Physical security services for pacofs venues — 5-Month contract

PACOFS requires a qualified physical security service provider to provide static guarding services for its premises in Bloemfontein for a period of five months (November 2026 – April 2027). The objective is to ensure the safety of assets, employees, and visitors. PACOFS is a schedule 3A public entity under the Department of Sport, Arts and Culture.

Closing date: 20 November 2026 at 11:00.

Site meeting/inspection: by prior arrangement only.

Contract period: 5 months (November 2026 – April 2027).

Technical enquiries:

• Contact: Senior Manager Facilities
• Telephone: 051 447 7771 ext. 2238
• Email: [email protected]

SCM enquiries:

• Email: [email protected]

Submission email: [email protected]

No physical address provided.

Submission method: email only.

Submission email: [email protected]

Closing time: 20 November 2026 at 11:00.

No hand deliveries accepted.

Returnable documents (all must be completed and signed):

• Valid Tax Pin certificate.
• SBD 4 (Declaration of Interest): discloses any director or shareholder employed by the state or connected to PACOFS.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 system.
• Certified copies of PSIRA registration and letter of good standing.
• CSD registration report.
• At least 3 reference letters for physical security services (not older than 3 years, each with contract duration at least one year, on client letterhead, signed, with contact details).
• Company profile.
• Certified ID copies of directors.
• Certified copies of CIPC registration.
• Certified copies of directors' ID, competency certificates, CVs.
• COIDA letter of good standing.
• Proof of public liability insurance (minimum R1 million).
• Proof of UIF registration.
• Proof of local office and control room (municipality utility bill or lease agreement not older than 3 months).

Disqualification: any missing document leads to immediate disqualification. Late submissions not accepted.

Quotations must be valid for 30 days.

Phase 2: Functionality evaluation (100 points total):

• Experience: 5 points per valid reference letter (no maximum stated).
• Competency of Managing Director/Owner (20 points): must have Grade A PSIRA registration and formal qualification in Security Management or high-level training.
• Execution Plan (10 points): contingency plan and security personnel training plan; scored on relevance, implementability, coverage.
• Security Systems (10 points): proof of agreement, serial numbers, invoices.
• Company Firearms (20 points): number of firearms owned; copies of licenses and SAPS firearm registry list.
• Bank Rating (10 points): stamped bank rating letter not older than 3 months and 3 years financial statements.

Minimum qualifying score: 70 out of 100 to proceed to Phase 3.

Phase 3: 80/20 Preference Point System (80 points price, 20 points B-BBEE specific goals as per SBD 6.1). Total 100 points.

Highest combined score wins.

Scope: Provide static guarding services 24/7 for 5 months at PACOFS premises in Bloemfontein.

Security points:

• First Avenue Main entrance and Guard room.
• Sand Du Plessis entrance.
• Service Road/Parking.
• PACOFS Flats Elizabeth Street.
• Inside and outside buildings.
• Ground floor (Stores and Maintenance).
• 1st Floor (Theatres: Sand and Andre Huguenet).
• 2nd Floor (Offices).
• 3rd Floor (Wardrobe).
• 4th Floor (Rooms, Lesedi Joint, Kitchen).
• Free State Room.

Personnel: 5 security guards per shift (24/7). Guards must have grades C, B, or A, PSIRA registration, Grade 12, competency certificates for firearms, firearm licenses.

Duties: access control, patrols, incident recording, CCTV monitoring, risk assessments, escorting finance staff, reporting faulty cameras, etc.

Compulsory equipment to be supplied by service provider at own cost: radios, batons, handcuffs, firearms, lockable safe, uniforms, occurrence book, information book, access control register, asset register, visitors register, after hour register, motor vehicle registers, lost and found property registers, handheld metal detector, torches.

Service provider must have a local office and control room (subject to impromptu physical verification).

Must sign SLA before commencement.

Must submit personnel files for each guard.

Director (16.1) must visit site at least twice per quarter and attend quarterly meetings.

Operational Manager must attend monthly meetings.

Must attend OHS and Security induction and produce a detailed work plan.

Monthly security report to OHSS Manager.

Performance reviews based on SLA; poor performance may lead to termination after written notices.

Service provider is fully responsible for personnel; PACOFS may request withdrawal/replacement of any officer.

Must comply with Sectoral Determination 6: Private Security Sector.

