Cash-in-transit services for department of home affairs offices (5-Year contract)

Bidding procedure enquiries:

• Contact: Dikeledi Nchaupe
• Email: [email protected]
• Telephone: (012) 406 7166

Technical enquiries:

• Contact: Tharina Truter
• Email: [email protected]
• Telephone: (012) 406 4331

Technical enquiries (alternate):

• Contact: Nqobile Chonco
• Email: [email protected]
• Telephone: (012) 406 2789

Submission: online via eTender portal (https://www.etenders.gov.za/)

Submission method: online only, via the National Treasury eTender portal at https://www.etenders.gov.za/ (tutorial: https://youtu.be/B7pNseNJYHM). Manual, hardcopy, faxed or emailed bids are not accepted. Bids must be uploaded before the closing time; the portal closes at 11:00 on 16 October 2026 and no access is possible after that. The bidder must ensure the status shows "Submitted" before closing. Non-compliance with online submission invalidates the bid.

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 3.3 (Pricing Schedule – Professional Services): ceiling price, commencement period, estimated man-days, and confirmation that rates are firm.
• SBD 4 (Declaration of Interest): discloses whether any director/shareholder is employed by the state or connected to the department; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific goals points under the PPPFA.
• SBD 7.2 (Contract Form): to be signed by the successful bidder within 2 days of receipt.
• Letter of Authority: authorises the signatory, with contact details.
• CSD report.
• Company profile.
• Response to TOR requirements (pre-qualification, mandatory, functionality).
• SANAS B-BBEE certificate, sworn affidavit, or DTIC B-BBEE certificate.
• Proof of authority (e.g., company resolution) for the signatory.

Disqualification risks:

• Late submission (no bids accepted after deadline).
• Omitted or unsigned returnable forms.
• Variable price quotation (prices must be fixed).
• Bid valid for less than 90 days.
• Fronting for another entity.
• Contacting the department about the bid between submission and award (except in writing for clarification).

Returnable documents: completed SBD 1, Letter of Authority, General Conditions of Contract, CSD report, company profile, response to TOR requirements (pre-qualification, mandatory, functionality), SANAS B-BBEE certificate/sworn affidavit/DTIC B-BBEE certificate. All must be completed, signed and submitted online.

Evaluation stages (in order):

1. Stage 1A: Non-compulsory virtual briefing session.
2. Stage 1B: Initial screening – bidder must be registered on CSD, in business, not a restricted supplier, tax compliant, not a government employee, and must have completed SBD 1 and SBD 4.
3. Stage 2: Pre-qualification – valid PSIRA letter of good standing; bidder must select the province(s) they bid for (whole province only, no cherry-picking).
4. Stage 3: Mandatory requirements – valid PSIRA registration of directors/owners and company; security control room with functional communication equipment and armoured vehicle/guard monitoring system (signed letter on company letterhead and ICASA licence in company name); public liability cover of R10 million (quotation acceptable at bid stage, full cover within 14 days of appointment).
5. Stage 4: Functionality – technical proposal scored out of 100, minimum threshold 70 points. Bidders scoring below 70 are disqualified.
6. Stage 5: Price and specific goals – 80/20 system (price 80 points, specific goals 20 points).

Functionality scoring (total 100):

• Grade C guards on establishment: <10 = 0; 10–50 = 10; 51–100 = 15; >100 = 20 (PSIRA registration printout). Weight 30.
• Grade B supervisors on establishment: <5 = 0; 5–10 = 5; >10 = 10. (Included in weight 30.)
• Relevant experience in physical cash-in-transit: no reference letter = 0; 1 = 5; 2 = 10; 3 = 20; 4 or more = 30. Reference letters must be on letterhead, signed, dated, with contactable number and start/end dates. Weight 30.
• Minimum 30 firearms with valid company licences: 30 licences = 20; 0 = 0. Weight 20.
• Existing fleet specially designed for cash-in-transit: <10 = 0; 10–20 = 10; 21–30 = 15; >30 = 20. Evidence: vehicle registration certificates and photos showing bulletproofing, reinforced doors, run-flat tyres, panic alarms, secure safes. Weight 20.

Site visit: not compulsory, at the department's discretion, to verify claimed infrastructure. Unverifiable claims lead to disqualification or contract termination.

