Security services for SANRAL western cape provincial office (36 months)

Closing date: 11 December 2026 at 12:00

Compulsory briefing: 20 November 2026 at 11:00, held virtually via Microsoft Teams (about 2 hours)

Enquiries close: 01 December 2026 at 16:00

Enquiries:

• Contact person: [email protected]
• Email: [email protected]
• Telephone: N/A

(Queries must be sent 8 days before the tender closing date; follow-ups to [email protected] if no response)

Submission address:

SANRAL: Western Cape Provincial Office (former Western Region)

1 Havenga Street

Oakdale, Bellville

7530

Tender Box location: Reception Area

Service delivery site:

SANRAL Western Cape Provincial Office

1 Havenga Street

Oakdale, Bellville

7530

Submission method: sealed envelope placed in the tender box at the SANRAL Western Cape Provincial Office reception area, addressed to:

SANRAL: Western Cape Provincial Office (former Western Region)

1 Havenga Street

Oakdale, Bellville

7530

Copies required: one original plus one hard copy and an electronic copy on a memory stick. The envelope must be clearly marked with the RFT reference number and the bidder's details on the back. A separate, cross-referenced file for additional supporting information is allowed.

No telegraphic, emailed or faxed bids will be accepted. Bids must be received before the closing time.

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

• SBD 1 (Invitation to Bid): captures bidder and contact details; mandatory.
• Form A2 (Certificate of Authority for Signatory): authorises the signatory via board resolution/partners resolution, on company letterhead.
• Form A3 (Joint Venture Agreement): required only for JVs; states percentage split and responsibilities; lead bidder must hold majority share.
• Form A4: declaration of any debt outstanding to SANRAL, including consent to set-off.
• Form A5: declaration on management of domestic prominent influential persons, foreign prominent public officials and foreign influential nationals.
• Form A6: certificate of fronting practices.
• Form A7: proof of registration on National Treasury CSD.
• Form A8: declaration of bidder's litigation history.
• Form A9: certificate of tax compliance status.
• Form A10: schedule of deviations or qualifications.
• Form A11 (SBD 4): bidder's disclosure (declaration of interest).
• Form A12 (SBD 6.1): preferencing schedule – B-BBEE verification.
• Form A13: POPIA compliance declaration.
• Form A14: certificate of permission to conduct due diligence investigation.
• Form A15: declaration of bidder's past supply chain management practices.
• Form A16: registration with PSIRA.
• Form A17: certificate of single tender submission.
• Form A18: specific goals points claim form.
• Form A19 (SBD 6.2): declaration for local production and content – marked N/A.
• Form A20: local content declaration summary – marked N/A.
• Form B1: bidder's years of experience and client references.
• Form B2: directors' combined years of experience.
• Form B3: confirmation of province in which principal office is located.
• Form B4.1: CIPC registration.
• Form B5: total number of existing employed security staff.
• Form B6: operational office/control centre within vicinity of SANRAL Western Cape Office.
• Form C: quotation form/price schedule.

Disqualification risks:

• Late or incomplete submissions, missing or unsigned returnable forms, furnishing misleading or incorrect information, non-attendance of the compulsory briefing, not registered on CSD or with PSIRA, collusion, conflicts of interest not disclosed, or deviation from the prescribed pricing schedule format.
• Bids not valid for 90 calendar days will be disqualified.

Evaluation in four steps:

1. Step One – Administrative responsiveness: bid received before closing, SBD1 completed, pricing schedule completed, CSD registered, PSIRA registered, attended the compulsory briefing. Failure at this stage means no further evaluation.
2. Step Two – Technical/functionality threshold: minimum 70 out of 100 points required to proceed. Criteria:

• Bidder's years of experience providing security services (max 20): less than 2 years [0]; 2–5 years [10]; 6–9 years [15]; over 10 years [20]. Evidence: Form B1 and reference letters.
• Bidder's references/proven track record (max 20): 1 client reference [5]; 2 [10]; 3 [15]; over 4 [20]. Reference letters on client letterhead, signed, containing client name, contact person, contact details, services rendered, number of security staff, contract value, and contract duration.
• Directors' combined years of experience in security industry (max 20, Form B2): less than 5 years [5]; 5–10 [10]; 11–15 [15]; more than 15 [20]. CVs with contactable references required.
• Total number of existing employed security staff (max 20, Form B5): less than 30 [5]; 30–60 [10]; 61–100 [15]; more than 100 [20]. PSIRA staff list as evidence.
• Operational office/control centre within vicinity of SANRAL Western Cape Office (max 20, Form B6): no office [0]; more than 50 km away [5]; 41–50 km [10]; 30–40 km [15]; less than 30 km [20]. Must be in Western Cape; proof via property ownership, valid lease, municipal statement not older than 3 months, or invoices.

3. Step Three – Price and specific goals (90/10 or 80/20): SANRAL will use the prescribed pricing formula (PS = 90(1 − (Pt−Pmin)/Pmin) or 80(...)). Specific goals points per B-BBEE level:

• Level 1: 10 or 20 points; Level 2: 9 or 18; Level 3: 6 or 14; Level 4: 5 or 12; Level 5: 4 or 8; Level 6: 3 or 6; Level 7: 2 or 4; Level 8: 1 or 2; non-compliant: 0.

