Provision of safety and security services for a period of 3 months

• Service required: Safety and security services for Buffalo City Metropolitan Development Agency at Water World.
• Contract duration: Up to 3 months on a month-to-month basis.
• Scope includes: static guarding, access control, patrols, armed response, asset protection, and incident reporting/administration.
• Personnel must be PSIRA-compliant and meet specified grade requirements.
• Service provider must supply all uniforms and equipment.
• A 24-hour control room within BCMM is required.
• Confidentiality and information security compliance (POPIA, MISS) is mandatory.

• Closing date and time for submission: 17 July 2026 at 12:00.
• No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

• Enquiries: Z. Madabane.
• Email: [email protected].
• No phone number or physical department address is provided.
• Submission address: Buffalo City Metropolitan Development Agency, 69 Frere Road, Vincent, East London, 5201 (corner of Frere Road and Windsor Road – use Windsor Road entrance).

• Submit a hard copy sealed envelope clearly marked: 'NOTICE - PROVISION OF SAFETY AND SECURITY SERVICES FOR A PERIOD OF 3 MONTHS'.
• Deposit in the QUOTATIONS BOX at Buffalo City Metropolitan Development Agency, 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road – use Windsor Road entrance).
• Deadline: 17 July 2026 at 12:00.
• Emailed or faxed quotations will not be accepted.
• Quotations received after the deadline will not be considered.
• Use of Tippex or erasable ink will result in disqualification.
• Quotations must be signed and completed in full.
• The BCMDA is not responsible for incorrectly delivered courier submissions; ensure your submission reaches the tender box on time.
• All quotations are valid for 90 days after the closing date.
• Required returnable documents: MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9, and Declaration of Bidder forms.
• Failure to submit required documents will render the tender non-responsive.

• Mandatory returnables: MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9, Declaration of Bidder.
• Proof of CSD registration.
• Municipal account arrears confirmation for bidder and directors.
• PSIRA certificates, firearm licenses, COIDA Letter, public liability insurance, experience reference letters.
• B-BBEE proof for specific goals claims.

To be eligible, service providers must:

• Be registered on the National Treasury's Central Supplier Database (CSD).
• Be PSIRA compliant (company and directors).
• Possess valid firearm licenses registered under the company name.
• Be compliant with COIDA and have valid Public Liability Insurance.
• Demonstrate a minimum of R300,000.00 in experience for security services.
• Have no outstanding municipal debts exceeding 3 months for the company or its directors.
• Not be persons in the service of the state as defined in the Local Government Municipal Finance Management Act.
• Meet all mandatory requirements stipulated in Section 8 of the Terms of Reference.

• Scope: Provision of safety and security services at Water World for up to 3 months on a month-to-month basis.
• Services include: static guarding, access control, patrols, armed response and emergency support, asset protection, and incident reporting/security administration.
• Security personnel requirements:

• All personnel must be PSIRA registered, medically fit, properly trained and uniformed, have no criminal record, and be vetted where required.
• Minimum grades: Security Officers Grade C, Supervisors Grade B, Armed Response Personnel Grade C or higher.
• Service provider must provide active supervision, regular site inspections, shift management, 24-hour operational support, and immediate replacement of absent staff.

• Uniforms and equipment: Service provider must supply all uniforms (identifiable, with name tags, PSIRA cards, protective clothing) and operational equipment (communication devices, torches, batons, handcuffs, pepper spray, occurrence books, registers, PPE, firearms) at its own cost.
• Control room: Must maintain a fully operational 24-hour control room within BCMM with continuous communication, emergency response capability, incident escalation procedures, and backup systems.
• Confidentiality: Must comply with POPIA and Minimum Information Security Standards (MISS), and protect BCMDA information.
• Contract period: Month-to-month for up to 3 months; BCMDA reserves the right to terminate at any time.

• Asset protection covers construction site materials, plant, and equipment.
• Incident reporting and administration includes maintaining occurrence books, daily/monthly reports, risk reporting, shift registers, visitor registers, and vehicle registers.

• Service provider must demonstrate experience in security services with a combined minimum value of R300,000.
• Proof: Signed reference letters from current/previous clients confirming satisfactory performance and project values.
• Sharing of resource personnel among bidders will result in disqualification.

• Service standards include: 24-hour guarding, access control, patrols (hourly inspections, random checks), armed response, asset protection, and detailed incident reporting.
• Supervisory requirements: Active supervision, regular site inspections, shift management systems, 24-hour operational support, immediate staff replacement.

