Panel of psira-accredited vip close protection and in-transit protection service providers for the gauteng provincial legislature (36 months)

SCM enquiries

• Department: Supply Chain Management
• Contact: Vhukhudo Letshokota
• Email: [email protected]

Technical enquiries

• Department: Safety and Security
• Contact: Vuyani Fanti
• Email: [email protected]

Submission address

43 Rissik Street

Gauteng Provincial Legislature

City Hall

Johannesburg

2000

Attention: Supply Chain Management

Submission method

• Deliver to the bid box at 43 Rissik Street, Gauteng Provincial Legislature, City Hall, Johannesburg, 2000, Attention: Supply Chain Management.
• The bid box is accessible from 08:00 to 17:00, Monday to Sunday, including public holidays.
• Allow time for visitor's entrance and security checkpoints.
• Bids may also be sent by registered mail or courier to the same address.
• Closing time: 11:00 on 9 December 2026. Late bids are rejected.

Packaging and marking

• Submit the bid document, proposal and all supporting documents in one sealed envelope or box.
• Place the financial proposal and any document showing costs in a separate sealed envelope.
• Mark the front of the envelope with the bid number GPL011/2027.
• Mark the back with the bidder's name, address and contact numbers.
• Initial every page of the bid document.
• Sign next to any alteration; correction fluid or tape is not allowed.
• Submit one hard copy and an electronic copy on USB.

Returnable documents (all mandatory)

• Full technical proposal with supporting documents.
• SBD 1 (Invitation to Bid): completed and signed.
• SBD 3.3 (Pricing Schedule – Professional Services, firm pricing): completed and signed. Failure to submit a signed SBD 3 automatically disqualifies the bid.
• SBD 4 (Bidder's Disclosure): original, completed and signed.
• SBD 6.1 (Preference Points Claim Form): original, completed and signed.
• Company registration documents.
• Certified copies of South African identity documents for all directors.
• Company profile.
• Valid PSIRA certificate for the company.
• Certified copy of a PSIRA Letter of Good Standing confirming the company is compliant at the time of submission.
• Valid COIDA letter of good standing.
• Valid PSIRA certificates for each Close Protection Officer (CPO).
• Proof of public liability insurance.
• Proof that personnel have at least Grade 12 and valid, certified VIP Protection training accredited by PSIRA and SASSETA/QCTO.
• For joint ventures, consortiums or trusts: signed agreement or trust deed, plus certified shareholder certificates, company registration documents and identity documents for all directors or members of every party.
• Proof of authority for the signatory, such as a company resolution.

Disqualification risks

• Late submission.
• Omission of any mandatory document.
• Unsigned or incomplete SBD forms.
• Failure to provide a SARS tax compliance status PIN or CSD number.
• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Failure to disclose directors or members employed by the state or connected to staff at the procuring institution.
• Failure to disclose all CSD-registered companies linked to directors.
• Fronting.
• Personnel rejected by SAPS for security clearance, where the bidder cannot provide suitable replacements.

Evaluation stages

1. Administrative compliance: all mandatory documents must be submitted and signed. Non-compliant bids are disqualified and do not proceed.
2. Functionality: scored out of 100. Minimum qualifying score: 70/100. Bids below 70 are not evaluated further.
3. Price and specific goals: 80/20 preference point system.

Functionality criteria (100 points)

• Bidder experience (30 points):
• 3 signed reference letters for VIP/close protection services: 3 points.
• 4 to 6 letters: 4 points.
• 7 or more letters: 5 points.
• Letters must include client contact details, scope of services and contract duration. Only evidence submitted with the bid is considered.
• Project management team experience (40 points):
• Personnel with at least 3 years' relevant VIP/close protection experience: 3 points.
• 4 to 6 years: 4 points.
• 7 or more years: 5 points.
• VIP close protection methodology and operational plan (30 points):
• Plan addresses 5 of 8 required elements: 3 points.
• Addresses 6 of 8: 4 points.
• Addresses all 8: 5 points.
• Required elements: threat and risk assessment; advance security surveys and site assessments; route and movement planning; operational command and communication structure; deployment and coordination of protection personnel; emergency and incident response procedures; reporting framework; business continuity and contingency measures.

Scoring scale for each criterion: 3 = satisfactory (60%), 4 = very good (80%), 5 = excellent (100%).

Price and specific goals (100 points)

• Price: 80 points, calculated using the formula Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.
• Specific goals: 20 points, allocated as follows:
• Black ownership (7 points): 100% black-owned = 7; 51% black-owned = 5; less than 51% black-owned = 3; not black-owned = 0. Evidence: registration documents and ID copies.
• Women ownership (5 points): 100% women-owned = 5; 51% women-owned = 3; less than 51% women-owned = 1; not women-owned = 0. Evidence: registration documents and ID copies.
• Youth ownership (5 points): 100% youth-owned = 5; 51% youth-owned = 3; less than 51% youth-owned = 1; not youth-owned = 0. Evidence: ID copies.
• Ownership by persons with disabilities (3 points): 100% owned by persons with disabilities = 3; 51% = 2; less than 51% = 1; none = 0. Evidence: letter from a doctor.

