Appointment of physical security service providers for lnw non-key point sites – limpopo tender

Procuring entity: Lepelle Northern Water

Physical address: 01 Landros Mare Street, Polokwane, 0700

Postal address: Private Bag X9522, Polokwane, 0700

General enquiries: [email protected] | 015 295 1800 | Fax 015 295 1931

SCM / Bidding procedure enquiries:

• Contact: Happiness Baloyi
• Email: [email protected]
• Telephone: 015 295 1800

Technical enquiries:

• Contact: Harry Malatji
• Email: [email protected]
• Telephone: 015 295 1800

Submission address (bid box): 01 Landros Mare Street, Polokwane, 0700

Service delivery regions: Mopani, Sekhukhune, Capricorn (Limpopo Province)

Submission method: Physical deposit in bid box at 01 Landros Mare Street, Polokwane, 0700.

Closing: 07 December 2026 at 11:00. Late bids not accepted.

All documents must be completed on official forms (not re-typed) in black ink where applicable.

Returnable forms (each one line):

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• SBD 3.1 (Pricing Schedule – Firm Prices): completed for all three regions and all five years.
• SBD 4 (Declaration of Interest): discloses state employment connections.
• SBD 6.1 (Preference Points Claim): claims B-BBEE/specific-goal points under 90/10 system.

Mandatory documents to include:

• Valid SARS Tax PIN or TCS certificate.
• CIPC company registration documents.
• Valid B-BBEE certificate or sworn affidavit.
• Proof of CSD registration (verified online).
• Certified ID copies of all directors/members/shareholders (not older than 6 months).
• Proof of business address (municipal account ≤3 months, lease agreement, or tribal authority letter).
• Audited annual financial statements for two most recent completed financial years (or independently reviewed statements where audit not legally required).
• Valid PSIRA company registration certificate and Letter of Good Standing (both valid at closing).
• Valid PSSPF Employer Registration Status Letter.
• Valid COIDA Letter of Good Standing.
• Proof of registration and good standing with NBCPSS.
• Central Firearms Registry (CFR) Accreditation Letter from SAPS (juristic person).
• SABS approved safe/strong room certificate or SAPS letter for firearms/ammunition storage.
• List of minimum 10 Security Officers with valid firearm competency certificates (copies attached).
• Letter of intent for Professional Indemnity / Public Liability / Security Service Liability / General Liability insurance with minimum R10 million cover.
• JV agreement (if applicable) showing lead partner and percentage split totalling 100%.
• Proof of ownership or valid lease agreement for a fully operational 24-hour Security Control Room located within Limpopo Province.
• Comprehensive Project Implementation Plan (pre-project and implementation phases).
• Contingency/emergency plans as specified.
• Proof of vehicle ownership/lease (minimum 2 vehicles, registration in company or director names).
• Signed reference letters for completed physical security projects (minimum 12 months each, on client letterhead with contact details).
• Bank statement (stamped, ≤3 months old) or financial institution undertaking for revolving credit/overdraft/funding commitment to demonstrate financial capability.

Disqualification risks:

• Any mandatory document missing or incomplete.
• Pricing schedules not fully completed for all three regions and all sites.
• Bid received after closing time.
• Failure to attend compulsory briefing session.
• Non-compliance with PSIRA, firearms, or labour legislation.
• False declarations on SBD forms.
• Personnel not meeting certification requirements during contract.

Tender validity: 150 days from closing date.

Evaluation follows four sequential stages. Bidders must pass each stage to proceed.

Stage 1 – Administrative Compliance (pass/fail):

• Complete SBD 1
• Completed SBD 6.1 forms
• Valid SARS Tax PIN
• CIPC company registration documents
• Valid B-BBEE certificate or sworn affidavit

All above must be submitted with the bid.

