3-Year panel of psira-compliant security service providers for buffalo city metropolitan development agency

Panel of Security Service Providers for the provision of security services to the Buffalo City Metropolitan Development Agency (BCMDA) over a three‑year period.

The panel will be called upon on an as‑and‑when‑required basis to deliver static guarding, access control, patrol and surveillance, armed response, asset protection, incident reporting and construction‑site security.

• Closing date & time: 20 July 2026, 12:00 h (noon).
• Query/clarification cut‑off: 17 July 2026.
• Tender documents available for download from the BCMDA website (www.bcmda.org.za) starting 19 June 2026.

Contact: Mr Zisanda Madabane, Acting Manager – SCM & Asset.

Email: [email protected].

Phone: not provided.

Address for submission: 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use entrance at Windsor Road).

Website: www.bcmda.org.za.

• Submit the sealed bid envelope to the Tender Box at 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use entrance at Windsor Road) no later than 20 July 2026, 12:00 h (noon).
• Bids must be signed, completed in ink on the official BCMDA forms (no re‑typing) and sealed; unsigned or facsimile submissions will be rejected.
• All required returnable documents must be attached:
• Valid PSIRA registration certificate, PSIRA Letter of Good Standing and directors’ PSIRA registrations.
• Valid COIDA Letter of Good Standing.
• Public Liability Insurance cover of at least R5 million.
• Five certified firearm licences (if applicable).
• Tax Clearance Certificate (or TCS PIN / CSD number) and proof of no municipal debt arrears (>3 months) for the company and its directors (statements, debt clearance certificates or lease agreements with landlord confirmation).
• B‑BBEE verification certificate or sworn affidavit (for EMES/QSE).
• Letter of reference from a current or previous state client signed by the Accounting Officer.
• Prices must be inclusive of VAT where applicable.
• Use of correction fluid, tip‑pex or erasable ink will render the bid non‑responsive.
• Joint‑venture or consortium agreements must be supplied and all partners must complete MBD Forms 4, 8 and 9.
• Bids received after the closing time, or delivered to the wrong address, will be rejected.
• All bids are valid for 120 days after the closing date.

provided with the bid;

Scope of Services (as‑and‑when required, 3‑year panel):

• Static guarding – day, night, weekend, public‑holiday and 24‑hour shifts; access‑control points and perimeter guarding.
• Access‑control – visitor/contractor verification, registration, permit issuance, vehicle monitoring, screening and prevention of unauthorised access.
• Patrol & surveillance – internal and external patrols, hourly inspections, random spot checks, CCTV monitoring where applicable, risk observation and reporting.
• Armed response – rapid armed response capability, incident detention.
• Asset protection – security of construction sites, plant & equipment, municipal assets and infrastructure.
• Incident reporting & administration – occurrence books, daily/monthly reports, risk reports, shift/visitor/vehicle/key registers, asset movement registers.
• Construction site security – compliance with Construction Regulations and Occupational Health & Safety Act, site inductions, safety protocols and coordination with principal contractors/OHS officers.

Personnel requirements:

• All staff PSIRA‑registered, medically fit, properly trained, uniformed, no criminal record and subject to security vetting.
• Minimum grades: Security Officers – Grade C; Supervisors – Grade B; Site Manager – Grade A; Armed response personnel – Grade B or higher.
• Supervisors must provide active supervision, regular site inspections, shift management and immediate replacement of absent staff.

Uniforms & equipment (provider’s cost):

• Uniforms with name‑tags, PSIRA cards, protective clothing and rain‑coats where needed.
• Equipment – communication devices, torches, batons, handcuffs, pepper spray, occurrence books, PPE.
• May also be required to provide firearms, mobile patrol vehicles, CCTV support, metal detectors and tracking systems.

Control room & communications:

• Fully operational 24‑hour control room on‑site, continuous communication capability, emergency response, incident escalation procedures and backup systems.

Confidentiality & information security:

• Maintain confidentiality, protect BCMDA information, comply with POPIA and Minimum Information Security Standards (MISS), no disclosure to third parties.