Note: The document states the 80/20 system applies. The lowest acceptable bid will determine the final preference point system if the estimated value exceeds R50 million.

Purpose

• Appoint a panel of PSIRA-accredited service providers to deliver VIP close protection and in-transit protection to Members of the Provincial Legislature (MPLs) and GPL officials assessed as needing protection.
• Contract period: 36 months from appointment and acceptance.

Scope of services

VIP close protection

• Armed Close Protection Officers (CPOs).
• Continuous threat monitoring and situational awareness.
• Personal protection during official engagements, meetings and public appearances.
• Crisis response planning.
• Residential monitoring where required by threat assessment and approved by GPL.
• Protection of immediate family members where approved by GPL.

In-transit protection

• Protection during travel between destinations.
• Route planning and advanced route risk assessments.
• Escort and convoy support where required.
• Secure transportation in suitably equipped protection vehicles.
• Emergency extraction and evacuation capability.
• Relief staffing arrangements.
• Contingency for industrial action or major incidents, including: ballistic vests (where risk assessment requires), concealable body armour, GPS tracking, encrypted radios, panic alarms, dash cameras and vehicle tracking.

Protection package requirements (priced monthly per unit)

• Close Protection Officer: 1
• Lead Close Protection Officer: 1
• Overtime rate
• High-performance SUV protection vehicle (Range Rover, Ford Ranger, BMW X5, Audi Q7 or equivalent): 1
• B6 armoured SUV (same models or equivalent): 1
• B7 armoured SUV (same models or equivalent): 1
• Automobile Association (AA) rates for normal SUV vehicles: 1
• Bidders must disclose how they will claim rates and the formula applied for B6 and B7 vehicles.
• Air transportation of firearms to other provinces where applicable: 2
• 9 mm pistol: 2

Minimum vehicle specifications

• Purpose-built and suitable for executive protection operations.
• Less than five years old and less than 250 km on the odometer at the point of assignment.
• Five-star New Car Assessment Programme (NCAP) safety rating.
• ABS, Electronic Stability Control (ESC) and multiple airbags.
• Fitted with tracking and fleet monitoring systems.
• Climate control.
• Capable of obtaining necessary security clearance where required.

Deliverables

• Continuous availability of protection personnel within 12 hours or less at the point of contact.
• Operational readiness of vehicles and equipment.
• Incident reports.
• Confidentiality of all GPL information.
• Adherence to GPL Security Policy.
• 100% of deployed personnel to meet security screening, vetting and clearance requirements.
• 100% compliance with firearm legislation and competency requirements.
• Immediate reporting of all incidents to the Manager: Safety and Security and/or SAPS.
• Daily operational risk assessments and journey management plans.
• Event-specific risk assessments and reports.
• Residential risk assessments and reports where applicable.

Reporting and governance

• The service provider reports to the Manager: Safety and Security.
• All deliverables are subject to review and approval by GPL.

Bidders must submit a detailed methodology and operational plan showing how VIP protection services will be planned, coordinated, implemented and monitored.

The methodology must address eight elements:

1. Threat and risk assessment.
2. Advance security surveys and site assessments.
3. Route and movement planning.
4. Operational command and communication structure.
5. Deployment and coordination of protection personnel.
6. Emergency and incident response procedures.
7. Reporting framework.
8. Business continuity and contingency measures.

Scoring for methodology (30 points):

• Addresses 5 of 8 elements: 3 points.
• Addresses 6 of 8 elements: 4 points.
• Addresses all 8 elements: 5 points.

Bidder experience

• Minimum of three signed reference letters from clients confirming delivery of VIP/close protection services.
• Reference letters must include client contact details, scope of services and contract duration.
• Only evidence submitted with the bid is evaluated.
• Scoring: 3 letters = 3 points; 4 to 6 letters = 4 points; 7 or more letters = 5 points (weight 30).

Project management team

• Personnel must have relevant experience in VIP/close protection services.
• Scoring: at least 3 years' experience = 3 points; 4 to 6 years = 4 points; 7 or more years = 5 points (weight 40).

Personnel qualifications (mandatory)

• Minimum Grade 12 qualification.
• Valid and certified VIP Protection Accredited Training from PSIRA and SASSETA/QCTO.
• Valid PSIRA certificates for each CPO.
• At contracting stage: valid advanced driving, offensive and defensive driving certificates for CPOs who will drive escort vehicles.
• At contracting stage: valid firearm competency certificates and licences.

