Appointment of a service provider to render 24 hour security guarding services at madadeni industrial estate in kwazulu-natal for a period of 36 months

Compulsory online briefing session: 03 September 2026, 10:00–12:00, via Microsoft Teams (link provided in the bid document). Attendance is mandatory; the MS Teams register serves as proof. Written questions of clarification close: 07 September 2026 at 16:00. Written responses to clarifications: 10 September 2026 at 16:00. Proposals due: 23 September 2026 at 11:00.

A compulsory online briefing session will be held on 03 September 2026 at 10:00-12:00. The session will be held online via Microsoft Teams. The link to join is https://teams.microsoft.com/meet/384093099230263?p=dpjAlNd5AqgFqWJ8kb. Attendance at the briefing is mandatory and proof of attendance (MS Teams register) is required for compliance.

Procurement and technical enquiries: Supply Chain Management Unit, email [email protected], tel 031 907 8911. Complaints regarding supply chain management abuses: Larissa Warren, tel 031 907 8610, email [email protected], or anonymous toll-free hotline 0800 0004 82.

Submission method: sealed envelope deposited in the tender box at Ithala Trade Centre, 29 Canal Quay Road (for GPS use 29 Signal Road), Point Waterfront, Durban, by 11:00 on 23 September 2026. One original and one electronic (USB) copy must be submitted. Bids must be on the original IDFC documentation, completed in black ink, and not reproduced. Telegraphic, telephonic, telex, facsimile, e-mail and late tenders will not be accepted. Bids with obvious deviations may be eliminated. Bidders must complete all returnable documents, including SBD 1 (Invitation to Bid) with a resolution letter, SBD 4 (Declaration of Interest), Certificate of Authority to Sign a Bid, and the bid summary (C14). A joint venture/consortium agreement must be included if applicable. Deviations must be noted on form C13, or marked 'Nil' and signed. Bids must be valid for 120 days from closing date.

Returnable documents include: completed and signed SBD1 (Invitation to Bid) with resolution letter; SBD4 (Declaration of Interest); proof of PSIRA registration and good standing; PSSPF section 13A confirmation letter; COIDA letter of good standing; proof of compulsory briefing attendance; completed pricing schedule; technical proposal as per terms of reference; joint venture/consortium agreement if applicable; deviations form (C13); and any other documents specified in the bid document.

Evaluation is in three stages: Stage 1 – Administrative Compliance; Stage 2 – Functionality; Stage 3 – Price and Specific Goals. Bidders must pass Stage 1 to proceed. Functionality is scored out of 100; a minimum of 70 points is required to progress to Stage 3. Functionality criteria: Company References (max 20 points – 4+ references = 20, 3 = 15, 2 = 10, fewer than 2 = 0); Operations/Security Manager with Grade A PSIRA certificate (max 15 points – more than 5 years' experience = 15, 3–5 years = 10, below Grade A or less than 3 years = 0); Equipment, Consumables and Uniforms submission (max 20 points – detailed covering all items = 20, partial = 10, none = 0); 24-hour dedicated control room (max 10 points – yes = 10, no = 0); Capacity of the bidder – staff posting plan (max 10 points) and resources (max 10 points, including 10 certified PSIRA certificates for guards); Riots plan (max 15 points – project plan 5, types of firearms and valid company firearm licences 5, 2 security guard firearm competency certificates 5). Stage 3 uses the 80/20 preference point system: Price 80 points, Specific Goals 20 points. The 90/10 system applies if the Rand value exceeds R50 million. All prices may be subject to negotiation. IDFC is not obliged to accept the lowest or any bid.

