Security guarding services – gqeberha regional office (24-Month contract)

Closing date: 31 October 2026 at 16:00.

No briefing session or site visit is stated in the document.

Technical enquiries (in writing):

• Contact: Ms P Matlaila
• Email: [email protected]

No other contacts are stated.

Submission method: email only. Quotations must be submitted by email by the closing date.

Closing time: 16:00 on 31 October 2026.

Pricing must be submitted only in the email (not in the body of the proposal).

Returnable documents (all must be completed and submitted):

• Completed pricing schedule (Annexure A) in full.
• Proof of CSD registration and tax compliance.
• Proof of valid PSIRA registration of the service provider.
• List of at least 5 PSIRA-registered security guards (names, surnames, PSIRA numbers).
• Proof of current COIDA registration.
• At least one reference letter (not older than 7 years) demonstrating 5 years' relevant experience.
• Implementation plan covering the specified security service delivery methodology items.
• Declaration of Secrecy (to be signed before commencement).
• Details of Third Party and Public Liability insurance (minimum R500,000) before signing the SLA.

Disqualification risks:

• Failure to comply with any mandatory requirement.
• Marking 'comply' without substantiating evidence.
• Quotations received after the closing time.
• Non-compliance with Regulation 13(c) of the Public Service Regulations 2016 (public service employees conducting business with an organ of state).

Two-phase evaluation:

• Phase 1: Mandatory requirements compliance. Bidders must fully comply with all mandatory requirements to proceed. Failure results in disqualification.
• Phase 2: Price and specific goals scored under the 80/20 preference point system (PPPFA).

Maximum points: 100 (price 80, specific goals 20).

Mandatory requirements include:

• Minimum 5 years' relevant experience in similar security services.
• At least one reference letter not older than 7 years.
• List of at least 5 PSIRA-registered security guards.
• Proof of valid PSIRA registration of the service provider.
• Proof of current COIDA registration.
• Implementation plan addressing: guard inspection and deployment routines, supervision of guards, site inspections, meetings with dtic Security, processes when guards fail to report, reports and formats, and incident investigation with timeframes.

The Department of Trade, Industry and Competition (the dtic) requires security guarding services at its Gqeberha Regional Office for 24 months.

Location: 66 Ring Road, 3rd Floor, Greenacres, Gqeberha 6045. (Note: the document also mentions 8 Riebeeck Street, 13th Floor, Norton Rose House, but the main premises is the Ring Road address.)

Leased space: 464 m² comprising six offices, one reception/waiting area, one big boardroom, three consultation rooms, one server room, one storeroom, one room, one print room, one pause/kitchen, and one entrance/passage area. Ablution facilities are inside the lease space.

Service requirement: Daily 10-hour security guarding services, including:

• One Grade C Security Guard (may work public holidays if required; provision to work one weekend per month).
• Static guarding at the office entrance.

Security aids to be supplied and used (quantities as listed):

• Handheld metal detector (1)
• Handheld scanner to positively identify visitors (1)
• Pocket book (1)
• Red and black pens (1)
• Radio and spare battery (1)
• Handcuffs and key (1)
• Rechargeable torches/batteries (1)
• Baton and whistle (1)
• Pepper gel spray (1)
• Taser (1)
• Occurrence book (2, one on standby)
• Serviceable cell phone with airtime and data (1)

Duties include:

• Access control: control movement of people and goods, verify identity, conduct searches when necessary.
• Regular patrols of all rooms and areas, ensuring doors and windows are secured.
• Check for hazards inside and outside the premises.
• Call for backup when needed.
• Report for duty 15 minutes before shift start.
• Supervisors to conduct regular on-site inspections and controls.
• Respond to and record security incidents in the occurrence book.
• Assist with emergency evacuations and drills, provide first aid and fire marshal support.

Personnel requirements:

• Must wear a neat, standardised uniform and display an identification card/name tag with photo, rank, initials and surname.
• Must physically display PSIRA cards as required by the MPSS.
• Must not read, copy, or peruse dtic documents or use dtic equipment unless required for duties.
• Must not disclose departmental information to the public or media.
• Must sign a Declaration of Secrecy before commencement.
• All personnel will be screened by the dtic Vetting unit; bidders must ensure employees have no criminal records and hold valid SA identification.

Supervision and reporting:

• Supervisors to inspect all registers weekly and report irregularities immediately.
• Monthly report with proof of supervisor visits to be submitted to the dtic Project Manager.
• Security incidents or breaches to be reported immediately to the Project Manager.

Implementation plan required, addressing:

• Routines of guard inspection and deployment.
• Supervision of guards.
• Site inspections.
• Meetings with dtic Security.
• Processes when guards fail to report for duty.
• Reports and formats.
• Investigation of incidents with timeframes.

