Three-year panel of psira-registered security service providers (guarding, CCTV and armed response) for dsacr, free state — SACRSEC01/2026

Submission channel

• Tender documents are obtainable from the e-tenders portal at www.etenders.gov.za.
• Telegraphic, telephonic, telefax, facsimile, emailed and late tenders will not be accepted.
• Bids must be properly indexed and neatly bound.
• All returnable documents must be completed in handwriting with a black pen; digitally completed forms are rejected.
• Original signatures only; photocopies of originally signed documents are not accepted.
• Certified documents must be certified on every page, not in part.
• Tender documents or annexures that have been altered in any way disqualify the bid.

Returnable forms and documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page. Omission or an unsigned form disqualifies the bid.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with the procuring institution, and other CSD-registered companies linked to the directors. Omission or an unsigned form disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form, Preferential Procurement Regulations 2022): claims preference points for specific goals; failure to submit means no preference points are claimed.
• Annexure A (Record of Addenda), Annexure B (Proposed Amendments and Qualifications) and Annexure D (Compulsory Declaration).
• Declaration of Secrecy, signed under oath and valid for one year from signature; a separate declaration for each party to a consortium, joint venture or subcontracting arrangement.
• Board resolution authorising the signatory, or a consortium/joint venture resolution where applicable.
• Schedule of the Tenderer's Experience, with appointment letters for current projects and appointment plus reference letters for completed projects.
• Resource information sheets (CVs) with signed consent for the site manager and shift supervisors committed to the contract.

Evaluation runs in five stages.

• Stage One (A) — mandatory compliance: not scored; any failure disqualifies the bid.
• Stage One (B) — mandatory returnable forms: SBD 1, SBD 4 and SBD 6.1.
• Stage Two — functionality: minimum qualifying score 70 out of 100; bidders below this are not evaluated further.
• Stage Three — due diligence site visits to shortlisted bidders' operational premises in the Free State; minimum 70 out of 100 for final consideration. The Department may visit within 24 hours of notification.
• Stage Four — price and preference under the 80/20 preference point system, applicable to tenders up to R50 million including all taxes. The lowest acceptable price scores 80 points for price; 20 points are allocated for specific goals.
• Stage Five — price negotiation: shortlisted bidders negotiate flat rates before award, and the successful bidder may negotiate post award based on market conditions. Only bidders who accept the negotiation are recommended for appointment to the panel.

Panel size and ranking

• The Department may appoint one or more service providers, capped at 10 for the duration of the contract.
• Task orders are issued on a rotational basis under the Department's standard operating procedures, to distribute expenditure fairly and equitably.
• Equal total points: the bidder with the higher specific goals score ranks higher; if still equal, ranking is decided by drawing lots, subject to approval by the Head of the Department.

Specific goals evidence

• Free State-based companies: CIPC registration documents and proof of a Free State business address (municipal statement or lease agreement, Annexure P).
• Gender: CIPC documents, CSD report, share certificates and certified ID copies.
• Race: CIPC documents and CSD report.
• Youth: CIPC documents, CSD report and certified ID copies.
• People living with disability: medical certificate from a registered medical practitioner, or a letter of condition from the Department of Employment and Labour.
• Missing evidence means the related preference points are not claimed.

Scope

• Appointment of suitably qualified, PSIRA-registered security companies to a panel of security service providers for the Department of Sport, Arts, Culture and Recreation (DSACR) in the Free State Province.
• Services are rendered on an "as, when and where needed" basis across DSACR sites and buildings.
• Contract period: three (03) years, with the Department's option to extend for a further two (2) years on the same terms and conditions, subject to satisfactory performance.

Categories

• Category A — physical security guarding: Grade A to E trained, PSIRA-registered officers, access control, patrols and site monitoring.
• Category B — CCTV systems: supply, installation, commissioning, preventative maintenance, monitoring, repairs and upgrading of analogue and IP CCTV infrastructure.
• Category C — intruder alarm systems and armed response: installation, servicing, 24/7 monitoring and rapid armed response to designated premises.

Personnel

• A site manager and shift supervisors must be committed to the contract at all times; a CV and signed consent must be submitted for each resource.
• Graded security officers will be considered.

Pricing

• The pricing schedule must be completed in full; an incomplete schedule disqualifies the bid.
• Prices are rates only and are evaluated per category.
• Category A (guarding) prices may not fall below the minimum wage rates prescribed for the private security sector or the illustrative pricing guide of the National Bargaining Council for the Private Security Sector (NBCPSS).
• Shortlisted bidders negotiate flat rates before award; the successful bidder may negotiate post award based on market conditions.

Insurance and liability

• A public liability policy contract to a minimum value of R10 000 000 from an insurer or broker must be submitted as a returnable document.
• The insurance policy contract for this service must be submitted before work commences.
• The successful bidder is liable for damage or loss caused by its security officers' negligence or wilful action in the execution of duty.

Registration and statutory compliance (mandatory; non-compliance disqualifies)

• SARS unique security PIN certificate for the bidding entity; a separate PIN for each consortium, joint venture or subcontractor party. Tax status is confirmed at award.
• CSD registration report not older than 3 months; a separate report for each party to an association. Joint ventures, partnerships and unincorporated partnerships may register on the CSD within 15 days of award.
• PSIRA registration certificate in the security company's name, certified, not older than 6 months; new PSIRA certified copies or PSIRA digital certificates with a verifiable barcode only.
• Directors' PSIRA registration certificates for Grade A and B.
• PSIRA letter of good standing for the company, not older than 6 months.
• COIDA letter of good standing registered with the Department of Employment and Labour, not older than 6 months.
• PSSPF certificate of registration or a valid exemption letter, not older than 6 months, plus a PSSPF letter of good standing confirming monthly contributions are up to date.
• NBCPSS certificate of registration not older than 3 months, plus an NBCPSS letter of good standing not older than 3 months.
• ICASA radio licence, or a valid signed contract with an ICASA licence holder plus a copy of that licence, not older than 6 months.
• Minimum six valid firearm licences and relevant competency certificates for Categories A and/or C; firearms under investigation by SAPS or any statutory body are excluded.
• Certified documents must show the regulator or professional body's name, the tenderer's name, registration number and date of registration, and the issue and expiry dates.
• Each party to a consortium, joint venture or subcontracting arrangement must submit its own set of the above documents.
• Attendance at the mandatory clarification meeting, recorded in the attendance register, is required.

Disqualification risks

• Incomplete information or documentation, or returnable documents not completed and signed.
• Fraudulent, untrue or inaccurate information, or information obtained through fraudulent means.
• Failure to disclose all CSD-registered active companies linked to all directors.
• Tax matters not compliant with SARS at the time of award; bidders are given seven working days in writing to correct this.
• Altered tender documents or annexures.
• Unsigned, photocopied, uncertified or partially certified documents.
• Telegraphic, telephonic, telefax, facsimile, emailed or late tenders.
• Failure to comply with any mandatory requirement.