Tactical security services — 4-Month contract at tweefontein, brooklands & longtom plantations (sabie area)

The closing date for submissions is 2026-09-04T12:00:00.000Z. There is no mandatory briefing session.

Briefing Session Date and Time: (IF APPLICABLE)

Technical/Specification queries must be emailed to [email protected]. RFQ responses must be emailed to [email protected].

Bidders must submit their quotations via email to [email protected]. The submission must include a fully completed and signed RFQ document, an official quotation on the company letterhead, and the required returnable documents. Late and incomplete submissions will not be accepted.

Fully completed and signed RFQ, Official Quotation on the company letter head, Latest Tax Clearance, Latest BBBEE certificate- SANAS Accredited or sworn affidavit for EME/QSE, CSD Report or (MAAA number ), ID copies of company directors

The evaluation process will consist of three phases: Phase 1 - Administrative Compliance Evaluation, Phase 2 - Mandatory Evaluation, and Phase 3 - Price and Specific Goals Evaluation. The evaluation criteria include company experience, ownership of a compliant vehicle, valid PSIRA registration, and compliance with SHEQ, legal, and labour requirements.

The service provider must have at least 5 years' experience in the Forestry industry, specifically in the Lowveld area, in providing Tactical Response Services. The provider must also have a 24-hour tactical response team, stringently meet the resources needed to combat crime, and have properly trained personnel.

Tactical response units for the Sabie Area for Brooklands and Tweefontein (Including Longtom) plantations for the period of 4 months. 1 X Five Seater or more 4X4 Branded Response Vehicle, 2 X Armed Tactical Response Grade C or above Officers, 1 X Armed Tactical Response Grade B Supervisor

SAFCOL SHEQ Standard and NOSA, Forestry Stewardship Council (FSC), Best Operating Practices (BOP)

The pricing format is not specified. However, all prices quoted must be firm and inclusive of Value Added Tax (VAT), where applicable.

Bidders must comply with the SAFETY, HEALTH, ENVIRONMENTAL & QUALITY (SHEQ) REQUIREMENTS, LEGAL REQUIREMENTS, and LABOUR STATUTORY REQUIREMENTS as outlined in the tender document. They must also submit the required returnable documents, including a fully completed and signed RFQ document, an official quotation on the company letterhead, and a B-BBEE Verification Certificate.

SAFCOL SHEQ Standard and NOSA

The service provider must comply with all legislation and/or regulations applicable to the services rendered

Accepted RFQ’s will be communicated by way of an official purchase order or a promisory note signed by a duly authorised official. Accordingly no goods; services or works must be prepared or delivered before an official purchase order or a promisory note is received by the respondent. All prices quoted must be firm and be inclusive of Value Added Tax( VAT), where applicable

Service providers must complete in full the RFQ document and ensure that quotation is on the company letterhead. Quotations must be e-mailed to the address provided herein All service providers must submit their B-BBEE Verification Certificates from Verification Agencies accredited by the South African Accreditation System (SANAS) OR an EME/ QSE sworn affividavit signed by the EME representative and attested by a Commissioner of Oaths

Quotations will be evaluated in accordance with SAFCOL Supply Chain Management Policy and

Preferential Procurement Policy Framework Regulations of 2022; the bid evaluation process

shall be carried out in the following phases namely:

Phase 1: Administrative Compliance Evaluation

Phase 2: Mandatory Evaluation

Phase 3: Price and Specific Goals Evaluation

Phase 1: Administrative Compliance requirements

1. Completion in full of the Request for Proposal document

2. Completion of all SBD Forms( Declaration Forms)

3. Proof that tax matters with SARS are in order( SARS Pin Number/ Tax Clearance

Certificate)

4. Proof of company registration documents( e.g Pty;Trust; CC etc)

5. Original or copy of B-BBEE Level of contribution Certificate or Sworn Affidavit signed by

the deponent and the Commissioner of Oath (Failure to attach certificate will lead to non-

allocation of points)

6. Registration with National Treasury Central Supplier Database (CSD), if not registered

on CSD, successful bidder must register within 7 working days of award

7. ID copies of company directors

8. Confirmation letter of the prospective service provider’s commitment and capability to

comply with -

• SHEQ requirements ( as per paragraph 1 above); and
• Legal requirements ( as per paragraph 2 above); and
• Labour statutory requirements (as per paragraph 3 above)

9. Proof of valid Psira registration - Company
10. Proof of valid Psira registration – Company Directors
11. A valid letter of good standing with Psira (for the company)
12. Confirmation letter on availability of control room to respond to emergencies and

coordinate security resources

13. Completed and signed NEC document

Phase 2: Mandatory Evaluation

Description Comply/Not

Comply

Company Experience

The service provider must have at least 5 years’ experience in the Forestry industry,

specifically in the Lowveld area, in providing Tactical Response Services.