• Complete the pricing table with monthly rates for:

• 2 x Grade C Security (Day Shift).
• 3 x Grade C Armed Security (Night Shift).
• 1 x Supervisor Grade B.

• Calculate sub-total excluding VAT, add VAT at 15%, then grand total including VAT.
• Travel: Maximum 200km per month; billing based on actual kilometres.
• Refer to the latest PSIRA Contract Pricing Structure for grade-based salary determinations.

• Pricing must be submitted using the provided schedule table, inclusive of all sites.
• Consult the most recent PSIRA Contract Pricing Structure to determine grade-based monthly salaries.
• Table to complete:

• 2 x Grade C Security (Day Shift) per month.
• 3 x Grade C Armed Security (Night Shift) per month.
• 1 x Supervisor Grade B per month.
• Sub-total (excl VAT), VAT at 15%, Grand Total (incl VAT).

• Travel: Maximum 200km per month for site servicing; billing based on actual kilometres travelled.
• All prices must be inclusive of VAT.
• No bid bonds or guarantees are specified.
• Payment terms: BCMDA undertakes to pay within 30 days after receipt of invoice with proof of delivery.

• Mandatory for responsiveness:

• Valid PSIRA Registration Certificate for the company.
• Valid PSIRA Letter of Good Standing for the company.
• Valid PSIRA registration of directors/owners.
• Three certified firearm licenses registered under the company name.
• Valid COIDA Letter of Good Standing.
• Public Liability Insurance with minimum cover of R1 million.
• Proof of experience: minimum combined value of R300,000 for security services, supported by signed reference letters from clients showing project values.

• General compliance:

• Registration on National Treasury’s Central Supplier Database (CSD) and submission of a CSD summary report or supplier number.
• Completion of MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7.1 (Contract Form), MBD 8 (Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), and Declaration of Bidder.
• Confirmation that the bidder’s municipal accounts are not in arrears for more than 3 months (via municipal statements, debt clearance certificate, or lease agreement with lessor confirmation).
• Confirmation that directors’ municipal accounts are not in arrears for more than 3 months (same proof options).
• No bids accepted from persons in the service of the state as defined.
• Sharing of resource personnel among service providers will result in disqualification.

• B-BBEE: Points are awarded for specific goals: B-BBEE Level 1 contributor (10 points), enterprise owned by majority black women (4 points), enterprise owned by majority black youth (4 points), enterprise owned by majority disabled persons (2 points). Proof required via B-BBEE certificate, detailed CSD report, or medical/SARS exemption.

• Specific goals points allocation:

• B-BBEE Level 1 contributor: 10 points (proof: B-BBEE certificate).
• Enterprise owned by majority black women: 4 points (proof: detailed CSD report/B-BBEE certificate).
• Enterprise owned by majority black youth: 4 points (proof: detailed CSD report/B-BBEE certificate).
• Enterprise owned by majority disabled persons: 2 points (proof: medical practitioner/SARS exemption/CSD report).

• Total specific goals points: 20.

• Personnel must be medically fit.
• PPE must be provided where required.
• Compliance with COIDA (Letter of Good Standing required).
• General safety during security operations is implied but not detailed.

• Contract period: Month-to-month for up to 3 months; BCMDA reserves the right to terminate at any time.
• Confidentiality: Must protect BCMDA information, comply with POPIA and MISS, and not disclose information to third parties.
• Mandatory documents for contract: PSIRA compliance certificates, firearm licenses, COIDA Letter of Good Standing, public liability insurance, and experience proof.
• Pricing must be based on the PSIRA Contract Pricing Structure.
• Anti-collusion: Certificate of Independent Bid Determination (MBD 9) must be submitted.

• Quotations received after the closing time and date will not be considered.
• BCMDA does not bind itself to accept the lowest priced tender and reserves the right to accept the whole or part of the tender.
• All quotations are valid for 90 days after closing.

• Prices must be inclusive of VAT.
• Municipal accounts (bidder and directors) must not be in arrears for more than 3 months.
• Proof required via statements, debt clearance certificates, or lease agreements with lessor confirmation.
• All certificates and reference letters must be attached to claim points.
• Bidders must ensure accuracy of submitted information; misrepresentation leads to disqualification.

• Evaluation uses the 80/20 preference point system.
• Stages: Compliance evaluation, mandatory requirements check, then 80/20 scoring.
• Price: 80 points.
• Specific goals (B-BBEE, empowerment): 20 points.
• Total points: 100.