Protection officers and council orderlies for council meetings – city of tshwane (re-advertised quotation Q18-02-2026-27)

Closing date: 20 November 2026 at 10:00

Compulsory briefing session: None stated (marked N/A in the tender record).

Supply Chain enquiries:

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

Technical enquiries:

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

Submission address (online only): City of Tshwane e-tender portal

Physical address (for reference): Tshwane House, Supply Chain Management, 320 Madiba Street, Pretoria

GPS coordinates: 25.74431°S, 28.19464°E

Submission method: online via the City of Tshwane e-tender portal. Do not deposit bids in the tender box.

Closing time: 20 November 2026 at 10:00. Late submissions will not be considered.

Bid documents must be completed in black ink, not re-typed or scanned. Corrections must be crossed out in ink and initialled; correction fluid (Tippex) is prohibited and will lead to rejection of the item or the entire quotation.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state; false declarations disqualify.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): to be signed in duplicate.
• MBD 8 (Declaration of Past Supply Chain Management Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.

Additional returnable documents: Company Registration Certificate, Tax Clearance Certificate or Unique PIN, B-BBEE Certificate, Rates and Taxes statement, CSD summary report.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Incomplete pricing schedule (all items must be quoted).
• Corrections on the price schedule without signature or initials.
• Use of correction fluid on the price schedule.
• Failure to attend the compulsory briefing session (if applicable).
• Bids received after the closing time.

Evaluation stages:

Stage 1: Administrative Compliance – verification of tax status (TCS PIN or CSD), CSD registration, municipal account statements (company and owners/directors/shareholders not in arrears for more than 90 days), completed MBD forms (1, 4, 5, 8, 9), audited financial statements (for tenders above R10 million), and attendance of compulsory briefing (if applicable).

Stage 2: Mandatory Requirements – PSIRA registration, Letter of Good Standing, COIDA registration, three contactable reference letters, proof of financial facility of at least R300,000, personnel qualifications and experience.

Stage 3: Preference Point System – 80/20 system: 80 points for price, 20 points for specific goals.

Specific goals (points and proof):

• B-BBEE level: 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. Proof: valid certified B-BBEE certificate, or sworn affidavit for EME/QSE, or CIPC B-BBEE certificate.
• EME/QSE: 2 points. Proof: sworn affidavit or CIPC B-BBEE certificate.
• At least 51% women-owned: 2 points. Proof: certified ID copies and proof of ownership.
• At least 51% owned by persons with disabilities: 2 points. Proof: medical certificate and proof of ownership.
• At least 51% youth-owned: 2 points. Proof: certified ID copies and proof of ownership.
• Local economic participation: Tshwane = 4 points, Gauteng = 2 points, National = 1 point. Proof: municipal account statement or lease agreement.

Non-compliance with specific goals does not disqualify, but zero points are awarded for those goals.

Minimum qualifying score: not stated.

The Office of the Speaker requires a suitably qualified service provider to supply protection officers (Council Orderlies) and operational equipment to maintain safety, security and order during Council proceedings.

Scope of services:

• Provide trained, PSIRA-compliant Protection Officers for deployment during Council sittings.
• Deploy personnel at access control points at the Council Chamber, public gallery, and other areas as directed.
• Maintain safety, security and order; protect councillors, officials, visitors and municipal assets.
• Respond to incidents of disorder, security threats and disruptions, including lawful removal of disorderly persons on instruction of the Speaker.
• Perform crowd management, conflict de-escalation and access control.
• Submit written incident reports for all security-related incidents.
• Ensure personnel are uniformed, medically fit, equipped with communication devices, and remain on duty for the full duration.
• Replace absent or unable officers at no additional cost.
• Attend compulsory operational briefings and comply with lawful instructions.
• Comply with all applicable legislation, PSIRA requirements, OHS requirements, City security policies, and the Rules and Orders By-law.

Deliverables:

• Supply the required number of Protection Officers for each Council sitting.
• Provide all operational equipment, including communication devices.
• Ensure personnel availability for the full duration of proceedings.
• Provide incident reports where applicable.
• Maintain service standards throughout the contract period.

Personnel numbers: 20 Protection Officers – 15 male, 5 female.

Technical competencies required: security and safety protocols, conflict resolution, crowd control, de-escalation, emergency response, protocol and etiquette, crisis management, team collaboration.

Behavioural competencies: professionalism, adaptability, calm conflict management, empathy, integrity, leadership, communication, teamwork, customer service, attention to detail, decision-making, resilience, initiative, emotional intelligence, time management.

Transport: reliable company transport for deployment and operational support.

Security equipment: two-way radios and communication equipment, transport vehicles, supervisory and reporting equipment.

Conditions:

• All deployed personnel must be South African citizens.
• Appointment of a competent on-site Supervisor/Team Leader for each deployment.
• Personnel must possess recognised crowd control management certification.
• Services on an as-and-when-required basis, including evenings, weekends and public holidays.
• Personnel must be proficient in English and at least one other official South African language.
• Personnel must be physically fit and able to respond effectively to emergencies.
• Valid SAPS Police Clearance Certificate (not older than 6 months) for each officer.

