Security, patrol, and access control services at die dam and uilenkraalsmond resorts, overberg district municipality (1–31 october 2026)

Bidding procedure enquiries:

• Contact: Mr L Tshambu
• Department: Supply Chain Management
• Telephone: 028 425 1157, ext. 208
• Email: [email protected]

Technical information:

• Contact: Ms F Lloyd
• Department: Tourism, LED and Resorts
• Telephone: 028 425 1157
• Email: [email protected]

Alternative technical contact:

• Contact: Ms C Cloete
• Email: [email protected]

Submission address:

Overberg District Municipality

26 Long Street

Bredasdorp, 7280

Bid document collection:

Supply Chain Management Unit

11 Recreation Street

Bredasdorp

Office hours: Monday–Thursday 8:00–13:00 and 13:30–16:30; Tuesday 8:00–13:00 and 13:30–16:00.

Submission method: sealed envelope, hand-delivered, by courier, or posted at bidder's risk, placed in the Bid Box at the Overberg District Municipality, 26 Long Street, Bredasdorp, 7280, by 12:00 on 29 September 2026. Faxed, e-mailed, or late bids will not be accepted. Bids must be submitted on the official forms provided (not retyped) and the complete bid document must be returned. The bidder must initial every page and complete the checklist at the back. The bid must be endorsed with the bid number and title. Bids will be opened in public immediately after closing.

Returnable forms (all must be completed, signed, and submitted):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 2 (Tax Compliance Status): compulsory, provide TCS PIN or CSD number.
• MBD 3.1 (Pricing Schedule): completed pricing schedule, no alternative schedules accepted.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• MBD 7.1 (Contract Form): to be signed by the successful bidder within 30 days of notification.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• MBD 16 (Key Performance Indicators).
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.
• Compulsory Enterprise Questionnaire.
• Annexure A (names of directors/trustees/shareholders) and Annexure B (Certificate for municipal services).
• Checklist for completeness of bid documentation.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Missing pages, unauthorised alterations, or correction fluid (Tippex) corrections.
• Bids not initialled on every page.
• Bids received after the closing time, regardless of reason.
• Bids deposited in the incorrect box.

Evaluation is in two stages. First, functionality/technical evaluation (35 points) with a minimum qualifying score of 25/35. Bidders failing this threshold are not evaluated further. Second, the 80/20 preferential procurement system applies: 80 points for price, 20 points for B-BBEE specific goals (per MBD 6.1).

Functionality/technical criteria (max 35 points):

• Experience of the bidder in security services to business or local government (max 5 points): 1 year = 1 point, 2 years = 2 points, 3 years = 3 points, 4 years = 4 points, 5+ years = 5 points. Proof: CIPC documents, client reference letters, copies of contracts/SLAs, appointment letters, company profile, PSIRA registration.
• Quality service offerings confirmed by positive reference letters (max 5 points): 1 positive ref = 1 point, 2 = 2, 3 = 3, 4 = 4, 5 = 5.
• Qualifications of personnel (10 points): all security officers must have Grade 10 and Grade C security training; certified qualification certificates for each officer must be attached. 0 points if not all certificates included and certified.
• Experience of nominated key security personnel (Project Manager) (max 5 points): 1 year = 1 point, 2 = 2, 3 = 3, 4 = 4, 5+ = 5. Proof: CV, appointment letter, reference letters.
• Professional registration (PSIRA) (10 points): PSIRA registrations submitted with documents = 10 points; not submitted = 0 points.

Two bidders will be identified for award: the first bidder will be held responsible for the cost difference if the second bidder is used due to the first bidder's failure to perform.

Scope: Security, patrol, and access control services at two resort sites of the Overberg District Municipality for the period 1–31 October 2026.

Sites:

• Die Dam Resort, R43 road, Gansbaai (approximately 33 km East of Gansbaai)
• Uilenkraalsmond Resort, R43 road, Gansbaai (approximately 7 km East of Gansbaai)

Staffing requirements per site (each site requires):

• 2 x Grade C Security Officers for day shift: Monday to Sunday, 07:00–19:00, including public holidays.
• 2 x Grade C Security Officers for night shift: Monday to Sunday, 19:00–07:00, including public holidays.

PSIRA registration:

• The bidder (business) must be PSIRA registered; valid proof must accompany the bid.
• All Grade C Security Officers must be PSIRA registered; valid proof of registration must be submitted with the bid.

General requirements:

• Guards must be paid equal to or above the required PSIRA salary rates.
• The service provider must submit proof of a Public Liability Insurance Policy to the value of at least R5 million, covering all claims including those related to the use or misuse of firearms, against the Council, the contractor, or its employees.
• No subcontracting of any kind is allowed.
• The successful bidder is solely responsible for the provision of the service.
• Contact details and qualifications of the Project Manager and contact person must be provided.

Pricing format: The specific pricing schedule (MBD 3.1) must be completed; alternative pricing schedules will not be accepted. Prices must be in Rand and include all expenses, disbursements, costs, overheads, and profit. All pricing must include VAT. Prices quoted are final and binding.

Pricing schedule structure:

• For each site (Die Dam and Uilenkraalsmond), provide a total price per month for the day and night shift services (2 x Grade C officers per shift), including VAT. This total will be used for evaluation.
• Ad hoc services: 1 x Grade C Security Officer, estimated no more than 10 days within the period, priced per officer per day (including VAT) for day and night shifts at each site. The estimated total (including VAT) will be used for evaluation.

Payment terms:

• No upfront payments. Payment will be made within 30 days of receipt of a valid invoice, after verification that services were rendered according to specifications.
• Payment will be made in Rand.

Validity: Bids must remain valid for 90 days from the closing date.

Bid security: None specified.

Retention/surety: The successful bidder will be liable for all duties and costs on legal documents and for surety and retentions.

Other:

• The municipality is not in a position to state exact quantities; estimated quantities are for evaluation purposes only and should not be used for pricing.
• The municipality reserves the right to accept more than one quotation or to award per line item.

Mandatory compliance:

• Valid Tax Compliance Status (TCS) PIN issued by SARS, or a printed TCS certificate, or CSD number if registered on the Central Supplier Database (CSD). Bids not supported by a valid TCS PIN will be invalidated.
• Registration on the Central Supplier Database (CSD) is required; the municipality is not allowed to do business with suppliers not registered on the CSD.
• Registration on the Overberg District Municipality's Accredited Supplier Database is expected; the municipality reserves the right not to award to suppliers not registered.
• Copy of business registration documents (e.g., CIPC).
• Valid PSIRA registration for the business and for all security officers.
• B-BBEE verification certificate (SANAS accredited) or sworn affidavit (for EMEs/QSEs) to qualify for preference points. The certificate must be an original or certified copy of the original, not a photocopy of another certified copy.
• Bidders or their directors must not be in arrears with municipal rates, taxes, or charges for more than three months.
• No persons in the service of the state may bid.
• Bidders must have their own transport and arrange their own accommodation (if applicable).
• CIDB registration: if applicable, the bidder's CIDB registration number must be included; the municipality will verify it during evaluation.