Specific goals (20 points):

• Black-owned: 100% = 7; ≥51% and <100% = 5; >0% and <51% = 2; 0% = 0.
• Women-owned: 100% = 10; ≥51% and <100% = 7; >0% and <51% = 2; 0% = 0.
• Disabled-owned: 100% = 3; ≥51% and <100% = 2; >0% and <51% = 1; 0% = 0.

Points allocated based on % ownership of the main tendering entity. Proof: CIPC registration certificate, sworn affidavit or valid B-BBEE certificate (consolidated for consortium/JV/trust).

Scope: Provision of cash-in-transit services at Department of Home Affairs offices across all 8 provinces, plus Head Office (Hallmark Building). Contract period: 60 months (5 years).

Core tasks:

• Collect cash from DHA offices in all 8 provinces and bank it daily at departmental banking institutions, per required collection frequencies (monthly).
• Collect cash from Head Office building twice per month.

Provincial basis: Bids are per province; bidders may bid for more than one province but must bid for a whole province (no cherry-picking offices). The department may partially award a province.

Preference given to providers with established footprint, fleet and armed guards. Value-add proposals (e.g., drop boxes) may be offered.

Special conditions:

• Guards must have no criminal record, be South African citizens, able to read and write English, trained in cash-in-transit, and registered with PSIRA as CIT Security Officers.
• Service provider must have sufficient armoured cash transportation vehicles for reliable, uninterrupted service.
• Vehicle and guard monitoring systems must meet minimum requirements.
• Successful bidder and employees will be vetted before contract commencement.
• Bidder must provide a comprehensive project plan, have contract management capability, an account handling mechanism, and standard operating procedures.
• A guaranteed banking solution must be provided at contract commencement.
• The department is implementing a cashless system nationally and reserves the right to terminate services at any office when that system is implemented, with written notice.

Annexure A lists all sites per province with collection frequencies (e.g., Eastern Cape: Peddie 5x weekly, Zwelitsha 2x weekly; Free State: Harrismith 5x weekly; Gauteng: Benoni 5x weekly; KwaZulu-Natal: Ethekwini 5x weekly; Limpopo: Jane Furse 5x weekly; Mpumalanga: Nelspruit 5x weekly; Northern Cape: Kimberly 5x weekly; North West: Taung 2x monthly; Head Office: Hallmark Building 2x monthly).

Pricing format: SBD 3.3 (Professional Services Pricing Schedule). Bidders must indicate a ceiling price based on total estimated time for completion of all phases, including all expenses and all applicable taxes. Prices must be quoted in South African Rands, inclusive of VAT, and must be firm (fixed) for the full contract period. Variable price quotations are rejected.

Fee structure per site (as per Annexure A):

• Site Name
• Collection Frequency per site
• Service Fee (VAT incl) per site
• Consumables (VAT incl) per site
• Extended Liability (VAT incl) per site
• Total price (VAT incl) per site
• Total price (VAT incl) per province

Bid validity: 90 days from closing date.

Public liability cover: R10 million (mandatory requirement; quotation acceptable at bid stage, full cover within 14 days of appointment).

No bid security or performance bond is specified.

Mandatory compliance (Stage 1B screening):

• Registered on the National Treasury Central Supplier Database (CSD).
• In business (as per CSD).
• Not a restricted supplier and no restricted directors (as per CSD).
• Tax compliant (as per CSD).
• Not a government employee (as per CSD).
• Completed SBD 1 and SBD 4.

Tax compliance:

• Submit SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if no PIN.
• For consortia/JVs/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Bids from persons in the service of the state, or companies/CCs with directors/members in state service, will not be considered.

Psira:

• Valid PSIRA letter of good standing (pre-qualification).
• Valid PSIRA registration of directors/owners and of the company (mandatory).

B-bbee:

• Valid SANAS B-BBEE certificate, or B-BBEE certificate issued by CIPC, or sworn affidavit for EMEs/QSEs (signed by EME representative and attested by Commissioner of Oaths).
• For consortia/JVs/trusts: consolidated SANAS or CIPC B-BBEE certificate.

Other:

• ICASA licence for communication equipment in the company name (mandatory).
• Public liability cover of R10 million (mandatory).
• Foreign suppliers must complete the questionnaire in SBD 1.