Physical security guarding services for the office of the valuer-general (ovg) – 36-Month contract

Compulsory briefing session: 03 November 2026 at 11:00

Venue: Office of the Valuer-General, Praetor Forum Building, 3rd Floor, 267 Lilian Ngoyi Street, Pretoria, 0001

Closing date and time: 17 November 2026 at 11:00

Enquiries (technical and bid related):

• Contact: Mr G. Sekwale / Mr C. Mokala
• Telephone: 012 036 0036
• Email: [email protected]

Submission address (bid box):

Office of the Valuer-General

Praetor Forum Building

3rd Floor, 267 Lilian Ngoyi Street

Pretoria, 0001

Submission method: deposits into the bid box at:

Office of the Valuer-General (OVG)

Praetor Forum Building

3rd Floor, 267 Lilian Ngoyi Street

Pretoria, 0001

Submission deadline: 17 November 2026 at 11:00

Returnable forms/documents (each must be completed, signed, and submitted):

• SBD 1 (Invitation to Bid): signed cover page with bidder and contact details.
• SBD 3 (Pricing Schedule): fully completed in the prescribed template; no alternative pricing formats accepted.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE/specific goal preference points.
• OVG supplier maintenance form: bidder's details for OVG records.
• Annexure A (NBCPSS wages declaration): confirms pricing includes all statutory wages and contributions.
• Proof of HDI claims (for preference points): valid CSD registration or other substantiating documents.

Disqualification risks:

• Failure to attend the compulsory briefing session and sign the attendance register.
• Missing any mandatory document or not submitting required valid good standing letters.
• Using an alternative pricing schedule instead of the prescribed SBD 3.
• Adding qualifying conditions to the bid.

Four-phase evaluation:

Phase 1: Mandatory Requirements (not scored, must comply)

• Valid PSIRA Company Registration Certificate.
• Valid PSIRA Letter of Good Standing.
• PSIRA Grade A Certificate for each active director.
• Valid COIDA Letter of Good Standing (valid on closing date).
• Valid PSSPF registration and Letter of Good Standing.
• Public Liability Insurance of at least R1,000,000 per incident (or insurer letter of intent, not older than 30 days before closing).
• Completed SBD 3 Pricing Schedule with hourly and monthly rates in line with PSIRA and NBCPSS minimum wage requirements.
• Proof of NBCPSS registration and valid Letter of Good Standing.
• Signed Annexure A confirming statutory wage compliance.
• Attendance at the compulsory briefing session.
• For Joint Ventures: each member submits its own compliance documentation including Board Resolution, JV Resolution, and all applicable certificates.

Phase 2: Functionality (weighted 100 points; minimum 60 points to proceed)

• Security Manager Experience (20 points): Grade 12, PSIRA Grade A/B, NQF Level 6 Diploma in Security Management/Risk Management, detailed CV with employment dates.
• Security Operations Manager Experience (20 points): Grade 12, PSIRA Grade A/B, detailed CV.
• Company Experience in Security Guarding (15 points): years of relevant experience, PSIRA documents, company profile.
• Track Record and Reference Letters (25 points): reference letters on client letterhead, each for completed guarding contracts of 12 months or more, including project description, client contact details, and contract dates.
• Methodology & Implementation Plan (20 points): detailed plan covering mobilisation, deployment, supervision, incident management, quality assurance, risk management, timelines, and value-adds.

Phase 3: Site Inspection (weighted 100 points; minimum 70 points to proceed)

• Office Infrastructure and Communication Systems (20 points): landline/cellular, printer/copier, internet, base radio, valid radio licences.
• Administrative and Operational Capacity (45 points): fully functional control room with operators, incident logging, occurrence book, two-way communication; designated HR and Finance personnel with complete compliance records.
• Uniform Availability (20 points): complete corporate uniforms for male and female officers, with branding, PSIRA compliant.
• Fleet Capacity (15 points): branded patrol vehicles registered in company/director name; may be owned, leased, or financed.

