Security guarding services at the department of employment and labour, mpumalanga provincial office, emalahleni — 6 months

Closing date and time: 09 October 2026 at 11:00

• No compulsory briefing or site visit is specified.

Bidding procedure enquiries

• Contact: Tshepo Seoe
• Telephone: 0136558967 / 0136558700
• Email: [email protected]

Technical enquiries

• Contact: Mthonga Rabaloi
• Telephone: 0136558700
• Email: [email protected]

Submission email

[email protected]

Service delivery address

Department of Employment and Labour: Mpumalanga Provincial Office

Corner Hofmeyer and Beaty Avenue

Emalahleni 1035

Submission method: email

Submission email: [email protected]

Closing time: 11:00 on 09 October 2026

Late bids are not accepted.

Returnable documents (every page completed and signed where a signature applies):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule): priced schedule for the security service.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or member is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals under the 80/20 system.
• SBD 7 (Contract Form): signed by the successful bidder.
• Valid PSIRA registration certificates for the company and its owner, plus a PSIRA good standing certificate.
• NBCPSS letter of good standing and proof of health insurance.
• One copy of a service level agreement, appointment letter or purchase order showing six months or more of security service experience.
• Company profile and a reference letter for previous experience.
• CSD registration number and a SARS Tax Compliance Status PIN, or a CSD number where no PIN is available.
• Bank rating certificate.
• Proof of NBCPSS provident fund registration, submitted within two months of commencement.

Disqualification risks:

• Any mandatory document omitted, incomplete or unsigned.
• Quoted amounts below the prescribed NBCPSS rates.
• Submission after the closing time.
• PSIRA, NBCPSS or health insurance documents not valid on the closing date.
• Poor performance revealed by a reference check.

Every page must be completed and signed where a signature applies.

Statutory mandatory documents:

• Fully completed and signed SBD 3.3
• Valid PSIRA certificates for the company and its owner, valid on the closing date
• Valid PSIRA good standing certificate, valid on the closing date
• NBCPSS letter of good standing and proof of health insurance, valid on the closing date
• One copy of a service level agreement, appointment letter or purchase order showing six months or more in the relevant security services field
• Quoted amounts not below the prescribed NBCPSS rates

Administrative documents:

• Company profile
• Reference letter for previous experience
• CSD registration number
• Fully completed and signed SBD 1, SBD 4 and SBD 6.1
• Bank rating certificate
• Proof of NBCPSS provident fund registration, submitted within two months of commencement

Failure to submit, complete or sign the mandatory documents results in disqualification.

Two-stage evaluation:

1. Administrative compliance — bidders must meet every administrative requirement to proceed to the next stage.
2. Price and specific goals, scored on the 80/20 preference point system. The highest-scoring bidder is awarded the bid.

Points allocation (80/20):

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals (20 points):

• 100% women-owned business: 5 points

• 100% SMME/EME with annual turnover below R10 million: 6 points

• 100% HDI: 4 points

• 100% disability: 3 points

• Locality: 2 points

• Points for specific goals are apportioned pro rata where ownership is below 100%.

• Preference points are not claimed where the supporting proof is not submitted with the bid.

• The department may require substantiation of any preference claim before or after adjudication.

• The department may award to a bidder that did not score the highest points, may decline to make an award, and may negotiate the final price.

Scope: unarmed security guarding services at the Department of Employment and Labour's Mpumalanga Provincial Office, Emalahleni, for six months.

Site

• Department of Employment and Labour: Mpumalanga Provincial Office
• Corner Hofmeyer and Beaty Avenue, Emalahleni 1035

Security officers required (total 7)

• Grade C unarmed, day shift 06:00–18:00, daily: 5 officers
• Grade C unarmed, night shift 18:00–06:00, daily: 1 officer
• Grade C unarmed, night shift 18:00–06:00, daily including weekends and public holidays: 1 officer

Officer requirements

• South African citizens with a valid Grade 12 certificate or statement of results and no criminal record.
• Minimum one year of security experience.
• CVs of the guards must be submitted to the department for security screening before the contract starts.
• All officers must be PSIRA-registered; the company and its owners must also be PSIRA-registered, with certified copies of valid registration attached to the bid.
• Officers must be physically healthy and medically fit, present a professional image, and wear a neat identifiable uniform with raincoats and overcoats for outside duties, PPE, and a photo identification card (company card or PSIRA card).

Equipment to be supplied

• Portable hand-held two-way radios: 4, programmed to the bidder's frequency
• Rechargeable torches: 2
• Hand-held metal detectors: 2
• Batons: 1 per officer
• Pocket books and pens: each officer
• Handcuffs: each officer
• Serviceable cellular phone with sufficient airtime and a camera: 1
• Pepper spray: each officer
• Whistles: each officer
• Occurrence book and security registers: 1 set at all times
• Patrol-point monitoring system: 10 points, installed, managed and maintained
• Fully stocked first aid box in the guardroom: 1 at all times
• Firearms are not required.