Scope: 24-hour professional security guarding services at Madadeni Industrial Estate, KwaZulu-Natal, for 36 months. Staffing requirements (all guards unarmed Grade C except armed supervisors): 4 Grade C guards day shift (Monday–Sunday); 4 Grade C guards night shift; 1 armed supervisor (Grade C) day shift; 1 armed supervisor (Grade C) night shift; 1 dedicated 24-hour site patrol vehicle. Duties include: regular property and guard inspections recorded in the Occurrence Book; immediate reporting of emergencies and illegal activities; supervision of security personnel; ensuring timely deployment in correct uniform and with equipment; maintaining registers for inspection by IDFC or PSIRA; monthly incident reports within 10 days of month-end; a contactable supervisor at all times; installation of an Active Guarding Tracking System (cost for the service provider's account); provision of extra guards in emergencies on approval. Guards must: complete daily log sheets (shift times, visitors, inspections, hourly activities); report emergencies to the control room; prevent unauthorised entry; patrol car park and building hourly, recorded in black in the Occurrence Book; monitor CCTV once installed; report criminal activity to SAPS; prevent loitering, liquor consumption and unauthorised hawkers; lock doors/gates after hours; control traffic; report maintenance issues and damage (obtaining a SAPS case number for damage). Personnel requirements: full company uniform, visible ID card with name, surname, PSIRA number, employee number and photo; possession of truncheon, torch and two-way communication device; PSIRA registration; police clearance not older than six months and no criminal record. Service provider requirements: 24-hour dedicated control room with two-way radio base set and emergency back-up, access control per PSIRA standards; guards paid not below Bargaining Council rates; proof of Public Liability Insurance covering firearms misuse and neglect of duties; on-site back-up patrol vehicle; responsibility for damage/theft/vandalism on site, with adequate insurance. Technical proposal must include: company profile, client references on letterhead, equipment/uniforms submission with pictures, staff posting plan, riots control plan (with response time, vehicles, firearms, resources), active guard monitoring system (patrol reminders, pre-defined rounds, reporting), and standard operating procedures for incident response and SAPS reporting.

Technical proposals must include: Company Profile and Experience; Company References (on client's letterhead with description of projects); Equipment, Machinery, Consumables and Uniforms (detailed description and pictures); Capacity of Bidder (staff posting plan on deployment, management and monitoring of resources, including shift handovers and supervision); Riots Control Plan (detailed plan on deployment, management and monitoring of resources in case of riots/looting, including vehicles, firearms, and response time); Active Guard Monitoring System (with patrol start reminders, pre-defined guard rounds, and reporting capability); Standard Operating Procedures (response to security incidents and threats, including steps, contingency planning, responsibilities, and reporting to SAPS).

Bidders must provide a minimum of 2 client-signed reference letters for provision of 24-hour security guarding services, on client's letterhead, including full project listing, value, and description. The Operations/Security Manager must hold a valid minimum Grade A PSIRA certificate with at least 3 years' experience. Bidders must provide detailed CVs and certified copies of PSIRA certificates. For resources, certified copies of valid PSIRA certificates for security guards (10 certificates for Madadeni Industrial Estate) and a detailed listing of company employees as issued by PSIRA are required.

IDFC reserves the right to carry out site inspections of bidders to establish suitability of properties, vehicles, etc. Guards must maintain daily log sheets with shift times, visitor times, inspections and hourly activities. Service providers must ensure proper inspection and recording of conditions on taking over the site. The 24-hour dedicated control room is subject to inspection by IDFC in line with Annexure A requirements.

Pricing Schedule: Bidders must provide a detailed breakdown of costs for each site. All prices must be inclusive of VAT at 15% where applicable. Ad-hoc guards will be charged at Bargaining Council pricing guidelines rates. The pricing schedule includes: 4x Grade C day shift (Monday-Sunday), 4x Grade C night shift (Monday-Sunday), 1x Armed Supervisor (Grade C) day shift, 1x Armed Supervisor (Grade C) night shift, 1x Dedicated 24-hour site patrol vehicle. Prices must be provided for Year 1, Year 2, and Year 3, with a total for 3 years. Bidders must comply with the Bargaining Council Illustrative Pricing Guide rates as indicated by the National Bargaining Council for the Private Security Sector. Non-compliant wage rates will lead to disqualification. An Annexure A pricing template must be completed for areas 1 and 3, where applicable.

