24/7 monitoring and armed response security services – SENTECH glendenningvale and greenbushes sites, port elizabeth (36 months)

Returnable documents:

• Sentech Supplier Consent Form: must be completed and signed by an authorised representative to allow Sentech to process the supplier's personal information for RFP evaluation, verification, background checks and FICA Know Your Customer obligations. Withdrawal of consent on written notice may prevent processing of the RFP or removal from Sentech's supplier database.

The Sentech Supplier Consent Form must be completed and signed as part of the RFP submission; failure to do so may prevent evaluation of the bid.

No specific compliance requirements are stated in the document.

Sentech requires suppliers to consent to the processing of their personal information for the purpose of evaluating their RFP submission, including verification, background checks, and Know Your Customer obligations under FICA. The supplier may withdraw consent on written notice, but this may prevent processing of the RFP or retention on the supplier database.

Department: Supply Chain Management

Returnable documents:

• SBD 4 (Bidder's Disclosure): complete, sign and submit with the bid. It declares whether any director, trustee, shareholder, member, partner or controlling person is employed by the state, has a relationship with anyone employed by Sentech, or has an interest in a related enterprise. A false or incomplete disclosure disqualifies the bid.

Disqualification risks:

• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Collusive bidding: any consultation, communication, agreement or arrangement with competitors on prices, market allocation, intention to bid, or bid terms.
• Disclosing bid terms to competitors before bid opening or contract award.
• Consulting Sentech officials on the procurement except for clarification, or having been involved in drafting the specifications or terms of reference.

Evaluation is based on the completeness and truthfulness of the SBD 4 disclosure. Bidders must declare any state employment, relationships with Sentech staff, and interests in related enterprises. Bids must be independent and free from collusion. False disclosures may lead to rejection or action under the PFMA SCM Instruction on preventing and combating abuse in the supply chain management system.

Closing date: 22 October 2026 at 12h00

Compulsory briefing session 1: 15 October 2026 at 10:00 – Sentech FM office, Munro Street, Glendenningvale, Port Elizabeth (Gqeberha), Eastern Cape

Compulsory briefing session 2: 15 October 2026 at 13:00 – Sentech FM tower, Cape Road, Greenbushes, Port Elizabeth (Gqeberha), Eastern Cape

Validity period: 90 days

Compulsory briefing sessions: 15 October 2026 at 10:00 at Sentech FM office, Munro Street, Glendenningvale, Port Elizabeth (Gqeberha); and 15 October 2026 at 13:00 at Sentech FM tower, Cape Road, Greenbushes, Port Elizabeth (Gqeberha).

Quotations contact:

• Name: Nomaswazi Mhlanga
• Role: Administrator
• Telephone: 083 644 5066
• Email: [email protected]

Submission method: email to [email protected]

• Quotation must be on company letterhead, fully completed and signed in black ink.
• Must be received on or before the closing date and time.
• Bidders must be registered on the Sentech Supplier Database.
• Returnable documents: Form of Offer and Acceptance (offer and acceptance, including Schedule of Deviations if any).
• Confidentiality: bidders must treat the RFQ and Sentech's information as confidential and not disclose without written authorisation.

Quotation must be on company letterhead, fully completed and signed in black ink, and submitted via email.

Evaluation stages:

1. Stage 1 – Administrative Responsiveness: all quotations checked against administrative criteria.
2. Stage 2 – Mandatory Evaluation: must comply with all mandatory criteria (PSIRA, SAPS firearm licences). Non-compliant bidders are not evaluated further.
3. Stage 3 – Price and Preference: lowest price scores highest price points; only bidders with a valid B-BBEE certificate can claim preference points under the 80/20 system.

Functional criteria (total 100 points, minimum qualifying score 70):

• Criteria 1 – Vehicles in Port Elizabeth/Gqeberha (30 points): <10 vehicles = 10, 11–19 = 20, +20 = 30.
• Criteria 2 – Company experience in 24/7 monitoring (30 points): 1–2 reference letters = 10, 3–5 = 20, +6 = 30.
• Criteria 3 – Footprint from office (30 points): within 10 km = 30, 11–50 km = 20, 51–100 km = 10, 100+ km = 5.
• Criteria 4 – Free call-outs (10 points): 0–4 call-outs = 5, 5–7 = 8, 8–10 = 10.

Preference points (20 points total) – 80/20 system:

• Race: 8 points for ≥51% black ownership, 3 for 25.1–50%, 1 for 5–25%, 0 below 5%.
• Gender (women): 10 points for ≥51% women ownership, 6 for 25.1–50%, 2 for 5–25%, 0 below 5%.
• Disability: 2 points with a doctor's note confirming disability.

Price calculation: Ps = 80[1 - (Pt - Pmin)/Pmin].

Scope: Provision of 24/7 monitoring and armed response security services at Sentech's Glendenningvale office and Greenbushes site in Port Elizabeth (Gqeberha), Eastern Cape.

Contract period: 36 months.

Service requirements: 24/7 monitoring and armed response; free call-outs to site (as per functional criteria).

Company experience in 24/7 monitoring service is a functional criterion (30 points). Reference letters from previous clients must be on company letterhead and include: type of service rendered, duration (start and end dates), contact details, and company stamp.

Prices must be quoted in ZAR. Foreign currency prices must have a fixed exchange rate for the contract term; bidders bear currency fluctuation risk. No price adjustments without Sentech's written approval; applications must include documentary evidence. Sentech may negotiate market-related prices and discounts.

All prices must be quoted in South African Rands (ZAR).

If prices are in foreign currency, the exchange rate quoted remains fixed for the contract term; bidders bear all currency fluctuation risk.

No price adjustments without Sentech's written approval; applications for adjustment must include documentary evidence.

Sentech reserves the right to negotiate market-related prices and discounts; if not agreed, Sentech may cancel the bid.

Mandatory eligibility (must comply or be disqualified):

• Valid PSIRA certificate of the company.
• Valid PSIRA certificates of the directors.
• Valid letter of good standing from PSIRA.
• Valid SAPS firearm licences.
• Registration on the Sentech Supplier Database.
• Tax compliance (SARS tax clearance or TCS pin).
• Quotation on company letterhead, fully completed and signed in black ink.

B-BBEE: valid B-BBEE certificate required to claim preference points under 80/20 system.

Preference points (20 total) under 80/20 system: Race – 8 points for ≥51% black ownership, 3 for 25.1–50%, 1 for 5–25%, 0 below 5%. Gender (women) – 10 points for ≥51% women ownership, 6 for 25.1–50%, 2 for 5–25%, 0 below 5%. Disability – 2 points with a doctor's note confirming disability. Evidence: valid B-BBEE certificate or doctor's note.

Within two days of receiving the completed agreement, the service provider must contact Sentech's agent to arrange delivery of any securities, bonds, guarantees, proof of insurance and other documentation required by the contract. Failure to do so constitutes repudiation of the agreement.

Sentech may appoint one or more suppliers, in whole or in part, or not appoint any supplier at all, and may cancel the bid entirely at its sole discretion.

Mandatory: registration on the Sentech Supplier Database; valid PSIRA certificate of the company; valid PSIRA certificates of the directors; valid letter of good standing from PSIRA; valid SAPS firearm licences.

Three stages: administrative responsiveness, mandatory evaluation (PSIRA and SAPS firearm licences), then price and preference (80/20). Functional criteria total 100 points with minimum qualifying score of 70. Price formula: Ps = 80[1 - (Pt - Pmin)/Pmin].