Service delivery approach: Daily 10-hour guarding, static post at entrance, regular patrols, access control, hazard checks, backup calls, incident response, and emergency support.

Company experience: Minimum 5 years' relevant experience in similar security services.

Proof: At least one reference letter, not older than 7 years.

Personnel: List of at least 5 PSIRA-registered security guards (names, surnames, PSIRA numbers).

Service provider must hold valid PSIRA registration.

COIDA registration required.

All personnel must have no criminal records and valid SA identification; they will be vetted by the dtic.

Quality of work: The dtic may discontinue work on deliverables if quality is poor or service is unduly delayed.

Supervision: Supervisors must conduct regular on-site inspections and controls.

Reporting: Monthly reports with proof of supervisor visits must be submitted to the Project Manager.

Incident recording: All security incidents must be recorded in the occurrence book.

Compliance with dtic security protocols, Code of Conduct, and dress code is required; failure may result in removal of personnel.

Pricing must be submitted only in the email.

Total ceiling price in ZAR, inclusive of VAT if registered.

Complete Annexure A pricing schedule in full.

Remuneration of security personnel per Basic Conditions of Employment Act and Sectorial Determination 6.

Pricing format: Total ceiling price quoted in ZAR, inclusive of VAT (if VAT-registered).

Pricing schedule: Annexure A must be completed in full.

Pricing must be submitted only in the email.

Remuneration of security personnel must comply with the Basic Conditions of Employment Act and Sectorial Determination 6: Private Security Sector.

Payment terms: Monthly payments, made only after services rendered and upon submission of a valid invoice. Invoices must be accompanied by a signed attendance register, supervisor inspection of registers, and monthly report.

No payment for unmanned posts: If a post is unmanned, the dtic may deny payment for that post for that shift.

Insurance: Third Party and Public Liability insurance for a minimum of R500,000, details to be provided before signing the SLA.

No bid security or guarantees are stated.

CSD registration: Required.

Tax compliance: Required.

PSIRA registration: Valid registration of the service provider required.

COIDA registration: Proof of current registration with the Compensation Commissioner required.

B-BBEE: Evaluated under the 80/20 preference point system (20 points for specific goals). No minimum B-BBEE level is stated.

Public service employees: Prohibited from conducting business with an organ of state (Regulation 13(c) of the Public Service Regulations 2016); non-compliance leads to automatic disqualification.

Other legislation: Must comply with the Labour Relations Act, Occupational Health and Safety Act, Basic Conditions of Employment Act, Private Security Industry Regulation Act, Criminal Procedure Act, Control of Access to Public Premises and Vehicles Act, Minimum Information Security Standards (MISS) and Minimum Physical Security Standards (MPSS).

Compliance with the Occupational Health and Safety Act is required.

Personnel must assist with emergency evacuations and drills, and provide first aid and fire marshal support.

Guards must check for actual or potential hazards inside and outside the premises.

Security aids include items for safety (e.g., torches, batons, pepper spray, taser).

Service provider must comply with Minimum Physical Security Standards (MPSS) and Minimum Information Security Standards (MISS).

Contract duration: 24 months, unless terminated earlier per the SLA. Effective date determined in the SLA.

Termination: The dtic may terminate or suspend the contract with at least 30 days' written notice.

SLA: Must be signed before work commences.

General Conditions of Contract apply (Treasury Regulation 16A, PFMA).

Service provider acts as an independent contractor.

Service provider must exercise reasonable skill, care and diligence, and comply with all applicable laws.

Service provider must satisfy itself as to the correctness and sufficiency of rates and prices.

Service provider must engage with the dtic Project Manager and plan for risks.

Parking and travel costs are borne by the service provider.

The dtic may discontinue work on deliverables if quality is poor or service is unduly delayed.

Payments: Monthly, after services rendered, upon valid invoice with supporting documents (attendance register, supervisor inspection, monthly report).

Unmanned posts: Payment may be denied for that post for that shift.

Indemnity: Service provider liable for claims from death, injury or property damage caused by its employees' negligence.

Insurance: Third Party and Public Liability insurance minimum R500,000 before SLA signing.

Public service employees: Non-compliance with Regulation 13(c) leads to automatic disqualification.

Mandatory requirements:

• Minimum 5 years' relevant experience.
• At least one reference letter (not older than 7 years).
• List of at least 5 PSIRA-registered guards.
• Proof of valid PSIRA registration.
• Proof of current COIDA registration.
• Implementation plan covering specified items.
• CSD registration and tax compliance.
• Internal screening by dtic Vetting unit.
• Compliance with all applicable legislation (LRA, OHSA, BCEA, PSIRA, etc.).

Two-phase evaluation:

• Phase 1: Mandatory requirements compliance; non-compliance leads to disqualification.
• Phase 2: Price and specific goals scored under 80/20 preference point system (PPPFA).

Maximum points: 100 (price 80, specific goals 20).