Security services at the playhouse company premises – 3-Year contract (phc 93/2026)

The Playhouse Company is a multi-venue live theatre complex in Durban CBD, KZN, declared a Cultural Institution in 2003 and a Schedule 3 Public Entity under the PFMA. Its objectives include empowering previously disadvantaged people, providing artistic skills, nurturing excellence in performance arts, and contributing to the leisure and entertainment industry. This bid is for security services at its premises for three years.

Closing date: 02 November 2026 at 11:00 am

Compulsory site briefing: 16 October 2026 at 11:00 am

Venue: 231 Anton Lembede Street, Durban, 4001

Attendance is mandatory; a site inspection certificate must be submitted.

Placing of advert: 09 October 2026

Tender award to successful bidder: 01 February 2027 (indicative, may change)

Contractor commencement: 01 May 2027 (indicative, may change)

Validity period: 90 days from closing date

Compulsory site briefing on 16 October 2026 at 11:00 am at 231 Anton Lembede Street, Durban, 4001. Attendance is mandatory; a site inspection certificate must be submitted.

Enquiries:

• Contact: Mr. Siya Manqele

• Role: Accountant

• Email: [email protected]

• Telephone: 031-369 9507

• Contact: Mrs. Kay Khan

• Email: [email protected]

• Contact: Mr. Athaphiwe Xaba

• Role: Buyer

• Email: [email protected]

• Telephone: 031-369 9555

Submission:

• Method: email
• Submission email: [email protected]
• Note: This mailbox is monitored only on the closing date and time. Do not send enquiries to this address.

Service delivery address:

The Playhouse Company

231 Anton Lembede Street

Durban, 4001

Submission method: email only, to [email protected], on or before the closing date and time. The mailbox is monitored only on the closing date and time; do not send enquiries to this address.

• Bids sent to an enquiry email address instead of the designated submission address will not be considered.
• Late bids are disqualified.
• Bids must be submitted on the official forms provided (not re-typed) and all pages securely attached.
• Bids must be complete; incomplete bids may be invalid.
• Public opening of bids will take place, with only the names of bidders announced; a list of bids received will be published on The Playhouse Company website.
• No discussions with bidders until evaluation is complete.

Returnable forms and documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): detailed pricing and cost build-up.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): signed undertaking to render services at quoted prices.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any restrictions, convictions or terminated contracts.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Site Inspection Certificate: proof of attendance at the compulsory site briefing.
• CSD registration report generated within 30 days before closing.
• Valid BEE affidavit or SANAS-approved certificate.
• Valid COIDA / Compensation Fund letter of good standing.
• Proof of UIF registration.
• Valid company PSIRA registration, proof of PSIRA good standing, and valid PSIRA registration for directors/members and key management personnel where applicable.
• Valid CIPC company registration documents or equivalent, including details of directors/members/shareholders.
• Signed resolution, letter of authority, delegation or equivalent evidence confirming the signatory is authorised to submit and sign the bid.
• Proof of current public liability.
• Current registration and letter or certificate of good standing with the relevant bargaining council, identification of the collective agreement and wage schedule used in pricing, and proof of required levies/contributions.
• Signed audited financial statements for the latest three financial years; where audited statements are not legally required, independently reviewed or accountant-confirmed financial statements.
• Proposed organogram and names, qualifications and experience of key contract-management personnel.
• Sample fixed complement and flexi time employment contract samples.
• Anonymised sample of three consecutive months of payslips for employees in comparable Grade B supervisor and Grade C security guard categories.
• Sample duty roster demonstrating continuous lawful staffing of core posts and separation of the showtime pool.
• Mobilisation and transition plan, including recruitment or transfer considerations, vetting, training, site induction, equipment installation and service commencement.
• Industrial-action and heightened-risk contingency plan, including indicative mobilisation times and available specialised resources.
• Details of training, quality assurance, site inspections, complaint handling, incident investigation and business continuity.
• Safety file or OHS documentation, including OHS policy, risk assessment, emergency procedures, incident reporting procedure, proof of COIDA compliance and site-specific health and safety documentation.

