Provision of security services in the departmental offices at cedara complex for a period of thirty-six (36) months

Provision of security services at the Departmental Offices at Cedara Complex for a period of thirty-six (36) months.

• Closing date: 11 August 2026.
• Closing time: 11h00.
• No briefing sessions, site visits or clarification deadlines are mentioned in the document.

• For administrative/bidding procedure enquiries: Mrs. Nompumelelo Madlala, Tel: 033 355 9369, Email: [email protected].
• For technical enquiries: Mr. Z.D.Z Mbatha (Dumisani Mbhatha), Tel: 082 808 1284, Email: [email protected] OR Mr. M. Khuzwayo, Tel: 082 576 0505, Email: [email protected].
• Department address: KZN Department of Agriculture & Rural Development, Private Bag X9059, Pietermaritzburg, 3200. Tel: 033 355 9100.
• Submission address: Department of Agriculture and Rural Development, 1 Cedara Road, Cedara 3200, Supply Chain Management Bid Box.

• Submit your bid by 11 August 2026 at 11h00. Late submissions will not be accepted.
• Submit the bid in a sealed envelope at the Department of Agriculture and Rural Development, 1 Cedara Road, Cedara 3200, Supply Chain Management Bid Box.
• The envelope must clearly show the bidder’s name and address, bid number (DARD13/2026) and closing date.
• Do not submit via post, telefax, telegraphic, email or any electronic means; these will not be considered.
• Use the official bid forms provided (do not retype them). Photocopies are allowed but must bear an original signature.
• Include all required returnable documents: SBD1 (Parts A & B), CSD registration and declaration, pricing schedules, SBD4 (Bidder’s Disclosure), SBD6.1 (Preference Points Claim Form).
• Bids must be complete. Incomplete bids or those with missing pages may be rejected.
• Each bid must be in a separate envelope. Combining bids in one envelope may lead to disqualification.
• Alterations to the bid must be initialled; use of correcting fluid is prohibited.
• Bidders must initial every page of the bid document.

Eligible bidders must: 1) Not be in service of the state (directors/members), 2) Be tax compliant with SARS, 3) Be registered on CSD, 4) Have no directors listed on Register for Tender Defaulters or List of Restricted Suppliers, 5) Not have conflicts of interest with procuring institution, 6) For maximum preference points: be an EME or QSE at least 100% Black-owned (20 points under 80/20 system), 7) Demonstrate capability to provide security services per Terms of Reference (Section J) and Special Conditions (Section K).

• The tender is for the provision of security services at the Departmental Offices at Cedara Complex.
• The contract period is thirty-six (36) months.
• The department reserves the right to accept part of a tender rather than the whole tender.
• The department may inspect the bidder’s premises at all reasonable hours to verify services.
• If inspections, tests or analyses show supplies/services comply with contract requirements, the cost is borne by the purchaser. If they do not comply, the cost is borne by the supplier.
• Supplies or services that do not comply may be rejected. Rejected supplies must be removed or substituted by the supplier at their own cost and risk.
• The bid document includes detailed sections on terms of reference (Section J), special terms and conditions (Section K), numbers and grades of security officers required per site (Section L), and bidder’s past experience (Annexure A).

• Bidders must complete Annexure A (Bidder’s Past Experience) and Annexure B (Prescreen and Vetting).
• Section L specifies the numbers and grades of security officers required per site.
• The bid document includes a full set of bidding forms and declarations that bidders must complete to demonstrate experience and qualifications.

• The department reserves the right to conduct site inspections, product evaluations or explanatory meetings to verify the nature and quality of services.
• If inspections are required, the bidder’s premises shall be open at all reasonable hours for inspection by the department or its representative.
• If inspections show supplies/services comply with contract requirements, the cost is borne by the purchaser. If non-compliant, the cost is borne by the supplier.
• Non-compliant supplies or services may be rejected.
• Rejected supplies must be removed or substituted by the supplier immediately at their own cost and risk.
• The department may cancel the contract for breach of conditions.

• Complete the pricing schedule (Part C) with the total bid price in Rand, including all applicable taxes.
• The offer must be valid for 180 days from the closing date.
• Only firm prices are accepted; non-firm prices will not be considered.
• For professional services, provide a ceiling price, hourly/daily rates for personnel, cost per phase, travel expenses (actual costs with proof), and indicate if rates are firm for the full contract period.
• All delivery costs must be included in the bid price.
• The document includes Annexure D for pricing structure and breakdown of costing.

• The bid price must be in South African Rand and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• The offer must be valid for 180 days from the closing date of the bid.
• Only firm prices will be accepted. Non-firm prices (including those subject to exchange rate variations) will not be considered.
• All delivery costs must be included in the bid price for delivery at the prescribed destination.
• Bidders must complete the pricing schedule (Part C) which requires a total bid price in words and figures.
• For professional services, bidders must indicate a ceiling price, hourly/daily rates for personnel, cost per phase, travel expenses (actual costs with proof), and whether rates are firm for the full contract period.
• The document includes annexures for pricing structure and breakdown of costing (Annexure D).

• Bidders must be registered on the Central Supplier Database (CSD). Registration is mandatory; if not registered by the closing time, the bid will be disqualified.
• Bidders must provide a valid CSD number.
• Tax compliance is required. Bidders must submit their SARS Tax Compliance Status (TCS) PIN. If no TCS PIN is available but registered on CSD, provide the CSD number.
• B-BBEE compliance: Submit a B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Foreign suppliers must answer a questionnaire to determine if they need to register for a TCS PIN.
• No bids will be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Bidders must complete SBD4 (Bidder’s Disclosure) declaring any state employment, relationships with procuring institution officials, and other interests.
• Bidders must declare that the bid is independent and not collusive.

• The successful bidder must sign a written contract form (SBD7).
• The contract includes General Conditions of Contract (GCC) and Special Conditions of Contract (SCC).
• The supplier warrants that goods supplied are new, unused, of current models and free from defects.
• Warranty period: 12 months after delivery and acceptance at final destination, or 18 months after shipment, whichever is earlier (unless specified otherwise in SCC).
• The purchaser may inspect the supplier’s records related to contract performance.
• The supplier must indemnify the purchaser against third-party patent, trademark or industrial design infringement claims.
• Performance security may be required within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit or certified cheque.
• The supplier may be required to provide incidental services like on-site assembly, tools, manuals, maintenance, repair and training.
• Prices for incidental services must be agreed in advance and not exceed prevailing rates.
• For spare parts, the supplier may need to provide advance notification of production termination and furnish blueprints/drawings if requested.

• The evaluation will use a preference points system (80/20 or 90/10) determined after bids are received.
• Points are awarded for Price and Specific Goals (B-BBEE status).
• An EME or QSE that is at least 100% Black-owned can claim 20 points (80/20 system) or 10 points (90/10 system).
• The department reserves the right to conduct site inspections, product evaluations or explanatory meetings to verify services.
• The department may correct mistakes in the bid documents or tender process.
• Failure to submit proof for specific goals means no preference points are claimed.