Dress code:

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

Bidders must submit an approach and methodology covering their understanding of the scope of work and the proposed methodology in line with the by-law and legislation. They must also submit a company profile (structure and organogram) and a detailed personnel plan including organisational structure, number of personnel per assignment, on-site supervision, contingency staff plan, full names, designations, PSIRA registration numbers and grades, and relevant qualifications.

Company requirements: certified PSIRA registration, Letter of Good Standing valid at bid closing, COIDA registration, three contactable reference letters from previous or current clients for similar contracts, and proof of financial facility of at least R300,000.

Individual requirements:

• Members/shareholders/directors must submit certified PSIRA certificates, CVs, and certified IDs.
• All deployed personnel must be South African citizens with certified SA ID.
• Security Officers/Protectors: minimum PSIRA Grade C.
• Supervisors/Team Leaders: minimum PSIRA Grade B (Grade A preferred).
• SASSETA-aligned certification in Crowd Control Management required.
• Minimum three years' relevant experience in specialised security services within a crowd control management environment (attach CVs).

Pricing schedule items:

• Item 1: Protection Officers (15 males and 5 females) – quantity 20.
• Item 2: 2-way radio – quantity 2.

Prices quoted excluding VAT; 15% VAT added. The City reserves the right to increase or decrease quantities subject to budget availability.

Validity period: 90 days after closing date.

Market analysis: The City may conduct market analysis and negotiate a market-related price with the highest-scoring bidder, then the second and third if needed. If a market-related price is not agreed, the City may cancel the quotation.

Pricing schedule items:

• Item 1: Protection Officers (15 males and 5 females) – quantity 20.
• Item 2: 2-way radio – quantity 2.

Prices must be quoted excluding VAT; 15% VAT added to arrive at total including VAT.

The City reserves the right to increase or decrease quantities subject to budget availability.

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

Validity period: bids remain valid for 90 days after the closing date. The City may extend the validity period in writing.

Market analysis: The City may conduct market analysis. If a price is deemed not viable, the bidder may be asked to confirm delivery at that price; failure to confirm leads to disqualification. The City may negotiate a market-related price with the highest-scoring bidder, then the second and third if needed.

CSD registration: mandatory – bidders must be registered on the Central Supplier Database and provide a CSD number.

Tax compliance: must provide a SARS TCS PIN or CSD number; tax status must be compliant before award.

Municipal account: the bidding company and all owners/members/directors/major shareholders must provide a Municipal Account Statement not older than 3 months, not in arrears for more than 90 days. For informal settlements, rural areas, or areas not required to pay rates and taxes, a letter from the local councillor is accepted.

MBD forms: MBD 1, 4, 5, 8 and 9 must be duly signed and completed.

Audited financial statements: for tenders above R10 million, signed audited financial statements for the most recent three years (or from date of establishment if less than three years old) must be submitted. If not required by law to prepare audited statements, proof of exemption must be provided.

PSIRA: certified copy of the company's PSIRA registration certificate and a Letter of Good Standing valid at bid closing.

COIDA: proof of registration under the Compensation for Occupational Injuries and Diseases Act.

Personnel requirements:

• South African citizenship: certified copy of valid SA ID.
• PSIRA registration: Security Officers/Protectors minimum Grade C; Supervisors/Team Leaders minimum Grade B (Grade A preferred).
• SASSETA-aligned certification in Crowd Control Management (certified valid training certificate).
• Minimum three years' relevant experience in specialised security services within a crowd control management environment (attach CVs).
• Certified copies of PSIRA certificates, CVs, and IDs for all members/shareholders/directors.

B-BBEE: a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points.

Joint ventures: if bidding as a JV, all required documents must be provided for all parties, plus a signed JV agreement. The JV must continue for the duration of the contract unless prior approval is obtained.

Deployed personnel must comply with Occupational Health and Safety requirements. They must be medically fit, demonstrate situational awareness, and be able to respond effectively to emergencies. Personnel must maintain a high level of professionalism and presentable appearance at all times. The service provider must ensure a safe and secure environment during Council proceedings, including crowd management and emergency response.

The successful bidder will be required to sign a written contract form (MBD 7.2) in duplicate. The contract will incorporate the bidding documents, tax clearance certificate, pricing schedule, task directive/proposal, preference claims, declaration of interest, declaration of past SCM practices, certificate of independent bid determination, special conditions of contract, and the General Conditions of Contract. The bidder accepts full responsibility for proper execution of the contract and confirms that prices quoted cover all obligations. Any mistakes in pricing are at the bidder's own risk.

Evaluation stages:

Stage 1: Administrative Compliance – tax status, CSD, municipal accounts, MBD forms, audited financials (if applicable), and compulsory briefing attendance.

Stage 2: Mandatory Requirements – PSIRA, COIDA, references, financial facility, personnel qualifications.

Stage 3: Preference Point System – 80/20: 80 points for price, 20 points for specific goals.

Specific goals and points as per the table: B-BBEE level (8 to 0 points), EME/QSE (2), women-owned (2), disability-owned (2), youth-owned (2), local economic participation (Tshwane 4, Gauteng 2, National 1).