Three-year safe code and combination change services for the deec (RFQ 178-2026)

Compulsory briefing (virtual)

• Date: 20 October 2026
• Time: 09:00
• Venue: Microsoft Teams
• Join link: https://teams.microsoft.com/meet/375196437738988?p=0eClG9Nv4ngI7gBGLR
• Attendance is compulsory.

Closing

• Date: 22 October 2026
• Time: 11:00
• Submission: email to [email protected]

Compulsory virtual briefing session

• Date: 20 October 2026
• Time: 09:00
• Venue: Microsoft Teams
• Join link: https://teams.microsoft.com/meet/375196437738988?p=0eClG9Nv4ngI7gBGLR
• Attendance is compulsory.

Administration and bidding procedure enquiries

• Contact: Mr Mmoloki Makume
• Email: [email protected]
• Telephone: (011) 223 7000

Technical and specification enquiries

• Contact: Mr Njabulo Mavuma
• Email: [email protected]
• Telephone: (011) 223 7000

Facsimile: (011) 334 8898

Submission email

• [email protected]

Postal address

South African Diamond and Precious Metals Regulator

P.O. Box 16001

Doornfontein

2028

Issued by: the Chief Executive Officer, South African Diamond and Precious Metals Regulator

All enquiries must be submitted in writing to the designated contacts.

Submission method

• Email only, to [email protected].
• Closing: 22 October 2026 at 11:00. Late submissions are not considered.
• The quotation must be on the bidder's business letterhead and accompanied by a completed Excel spreadsheet.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any state employment or relationship with the procuring institution; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims the specific-goal preference points and must be supported by the evidence listed in the evaluation criteria.
• SBD 7 (Contract Form): completed and signed by the successful bidder only.
• Certified copy of the bidder's identity document.
• CSD full registration report.
• B-BBEE certificate or sworn affidavit (EMEs and QSEs).
• CIPC registration documents.
• Proof of authority to sign, such as a company resolution.
• Signed reference letters from current or previous clients where required by the specifications.

Disqualification risks

• Bids received after the closing time.
• Any mandatory document, declaration, schedule or certificate omitted.
• Non-compliance with the mandatory specifications, terms or conditions.
• False, misleading, incomplete or fraudulent information.
• Being listed on the Register of Tender Defaulters or the List of Restricted Suppliers.
• Canvassing or attempting to influence SADPMR officials.
• All enquiries must be submitted in writing to the designated contacts.

Submission format

• Quotation on the bidder's business letterhead, with a completed Excel spreadsheet.
• Submit by email to [email protected] by 22 October 2026 at 11:00.

Documents to attach

• Certified copy of identity document.
• CSD full registration report.
• B-BBEE certificate or B-BBEE sworn affidavit.
• CIPC documents.

Experience evidence

• Where the specifications require it, signed reference letters from current or previous clients showing successful delivery of similar services.
• Reference letters should indicate the contract value, the contract period, and the industry or sector in which the services were delivered.

Preference point system

• 80/20 system under the Preferential Procurement Regulations, 2022.
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals (20 points)

• Enterprises owned by black women: 5 points.
• Enterprises owned by youth: 5 points.
• Enterprises owned by black people: 5 points.
• Small, medium and micro enterprises: 5 points.

Evidence for goal points

• Black women-owned, black-owned and youth-owned enterprises: latest CSD report and certified identity document copies of directors.
• SMMEs: latest CSD report and financial statement.
• Points are not allocated where the supporting documents are not submitted.
• SADPMR may require a bidder to substantiate any preference claim before or after adjudication.

Evaluation stages

• Administrative compliance check against the mandatory documents and requirements.
• Price scored on the 80/20 formula; specific goals scored on the evidence submitted.
• No minimum qualifying score is stated.
• SADPMR may award to a bidder that is neither the lowest priced nor the highest scoring, and may negotiate with preferred bidders.

Scope of services

• Onsite changing of KABA lock codes and combinations on 2 category 5 safes at the Diamond Exchange and Export Centre (DEEC).
• Frequency: quarterly.
• Duration per visit: approximately 3 hours.
• Onsite emergency support as and when required, approximately 3 hours depending on the service required.
• Service must be delivered within 30 days of the purchase order or by the next service date, counted from contract signing or purchase order issuance.

Contract period

• Three (3) years.

Purpose

• Maintain the integrity of access controls over the safes holding diamonds in DEEC custody.
• Support DEEC's internal control, risk management, asset management and security practices, and its compliance with legislation, internal policies and audit requirements.
• Reduce the risk of unauthorised access, theft or other security breaches.
• Access to the safes is restricted to authorised personnel.

Context

• The Diamond Regulations of the Diamonds Act, 1986 require rough diamonds intended for export to be offered at the DEEC for at least four consecutive working days before export.
• The DEEC is mandated under Section 59A(b) of the Diamonds Second Amendment Act, 2005 to facilitate the buying, selling, exporting and importing of diamonds.

