Security, patrol, and access control services at die dam and uilenkraalsmond resorts, overberg district municipality, 1–30 september 2026

Closing date and time: 12:00 on Wednesday, 26 August 2026.

No site meeting is scheduled.

Bids remain valid for 90 days from the closing date.

Bidding procedure enquiries: Mr. L Tshambu, Supply Chain Management, 028 425 1157 ext. 208, [email protected].

Technical information: Ms. F Lloyd, Tourism, LED and Resorts, 028 425 1157, [email protected]; also Ms. C Cloete at [email protected].

Submission address: Bid box at Overberg District Municipality, 26 Long Street, Bredasdorp, 7280.

Bids must be submitted on the official prescribed forms only, not retyped. The complete bid document must be returned with every page initialled by the authorised signatory; missing pages or electronic signatures invalidate the bid. Corrections must be made by drawing a line and initialling — Tippex corrections disqualify the bid.

Submission channel: sealed envelope endorsed with the bid number and title, deposited in the bid box at the Overberg District Municipality, 26 Long Street, Bredasdorp, 7280, by 12:00 on 26 August 2026. Faxed, e-mailed, or late bids are not accepted. Courier deliveries must be deposited in the bid box by the courier; the municipality accepts no responsibility for late or misdirected courier deliveries.

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

• MBD 1 (Invitation to Bid) — bidder details and signed offer cover.
• MBD 2 (Tax Compliance Status) — compulsory.
• MBD 3.1 (Pricing Schedule) — completed in full; alternative pricing schedules not accepted.
• MBD 4 (Declaration of Interest) — compulsory; discloses any connection to persons in the service of the state.
• MBD 6.1 (Preference Points Claim) — claims B-BBEE points under the 80/20 system.
• MBD 6.1(a) (Sworn Affidavit for B-BBEE Exempted Micro Enterprises) — if applicable.
• MBD 7.1 (Contract Form) — to be signed by the successful bidder within 30 days of notification.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination) — certifies no collusion or price disclosure.
• MBD 16 (Key Performance Indicators).
• Authority to Sign / Board Resolution — authorises the signatory to bind the bidder.
• Compulsory Enterprise Questionnaire.
• Business registration documents (CIPC).
• Valid Tax Compliance Status PIN or TCS certificate.
• Latest municipal account statement (not older than 3 months) or lease agreement, unless already on the municipality's accredited supplier database.
• Original or certified copy of a SANAS-approved B-BBEE verification certificate or sworn affidavit (not a photocopy of a certified copy).
• Valid PSIRA registration for the business and for each Grade C security officer.
• Proof of Public Liability Insurance of at least R5 million.
• At least three reference letters from clients for similar services.
• Completed checklist at the back of the bid document.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Bids received after the closing time, regardless of reason.
• Bids not on the official forms, retyped, or altered.
• Missing pages or failure to initial every page.
• Tippex corrections.
• Bidders or directors in arrears with municipal rates, taxes, or charges for more than three months without a settlement arrangement.

Evaluation uses the 80/20 preferential procurement system: 80 points for price, 20 points for B-BBEE specific goals (claimed via MBD 6.1).

Functionality threshold: bidders must score a minimum of 25 out of 35 points on the technical evaluation to be considered further. The functionality criteria and maximum points are:

• Experience of the bidder in security services to business or local government: up to 5 points (1 year = 1 point, 2 years = 2, 3 years = 3, 4 years = 4, 5+ years = 5). Proof required: CIPC documents, client reference letters, copies of contracts or SLAs, appointment letters, company profile, and PSIRA registration.
• Quality service offerings confirmed by positive reference letters: up to 5 points (1 positive reference = 1 point, up to 5 = 5 points).
• Qualifications of personnel: 10 points if all appointed security officers hold Grade 10 and Grade C security training certificates (certified copies attached); 0 points if not. Bidders are excluded if all qualification certificates are not included and certified.
• Experience of nominated key security personnel (Project Manager): up to 5 points (1 year = 1 point, 2 years = 2, 3 years = 3, 4 years = 4, 5+ years = 5). Proof: CV, appointment letter, reference letters.
• Professional registration (PSIRA): 10 points if PSIRA registration submitted with documents; 0 points if not.

