Security services for umsunduzi museum – 36-Month contract

Compulsory site briefing: Tuesday, 20 October 2026 at 11:00.

Queries accepted: from 20 October 2026 to 30 October 2026 (cut-off date). Queries after cut-off will not be addressed.

Closing date and time: Monday, 02 November 2026 at 12:00.

A compulsory site briefing will be held on Tuesday, 20 October 2026 at 11H00. All queries must be emailed to the contact person from 20 October 2026 to 30 October 2026 (cut-off date). Queries received after the cut-off date will not be addressed.

Bidding procedure enquiries:

• Contact: Mr Msizi Mfeka
• Role: Senior Finance Officer: Finance and Administration
• Email: [email protected]
• Telephone: 033 394 6834
• Fax: 033 394 6834

Technical enquiries:

• Contact: Mr Radikobo Ntsimane
• Email: [email protected]
• Telephone: 033 394 6834/5

Submission address:

uMsunduzi Museum

351 Langalibalele Street

Pietermaritzburg, 3201

Submission method: deposit in the tender box at uMsunduzi Museum, 351 Langalibalele Street, Pietermaritzburg, 3201.

Closing time: 02 November 2026 at 12:00.

Late, faxed, or emailed bids will not be accepted.

Bids must be submitted on the official forms provided (not re-typed).

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): pricing details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the museum.
• SBD 6.1 (Preference Points Claim 2022): claims preference points under the PPPFA.
• SBD 7.2 (Contract Form – Rendering of Services): contract agreement.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.

Mandatory documents (Table 1) – failure to submit any results in disqualification:

• Valid B-BBEE certificate (for those registered) or sworn affidavit.
• Three references with names and contact details; museum officials will conduct site visits to their offices/control room.
• Company registration (CIPC), company profile, and three CVs with certified qualifications.
• Proof of PSIRA registration.
• Certificate/proof for Grade C guard.
• Certified ID copy of the director.
• Breakdown of quote on company letterhead.

Essential documents (Table 2):

• Valid Tax Clearance Certificate (valid on closing date) and SARS-issued PIN.
• CSD report or CSD reference number.

Disqualification risks:

• Any mandatory document omitted or incomplete.
• Bids received after closing time, regardless of reason.
• Faxed or emailed bids.

Evaluation uses the 80/20 preference point system under the Preferential Procurement Regulations of 2022.

Price: 80 points.

Specific goals: 20 points.

Functionality threshold: minimum 70 points out of 100 to qualify for further evaluation.

Functionality criteria:

• Contactable references / track record: 40 points.
• Qualifications and experience: 40 points.
• Vehicles for site monitoring: 10 points.
• Control room: 10 points.

Specific goals for preference points:

• Black ownership: 12 points.
• Women ownership: 4 points.
• Disability ownership: 2 points.
• Youth ownership: 2 points.

Preference point allocation by ownership percentage:

• 100% ownership: 100% of points.
• 51% to 99%: 50% of points.
• Less than 51%: 25% of points.
• No ownership: 0%.

The museum reserves the right not to award to the lowest bidder and will conduct a detailed risk assessment prior to award.

Scope: Provision of 24/7 security services at uMsunduzi Museum, 351 Langalibalele Street, Pietermaritzburg, 3201, for a period of 3 years (36 months).

Guard requirements per 24-hour shift:

• Weekdays: 3 guards – 1 day shift (minimum Grade C) and 2 night shifts (Grade C).
• Weekends and public holidays: 4 guards – 2 day shifts (minimum Grade C) and 2 night shifts (Grade C).

Shift times: day shift 06:00–18:00; after-hours shift 18:00–06:00, including public holidays and weekends.

Service must be provided 7 days a week, 365 days a year.

Company requirements:

• Minimum 5 years' experience in providing security services.
• 24-hour working control room near Pietermaritzburg with direct radio link to on-site guards.
• Two armed response vehicles situated in Pietermaritzburg.
• Day guards must carry torch, handcuffs, pen, pepper spray, radio linked to control room, and baton at all times.
• Guards must be paid according to rates set by the security body.
• Must have a functional 24-hour operational branch office in the area where sites are situated.
• Responsible for transportation of staff to and from sites.
• Site supervisor must be at least Grade B officer.
• All officers must comply with PSIRA minimum standard of education and have passed the prescribed security course at a training centre accredited with the Department of Labour, SASSETA and recognised by PSIRA.
• Officers must be equipped with hand-held radios with sufficient power resilience; radio connectivity is imperative.
• Company management must examine premises and staff daily.
• Weekly list of officers performing duties must be provided at least a week in advance.
• Replacement officers must be available within one hour in emergencies.

Internal security duties:

• Control visitors, ensure orderly queue, give directions.
• Record and report irregularities to Security Manager, control room, and SAPS in cases of unrest.
• Remove or assist in controlling unruly visitors or staff as instructed.
• Accurately record and verify visitors and private equipment on registers upon entry and exit.
• Inspect functionality of security equipment (doors, card readers, locks).
• Control and record movement/removal of museum equipment with proper authorisation.
• Keep accurate records (serial numbers, staff identity, entry times).
• Monitor CCTV.

