Security services for national office and warehouse – IEC/SS-02/2026

Closing date: 01 December 2026 at 11:00

Briefing session: 18 November 2026 at 11:00 at Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion (attendance not stated as compulsory)

Enquiries

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

Submission address

Election House

Riverside Office Park

1303 Heuwel Avenue

Centurion

Submission method: sealed envelope or suitable container, deposited in the tender box or designated room at the Electoral Commission's office.

• Envelope/container must show the company name and tender reference IEC/SS-02/2026.
• Bids must be delivered before the closing time; late bids are recorded and set aside, not considered.
• Bids sent by telegram, facsimile, post, or email will not be accepted.
• Bids placed in the wrong tender box or designated room will not be considered.
• All applicable tender forms (pages 1-61) must be completed and signed in original ink; photocopied signatures or initials will lead to rejection.
• Do not retype or substitute pages of the tender document.
• The bidder is not required to fill in the tender evaluation criteria.
• Returnable forms include: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and Authority to Sign.
• Any changes or corrections must be signed/initialled in original ink; use of correction fluid or tape invalidates the bid.
• All pages must be initialled/signed where indicated; failure to do so invalidates the bid.
• Incomplete submissions (missing pages) will be disqualified.
• Bidders must be registered on the Central Supplier Database (CSD) prior to submission; failure to register invalidates the tender.
• Tax compliance status must be compliant on the CSD at the time of award; non-compliant status leads to rejection.
• For subcontractors (>25% of work), each subcontractor must complete mandatory tender forms 13-25 and provide separate tax compliance/CSD details.

Evaluation is based on the Preferential Procurement Policy Framework Act (PPPFA) and Preferential Procurement Regulations, 2022.

• The 80/20 preference point system applies (estimated value not exceeding R50,000,000 including taxes).
• Points are allocated for price (maximum 80) and specific goals (maximum 20).
• Price points are calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goal points are awarded based on B-BBEE status level: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0.
• Bidders must submit a valid B-BBEE certificate, CIPC certificate, or sworn affidavit to claim specific goal points; failure results in zero points for specific goals.
• Points are rounded to two decimal places.
• In case of equal total points, the bid with the highest specific goal points wins; if still equal, the award is decided by drawing lots.
• The award is made to the lowest acceptable bid that is market-related, subject to compliance with technical specifications and due diligence.
• The Electoral Commission may cancel the tender if no acceptable bid is received or if the highest-scoring bid is not market-related.

The Electoral Commission requires security services for its national office and warehouse.

• The Commission operates approximately 270 municipal electoral offices, nine provincial offices, and ten warehouses at national and provincial level.
• The successful bidder will be required to sign a service level agreement (SLA) and/or receive an official purchase order.
• All tools and equipment needed must be supplied by the successful bidder unless otherwise stipulated.
• The Commission may procure goods/services outside the SLA in emergencies or if the service provider's point of supply is not near the place of service.
• The Commission may adjust the scope of services (lesser or additional) at its discretion, negotiated with the successful bidder.

Pricing schedules must be completed comprehensively; where pricing is not charged, mark as N/A.

• Failure to complete all required pricing schedules in detail leads to disqualification.
• Prices must be all-inclusive, including VAT for VAT-registered vendors.
• Prices must be firm for the contract duration unless otherwise stated.
• Unconditional discounts may be considered in adjudication.
• The Commission will only accept market-related prices.
• Any changes to pricing must be signed/initialled; use of correction fluid or tape invalidates the bid.

Pricing must be all-inclusive, including VAT for VAT-registered vendors; non-VAT registered bidders cannot charge or claim VAT.

• Prices must be firm for the duration of the contract unless otherwise stated; adjustments only for changes in customs/excise duties or taxes.
• The Commission will only accept market-related prices; it may negotiate or cancel the tender if prices are not market-related.
• Payment will be made within 30 days of receipt of a valid invoice and statement of account.
• Banking details must be correct and validated on the CSD to avoid payment delays.
• No specific bid security, bond, or guarantee amounts are stated in the document.

CSD registration: Mandatory; failure to register invalidates the tender.

• Tax compliance: Must be compliant on the CSD at the time of award; non-compliant status leads to rejection.
• B-BBEE: Valid B-BBEE certificate, CIPC certificate, or sworn affidavit required to claim preference points; failure results in zero points for specific goals.
• For EMEs: CIPC B-BBEE certificate or sworn affidavit (except sector codes).
• For QSEs: Sworn affidavit if at least 51% black-owned; otherwise a SANAS-accredited certificate.
• For non-EME/QSE: SANAS-accredited B-BBEE certificate.
• Supporting ownership documents required for B-BBEE claims: proof of ownership, IDs of all owners, and for black people with disabilities, completed form EEA1 and doctor's letter.
• Subcontractors (>25% of work) must complete tender forms 13-25 and provide separate tax compliance/CSD details.
• Public servants are prohibited from conducting business with the state.
• The Commission reserves the right not to award to bidders affiliated with any registered political party, candidate, or contestant.

A service level agreement (SLA) will be entered into with the successful bidder.

• The SLA may be extended at the Commission's discretion.
• The Commission may cancel the contract if delivery is not made in time, and the bidder will not be entitled to cancellation fees.
• Part deliveries only accepted with prior arrangement.
• The Commission may return defective goods without consent.
• Invoices must correspond to CSD details.
• Payment within 30 days of valid invoice.
• No damages claimable for reasonable delays due to force majeure.
• The bidder must report any delay in writing immediately.
• The Commission may arrange alternative execution and recover costs if the bidder fails to comply with SLA conditions.
• The Commission may cancel the SLA and claim damages.
• No variations to terms are valid unless confirmed in writing by the Commission.
• The bidder is obliged to sell at tendered prices; no price adjustments unless stipulated.
• The Commission is not responsible for risk before delivery.
• The Commission may procure outside the SLA in emergencies.
• The Commission may negotiate extension of the SLA at its discretion.
• The Commission may procure lesser or additional goods/services as needed.
• Bidders must not disclose confidential information without consent.
• Bids and evaluation reports are not available for public perusal.
• The Commission may cancel the tender for changed circumstances, lack of funds, no acceptable bid, material irregularity, or non-market-related price.
• The bid is subject to the PPPFA, Preferential Procurement Regulations 2022, and General Conditions of Contract (GCC).

The 80/20 preference point system applies (estimated value not exceeding R50,000,000).

• Price points: maximum 80, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goal points: maximum 20, based on B-BBEE status level (Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0).
• Points rounded to two decimal places.
• Tie-break: highest specific goal points, then drawing of lots.
• Award to lowest acceptable bid that is market-related and meets technical specifications.