The appointment of a service provider for provision of security services to ramotshere moiloa local municipality for a period of (3) years.

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Returnable Documents: (all applicable taxes included) completed and signed? (MBD 5), 25. Did you attach the annual financial statements as required in MBD 5?, 13. Certified copy of Identity document of Director(s)/Shareholders not older than three months, 15. Proof of vat registration if applicable, 16. Central Supplier Database Report (Confirmation of registration)

To frequently evaluate existing security risks and making improvements. Constantly reviewing all aspects of

security weaknesses and suggest security improvements to Ramotshere Moiloa Local Municipality officials. In

addition, opportunities where costs can be reduced or where security operations can be made more efficient

are identified and taken by implement improvement. The provision of security personnel process is constantly

evolving, allowing service providers to take advantage of lessons learned from previous crime statistics and to

keep up with the latest security best practices.

Ramotshere Moiloa Local Municipality which is mandated to develop and maintain public open spaces, parks,

cemeteries, community halls, regional offices. This entails physical guarding, specialized alarm-armed

response (under 5 minutes), protection of our facilities and equipment and equipment against theft, vandalism

and damage, including the prevention and/or minimizing risk of injury or loss of life of employees and

customers.

Mbd 3.1

Terms of reference/ specifications

Prospective service providers are required to submit their bids for the rendering of the following services to the

Municipalities:

Appointment of a service provider

General scope of the project

The provision of labour, equipment, material and transport required to effect and provide a comprehensive

security service for Ramotshere Moiloa Local Municipality that entails:

• Specialised – physical guarding assets
• Specialised – tactical support security services
• Specialised – separate independent online SLA security compliance service system

Service must in all offer protection of our facilities and equipment against theft, vandalism and damage,

including the prevention and/or minimizing risk of injury or loss of life of employees and customers.

Specialised – physical guarding ramotshere moiloa local municipality assets:

Incident reporting

• Interim incidents are to be reported telephonically to the Security Manager immediately, and then the

summary report must be e-mailed within 24hrs.

• Final incident reports, having concluded the investigation, to be forwarded to the Security Manager at

Ramotshere Moiloa Local Municipality within 72hrs.

• All reports to be in writing
• The contracted security provider must report all incidents reportable to SAPS and or Ramotshere Moiloa

Local Municipality within a prescribed period.

Operational reports

• Action items noted in Occurrence Book must be responded to within 48hrs
• Weekly report for preceding Month to be submitted electronically by 14:00 on Monday of the week
• Monthly report for the preceding Month to be submitted by the 3rd of the following month.
• Reports format to be in line with Ramotshere Moiloa Local Municipality requirement, having given

consideration to the type of facility where security services are provided.

Access (entry/exit) points

• Cash Management
• Register/ Documents to be kept thereat:

Occurrence Book

Visitors register

Vehicle register

After-hours register

Asset removal permit

Private equipment declaration register

• Access is to be controlled at all entry/exit point

• All visitors including Ramotshere Moiloa Local Municipality employees not ordinarily occupants at the

premises, would be required to sign the visitors register

• Where prior arrangements have been made with the security personnel on duty, she/he will be provided

with the list of the visitors against which all visitors would have been checked prior being allowed access

onto the premises.

• Visitors will only be allowed onto premises once the security personnel on duty have satisfied him/herself

of the authenticity thereof. This may vary given type of the facility under management.

• All persons including Ramotshere Moiloa Local Municipality employees who are ordinarily occupants at

the premises, visiting after business hours must sign an after hour register.

• Removal of Ramotshere Moiloa Local Municipality assets(s) not ordinarily associated with outside daily

operations, e.g. grass cutting, and would have to be authorized by the Site Manager.

Perimeter fencing

• To be inspected at least once daily
• Any stacking of articles around the fence and/or any situation which may compromise the integrity and

effectiveness of the fence to be reported immediately and documented in OB in Red Ink.

• Status thereof to form part of monthly operational report
• Report on any situation, e.g. vagrants along the fence, which threaten or have potential to threaten the

integrity and effectiveness of the perimeter fence

• Entry/exit points to be permanently locked at all times after normal business hours (16H30-07H30)

Parking areas

• Guard to undertake constant patrol, especially after normal business hours
• Guards to check whether vehicle doors and windows are properly secured and locked
• Guards to undertake daily recon of vehicle thereat to the vehicle register
• Guards to ensure that all the vehicle parts, including spare wheels, batteries etc. are safeguarded at all

times whilst the vehicle is in the parking area

Main buildings

• Guards to undertake constant patrol, especially after normal business hours
• Guards to check whether vehicle doors and windows are properly secured and locked
• Any exception must be reported to the Security Manager at Ramotshere Moiloa Local Manager

immediately.

