Private security services for DPWI zululand district office, ulundi – 12 months (psira registered)

Closing date: 12 October 2026 at 11:00

Briefing session (compulsory): 02 October 2026 at 09:00

Venue: Department of Public Works and Infrastructure, Zululand District Office, 709 Wombe Street, Unit A, Ulundi, 3838

Site: KZN Department of Public Works and Infrastructure, Zululand District Office, Unit A, Ulundi

Bidding procedure enquiries:

• Contact: Ms PP Buthelezi
• Telephone: 076 988 5248
• Email: [email protected]

Technical enquiries:

• Contact: Ms SN Sibiya
• Telephone: 082 432 7500
• Email: [email protected]

Submission address:

KZN Department of Public Works and Infrastructure

Zululand District Office

709 Wombe Street

Unit A

Ulundi, 3838

Document collection address (same as above).

Submission method: sealed envelope deposited in the bid box at the KZN Department of Public Works and Infrastructure, Zululand District Office, 709 Wombe Street, Unit A, Ulundi, 3838.

• Envelope must show bidder name and address, bid number ZNQ(L)0026/26, and closing date.
• Bids must be submitted on official forms; forms may not be retyped or redrafted.
• Each page of the bid document must be initialled.
• Alterations must be initialled; correcting fluid is prohibited.
• Bids must be complete and lodged before closing time. Late, telegraphic, telephonic, telex, facsimile, email or post-delivered bids will not be accepted.
• Bids will be opened in public shortly after closing.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as cover page.
• SBD 3.1 (Pricing Schedule): firm prices, including VAT, valid for 60 days.
• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific goal points.
• SBD 7.2 (Contract Form – Services): signed by successful bidder.
• SBD 8 (Declaration of Past SCM Practices): declares no past restrictive practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies price set independently.
• Authority to Sign / Board Resolution: authorises the signatory to bind the bidder.
• Section C: Declaration that CSD information is correct and up to date.
• Section D: Official Briefing Session/Site Inspection Certificate.
• Annexure A: Reference letter confirming references.

Disqualification risks:

• Failure to comply with SCM administrative compliance (correct documents, CSD registration, quoting all items, price on schedule).
• Failure to meet any mandatory requirement (see complianceRequirements).
• Not registered on CSD at closing time.
• Bids below PSIRA rates.
• Bids not submitted on official forms or not initialled.

Evaluation is in phases:

• Phase 1 – SCM Administrative Compliance: correctness of bid documents, compliance with bid regulations (CSD registration), quoting all items, and bid price on the pricing schedule. Failure results in non-responsive.
• Phase 2 – Mandatory Requirements: all mandatory criteria must be met (see complianceRequirements). Failure results in non-responsive.
• Phase 3 – Specific Goals (80/20 preference point system):
• Price: 80 points.
• Specific goals: 20 points.
• Specific goals and points:
• Ownership by Black People: 10 points. Proof: sworn affidavit signed and dated by Commissioner of Oaths.
• Promotion of enterprise located in specific region (King Cetshwayo, uMkhanyakude, or Zululand District, KwaZulu-Natal): 10 points. Proof: municipal account showing physical address, or lease agreement, or original/certified letter from Ward Councillor.
• Failure to submit proof for specific goals means those points are not claimed.
• The department reserves the right not to award to the lowest bidder and not to award one service provider for multiple projects.

Scope: Rendering of private security services to the Department of Public Works and Infrastructure, Zululand District Office, Ulundi, for 12 months.

Security personnel required (per shift, daily, 7 days per week, 24 hours per day):

• 2 x Grade C (male/female) – day shift 06:00 to 18:00, Monday to Sunday and public holidays.
• 1 x Grade C (male/female) – night shift 18:00 to 06:00, Monday to Sunday and public holidays.

Equipment required (per month):

• 2 x torch
• 2 x two-way hand radio
• 2 x baton
• 1 x basic hand-held metal detector

Bidders must quote according to PSIRA rates; bids below PSIRA rates will be disqualified.

The contractor must comply with minimum wage requirements as per PSIRA Regulations.

