Supply of 20 psira-compliant protection officers (council orderlies) and equipment for city of tshwane council meetings

Closing

• Date: 29 October 2026
• Time: 10:00
• Channel: City of Tshwane e-tender portal (online upload)

Briefing session

• None scheduled for this quotation; no compulsory briefing or site visit applies.

Bid validity

• 90 days after the closing date; the City may request a written extension before expiry.

Supply chain enquiries

• Name: Josia Masenya
• Email: [email protected]
• Telephone: (012) 358 0658

Technical enquiries

• Name: Samuel Vis
• Email: [email protected]
• Telephone: (012) 358 1420

Municipal switchboard

• Telephone: (012) 358 9999

Submission and municipal address

Tshwane House

320 Madiba Street

Pretoria

0001

GPS: 25.74431°S, 28.19464°E

Service delivery area

Council Chamber and related venues, City of Tshwane, Gauteng.

Submission method

• Online submission through the City of Tshwane e-tender portal only.
• Bids may not be placed in the tender box; responses must be uploaded to the portal.
• Closing: 29 October 2026 at 10:00. Late submissions are not considered.
• Documents must be completed in black pen; retyped or scanned documents are not accepted.

Pricing schedule rules

• Every item on the pricing schedule must be priced; an incomplete schedule disqualifies the bid (unless the bid is awarded per item or per section).
• Errors must be crossed out in ink and each change initialled.
• Correction fluid (Tippex or similar) is prohibited; an item corrected this way is disregarded and a corrected bill of quantities voids the whole quotation.

Compulsory returnable documents

• MBD 1 (Invitation to Bid): bidder details and signed offer.
• MBD 4 (Declaration of Interest): discloses any state employment or relationship involving directors, shareholders or their families; failure to declare disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims the specific-goal points and must be backed by the stated proof.
• MBD 7.2 (Contract Form – Rendering of Services): signed contract undertaking by the service provider.
• MBD 8 (Declaration of Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion.
• Company registration certificate.
• Tax compliance status PIN or CSD number.
• B-BBEE certificate or qualifying sworn affidavit.
• Municipal account statement or lease agreement for rates and taxes.
• CSD summary report.
• Where the signatory is not a director, member, owner or shareholder, a letter of authorisation or delegation of authority.

Disqualification risks

• Late submission, or submission anywhere other than the e-tender portal.
• Any MBD form left blank, unsigned or completed in a colour other than black ink.
• Missing CSD registration or invalid CSD record.
• Pricing schedule left incomplete, altered without initials, or corrected with Tippex.

Compulsory returnable documents

• Tax compliance status PIN or CSD number.
• Valid CSD registration (CSD number or master registration number).
• Municipal account statement for the company, not older than 3 months and not more than 90 days in arrears, or a signed lease, or a local councillor's letter for informal settlement or rural bidders.
• The same municipal account proof for all owners, members, directors and major shareholders.
• MBD 1, MBD 4, MBD 6.1, MBD 8 and MBD 9, fully completed in black ink and signed by an authorised person; a letter of authorisation or delegation of authority where the signatory is not a director, member, owner or shareholder.
• Audited financial statements for the last three years, or since establishment, or proof that auditing is not legally required.
• Joint venture agreement signed by all parties, with all documents supplied for each party.
• Fully priced pricing schedule.

Additional documents listed

• Company registration certificate.
• Tax clearance certificate or unique PIN.
• B-BBEE certificate.
• Rates and taxes proof.
• CSD summary report.

Note

• Only bidders registered on the Central Supplier Database with a CSD number will be considered.

Evaluation stages

• Stage 1: Administrative compliance (returnable documents and pricing schedule completeness).
• Stage 2: Mandatory requirements (company, personnel and experience).
• Stage 3: Preference point system.

