Appointment of a service provider to render 24-HOUR security guarding services at various idfc properties under cluster 2 in kwazulu-natal for a period of 36 months.

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{"name":null,"email":"[email protected]","phone":"031 907 8911","department":"Email: [email protected]","address":"obvious deviation from the requirements will be eliminated."}

27.1 Proof of Public Liability

Proof of Public Liability Insurance for minimum

comprehensive cover of R5 000 000.00 must be

provided within seven (7) working days from the date of

award and remain in place for the duration of the

contract. Failure to provide it within seven (7) working

days will lead to disqualification.

27.2 Control Room

On appointment, the service provider will be required to

establish a control room/ satellite control room within a

reasonable radius of the cluster within thirty days (30)

days of award

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C.4 Section m

Certificate of authority to sign a bid

The bidder must indicate the enterprise status by ticking the appropriate box hereunder.

(I) (ii) (iii) (iv) (v) (vi)

Close companies sole partners co- joint venture /

Corporati proprieto hip operative consortium

On r

Incorporated

Unincorporated

I/We, the undersigned, being the Member(s) of Cooperative/ Sole Owner (Sole Proprietor)/ Close Corporation/

Partners (Partnership)/ Company (Representative) or Lead Partner (Joint Venture / Consortium), in the

enterprise trading as:

............................................................................................................................................

hereby authorise Mr/Mrs/Ms ...............................................................................................

acting in the capacity of ......................................................................................................

whose signature is ..............................................................................................................

to sign all documents in connection with this bid and any contract resulting therefrom on behalf of the enterprise.

Name address signature date

(If the space provided is not enough, a separate list should be attached)

Note:

Members of the enterprise must complete this form in full according to the type of enterprise, authorising the

signatory to sign all documents in connection with this bid and any contract resulting therefrom on behalf of the

enterprise.

Note: In a case of a Sole proprietor, a director may appoint himself/herself if they will be the one signing

all documents in connection with this bid and any contract resulting therefrom on behalf of the

enterprise.

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C.5 Certificate of attendance at a compulsory briefing meeting – n/a online

This is to certify that (tenderer)..............................................................................................................

of (address) ............................................................................................................................................

........................................................................................................... was represented by the person(s)

named below at the compulsory meeting held for all tenderers at: -

Date Time Site

N/a online n/a online n/a online

I / We acknowledge that the purpose of the meeting was to acquaint myself / ourselves with the site of the works

and / or matters incidental to doing the work specified in the tender documents in order for me / us to take

account of everything necessary when compiling our rates and prices included in the tender.

Particulars of Bidder’s representative attending the meeting:

Name: ................................................................ Signature: ....................................................

Capacity: ...............................................................

Attendance of the above person(s) at the meeting is confirmed by the IDFC’s representative,

namely:

Name: ............................................................. Signature: ..................................................

Capacity: ......................................................... Date and Time: ..........................................

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C.6 Procurement timelines

Procurement timeline date time

RFP Release Date 07 JULY 2026

Compulsory online briefing session and

15 JULY 2026 10:00 clarification

Written questions of clarification – closing

17 JULY 2026 16:00 date

Written response to all clarifications 16:00 23 JULY 2026

Service Provider Proposals Due 03 AUGUST24-HOUR 2026 11:00

*Indicative dates

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C.7 Terms of reference

Bidder must be a registered vendor on National Treasury Central Supplier Database (CSD) and in good standing with SARS. Must hold valid PSIRA registration and letter of good standing. Must have valid PSSPF Section 13A confirmation and COIDA letter of good standing. Must attend compulsory online briefing session. Must provide Public Liability Insurance of R5 million within 7 days of award. Must establish control room within 30 days of award. All security personnel must be PSIRA registered with valid police clearance (≤6 months) and no criminal record. Operations/Security Manager must hold Grade A PSIRA with minimum 3 years experience. Company must have capacity to deploy 49 guards (23 day/26 night) plus 2 armed supervisors and 2 dedicated patrol vehicles across 17 sites in Cluster 2.

