Security services for icasa head office (3-Year contract)

ICASA is the regulator of telecommunications and broadcasting in South Africa, established in 2000. This tender seeks a service provider to render security services to ICASA for three years. The bid is subject to the PPPFA 2000 and Preferential Procurement Regulations 2022. Bidders must be registered on the CSD. The contract will be governed by South African law. Bidders must keep all information confidential and not make press releases without ICASA consent. Bids must be in English. The RFB and proposal form the basis for a formal contract.

Closing date: 27 November 2026 at 11:00

Compulsory briefing session: 16 November 2026, online via Microsoft Teams (link provided in the bid document). Attendance is compulsory.

Bid validity period: 120 calendar days from 27 November 2026. ICASA may request an extension if evaluation is not finalised.

Enquiries:

• Contact: Bid Administration Office
• Email: [email protected]
• Telephone: (012) 568 3629

Submission address:

ICASA Bid Box

Block C Reception

350 Witch-Hazel Street

Eco-Park

Centurion

Submission method: physical delivery to the bid box at ICASA Head Office, Block C Reception, 350 Witch-Hazel Street, Eco-Park, Centurion. Bids must be deposited on or before 27 November 2026 at 11:00. Late bids will not be accepted and will be returned. Bids sent by post or courier must reach the office and be deposited in the bid box before closing. No electronic, facsimile or other submission methods are accepted.

Copies required: one original, three hard copies, and one electronic copy on USB in PDF format. The original must be signed in ink and initialled on every page. The USB must be in a sealed padded envelope, clearly marked. Pricing must be in a separate sealed envelope. Bids must be bound; unbound bids are disqualified.

Returnable forms (all must be completed, signed and submitted; failure may invalidate the bid):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 2 (Tax Clearance Certificate Requirements): confirms tax compliance status.
• SBD 3.1 (Pricing Schedule): pricing for professional services.
• SBD 4 (Declaration of Interest): discloses any connection to the state.
• SBD 5 (NIPP): National Industrial Participation Programme declaration.
• SBD 6.1 (Preference Points Claim): claims preference points under PPPFA.
• SBD 7.1 (Contract Form): rendering of services.
• Declaration in terms of Fronting: confirms no fronting practices.

Additional mandatory documents: valid tax clearance certificate or SARS tax pin (each entity for consortia/JVs), signed legal agreement for consortia/JVs, proof of CSD registration, ID documents of directors, company registration documents, company profile, and proof of authority (e.g. company resolution).

Disqualification risks: incomplete or missing documentation, unregistered on CSD, fraudulent or untrue information, failure to meet functional cut-off, incorrect number of copies, unbound documents, blacklisting on National Treasury database, non-compliance with special conditions, uncontactable referees, and failure to sign declaration forms.

Evaluation stages:

• Phase 1: Administrative screening – compliance with mandatory documents.
• Phase 2: Mandatory requirements.
• Phase 3: Functional evaluation (refer to ANNEXURE A).
• Phase 4: Price and Specific Goals.

Scoring split (80/20 PPPFA):

• Price: 80 points
• Specific Goals: 20 points
• Total: 100 points

Minimum qualifying score: 80 out of 100 on functional criteria. Only bidders meeting this cut-off proceed to price and specific goals evaluation.

Specific Goals allocation (20 points):

• Woman Owned: 7 points
• Black Owned (as per B-BBEE Act definition): 6 points
• Youth: 4 points
• People living with Disability: 3 points

Proof required to claim specific goals: CIPC document, doctor's letter confirming disability, CSD registration report.

ICASA may conduct independent reference checks. Bidders must accept the evaluation criteria as stated.

The scope is the rendering of security services to ICASA for a period of three years. Detailed functional requirements are provided in ANNEXURE A (Terms of Reference), which is attached to the bid document. Bidders must respond to the functional criteria as per the annexure. The bid document does not specify quantities, locations, or service levels beyond the annexure.

Bidders must submit a response in the prescribed format, including an executive summary covering: (1) whether responding as prime contractor, joint venture, consortium, or partnership, and list parties; (2) confirmation that the executive committee has designated an employee to act on behalf; (3) marketing of similar work with reference contacts; (4) short summary of the response. Functional response must follow ANNEXURE A. Bidders must provide full and accurate answers, stating 'Comply/Accept' or 'Do not comply/Do not accept' for each requirement, with substantiation where necessary.

Bidders must provide references of similar work, with contact details. Uncontactable referees may lead to disqualification. The bidder profile must include shareholder certificates, credentials of company/consortium members, company structure, and legal agreements between partners. For consortia or joint ventures, the experience of the primary bidder and members will be considered together, subject to mandatory requirements.

Pricing must be submitted in a separate sealed envelope. Bidders must indicate a total bid price (ceiling price) inclusive of VAT, in South African Rand. The total must match the pricing schedule. Rates must be firm for the full contract period or provide basis for adjustments (e.g., CPI). No price adjustments 100% linked to exchange rate variations. Bidders must indicate which portion of price is linked to exchange rate. All additional costs must be specified. Travel and other expenses are recoverable at actual cost with proof. Bidders must provide rates for personnel involved (hourly/daily) and phases with cost and man-days. Certified invoices must be rendered for expenses. Consortium or JV partners must submit audited financial statements.

Pricing format: Bidders must indicate a total bid price (ceiling price) inclusive of VAT, in South African Rand. The total bid price must match the pricing schedule; if they differ, the indicated total will be used.

