Security services for cedara complex offices – 36-Month contract (dard 21/2026)

Closing date and time: 07 October 2026 at 11:00.

No compulsory briefing session or site visit is mentioned in the extracted text.

Administrative enquiries:

• Contact: Mrs Nompumelelo Madlala
• Role: Supply Chain Management
• Email: [email protected]
• Telephone: 033 355 9369

Technical enquiries:

• Contact: Mr Z.D.Z Mbatha
• Role: Technical
• Email: [email protected]
• Telephone: 082 808 1284
• Contact: Mr M. Khuzwayo
• Role: Technical
• Email: [email protected]
• Telephone: 082 576 0505

Submission address (bid box):

Department of Agriculture and Rural Development

1 Cedara Road

Cedara 3200

Supply Chain Management Bid Box

Departmental postal address:

Private Bag X9059

Pietermaritzburg 3200

General department telephone: 033 355 9100

Submission method: physical delivery to the bid box at Department of Agriculture and Rural Development, 1 Cedara Road, Cedara 3200, Supply Chain Management Bid Box.

Closing date and time: 07 October 2026 at 11:00.

Late, telegraphic, telephonic, telex, facsimile, e-mail and late tender proposals will not be accepted.

Bids must be submitted on the official forms provided (not re-typed) in a sealed envelope with the bidder's name, address, bid number and closing date on the envelope.

Each bid must be in a separate sealed envelope; bids found in any other box after closing will not be considered.

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

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• SBD 4 (Bidder's Disclosure): declares any director/shareholder employed by the state or connected to the department; false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points under the 80/20 system; must be supported by a valid B-BBEE certificate or sworn affidavit.
• SBD 7 (Contract Form): to be signed by the successful bidder.
• Authority to Sign the Bid (Section I): board resolution or similar authorising the signatory.
• Pricing Schedule (Part C / Annexure D): firm prices only; offer valid for 180 days from closing date.
• Annexure A (Bidder's Past Experience): reference projects.
• Annexure B (Prescreen and Vetting): security vetting requirements.
• Section L (Numbers and Grades of Security Officers Required per Site): staffing plan.
• Proof of CSD registration (CSD number) and valid SARS Tax Compliance Status PIN or TCS certificate.
• B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) to claim preference points.

Disqualification risks: any returnable form left unsigned or omitted; bid received after closing time; bidder not registered on CSD at closing time; bidder or director in service of the state; false declaration on SBD 4; failure to submit required B-BBEE evidence.

Evaluation follows the 80/20 preference point system (price 80 points, specific goals 20 points) as the estimated contract value is up to R50 million.

Price points are calculated using the standard 80/20 formula (Ps = 80

• (1 - (Pt - Pmin) / Pmin)).

Specific goals: 20 points allocated for B-BBEE status level; an EME or QSE that is at least 100% Black owned claims the full 20 points (80/20) or 10 points (90/10).

Bidders must submit proof of B-BBEE status (certificate or affidavit) to claim points; failure to submit means zero points for specific goals.

The department may carry out site inspections, product evaluations or explanatory meetings before or after adjudication to verify the nature and quality of services offered.

The department reserves the right to accept part of a tender, correct mistakes at any stage, cancel or terminate the tender process at any stage, and publish awards on the departmental website and e-tender portal.

No minimum qualifying score is stated in the extracted text.

Scope: Provision of security services at the Departmental Offices at Cedara Complex for a period of 36 months.

Location: Cedara Complex, 1 Cedara Road, Pietermaritzburg 3200.

Staffing requirements: detailed in Section L (Numbers and Grades of Security Officers Required per Site) and Annexure B (Prescreen and Vetting).

Service standards: bidders must comply with the Terms of Reference (Section J, pages 37-57) and Special Terms and Conditions (Section K, pages 58-63).

The department may conduct site inspections, product evaluations or explanatory meetings to verify the nature and quality of services offered, before or after adjudication.

Premises of the bidder/contractor must be open for inspection at all reasonable hours by a departmental representative.

All pre-bidding testing is for the account of the bidder.

Inspection and testing clauses (GCC clauses 8.2-8.7) apply: non-compliant services may be rejected; cost of failed inspections borne by the supplier; rejected services must be replaced at supplier's cost and risk.

Bidders must complete Annexure A (Bidder's Past Experience) providing reference projects.

Annexure B (Prescreen and Vetting) sets out security vetting requirements for personnel.

Section L (Numbers and Grades of Security Officers Required per Site) specifies the staffing grades and numbers required at each site.

No explicit minimum years of experience or number of reference projects are stated in the extracted text; details are expected in the Terms of Reference (Section J, pages 37-57) which are not fully extracted.