The purpose of the bid is for the appointment of an experienced service provider to render 24 Hour security

guarding services at various IDFC properties, under Cluster 2 in Kwa-Zulu Natal. (same as the topic),

As one of the largest property portfolio holders in KwaZulu-Natal, IDFC is ideally placed to service the various

business sectors, spread through-out the province. IDFC Properties undertakes the development and

management of industrial and commercial related projects. These projects relate to the development of new

industrial and commercial properties as well as the redevelopment and expansion of existing properties.

These activities are geared towards stimulating economic growth.

The portfolio of properties is made up of 1 million square metres of industrial property and 177 000 square

metres of commercial shopping facilities, across 22 shopping centres spread throughout the province.

IDFC is the pioneer into many rural areas, bringing services and shopping closer to local communities. The

establishment of IDFC commercial centres in remote regions of the province has served as a stimulus for

development. Small business has mushroomed around the centres and in some areas, additional shopping

malls and facilities have been built.

3. Objective

The objective of the Service Provider is to provide 24-hour professional security guarding services for IDFC

Properties in Kwa-Zulu Natal, namely:

• Cluster 2

4. Contract period

The contract period will be for a period of 36 months from the date of appointment

5. Idfc site requirements

Cluster 2 – Midlands & Inland

Cluster 2 – Midlands & Inland No. of Guards Day Shift No. of Guards Night Shift

(All guards to be unarmed grade C

except for the supervisor, who must

be armed grade C)

23 26

Retail

1 Estcourt plaza 3 3

2 Madadeni shopping centre 3 2

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Cluster 2 – Midlands & Inland No. of Guards Day Shift No. of Guards Night Shift

(All guards to be unarmed grade C

except for the supervisor, who must

be armed grade C)

3 Tugela Ferry Shopping Centre 2 2

Smme

4 Mpumelelo Handicraft 0 1

5 Plessislaer Factory Units 1 1

6 Osizweni Factory Units 0 1

7 Osizweni Motor Craft 0 1

Retail

8 Eshowe Shopping Centre 2 2

9 Nkandla Shopping Centre 1 1

10 Nongoma Plaza 3 2

11 Ulundi/Ondini Shopping Centre 4 4

Smme

12 Hlabisa Factory Units 0 1

13 Nkandla Factory Units 1 1

14 Ulundi Factory Units 1 2

Commercial

15 Ulundi Office Block 1 1

16 Armed Supervisor (Grade C) 1 1

17 Dedicated 24-Hour Patrol Vehicle 2 vehicles dedicated to sites

6. Detailed duties

Functions of the Service Provider

Service Provider must:

1. Ensure that the property and guards are visited and inspected regularly. The visit must be entered

into the Occurrence Book (OB).

2. Report immediately to nominated IDFC representative any emergencies and possible illegal

activities.

3. Control and supervise all security personnel on duty.

4. Ensure that security personnel are deployed at the site on time, in correct uniform and in

possession of the necessary equipment.

5. Ensure that registers are up to date and available for inspection by IDFC representative or PSIRA

officials.

6. Submit a monthly report to the IDFC representative regarding all incidents within 10 days after the

end of the month.

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7. Make recommendations to IDFC representative with regard to improvement or preventative

measures with regard to security issues relating to a site.

8. Receive, as and when necessary instructions and requests for additional guard/reduction of guards

etc. from the nominated IDFC Representative

9. Ensure that a supervisor is contactable at all times.

10. An Active Guarding Tracking System to be installed at security locations to monitor the movement

and effectiveness of the guards on patrol. (The cost of the system will be for the account of the

service provider)

11. Provide extra security guards on emergency situation e.g unrest etc ( only on approval from

Delegated IDFC Officials)

Function of guards or service personnel:

The guard or service personnel on duty must:

1. Fill in a daily log sheet indicating the following:

• Shift start time.
• Shift end time.
• Visitors to the site – entrance and exit times.
• Inspections from Managers and IDFC representative Department.
• Inspection results and activities on hourly basis.