Preference point system

• 80/20 system under the Preferential Procurement Regulations, 2022.
• Price: 80 points.
• Specific goals: 20 points.
• No minimum qualifying score is stated.
• Failing to claim or prove specific goals does not disqualify a bid; the bid simply scores zero out of 20 and is judged on price alone.
• Fraudulent goal claims are acted against.

Specific goals and points

• B-BBEE level: Level 1 = 8, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME or QSE status: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by persons with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane-based 4 points, Gauteng-based 2 points, national 1 point.

Proof required for goal claims

• B-BBEE: certified certificate, CIPC B-BBEE certificate, or sworn affidavit for an EME/QSE.
• Women, youth and disability ownership: certified identity documents plus proof of ownership; disability claims also need a medical certificate showing the doctor's practice number, physical address and contact number.
• Local participation: municipal account statement or lease agreement.

Scope

• Supply trained, PSIRA-compliant Protection Officers (Council Orderlies) plus operational equipment to the Office of the Speaker.
• Deployment covers Ordinary, Special and Continuation Council meetings across the City of Tshwane, on an as-and-when-required basis including evenings, weekends and public holidays.

Quantities

• 20 Protection Officers per deployment: 15 male and 5 female.
• 2 two-way radios.

Duties

• Man the access control points at the Council Chamber, public gallery and other directed areas.
• Protect councillors, officials, visitors and municipal assets and keep order during proceedings.
• Handle disorder, threats and disruptions, including lawful removal of disorderly persons on the Speaker's instruction under the Rules and Orders By-law.
• Perform crowd management, de-escalation and access control.
• Submit written incident reports for every security incident or on request.
• Replace absent or unfit officers at no extra cost and keep personnel on duty for the full deployment.
• Attend compulsory operational briefings and follow lawful instructions from the Office of the Speaker.

Personnel standards

• South African citizens only, with certified SA identity documents.
• PSIRA registered and in good standing: officers at least Grade C; supervisors/team leaders at least Grade B (Grade A preferred).
• SASSETA-aligned crowd control management certificate.
• Valid SAPS police clearance certificate not older than 6 months.
• At least 3 years' relevant specialised security experience in a crowd control environment.
• Fluent in English and one other official South African language.
• Physically fit, situationally aware, professional and neutral in conduct.
• A competent on-site supervisor/team leader for every deployment.

Competencies expected

• Security and safety protocols, conflict resolution, crowd control, de-escalation, emergency response, crisis management and evacuation, municipal protocol and etiquette, and teamwork with law enforcement and officials.
• Behavioural: professionalism, adaptability, integrity, leadership, communication, customer service, attention to detail, decision-making, resilience, emotional intelligence and time management.

Uniform

• Male orderlies: white long-sleeve shirt, black tie, black blazer, black trousers, black shoes.
• Female orderlies: white shirt, black blazer, black skirt or black trousers, black shoes.

Equipment and transport

• Bidder must show access to two-way radios and communication equipment, deployment vehicles, and supervisory and reporting equipment.
• Reliable company transport for deploying and supporting personnel.

Bid submission content

• Company profile with structure and organogram.
• Personnel plan covering reporting lines, number of personnel per assignment, on-site supervision, contingency staffing, names, roles, PSIRA numbers and grades, and qualifications.
• Approach and methodology aligned to the by-law and legislation.

Bidders must submit an approach and methodology section covering:

• Their understanding of the scope of work.
• The proposed method and approach, aligned with the applicable by-law and legislation.

Service delivery expectations

• Supply the requested number of officers for each Council sitting.
• Provide all operational equipment, including communication devices.
• Keep personnel available for the full duration of proceedings.
• Submit incident reports where applicable.
• Maintain service standards for the whole contract period.

Company profile

• Company structure and an organogram showing management hierarchy and reporting lines.

Personnel plan

• Reporting lines specific to this contract.
• Number of personnel deployed per assignment.
• On-site supervision and management structure.
• Contingency plan for absenteeism and emergencies.
• Full names, roles (supervisor, team leader, security officer), PSIRA numbers and grades, and qualifications of each team member.

