Appointment of a security management service provider for fdc buildings across the free state province (24-month contract)

Compulsory virtual briefing session: 19 November 2026 at 12:00.

• Attendance register open from 12:00 to 12:30; late registration is not permitted and late arrivals will not be admitted.
• Meeting ID: 358 567 144 643 169 5
• Passcode: X6yM6RF2

Closing date: 1 December 2026 at 12:00.

Enquiries deadline: 23 November 2026 (all enquiries to [email protected]).

Bid validity: 120 days after the closing date.

Technical enquiries

• Contact: Matee Mokhethi
• Email: [email protected]
• Telephone: 051 065 0060

Supply chain management enquiries

• Contact: Kelebogile Mokopi
• Email: [email protected]
• Telephone: 051 065 0060

Submission address

33 Kellner Street

Westdene

Bloemfontein

9301

Submission method

• Deliver the original bid plus one electronic copy (CD or memory stick) to the bid box at 33 Kellner Street, Westdene, Bloemfontein.
• The original and copy must be clearly marked as such.
• Every page of the original submission must be signed or initialled by an authorised person; failure to do so makes the bid incomplete.

Returnable documents (all must be completed, signed and included)

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 4 (Declaration of Interest): discloses any state employment or relationship with the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal points under the 80/20 system.
• Certificate of Authority for Joint Ventures (if applicable).
• Valid Tax Compliance Status PIN or CSD number.
• Valid B-BBEE certificate (SANAS accredited) or sworn affidavit.
• Proof of CSD registration.
• Company profile.
• CVs and certificates of key personnel.
• Proof of PSIRA registration.
• Certified copies of directors' identity documents.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks

• Late submission.
• Missing or unsigned returnable documents.
• Failure to attend the compulsory virtual briefing session.
• Pricing that includes costs for the 121 FDC-employed security officials.

Evaluation stages

1. Mandatory requirements (disqualifying if not met): PSIRA registration certificate; CSD registration; valid Tax Clearance Certificate or Tax PIN.
2. Compliance (disqualifying if not met): SANAS-accredited B-BBEE certificate or sworn affidavit (zero score if absent); SBD 1, SBD 4 and SBD 6.1 completed and signed.
3. Functionality: minimum qualifying score 80 out of 100. Bids scoring below 80 are not evaluated further.
4. Price and specific goals: 80/20 preference point system (80 points for price, 20 points for specific goals).

Functionality criteria (total 100 points)

• Security personnel management and supervision: 20 points (organogram 10, CVs of key management personnel 10).
• Experience in security management services: 25 points (scored by number of contactable reference letters: less than 3 = 0; 3 = 5; 4 = 10; 5 = 15; 6 = 20; 7 or more = 25). Reference letters must be no older than five years from the closing date and must clearly state security management experience.
• Proof of vehicle ownership: 15 points (4 vehicles = 15 points; fewer than 4 = 0 points). Vehicles must be registered in the bidder's name (attach RC1) or held under a valid lease agreement with proof of ownership by the lessor.
• Firearm licence in the bidder's name: 10 points.
• Monitoring, technology and reporting systems: 20 points (sample reports 10, technology implementation plan and system descriptions 10).
• Locality (Free State based): 10 points (valid lease agreement or municipal account not older than 3 months).

Specific goals (20 points)

• 100% Black women ownership: 10 points.
• 100% Black youth ownership: 10 points.
• Both claims must be supported by a SANAS-accredited B-BBEE certificate or sworn affidavit.

Scope of services

The service provider will manage, supervise and coordinate 121 security officials employed by the Free State Development Corporation (FDC) across all FDC buildings for a period of 24 months.

Key responsibilities

• Prevent unauthorised access, theft, vandalism, trespassing and criminal activity.
• Monitor alarm systems, CCTV and other security technologies.
• Respond promptly to incidents, emergencies and security breaches.
• Supervise all FDC security officials deployed at FDC properties.
• Develop duty rosters and deployment schedules.
• Monitor attendance, punctuality, discipline and performance.
• Ensure compliance with FDC policies, procedures and standards.
• Conduct regular inspections and performance assessments.
• Verify and sign off payment schedules.
• Provide operational guidance and mentorship to FDC security personnel.
• Ensure proper handover procedures between shifts.
• Provide armed response services.