Pricing must be submitted on SBD 3.3 (Pricing Schedule – Professional Services).

Pricing requirements

• Indicate prices for all elements listed on the pricing schedule.
• Prices must be in South African Rand (ZAR) and state whether VAT is included or excluded.
• Prices must remain fixed for the 36-month contract period.
• Total costs must include all expenses such as delivery, labour rates and skills transfer.
• The pricing schedule is for comparative purposes.
• The offer must remain valid for 120 days from the closing date.

Elements to price (monthly rates)

• Close Protection Officer: 1
• Lead Close Protection Officer: 1
• Overtime rate
• High-performance SUV protection vehicle (Range Rover, Ford Ranger, BMW X5, Audi Q7 or equivalent): 1
• B6 armoured SUV (same models or equivalent): 1
• B7 armoured SUV (same models or equivalent): 1
• Automobile Association (AA) rates for normal SUV vehicles: 1
• Bidders must disclose how they will claim rates and the formula applied for B6 and B7 vehicles.
• Air transportation of firearms to other provinces where applicable: 2
• 9 mm pistol: 2

Additional pricing schedule fields

• Ceiling price based on total estimated time for completion of all phases, including all expenses and applicable taxes.
• Personnel involved and their hourly and daily rates.
• Phases of completion, cost per phase and man-days.
• Travel expenses (rate/km, total km, class of air travel) – only actual costs recoverable with proof.
• Other expenses (e.g. accommodation) – only actual costs recoverable with proof.
• Period required for commencement after acceptance.
• Estimated man-days for completion.
• Whether rates are firm for the full contract period; if not, basis for adjustment (e.g. CPI).

Pricing

• Prices must be quoted in South African Rand (ZAR) and must state whether VAT is included or excluded.
• Complete all elements of the SBD 3.3 pricing schedule.
• Prices must remain fixed for the entire 36-month contract period.
• Total costs must include all expenses such as delivery, labour rates and skills transfer.
• The pricing schedule is for comparative purposes.
• Unconditional discounts will be considered when comparing prices; conditional discounts will be applied only at payment stage.

Payment terms

• Payment will be made upon satisfactory delivery of agreed milestones.
• No advance payments will be made unless approved in writing.

Bid validity

• The bid and all proposals (including costs) remain binding for 120 days from the closing date.

Bid security

• No bid security is required.

Guarantees and retention

• No performance guarantee or retention is specified.

Mandatory registrations and status

• Register on the Central Supplier Database (CSD) and provide the CSD number or a SARS tax compliance status PIN.
• Tax compliance: provide a valid SARS tax compliance status PIN or CSD number. Failure may invalidate the bid.
• PSIRA: valid company PSIRA certificate and a certified PSIRA Letter of Good Standing confirming compliance at the time of submission.
• COIDA: valid letter of good standing.
• Public liability insurance: proof required.
• Personnel: each CPO must have a valid PSIRA certificate, at least Grade 12, and valid, certified VIP Protection training accredited by PSIRA and SASSETA/QCTO.
• At contracting stage: valid advanced driving, offensive and defensive driving certificates for CPOs who will drive escort vehicles; valid firearm competency certificates and licences.

B-BBEE and specific goals

• The 80/20 preference point system applies.
• Specific goals are claimed on SBD 6.1 and verified by registration documents, ID copies and, for disability ownership, a doctor's letter.
• Points are allocated for black ownership (7), women ownership (5), youth ownership (5) and ownership by persons with disabilities (3).

Standard forms to submit

• SBD 1 (Invitation to Bid): signed offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): firm pricing.
• SBD 4 (Bidder's Disclosure): discloses interests and confirms no conflict of interest.
• SBD 6.1 (Preference Points Claim Form): claims specific goals points.
• Bid Declaration: signed declaration of authority and acceptance of conditions.

Other compliance

• Joint ventures, consortiums or trusts must submit a signed agreement or trust deed and consolidated documentation for all parties.
• Subcontracting is limited to 25% of total contract deliverables and requires GPL approval.
• Fronting is prohibited; bidders must prove absence of fronting within 14 days if challenged.
• Successful bidders, employees and subcontractors must comply with GPL security clearance requirements and sign confidentiality/non-disclosure agreements.
• All information, including travel itineraries, must be kept confidential.
• Compliance with the Firearms Control Act, Protection of Personal Information Act, National Road Traffic Act and Regulation of Interception of Communications and Provision of Communication Related Information Act (where communication recording is used) is required throughout the contract.