Service provider to submit traceable and contactable references in the form of:

• Reference letters with client’s contact details on a company letterhead and

signed;

SAFCOL will confirm and verify the information, references that cannot be

adequately verified by clients will result in disqualification.

Proof of Ownership of Vehicle

Vehicle must conform to the following specifications:

• 4x4 (5-seater as a minimum) compulsory dedicated vehicles- no persons permitted to

travel on the back of bakkies

• Service provider to submit E-natis document confirming ownership of tactical

response vehicle to be used in operation

• Vehicles to be appropriately branded with the company logo

• Submit pictures of the vehicle

• Vehicle tracking system should be in place and installed,

• Attach latest invoice or current confirmation letter as proof of tracker for the

tactical response vehicle to be used in operation

Vehicles that do not conform to the above will be disqualified.

Failure to conform to the above submission, will result in disqualification.

Service providers that meet the mandatory requirements will be evaluated further on

price and specific goals

Phase 3: Price and Specific Goals Evaluation

Only bids that meet the requirement will be evaluated further in terms of price and specific goals

evaluation, as follows:

Criteria points

Price 80

Specific Goals 20

TOTAL 100 points

Specific goals for this RFQ and points that may be

Claimed are indicated as per table below:

Criteria Points

(80/20 system)

51% and above Black Owned entities 20

Total Points 20

Documents requirement for verification of points allocation: -

No. Procurement Requirement Required Proof Documents

2.1 51% and above Black Owned entities

• CIPC registration documents
• B-BBEE certificate/sworn affidavit
• South African Identification

Document

2.2 30% and above Black Women Owned

• CIPC registration documents
• B-BBEE certificate/sworn affidavit
• South African Identification

Document

2.3 Atleast 51% Owned By People With Disabilities

• Letter from the Doctor confirming

Disability

• South African Identification

Document

2.4 Atleast 51% Black Youth Owned

• CIPC registration documents
• B-BBEE certificate/sworn affidavit
• South African Identification

Document

2.5 Implementation of RDP goals (Locality) Points

• Proof of residence in a form of a

Municipal Bill or letter from

recognized council confirming

business address of the bidder

• South African Identification

Document

SAFCOL supplier code of conduct

Click on the following link to access the SAFCOL Supplier Code of Conduct and

confirm as indicated below:

chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.safcol.co.za/wpcontent/uploads/2023/12/SCM-DOC-001-SUPPLIER-CODE-OF-CONDUCT.pdf

I confrm that I have read and understood SAFCOL supplier code conduct and that

I will adhere to all the conditions contained therein.

Name of bidder (company name).......................................... Signature..............................

Capacity....................................................... Date........................................

Sbd4

Bidder’s disclosure

1. 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.

2. 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

2.2

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding

vote or power to influence or to direct the course and decisions of the enterprise.

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:

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

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

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and

Income generating procurement

3.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the

tender. For the purposes of this tender the tenderer will be allocated points based

on the goals stated in table 1 below as may be supported by proof/ documentation

stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations,

which states that, if it is unclear whether the 80/20 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the

80/20 preference point system will apply and that the highest acceptable

tender will be used to determine the applicable preference point system;

or

(b) any other invitation for tender, that either the 80/20 preference point

system will apply and that the lowest acceptable tender will be used to

determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both

the 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

(Note to organs of state: Where the 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

Number of points Number of

points claimed

allocated

The specific goals allocated points in terms of (80/20 system)

(80/20 system)this tender (To be

(To be completed by completed by

the organ of state) the tenderer)

51% and above Black Owned entities 20

Declaration with regard to company/firm

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 favourable

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 deeme

necessary.

