Security services (24hrs) for 36 months – nwcetc tender in north west

Closing date: 04 September 2026 at 11:00.

• Enquiries deadline: 01 September 2026 at 10:00.
• Compulsory site briefing: 24 August 2026 at 10:00.

SCM contact: Mr. CW Setati, Assistant Director Supply Chain and Asset Management, 012 110 4466 (Ext 2022), [email protected].

• Written enquiries to Mr. CW Setati at [email protected].
• Principal address: NW CET College, 45 Van Velden Street, Brits, 0250.

Submit one original proposal marked "ORIGINAL" and one copy, each in a separate envelope, into the tender box at NW CET College Central office, 45 Van Velden Plaza building, reception. The tender box is marked "Tender Box".

• Email and faxed submissions are not accepted; late submissions are disqualified.
• All documents must be completed in English with a black pen; pencil, Tippex, or uninitialled corrections invalidate the bid.
• Bids must remain valid for 90 days from the closing date.
• Returnable forms (all must be completed and signed): SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination).

Tenders must include the following documentation completed and signed (Failure to submit this required documentation will lead to disqualification): a) A valid Tax Clearance Certificate; or Tax Compliance letter with unique Pin in terms of the electronic Tax; b) VAT registration certificate (for VAT Vendors Only); c) Invitation to bid: SBD 1; d) Tax Clearance certificate requirement: SBD 4; e) Declaration of interest: SBD 4; f) Preference certificate as part of the preferential procurement regulation, 2001: SBD 6.1; g) Declaration of bidders past SCM practices: SBD 8; h) Certificate of independent bid determination: SBD 9.

Bidders must score a minimum of 70 points on functionality to qualify for further evaluation. The 80/20 preference point system applies (80 points price, 20 points specific goals).

• Functionality (100 points): Past Experience 40 (contactable references 10, testimonial letters 20: 5+ letters 20, 3 letters 15, 2 letters 10, 1 letter 5), Team Capacity 30, Structure and Capability 30.
• Price: maximum 80 points, scored using the formula Ps = 80 (1 - (Pt - Pmin)/Pmin).
• Specific goals (20 points): Women 5, People with disability 5, Youth (35 and below) 5, Location of enterprise (Province) 2, B-BBEE status level 1 or 2 QSE/EME 3.
• Specific goal points are calculated pro-rata on ownership percentage; proof via full CSD report, valid B-BBEE certificate/affidavit, or consolidated BEE certificate for joint ventures.

Scope: Provide security services through guards, access and exit control, 24 hours a day, 365 days a year. College operating hours 06:00 to 20:00.

• Staffing: 1 guard (grade EDC) on day shift (06:00-18:00) and 2 guards (grade EDC) on night shift. Numbers may be reviewed and invoices adjusted accordingly.
• Guards must be South African citizens, no criminal record, PSIRA grade E, able to read/write and speak English, and proficient in English plus at least one other official language.
• Duties: access control for vehicles and pedestrians, register visitors, check assets leaving against gate pass, monitor vehicle movement, respond to panic/alarm activations, call SAPS backup, escort groups, patrol premises, enforce college rules (no alcohol, drugs, weapons, etc.).
• Compulsory induction training on site and emergency plan before placement.
• Response: immediate internal response; control room response within reasonable time; cooperate with SAPS and fire department.
• Service provider provides guards, access control books, occurrence books, and all security aids (two-way radio, torch, handcuffs, baton, pepper spray, etc.). College provides guard house, gates, keys, and operational procedures.

Induction: Compulsory training on site and emergency plan before placement, especially for after-hours, weekends, and public holidays.

• Response: Immediate internal response to alarms; control room response within reasonable time; cooperate with SAPS and fire department.
• Security operation management: Ensure guards are always on site at their stations.
• Access control: Register vehicles without staff stickers, clear pedestrians without access cards, check assets leaving against gate pass, maintain visibility at entrances, enforce college rules.
• Staffing: 1 day guard and 2 night guards (grade EDC), with duties including supervision, patrol, emergency response, and relief.

For evaluation: provide traceable references and testimonial letters (5+ letters score 20, 3 letters 15, 2 letters 10, 1 letter 5).