2. Report all emergencies and possible illegal activities to the Control Room.

3. Ensure that no unauthorised person enters the property.

4. Not allow any person to work on any common property of IDFC without prior authorisation

5. Patrol the car park and outside of the building (day and night shift) and each patrol to be

recorded in BLACK in the (OB) every hour. Patrols shall be driven by an Active Guarding

Tracking System to be installed at security locations to monitor the movement and effectiveness

of the guards on patrol.

6. Do proper handover of property, report defective equipment to the control room and control room

to arrange for replacements.

7. At all times be alert and vigilant against possible criminal activity and report such activities to the

South African Police Services (SAPS) for further investigation.

8. Not allow loitering by the public around any common property.

9. Prevent the consumption of liquor on common property.

10. Prevent unauthorised hawkers from entering the property.

11. Lock all indicated doors and or gates after hours.(where applicable)

12. Control traffic in and out of the property and ensure that vehicles drive in the right direction.

13. Immediately report all emergency maintenance issues such as defective security lights, leaking

pipes, etc. to the IDFC Maintenance Office or nominated IDFC representative.

14. Report any damage caused to IDFC property to the SAPS, obtain a case number and forward it

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to the IDFC representative and Property Management for further action.

15. Have contact numbers for Emergency Services available when required.

The following is required from all guards or security personnel:

1. Personnel must be dressed in full company security uniform when on duty and be clearly identified

(ID cards, stating name and grade) and always maintain a neat appearance.

2. Guards must be in possession of a truncheon, torch and two-way communication device when

on duty.

3. Security personnel must wear ID card whilst on duty in such a manner that it can be clearly seen.

The ID card must contain the members’ name, surname, PSIRA number, employee number and a

photo of the employee.

4. All personnel must be registered with PSIRA.

5. All personnel must have police clearance not older than six months and may not have a criminal

record.

The following is required from Service Providers:

1. The Service Providers must have a 24-hour dedicated control room

2. The control room must have an electronic two-way radio base set and an emergency back-up

service. Facilities to accommodate emergency (Panic) alarm notification by guards.

3. The control room have strict access control and it must be according to PSIRA standards. .

4. Guards must not be paid below Bargaining council salary rates.

5. The Service Provider must submit proof of Public Liability Insurance Policy providing cover against

claims (including claims related to the use and misuse of firearms and neglect of duties) against the

public or tenant employees.

6. Ensure that on-site security guards have back-up in the form of patrol vehicle in the area.

7. Service Providers will be held responsible for any damage/theft/vandalism/etc. which takes place on

the site being guarded. Service Providers should:

• Ensure proper inspection and recording of conditions on taking over of site;
• Ensure they are adequately insured for such claims

7 technical proposals

The Technical Proposals must include the following information.

7.1 Company Profile and Experience

A full and complete company profile must be provided for the bidder

7.2 Company References

This must be on a client’s letter head and include a description of projects managed by the bidder.

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7.3 Equipment, Machinery, Consumables and Uniforms

The Bidder to make a submission inclusive of all ID Cards, Equipment, patrol vehicles (vehicle

registration, logbook or finance or lease agreement), monitoring checkpoint system and Uniforms that

will be supplied for the duration of the contract. This submission must include a detailed description as

well as actual pictures or images.

7.4 Capacity of Bidder

The Bidder must provide a detailed staff posting plan on deployment, management and monitoring of

resources on site. This plan should include details on deployment of resources on site, shift handovers,

supervision of resources (both scheduled and ad-hoc).

7.5 Riots control Plan

The Bidder must also provide a detailed plan on how resources will be deployed, managed, and

monitored in cases of riot or/ looting. The plan must indicate the necessary vehicle to be used during

the riot, type of guns and number of resources to be deployed per region or/ cluster that the bidder is

bidding for. In providing your riot plan, you should have a response time to riots.

7.6 Active guard monitoring system

The bidder is required to install an active guard tracking/monitoring tool/system, which should have the

following basic functions (but not limited to):

7.6.1 Patrol starts reminders

7.6.2 Pre-defined guard rounds

7.6.3 Reporting capability

7.7 Standard Operating Procedures

The Bidder must provide a standard operating procedure on how to respond to security incidents and

threats which must include steps to be followed, contingency planning, responsibilities of personnel,

and reporting to the South African Police Service (SAPS).