Phase 4: Price and Preference (80/20 system)

• Lowest acceptable price scores 80 points; up to 20 points for specific goals.
• Specific goals: HDI ownership (10 points), Female ownership (5 points), People with Disabilities (5 points).
• Points calculated on percentage equity ownership by actively involved individuals at closing date.
• Award to highest total points; ties broken by highest specific goal points, then drawing of lots.

Scope: 24-hour physical security guarding services, 7 days a week, 365 days a year, at two sites in Pretoria Central.

Sites:

• Site 1: Office of the Valuer-General, Praetor Forum Building, 3rd Floor, 267 Lilian Ngoyi Street, Pretoria, 0001
• Site 2: Office of the Valuer-General, 266 Centre Walk Building, 6th Floor, Corner Thabo Sehume & Pretorius Street, Pretoria, 0001

Deployment (day shift 06:00-18:00 / night shift 18:00-06:00):

• Praetor Forum Building: 1 Supervisor + 3 Officers (day), 2 Officers (night)
• Centre Walk Building: 1 Supervisor + 2 Officers (day), 2 Officers (night)

Duties include:

• Access control: verify identities, control entry/exit points, operate digital access control and visitor registration system, issue visitor badges, monitor vehicle access.
• Protection of employees, visitors, assets, and information, including confidential and proprietary data.
• Monitoring and safeguarding movable and immovable assets; conducting asset tagging and inventories.
• Conducting regular indoor and outdoor patrols, including inspection of buildings, parking areas, and security equipment.
• Incident reporting and investigations: immediate reporting, preliminary reports within SLA, comprehensive investigation reports, evidence preservation, and chain of custody.
• Security escorts for master keys and other key movements, including verification, record-keeping, and emergency response.
• Quarterly Threat and Risk Assessments (TRAs) for both sites.
• Monthly and quarterly performance review meetings with OVG.

Additional requirements:

• Gender balance: 50% male / 50% female officers where operationally possible.
• All security posts must be constantly manned, with relief arrangements and inspection parades 15 minutes before shift changes.
• Service provider to supply and maintain control room, Electronic Occurrence Book, patrol monitoring system, radios, flashlights, handcuffs, batons, pocketbooks, metal detectors, registers, and branded patrol vehicles.

Bidders must submit a detailed methodology and implementation plan (20 points in functionality evaluation) covering at minimum:

• Mobilisation and implementation strategy
• Deployment and management of security personnel
• Supervision and reporting arrangements
• Incident management and escalation procedures
• Quality assurance and performance monitoring
• Risk management and continuity plans
• Implementation timeframes and milestones
• Any innovation or value-added services

The plan will be assessed for practical understanding of scope, operational requirements, and ability to deliver. Scoring: 0 (no submission) to 5 (comprehensive and exceptional).

Security Manager:

• Minimum Grade 12, valid PSIRA Grade A or B, NQF Level 6 Diploma in Security Management/Risk Management or equivalent.
• Detailed CV with clear employment start/end dates.
• Competencies: strategic security management, risk management, compliance monitoring, report writing, presentation.
• Scoring based on years of experience: 3-5 yrs (2), 5-7 yrs (3), 7-10 yrs (4), 10+ yrs (5). Weight: 20 points.

Security Operations Manager:

• Minimum Grade 12 and valid PSIRA Grade A or B.
• Detailed CV with clear employment history.
• Experience in managing guarding operations. Scoring similar to above. Weight: 20 points.

Company Experience:

• PSIRA registration documents, company profile, evidence of guarding services experience.
• Years of company experience: <3 yrs (1), 3-5 yrs (2), 5-7 yrs (3), 7-10 yrs (4), 10+ yrs (5). Weight: 15 points.

Track Record / Reference Letters (25 points):

• Each reference letter on client letterhead, including project description, client name and contact details, start/end dates, confirmation of satisfactory completion, and relate to contracts of at least 12 months.
• Number of compliant letters: 1 (1), 2 (2), 3 (3), 4 (4), 5+ (5).

No submission results in 0 points for that criterion.