Rates: Bidders must state whether rates are firm for the full contract period. If not firm, provide the basis for adjustments (e.g., CPI) and cost breakdown. No price adjustments 100% linked to exchange rate variations are allowed. Bidders must clearly indicate which portion of the purchase price and monthly costs is linked to the exchange rate. The applicable exchange rate is the spot rate.

Financial statements: All consortium or joint venture partners must submit a complete set of the latest audited financial statements.

Payment terms: No upfront or deposit payments. Payments are made according to agreed deliverables. No interest is payable on disputed accounts.

Additional costs: All additional costs must be clearly specified. Travel and other expenses are recoverable only at actual cost, with proof and certified invoices.

CSD registration: Mandatory – bidders must be registered on the Central Supplier Database (CSD) with National Treasury before submitting.

Tax compliance: Valid tax clearance certificate or SARS tax pin (TCS) required. For consortia, joint ventures, or subcontractors, each entity must submit its own. If no TCS is available, a CSD number must be provided. Tax clearance certificate is valid for one year.

State employment: Bids will not be considered from persons in the service of the state, companies with directors who are, or close corporations with members who are.

B-BBEE: Preference points are claimed under the PPPFA 80/20 system. Specific goals (woman owned, black owned, youth, disability) require proof as listed. No specific B-BBEE level threshold is stated in the document.

CIDB: Not applicable – this is a security services tender, not construction.

Other: International companies are encouraged to partner with local companies and must provide an agreement with the local entity. Bidders must disclose any potential conflict of interest.

Evaluation phases: administrative screening, mandatory requirements, functional evaluation, and price and specific goals. Functional cut-off: 80 out of 100. Price 80 points, Specific Goals 20 points. Specific goals as per table. Bidders must meet cut-off to proceed. ICASA may conduct independent reference checks.

The procurement is for the appointment of a service provider to render security services to ICASA for a period of three years.

Returnable documents: the bid must be submitted with all required forms completed and signed. The specific returnable forms are not listed in the available document. Submission method and address are not stated in the available document. Closing time: 27 November 2026 at 09:00.

Evaluation will follow the 80/20 preferential procurement system under the PPPFA 2000 and the Preferential Procurement Regulations, 2022. Bidders must have a valid SARS tax clearance certificate. Bidders must not be restricted from doing business with the public sector. Bidders must not have engaged in corrupt or fraudulent practices. Bidders must not have engaged in collusive bidding or bid rigging. Bidders must comply with the National Industrial Participation (NIP) Programme if applicable. Bidders must be registered on the Central Supplier Database (CSD) if required by the bidding documents. Bidders must meet any B-BBEE requirements as per the 80/20 preferential procurement system.

The scope is the rendering of security services to ICASA for a period of three (3) years. Specific service details, locations, and quantities are not stated in the available document.

Goods supplied must conform to the standards mentioned in the bidding documents and specifications. The supplier must permit inspection of records and premises by the purchaser or its representatives.

Performance security: the successful bidder must furnish a performance security within 30 days of notification of contract award, in the amount specified in the Special Conditions of Contract (SCC). The security may be a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. Payment: payments will be made within 30 days after submission of an invoice or claim, in Rand unless otherwise specified in the SCC. Prices: prices quoted in the bid shall not vary, except for adjustments authorised in the SCC or bid validity extension.

Tax clearance: a valid SARS tax clearance certificate is required prior to award; it must be an original issued by SARS. CSD registration: required if specified in the bidding documents. B-BBEE: compliance required under the 80/20 preferential procurement system. No specific B-BBEE level or threshold is stated in the available document. NIP: compliance with the National Industrial Participation Programme is required if applicable.

No specific health and safety requirements are stated in the available document.

The contract is governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC) that take precedence in case of conflict. Key terms include:

• Performance security: required within 30 days of award, amount per SCC, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.
• Inspections and tests: the purchaser may inspect the supplier's premises and records; costs of failed inspections are borne by the supplier.
• Warranty: goods must be new and defect-free; warranty period is 12 months after delivery or 18 months after shipment, whichever ends earlier, unless otherwise specified in SCC.
• Payment: within 30 days of invoice, in Rand unless otherwise specified.
• Prices: fixed as per bid, no variation unless authorised.
• Contract amendments: only by written amendment signed by both parties.
• Assignment: not allowed without prior written consent.
• Subcontracts: must be notified in writing.
• Delays: supplier must notify of delays; penalties may apply.
• Penalties: for late delivery or performance, a sum calculated using the current prime interest rate per day of delay.
• Termination for default: purchaser may terminate if supplier fails to deliver or perform, or engages in corrupt/fraudulent practices; supplier may be restricted from doing business with the public sector for up to 10 years.
• Force majeure: relieves liability for delays caused by events beyond control.
• Disputes: amicable resolution, then mediation, then South African courts.
• Limitation of liability: supplier not liable for indirect or consequential loss, except for penalties/damages; aggregate liability limited to contract price.
• Governing law: South African law.
• Taxes: supplier responsible for all taxes and duties.
• Restrictive practices: collusive bidding is prohibited and may lead to bid invalidation, contract termination, or restriction.

Evaluation will use the 80/20 preferential procurement system. Bidders must have a valid SARS tax clearance, not be restricted from doing business with the public sector, not have engaged in corrupt/fraudulent practices or collusive bidding, comply with the NIP Programme if applicable, be registered on the CSD if required, and meet B-BBEE requirements.