Safe code and combination change services – RFQ 175-2026 (3-Year contract, deec)

Closing date: 06 October 2026 at 11:00

Compulsory briefing session (virtual): 02 October 2026 at 09:00 via Microsoft Teams

Join link: https://teams.microsoft.com/meet/351052588726771?p=OBooueFp3kmMEuE2Yc

A virtual compulsory briefing session will be held on 02 October 2026 at 09:00am via Microsoft Teams. Join link: https://teams.microsoft.com/meet/351052588726771?p=OBooueFp3kmMEuE2Yc

Bidding procedure enquiries:

• Contact: M Makume
• Email: [email protected]
• Telephone: (011) 223 7000

Technical enquiries:

• Contact: N Mavuma
• Email: [email protected]
• Telephone: (011) 223 7000

Issued by: Chief Executive Officer, South African Diamond and Precious Metals Regulator

Postal address: P.O. Box 16001, Doornfontein, 2028

Fax: (011) 334 8898

Submission method: email

Submission email: [email protected]

Closing time: 06 October 2026 at 11:00

Format: quotation on business letterhead plus an Excel spreadsheet

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

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• Certified copy of ID.
• CSD full registration report.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• CIPC documents.
• Proof of authority to sign (e.g., company resolution).
• SARS Tax Compliance Status PIN or CSD number.

Late responses will not be considered.

SADPMR reserves the right not to appoint any bidder.

Evaluation system: 80/20 preference point system (Preferential Procurement Regulations, 2022)

• Price: 80 points
• Specific goals: 20 points

Specific goals and points:

• Enterprises owned by black women: 5 points
• Entities owned by youth: 5 points
• Entities owned by black people: 5 points
• Entities that are small, medium and micro enterprises: 5 points

Evidence for specific goals:

• Black women, black people, youth: latest CSD report and certified ID copies of directors
• SMMEs: latest CSD report and financial statement

Failure to submit proof for specific goals means those points are not claimed.

Purpose: appointment of a service provider to change safe codes and combinations at the Diamond Exchange and Export Centre (DEEC) on a quarterly basis for three years.

Scope of services:

• Onsite changing of KABA lock codes and combinations for 2 category 5 safes: quarterly, approximately 3 hours per service.
• Onsite emergency support: as and when required, approximately 3 hours depending on service required.

Service delivery: must be delivered within 30 days of the purchase order or the next service date, commencing from contract signing or PO issuance.

Context: DEEC is mandated to facilitate buying, selling, exporting and importing of diamonds under the Diamonds Act, 1986 and Diamonds Second Amendment Act, 2005. The service supports secure storage of high-value diamonds and compliance with legislation and audit requirements.

Scope of services: Onsite changing of KABA lock codes and combination for 2 category 5 safes, quarterly, approximately 3 hours per service. Provide onsite emergency support as and when required, approximately 3 hours depending on service required. Service must be delivered within 30 days of purchase order or the next service date, commencing from contract signing or PO issuance.

Where required, bidders shall submit signed reference letters from current/previous clients demonstrating successful delivery of similar services. Reference letters should indicate contract value, contract period, and industry/sector. SADPMR may conduct due diligence investigations to verify information.

SADPMR may conduct site inspections, due diligence investigations, product evaluations, explanatory meetings, reference checks, or verification exercises at the bidder's premises or client sites, before or after adjudication.

SADPMR may request additional information or clarifications to verify submitted information.

SADPMR may correct errors, omissions, ambiguities or inconsistencies in bid documents at any stage.

Price(s) quoted must be valid for 90 days from the closing date, firm and inclusive of VAT. A firm delivery period must be indicated. Prices must include all costs, obligations and liabilities necessary for proper performance. Errors or miscalculations in pricing are for the bidder's sole account and risk. SADPMR may negotiate pricing during the contract period if more competitive market-related prices become available.

Price(s) quoted must be valid for 90 days from the closing date.

Price(s) must be firm and inclusive of VAT.

A firm delivery period must be indicated.

Prices quoted must include all costs, obligations and liabilities necessary for proper performance of the contract.

Any errors or omissions in pricing are for the bidder's sole account and risk.

SADPMR may negotiate pricing during the contract period if more competitive market-related prices become available.

Contract continuation is subject to availability of funds.

CSD registration: mandatory - only bidders registered on the Central Supplier Database with a CSD number will be considered.

Tax compliance: bidders must be tax compliant and submit a SARS Tax Compliance Status PIN or CSD number. No award to non-compliant bidders.

B-BBEE: B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points.

CIPC documents: required.

State employees: bids from persons in the service of the state, or companies with directors who are state employees, will not be considered.

Tender defaulters: no award to bidders listed on the Register of Tender Defaulters or List of Restricted Suppliers.

Fronting: SADPMR condemns fronting and may investigate; failure to refute findings may lead to disqualification.

Consortia/JVs/sub-contractors: each party must submit a separate TCS certificate/PIN/CSD number.

Specific goals for preference points: Enterprises owned by black women - 5 points (evidence: latest CSD report and certified ID copies of directors); Entities that are small, medium and micro enterprises - 5 points (evidence: latest CSD report and financial statement); Entities owned by black people - 5 points (evidence: latest CSD report and certified ID copies of directors); Enterprises owned by youth - 5 points (evidence: latest CSD report and certified ID copies of directors).

Bidder undertakings: provide services per specifications, remain bound for validity period, prices include all costs, errors for bidder's account, responsible for proper execution, may be required to make presentations.

Bidder declarations: act honestly, maintain resources, avoid conflicts, comply with laws, disclose material info, refrain from fraud, protect information.

Indemnity: bidder indemnifies SADPMR against losses from breach.

Precedence: document takes precedence over oral communication.

Limitation of liability: SADPMR not liable for bidder's participation costs.

Tax compliance: no award to non-compliant bidders.

Tender defaulters: no award to listed bidders.

Governing law: South African law, courts jurisdiction.

Sub-contractors: bidder remains responsible.

Confidentiality: all information confidential, must not be disclosed without consent.

Availability of funds: contract subject to funding availability.

SADPMR reserves the right not to appoint any bidder. SADPMR reserves the right to cancel, suspend, withdraw, or terminate the bid process at any stage; to negotiate with preferred bidders; to accept a bid in whole or in part; to award to a bidder that is not the lowest priced or highest scoring; to negotiate pricing during the contract period; to conduct site inspections and due diligence; to request additional information; to correct errors; to amend specifications or closing dates. Bidders consent to background checks. No bidder may canvass or influence SADPMR officials. All enquiries must be in writing.

Only bidders registered on the Central Supplier Database (CSD) with a CSD number will be considered. Bidders must be tax compliant and provide a SARS Tax Compliance Status PIN or CSD number. Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered. Bidders must submit certified ID copies, CSD full registration report, B-BBEE certificate or sworn affidavit, and CIPC documents. Quotations must be valid for 90 days, firm and inclusive of VAT, and a firm delivery period must be indicated. Late responses will not be considered.

Quotations will be evaluated in terms of Preferential Procurement Regulations, 2022: 80 points for price and 20 points for specific goals: Enterprises owned by black women - 5 points; Entities owned by youth - 5 points; Entities owned by black people - 5 points; Entities that are small, medium and micro enterprises - 5 points.