Guarding services for south african post office – northern cape (12-Month contract)

Complete and return the bidder confirmation form (Annexure BC) with all required details:

• Bidder's legal name
• Signature of authorised signatory
• Signatory's name and title
• Contact details and email address
• Confirmation of compliance with SAPO bid specification (indicate Yes or No)
• Form must be on bidder's letterhead

Not explicitly detailed in this document excerpt. Typically for SAPO guarding services: valid PSIRA registration for company and guards, COIDA compliance, tax clearance, B-BBEE certification, relevant experience, and financial capacity. Refer to full bid specification for complete eligibility requirements.

Bidder must confirm full compliance with SAPO bid specification by completing the declaration in Annexure BC (Yes/No). The signed declaration on company letterhead serves as a compliance undertaking.

• Annexure BR (Client Reference Form) must be completed by a previous client and returned with the bid.
• The form confirms the bidder has at least one (1) year of completed experience supplying guarding services within the two (2) years prior to the bid closing date.
• Ensure the client signs on their letterhead and provides all requested details (name, title, contact, email).

Minimum eligibility requires the bidding company to have successfully provided guarding services for a minimum of one continuous year within the 24-month period before the bid closing date (August 3, 2026). Proof must be provided via the prescribed Annexure BR reference letter.

• Scope: Provide guarding services for the South African Post Office in the Northern Cape Province for a period of 12 months.
• Experience requirement: Bidder must demonstrate a minimum of one (1) year completed experience in supplying guarding services within the past two (2) years before the bid closing date.
• Verification: Annexure BR must be completed by a previous client on their letterhead, confirming the service period and nature of guarding services provided.

• Bidder must submit a completed Annexure BR (Client Reference Form) as proof of relevant guarding experience.
• Implicit requirement: Valid PSIRA registration for the company and deployed guards (standard for guarding services in South Africa), though not explicitly stated in the provided extract.
• Standard South African Post Office compliance (CSD registration, tax clearance, B-BBEE certificate) likely applies but not detailed in this document fragment.

• Issue Date: 2026‑07‑10
• Compulsory Briefing Session (Zoom): 2026‑07‑17 at 11:00 AM (link: https://us05web.zoom.us/j/88662860487?pwd=…; Passcode: 9NDPzg)
• Clarification Questions Deadline: 2026‑07‑23 (questions must be submitted in writing to SAPO officials)
• Closing Date & Time: 2026‑08‑03 at 11:00 AM
• Proposal Validity Period: 180 days from closing date

• Contact Person: Desigan Pillay
• Position: Procurement Specialist, SAPO Supply Chain Management
• Telephone: 011 281 3328
• Email: [email protected]
• Postal Address for submission: SAPO Supply Chain Management, Cnr James Drive & Moreleta Street, Silverton, 0184

• Submit one original proposal (marked “original”) and one loose‑leaf copy, both placed in an arch‑file folder.
• Proposals must be hand‑delivered sealed to SAPO Supply Chain Management, Cnr James Drive & Moreleta Street, Silverton 0184, no later than 2026‑08‑03 11:00 AM. Late submissions will be rejected.
• The sealed envelope must display: 1) Bidder name, 2) Description of proposal, 3) RFP number, 4) Closing date and time, 5) Name of the person to whose attention the proposal is addressed, and 6) Bidder’s name and address on the reverse side.
• All required returnable documents must be included:
• Completed SBD 1 and SBD 4 forms
• Latest Central Supplier Database (CSD) / MAAA number
• Pricing Schedule (Annexure A) with ad‑hoc rates
• Letter of Good Standing (COIDA)
• Proof of PSIRA membership and Statement of Good Standing
• Evidence of operational branch, secure firearm vault and control room (lease or municipal account in bidder’s name)
• Firearm competency certificate and confirmation letter
• Firearm handling procedure and firearms inventory register
• Organogram, communication (radio/cell) proof, electronic patrol system proof
• Tax compliance documents (CSD PIN)
• Any other documents listed in the Returnable Documents table
• No erasures or correction fluid; any changes must be initialled.
• All documents and correspondence must be in English.
• Pricing must be quoted in South African Rands (ZAR) and include VAT (15%).