Patrol duties:

• Patrol pre-determined route as stipulated by Security Manager and free roving route hourly during daylight and darkness.
• Record patrol findings in occurrence book.
• Check and report on: external doors locked after hours, office doors locked when unoccupied, external lights operational, broken windows/doors, vehicle parking areas illuminated and secured, museum vehicles secured, and any adverse activities.

Site management:

• Originals of mandatory certificates/documents must be readily available and produced on request.
• All officers must have attended and passed prescribed security course.
• Company management must ensure officers are on duty timeously and present for full shift.

The security service must provide 24/7 coverage with specified guard numbers per shift: weekdays require three guards (one day shift, two night shifts), weekends and public holidays require four guards (two day, two night). Guards must be Grade C minimum. The contractor must ensure internal security controls, patrol duties, and site management as detailed in Sections B, C, and D, including visitor control, CCTV monitoring, patrol routes, and record-keeping. The contractor must provide a weekly list of officers, ensure timely presence, and have replacement officers available within one hour.

Company must have minimum 5 years' experience in providing security services.

Site supervisor: minimum Grade B, 5 or more years of relevant experience in security services, comply with PSIRA registration. CV and certified copy of qualification required.

Security officers: minimum Grade C, valid PSIRA registration, 3 or more years of experience preferred.

Functionality scoring for qualifications and experience (40 points total):

• Site supervisor with 5+ years experience, Grade B certificate, PSIRA registration: 20 points.
• Site supervisor with 4 years experience: 10 points.
• Site supervisor with 1 or no experience: 0 points.
• Security officers with 3+ years experience, Grade C certificate, valid PSIRA: 20 points.
• Security officers with 2 years experience: 10 points.
• Security officers with 1 year experience: 5 points.
• Security officers with zero experience: 0 points.

Organogram with detailed CVs of staff assigned to the project, with defined roles and responsibilities, must be provided.

Bidders must submit an itemised budget reflecting three separate years and a grand total for the three years on company letterhead. The total bid price must be inclusive of VAT. The pricing schedule (SBD 3.3) must be completed, indicating a ceiling price based on total estimated time and all expenses, including rates for personnel and phases. Rates must be firm for the full period of contract.

Pricing format: itemised budget reflecting three separate years and a grand total for the three years, submitted on company letterhead.

Total bid price must be inclusive of VAT.

Pricing schedule (SBD 3.3) must be completed, indicating a ceiling price based on total estimated time and all expenses, including rates for personnel and phases.

Rates quoted must be firm for the full period of contract (as per SBD 3.3).

No bid security, bonds, guarantees, or retention mentioned.

No financial capacity or turnover thresholds stated.

PSIRA registration: mandatory; proof of registration required.

B-BBEE: valid B-BBEE certificate (for those registered) or sworn affidavit required.

Tax compliance: valid Tax Clearance Certificate (valid on closing date) and SARS-issued PIN required.

CSD: CSD report or CSD reference number required.

Company registration: CIPC registration required.

Grade C guard certificate/proof required.

Certified ID copy of the director required.

Minimum 5 years' experience in providing security services.

Bid must be valid for 120 days.

No CIDB grading required (not construction-related).

Contract duration: 3 years (36 months).

A Service Level Agreement must be signed between the security company and uMsunduzi Museum.

The museum reserves the right to amend contract conditions, including required shifts, in consultation with the contractor and within the law.

The museum reserves the right not to award to the lowest bidder.

A detailed risk assessment will be conducted prior to award.

Control rooms will be inspected to ensure they are in good working condition.

No liquidated damages or termination clauses stated.

The uMsunduzi Museum reserves the right not to award to the lowest bidder. A detailed risk assessment will be conducted prior to award. Late, faxed, or emailed bids will not be accepted. The tender is valid for 120 days. The security contract is for three years. A Service Level Agreement must be signed. Control rooms will be inspected to ensure they are in good working condition.

Mandatory requirements: Valid BBBEE certificate or sworn affidavit; three references with contact details; company registration (CIPC), company profile, and three CVs with certified qualifications; proof of PSIRA registration; certificate/proof for Grade C guards; certified ID copy of the director; breakdown of quote on company letterhead. Essential documents: Valid Tax Clearance Certificate and SARS PIN; CSD report/reference number; completed SBD forms (SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.2, SBD 8, SBD 9). Bidders must be registered with PSIRA and have a minimum of five years' experience in providing security services. The company must have a 24-hour control room near Pietermaritzburg, two armed response vehicles, and guards equipped with specified items. The bid must be valid for 120 days.

Proposals will be evaluated using the 80/20 preference point system under the Preferential Procurement Regulations of 2022. Price is allocated 80 points, specific goals 20 points. Technical proposals must score a minimum of 70 points out of 100 to qualify. Functionality criteria: Contactable references (40 points), Qualifications and experience (40 points), Vehicles for site monitoring (10 points), Control room (10 points). Specific goals for preference points: Black ownership (12 points), Women ownership (4 points), Disability ownership (2 points), Youth ownership (2 points). The museum reserves the right not to award to the lowest bidder and will conduct a risk assessment prior to award.