Bidders must provide a company profile detailing previous experience and contactable references. Attach three letters of awards, accompanied by reference letters for contracts not less than six months. The owner/director must have Grade A or B PSIRA grading.

Pricing must be firm, including VAT, valid for 60 days. Bidders must quote according to PSIRA rates; bids below PSIRA rates are disqualified. The price is fixed for the contract duration; bidders must use CPI and Bargaining Council wage increases. Required security officers: 2 x Grade C (06:00-18:00) and 1 x Grade C (18:00-06:00), daily including weekends and public holidays. Equipment: 2 torches, 2 two-way radios, 2 batons, 1 metal detector. Total cost includes guards, profit, overheads, plus 15% VAT.

Pricing schedule (SBD 3.1):

• Only firm prices accepted; non-firm prices (including exchange rate variations) will not be considered.
• Bid price must be indicated including VAT.
• Offer valid for 60 calendar days from closing date.
• Price is fixed for the duration of the contract; bidders must use CPI and Bargaining Council wage increases in costing. The department will not amend pricing after award.
• Separate pricing schedule required for each delivery point if pricing differs.

Cost breakdown required:

• Cost per guard for day shift and night shift per month.
• Total cost per month and for 12 months.
• Cost of equipment per month and for 12 months.
• Total costs for 12 months (guards, profit, overheads).
• Add 15% VAT.
• Quote offer total.

Payment terms: payment within 30 days after receipt of invoice (per contract form).

Mandatory requirements (Phase 2) – all must be met, failure results in non-responsive:

1. Owner/Director must have Grade A or B PSIRA grading. Supporting documents: certified copies of owner's certificate plus other members' certificates (if more than one director).
2. Entity must be registered with PSIRA. Supporting documents: certified copy of company's PSIRA certificate.
3. Current payroll indicating salaries are in accordance with approved PSIRA rates and grades.
4. COIDA / Workman's Compensation registration.
5. Proof of UIF registration (copy of EMP201 certificate issued by SARS).
6. Registration with the Pension Fund for Security Officers (PSSPF).
7. Proof of compliance with the Private Security Services Provident Fund (PSSPF).
8. Proof of Public Liability Insurance or letter of intent (minimum R1 million).
9. Company vehicles: minimum one (attach copies of logbooks or valid lease agreement).
10. Company profile detailing previous experience and contactable references. Attach three letters of awards, accompanied by reference letters for contracts not less than six months.
11. Valid ICASA licence for radio equipment and frequencies used, or lease agreement (attach licence).

All returnable documents must be certified by Commissioner of Oaths (except criterion 10 – company experience) and must not be older than 3 months from date of request for bid.

CSD registration: mandatory; if not registered at closing time, bid will be disqualified.

Tax compliance: bidders must submit SARS TCS PIN or CSD number; each party in a joint venture must submit separate TCS/CSD.

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

No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Specific goals (80/20 system): Ownership by Black People – 10 points, proof: sworn affidavit signed by Commissioner of Oaths. Promotion of enterprise located in specific region (King Cetshwayo, uMkhanyakude, or Zululand District, KZN) – 10 points, proof: municipal account, lease agreement, or letter from Ward Councillor. A valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

The contract will be governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract. The successful bidder must sign the SBD 7.2 Contract Form (Rendering of Services). Payment will be made within 30 days after receipt of an invoice. The contract documents include the invitation to bid, tax clearance, pricing schedule, preference claims, bidder's disclosure, and special and general conditions. The department reserves the right not to award to the lowest bidder and not to award one service provider for multiple projects.

Mandatory requirements: PSIRA registration and Grade A or B for owner/director; payroll per PSIRA rates; COIDA; UIF (EMP201); PSSPF registration and compliance; public liability insurance (min R1 million); at least one company vehicle; company profile with three reference letters for contracts of at least six months; valid ICASA licence. All supporting documents must be certified (except company experience) and not older than 3 months.

Evaluation phases: Phase 1 – SCM administrative compliance (correct documents, CSD registration, quote all items, price on schedule). Phase 2 – Mandatory requirements (all must be met). Phase 3 – Specific goals: 80/20 system, price 80 points, specific goals 20 points. Specific goals: Ownership by Black People (10 points), Promotion of enterprise in specific region (10 points).