The document does not contain a dedicated health and safety section. Safety-related obligations are addressed under security and operational requirements:

• 100% of deployed personnel must meet security screening, vetting and clearance requirements.
• 100% compliance with firearm legislation and competency requirements.
• Immediate reporting of all incidents to the Manager: Safety and Security and/or SAPS.
• Daily operational risk assessments and journey management plans.
• Event-specific and residential risk assessments and reports.
• Vehicles must have a five-star NCAP safety rating, ABS, Electronic Stability Control and multiple airbags.
• Contingency equipment for major incidents includes ballistic vests, concealable body armour, GPS tracking, encrypted radios, panic alarms, dash cameras and vehicle tracking.

Joint ventures and consortiums

• A signed trust, consortium or joint venture agreement must be attached.
• Joint ventures qualify for specific goals points only if consolidated documentation for all parties is submitted.

Discounts

• Unconditional discounts are considered when comparing prices.
• Conditional discounts are applied only at payment stage and are not considered for evaluation.

General conditions

• GPL may request additional information at any stage of evaluation.
• All proposals become the property of GPL.
• Bidders bear their own costs of preparing and submitting bids.
• GPL may invite shortlisted bidders to make a presentation to the evaluation committee.
• GPL may decline to award to the highest-scoring bidder if that bidder has been awarded a bid by GPL or performed services for GPL in the 12 months before the closing date.
• GPL may re-appoint or extend the service provider where there is a natural continuation of assignments.
• The successful bidder will enter into a contract with GPL.
• Successful bidders, employees and subcontractors must comply with GPL security clearance requirements.
• Successful bidders must sign a confidentiality or non-disclosure agreement.
• If an order is wrongly printed, the service provider must exchange goods or cancel the order as requested by GPL.
• GPL may require removal and replacement of personnel who do not perform adequately.

Central Supplier Database

• Bidders should register on the CSD and upload business registration, directorship, membership, identity numbers, B-BBEE information and banking information for verification.

Award

• Award by the Secretary to the GPL constitutes a binding contract and is confirmed by an appointment or award letter.
• The successful bidder must provide written acceptance on their letterhead.

Subcontracting

• Subcontracting requires GPL approval and may not exceed 25% of total contract deliverables.
• In designated sectors, subcontracting may not reduce local production and content below the stipulated minimum threshold.

Fronting

• GPL condemns fronting and will investigate representations made in bids.
• If fronting indicators are established, the bidder must prove absence of fronting within 14 days of notification.
• Failure may invalidate the bid or contract and may result in restriction from public sector business for up to ten years.

Security and occupancy

• Areas covered by the contract may be defined as restricted areas under security and access legislation.
• Buildings are subject to stringent access control for personnel and materials.
• Personnel rejected for security reasons must be replaced; failure to provide satisfactory personnel may lead to bid rejection.
• Personnel rejected by SAPS or removed from site for misconduct will be refused re-entry.
• Within 48 hours of a request after award, the successful bidder must provide: full names of personnel to be used on site (including supervisors), their positions and services, certified copies of identity documents certified by SAPS (original certified copies, not photocopies or scans), and business address.
• Bidders are advised to prepare this documentation before closing to avoid delays.
• Delays in security clearance will not justify an extension of the contract period.
• Security clearance is valid for up to 12 months and applies to one project at a time.

Safeguarding of documents

• Documents are individually numbered and records kept of issue.
• Subcontractors and suppliers must sign for documents and safeguard them.
• Documentation must be handled according to the SSA Minimum Information Security Standards (MISS), provided at site handover.
• The main contractor must familiarise personnel and subcontractors with the MISS.

Bid cancellation

• GPL may amend or cancel the bid before award due to changed circumstances, lack of funds, no acceptable bid, material irregularity, or material change of scope after closing.

Delivery adherence

• Services must be delivered in accordance with the official purchase order and/or contract/service level agreement.

Contract conditions

• Valid PSIRA certificate must be maintained throughout the contract period.
• Compliance with the Firearms Control Act, Protection of Personal Information Act, National Road Traffic Act and Regulation of Interception of Communications and Provision of Communication Related Information Act (where communication recording is used) is required throughout the contract.
• All information shared with the service provider, including travel itineraries, must not be divulged to any outside party.
• Personnel must be appropriately qualified and certified.
• The service provider must have institutional capacity to deliver within required timeframes.

Submission requirements

• Submit a duly signed proposal in hard copy and electronic format (on USB).
• All Standard Bidding Documents (SBD forms) must be fully completed, signed and submitted. Failure to submit a completed and signed SBD 3 automatically disqualifies the bid.
• Provide company registration documents and ID copies for all directors or directors of a holding company.
• Submit proof of relevant experience, including reference letters and details of similar projects undertaken.
• Late submissions are not accepted and will be disqualified.
• Submit in sealed envelopes clearly marked with the bid description and reference number.
• Failure to submit all required documentation may result in disqualification.