• Team capacity: CVs (max 3 pages each) showing educational/professional qualifications in security, previous employers and positions, relevant security projects, and role in this tender.
• Structure and capability: demonstrate resources for guarding and monitoring, supervision methods, risk management, legal compliance, number and competency of guards, staff training approach, and control room availability.

Provide a detailed pricing breakdown for the 3-year contract, including all accessories and charges.

• Year 1 pricing firm; specify annual increase for operating costs (non-labour) for years 2 and 3.
• Labour costs for years 2 and 3 must align with statutory minimum wage increases per PSIRA grading.
• Salaries must meet PSIRA minimum levels; bids below are disqualified.

Provide a detailed pricing breakdown for the 3-year contract, including all accessories and other charges.

• Year 1 pricing must be firm; specify proposed annual increase for operating costs (non-labour) for years 2 and 3.
• Labour costs for years 2 and 3 must align with statutory minimum wage increases per PSIRA grading.
• Salaries must meet PSIRA minimum levels; bids below this are disqualified.
• Proof of bank account (cancelled cheque or bank letter) required.
• Other financial documents: latest audited financial statements, bank rating letter, letter of good standing from bank.

Mandatory (disqualification if missing):

• Valid Tax Clearance Certificate or SARS tax compliance letter with unique PIN.
• VAT registration certificate (for VAT vendors).
• Company registration certificate (Company/CC/Trust/Partnership) with certified ID copies of members/partners/directors; if employed by the state, proof of permission to conduct business.
• Proof of CSD registration.
• UIF registration certificate (valid during contract).
• Provident fund registration certificate (valid during contract).
• PSIRA registration certificate for the company and for owners/management (valid during contract).
• COIDA letter of good standing.
• Certified copy of liability insurance cover.
• Proof of business address (municipal account or tribal authority letter, not older than 3 months).
• Joint venture agreement and power of attorney (if applicable).
• Company profile and detailed proposal.
• Returnable forms: SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9.

For evaluation (not disqualifying): audited financial statements, bank rating letter, bank good standing letter, traceable references/testimonial letters, B-BBEE certificate or sworn affidavit.

Service provider is responsible for staff physical safety, discipline, and other requirements.

• Guards must be in uniform and presentable.
• Compulsory induction training on site and emergency plan before placement.
• Guards must respond to panic, fence intrusion, and forced entry alarms; cooperate with SAPS and fire department.
• Guards must enforce college rules, including no alcohol, drugs, weapons, or fire (except designated braai areas).

Contract period: 3 years (36 months), reviewed annually on performance, with a 3-month probation period. Expected commencement December 2026.

• The college may verify any information, cancel or withdraw the tender without penalty, appoint one or more service providers, and disqualify bids for factual inaccuracies.
• All information provided by the college is confidential and must not be disclosed to third parties without written consent.
• The college is not liable for any costs incurred in preparing the proposal.
• A service level agreement (SLA) will govern monitoring and compliance, with quarterly compliance meetings.
• The service provider supervises its personnel and is responsible for their conduct; the college is not liable for injuries to service provider staff.
• The service provider provides guards, access control books, occurrence books, and security aids; the college provides guard house, gates, keys, and operational procedures.

Mandatory documents: company registration, pricing schedule, proof of bank account, CSD registration, joint venture agreement (if applicable), company profile, detailed proposal, UIF registration, provident fund registration, PSIRA certificates (company and management), proof of business address, COIDA letter, liability insurance.

• For evaluation: audited financial statements, bank rating letter, bank good standing letter, traceable references, B-BBEE certificate or affidavit, proof of business address.
• Language: All guards must be proficient in English and at least one other official language.

Functionality threshold: minimum 70 points to qualify. 80/20 preference point system.

• Functionality weights: Past Experience 40, Team Capacity 30, Structure and Capability 30.
• Price: 80 points using formula Ps = 80 (1 - (Pt - Pmin)/Pmin).
• Specific goals: 20 points total (women 5, disability 5, youth 5, location 2, B-BBEE level 1-2 QSE/EME 3).
• Specific goal points calculated pro-rata on ownership; proof via CSD report and B-BBEE certificate.