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C.8 Evaluation process & criteria

The evaluation shall be conducted into three (3) stages as follows

1. Stage 1 - Administrative Compliance
2. Stage 2 - Functionality Evaluation
3. Stage 3 - Price and Specific Goals

STAGE ONE: ADMINISTRATION COMPLIANCE Yes No Noted If no,

indicate

deviation

All bids duly lodged will be examined to determine compliance

with bidding requirements and conditions. Bids with obvious

deviations from the requirements/conditions, may be eliminated

from further adjudication.

should be replaced within 7 days with a resource in

possession of the same professional registration and/or

qualifications/experience. The replace resource is

subject to the vetting of the IDFC project manager.

15 JULY 2026 10:00 clarification

Written questions of clarification – closing

17 JULY 2026 16:00 date

Written response to all clarifications 16:00 23 JULY 2026

Service Provider Proposals Due 03 AUGUST24-HOUR 2026 11:00

*Indicative dates

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C.7 Terms of reference

1. Purpose

The purpose of the bid is for the appointment of an experienced service provider to render 24 Hour security

guarding services at various IDFC properties, under Cluster 2 in Kwa-Zulu Natal. (same as the topic),

2. Background

7.1 Company Profile and Experience

documents submitted

Operations Valid minimum Grade A PSIRA certificate with at least 3 years’ 15

/ Security experience for bidders’ Operations / Security Manager

• Grade A with more than 5 years’ experience as security

manager = 15

• Grade A with between 3-5 years’ experience as security

manager = 10

• Below grade A or less than 3 years’ experience as security

manager = 0

19.1 IDFC reserves the right to carry out site inspections of

bidders to establish suitability of properties, vehicles,

etc. to perform services effectively and efficiently

• Shift start time.
• Shift end time.
• Visitors to the site – entrance and exit times.
• Inspections from Managers and IDFC representative Department.
• Inspection results and activities on hourly basis.

the site being guarded. Service Providers should:

• Ensure proper inspection and recording of conditions on taking over of site;
• Ensure they are adequately insured for such claims

specific to the service requirements and includes all items as

listed in the description above

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24-hour The bidder must have a 24-hour dedicated control room. (Please 10

dedicated provide the address and contact details of the Control Room. IDFC

control room reserves the right to perform an inspection of the control room in line

with the list of requirements as per Annexure A

14.8 PART 8: DEVIATIONS FROM REQUEST FOR BID deviation

14.8.1 Please indicate deviations or modifications to this

Request for Bid on form C13

14.8.2 If no deviations are required, please mark the form “Nil”

and sign

14.9 Part 9: pricing schedule

14.9.1 Any budget amount that may be indicated in this

document shall be deemed to be a guide only and

bidders are expected to submit a costing that is fair and

reasonable.

14.9.2 A proposed pricing schedule with one of the specified

elements (fees and reimbursable costs) omitted from

the costing, may be considered non-responsive.

14.10 Part 10: procurement timelines

14.10.1 This part of a bid documents informs bidders when the

bid process is expected to be finalized. It may not

necessarily be followed.

14.10.2 Terms of reference (TOR) are the requirements by

deviation

23.1 Pricing and specific goals evaluation will be performed

on bidders who qualified for Stage 3.

23.2 All prices submitted may be subject to negotiation

and / or matters incidental to doing the work specified in the tender documents in order for me / us to take

account of everything necessary when compiling our rates and prices included in the tender.

Particulars of Bidder’s representative attending the meeting:

Name: ................................................................ Signature: ....................................................

Capacity: ...............................................................

Attendance of the above person(s) at the meeting is confirmed by the IDFC’s representative,

namely:

Name: ............................................................. Signature: ..................................................

Capacity: ......................................................... Date and Time: ..........................................

