Security services for the kwabhaca department of agriculture office, alfred nzo district, 36 months

Documents available: 19 October 2026

Compulsory site briefing: 30 October 2026 at 11:00

• Venue: Department of Agriculture Office, KwaBhaca Office, Thobile Bam Offices, KwaBhaca, 5090

Closing date: 09 November 2026 at 11:00

Bid validity: 90 days from closing date

Compulsory site briefing: 30 October 2026 at 11:00

Venue: Department of Agriculture Office, KwaBhaca Office, Thobile Bam Offices, KwaBhaca, 5090

Documents available from 19 October 2026; request via email from Ms A. Mdutyulwa ([email protected]) between 08:00-16:30 Mon-Thu and 08:00-16:00 Fri.

Administrative enquiries:

• Contact: Mr V. Dumezweni
• Telephone: 067 419 2243
• Email: [email protected]

Technical enquiries:

• Contact: Mr D. Ndzongwana
• Telephone: 067 419 2276

Document requests:

• Contact: Ms A. Mdutyulwa (Assistant Director Acquisition Services)
• Email: [email protected]

Submission address:

206 Magistrate Street

Maluti Ex College

Maluti, 4740

Department address:

Private Bag X3523

Kokstad, 4700

Submission method: sealed envelope, delivered to the tender box.

• Address: 206 Magistrate Street, Maluti Ex College, Maluti, 4740.
• Envelope must be clearly marked with the project number and description.
• Bids are opened in public at the same address at closing time.
• Electronic, telegraphic or facsimile bids will not be accepted.
• Late bids are not accepted under any circumstances.

Returnable documents (all must be completed in black ink, signed in full and witnessed; no correction fluid; changes must be drawn through and initialled):

• Detailed quotation with full breakdowns.
• Certificate of Authority for Signatory (with board resolution for companies).
• Certificate of Authority for Joint Ventures (if applicable) with Joint Venture Agreement or intention to form one.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration.
• All SBD forms (SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9) and ECBD forms as applicable.
• POPIA consent form.
• Copy of company registration or CK documents.
• Valid certified copy of COID letter of good standing.
• Proof of CSD registration and tax compliance status.
• References and testimonials for similar work.

Disqualification risks:

• Any returnable form left unsigned, incomplete or not witnessed.
• Use of correction fluid or uninitialled changes.
• Failure to attach all required documents for specific goals.
• Submission after closing time.

Returnable documents include: Certificate of Authority for Signatory, Certificate of Authority for Joint Ventures (if applicable), all SBD forms (SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9), POPIA consent form, detailed quotation, schedule of work, equity ownership declaration. All forms must be completed in black ink, signed in full and witnessed; no correction fluid; changes initialled. Failure to complete may result in elimination.

Two-stage evaluation.

Stage 1 – Administrative compliance and functionality:

• Administrative pre-qualification documents: company PSIRA certificate, COIDA, Bargaining Council, ICASA licence, police clearance for owners/directors, owner's SA identity document.
• Functionality score (out of 100):
• Experience as a security company: 40 points (5 points per similar project, up to 8 projects, with contactable references).
• Financial capacity: 30 points (based on credit facility or available bank funds):
• R100 000 – R500 000: 10 points
• R500 000 – R1 million: 15 points
• R1 000 001 – R1 500 000: 20 points
• R1 501 000 – R2 million: 30 points
• Locality of service provider (per CSD address): 30 points
• Local Municipality: 30 points
• District Municipality: 20 points
• Province: 10 points
• Minimum functionality threshold: 60 points. Bids scoring below 60 are disqualified.

Stage 2 – Price and specific goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• Specific goals and points:
• EME/QSE at least 51% black-owned: 5 points
• Located in the province where services are rendered: 2 points
• EME/QSE at least 51% women-owned: 7 points
• EME/QSE at least 51% youth-owned (up to 35 years): 4 points
• EME/QSE at least 51% disabled-owned: 2 points
• Documentation for each specific goal must be attached; failure to attach results in no points for that goal.