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

Signature(s) of tenderer(s)

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

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

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

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

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

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

NEC4 Term Service Short Contract (TSSC4)

Between KOMATILAND FORESTS SOC LTD (KLF)

Reg No. 2000/023152/30 (the Client)

and [Insert Contractor’s registered name at award stage]

Reg No. (the Contractor)

for Provision of tactical security services for a period of four (4)

months at Tweefontein, Brooklands and Longtom

Plantations

(the service)

Contents: Name Page No

Part C1 Agreements & Contract Data

C1.1 Form of Offer and Acceptance

C1.2 Contract Data

Part C2 Pricing Data

C2.1 Pricing assumptions

C2.2 The Price List

Part C3 Scope of Work

C3.1 The Client’s Scope

C3.2 Scope provided by the Contractor for his

plan

Contract No. RFQKLF/512/2026

Part C1 Agreements & Contract Data

6 C1.1 Form of Offer and Acceptance

1..1 Offer

The Client, identified in the Acceptance page signature block on the next page, has solicited

offers to enter into a contract for the procurement of:

Provision of tactical security services for a period of four (4) months at Tweefontein,

Brooklands and Longtom Plantation

The tenderer, identified in the signature block below, having examined the documents listed in the

Tender Data and addenda thereto as listed in the Tender Schedules, and by submitting this Offer

has accepted the Conditions of Tender.

By the representative of the tenderer, deemed to be duly authorised, signing this part of this Form

of Offer and Acceptance the tenderer offers to perform all of the obligations and liabilities of the

Contractor under the Contract including compliance with all its terms and conditions according to

their true intent and meaning for an amount to be determined in accordance with the conditions of

contract identified in the Contract Data.

The offered total of the Prices exclusive of VAT is R._______

Value Added Tax @ 15% is R _______

The offered total of the Prices inclusive of VAT is R _______

(in words) _______

This Offer may be accepted by the Client by signing the form of Acceptance overleaf and returning

one copy of this document including the Schedule of Deviations (if any) to the tenderer before the

end of the period of validity stated in the Tender Data, or other period as agreed, whereupon the

tenderer becomes the party named as the Contractor in the conditions of contract identified in the

Contract Data.

Signature(s)

Name(s)

Capacity

For the (Insert name and address of organisation)

tenderer:

Name &

signature of Date

witness

1..2 Acceptance

By signing this part of this Form of Offer and Acceptance, the Client identified below accepts the

tenderer’s Offer. In consideration thereof, the Client shall pay the Contractor the amount due in

accordance with the conditions of contract identified in the Contract Data. Acceptance of the

tenderer’s Offer shall form an Agreement between the Client and the tenderer upon the terms and

conditions contained in this Agreement and in the Contract that is the subject of this Agreement.

The terms of the Contract, are contained in:

Part 1 Agreements and Contract Data, (which includes this Form of Offer and

Acceptance)

Part 2 Pricing Data

Part 3 Scope of Work

and drawings and documents (or parts thereof), which may be incorporated by reference into the

above listed Parts.

Deviations from and amendments to the documents listed in the Tender Data and any addenda

thereto listed in the Tender Schedules as well as any changes to the terms of the Offer agreed by

the tenderer and the Client during this process of Offer and Acceptance, are contained in the

Schedule of Deviations attached to and forming part of this Form of Offer and Acceptance. No

amendments to or deviations from said documents are valid unless contained in this Schedule,

which must be signed by the duly authorised representative(s) for both parties.

The tenderer shall within one (1) week of receiving a completed copy of this Agreement, including

the Schedule of Deviations (if any), contact the Client’s agent (whose details are given in the

Contract Data) to arrange the delivery of any securities, bonds, guarantees, proof of insurance and

any other documentation to be provided in terms of the conditions of contract identified in the

Contract Data at, or just after, the date this Agreement comes into effect. Failure to fulfil any of

these obligations in accordance with those terms shall constitute a repudiation of this Agreement.

Notwithstanding anything contained herein, this Agreement comes into effect on the date when

the tenderer receives one fully completed copy of this document, including the Schedule of

Deviations (if any) together with all the terms of the contract as listed above.

Unless the tenderer (now Contractor) within five working days of the date of such receipt notifies

the Client in writing of any reason why he cannot accept the contents of this agreement, this

agreement shall constitute a binding contract between the Parties.