Individual requirements

• Members, shareholders and directors: certified PSIRA certificates, CVs and certified identity documents.
• Officers: certified SA ID, PSIRA Grade C minimum.
• Supervisors/team leaders: PSIRA Grade B minimum, Grade A preferred.
• SASSETA-aligned crowd control management certificate for each officer.
• Minimum 3 years' relevant specialised security experience in a crowd control environment, evidenced by CVs.
• Three contactable reference letters from current or previous clients for similar work.

Pricing items

• Item 1: Protection Officers (15 male, 5 female), quantity 20.
• Item 2: two-way radios, quantity 2.

Format

• Unit price and total per item, excluding VAT.
• Total excluding VAT, VAT at 15%, and total including VAT.
• All items must be priced; an incomplete schedule disqualifies the bid.
• Black pen only; corrections crossed out in ink and initialled; no correction fluid.
• Quantities may be adjusted by the City within budget availability.

Pricing

• Pricing schedule to be completed in black pen with unit price and total per item, excluding VAT.
• Item 1: Protection Officers (15 male, 5 female), quantity 20.
• Item 2: two-way radios, quantity 2.
• Totals excluding VAT, VAT at 15%, and total including VAT must be shown.
• The City may increase or decrease quantities depending on budget availability.

Financial capacity

• Proof of access to funding of at least R300,000 from an FSCA- or Reserve Bank-accredited institution.
• Accepted proof: bank guarantee, letter of credit, overdraft facility, letter of financial support, or other confirmed funding.

Bid validity and price negotiation

• Bid remains valid for 90 days after closing, extendable in writing.
• The City may conduct a market analysis; a bidder whose price is judged unviable must confirm in writing that it can deliver at that price, failing which the bid is non-responsive.
• The City may negotiate a market-related price with the highest, then second, then third ranked bidder; if no agreement is reached the quotation may be cancelled.
• No bid security or performance guarantee amount is stated in the document.

Registration and tax

• CSD registration with a valid CSD number is compulsory; unregistered bidders are not considered.
• Tax compliance status PIN, or CSD number where no PIN is available; tax status must be compliant before award.

Municipal accounts

• Municipal account statement for the bidding company not older than 3 months and not in arrears for more than 90 days, or a signed lease agreement, or a local councillor's letter for informal settlement or rural bidders.
• The same proof is required for all South African owners, members, directors and major shareholders.

Statutory and company documents

• Certified copy of the company's PSIRA registration certificate.
• Letter of Good Standing, certified and valid at bid closing.
• COIDA registration proof.
• Three contactable reference letters from current or previous clients for similar contracts, on the company's letterhead.
• Audited financial statements for the last three years, or since establishment if younger, or proof that auditing is not legally required.
• Joint ventures: all documents for every party plus a JV agreement signed by all parties; the same JV must continue for the contract duration unless the City approves a change.

Personnel documents

• Certified PSIRA certificates, CVs and certified identity documents for all members, shareholders and directors.
• Certified SA identity documents, PSIRA registration, SASSETA crowd control certificate and CVs for every deployed officer.
• Valid SAPS police clearance certificate not older than 6 months.

B-bbee

• B-BBEE certificate, CIPC B-BBEE certificate or sworn affidavit (EME/QSE) required to claim preference points; no B-BBEE level is set as a minimum qualifying threshold.

Disqualifying non-compliance

• No bid from a person in the service of the state.
• Undeclared interests in MBD 4 lead to disqualification.
• Missing or unsigned MBD forms, incomplete pricing schedule, or corrections made with Tippex.

B-BBEE and specific goal points (80/20 system)

• Level 1: 8 points; Level 2: 7; Level 3: 6; Level 4: 5; Level 5: 4; Level 6: 3; Level 7: 2; Level 8: 1; non-compliant: 0.
• EME or QSE: 2 points.
• 51%+ women-owned: 2 points.
• 51%+ owned by persons with disabilities: 2 points.
• 51%+ youth-owned: 2 points.
• Local economic participation: Tshwane 4 points, Gauteng 2 points, national 1 point.