Management responsibilities

• Appoint a qualified Security Manager/Site Supervisor responsible for overall coordination.
• Conduct risk assessments and recommend mitigation measures.
• Develop and implement site-specific security plans.
• Maintain occurrence books, incident reports and daily activity registers.
• Liaise with law enforcement agencies and emergency services where necessary.
• Ensure compliance with PSIRA regulations, the Occupational Health and Safety Act, relevant labour legislation and FDC security policies.

Staffing requirements

• All security personnel must be PSIRA registered and in good standing.
• Supervisors must have adequate experience in security management.
• Sufficient staff must be deployed to ensure uninterrupted 24-hour security coverage where required.

Reporting requirements

• Daily incident reports.
• Weekly operational reports.
• Monthly management reports.
• Attendance registers and deployment schedules.
• Risk and incident analysis reports.
• Recommendations for improving security operations.

Performance standards

• Maintain high levels of professionalism and confidentiality.
• Ensure rapid response to emergencies and incidents.
• Conduct regular inspections and quality assurance checks.
• Maintain effective communication with FDC management.
• Ensure zero tolerance for misconduct, negligence or corruption.

Equipment and resources to be provided

• Communication equipment (radios/cell phones).
• Patrol equipment.
• Incident reporting tools.
• Vehicles where necessary for patrol and response duties.

Contract management

• Attend regular meetings with FDC management.
• Participate in performance review sessions.
• Implement corrective actions where service deficiencies are identified.
• Ensure continuity of services throughout the contract period.

Deployment locations and shift requirements

• Bloemfontein: FDC Head Office (33 Kellner) and 36 Avenue; day and night shifts.
• Botshabelo: FDC Office, Main Gate 1, Main Gate 2 (STD Bank), patrollers, small parks (C158, K1479, D1260, W571, C2007&C2009), armed supervisor, 2 patrol vehicles.
• Thaba Nchu: FDC Industrial, Ratlou Complex, armed supervisor, patrolling vehicle, flats 1-36 (including vacant house), flats 37-60.
• Lejweleputswa (Welkom): FDC Office (Las Vegas), FDC Houses.
• Thabo Mofutsanyana (Harrismith): Frame Building, Tshiame A Shopping Complex, Industrial 44 Bethlehem.
• Phuthaditjhaba commercial sites: Naledi Mall, LC Mota/Tsheseng Complex, Midtown Complex, Makeneng Complex, Charles Mopeli Complex, Tseki Complex, Tseki Ratanang Complex, Letho/Monontsha Complex, Matsikeng Bee Hives, Qholaqhwe Lusaka Complex, FDC Training Centre, Makwane Shopping Complex, Mini Centre, Consultancy Building, FDC Clubview Office.
• Phuthaditjhaba industrial sites: Mohloding Bee-Hive, Site 45, Site 36/37, Site 7, Site 6/2, Moropotsane Complex, Site 5/1&2, Site 64 (Industrial Park), Site 96/75, Site 95/74, Site 107, Site 50/73, Site 52, Site 65, Site 108, pedestrian gates, armed supervisor (patrol vehicle), Industrial Area 1 (Gates 1-3), Industrial Area 2 (Gates 4-6), Industrial Area 3 (Gates 1-3 industrial patrolling), CCTV Control Room, armed supervisors.
• Fezile Dabi: FDC Sasolburg Office.

Supervisory and vehicle requirements

• Bloemfontein, Botshabelo and Thaba Nchu: 3 armed supervisors and 2 patrolling vehicles.
• Thabo Mofutsanyana (Phuthaditjhaba and Harrismith): 4 armed supervisors and 2 patrolling vehicles.
• Total armed supervisors required: 7.
• Total patrol vehicles required: 4 (2 for Botshabelo, 2 for Phuthaditjhaba).

Bidders must demonstrate their methodology through:

• Organogram showing security management hierarchy, clearly indicating the security manager.
• CVs of key management personnel.
• Staff deployment and supervision methodology.
• Shift scheduling and attendance management procedures.
• Performance monitoring and reporting systems.
• Technology implementation plan and system descriptions for monitoring, technology and reporting systems.
• Sample reports of systems in use.
• Proof of vehicle ownership (RC1) or valid lease agreement with proof of ownership by lessor.
• Valid firearm licence in the bidder's name.
• Valid lease agreement or municipal account (not older than 3 months) for locality.

Experience and qualifications

• Company profile.
• CVs and certificates of key personnel, including the security manager listed on the organogram.
• Contactable reference letters confirming experience in security management services. Scoring: less than 3 letters = 0 points; 3 = 5; 4 = 10; 5 = 15; 6 = 20; 7 or more = 25. Letters must be no older than five years from the closing date and must clearly state security management experience.
• All security personnel must be PSIRA registered and in good standing.
• Supervisors must possess adequate experience in security management.

