (day shift), 1 Grade C guard (night shift), weekends only (Fri 13H30–Mon 07H30). Prices must be firm, inclusive of VAT, and valid for 30 days. Quotation must be on company letterhead. VAT status must be declared; non-VAT vendors must show same amount for inclusive/exclusive columns. Travel costs: Only for sites >15km from nearest CKDM depot (Beaufort West, Murraysburg, Merweville, Laingsburg, Prince Albert). Claims: 2 return trips per shift, or 1 return trip per shift segment, with longest trip applying for multiple guards on same road. Detailed travel log required with invoices. Rates negotiated post-award, aligned with Department of Transport guidelines. Payment: Within 30 days of valid tax invoice receipt. Overtime costs are for the service provider’s account. Tender evaluated against PSIRA Illustrative Contracts Costing Guideline 2021 and NBCPSS Provisional Pricing Guide.

Mandatory: PSIRA registration (company + all directors/partners/trustees/managers as Grade B security service providers), valid PSIRA letter of good standing (<90 days), NBCPSS registration, Central Supplier Database (CSD) registration (MAAA number), valid Tax Clearance Certificate/PIN (SARS-printed), certified B-BBEE certificate (or sworn affidavit per legislation), latest municipal rates/taxes accounts or lease agreements (<30 days) for company and all directors (verified with third parties), proof of business registration within CKDM municipal jurisdiction for locality points, CIPC registration, CIDB registration (if applicable). Additional: No directors/owners listed on National Treasury’s Tender Defaulters Register or convicted of fraud/corruption in past 5 years. No arrears on municipal rates/taxes (business or directors). Compliance with Sectoral Determination 6 (Private Security Sector) for wages, overtime, etc. Occupational Health and Safety compliance. Public Liability Insurance (minimum R5,000,000). Must submit MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 8 (Past SCM Practices), MBD 9 (Independent Bid Determination). All supporting documents must be attached and pages signed.

Service provider must ensure guards are equipped with: official uniforms (not resembling law enforcement), communication devices (two-way radios/walkie-talkies or mobile phones with airtime), flashlights, PPE, non-lethal self-defence tools (baton, handcuffs, whistle, panic button, pepper spray), notebook/pen, occurrence book, and admission control book. Guards must report for duty 15 minutes before shift start and may not leave before shift end. Service provider must conduct random inspections of premises/guards and log visits in the guard’s logbook. Guards must patrol facilities and perimeters, prevent unauthorised access, and report emergencies/illegal activities immediately. Service provider must be OHS-compliant and provide a safe working environment.

Contract duration: 2 months (1 July 2026 – 31 August 2026). Service provider is liable for damages/loss due to negligence or intent; CKDM is indemnified against liability for loss of life/injury to security personnel, damage to security equipment/property, and claims from third-party acts (e.g., illicit arrests). No overtime payments; overtime costs are the service provider’s responsibility. Service provider must maintain Public Liability Insurance (minimum R5,000,000) for the contract duration. Contract is subject to CKDM’s Supply Chain Management Policy, Municipal Preferential Procurement Policy, and Preferential Procurement Regulations, 2022. CKDM reserves the right to reject any bid, accept the lowest or any bid, or accept part thereof. Contract may be terminated for non-compliance, with damages claimed. Fraudulent claims may result in disqualification, cost recovery, contract cancellation, 10-year restriction from public sector business, and criminal prosecution.

Evaluation follows the 80/20 preference points system per Preferential Procurement Regulations, 2022 (Gazette 47452, 04/11/2022). Price accounts for 80 points (lowest acceptable bid scores highest). 20 points for specific goals: 10 points for B-BBEE status level (Level 1: 10, Level 2: 9, Level 3: 7, Level 4: 6, Level 5: 4, Level 6: 3, Level 7: 2, Level 8: 1, Non-compliant: 0) and 10 points for locality (10: within CKDM boundaries, 8: within Central Karoo District, 6: within Western Cape, 0: outside Western Cape). Only responsive bids (meeting all specifications) qualify for evaluation. Uncertified B-BBEE certificates score 0 for B-BBEE and locality points. Proof of locality (municipal account/lease agreement) is required for locality points.