Evidence

• B-BBEE: certified B-BBEE certificate, CIPC B-BBEE certificate, or sworn affidavit for an EME/QSE.
• Ownership goals: certified identity documents plus proof of ownership.
• Disability: medical certificate showing the doctor's practice number, physical address and contact number, plus proof of ownership.
• Local participation: municipal account statement or lease agreement.
• No B-BBEE level is set as a minimum eligibility threshold; unproven claims simply score zero.

Occupational health and safety

• The service provider must comply with all applicable Occupational Health and Safety requirements, PSIRA requirements and City security policies.
• Deployed officers must be medically fit and physically able to respond to emergencies.

Personnel vetting

• Every deployed officer must hold a valid SAPS police clearance certificate not older than 6 months.
• Certified SA identity documents and valid PSIRA registration in good standing are required for each officer.

Contract framework

• The successful bidder must complete and sign the written contract form (MBD 7.2).
• The contract incorporates the bidding documents, the General Conditions of Contract and any special conditions.
• The bidder accepts that errors in prices, rates and calculations are at its own risk and that quoted rates cover all obligations.

Documents forming the agreement

• Invitation to bid, tax clearance, pricing schedules, completed proposal, preference claims, declaration of interest, declaration of past SCM practices, certificate of independent bid determination, and special conditions.

Performance risk

• Where a price is judged unviable, the bidder must confirm in writing it can deliver; if it can, a tight contract with performance safeguards is concluded.
• Non-performance is handled through the contract, including performance warnings and listing on the database of restricted suppliers.
• The City may negotiate a market-related price with the top-ranked bidders and may cancel the quotation if no agreement is reached.
• Quantities may be increased or decreased within budget availability.

Validity

• Bids remain valid for 90 days after closing; the City may extend in writing before expiry.

Market analysis and price negotiation

• The City may test whether a quoted price is viable; the bidder must confirm in writing that it can deliver at that price or the bid is ruled non-responsive.
• A confirmed but tight price leads to a contract with non-performance safeguards, including performance warnings and possible restriction on the supplier database.
• The City may negotiate a market-related price with the highest, then second, then third ranked bidder, and may cancel the quotation if no agreement is reached.

Quantities

• The City may increase or decrease quantities depending on budget availability.

Award discretion

• The City is not bound to accept the lowest or any bid, in whole or in part.

Company requirements

• Certified PSIRA registration certificate.
• Certified Letter of Good Standing, valid at bid closing.
• COIDA registration proof.
• Three contactable reference letters for similar contracts, on company letterhead.
• Proof of access to at least R300,000 in funding from an FSCA- or Reserve Bank-accredited institution (bank guarantee, letter of credit, overdraft, letter of financial support or similar).

Personnel requirements

• Certified SA identity document for each deployed officer.
• PSIRA registration in good standing: Grade C minimum for officers, Grade B minimum for supervisors/team leaders (Grade A preferred).
• SASSETA-aligned crowd control management certificate.
• Minimum 3 years' relevant experience in specialised security within a crowd control environment.
• Valid SAPS police clearance certificate not older than 6 months.
• South African citizenship, physical fitness and fluency in English plus one other official language.

Three-stage evaluation: administrative compliance, mandatory requirements, then the 80/20 preference point system (80 price, 20 specific goals).

Specific goal points

• B-BBEE Level 1 to 8: 8 down to 1 points; non-compliant: 0.
• EME/QSE: 2 points.
• 51%+ women-owned: 2 points.
• 51%+ owned by persons with disabilities: 2 points.
• 51%+ youth-owned: 2 points.
• Local economic participation: Tshwane 4, Gauteng 2, national 1.

Effect of not claiming

• Unclaimed or unproven goals score zero; the bid is still evaluated on price out of 80.