Uniforms – clearly identifiable uniforms, name tags, PSIRA cards, protective clothing and rain‑coats where applicable.

Equipment – communication devices, torches, batons, handcuffs, pepper spray, occurrence books, PPE; may also include firearms, mobile patrol vehicles, CCTV support, metal detectors and tracking systems.

Firearm capacity – licences for firearms; points based on number of licences (≥5 = 20 points, 4 = 15 points, 3 = 10 points).

Quality expectations are embedded in the functional scoring criteria.

• Service delivery must meet the standards listed in the tender (e.g., PSIRA compliance, proper uniforms, equipment condition).
• All documentation (certificates, licences, reference letters) must be original, legible and attached in the order specified; missing documents will result in a non‑responsive bid.
• Supplier records and performance data may be inspected and audited by BCMDA as per GCC clause 5.
• Confidentiality and information security requirements (POPIA, MISS) are mandatory and form part of the evaluation.

Pricing must be submitted on the official BCMDA forms; all amounts are inclusive of VAT.

Provide a detailed breakdown for:

• Manpower – rates per guard grade.
• Vehicles – ownership/lease cost per vehicle.
• Firearms – licence fees.
• Insurance – premium for Public Liability (R5 million minimum) and COIDA coverage.
• Any additional equipment or services (e.g., CCTV support, metal detectors).

Payment schedule and performance security (bank guarantee or irrevocable letter of credit) are governed by GCC clauses 7 and 16.

• Prices must be quoted inclusive of VAT where applicable.
• Required insurance: Public Liability Insurance minimum R5 million and a valid COIDA Letter of Good Standing.
• Firearm compliance – five certified firearm licences registered in the company’s name.
• Payment terms are not explicitly stated; bidders should refer to the General Conditions of Contract (GCC) for payment schedule, performance security (bank guarantee or irrevocable letter of credit) and other financial provisions.

• Registration on the National Treasury Central Supplier Database (CSD) – provide CSD number or summary report.
• Valid PSIRA registration for the company, its directors/owners and all security personnel.
• Valid COIDA Letter of Good Standing and Public Liability Insurance (R5 million minimum).
• Tax compliance – valid Tax Clearance Certificate or Tax Compliance Status (TCS) PIN; if no TCS, provide CSD number.
• Municipal debt clearance – statements or debt clearance certificates confirming no arrears >3 months for the company and its directors (or lease agreements with landlord confirmation).
• B‑BBEE verification – certificate or sworn affidavit (required for preference points).
• No persons in the service of the State may participate; disclosure of any relationships with state officials is required.

Provide a B‑BBEE verification certificate or a sworn affidavit (for EMEs/QSEs).

The certificate/affidavit is mandatory to qualify for B‑BBEE preference points.

Health & safety obligations include:

• Compliance with the Occupational Health & Safety Act and Construction Regulations when operating on construction sites.
• Participation in site inductions and adherence to site‑specific safety protocols.
• Provision of appropriate personal protective equipment (PPE) for all personnel.
• Maintenance of a safe working environment in the control room and during patrols.
• All incidents must be recorded in occurrence books and reported in accordance with the incident‑reporting procedures.

If a contract awarded under the panel exceeds the three‑year panel period, the supplier may be permitted to complete the work beyond the panel expiry, provided the contract terms are agreed in writing.

• Bidders must provide a letter of reference from a current or previous state client signed by the Accounting Officer.
• Offers will be accepted only if the firm is in good standing with SARS (valid Tax Clearance Certificate) and not listed on the Register of Tender Defaulters.
• The bidder must not have previously abused any municipality’s supply‑chain management system, must have no municipal rates/taxes in arrears >3 months, and must not have failed to perform on any previous instruction.
• No conflicts of interest that could affect performance.
• Confidentiality of all project information is mandatory.
• Failure to meet any of these conditions will result in disqualification.

Supervisory Requirements – active supervision, regular site inspections, shift management, 24‑hour operational support and immediate replacement of absent staff.

RFQ evaluation will consider mandatory compliance information and PPPFA points; the panel member with the highest total points will be awarded the contract.