Operations

• The bidder must run a 24-hour security control room and provide details of its equipment; the department may inspect it.
• A direct communication line must exist between the on-site control room and the bidder's control room.
• Supervisors must visit the site at least once per shift.
• No officer may work a shift longer than 12 hours.
• All patrol points must be visited hourly, with routes, sequences and times rotated and recorded.
• Officers must not read or handle departmental documents, must not disclose state information to the public or media, and must not access IT networks, registers or communication networks; key control is not part of their duties.
• No visitors are permitted in the guardroom.
• All security personnel, directors and the company are subject to vetting.
• Registers to be maintained: occurrence register, pocket books, shift rosters, duty sheets, access control register and asset register. All registers remain with the department at the end of the contract.
• Lost articles must be handed to the on-site control room, recorded in the occurrence register and passed to the departmental representative.
• The bidder must hold weekly meetings with its supervisor and monthly meetings with the departmental representative, and submit monthly and quarterly service and incident reports.
• The department may inspect the service at any time and may require any employee to be replaced immediately.
• If labour unrest or another event interrupts the service, the parties must agree on how to continue it, using the department's contingency plan.
• Officers may not trade on the premises and must keep their work areas clean.

Work plan

• The company and its owners must be registered with PSIRA, and every officer deployed must be PSIRA-registered.
• The bidder must operate a well-equipped 24-hour security control room and provide details of its equipment; the department may inspect it.
• A direct communication line must exist between the on-site control room and the bidder's control room.
• Supervisors must visit the site at least once per shift.
• Officers and supervisors may not read or unnecessarily handle departmental documents, and no information on state activities may be given to the public or media.
• No visitors are allowed in the guardroom, on the premises or near it.
• All security personnel, directors and the company are subject to vetting.

Staffing and equipment

• Grade C unarmed day shift 06:00–18:00 daily: 5 officers
• Grade C unarmed night shift 18:00–06:00 daily: 1 officer
• Grade C unarmed night shift 18:00–06:00 daily including weekends and public holidays: 1 officer
• Total officers required: 7
• Equipment: 4 portable hand-held two-way radios programmed to the bidder's frequency, 2 rechargeable torches, 2 hand-held metal detectors, 1 baton per officer, pocket books and pens for every officer, handcuffs for every officer, 1 serviceable cellular phone with airtime and camera, pepper spray and whistles for every officer, 1 occurrence book and set of security registers at all times, a patrol-point monitoring system with 10 points installed, managed and maintained, and 1 fully stocked first aid box in the guardroom. Firearms are not required.

General conduct

• Officers must present an acceptable image, may not sit, lounge, smoke, eat or drink while attending to staff or the public, and must behave professionally and courteously.
• Officers must be physically healthy and medically fit.
• Uniforms must be neat and identifiable, with raincoats and overcoats for outside duty, PPE, and a photo identification card showing name and employee number, or a valid PSIRA card.
• Officers may not litter, must keep their work areas clean, and may not trade on the premises.
• No officer may work a shift longer than 12 hours.
• Lost articles must be handed to the on-site control room, recorded in the occurrence register and passed to the departmental representative.
• The bidder must report abnormal incidents immediately, hold monthly meetings with the departmental representative, and submit monthly and quarterly service and incident reports.
• If labour unrest, civil disorder or a disaster interrupts the service, the parties must agree on how to continue it, using the department's contingency plan.

Company experience

• One copy of a service level agreement, appointment letter or purchase order showing six months or more of work in the relevant security services field must be submitted.
• A reference letter for previous experience is required; a reference check will be done and poor performance disqualifies the supplier.
• The department may decline to award to the highest-scoring bidder where there is objective evidence of material non-performance on previous security contracts, including OHS non-compliance, a termination letter for non-performance, or an adverse ruling by the department or the CCMA.

Personnel

• Security officers must be South African citizens with a valid Grade 12 certificate or statement of results and no criminal record.
• Officers must have at least one year of security experience.
• All officers must be registered with PSIRA, and the company and its owners must hold valid PSIRA registration.
• CVs of the guards must be submitted to the department for security screening before the contract starts.
• All security personnel, directors and the company are subject to vetting.

Records

• The bidder must keep proper files and documents for every security officer on the contract, available for departmental inspection, including scholastic, training, registration and medical certificates.