Bids are also evaluated for responsiveness to specifications, value for money, capability to execute the contract, and compliance with the PPPFA and associated regulations. The municipality is not bound to accept the lowest or highest-scoring bid and may accept any part of a bid.

Scope: Security, patrol, and access control services at two resort sites — Die Dam (approximately 33 km east of Gansbaai) and Uilenkraalsmond (approximately 7 km east of Gansbaai) — for the period 1 to 30 September 2026.

Staffing per site (both Die Dam and Uilenkraalsmond):

• 2 x Grade C Security Officers for day shift, 07:00–19:00, Monday to Sunday including public holidays.
• 2 x Grade C Security Officers for night shift, 19:00–07:00, Monday to Sunday including public holidays.

PSIRA requirements:

• The bidder (business) must be PSIRA registered; valid registration must accompany the bid.
• All Grade C security officers must be PSIRA registered; valid proof of registration must be submitted with the bid.

General requirements:

• Guards must be paid equal to or above the required PSIRA salary rates.
• The service provider must submit proof of a Public Liability Insurance policy of at least R5 million, covering all claims including those related to the use or misuse of firearms.
• No sub-contracting of any kind is allowed; the successful supplier is solely responsible for the service.
• Bidders must have their own transport and arrange their own accommodation (if applicable).

Evaluation and adjudication:

• Estimated quantities are for evaluation purposes only and are not actual quantities.
• Two bidders will be identified for award: if the first bidder fails to perform, the second bidder will be used. The first bidder is held responsible for any cost difference. The municipality is not obligated to place orders with the second bidder if the first performs acceptably.

The service provider must deploy 2 x Grade C Security Officers per shift (day 07:00–19:00, night 19:00–07:00) at each of Die Dam and Uilenkraalsmond Resorts, seven days a week including public holidays, for security, patrol, and access control. The bidder must provide contact details and qualifications of the Project Manager and contact person. No sub-contracting is allowed; the successful supplier is solely responsible for service delivery.

Bidders must demonstrate experience in security services to business or local government, with proof including CIPC documents, client reference letters, copies of contracts or SLAs, appointment letters, and a company profile. At least three reference letters from clients for similar services must be included.

Key personnel: the Project Manager must be named, with a CV showing full name, position, years of experience in the security industry, previous employers, and roles related to security management, plus an appointment letter and reference letters. All security officers must hold Grade 10 and Grade C security training certificates, with certified copies attached.

Pricing must be on the official MBD 3.1 schedule. For each resort, provide a total monthly price for the 2 x Grade C day-shift and 2 x Grade C night-shift officers, including public holidays, with 15% VAT shown. This total is used for evaluation.

Ad hoc services: 1 x Grade C Security Officer, estimated at no more than 10 days within the period. Provide price per officer (incl. VAT) multiplied by estimated days (10) for day and night shifts at each resort. The estimated total incl. VAT is used for evaluation.

All prices must include all costs and be final and binding. No upfront payments; payment within 30 days of invoice after verification.

Pricing must be submitted on the official MBD 3.1 pricing schedule; alternative pricing schedules are not accepted. Prices must be in Rand and include VAT, all expenses, disbursements, transport, overheads, and profit. All quoted prices are final and binding.

Pricing structure:

• For each resort (Die Dam and Uilenkraalsmond), provide a total price per month for the 2 x Grade C day-shift officers and 2 x Grade C night-shift officers, including public holidays, with 15% VAT shown. This total is used for evaluation.
• Ad hoc services: 1 x Grade C Security Officer, estimated at no more than 10 days within the period. Provide price per officer (incl. VAT) multiplied by estimated days (10) for day and night shifts at each resort. The estimated total incl. VAT is used for evaluation.

Payment terms:

• No upfront payments. Payment is made within 30 days of receipt of a valid invoice, after verification that services were rendered according to specifications.
• The municipality's VAT registration number is 4610114409; invoices must comply with the VAT Act and show VAT clearly.

