Security services for hda properties in kroonstad, free state

Closing date: 04 September 2026 at 11:00. No compulsory briefing session. Closing date for questions: 19 August 2026 before 16h00. Responses to questions by 24 August 2026. Validity period: 120 business days from closing date.

No compulsory briefing session is required for this tender.

Contact person: [email protected]. Queries must be submitted before 16h00 on 19 August 2026. Responses to queries will be provided by 24 August 2026. After closing, communication only via written correspondence to the SCM Official at the same email.

Bids must be submitted in two sealed envelopes. Volume 1 (Envelope 1) must contain Part A: Compliance Response and Part B: Technical/Functional Response. Volume 2 (Envelope 2) must contain Part C: Financial Proposal and Specific Goals (SBD 6.1). No pricing information should be included in Volume 1. Submit 1 original and an electronic version on a USB clearly marked with the bidder's name. All documents must be signed in black ink, certified copies where required, in English, A4 format, and neatly bound. Required forms include SBD1, SBD4, SBD6.1, and the Certificate of Acquaintance with RFP Terms and Conditions. Bids must be deposited in the HDA tender box at the Housing Development Agency, 4 Kikuyu Road, Sunninghill, 2070, before the closing time. Late or incorrectly addressed bids will not be accepted.

Bidders must submit responses in two sealed envelopes: Volume 1 (Envelope 1) containing Part A: Compliance Response and Part B: Technical/Functional Response; Volume 2 (Envelope 2) containing Part C: Financial Proposal and Specific Goals (SBD 6.1). No pricing information should be in Volume 1. Submit 1 original and an electronic version on USB. All documents must be signed in black ink, certified copies where required, in English, A4 format, and bound neatly. Required forms include SBD1, SBD4, SBD6.1, and the Certificate of Acquaintance with RFP Terms and Conditions.

Evaluation is conducted in stages: Stage 1 Administrative compliance (completion of all RFP documentation, CSD report, UIF proof, COID letter, JV agreement if applicable); Stage 2 Mandatory compliance (valid PSIRA registration for company, directors, supervisors, and all security officers, and PSIRA Good Standing Certificate); Stage 3 Technical/functionality evaluation with a minimum threshold of 70%; Stage 4 Price and Specific Goals on an 80/20 preference point system; Stage 5 Bidder verification. Technical criteria: Lead Company Profile (20 points, based on years in existence: 1-3 years=5, 4-6 years=10, 7+ years=20), Grade B Armed Supervisor with 8 years' experience (20 points), 6 Grade C security officers (10 points, 3 officers=5 points), clocking system capability (20 points), company experience (25 points, based on number of appointment letters: 5+=25, 3-4=15, 1-2=10), and methodology (15 points). Price is scored using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals points: Black Women Owned (max 4), Youth (max 7), Disabled People (max 5), Military Veterans (2), HDSA (2).

The scope of work is detailed in Annexure 1. The service involves security services at portion 5, 6, 7, and 8 of erf 5246 and physical guarding security services on portion 59 of erf 229, Kroonstad - Moqhaka Local Municipality, Free State Province. Key personnel requirements: 1 Grade B Armed Supervisor with minimum 8 years' relevant experience in physical security services, including protection of facilities, land parcels, assets, and infrastructure, and experience in managing security personnel, overseeing day and night shifts, and responding to security incidents including unlawful occupation and land invasion. 6 Grade C security officers with accredited Grade C training, minimum 4 years' relevant experience, and valid firearm competency. The bidder must provide proof of a clocking system (electronic RFID/NFC tags) or lease agreement. The methodology must include management structure for day/night shifts, reaction units and contingency plans for emergencies (e.g., riots, strikes), samples of draft daily, weekly, and monthly reports, and a training plan for security officers.

Methodology should include management structure for day/night shifts, reaction units and contingency plans for emergencies (e.g., riots, strikes), and samples of draft daily, weekly, and monthly reports outlining incidents and emergencies. Also include a training plan for security officers.

Company profile must be submitted, indicating years in existence (1-3 years = 5 points, 4-6 years = 10 points, 7+ years = 20 points). Provide organogram. For the supervisor: Grade B Armed Supervisor with minimum 8 years' relevant experience in physical security services, including protection of facilities, land parcels, assets, and infrastructure. For security officers: Grade C with accredited training, minimum 4 years' experience, and valid firearm competency. Provide proof of similar projects with contactable references (5+ appointment letters = 25 points, 3-4 = 15 points, 1-2 = 10 points).

Service levels: The provider must achieve 100% service level on random checks on compliance with quality/quantity/specifications and on-time delivery. The provider must provide a customer service telephone number. Quarterly reviews with the account representative are required.

Pricing must be in South African Rand, inclusive of VAT, firm, and with a cost breakdown. Bidders must complete the Pricing Schedule as per Annexure 2. Price escalation basis and formula must be indicated. Discounts are only considered at final evaluation. The HDA may negotiate market-related prices if the highest bidder's price is not market-related.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD report. Tax compliance is required, verified through the CSD (TCS pin or certificate). Valid UIF proof of registration and COID Letter of Good Standing are required. Mandatory PSIRA registration for the company, directors/members, supervisors, and all security officers, with a valid PSIRA Good Standing Certificate. Required forms: SBD1 (Invitation to Bid), SBD4 (Declaration of Interest), SBD6.1 (Preference Points Claim Form), and the Certificate of Acquaintance with RFP Terms and Conditions. For JV/Consortium, a signed agreement must be submitted. Specific goals points require proof of ownership status (CSD or sworn affidavit).

The HDA may negotiate final contract terms with the successful bidder. The HDA reserves the right to cancel the contract if awarded based on incorrect information, and to place the bidder on the restricted suppliers list. Service level requirements: 100% compliance with quality/quantity/specifications and on-time delivery; failure may lead to contract cancellation with 30 days' notice. The HDA may request replacement of team members not adding value. The HDA may publish tendered prices and preferences on the e-Tender portal.

The HDA reserves the right to negotiate market-related prices with the highest-scoring bidder, and if not agreed, with the second or third highest, or cancel the bid. The HDA may also conduct Best and Final Offer (BAFO) negotiations if no proposal meets requirements or is affordable. The HDA may split the award between multiple service providers, reject any proposal, or make no award. Bidders must not canvass HDA officials between closing and award; collusion leads to disqualification.

Mandatory compliance requirements: Proof of valid PSIRA registration certificates for the bidding company, directors/members, supervisors, and all security officers, or an official letter from PSIRA confirming renewal is in process (certified within the past six months); Valid PSIRA Good Standing Certificate for the bidding company. Administrative compliance: completion of all RFP documentation (SBD1, SBD4, SBD6.1), CSD report, valid UIF proof of registration, COID letter of good standing, and JV/Consortium agreement if applicable. Bidders must be tax compliant and registered on the Central Supplier Database (CSD).

Evaluation stages: Stage 1 Administrative compliance, Stage 2 Mandatory compliance (PSIRA), Stage 3 Technical/functionality evaluation with a minimum threshold of 70%, Stage 4 Price and Specific Goals on an 80/20 preference point system, Stage 5 Bidder verification. Technical criteria include company profile (20 points), Grade B Armed Supervisor with 8 years' experience (20 points), 6 Grade C security officers (10 points), clocking system capability (20 points), company experience (25 points), and methodology (15 points). Price is scored using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals points are allocated for Black Women Owned (max 4), Youth (max 7), Disabled People (max 5), Military Veterans (2), and HDSA (2).