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C.6 Procurement timelines

Pricing Schedule Final Summary - CLUSTER 2 – MIDLANDS & INLAND

• The bidder must provide a detailed breakdown of costs for each site.
• All prices indicated below must be Inclusive of vat @15% where applicable
• Ad-hoc guards will be charged at BARGAINING COUNCIL PRICING GUIDELINES rates

Bids will be considered compliant if the following documents have been submitted or condition met (whichever is applicable.

The bidder must be registered as a vendor on the National Treasury Central Supply Database (CSD), which can be found at https://secure.csd.gov.za/ in compliance with National Treasury instruction note 4a of 2016/2017, paragraph 4.2 .

The bidder must be in good standing with SARS prior to the award of the bid. and such information will be verified through Central Supply Database or using SARS efiling pin, in compliance with National Treasury instruction note /2018

SBD 1 – A completed and duly signed Invitation to bid- A resolution letter MUST be attached as per the requirement of SBD 1.

SBD4 - A completed and duly signed declaration of Interest. Should a conflict of interest not be declared or identified, the bid would be declared non- responsive. NB Bidder must ensure all pages are complete and all questions answered, you are to indicate not applicable (N/A) where appropriate

Proof of company registration the Private Security Industry Regulatory Authority (PSIRA)

Valid letter of good standing as issued by the Private Security Industry Regulatory Authority (PSIRA)

Valid section 13A confirmation letter issued by Private Security Sector Provident Fund (PSSPF)

COIDA – Valid Letter of good standing (Compensation for Occupational Injuries Disease Act)

Proof of compulsory online briefing attendance – MS Teams register will serve as proof. Failure to provide any mandatory information as requested above will result in the submission being deemed non- responsive. of 46 STAGE TWO: FUNCTIONALITY EVALUATION Responsive bids will be evaluated according to the criteria indicated on pages 26 – 28. STAGE THREE: PRICE AND SPECIFIC GOALS The 80/20 preference point system will be applicable in this tender. The lowest acceptable qualifying tender will be used to determine the accurate system once tenders are received. Bidders who obtained a minimum qualifying score of 70 points on functionality will progress to the next stage of price and specific goals based on the 80/20 preference points system for acquisition of goods or services with Rand Value equal to or below R50 million or the 90/10 preference points system for acquisition of goods/ services with Rand Value above R50 million.24-HOUR ADJUDICATION OF BID The bid shall be awarded at the sole and absolute discretion of IDFC . IDFC hereby represents that it is not obliged to award this quotation to any bidder. IDFC is entitled to retract this quotation at any time as from the date of issue. IDFC is not obliged to award this quotation to the bidder that quotes the lowest. A bidder shall be disqualified from bidding if any attempt is made either directly or indirectly to solicit and/or canvass any information from any employee or agent of IDFC regarding this quotation from the date the offer is submitted until the date of award of the bid. Awarding of contract The IDFC Service Level Agreement will be the only contract signed by both parties and will form the basis of this contract. IDFC’s standard terms and conditions will not be negotiated. IDFC reserves the right to award this bid in full or in part. IDFC reserves its right to commence services at sites damaged during public riots as an when these sites are repaired and occupied by tenants. of 46 C8.2 STAGE TWO (2) FUNCTIONALITY-THE QUALITY CRITERIA AND MAXIMUM SCORE IN RESPECT OF EACH OF THE CRITERIA ARE AS FOLLOWS: All bids will be scored on functionality as below, bids that do not meet the minimum of 70 points will be considered non- responsive and will not be considered for further evaluation. Technical Description Max Score Total criteria Points Company Bidders to provide a minimum of 2 client-signed reference letters for References provision of 24-hour security guarding services. This must be on a client’s letterhead and must include a full project listing, value and description of projects managed by the bidder. Scoring guide

4 or more client reference letters = 2 0 20

3 Client reference letters = 15

2 Client reference letters =10

Less than 2 client reference letters = 0 IDFC reserves the right to authenticate all supporting documents submitted Operations Valid minimum Grade A PSIRA certificate with at least 3 years’ 15 / Security experience for bidders’ Operations / Security Manager Manager Scoring Guide