Disqualification risks:

• Any responsiveness criterion marked 'No' or left incomplete.
• Failure to attend the compulsory site briefing.
• Failure to submit any mandatory returnable form or document.
• Bids received after the closing time, regardless of reason.
• Bids sent to an enquiry email address instead of the designated submission address.
• Bids from persons in the service of the state, or companies with directors in the service of the state.
• False declarations or failure to disclose all CSD-registered active companies linked to directors.

Subcontracting conditions (if applicable):

• Subcontractor's CSD registration report generated within 30 days before closing, reflecting active registration and compliant tax status.
• The subcontractor will not change throughout the duration of the contract.

Evaluation stages:

• Gate 0 (Prequalification): mandatory responsiveness criteria – any 'No' response disqualifies the bid.
• Gate I (Technical evaluation): minimum pass mark of 75%.
• Gate II (Preference points – 80/20 system): price 80 points, specific goals 20 points.
• Gate III (Objective criteria): final award based on highest total points.

Preference point system:

• 80/20 system applies (estimated value not exceeding R50 million, all taxes included).
• Price points: maximum 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals (maximum 20 points):
• Owned by Black people: 6 points
• Owned by Women: 6 points
• Owned by Youth: 2 points
• Owned by Disabled people: 2 points
• Owned by SMMEs (QSE and EME): 4 points
• Verification of specific goals: valid B-BBEE certificate or affidavit; failure to submit results in zero points for specific goals.
• The Playhouse Company reserves the right to negotiate the price with the bidder scoring the highest points.
• The Playhouse Company may request clarification or additional information after closing; no change in competitive position or substance of the offer is permitted.

Scope of work: Provision of security services at The Playhouse Company premises for a period of three (3) years.

The Playhouse Company is a multi-venue live theatre complex in Durban CBD, KZN, declared a Cultural Institution in 2003 and a Schedule 3 Public Entity under the PFMA.

Key requirements:

• Continuous lawful staffing of core posts, with a separate showtime pool.
• Compliance with the applicable collective agreement and wage schedule.
• Provision of a duty roster demonstrating staffing of core posts and separation of the showtime pool.
• Mobilisation and transition plan, including recruitment or transfer considerations, vetting, training, site induction, equipment installation and service commencement.
• Industrial-action and heightened-risk contingency plan, including indicative mobilisation times and available specialised resources.
• Training, quality assurance, site inspections, complaint handling, incident investigation and business continuity.
• Safety file or OHS documentation, including OHS policy, risk assessment, emergency procedures, incident reporting procedure, proof of COIDA compliance and site-specific health and safety documentation.
• Sample employment contracts (fixed complement and flexi time).
• Anonymised sample of three consecutive months of payslips for Grade B supervisor and Grade C security guard categories.

Track record: minimum of five (5) current references for similar contracts, with company name, contact person, contact number and contract value.

Client references must include individual names and contact telephone numbers; the bidder's permission is required for The Playhouse Company to pursue references.

Proposed contract workers: organogram of management and ownership, detailed CVs of partners/directors, and summary CVs (experience, skills, qualifications) of senior supervisory individuals.

Bidders must provide a business outline (focus area, turnover, profit, structure, shareholding, IT, staff training), involvement of SMMEs, and location of business base.

Bidders must provide details of training, quality assurance, site inspections, complaint handling, incident investigation and business continuity.

A safety file or OHS documentation is required, including OHS policy, risk assessment, emergency procedures, incident reporting procedure, proof of COIDA compliance and site-specific health and safety documentation.

Pricing format:

• Pricing schedule (SBD 3.3) for professional services.
• Bidders must provide a ceiling price for the total project, inclusive of all applicable taxes.
• Provide hourly and daily rates for personnel who will be involved.
• Provide cost per phase and man-days per phase.
• Travel and other expenses: only actual costs are recoverable, with proof accompanying certified invoices.
• State period required for commencement after acceptance of bid.
• State estimated man-days for completion.
• Indicate whether rates are firm for the full contract period; if not, provide the basis for adjustments (e.g. CPI).
• Offer to be valid for 90 days from the closing date.