Quality verification: the department may carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of services offered, before or after adjudication.

Bidder/contractor premises must be open for inspection at all reasonable hours by a departmental representative or appointed organisation.

All pre-bidding testing is for the account of the bidder.

If inspections/tests show services comply, costs are borne by the purchaser; if they do not comply, costs are borne by the supplier.

Non-compliant services may be rejected; rejected services held at supplier's cost and risk; supplier must remove and substitute immediately at own cost. Failure to substitute allows purchaser to procure substitute services at supplier's expense.

Inspection clauses do not prejudice the purchaser's right to cancel the contract for breach of conditions (GCC Clause 23).

Pricing schedule: Part C (pages 8-14) and Annexure D (pages 73-75) require a breakdown of costing.

Only firm prices will be accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered.

Offer validity: 180 days from closing date (07 October 2026).

All applicable taxes (including VAT at 15%) must be included in the bid price.

All delivery costs must be included in the bid price for delivery at the prescribed destination.

Price adjustment formula (SBD 3.2) is provided in the document but the firm-price note indicates it is not applicable to this tender.

Professional services pricing schedule (SBD 3.3) is also included but appears to be a standard form not specific to this security services tender.

Pricing: firm prices only (non-firm prices, including prices subject to exchange rate variations, will not be considered).

Offer validity: 180 days from the closing date (07 October 2026).

Pricing schedule: Part C (pages 8-14) and Annexure D (pages 73-75) require a breakdown of costing; all applicable taxes (including VAT at 15%) must be included in the bid price.

All delivery costs must be included in the bid price for delivery at the prescribed destination.

No bid security, performance bond, guarantee, retention or advance payment requirements are stated in the extracted text.

Payment terms: not specified in the extracted text; General Conditions of Contract (Section G) and Special Conditions of Contract (Section H) will govern.

Price adjustment formula (SBD 3.2) is included in the document but the note on SBD 3.1 states only firm prices will be accepted, indicating the non-firm schedule is not applicable to this tender.

Mandatory eligibility:

• Registered on the Central Supplier Database (CSD) at closing time; suppliers not registered will be disqualified.
• Valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; if no PIN, CSD number must be provided. Each party in a consortium/joint venture/sub-contractor must submit a separate TCS certificate/PIN/CSD number.
• No bids considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• B-BBEE status level verification certificate (SANAS accredited) or sworn affidavit (for EMEs with annual revenue ≤ R10 million and QSEs with annual revenue ≤ R50 million) must be submitted to qualify for preference points.
• SBD 4 (Declaration of Interest) must be completed and signed.
• SBD 6.1 (Preference Points Claim Form) must be completed to claim specific goals points.
• SBD 8 (Declaration of Bidder's Past SCM Practices) and SBD 9 (Certificate of Independent Bid Determination) are referenced in the contract form as required documents.
• Authority to Sign the Bid (Section I) with supporting board resolution.
• Annexure A (Bidder's Past Experience) and Annexure B (Prescreen and Vetting) must be completed.
• Section L (Numbers and Grades of Security Officers Required per Site) must be addressed.
• CIPC registration implied by company registration number field on SBD 1.

No CIDB grading requirement is mentioned (security services, not construction).

No local content percentage is stated.

Contract period: 36 months.

Contract form: SBD 7 (Contract Form) to be signed in duplicate by both parties.

Documents forming the contract: invitation to bid, tax clearance certificate, pricing schedule(s), filled-in task directive/proposal, preference claims for B-BBEE, declaration of interest, declaration of bidder's past SCM practices, certificate of independent bid determination, special conditions of contract, General Conditions of Contract (GCC), and any other specified documents.

Warranty (from GCC): supplier warrants services/goods are new, unused, of current models, incorporate recent improvements, and have no defects arising from design, materials or workmanship. Warranty valid for 12 months after delivery/acceptance or 18 months after shipment, whichever ends first, unless Special Conditions of Contract specify otherwise.

Purchaser must notify supplier in writing of warranty claims; supplier must repair or replace defective items within the period specified in the Special Conditions of Contract at no cost to the purchaser. Failure to remedy allows purchaser to take remedial action at supplier's risk and expense.

Inspection and testing: purchaser may inspect, test or analyse services/supplies on or after delivery; non-compliant services may be rejected; cost of failed inspections borne by supplier; rejected services must be replaced at supplier's cost and risk.

Delivery: all delivery costs included in bid price; delivery at prescribed destination.

General Conditions of Contract (Section G, pages 27-33) and Special Conditions of Contract (Section H, pages 34-35) apply.

The department reserves the right to cancel the contract on account of breach of conditions (GCC Clause 23).