Reference letters

• Where the specifications require it, bidders must submit signed reference letters from current or previous clients showing successful delivery of similar services.
• Reference letters should state the contract value, the contract period, and the industry or sector in which the services were delivered.

Verification

• SADPMR may conduct due diligence investigations and independently verify all information submitted by bidders.

Verification and due diligence

• SADPMR may conduct site inspections, due diligence investigations, product evaluations, explanatory meetings, reference checks and verification exercises at the bidder's premises, client sites or any other location, before or after adjudication.
• SADPMR may request additional information, agreements, supporting documents or clarifications to verify what the bidder submitted.
• SADPMR may correct errors, omissions, ambiguities or inconsistencies in the bid documents or process at any stage.
• SADPMR may amend specifications, conditions, validity periods or closing dates before the closing date, communicating changes through appropriate channels.
• The bidder consents to background checks, including financial, legal, regulatory, criminal, reference and FICA verification, on the bidder and its directors, members, trustees, shareholders, partners and key personnel.
• No bidder may canvass or attempt to influence any SADPMR employee, official, advisor or representative about the outcome of the bid.
• All enquiries must be submitted in writing to the designated contacts.

Price validity and format

• Prices must remain valid for 90 days from the closing date.
• Prices must be firm and inclusive of VAT.
• A firm delivery period must be indicated.
• The quoted price must include all costs, obligations and liabilities necessary for proper performance of the contract.
• Any error, omission or miscalculation in the bidder's pricing is for the bidder's own account and risk.

Pricing

• Prices must be firm and inclusive of VAT.
• Prices must remain valid for 90 days from the closing date.
• A firm delivery period must be indicated.
• Quoted prices must cover all costs, obligations and liabilities needed to perform the contract.
• Errors, omissions or miscalculations in the bidder's pricing are for the bidder's own account and risk.

Payment and funding

• Continuation of the contract is subject to the availability of funds.
• If funding falls away, SADPMR may suspend or terminate the contract in whole or in part on written notice.
• The contractor is paid for services properly rendered up to the effective date of suspension or termination.

Other financial conditions

• SADPMR may negotiate pricing during the contract period where comparable goods or services become available at more competitive market-related prices; if the contractor cannot match them, SADPMR may procure outside the contract.
• All bid preparation, submission, presentation, demonstration, clarification and negotiation costs are for the bidder's account.

Registration and tax

• Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD number; this is a National Treasury requirement.
• A SARS Tax Compliance Status PIN must be submitted, or a CSD number where no PIN is available; a printed TCS certificate may be submitted with the bid.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• No award is made to a bidder that is not tax compliant.

Ownership and empowerment

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• Fronting is prohibited; SADPMR may investigate suspected fronting and require evidence to refute findings, failing which the bid may be disqualified, the contract terminated, the matter reported to authorities and the bidder restricted from doing business with organs of state.

Documents to attach

• Certified copy of identity document.
• CSD full registration report.
• B-BBEE certificate or sworn affidavit.
• CIPC documents.
• Proof of authority to sign, for example a company resolution.

Exclusions

• Bids from persons in the service of the state, companies with directors in state service, or close corporations with members in state service will not be considered.
• Bidders on the Register of Tender Defaulters or the List of Restricted Suppliers are excluded.
• Collusive tendering, attempts to obtain preferential treatment, and offering or accepting inducements to influence procurement decisions are grounds for disqualification.

Empowerment position

• SADPMR supports Broad-Based Black Economic Empowerment and rejects fronting in any form.
• SADPMR may investigate a bidder where fronting is suspected.
• Where fronting indicators are found, the bidder must provide satisfactory evidence to refute them within the period SADPMR sets.
• Failure to provide satisfactory evidence may lead to disqualification, termination of any resulting contract, reporting to the relevant authorities, and restriction from doing business with organs of state.

Bidder undertakings

• By bidding, the bidder undertakes to supply the services in accordance with the specifications, terms and conditions of the bid document, and remains bound by its bid for the stated validity period.
• The successful bidder accepts full responsibility for executing all obligations under the resulting contract and any Service Level Agreement with SADPMR, and must be ready to make presentations, demonstrations or clarifications if requested.

Bidder declarations

• Act honestly, fairly, transparently and with due skill, care and diligence.
• Maintain the resources, personnel, systems and expertise needed to perform the services.
• Avoid conflicts of interest and disclose any actual or potential conflict immediately.
• Comply with all applicable laws, regulations, codes and industry standards.
• Make full and accurate disclosure of material information.
• Refrain from fraudulent, misleading, deceptive or unethical conduct.
• Promote SADPMR's interests and good governance.
• Protect information obtained from SADPMR and not use or disclose it without prior written consent.