Payment terms:

• Payment within 30 days after receipt of an invoice (per SBD 7.2).

Financial capacity:

• Signed audited financial statements for the latest three financial years; where not legally required, independently reviewed or accountant-confirmed financial statements.

Mandatory compliance (disqualification if not met):

• CSD registration: report generated within 30 days before closing, reflecting active registration and tax compliance status.
• Tax compliance: submit SARS TCS PIN or CSD number; each party in a consortium/JV/subcontracting must submit separate TCS certificate/PIN/CSD number.
• B-BBEE: valid BEE affidavit or SANAS-approved certificate.
• COIDA: valid letter of good standing from the Compensation Fund.
• UIF: proof of registration.
• PSIRA: valid company registration, proof of good standing, and valid registration for directors/members and key management personnel where applicable.
• CIPC: valid company registration documents or equivalent, including details of directors/members/shareholders.
• Public liability: proof of current public liability.
• Bargaining council: current registration and letter or certificate of good standing; identification of the collective agreement and wage schedule used in pricing; proof of required levies/contributions.
• No bids from persons in the service of the state, or companies with directors in the service of the state.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Subcontracting: subcontractor's CSD report must be active and tax compliant; subcontractor cannot change during the contract.

Preference points claim (SBD 6.1): 80/20 system applies (estimated value ≤ R50 million).

Specific goals:

• Black owned: 6 points
• Women owned: 6 points
• Youth owned: 2 points
• Disabled owned: 2 points
• SMME/QSE/EME: 4 points

Verification via valid B-BBEE certificate or affidavit; failure results in zero points.

A safety file or OHS documentation is required before commencement, including:

• OHS policy
• Risk assessment
• Emergency procedures
• Incident reporting procedure
• Proof of COIDA compliance
• Site-specific health and safety documentation

Contract duration: three (3) years.

Contract form (SBD 7.2): the service provider undertakes to render services per the bid documents at quoted prices, binding for the validity period. The contract comprises the bidding documents, General Conditions of Contract (GCC), and any special conditions.

Payment: within 30 days after receipt of an invoice.

Cancellation of tender: The Accounting Officer/Authority may cancel before award if needs change, funds are unavailable, no acceptable tender is received, there is a material irregularity, or negotiation of a fair market price fails.

The Playhouse Company reserves the right to change the award date and contract commencement date.

Cancellation of tender: The Accounting Officer/Authority may cancel before award if needs change, funds unavailable, no acceptable tender, material irregularity, or failure to negotiate fair market price.

Bids must be submitted electronically to [email protected] by closing time; late bids disqualified.

Public opening with names announced; no discussions until evaluation complete.

Mandatory responsiveness criteria (disqualification if not met):

• CSD registration report (within 30 days of closing)
• Detailed pricing schedule with wage/benefit cost build-up
• Valid BEE affidavit/SANAS certificate
• COIDA letter of good standing
• Proof of UIF registration
• Valid PSIRA registration and good standing for company and key personnel
• CIPC registration documents
• Signed authority resolution
• Proof of public liability
• Collective agreement identification and wage schedule
• Completed SBD forms
• Attendance of compulsory site briefing
• Audited financial statements for last three years (or reviewed/accountant-confirmed if not legally required)
• Organogram and key personnel details
• Sample employment contracts
• Anonymised payslips for Grade B and Grade C security staff
• Sample duty roster
• Mobilisation and transition plan
• Industrial-action contingency plan
• Training/QA/complaint handling/incident investigation/business continuity details
• Safety file/OHS documentation

Subcontracting conditions: CSD report for subcontractor, no change of subcontractor during contract.

Evaluation in four gates:

• Gate 0 (prequalification – mandatory documents)
• Gate I (technical evaluation, minimum 75% pass)
• Gate II (PPPFMA 80/20: price 80 points, specific goals 20 points)
• Gate III (objective criteria)