Stage 2 – Mandatory Requirements (pass/fail, 18 criteria):

• Attendance at compulsory briefing (23 Nov 2026, 10:30).
• Valid company PSIRA registration certificate (verified online at closing).
• Valid PSIRA Letter of Good Standing (at closing).
• CSD registration (verified online).
• All bid documents and pricing schedules completed in full for Mopani, Sekhukhune and Capricorn regions (non-responsive if incomplete).
• Valid PSSPF Employer Registration Status Letter.
• JV agreement with lead partner and percentage split (if JV).
• Fully operational 24-hour Security Control Room in Limpopo Province with proof of ownership/lease.
• Valid COIDA Letter of Good Standing.
• Audited financial statements for two most recent completed financial years (or independently reviewed).
• Proof of business address (municipal account ≤3 months, lease, or tribal authority letter).
• Certified ID copies of all directors/members/shareholders (≤6 months).
• Completed SBD 3.1 and SBD 4 forms.
• Insurance letter of intent (minimum R10 million).
• Valid CFR Accreditation Letter from SAPS.
• SABS approved safe/strong room certificate or SAPS letter.
• Minimum 10 Security Officers with valid firearm competency certificates (copies attached).
• Proof of registration and good standing with NBCPSS.

Failure on any mandatory requirement = disqualification.

Stage 3 – Functionality / Technical Evaluation (minimum 70/100 points):

A. Operational Experience – 35 points

• 1 qualifying project = 10 pts; 2 = 15; 3 = 20; 4 = 30; 5 = 35.
• Qualifying project: completed physical security contract ≥12 months, signed reference letter on client letterhead with contactable reference, email, telephone.

B. Vehicle Capacity – 20 points

• <2 vehicles = 0; 2 vehicles = 10; 3 vehicles = 15; ≥4 vehicles = 20.
• Proof: vehicle registration certificates in company/director names; lease agreements accepted.

C. Functional Capabilities – 30 points (Comprehensive Project Implementation Plan)

• Pre-project phase (10 pts): 5 items × 2 pts each – logistics procurement/delivery plan, recruitment/selection plan, pre-meeting/site inspection plan, site induction plan, deployment plan.
• Implementation phase (20 pts): 5 items × 4 pts each – roles/responsibility allocation, transportation plan, working time plan, parade/inspection plan, patrol/incident reporting plan.

D. Financial Capability – 15 points

• Bank statement (stamped, ≤3 months) or financial institution undertaking for revolving credit/overdraft/funding commitment:

≥R5 000 001 = 15; r4 000 001–r5 000 000 = 10; r3 000 001–r4 000 000 = 8; r2 000 001–r3 000 000 = 6; r1 000 000–r2 000 000 = 4; <r1 000 000 = 0.

Total functionality weight = 100. Minimum qualifying score = 70.

Stage 4 – Preferential Points System (90/10):

• Price: 90 points (formula Ps = 90(1 – (Pt – Pmin)/Pmin)).
• Specific Goals: 10 points (CSD verified):

SMME = 2.5; 100% Black women ownership = 2.5; 100% Black ownership = 2.5; Minimum 1 Black youth shareholder = 2.5.

• Combined price + specific goals points used to rank qualifying bidders separately per region.
• Award: highest total points per region; one region per bidder generally (winning margin rule applies if same bidder tops multiple regions).
• Multiple-award tender, not a panel; no rotational allocation.
• SSA security screening of directors (criminal background, company profiling) after evaluation; positive outcome required for final appointment.

Scope: 24/7 physical security guarding and security incident management at LNW non-key point operational sites across Mopani, Sekhukhune and Capricorn regions for 5 years.

Core duties:

• Physical security and access control: 24/7 guarding, searches at all main entry points, escort contractors/visitors, monitor activities, report crime incidents, enforce access control per Control of Access to Public Premises and Vehicles Act 1985 and LNW Security Policies.
• Access control functions: search staff/visitors on entry/exit; maintain admission control registers; lock/unlock entrances; prevent unauthorised persons/dangerous objects; control/monitor goods movement to prevent unauthorised asset removal.
• Routine inspections: boundary fences, security doors, windows, security lighting; report faults immediately to Project Manager.
• Security Control Room: fully equipped 24/7 facility with continuous online monitoring, communication with all deployed officers (hourly day, every 30 minutes night), coordinate officers, manage emergencies, monitor patrol system.
• Reporting: daily patrol monitoring reports per site to Project Manager; comprehensive monthly written security operational reports.
• Emergency/contingency management: handle emergencies, participate in fire drills; submit contingency plans with tender covering backup capacity/channels, defined response/lead times, emergency management (evacuations, firefighting, crowd control, access control, first aid), disaster management liaison with authorities.
• Law enforcement liaison: coordinate with SAPS; detect/apprehend/detain intruders until SAPS arrival; register all security incidents with relevant authorities.
• Incident reporting: immediate verbal report to Project Manager; preliminary written report within 24 hours; full investigation report within 2 days; LNW holds provider liable for losses from negligence.
• SOP compliance: enforce LNW Security Procedure Manual and SOPs; discuss SOPs before commencement and review regularly; personnel must cooperate with LNW Security Management Unit.
• Firearms compliance: strict adherence to Firearms Control Act 2000 and 2004 Regulations; firearms registered in provider's name, stored legally, operated only by personnel with valid permits/competency certificates from accredited providers; documentation available for audit.
• On-site supervision: daily supervisory inspections by supervisors/managers; daily Duty Roster with sign-in/sign-out for continuous coverage proof.
• Occurrence Books and lost property: maintain accurate Occurrence Books and registers; record lost/found items with date/time/location; report to Project Manager.
• Key control: strict key management, safekeeping, locking/unlocking per LNW policies; provider liable for losses from poor key control.
• Identification: all officers wear clear security appointment card and PSIRA card (with photo) conspicuously; track visitor cards each shift; follow up unreturned cards.
• Parking/traffic control: enforce parking regulations, prevent unauthorised parking.
• Meetings: attend all scheduled/ad-hoc meetings with LNW.
• Security vehicles: company-branded vehicle(s) for property surveillance (high-visibility patrols), incident response (immediate), vehicular traffic monitoring, safe operation per traffic laws.
• Security Supervisors (PSIRA Grade B): personnel management (scheduling, leave, performance reviews, training), operational control (site patrols, access control, CCTV/alarm monitoring), incident handling/reporting, compliance/risk management (PSIRA standards, LNW policies), asset protection (risk identification, site audits, equipment maintenance).

Legal requirements:

• PSIRA compliance and accreditation mandatory.
• All deployed personnel must hold valid PSIRA certificates for entire contract duration.
• All officers/supervisors must have completed training with relevant Unit Standards.
• Breach of contract if unqualified personnel deployed; penalties apply.
• Compliance with Firearms Control Act 2000, Control of Access to Public Premises and Vehicles Act 1985, Basic Conditions of Employment Act, relevant Bargaining Council Main Collective Agreement, Occupational Health and Safety Act, Skills Development Act.

Required operational apparatus per site (Table 1):

• Combat uniform with steel toe cap safety boots (plants/reservoirs) – minimum 2 sets per annum per officer.
• Handheld metal detector per site.
• Rechargeable LED torch (min 1.75 m beam) per officer.
• Baton per officer.
• Armed posts: licensed firearm + competency documentation per officer.
• Handcuffs – minimum 3 per site.
• Pepper spray per officer.
• Occurrence Book, Exit/Entry Register, Vehicle Registers (LNW/non-LNW), Asset Control Register, Prohibited Items/Firearm Register per site.
• Two-way radios per officer.
• Security pocketbooks per officer.
• Security online patrol monitoring system.
• Electronic Card Reader: Vehicle Management System (VMS) at all sites.
• Bullet-proof vests for all armed officers.

Prohibited firearms: .38 Special Revolvers, Norinco 9mm, 7.65 handguns not allowed at LNW sites.

Armed service firearm costs included in quoted rates only for sites where armed security specified.

Sites (from pricing schedules):

Mopani: Schiettocht Reservoir (4 officers: 2 day/2 night), Namakgale Reservoir (3 officers: 1 day/2 night).

Sekhukhune: Flag Boshielo Pump Stations 1,2,3,4,6,9,10 (3 officers each: 1 day/2 night); Steelpoort Residential Premises (5 officers: 2 day/3 night); Steelpoort Pump Station (4 officers: 2 day/2 night); Package Plant Kutullo (3 officers: 1 day/2 night); Package Plant Mahlo-a-Kwena (3 officers: 1 day/2 night); Package Plant Tsakane (3 officers: 1 day/2 night). Total 39 officers.

Capricorn: sites detailed in pricing schedules (not fully extracted).

All officers Grade C unless otherwise specified.

Pricing format: Firm prices only (SBD 3.1). Non-firm prices (including exchange rate variations) not accepted.

Separate fixed rates required for each of the five contract years.