Signature(s)

Name(s)

Capacity

for the (Insert name and address of organisation)

Client

Name &

signature of

witness Date

Note: If a tenderer wishes to submit alternative tender offers, further copies of this document may be used for that purpose, duly endorsed,

‘Alternative Tender’

1..3 C1.2 Contract Data

1..4 Data provided by the Client

10.1 The Client is

Name Komatiland Forests SOC Limited (KLF)

Address for communications Mbombela Office, 20 Paul Kruger Street,

Absa

Square Building, Mbombela, 1200

Address for electronic

communications

14.6 If the Client appoints a Client’s Agent, the Client’s Agent is

Name Not Applicable

Address for communications

Address for electronic

communications

14.6 The authority of the Client’s Agent is

Not Applicable

11.2(10) The service is Provision of tactical security services for a period

of four (4) months at Tweefontein, Brooklands

and Longtom Plantation

11.2(11) The Scope is in Part C3 Scope of Work.

30.1 The starting date is one (1) day after the Contractor receives one fully

completed original copy of this contract, including

the schedule of deviations as contained in the Form

of Offer and Acceptance.

30.1 The service period is Four (4) months

13.2 The period for reply is One (1) week

50.1 The assessment day is the last working day of each month

51.2 The interest on late payment is the prime lending

rate of the ABSA

Bank.

52.1 Are the rates and Prices in the No

contract adjusted for inflation?

52.2 If yes, the index is provided by

82.4 For any one event, the liability of

the Contractor to the Client for

loss of or damage to the Client’s the lesser of R100,000 or 20% of the total

property is limited to contract value.

93.1 The Adjudicator is the person selected from the ICE-SA Division

(or its successor body) of the South African

Institution of Civil Engineering Panel of NEC

Adjudicators by the Party intending to refer a

dispute to the Adjudicator. (see www.ice-

sa.org.za)

93.2(2) The Adjudicator nominating the Chairman of ICE-SA a joint Division of

body is: the South African Institution of Civil

Engineering and the London Institution of

Civil Engineers. (See www.ice-sa.org.za ) or

its successor body

93.4 The tribunal is: arbitration.

The arbitration procedure is the latest edition of Rules for the Conduct of

Arbitrations published by The Association of

Arbitrators (Southern Africa) or its successor

body.

The place where arbitration is to

be held is

Anywhere in South Africa

Gauteng,

The person or organisation who

will choose an arbitrator

• if the Parties cannot agree a the Chairman for the time being or his

choice or nominee of the Association of Arbitrators

• if the arbitration procedure (Southern Africa) or its successor body.

does not state who selects an

arbitrator, is

The conditions of contract are the NEC4 Term Service Short Contract June

2017 (with amendments October 2020) and the following additional

conditions:

1 Not Applicable

1.1

1.2

2.1

2.2

1..5 Data provided by the Contractor (the Contractor’s Offer)

The tendering contractor is advised to read both the NEC4 Term Service Short Contract (June

2017. and the “NEC4 USER GUIDE, PREPARING A TERM SERVICE SHORT CONTRACT

VOLUME 2” in order to understand the implications of this Data which the tenderer is required to

complete. An example of the completed Data (both Parts) is provided in Appendix 1 on

of the User Guide.

Boxes like this are used to denote where data is inserted

Where appropriate dashes like this _______ are also used. Double click on the dash to enter the

required data.

Completion of the data in full is essential to create a complete contract.

11.2(6) The Contractor is

Name

Address for communications

Address for electronic

communications

11.2(5) The fee percentage is %

11.2(9) The Price List is in Part C2 of this contract.

11.2(7) The people rates are

Category of person Unit Rate

11.2(3) The published list of Equipment is

in

11.2(3) The percentage for adjustment for

Equipment is

% (state plus or minus)

The Contractor offers to Provide the Service in accordance with these conditions of contract for

an amount to be determined in accordance with these conditions of contract.

11.2(9) The offered total of the Prices for R_________________ (including / excluding

part of the service in Part 1 of the VAT)

Price List is: [in words]

The offered total of the Prices for R __________________(including / excluding

part of the service in Part 2 of the VAT)

Price List is [in words]