4. Step Four – Post-tender negotiations (if applicable): SANRAL may negotiate sequentially with the highest-ranked bidder, then second and third, to achieve a market-related price. Bidders may be asked for best and final offers (BAFO); bids remain valid during negotiations.

Scope: Provision of 24-hour physical security guarding services at SANRAL's Western Cape provincial office for 36 months.

Primary services:

• Static guard duties
• Access control, including digital scanners for visitors and electronic body and bag scanners at reception
• Security patrols and inspections
• Security escorts
• Security searching
• Security risk assessments
• Incident response and reporting
• Preliminary incident investigation
• CCTV monitoring where required
• Intruder and fire alarm monitoring and response
• Other site-specific duties as prescribed

Secondary services (ad hoc):

• Armed security patrol/escort vehicles
• Riot tactical security response

Staffing (Annexure A):

• Grade A: 1 day shift (Mon–Fri) – overall site security management and supervision
• Grade B: 1 day and 1 night shift (Mon–Sun) – shift supervision/reliever/CCTV/X-ray scanner operation
• Grade C: 2 day and 2 night shifts (Mon–Sun) – access control, patrolling, escorts, monitoring, CCTV
• Grade C: 1 day shift (Mon–Fri) – reception access control, X-ray scanner, searching
• Total: 5 day shift, 3 night shift (8 officers per day cycle)

Shifts: Day 06:00–18:00; Night 18:00–06:00.

Equipment (Annexure B):

• Base radio: 1 (daily both shifts)
• Hand radios: 4
• Electronic patrol system: 1
• Standard equipment: batons, handcuffs, hand radios, base radio, pepper spray, whistles, torches, hand-held metal detectors, electronic patrol system, pocket books, occurrence books/registers, scanning devices – all supplied and maintained at no cost.

Operational requirements:

• Must provide adequate supervision and replace absent officers with equally qualified staff.
• Pre-employment screening for all officers: criminal record checks, identification verification, polygraph tests; annual polygraph and criminal checks during contract.
• Only South African citizens (by birth or naturalisation) or permanent residents may be deployed.
• Each shift must include at least one officer trained in first aid, SHE representative, emergency evacuation and basic firefighting.
• Pre-employment and annual medical assessments for all officers.
• Officers must wear corporate uniform with company logo, name tags and PSIRA ID cards; uniform sufficient for all seasons and weather, replaced when worn-out without charge to officers.
• Must have a regional/local operational office in the region and a national 24-hour control room with a back-up control room.
• Must have contingency plans for civil unrest, strikes, transport disruption and natural disasters.
• Must conduct baseline security risk assessment before takeover and quarterly thereafter.
• Must submit daily/weekly/monthly/incident/investigation reports per prescribed templates; propose best-practice reporting systems; SANRAL to get administrator access and data ownership at contract end.
• Must comply with PSIRA registration for company, directors and all officers; maintained for contract duration.
• Firearms, if required, must be licensed in the provider's name; officers must hold valid firearm competency certificates; private firearms prohibited.
• Any dog handlers must be PSIRA DH4 or DH5 certified and compliant with the Performing Animals Protection Act.
• Must provide strategic and operational security plans after appointment, plus a contract takeover transitional plan.
• Must enter into a service level agreement with KPIs and maintain quality management policies and self-assessment tools.
• Uniform and equipment standards must be maintained; all completed registers and occurrence books handed to SANRAL at contract end.

Submission requirements:

• One original, one hard copy, and an electronic copy on a memory stick; clearly marked envelope.
• No telegraphic, emailed or faxed bids accepted.
• Alternatives are allowed but only if a compliant offer is submitted; alternative must be priced to the same detail.
• Bids cannot be withdrawn after submission; all bids valid for 90 days.

Operational methodology:

• Must have a security risk assessment baseline before takeover.
• Must provide a contract takeover transitional plan.
• Must submit strategic and operational security plans after appointment.
• Must provide 24/7 operational support with a national control room and back-up.
• Must be able to deploy additional officers on 24-hour notice for normal requests, ASAP for emergencies.

Experience and qualifications required (evaluated under Step Two):

• Bidder's years of experience in security services: less than 2 [0]; 2–5 [10]; 6–9 [15]; over 10 [20]. Evidence: Form B1 and reference letters.
• References/proven track record: reference letters on company letterhead, signed, including client name, contact person, contact details, services rendered, number of security staff, contract value, and duration. 1 reference [5]; 2 [10]; 3 [15]; over 4 [20].
• Directors' combined years of experience: less than 5 [5]; 5–10 [10]; 11–15 [15]; more than 15 [20]. Submit CVs with contactable references (Form B2).
• Existing employed security staff: less than 30 [5]; 30–60 [10]; 61–100 [15]; more than 100 [20]. PSIRA staff list attached (Form B5).
• Operational office/control centre location: no office [0]; more than 50 km [5]; 41–50 km [10]; 30–40 km [15]; less than 30 km [20] (Form B6).

