Safe code and combination change services – government tender in gauteng

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Returnable Documents: 3. PREFERENCE POINTS CLAIM FORM (SBD 6.1), VAT REGISTRATION

Eligible bidders must: (1) Be registered on the Central Supplier Database (CSD); (2) Be tax compliant with SARS (TCS PIN or certificate); (3) Not be in the service of the state, nor have directors who are persons in the service of the state; (4) Not be listed on the Register for Tender Defaulters or List of Restricted Suppliers; (5) Have the technical capability to perform KABA Lock code and combination changes for category 5 safes; (6) Be able to provide onsite services at the DEEC; (7) Meet specific goals criteria to claim preference points (black women-owned, youth-owned, black-owned, or SMME status with supporting documentation including CSD report, certified ID copies of directors, and financial statements). Foreign suppliers must answer the foreign supplier questionnaire regarding RSA residency, branches, permanent establishment, income sources, and tax liability.

Part a

Invitation to bid

You are hereby invited to bid for requirements of the south

African diamond and precious metals regulator

BID NUMBER: RFQ 170-2026 CLOSING DATE & TIME: 06 August 2026

@11:00Am

Appointment of a service provider for the provision of safe code and

Combination change services for a period of three (3) years at the deec.

Bid response documents must be submitted to the email address

Provided below

Kindly furnish us with a written quotation as detailed in the enclosed schedule.

The quotation must be submitted on the letterhead of your business and a excel spreadsheet

submitted not later than 07 August 2026 @11hH00 AM to email address:

[email protected]

Bidding procedure enquiries technical enquiries may be

May be directed to directed to:

Contact person contact people

M Makume N Mavuma

Telephone number telephone number

(011) 223 7000 (011) 223 7000

Facsimile number facsimile number

E-mail address e-mail address

[email protected] [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone code number

Number

Cellphone

Number

Facsimile code number

Number

E-mail address

VAT registration

Number

Supplier tax or

Central

The purpose of this bidding document is to appoint a bidder/service provider that can

provide service to change safe codes and combinations at the DEEC on a quarterly basis

for a period of three (3) years.

1.1. for the Diamond Exchange and Export Centre (DEEC).

1.2. The service provider must understand that the purpose of safe is to strengthen

DEEC's internal control measures by ensuring the safekeeping of diamonds in accordance

with sound risk management, asset management, and security practices.

1.3. The service also support compliance with applicable legislation, internal policies, and

audit requirements by maintaining the integrity and accountability of diamonds while

they are in the custody of the DEEC.

1.4. The services of a qualified service provider are required to change the safe lock

combination to maintain the security of diamonds placed at DEEC, safeguard diamonds,

and minimize the risk of unauthorized access, theft, or other security breaches.

2.1. The Diamond Regulations of the Diamonds Act, 1986 prescribe that unpolished

(rough) diamonds intended for export must be offered at the DEEC for a minimum of

four (4) consecutive working days prior to the export of such unpolished diamonds. The

Diamond Exchange and Export Centre (DEEC) is mandated to facilitate the buying,

selling, exporting, and importing of diamonds within the Republic in terms of Section

59A(b) of the Diamonds Second Amendment Act, 2005.

2.2. In fulfilling of this mandate, The DEEC is responsible for the handling, and secure

storage of high-value diamonds in the execution of its legislative and regulatory

mandate. To protect these diamonds, the DEEC maintains secure storage facilities that

are accessible only to authorized officials.

2.3. As part of the DEEC's security and risk management framework, the safe lock

combination must be changed periodically to maintain the integrity of access controls

and minimize the risk of unauthorized access. Regular changes to the safe combination

are an essential internal security measure that strengthens accountability, protects

diamonds placed at the DEEC, and ensures that only designated officials have access to

diamonds held in the custody of the DEEC tenders.

2.4. It is imperative that access to the safe is strictly controlled and limited to authorized

personnel.

2.5. The service to change the safe combination is essential to maintain the integrity and

security of DEEC's diamond storage facilities.

3. Scope of services required

3.1. The successful bidder/service provider be able to provide.

Type of Activity/Task Frequency Timelines

❖ Onsite Changing of KABA Lock codes and Quarterly +-3hr

combination (for 2 category 5 safes)

❖ Provide onsite emergency support. As and when required +-3hrs (Depending on

service required)

3.2. The successful bidder/service provider must also be able deliver the service within

30 days of the purchase order or the next service date, commencing from the date of

contract signing or PO issuance.

STATUS SYSTEM PIN: SUPPLIER DATABASE No: B-BBEE STATUS LEVEL [TICK APPLICABLE BOX] B-BBEE [TICK STATUS LEVEL APPLICABLEVERIFICATION Yes ☐ No ☐ BOX]CERTIFICATE SWORN AFFIDAVIT Yes ☐ No ☐ [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMEs & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED Yes ☐ No ☐ REPRESENTATIVE IN SOUTH [IF YES ENCLOSE PROOF] AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED? ARE YOU A FOREIGN BASED Yes ☐ No ☐ SUPPLIER FOR THE GOODS [IF YES, ANSWER THE /SERVICES /WORKS QUESTIONNAIRE BELOW] OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES ☐ NO ☐ DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES ☐ NO ☐ DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES ☐ NO ☐ DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES ☐ NO ☐ IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES ☐ NO ☐ IF THE ANSWER IS "NO" TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. PART B

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided (not to be re-typed) or in the manner prescribed in the bid document. 1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential procurement regulations, 2022, the general conditions of contract (gcc) and, if applicable, any other special conditions of contract. 1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER'S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA EFILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE. NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: .............................................................................. CAPACITY UNDER WHICH THIS BID IS SIGNED: .............................................................................. (Proof of authority must be submitted e.g. company resolution) DATE: .............................................................................. SBD 4 BIDDER'S DISCLOSURE

PURPOSE OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process.