1. PSIRA registration certificate valid on closing date (minimum 1 year registration). 2) PSIRA Statement of Good Standing valid on closing date. 3) Operational branch in Northern Cape Province with compliant Firearm Vault and Control Room. 4) Minimum 1 year completed guarding experience in past 2 years. 5) Tax compliance (TCS pin from SARS or CSD registration). 6) No directors/members/partners employed by the state. 7) Valid BBBEE certificate (or consolidated for JV/consortium) for preference points - expired certificates receive zero points. 8) Ability to service ALL SAPO facilities listed in Annexure A for the province. 9) Compliance with Firearms Control Act for firearm storage/management. 10) Submission of all returnable documents (SBD1, SBD4, Certificate of Acquaintance, pricing schedule, etc.) in prescribed format.

• Scope: Provide Grade C or B PSIRA‑registered armed and unarmed guarding services for all SAPO facilities in the Western Region – Northern Cape Province.
• Service Hours: 12‑hour shifts (06:00‑18:00 and/or 18:00‑06:00), Monday‑Friday, weekends and public holidays as required.
• Guard Monitoring System: Electronic patrol monitoring system with real‑time recording, missed‑patrol alerts to an off‑site control room, and auditable logs.
• Control Room: Dedicated, physically separated 24‑hour control room, staffed by PSIRA‑registered security officials, with biometric/card access, CCTV, communication systems, power backup, fire safety measures, and a designated Control Room Manager.
• Firearm Vault: Secure, tamper‑resistant vault compliant with the Firearms Control Act and PSIRA standards; biometric/card access; visitor logs; separate ammunition storage; documented emergency procedures.
• Reporting: Incident/irregularity reports submitted within 24 hours; monthly security risk assessments; occurrence books at each service point; daily patrol logs.
• Uniform & Equipment: Formal uniform (collar, tie, shoes) plus rain suit, handcuffs, metal detector, reflector jacket, baton, torch, pocket book, occurrence book, handheld radio with panic button and guard tracking, cell phone. Cost of all equipment must be included in the pricing annexure.
• Penalties (per shift): Late posting R500, incomplete uniform R100, short posting R500, missing/incomplete occurrence book R50, insufficient site visits R200, guards posted without firearms R500.
• Staffing: Minimum one (1) year of guarding experience in the past two years; key account manager to be appointed for the region; organisational structure (organogram) must be provided.
• Legal & Regulatory: Must hold valid PSIRA membership and good standing, COIDA registration, CSD registration, tax compliance, and meet B‑B‑BEE specific‑goal thresholds.

• The successful service provider must appoint a key account manager for the assigned SAPO region/province.
• All bidders must comply with SAPO policies, physical and procedural measures, and any directives issued.
• Bidders must observe all applicable legislation and maintain required security registrations/accreditations/grades (e.g., PSIRA).
• A contract containing a Service Level Agreement will be signed with the successful bidder.
• Minimum experience: at least one (1) year of completed guarding services within the past two (2) years of the bid closing date, evidenced by Annexure BR signed by a client (SAPO may contact the client for verification).

• SAPO may reject or disqualify proposals that are incomplete, late, non‑conforming, or contain false information.
• SAPO may, at its discretion, accept minor non‑compliance after clarification, or reject the bid outright.
• SAPO reserves the right to: - Not award or cancel the RFP at any time; - Negotiate with preferred or reserved bidders; - Accept part of a bid; - Split the award; - Cancel or terminate the process at any stage; - Conduct site inspections and product evaluations; - Request audited financial statements for due‑diligence; - Cancel the contract and place the supplier on the restricted‑supplier database; - Award to a lower‑scoring bidder if justified; - Correct mistakes in the bid documents; - Accept the next highest‑scoring bidder if the preferred bidder fails to sign or commence.
• Bidders must not canvass SAPO staff before award; all enquiries must be in writing.

• See the attached Excel Pricing Schedule (Annexure A) for the Northern Cape Province.
• Bidders must quote rates that include all labour, equipment, materials and consumables required to execute the service.
• The bidder warrants that the quoted prices are free of errors or omissions and that they can deliver the scope at the quoted rates.
• VAT must be applied at 15 % and all prices must be quoted in South African Rands (ZAR).

• Pricing must be submitted using the Excel Pricing Schedule (Annexure A) for the Northern Cape Province.
• All rates must be inclusive of labour, equipment, materials, consumables and applicable VAT (15 %).
• Bidders must warrant that prices are free of errors or omissions and that they can deliver the scope at the quoted rates.
• Prices must be quoted in South African Rands (ZAR).
• Ad‑hoc rates (for additional or emergency services) must be completed in full; they will not be used for benchmarking but may be applied during implementation.