Scope of work (security services at KwaBhaca DoA Office):

• Patrolling of premises
• Access control
• Screening/scanning of personnel, visitors and vehicles
• Asset safeguarding and monitoring
• Escorting personnel and members of the public where required
• Protection of buildings and general crime prevention measures
• Ensuring lights are switched off and doors/windows secured after hours
• Assisting during emergency preparedness exercises and real emergencies
• Maintaining a visitors register

Staffing requirements:

• Day shift: 2 unarmed guards (Grade C/D)
• Night shift: 2 unarmed guards (Grade C/D)
• Department may increase or decrease officer numbers as requirements change.

Equipment to be provided per officer:

• Two-way radio/PTT or cellphone radio (night duty)
• Battery-operated torch (night duty)
• Baton (day duty)
• Handcuffs (1 per officer)
• Full corporate uniform and name tag
• Pocket book, occurrence book, attendance register
• Other relevant stationery
• Armed response office within the local municipality
• Guard house

Licensing and accreditation (mandatory):

• Company PSIRA certificate
• UIF registration
• Coida
• Bargaining Council registration
• ICASA licence
• Police clearance for owners/directors and security officers
• Security officers' PSIRA certificates
• Liability insurance of at least R2 million
• Proof of armed response and firearm licence in the company's name

Personnel experience:

• Owner/supervisor/project manager: Grade B or A PSIRA
• Project manager: Grade B, 5 years' detailed experience (CV required)
• Supervisor: Grade B/A, 3 years' experience (CV required)
• Security officers: Grade C, D or E
• Company must be at least 2 years old and have a fully functional office in the Alfred Nzo District
• Owner and security officers must be South African citizens

Reputation and track record:

• PSIRA audit reports or compliance certificate
• Testimonials, references, track record, letters of good standing, company profile

General:

• No services to be rendered without written confirmation from the department
• Salaries must comply with PSIRA rates and Labour Laws; quotes below these rates will be passed over

Service provider must implement security measures including patrolling, access control, screening, asset safeguarding, escorting, crime prevention, and emergency assistance.

Must provide and maintain equipment: two-way radios, torches, batons, handcuffs, uniforms, name tags, pocket books, occurrence books, attendance register, armed response office, guard house.

Must have response cars and two-way radios.

Must ensure lights are switched off and doors/windows secured after hours.

Company must be at least 2 years old.

Owner/supervisor/project manager: Grade B or A PSIRA.

Project manager: Grade B, 5 years' detailed experience (CV required).

Supervisor: Grade B/A, 3 years' experience (CV required).

Security officers: Grade C, D or E.

Track record: PSIRA audit reports or compliance certificate, testimonials, references, letters of good standing, company profile.

Provide 4-5 sample payslips and corresponding payroll.

Police clearance for owners/directors and security officers.

No specific quality management system requirements stated beyond the scope of work and equipment standards. Bidders must provide references and track record to demonstrate satisfactory previous delivery.

Only firm prices accepted.

Total bid price per month and per year for 3 years, with yearly price escalation.

Breakdown required: basic salary per guard (Grade D), hourly equivalent rate, ordinary time, Sunday/public holiday premiums, leave provisions, bonuses, UIF, hospital cover, provident fund, COID/WCA, Bargaining Council levy, PSIRA fee, uniforms, training, cleaning allowance, overheads.

Total bid price for 36 months inclusive of all applicable taxes.

No price adjustments during contract period.

VAT at 15% shown separately.

Pricing format:

• Only firm prices accepted; non-firm prices (including exchange-rate variations) will not be considered.
• Total bid price per month and per year for 3 years, with yearly price escalation percentages.
• Price breakdown required: basic salary per guard (Grade D), hourly equivalent rate, ordinary time, Sunday/public holiday premiums, leave provisions, bonuses, UIF, hospital cover, provident fund, COID/WCA, Bargaining Council levy, PSIRA fee, uniforms, training, cleaning allowance, overheads.
• Total bid price for 36 months inclusive of all applicable taxes (VAT at 15% shown separately).
• No price adjustments or increases during the contract period.