Bidder's declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1 in the enterprise, employed by the state? YES/NO 2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 1thepower,byonepersonoragroupofpersonsholdingthemajorityoftheequityofan enterprise,alternatively,theperson/shavingthedecidingvoteorpowertoinfluenceorto directthecourseanddecisionsoftheenterprise. 2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.2.1 If so, furnish particulars: .......................................................................................................................................... .......................................................................................................................................... 2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.3.1 If so, furnish particulars: .......................................................................................................................................... ..........................................................................................................................................

Points Allocation: 20 points

B-BBEE Details: 4.1 A maximum of 20 points to be awarded to a bidder for the specific goals listed on the

SADPMR preferential procurement policy as follows:

Special Goals 80/20 Points Relevant Evidence

System

Enterprises owned by black 5 Latest CSD Report and certified ID

women. copies of directors

Entities that are small, 5 Latest CSD Report and financial

medium, and micro statement

enterprises.

Entities owned by black 5 Latest CSD Report and certified ID

people. copies of directors

Enterprises owned by 5 Latest CSD Report and certified ID

youth. copies of directors

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3

❖ Onsite Changing of KABA Lock codes and Quarterly +-3hr

combination (for 2 category 5 safes)

❖ Provide onsite emergency support. As and when required +-3hrs (Depending on

service required)

3.2. The successful bidder/service provider must also be able deliver the service within

30 days of the purchase order or the next service date, commencing from the date of

contract signing or PO issuance.

4. Specific goals

4.1 A maximum of 20 points to be awarded to a bidder for the specific goals listed on the

4.3. Name of company/firm

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

4.4. Company registration number:

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

4.5. Type of company/ firm

☐ Partnership/Joint Venture / Consortium

☐ One-person business/sole propriety

☐ Close corporation

☐ Public Company

☐ Personal Liability Company

☐ (Pty) Limited

☐ Non-Profit Company

☐ State Owned Company [TICK APPLICABLE BOX]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to

the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person's conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having

to make less favorable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only

the shareholders and directors who acted on a fraudulent basis, be restricted from

obtaining business from any organ of state for a period not exceeding 10 years, after the

audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

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

Signature(s) of tenderer(s)

Surname and name: ..............................................................................

Date: ..............................................................................

Address: ..............................................................................

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

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

with sound risk management, asset management, and security practices.

1.3. The service also support compliance with applicable legislation, internal policies, and

audit requirements by maintaining the integrity and accountability of diamonds while

they are in the custody of the DEEC.

1.4. The services of a qualified service provider are required to change the safe lock

combination to maintain the security of diamonds placed at DEEC, safeguard diamonds,

and minimize the risk of unauthorized access, theft, or other security breaches.

2. Background

2.1. The Diamond Regulations of the Diamonds Act, 1986 prescribe that unpolished

(rough) diamonds intended for export must be offered at the DEEC for a minimum of

four (4) consecutive working days prior to the export of such unpolished diamonds. The

Diamond Exchange and Export Centre (DEEC) is mandated to facilitate the buying,

selling, exporting, and importing of diamonds within the Republic in terms of Section

59A(b) of the Diamonds Second Amendment Act, 2005.

2.2. In fulfilling of this mandate, The DEEC is responsible for the handling, and secure

storage of high-value diamonds in the execution of its legislative and regulatory

mandate. To protect these diamonds, the DEEC maintains secure storage facilities that

are accessible only to authorized officials.

2.3. As part of the DEEC's security and risk management framework, the safe lock

combination must be changed periodically to maintain the integrity of access controls

and minimize the risk of unauthorized access. Regular changes to the safe combination

are an essential internal security measure that strengthens accountability, protects

diamonds placed at the DEEC, and ensures that only designated officials have access to

diamonds held in the custody of the DEEC tenders.

2.4. It is imperative that access to the safe is strictly controlled and limited to authorized

personnel.

2.5. The service to change the safe combination is essential to maintain the integrity and

security of DEEC's diamond storage facilities.

Preference points claim form in terms of the preferential

This preference form must form part of all tenders invited. It contains general

information and serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

The applicable preference point system for this tender is 80/20.

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC 100

of this tender to claim points for specific goals with the tender, will be interpreted to

mean that preference points for specific goals are not claimed.

preferences, in any manner required by the organ of state.

80 points for price

20 points for specific goals as follows

• Enterprises owned by black women - 5 points
• Entities owned by youth - 5 points
• Entities owned by black people. - 5 points
• Entities that are small, medium and micro enterprises. – 5 points

Tel: (011) 223 7000

3. Preference points claim form (sbd 6.1)

BID NUMBER: RFQ 170-2026 CLOSING DATE & TIME: 06 August 2026

(011) 223 7000 (011) 223 7000