Security services for iec free state provincial office and warehouse

Closing date: 8 December 2026 at 11:00

Tender briefing session: 27 November 2026 at 11:00, at the Electoral Commission office, 50 Monument Road, Uitsig, Bloemfontein (attendance not marked compulsory but recommended).

Enquiries

• Contact: Supply Chain Management
• Email: [email protected]
• Telephone: 012 622 5700

Submission address

50 Monument Road

Uitsig

Bloemfontein

National Office

Election House, Riverside Office Park

1303 Heuwel Avenue

Centurion, 0157

Private Bag X112

Centurion, 0046

Telephone: +27 12 622 5700

Email: [email protected]

Website: www.elections.org.za

Submission method and address

• Method: physical delivery into the tender box or designated room only. No telegraph, fax, post, or email submissions will be accepted.
• Address: Electoral Commission office, 50 Monument Road, Uitsig, Bloemfontein
• Closing time: 11:00 on 8 December 2026
• Bids must be in a sealed envelope or suitable container, marked with the company name and the tender reference IEC/FS-04/2026.

Returnable forms and documents

• All tender forms (pages 1 to 59) must be completed and signed/initialled in original ink. Photocopied signatures are rejected.
• Bidders must sign/initial all applicable pages; failure to do so invalidates the tender.
• SBD 1 – Invitation to Bid: bidder details and signed 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 Electoral Commission.
• SBD 8 – Declaration of Bidder's Past Supply Chain Management Practices.
• SBD 9 – Certificate of Independent Bid Determination: certifies no collusion.
• SBD 6.1 – Preference Points Claim: claims B-BBEE points.
• SBD 6.2 – Declaration for Local Production and Content.
• B-BBEE status level certificate, CIPC B-BBEE certificate, or sworn affidavit (see compliance requirements).
• CSD registration number and confirmation of tax compliance status.
• For consortia, joint ventures, or subcontractors performing more than 25% of the work, each party must complete forms 13 to 25 (Tender Questionnaire, financial information, deliveries and guarantees, bidder's disclosure, POPIA consent, and Political Party affiliation declaration).

Disqualification risks

• Any form not completed or signed/initialled in original ink.
• Any alteration to pricing not signed/initialled; use of correction fluid/tape.
• Changes to the tender specifications without approval.
• Failure to register on the CSD.
• Non-compliant tax status at award.
• Missing pages or incomplete submissions.
• Any bid submitted to the wrong tender box or address.

Scoring system: 80/20 preference point system (tender value not exceeding R50 million).

• Price: maximum 80 points.
• Specific goals (B-BBEE): maximum 20 points.
• Points for price are calculated as Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable bid.

Specific goal points by B-BBEE status level (80/20):

• Level 1: 20 points
• Level 2: 18 points
• Level 3: 14 points
• Level 4: 12 points
• Level 5: 8 points
• Level 6: 6 points
• Level 7: 4 points
• Level 8: 2 points
• Non-compliant contributor: 0 points

Award criteria

• Contract awarded to the bidder with the highest total points, subject to meeting technical specifications and satisfying due diligence on capacity, capability, and ability.
• Prices must be market-related; the Commission may negotiate or cancel if not.
• Bids equal in points: the one with the higher specific goal points wins; if still equal, decided by drawing of lots.
• Bidders are not required to fill in the evaluation criteria section of the tender document.

Subcontracting limits

• Bidders may not subcontract more than 25% of the contract value to an entity that does not have an equal or higher B-BBEE status level than the bidder.
• If a bidder indicates intention to subcontract more than 25% to a lower-level enterprise, specific goal points will not be awarded.

Scope of services

• Provision of security services for the Electoral Commission's Free State provincial office and warehouse.
• Full specifications appear in the tender document's specification pages; bidders must indicate compliance or deviations.
• Bidders must supply all tools and equipment needed unless otherwise stated.
• The service will be governed by a Service Level Agreement (SLA).