Pricing: detailed breakdown of costs for each site; all prices inclusive of VAT at 15% where applicable. Ad-hoc guards charged at Bargaining Council pricing guidelines rates. Pricing schedule covers Year 1, Year 2 and Year 3 for: 4x Grade C day shift, 4x Grade C night shift, 1x Armed Supervisor day shift, 1x Armed Supervisor night shift, 1x dedicated 24-hour patrol vehicle. Total price for 3 years required. Bidders must comply with the Bargaining Council Illustrative Pricing Guide rates; non-compliant wage rates lead to disqualification. Annexure A pricing template must be completed for areas 1 and 3 where applicable. Payment: 30 days after receipt of an acceptable, valid invoice complying with VAT Act section 20. Bids valid for 120 days. Public Liability Insurance of minimum R5,000,000 must be provided within 7 working days of award and maintained for the contract duration; failure leads to disqualification. No other bonds or guarantees are specified.

Mandatory for Stage 1: registration on the National Treasury Central Supplier Database (CSD); good standing with SARS (verified via CSD or SARS efiling PIN); completed and signed SBD 1 (Invitation to Bid) with a resolution letter; completed and signed SBD 4 (Declaration of Interest) – failure to declare a conflict of interest renders the bid non-responsive; proof of PSIRA company registration; valid PSIRA letter of good standing; valid section 13A confirmation letter from the Private Security Sector Provident Fund (PSSPF); valid COIDA letter of good standing; proof of compulsory online briefing attendance (MS Teams register). Each consortium/joint venture member and sub-contractor must be SARS compliant. Bidders must not be persons in the service of the state, or companies/close corporations with directors/members in the service of the state. Fraudulent documentation leads to disqualification and listing as a restricted supplier.

A valid COIDA letter of good standing is a mandatory requirement for administrative compliance. Guards must be in possession of a truncheon, torch and two-way communication device when on duty. The control room must have an emergency back-up service and facilities for panic alarm notification.

The IDFC Service Level Agreement will be the only contract signed and will not be negotiated. Confidentiality obligations apply to all bid information. Intellectual property arising from the contract vests in IDFC. Payment terms: 30 days after receipt of an acceptable, valid invoice. Warranties: service provider must be able to conclude the agreement to IDFC's satisfaction; unavailable resources must be replaced within 7 days with a resource of the same professional registration/qualifications, subject to IDFC project manager vetting. Waiver of a breach does not prejudice remedies for continuing or other breaches. Bid validity period is 120 days. IDFC may issue addenda up to seven days before closing; bidders must acknowledge receipt. Fraudulent documents lead to disqualification and listing as a restricted supplier. IDFC reserves the right to award in full or in part, to negotiate, and not to award to the lowest or highest-ranking bidder. Contract period is 36 months from date of appointment.

Special conditions: Proof of Public Liability Insurance for minimum comprehensive cover of R5,000,000.00 must be provided within seven working days from date of award and remain in place for the duration of the contract. Failure to provide it will lead to disqualification. On appointment, the service provider must establish a control room/satellite control room within a reasonable radius of the site within thirty days of award.

Mandatory requirements for Stage 1 administrative compliance: registration on National Treasury Central Supplier Database (CSD); good standing with SARS (verified via CSD or SARS efiling PIN); completed and signed SBD1 (Invitation to Bid) with resolution letter; completed and signed SBD4 (Declaration of Interest); proof of company registration with Private Security Industry Regulatory Authority (PSIRA); valid letter of good standing from PSIRA; valid section 13A confirmation letter from Private Security Sector Provident Fund (PSSPF); valid COIDA letter of good standing; proof of compulsory online briefing attendance. Failure to provide any mandatory information will result in the bid being deemed non-responsive.

The evaluation is conducted in three stages: Stage 1 - Administrative Compliance; Stage 2 - Functionality Evaluation; Stage 3 - Price and Specific Goals. The 80/20 preference point system applies. Bidders must obtain a minimum of 70 points on functionality to progress to Stage 3. Functionality criteria include: Company References (max 20 points), Operations/Security Manager (max 15 points), Equipment/Consumables/Uniforms (max 20 points), 24-hour dedicated control room (max 10 points), Capacity of the bidder (max 20 points), and Riots plan (max 15 points). Total functionality score is 100 points. Stage 3: Price (80 points) and Specific Goals (20 points).