The successful bidder must maintain quality management policies and self-assessment tools to detect and correct sub-standard performance proactively. SANRAL may audit the provider for quality assurance at any time. Quality requirements include:

• Properly trained and competent officers.
• Effective supervision through people and systems.
• Compliance with uniform and equipment standards.
• Accurate and timely security reporting per prescribed templates.
• Continuous training and competency evaluations.

Pricing must be submitted on Form C (quotation form/price schedule) in the exact prescribed format. All prices in South African Rand inclusive of VAT. The 36-month price must include annual escalation in line with minimum wage and contract fee increases. Any disbursement not priced is not accepted. Deviation from the schedule may lead to disqualification. Final pricing scores rounded to two decimal places.

Pricing:

• All prices must be quoted in South African Rand, inclusive of VAT.
• Pricing must cover the full 36-month period and include annual escalation in line with minimum wage increases and contract fee increases.
• Any disbursement not specifically priced will not be accepted.
• Bidders must use the prescribed price schedule only; a different format may disqualify the bid.
• Final pricing scores rounded to two decimal places.

Bid validity: 90 calendar days from closing date.

Payment/security: No specific bid security, retention or payment terms are stated in the document.

Other financial notes:

• The successful bidder must pay security officers in accordance with Sectoral Determination 6 minimum wages, on a fixed pay day, in full for hours worked.
• SANRAL may request audited financial statements for due diligence.
• Post-tender negotiations may be conducted if the price is not market-related.

Mandatory registrations and certifications:

• CSD registration: compulsory; business may not be awarded to an unregistered bidder (foreign suppliers with no local entity exempt).
• Tax compliance: submit SARS-issued PIN or printed TCS certificate; consortia/JV/sub-contractors each require their own. Tax status must remain compliant for the entire contract.
• PSIRA registration: as a security service provider, with directors and all deployed officers registered; valid for contract duration.
• CIPC registration: Form B4.1 required.
• Security clearance: appointment subject to successful State Security Agency screening.
• Proof of authority: company resolution for signatory (Form A2).
• B-BBEE: valid certificate or sworn affidavit required for preference points (Form A12).
• POPIA and other statutory compliance: must comply with Criminal Procedure Act, Firearms Control Act, POPI Act, Labour Relations Act, Basic Conditions of Employment Act, Employment Equity Act, Pension Funds Act, Skills Development Act.
• No fronting, collusion, or conflicts of interest; disclose any conflict promptly.
• Joint ventures: must declare intention, provide signed agreement or written confirmation with percentage split and responsibilities.
• Deployed officers must be South African citizens or permanent residents.
• Local content declaration (SBD 6.2) marked N/A.

Health and safety obligations:

• Bidder must demonstrate safety management commitment through a safety management organogram, legal appointments, safety policies, plans and procedures.
• Successful bidder must enter into a Section 37.2 Agreement with SANRAL under the OHS Act.
• Safety file must be submitted after appointment and kept updated.
• Each shift must include at least one officer trained in first aid, SHE representative duties, emergency evacuation and basic firefighting.
• Pre-employment and annual medical assessments for all officers.

SANRAL reserves the right to validate information, request supporting evidence, and conduct due diligence; providers must grant consent. False information may lead to contract cancellation and restriction on the National Treasury Database.

Contract term: 36 months.

Statutory compliance: contractor must comply with all listed legislation (Criminal Procedure Act, Firearms Control Act, POPI Act, Labour Relations Act, Basic Conditions of Employment Act, Employment Equity Act, Pension Funds Act, Skills Development Act). The contractor is liable for any breach by itself or its staff, and must indemnify SANRAL against all claims, loss or damage arising from such breaches.

Training and competency are contractual obligations: officers must have minimum prescribed training, and SANRAL may request training records. Continuous training is a term of appointment; competency evaluations through task observation and formal assessments are required.

Uniform obligations: officers must wear corporate uniform with logo, name tags and PSIRA ID; sufficient for all shifts and seasons; replaced when worn-out at no cost to officers.

Operational offices: provider must maintain a regional/local office in the region and a national 24-hour control room with a back-up.

Contingency plans: must cover civil unrest, strikes, transport disruption, and natural disasters to ensure continuity.

Service level agreement: mandatory; performance measured against defined KPIs; provider responsible for meeting them.

Quality management: provider must have quality policies, self-assessment tools, and is subject to SANRAL audits.

Remuneration: officers paid per Sectoral Determination 6 minimum wages, on fixed pay day, in full; pay queries resolved timeously. Retention policies encouraged.

Validity of returnable documents: successful bidder must keep all returnable documents, including B-BBEE proof, valid for the contract duration; failure to renew entitles SANRAL to terminate immediately without liability.

SANRAL rights: may cancel or award partially, negotiate with next-ranked bidders, request financial statements for due diligence, and refer incorrect information to National Treasury for restriction (up to 10 years).