• PSIRA: Valid membership certificate (minimum 1 year before closing) and Statement of Good Standing, both valid on the closing date.
• Central Supplier Database (CSD): Must be registered; provide MAAA number/PIN.
• Tax Compliance: Provide CSD PIN or printed Tax Compliance Status (TCS) certificate; SAPO will verify tax status within 7 working days.
• COIDA: Letter of Good Standing confirming registration for compensation for occupational injuries.
• B‑B‑BEE Specific Goals: Minimum ≥ 51 % Black ownership, ≥ 51 % Youth ownership, ≥ 51 % Women ownership, ≥ 1 % disability ownership. Supporting B‑B‑BEE certificates or sworn affidavits must be submitted; failure to submit results in zero points for specific goals but not disqualification.
• Restricted Suppliers: Bidders appearing on any National Treasury restricted‑supplier list will be disqualified.
• Joint Ventures/Consortia: Must submit consolidated B‑B‑BEE scorecard or certificate; proof of JV/consortium agreement required.
• Firearms: Valid Firearm Competency Certificate for the designated Armoury Manager, firearms handling procedure, firearms inventory register, and valid firearms permits.
• Experience: Minimum one (1) year of guarding experience in the past two years, evidenced by Annexure BR signed by a client.
• Other Legal Requirements: Compliance with the Firearms Control Act, PSIRA regulations, and all applicable health, safety and environmental legislation.

• Proposals must be submitted through the tender box by 2026‑08‑03 11:00 AM; late proposals will not be evaluated.
• Any amendments (erasures or correction fluid) must be initialed by the bidder.
• All documents must be in English; non‑English submissions will be rejected.
• Pricing must be quoted in South African Rands (ZAR).
• Hand‑delivered proposals must be sealed and display: bidder name, proposal description, RFP number, closing date and time, name of the intended recipient, and the bidder’s address on the reverse side.
• Uniform and equipment requirements (formal uniform, rain suit, handcuffs, metal detector, reflector jacket, baton, torch, pocket book, occurrence book, handheld radio with panic button, cell phone) must be included in the pricing annexure.
• Penalties per shift: Late posting R500, incomplete uniform R100, short posting R500, missing/ incomplete occurrence book R50, insufficient site visits R200, guards posted without firearms R500.

• SAPO may reject or disqualify any proposal that: a) lacks required data; b) is submitted after the deadline; c) does not conform to the instructions or specifications; d) contains incorrect or misleading information.
• SAPO reserves the right to: - Not award or cancel the RFP at any time; - Negotiate with preferred or reserved bidders; - Accept part of a bid; - Split the award between multiple bidders; - Cancel or terminate the process at any stage; - Conduct site inspections, product evaluations or explanatory meetings; - Request audited financial statements for due‑diligence; - Cancel the contract and have the respondent placed on the National Treasury restricted‑supplier database for up to 10 years if false information was provided; - Award the contract to a lower‑scoring bidder if justified; - Correct mistakes in the bid documents; - Accept the next highest‑scoring bidder if the preferred bidder fails to sign or commence the contract.
• No bidder may canvass SAPO staff before award; all enquiries must be made in writing to the specified contact.

• Evaluation phases: Phase 0 – compulsory briefing; Phase 1 – gate‑keeping criteria; Phase 2 – bid conditions; Phase 3 – commercial (price + specific goals); Phase 4 – due‑diligence.
• Gate‑keeping (Phase 1) requires a complete Pricing Schedule (Annexure A), valid PSIRA membership, and valid PSIRA Statement of Good Standing.
• Phase 2 requires submission of specification confirmation (Annexure BC), experience evidence (Annexure BR), proof of operational branch with secure firearm vault and control room, firearm competency certificate, firearm handling procedure, firearms inventory register, organogram, communication system proof, electronic patrol system proof, COIDA Good Standing, CSD registration, tax compliance, and declaration of no restricted‑supplier status.
• Phase 3 – Commercial scoring: Option A – Price 80 % + Specific Goals 20 %; Option B – Price 90 % + Specific Goals 10 %. Specific‑goal points are awarded for Black, Youth, Women and disability ownership, with required B‑B‑BEE certificates or sworn affidavits. Non‑submission of specific‑goal documentation yields zero points but does not disqualify the bidder.
• Phase 4 – Due‑diligence: SAPO may verify all submitted information; failure to verify results in disqualification.