Grade A with more than 5 years’ experience as security manager = 15

Grade A with between 3-5 years’ experience as security manager = 10

Below grade A or less than 3 years’ experience as security manager = 0 Bidders must to provide a detailed CV and a certified copy of the PSIRA certificate Equipment, The Bidder to provide a submission including the following items that 20 Consumables will be supplied for the duration of the contract: and Uniforms

• ID cards

patrol vehicles (vehicle registration, logbook or finance or lease agreement) vehicles must be branded with the company’s logo)

monitoring the checkpoint system

uniforms The submission must include a detailed description and actual pictures or images. Scoring Guide

Detailed Submission covering all items= 20

Partial or Brief submission not covering all items = 10

No submission = 0 Full points will only be allocated for a submission that is specific to the service requirements and includes all items as listed in the description above of 46 24-hour The bidder must have a 24-hour dedicated control room. (Please 10 dedicated provide the address and contact details of the Control Room. IDFC control room reserves the right to perform an inspection of the control room in line with the list of requirements as per Annexure A Scoring guide

24-hour primary dedicated control =10

No 24-hour dedicated control room =0 Capacity of The Bidder must provide: the bidder

Staff posting plan - 10 A staff posting plan on deployment, management and monitoring of resources on site. This plan should include

details on deployment of resources on site

shift handovers

monitoring of resources (both scheduled and ad- hoc monitoring)

The capabilities of the active guard monitoring system.

Points Allocation: 20 points

B-BBEE Details: stomers can only be as good as what we receive

from our service providers.

Procurement philosophy

It is the policy of IDFC, when purchasing goods and obtaining services, to follow a course of optimum

value and efficiency by adopting best purchasing practices in supply chain management, ensuring that

open and fair competition has prevailed, with due regard being had to the importance of :

a) The promotion, development and support of businesses from disadvantaged communities (small,

medium, micro enterprises, as well as established businesses within those communities) in terms

of its BBBEE Policy.

b) The promotion of national and regional local suppliers and agents before considering overseas

suppliers; and

c) The development, promotion and support for the moral values that underpin the above, in terms

of IDFC’ s Business Ethics and Guidelines which requires that all commercial conduct be based

on ethical and moral values and sound business practice. This value system governs all

commercial behaviour within IDFC.

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C.3 Conditions of bid and contract

Bidders must indicate compliance or non-compliance on a paragraph-by-paragraph basis. Indicate

compliance with the relevant bid requirements by marking the YES box and non-compliance by

marking the NO box. If the contents of the paragraph only need to be noted, please mark the NOTED

box.

Confirmation

Conditions

Yes No Noted If no, indicate

deviation

1. Guideline on completion

1.1 The bidder must clearly state if a deviation from these

requirements is offered and the reason, therefore. If an

explanatory note is provided, the paragraph reference

must be attached as an appendix to the bid submission.

Bids not completed in the manner prescribed may be

considered incomplete and rejected.

value and efficiency by adopting best purchasing practices in supply chain management, ensuring that

open and fair competition has prevailed, with due regard being had to the importance of :

a) The promotion, development and support of businesses from disadvantaged communities (small,

medium, micro enterprises, as well as established businesses within those communities) in terms

of its BBBEE Policy.

b) The promotion of national and regional local suppliers and agents before considering overseas

suppliers; and

c) The development, promotion and support for the moral values that underpin the above, in terms

of IDFC’ s Business Ethics and Guidelines which requires that all commercial conduct be based

on ethical and moral values and sound business practice. This value system governs all

commercial behaviour within IDFC.

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C.3 Conditions of bid and contract

1.1 The bidder must clearly state if a deviation from these

requirements is offered and the reason, therefore. If an

explanatory note is provided, the paragraph reference

must be attached as an appendix to the bid submission.

may amend or amplify the tender documents to each

tenderer during the period from the date that tender

documents are available until seven days before the

tender closing time stated in the Tender Data. If, as a

result a tenderer applies for an extension to the closing

time stated in the Tender Data, the Employer may grant

such extension and, shall then notify those tendering

entities appearing on the attendance list

21.2

the tendering entity. Addenda will be issued to and

tenders will be received only from those tendering

entities appearing on the attendance list

21.3

and effectiveness of the guards on patrol. (The cost of the system will be for the account of the

service provider)

11. Provide extra security guards on emergency situation e.g unrest etc ( only on approval from

Delegated IDFC Officials)

(ID cards, stating name and grade) and always maintain a neat appearance.

service. Facilities to accommodate emergency (Panic) alarm notification by guards.