Offer validity: 90 days from the closing date.

No bonds or guarantees are specified. The successful bidder is liable for all duties and costs on legal documents establishing the contract, and for surety and retentions.

Tax compliance:

• Bidders must submit a valid Tax Compliance Status (TCS) PIN issued by SARS, or a printed TCS certificate, or provide a CSD number if registered on the Central Supplier Database. The municipality may also have a valid TCS on record for suppliers on its accredited database.
• In consortia, joint ventures, or sub-contracting arrangements, each party must submit a separate TCS PIN / CSD number.
• No contract will be concluded with a bidder whose tax matters are not in order.

CSD registration:

• The municipality is not allowed to do business with suppliers not registered on the Central Supplier Database (CSD). Bidders not yet on the municipality's accredited supplier database must register without delay.

B-bbee:

• Bidders must submit an original or certified copy of a SANAS-approved B-BBEE verification certificate, or a sworn affidavit for Exempted Micro Enterprises (EMEs) and Qualifying Small Enterprises (QSEs), to qualify for preference points. A photocopy of a certified copy is not accepted.
• EMEs (annual total revenue R10 million or less) and QSEs (R10–R50 million) may submit a sworn affidavit confirming annual total revenue and black ownership.

Psira:

• The bidder and all Grade C security officers must be PSIRA registered; valid proof must accompany the bid.

Municipal account:

• Bidders must submit a copy of their latest municipal account statement (not older than 3 months) or lease agreement, unless already on the municipality's accredited supplier database.

Business registration:

• A copy of the business registration documents (CIPC) must accompany the bid.

CIDB:

• If applicable, the bidder's CIDB registration number must be included; the municipality will verify it during evaluation.

Other:

• No bids will be considered from persons in the service of the state.
• Bidders or directors in arrears with municipal rates, taxes, or charges for more than three months (without a settlement arrangement) will be disqualified.

No specific health and safety requirements are stated beyond the general obligation to provide security services in accordance with the specifications. Guards must be paid at or above PSIRA salary rates, and the service provider must hold public liability insurance of at least R5 million covering claims including those related to firearms.

The successful bidder must sign the Contract Form MBD 7.1 within 30 days of notification of acceptance.

Contract duration: 1 to 30 September 2026, with possible extension should additional funds become available.

Termination for default: the municipality may terminate the contract in whole or in part by written notice if the service provider fails to deliver or perform obligations, or engages in corrupt or fraudulent practices. The service provider is liable for any excess costs of procuring similar services, and may be restricted from doing business with the public sector for up to 10 years. The service provider has 14 days to provide reasons against a proposed restriction.

Termination for insolvency: the municipality may terminate without compensation if the service provider becomes bankrupt or insolvent.

Dispute resolution: parties first attempt amicable resolution by mutual consultation; after 30 days, either party may give notice to commence mediation; if mediation fails, the dispute may be settled in a South African court. Performance continues during disputes.

Governing law and language: South African law; contract documents and correspondence in English.

Confidentiality: the service provider must not disclose any agreement, specification, or information without prior written consent, and must permit the municipality to inspect and audit records.

Liability: the service provider is responsible for all taxes, duties, and license fees. The municipality may recover all costs, losses, or damages if the contract was awarded on incorrect information.

No contact with the municipality regarding the bid is allowed from bid opening until award; attempts to influence evaluation may result in rejection.

Bidders must be PSIRA registered and provide valid PSIRA registration; all Grade C Security Officers must also be PSIRA registered with proof. Bidders must submit proof of Public Liability Insurance of at least R5 million. No sub-contracting is allowed. Bidders must have their own transport and arrange their own accommodation if applicable.

Bids are evaluated using the 80/20 preferential procurement system. Functionality threshold: minimum 25 out of 35 points. Criteria: experience of the bidder (up to 5 points), quality service offerings (up to 5 points), qualifications of personnel (10 points), experience of nominated key personnel (up to 5 points), and PSIRA registration (10 points).