Functionality scoring summary

• Security personnel management and supervision: 20 points.
• Experience in security management services: 25 points.
• Proof of vehicle ownership: 15 points.
• Firearm licence in bidder's name: 10 points.
• Monitoring, technology and reporting systems: 20 points.
• Locality: 10 points.
• Total: 100 points.
• Minimum qualifying score for functionality: 80 out of 100.

Quality and performance standards

• Maintain high levels of professionalism and confidentiality.
• Ensure rapid response to emergencies and incidents.
• Conduct regular inspections and quality assurance checks.
• Maintain effective communication with FDC management.
• Ensure zero tolerance for misconduct, negligence or corruption.
• Implement corrective actions where service deficiencies are identified.

Quality management evidence for functionality

• Quality management plan.
• Compliance certificates.
• Internal audit processes.
• Corrective action procedures.

Pricing

• Submit a price on the Price Declaration Form, inclusive of VAT.
• The price must exclude all costs relating to the 121 security officials employed by FDC (salaries, wages, benefits, statutory contributions, uniforms, equipment and any other employment-related expenses).
• The price must cover all activities associated with the terms of reference; FDC will incur no additional costs.
• Failure to submit a quotation in accordance with the stipulated scope of work will result in disqualification.

Bid validity

• The offer must remain open for acceptance for 120 days from the submission date.

No bid security, performance bond, guarantee, retention or payment terms are specified in the document.

Mandatory eligibility

• PSIRA registration certificate (company).
• CSD registration.
• Valid Tax Compliance Status PIN or Tax Clearance Certificate.

B-bbee

• A SANAS-accredited B-BBEE certificate or sworn affidavit is required to claim preference points; without it, a score of zero is allocated for B-BBEE.
• Specific goals: 100% Black women ownership (10 points) and 100% Black youth ownership (10 points), each supported by a B-BBEE certificate or sworn affidavit.

Other compliance documents

• SBD 1, SBD 4 and SBD 6.1 completed and signed.
• Certificate of Authority for Joint Ventures (if applicable).
• Company profile.
• CVs and certificates of key personnel.
• Certified copies of directors' identity documents.
• Proof of authority to sign (e.g. company resolution).
• Proof of vehicle ownership (RC1) or valid lease agreement.
• Valid firearm licence in the bidder's name.
• Valid lease agreement or municipal account (not older than 3 months) for locality points.

Disqualification

• Failure to submit any mandatory or compliance document will result in disqualification.

The service provider must ensure compliance with the Occupational Health and Safety Act and relevant labour legislation. All security personnel must be PSIRA registered and in good standing. Supervisors must have adequate experience in security management. Sufficient staff must be deployed to ensure uninterrupted 24-hour security coverage where required.

Contract period: 24 months.

Service obligations

• Supervise and coordinate FDC security officials, including rosters, attendance, discipline and performance.
• Monitor alarms, CCTV and other security technologies.
• Respond to incidents and provide armed response.
• Verify and sign off payment schedules.
• Maintain occurrence books, incident reports and daily registers.
• Comply with PSIRA regulations, the Occupational Health and Safety Act, labour legislation and FDC policies.
• Provide communication equipment, patrol equipment, incident reporting tools and vehicles where necessary.
• Attend regular meetings with FDC management and participate in performance reviews.
• Implement corrective actions for service deficiencies.
• Ensure continuity of services throughout the contract period.

Evaluation is in four stages: mandatory requirements, compliance, functionality, and price with specific goals.

Stage 1 – Mandatory (disqualifying if not submitted): PSIRA registration certificate; CSD registration; valid Tax Clearance Certificate or Tax PIN.

Stage 2 – Compliance (disqualifying if not submitted and signed): SANAS-accredited B-BBEE certificate or sworn affidavit (zero score if absent); SBD 1; SBD 4; SBD 6.1.

Stage 3 – Functionality: minimum qualifying score 80 out of 100. Criteria: security personnel management and supervision (20), experience in security management services (25), proof of vehicle ownership (15), firearm licence in bidder's name (10), monitoring, technology and reporting systems (20), locality (10).

Stage 4 – Price and specific goals: 80/20 preference point system (80 price, 20 specific goals). Specific goals: 100% Black women ownership (10 points) and 100% Black youth ownership (10 points), supported by B-BBEE certificate or sworn affidavit.