5.1 Copyright of all documentation relating to this

assignment belongs to IDFC. The successful bidders

may not disclose any information, documentation or

products to other clients without the written approval of

the accounting authority or the delegate.

5.2 All the intellectual property rights arising from the

execution of this Agreement shall vest in IDFC. and the

service provider undertakes to honour such intellectual

property rights and all future rights by keeping the

know-how and all published and unpublished material

confidential.

5.3 In the event that the service provider would like to use

any information or data generated in terms of the

9.1 The waiver (whether express or implied) by any Party

of any breach of the terms or conditions of this

remedy of the waiving party in respect of any continuing

or other breach of the terms and conditions hereof

9.2 No favour, delay, relaxation or indulgence on the part

of any Party in exercising any power or right conferred

on such Party in terms of this Agreement shall operate

as a waiver of such power or right nor shall any single

or partial exercise of any such power or right under this

26.1 The contract will be for a period of 36 months from date

of appointment.

27 special condition

27.1 Proof of Public Liability

Bidders must complete C3. Indicating compliance/non-

compliance or noted. In case of non-compliance details

and referencing to the specific paragraph is required.

14.4 Part 4: SARS tax status

In compliance with National Treasury instruction note /2018, the bidder must be in good standing with

SARS prior to the award of the bid. and such

information will be verified through Central Supply

Database or using SARS efiling pin). In case of a

consortium/ joint venture, or where sub-contractors are

utilized, each consortium/ joint venture member and/or

sub-contractor (individual) must be compliant with

SARS.

Yes No Noted If no, indicate

14. 5 PART 5: deviation

Certificate of Authority to Sign a Bid

Declaration of Interest

14.5.1 Bidders must complete and submit the Declaration

forms.

A bidder must complete the relevant part of the

document and must indicate who is delegated to

communicate or deal with IDFC. Any other irrelevant

sections to the tendering entity must be marked ‘N/A’.

14.6 Part 6: joint venture/consortium

Agreement

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14.6.1 A copy of the joint venture/consortium agreement must

be included.

14.7 Part 7: technical proposal/functionality

Proposal

14.7.1 Bidders must, at least:

14.7.1. Describe, in detail, exactly how they propose to carry

1 out the activities to achieve the outcomes identified in

the terms of reference. They should identify any

possible problems that might hinder delivery and

indicate how they will avoid or overcome such

problems.

14.7.2 The bidder must confirm, by providing letters of

reference from previous/current clients including

contact details, for the previous, current, or ongoing

projects of similar nature. This may be verified by IDFC.

Yes No Noted If no, indicate

14.8 PART 8: DEVIATIONS FROM REQUEST FOR BID deviation

14.8.1 Please indicate deviations or modifications to this

Request for Bid on form C13

14.8.2 If no deviations are required, please mark the form “Nil”

and sign

14.9 Part 9: pricing schedule

14.9.1 Any budget amount that may be indicated in this

document shall be deemed to be a guide only and

bidders are expected to submit a costing that is fair and

reasonable.

14.9.2 A proposed pricing schedule with one of the specified

elements (fees and reimbursable costs) omitted from

the costing, may be considered non-responsive.

14.10 Part 10: procurement timelines

14.10.1 This part of a bid documents informs bidders when the

bid process is expected to be finalized. It may not

necessarily be followed.

14.10.2 Terms of reference (TOR) are the requirements by

IDFC When a proposal is submitted, a bidder must be

certain that TOR are understood and has the capacity

to offer a specified service.

14.11 VAT

14.11.1 IDFC is a VAT Vendor. Prices quoted must include VAT

(where applicable).