Liability and indemnity

• The bidder indemnifies SADPMR against losses, damages, claims, costs and expenses arising from breach of the bid conditions, including investigation, re-evaluation, confidentiality breach and intellectual property infringement costs.
• Participation is entirely at the bidder's own risk and cost, and SADPMR is not liable for any loss, damage, expense or claim arising from participation.

Subcontractors and confidentiality

• The bidder remains fully liable for the acts, omissions and performance of its employees, agents, representatives and approved subcontractors; subcontracting does not relieve the bidder of any obligation.
• All information relating to the bid process is confidential and may not be disclosed, reproduced, distributed or published without SADPMR's prior written consent, unless required by law.
• Bid documents and information supplied by SADPMR remain its property and must be returned on request.
• The bidder must declare that it has not had access to SADPMR proprietary information that would have unfairly advantaged it.

Governing law and funding

• The bid process and any resulting contract are governed by South African law, and the parties submit to the jurisdiction of the South African courts.
• The contract continues subject to the availability of funds; if funding falls away, SADPMR may suspend or terminate it in whole or in part on written notice, with payment for services properly rendered up to that date.

SADPMR's reserved rights

• Cancel, suspend, withdraw or terminate the bid process at any stage, including after the closing date, after evaluation, or after preferred bidders have been notified.
• Negotiate any aspect of a bid, including pricing and terms, with one or more preferred or reserved bidders without giving other bidders the same opportunity.
• Accept a bid in whole or in part and award to one or more bidders.
• Award to a bidder that is not the lowest priced or highest scoring, provided the award complies with legislation, procurement prescripts and SADPMR's best interests.
• Negotiate pricing during the contract period where comparable goods or services become available at more competitive market-related prices, and procure outside the contract where the contractor cannot match such pricing.
• Conduct site inspections, due diligence investigations, product evaluations, explanatory meetings, reference checks and verification exercises, request additional information or clarifications, and correct errors, omissions, ambiguities or inconsistencies in the bid documents or process.
• Amend specifications, conditions, validity periods or closing dates before the closing date, communicating changes through appropriate channels.

Bidder conduct

• The bidder consents to background checks, including financial, legal, regulatory, criminal, reference and FICA verification, on the bidder and its directors, members, trustees, shareholders, partners and key personnel.
• No bidder may canvass or attempt to influence any SADPMR employee, official, advisor or representative about the outcome of the bid.
• Disqualification follows collusive tendering or anti-competitive conduct, seeking unlawful assistance or preferential treatment, offering or accepting gifts, inducements, gratuities or commissions to influence procurement decisions, providing false or fraudulent information, corrupt or unlawful conduct in public procurement, or conviction for fraud, corruption, forgery or related offences.
• Material misrepresentation, omission or false statement may lead to disqualification, termination of the contract, recovery of damages and other remedies.
• Where the bidder's proposal conflicts with the signed Service Level Agreement, the Service Level Agreement prevails.
• All costs of preparing, submitting, presenting, demonstrating, clarifying or negotiating a bid are for the bidder's account, and SADPMR is not liable for any bidder expenses, losses, damages or costs.
• The bid document takes precedence over oral communication at briefing sessions or meetings, and amendments are valid only if issued in writing by SADPMR.

Mandatory registration

• Only bidders registered on the Central Supplier Database with a CSD number will be considered; this is a National Treasury requirement.
• Late responses will not be considered.

Tax compliance

• No award is made to a bidder that is not tax compliant.
• SADPMR may withdraw an award or terminate the contract where the bidder was not tax compliant at award, submitted fraudulent tax information, or becomes non-compliant during the contract period.

Excluded bidders

• No award is made to any bidder on the Register of Tender Defaulters or the List of Restricted Suppliers; an award may be withdrawn or the contract terminated if the bidder is listed at any stage.

Grounds for disqualification at any stage

• Failure to submit a mandatory document, declaration, schedule, certificate or information.
• Failure to comply with the mandatory requirements, specifications, terms or conditions.
• False, inaccurate, misleading, incomplete or fraudulent information, or an attempt to misrepresent a material fact.
• Obtaining or benefiting from confidential or proprietary information not available to all bidders.
• Conduct that compromises the fairness, transparency, competitiveness or integrity of the process.

Preference point system

• 80/20 system applies, under the Preferential Procurement Regulations, 2022.
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals

• Enterprises owned by black women: 5 points.
• Entities owned by youth: 5 points.
• Entities owned by black people: 5 points.
• Small, medium and micro enterprises: 5 points.

Evidence

• Black women-owned, black-owned and youth-owned enterprises: latest CSD report and certified identity document copies of directors.
• SMMEs: latest CSD report and financial statement.
• No supporting documents means no points are allocated for that goal.
• SADPMR may call for substantiation of any preference claim before or after adjudication.