Rates must be inclusive of all labour, statutory and operational costs (PSIRA, Bargaining Council requirements).

Firearm-related costs included only for officers at sites where armed security specified.

Bidders must use prescribed pricing schedules/spreadsheet and submit complete pricing for all sites, regions, service requirements.

Quantities, officer numbers, sites, deployment levels in schedules are estimates for evaluation only – no guarantee of work, expenditure, revenue or deployment levels.

No price adjustment outside tendered rates for applicable contract year, subject to contract terms and law.

Award structure: pricing for all three regions compulsory; failure to complete any region/site renders bid non-responsive.

Evaluation: 90/10 preferential points system (price 90, specific goals 10).

Specific goals points (CSD verified): SMME 2.5; 100% Black women ownership 2.5; 100% Black ownership 2.5; minimum 1 Black youth shareholder 2.5.

Financial capability proof (for functionality scoring):

• Bank statement (stamped, ≤3 months from closing) OR financial institution undertaking for revolving credit/overdraft/funding commitment.
• Points: ≥R5 000 001 = 15; R4 000 001–R5 000 000 = 10; R3 000 001–R4 000 000 = 8; R2 000 001–R3 000 000 = 6; R1 000 000–R2 000 000 = 4; <R1 000 000 = 0.

Insurance: Letter of intent for Professional Indemnity / Public Liability / Security Service Liability / General Liability with minimum R10 million cover towards any loss of assets to client.

No bid security / bond / guarantee / retention amounts specified in extracted text.

Payment terms not specified in extracted text.

Annual statutory/industry cost increases must be provided for in tendered rates.

Eligibility and mandatory compliance:

• CSD registration (verified online during evaluation).
• Valid SARS Tax PIN / TCS certificate (or CSD number if no PIN).
• CIPC company registration documents.
• Valid B-BBEE certificate or sworn affidavit (for preference points).
• PSIRA: valid company registration certificate AND Letter of Good Standing (both valid at closing, verified online).
• All deployed security personnel must hold valid PSIRA certificates for entire contract.
• Private Security Sector Provident Fund (PSSPF) Employer Registration Status Letter (valid at closing).
• Compensation Fund (COIDA) Letter of Good Standing (Department of Employment and Labour).
• National Bargaining Council for Private Security Sector (NBCPSS) registration and good standing.
• Central Firearms Registry (CFR) Accreditation Letter from SAPS (juristic person for business firearms).
• SABS approved safe/strong room for firearms/ammunition (SAPS letter or SABS certificate).
• Minimum 10 Security Officers with valid firearm competency certificates (copies submitted).
• Certified ID copies of all directors/members/shareholders (≤6 months).
• Proof of business address: municipal account ≤3 months, or signed lease agreement in company name, or dated/stamped tribal authority confirmation letter.
• Audited annual financial statements for two most recent completed financial years (independently reviewed statements accepted where audit not legally required).
• Fully operational 24-hour Security Control Room located within Limpopo Province with proof of ownership or valid lease in bidder's name.
• Minimum 2 vehicles (owned or leased) with registration certificates in company/director names; lease agreements attached.
• Attendance at compulsory briefing session (23 Nov 2026, 10:30).
• Completed SBD 1, SBD 3.1, SBD 4, SBD 6.1 forms.
• Insurance letter of intent (minimum R10 million).
• JV agreement if bidding as JV (lead partner, percentage split totalling 100%).
• No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service (per SBD 4).
• State Security Agency (SSA) screening/profiling of directors (criminal background, company record) after evaluation; positive outcome required for appointment.
• Compliance with Firearms Control Act 2000, Control of Access to Public Premises and Vehicles Act 1985, Basic Conditions of Employment Act, Bargaining Council Main Collective Agreement, Occupational Health and Safety Act, Skills Development Act.
• Prohibited firearms (.38 Special, Norinco 9mm, 7.65) not to be used at LNW sites.
• All officers Grade C (PSIRA); Supervisors Grade B.
• Training with relevant Unit Standards completed for all deployed officers/supervisors.
• Contingency/emergency plans submitted with tender.
• Comprehensive Project Implementation Plan submitted (pre-project and implementation phases).
• Reference letters for experience evaluation: signed, on client letterhead, with contactable reference, email, telephone, indicating minimum 12 months contract period.