Financial capacity:

• Company must have a positive bank balance of at least 10% of the tender value (proof of bank statement required).
• Financial capacity scored in functionality: credit facility or available funds between R100 000 and R2 million (see evaluation criteria).

Payment:

• Monthly payment on receipt of invoice for services rendered.

Insurance:

• Liability insurance of at least R2 million required (after award, within two months).

Mandatory registrations:

• CSD registration (or complete online application before closing date) – www.csd.gov.za
• LOGIS registration
• PSIRA registration (active)
• Registered as a security services company with valid PSIRA certificate

Tax compliance:

• Tax compliance status and company directors verified on CSD; must remain compliant.
• Hard copies of Tax Clearance Certificate required.

Other compliance:

• COIDA letter of good standing (certified copy)
• Bargaining Council registration
• ICASA licence
• Police clearance for owners/directors and security officers
• Owner must be a South African citizen (SA ID required)
• Security officers must be SA citizens
• Company must have a fully functional office in the Alfred Nzo District (site inspections may be conducted)
• Proof of armed response and firearm licence in company name
• Joint ventures: Joint Venture Agreement or intention to form one must be attached

B-BBEE / specific goals:

• Preference points claimed under specific goals require supporting documentation (ID copy, CIPC registration, CSD report, proof of address, medical certificate/SASSA for disability).
• Ownership status on CIPC and CSD must correspond to earn points.

Specific goals for preference points:

• EME/QSE at least 51% black-owned: 5 points
• Located in province where services rendered: 2 points
• EME/QSE at least 51% women-owned: 7 points
• EME/QSE at least 51% youth-owned (up to 35): 4 points
• EME/QSE at least 51% disabled-owned: 2 points

Documentation required: ID copy, CIPC registration, CSD report (ownership must correspond), proof of address (municipal rates, councillor letter, or lease), medical certificate/SASSA for disability.

Services must be rendered in compliance with the Occupational Health and Safety Act (as amended).

COIDA letter of good standing required.

Emergency preparedness assistance required.

Security officers must be trained and equipped for their duties.

Contract duration: 36 months.

Contract Agreement and SLA to be signed after award and before commencement of work.

Payment: monthly on receipt of invoice.

Department reserves the right not to award more than two contracts, executed simultaneously, to a single service provider.

Department may terminate the contract if specifications are not adhered to.

General Conditions of Contract (July 2010) apply.

Mandatory requirements:

• CSD and LOGIS registration before closing date.
• Active PSIRA registration.
• Fully functional office within Alfred Nzo District.
• Proof of armed response and firearm licence in company name.
• Certificates: PSIRA, UIF, COIDA, Bargaining Council, ICASA, police clearance, liability insurance (min R2 million).
• Owner and security officers must be SA citizens.
• Salaries must comply with PSIRA rates and Labour Laws.
• Positive bank balance of at least 10% of tender value.
• References and track record.
• Grade B or A PSIRA for owner/supervisor/project manager, with specified experience.
• Company at least 2 years old.

Two-stage evaluation.

Stage 1: Administrative compliance (PSIRA, COIDA, Bargaining Council, ICASA, police clearance, SA ID) and functionality.

Functionality criteria:

• Experience: 40 points (5 per project, max 8 projects)
• Financial capacity: 30 points (R100k-R500k=10, R500k-R1M=15, R1M-R1.5M=20, R1.5M-R2M=30)
• Locality: 30 points (Local Municipality=30, District Municipality=20, Province=10)

Minimum functionality threshold: 60 points.

Stage 2: 80/20 preference point system (80 price, 20 specific goals).

Specific goals: 51% black-owned (5), located in province (2), 51% women-owned (7), 51% youth-owned (4), 51% disabled-owned (2).