14.11.2 IDFC reserves the right to request the preferred bidder

to register for VAT if the award is anticipated to be more

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than R2.3m in total for 12 conservative months as the

VAT Act requires.

15 presentations

15.1 IDFC reserves the right to invite bidders for

presentations before the award of the bid.

15.2 Presentation may affect the points awarded for N/A

functionality.

Yes No Noted If no, indicate

16 NEGOTIATION deviation

16.1 IDFC has the right to enter negotiation with a

prospective contractor regarding any terms and

conditions, including price(s), of a proposed contract.

16.2 IDFC shall not be obliged to accept the lowest or any

financial offer or proposal. Furthermore, IDFC reserve

the right not to award the tender to highest ranking

bidder in terms of SCM Policy.

16.3 All bidders will be informed whether they have been

successful or not. A contract will only be deemed to be

concluded when reduced to writing in a contract form

signed by the designated responsible person of both

parties.

17 domicilium

17.1 The parties hereto choose domicilium citandi et

executandi for all purposes of and in connection with

the final contract as follows:

Ithala Trade Centre

29 Canal Quay Road (for GPS 29 Signal Road)

Point Waterfront

Durban

18 cost of bid preparation

18.1 Bidders shall prepare and submit a bid at their own

expense.

Site inspections

19.1 IDFC reserves the right to carry out site inspections of

bidders to establish suitability of properties, vehicles,

etc. to perform services effectively and efficiently

Bid validity period

20.1

Bid will be valid for a period of 120 days

20.2

The bidder must hold the tender offer(s) valid for

acceptance by the employer at any time during the

validity period stated in the tender data after the closing

time stated in the tender data.

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20.3

If requested by the employer, the bidder must consider

extending the validity period stated in the tender data

for an agreed additional period.

21 issue addenda

Yes No Noted If no, indicate

deviation

21.1

If necessary, the employer may issue addenda that

may amend or amplify the tender documents to each

tenderer during the period from the date that tender

documents are available until seven days before the

tender closing time stated in the Tender Data. If, as a

result a tenderer applies for an extension to the closing

time stated in the Tender Data, the Employer may grant

such extension and, shall then notify those tendering

entities appearing on the attendance list

21.2

Tenderers must sign the attendance list in the name of

the tendering entity. Addenda will be issued to and

tenders will be received only from those tendering

entities appearing on the attendance list

21.3

The bidder must acknowledge receipt of addenda to the

tender documents, which the employer may issue.

Submitting of fraudulent documents

22.1

IDFC will disregard the bid of any bidder if that bidder

or any of its directors have abused the institution’s

supply chain management system and or committed

fraud or any other improper conduct in relation to such

system.

22.2

IDFC will list bidders/ directors in the list of restricted

suppliers, and they will not conduct any business with

an organ of state.

22.3

All documentation will be verified and bidders who have

submitted fraudulent documentation will be disqualified

from further evaluation and reported to the relevant

authorities.

23 EVALUATION ON PRICE AND SPECIFIC GOALS Yes No Noted If no, indicate

deviation

23.1 Pricing and specific goals evaluation will be performed

on bidders who qualified for Stage 3.

23.2 All prices submitted may be subject to negotiation

24 adjudication of bid

24.1 The Bid Adjudication Committee will consider the

recommendations and make the final award.

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24.2 The bid shall be awarded at the sole and absolute

discretion of IDFC. IDFC hereby represents that it is not

obliged to award this bid to any bidder. IDFC is entitled

to retract this bid at any time as from the date of issue.

IDFC is not obliged to award this bid to the bidder that

quotes the lowest.

24.3 A bidder shall be disqualified from bidding if any attempt

is made either directly to solicit and/or canvass any

information from any employee or agent of IDFC

regarding this bid from the date the offer is submitted

until the date of award of the bid.

25 Awarding of contract

25.1 IDFC reserves the right to award this bid in full or in part.

25.2 IDFC reserves the right to review the number of guards

from time to time

26 contract period

26.1 The contract will be for a period of 36 months from date

of appointment.