No assignment of rights without consent.

Theft or damage due to negligence is the security company's responsibility.

Attend OHS and Security induction and sign acknowledgment.

Produce a detailed work plan after induction.

Security officers must wear corporate uniform with company logo and PSIRA registration card conspicuously.

Maintain professional conduct, be alert, and not under influence.

Service provider must have a contingency plan and security personnel training plan (evaluated under execution plan).

Managing Director/Owner must have Grade A PSIRA and formal security management qualification.

For each guard deployed, submit certified copies of: security grade (C, B, A), PSIRA registration, educational qualifications (Grade 12), competency certificate for firearm, firearm license.

Director (16.1) must visit site at least twice per quarter and sign attendance register.

Director must attend quarterly meetings with OHSS manager.

Reference letters: at least 3, not older than 3 years, each for physical security services with contract duration at least one year, on client letterhead, signed, with contact details. 5 points per valid letter.

Managing Director/Owner must have Grade A PSIRA registration and formal qualification in Security Management or high-level training.

Pricing: total bidding price over five months including VAT.

Validity period: 30 days.

No bid security, guarantees, retention, or payment terms specified.

Mandatory registrations and documents:

• PSIRA registration and letter of good standing.
• CIPC registration.
• COIDA letter of good standing.
• Public liability insurance of at least R1 million.
• UIF registration.
• Valid Tax Pin certificate.
• CSD registration.
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Points Claim).

B-BBEE: evaluated under 80/20 system; specific goals as per SBD 6.1. No specific B-BBEE level thresholds mentioned.

Tender defaulters and restricted suppliers: bidders on National Treasury's register will not be awarded.

Local office and control room proof required.

Impromptu physical verification may be conducted.

An OHS and Security induction is required before commencing duties.

Security officers must be physically fit and mentally capable.

They must not be under the influence of alcohol or drugs while on duty.

Contract duration: 5 months.

Service provider must sign a Service Level Agreement before commencement.

Performance below standard may lead to termination after written notices.

PACOFS may request withdrawal or replacement of any security officer at service provider's cost.

PACOFS not liable for actions, omissions, negligence of service provider's employees.

Theft or damage due to negligence is the security company's responsibility.

Service provider must comply with Sectoral Determination 6: Private Security Sector.

No assignment, cession, or transfer of rights without PACOFS consent.

PACOFS reserves the right not to appoint any service provider.

Quotations valid for 30 days.

Bidders on National Treasury's register of tender defaulters or restricted suppliers will not be awarded.

Functionality evaluation (Phase 2) allocates points as follows:

• Experience: 5 points per valid reference letter.
• Competency of Managing Director/Owner: 20 points.
• Execution Plan: 10 points (contingency plan and training plan).
• Security Systems: 10 points.
• Company Firearms: 20 points.
• Bank Rating: 10 points.

Total 100 points. Minimum qualifying score: 70 to proceed to Phase 3.

Phase 3: 80/20 Preference Point System (80 points price, 20 points B-BBEE specific goals).

Returnable documents:

• SBD 4 (Bidder's Disclosure): discloses whether the bidder or any director/trustee/shareholder/member/partner is employed by an organ of state, has a relationship with anyone employed by the procuring institution, or has an interest in any other related enterprise. All CSD-registered active companies linked to all directors must be disclosed. Failure to disclose all such companies leads to disqualification.
• The bidder must sign and submit the completed SBD 4.

Disqualification risks:

• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• A false declaration in SBD 4 will result in disqualification.

Submission method: not stated in the provided text.

Submission address: not stated.

Closing time: 09:00 on 20 November 2026 (from tender record).

The document only contains the SBD 4 form. No evaluation criteria (price/functionality split, preference points, minimum scores) are stated in the provided text. The bidder must submit a signed SBD 4 as part of the bid.

Provision of physical security services for various areas within PACOFS (Performing Arts Council of the Free State) for a period of five (5) months.

No further details (locations, service levels, number of guards, hours) are stated in the provided text.

CSD registration: All CSD-registered active companies linked to all directors must be disclosed in SBD 4.

No other compliance requirements (B-BBEE, CIDB, tax clearance, etc.) are stated in the provided text.

The only evaluation-related content in the provided text is the requirement to submit a signed SBD 4. No scoring, preference points, or minimum thresholds are stated.