Pricing must be provided on the tender pricing schedules; all schedules must be completed in detail. Prices must be firm, all-inclusive including VAT for VAT-registered bidders. Non-applicable items should be marked N/A. Failure to complete all pricing schedules leads to disqualification. Bidders must indicate whether prices remain firm for the duration of the SLA/contract. The 80/20 preference point system applies, with price scoring a maximum of 80 points. Guarantees: bidders are asked whether specific guarantees are required in the bid specification, but no amounts are stated.

Pricing requirements

• Prices must be firm and all-inclusive, including VAT for VAT-registered bidders. Non-VAT registered bidders must not charge VAT.
• All pricing schedules must be completed in detail; mark not-applicable items as N/A. Failure to complete all schedules leads to disqualification.
• Prices must be market-related; the Commission can negotiate or cancel if not.

Payment terms

• Payment within 30 days of receipt of a valid invoice and statement.
• Bidders must ensure banking details are correct and validated on the CSD.
• Invoices must correspond to the order and show VAT inclusive amounts where applicable.

Contractual pricing adjustments

• Firm price adjustments allowed only for changes in customs/excise duty, levies, or taxes; proof required.
• If non-firm prices apply, specific rules govern adjustment claims.

CSD registration

• All bidders, and subcontractors if applicable, must be registered on the National Treasury Central Supplier Database (CSD) before submitting. Failure to register invalidates the bid.

Tax compliance

• Tax affairs must be in order and remain so until award; verified via CSD. Non-compliant status at award disqualifies the bid.
• Bidders must provide a TCS certificate/PIN or CSD number; for joint ventures/consortia, each party.

B-BBEE requirements

• Valid B-BBEE certificate, CIPC certificate, or sworn affidavit must be submitted to claim specific goal points.
• EMEs (revenue below threshold) may submit a CIPC B-BBEE certificate or sworn affidavit.
• QSEs with at least 51% black ownership may submit a sworn affidavit; others need a SANAS-accredited certificate.
• Larger enterprises must submit a SANAS-accredited certificate.
• Failure to submit evidence results in zero specific goal points.
• B-BBEE claims may be verified; false information may lead to contract cancellation and penalties.

Other compliance

• Employment Equity: if a designated employer, must comply with Chapters II and III of the EEA; otherwise Chapter II; attach EEA certificate.
• Foreign bidders: complete foreign bidder questionnaire; if not resident, must provide proof of tax status.
• No affiliation with any registered political party; bidders affiliated may be excluded.

No specific health and safety requirements are stated in the tender document. Bidders must comply with applicable legislation and provide a safe working environment, but no explicit plan or certification is requested.

Contract formation

• Successful bidders must sign a Service Level Agreement (SLA) and/or receive an official purchase order; no letters of appointment are issued.
• The SLA/contract is subject to the Electoral Commission's SCM policy and the General Conditions of Contract.

Payment and invoicing

• Payment within 30 days of valid invoice and statement.
• Invoices must match CSD details; incorrect banking details delay payment but the Commission is not liable for interest.

Order variations and cancellation

• The Commission may procure outside the SLA for emergencies or where the service provider's point of supply is not near the required location.
• The Commission may negotiate extension of the SLA at its discretion.
• The Commission may purchase lesser or additional goods/services; any change negotiated.
• The Commission may cancel an order if delivery is late, without cancellation fees.
• If the service provider fails to comply, the Commission may arrange alternative execution, recover costs/damages, or cancel the contract and claim damages.

Risk and force majeure

• The Commission is not responsible for risk before delivery.
• Force majeure: no damages for reasonable delays due to unforeseen events, provided the service provider reports in writing immediately.

General

• No variations are valid unless confirmed in writing by the Commission.
• The Commission may cancel the tender for changed circumstances, lack of funds, no acceptable bid, material irregularity, or non-market-related price.

Additional evaluation details

• The 80/20 system applies as the value does not exceed R50 million.
• Scoring: price (80) + specific goals (20).
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• B-BBEE points table as listed.
• Ties broken first by higher specific goal points, then by drawing of lots.
• Bidders not required to fill in evaluation criteria pages.
• Award subject to due diligence confirming capacity to render services.