Quality and performance requirements:

• Monthly incident statistics and analysis, including trends and recommendations.
• Quarterly Threat and Risk Assessments (TRAs) with comprehensive reports, findings, recommendations, and corrective action plans.
• Participation in monthly and quarterly performance review meetings (physical or virtual).
• Incident reporting timelines: immediate notification, summaries within 8-12 hours, preliminary investigation reports within 3-5 days, comprehensive reports within 14-21 days.
• Regular inspections and audits of assets, patrols, and infrastructure.
• Quality assurance and performance monitoring measures must be included in the methodology (evaluated).

Pricing must be on the prescribed SBD 3 form (no alternatives).

• Hourly and monthly rates according to PSIRA and NBCPSS minimum wage requirements.
• Pricing must include all statutory wages, allowances, benefits, provident fund contributions, leave pay, UIF, COIDA, overtime, and all NBCPSS obligations.
• Submit proof of NBCPSS registration, valid Letter of Good Standing, and signed Annexure A declaration.
• Unrealistically low pricing may be investigated and could render the bid non-responsive.

Pricing must be submitted on the prescribed SBD 3 Pricing Schedule, with hourly and monthly rates. No alternative pricing formats accepted.

Pricing must include all statutory wages, allowances, benefits, provident fund contributions, leave pay, UIF contributions, COIDA contributions, overtime (where applicable), and all NBCPSS obligations.

Public Liability Insurance: minimum R1,000,000 per incident, to be maintained for the full contract duration. If a comprehensive policy is submitted, it must show Public Liability as a separate line item of at least R1m.

Contract price is fixed for the duration; adjustments limited to annual increases approved by PSIRA/Bargaining Council.

Mandatory prerequisites (with evidence at submission):

• Valid PSIRA Company Registration Certificate.
• Valid PSIRA Letter of Good Standing.
• PSIRA Grade A Certificate for each active director.
• Valid COIDA Letter of Good Standing (valid on closing date).
• Proof of PSSPF registration and valid Letter of Good Standing.
• Public Liability Insurance (as above) or insurer's letter of intent (not older than 30 days before closing).
• Proof of NBCPSS registration in the company's name and valid NBCPSS Letter of Good Standing.
• Signed Annexure A confirming compliance with NBCPSS minimum wages and statutory contributions.
• Tax compliance: SARS PIN or printed TCS, or CSD number. For JVs/consortia, each party submits its own.
• CSD registration required.

Functions:

• Operational presence in Gauteng Province.
• Established security control room.
• Relevant security guarding experience (evidence required).

Other:

• B-BBEE: SBD 6.1 preference claim; proof required to earn preference points (affidavit for EMEs/QSEs or B-BBEE certificate). Minimum level claimed not specified beyond points structure.
• No CIDB grading required (non-construction service).
• Personnel must undergo security vetting and sign confidentiality declarations.

OHS requirements:

• Compliance with OHS Act and all applicable health and safety regulations.
• Protection of health, safety, and security of employees, contractors, and visitors.
• Fire prevention and emergency response measures.
• Monthly and quarterly performance reviews must include safety and security aspects.
• Personnel must be trained, vetted, and equipped to perform duties safely.

No explicit environmental impact or sustainability requirements are stated in the tender document.

Contract period: 36 months.

• Contract price is fixed; annual increases only with PSIRA/Bargaining Council approval and supporting evidence.
• The contract may be cancelled with one month's notice if the bidder fails to comply with the terms of reference.
• The bidder must not qualify the bid with its own conditions; any qualification may lead to disqualification.
• Any shortcoming in the terms of reference must be raised before award; issues identified after award that affect price are at the bidder's cost.
• Company and employees will undergo security vetting and screening.
• OVG will not accept liability for unauthorised expenses or damages.
• All project documents and data become copyright of OVG.
• The bidder must keep all project information confidential and may not disclose without written OVG approval.
• All deployed security personnel must sign confidentiality declarations.

Additional evaluation criteria details:

• Functionality minimum 60 out of 100 to proceed to site inspection.
• Site inspection minimum 70 out of 100 to proceed to price phase.
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goal points added to price points; total rounded to two decimals.
• Award to highest total; deadlock broken by highest specific goal points, then lots.