Registers

• The occurrence register, asset register and access control register must be used and maintained as required; all registers remain with the department at the end of the contract.
• Occurrence register entries must be legible, in black ink, and cover routine procedures, incidents, personnel activities, key issue and receipt, locking and unlocking, shift handovers with signatures, and a read-back entry by the incoming shift. Supervisor and management entries are made in red ink. Entries may not be erased or painted out, only crossed out with a single line and initialled.
• Pocket books must be carried by every officer on duty and record reporting on and off duty, the nature and extent of incidents, and supervisor visits signed in red pen.
• Daily, weekly and monthly shift rosters must be kept on site; changes are crossed out with a single line, initialled, dated and noted in the occurrence register.
• A full duty sheet must be available at each duty point.
• The access control register must record visitors and officials without identification cards and officials working after hours, capturing date and time of arrival and departure, surname and initials, proof of identification, vehicle registration, purpose of visit and person visited, and contact details.
• The asset register must record asset movements with serial numbers, make and model, and the time and date of movement in and out of the premises.

Inspections

• Departmental officials and the bidder must carry out a thorough inspection of the service at least monthly.
• The bidder is subject to inspection of Bargaining Council, health insurance, provident fund and leave records, and must hold liability insurance with proof submitted quarterly.
• The department may inspect the service at any time and may require any employee to be replaced immediately, with the bidder indemnifying the department against resulting claims and legal costs.
• Personnel shortages must be recorded in the occurrence register; the departmental representative may check staffing levels at any time.

Pricing format

• The price quoted must be firm and fixed for the full six-month contract period.
• No price adjustments will be made during the six months.
• Quoted amounts on the pricing schedule template and SBD 3 must not be below the prescribed National Bargaining Council for the Private Security Sector (NBCPSS) rates.
• Bidders should take account of the CPI clause published by Statistics South Africa and the annual security officer increase in the Sectoral Determination.
• The department reserves the right to negotiate the final price.

Pricing

• Price must be firm and fixed for the full six-month contract; no price adjustments will be granted.
• Quoted amounts on the pricing schedule and SBD 3 must not fall below the prescribed National Bargaining Council for the Private Security Sector (NBCPSS) rates.
• Bidders should consider the CPI clause published by Statistics South Africa and the annual security officer increase in the Sectoral Determination.
• The department reserves the right to negotiate the final price.

Insurance and liability

• The successful bidder must, at its own cost, take out sufficient insurance against claims, costs, loss or damage arising from its obligations, and keep it in force for the contract period.
• A copy of the insurance contract must be given to the departmental representative at commencement and every quarter thereafter.
• The bidder is liable for damage or loss suffered by the department through its own or its employees' negligence or intent.
• The department is indemnified against third-party loss, claims and legal costs arising from the bidder's or its employees' acts or omissions, including illicit frisking, arrests and wrongful deeds.

Other

• RFQ validity: 90 days.
• No bid security or performance guarantee is specified.

Statutory and mandatory

• Fully completed and signed SBD 3.3.
• Valid PSIRA certificates for the company and its owner, valid on the closing date.
• Valid PSIRA good standing certificate, valid on the closing date.
• NBCPSS letter of good standing and proof of health insurance, valid on the closing date.
• One copy of a service level agreement, appointment letter or purchase order showing six months or more in security services.
• Quoted amounts must not be below the prescribed NBCPSS rates.

Administrative

• Company profile.
• Reference letter for previous experience; a reference check will be done and poor performance disqualifies the bidder.
• CSD registration with the CSD number provided.
• Fully completed and signed SBD 1, SBD 4 and SBD 6.1.
• Bank rating certificate.
• Proof of NBCPSS provident fund registration, submitted within two months of commencement.

Tax and state employment

• Bidders must be tax compliant and provide a SARS Tax Compliance Status PIN; where no PIN is available but the bidder is registered on the CSD, the CSD number must be provided.
• Consortia, joint ventures and subcontractors must each submit a separate tax compliance certificate, PIN or CSD number.
• Bids will not be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with such members.
• Bidders on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Legislation to comply with

• Basic Conditions of Employment Act and NBCPSS conditions, including minimum wage
• Labour Relations Act
• Compensation for Occupational Injuries and Diseases Act
• Unemployment Insurance Act and Unemployment Insurance Contributions Act
• Private Security Industry Regulatory Act (PSIRA)
• Occupational Health and Safety Act
• Employment Services Act
• Employment Equity Act
• National Minimum Wage Act

Objective criteria

• The department may decline to award to the highest-scoring bidder where there is objective evidence of material non-performance on previous security contracts, including OHS non-compliance, a termination letter for non-performance, or an adverse ruling by the department or the CCMA.

Legislation

• Bidders must comply with the Basic Conditions of Employment Act and NBCPSS conditions including minimum wage, the Labour Relations Act, the Compensation for Occupational Injuries and Diseases Act, the Unemployment Insurance Act and Unemployment Insurance Contributions Act, PSIRA, the Occupational Health and Safety Act, the Employment Services Act, the Employment Equity Act and the National Minimum Wage Act.

Site safety

• A fully stocked first aid box must be available in the guardroom at all times.
• Officers must be physically healthy and medically fit for their duties.
• Officers must wear appropriate personal protective equipment and, when on outside duty, matching raincoats and overcoats.
• No officer may work a shift longer than 12 hours.
• Officers under the influence of any intoxicating substance may not be on site.
• Officers must be familiar with the site emergency plan and able to handle emergency situations, and must act as emergency officers after hours.

Duration and termination

• The contract runs for six months from the commencement date and ends automatically by effluxion of time, unless terminated earlier under the Service Level Agreement.
• The department may terminate with immediate effect if the service is not rendered in line with the contract and service level agreement.
• The department may cancel the contract where a director, shareholder, employee or agent has performed a government contract unsatisfactorily, offered a bribe, acted fraudulently or in bad faith, tried to influence the award, withdrawn or amended a bid after the closing time, failed to sign the contract or provide security after conditional acceptance, colluded with another bidder, or disclosed the bid amount.

Bidder obligations

• Oversee all security activities, resolve on-site problems and attend to officer payment issues.
• Keep the required security equipment on site at all times and ensure officers receive continuous training, including on the site emergency plan.
• Liaise with the provincial security representative and the on-site departmental representative.
• Provide adequate personnel, record any shortages in the occurrence book, and accept recoveries for shortages.
• Keep registers neat, legible and current, and ensure officers wear uniforms and display PSIRA cards.
• Hold weekly meetings with its supervisor and monthly meetings with the departmental representative.
• Ensure staff understand the needs of employees and visitors and apply the Batho Pele principles.
• Take out and maintain insurance at its own cost and provide a copy to the departmental representative at commencement and quarterly.
• Not use state equipment, aids or property, and not erect signs, advertising or name plates on state property without written consent.
• Ensure officers perform access control, protect state property, officials and information, control movement through gates, conduct searches, patrol, react to emergencies, maintain registers, record asset movements, report on time, avoid conflict, report lost and found items, stay sober on duty, act as emergency officers after hours, report incidents, make regular radio reports, refrain from disclosing information, avoid IT networks and key control, inspect premises and vehicles at shift changes, sign over equipment and registers, patrol hourly on rotated routes, check that doors and windows are closed and vehicles locked, and keep gates locked after hours.

Indemnity

• The bidder is liable for damage or loss suffered by the department through its own or its employees' negligence or intent.
• The department is not liable for loss or damage to the bidder's property or items kept at its sites.
• The department is indemnified against third-party loss, claims and legal costs arising from the bidder's or its employees' acts or omissions, including loss of life or injury to security personnel, damage to equipment, and illicit frisking, arrests or other wrongful deeds. Each claim will be notified to the bidder in writing.

Reservations

• The department may request clarification from bidders within seven days after the closing date, award to a bidder that did not score the highest points, decline to make an award, and negotiate the final price.

Statutory mandatory requirements — failure to submit, complete or sign these disqualifies the bid:

• Fully completed and signed SBD 3.3
• Valid PSIRA certificates for the company and its owner, valid on the closing date
• Valid PSIRA good standing certificate, valid on the closing date
• NBCPSS letter of good standing and proof of health insurance, valid on the closing date
• One copy of a service level agreement, appointment letter or purchase order showing six months or more in the relevant security services field
• Quoted amounts not below the prescribed NBCPSS rates

Administrative requirements:

• Company profile
• Reference letter for previous experience; a reference check will be done and poor performance disqualifies the supplier
• CSD registration with the CSD number provided
• Fully completed and signed SBD 1, SBD 4 and SBD 6.1
• Bank rating certificate
• Proof of NBCPSS provident fund registration, submitted within two months of commencement

Objective criteria: the department may decline to award to the highest-scoring bidder where there is objective evidence of material non-performance on previous security contracts, including OHS non-compliance, a termination letter for non-performance, or an adverse ruling by the department or the CCMA.

Evaluation runs in two phases. Phase one is administrative compliance: bidders must satisfy every administrative requirement to reach phase two. Phase two scores price and specific goals on the 80/20 preference point system, and the highest-scoring bidder is awarded the bid.

Administrative compliance requires:

• Fully completed and signed SBD 3.3
• Valid PSIRA certificates for the company and its owner, valid on the closing date
• Valid PSIRA good standing certificate
• NBCPSS letter of good standing and proof of health insurance
• One copy of a service level agreement, appointment letter or purchase order showing six months or more in security services
• Quoted amounts not below the prescribed NBCPSS rates