Storerooms

• Guards to undertake constant patrol thereat, especially after normal business hours
• Guards to check whether vehicle doors and windows are properly secured and locked
• Any exception must be reported to the Security Manager at Ramotshere Moiloa Local Manager

immediately

Mbd 3.1

Closedown procedures

• Contracted security company must compile closedown procedures relating to duties to be undertaken by

guards on amongst others, the following:

• Clearing of premises after hours
• Ensuring after hour effectiveness of perimeter fence
• Vehicle security
• Building security etc.
• These procedures must be communicated to all guards and new guards’ prior authorization by the

Ramotshere Moiloa Local Municipality Security Manager in writing

Key control

• Guards must maintain a key register if issued with keys
• Contracted Security Company must ensure that the guards abide by the Ramotshere Moiloa Local

Municipality key control policy

• The onus to return keys remain with the Contracted Security Company at all times.
• Under no circumstances may keys be duplicated without prior authorization by the Ramotshere Moiloa

Local Municipality Security Manager in writing.

Communication

• Guards are to be provided with communication equipment to allow for quick effective and efficient

communication at all times (company must provide)

• Such should be linked to a 24hr manned control room
• A list of emergency and after hours’ number should be prominently displayed and documented in OB

and/or pocket size book

Security records

• All the incidents to be register in the Occurrence Book
• The Occurrence Book must be counter signed by the supervisor at least once per shift
• The entry in the OB by the guards must be in black ink and by the supervisor be in red ink
• Entries in the Occurrence Book requiring action should be in red ink, even if the guards make them

Supervisor visits

• Supervisor to visit at least twice per shift (12hrs shift)
• Such visits to be recorded in Red in the Occurrence Book
• Ramotshere Moiloa Local Municipality will be also doing a random site inspection checking on SLA

13. Certified copy of Identity document of Director(s)/Shareholders not older than three months

14. Valid Compliance tax pin status of the Company.

15. Proof of vat registration if applicable

16. Central Supplier Database Report (Confirmation of registration)

17. A letter confirming bank details of the company not older than 3 Months

18. Original proof of Municipal rates/ services of the company not in arrears for more than 90 days

letter

19. Letter from tribal Authority/Proof of residence

20. Authority of signatories

21. Applicable previous work executed for organs of state with appointment letters (Minimum 5)

22. PSIRA company certificate (Latest)

23. Current PSIRA company owner certificate (Latest)

24. Valid PSIRA letter of good standing (Latest)

25. Valid private security sector provident fund compliance certificate

26. Proof of insurance liability/certificate minimum R2.5m and above

27. Proof of branded company vehicles (minimum 10)

28. Proof of company vehicles registration documents (Minimum 10)

29. Latest inspection report from PSIRA

30. List of confirmed employees from PSIRA

31. UIF compliance certificate

32. Proof of equity report from the department of Labour

33. Proof of UIF

34. Valid UIF compliance certificate

35. Valid COIDA certificate

36. Comprehensive project plan

37. Strike protection plan (Memorandum of understanding in cases of security officers strike) 50%

of the staff

38. Proof of latest company annual financial statements

39. Proof of company firearm licenses (Minimum 10)

40. Proof of shareholder/Director’s firearm competency certificate

41. Valid COIDA certificate

42. Proof of bank rating letters

43. Proof of latest company annual financial statements

44. In case of Joint Venture must submit a Joint Venture, agreement should be attached (sworn

affidavit not acceptable)

45. The bidder may submit a comprehensive company profile, for example the founding company

statements, as well as a detailed exposition of previous work done.

46. Bidders are required to be registered on the Ramotshere Moiloa Local Municipality Supplier Database.

Service Providers are required to be registered on the Municipality’s data base (Application forms are

obtainable from the Finance Department of the Municipality).

47. No bid forwarded by e – mail, telegram, telex, facsimile or similar apparatus will be considered.

48. Late bids shall not be admitted for consideration.

49. Bids must be properly received and deposited in the bid box of Ramotshere Moiloa Local Municipality

on or before FRIDAY,26TH OF JUNE 2026 @11H00.Bid offers must be submitted in a sealed envelope

properly marked in terms of the bid number and bid description, at the offices of the Municipality

situated in Cnr Coetzee and President str, Zeerust

50. Copyright / Patent Rights – Copyright in any document produced, and the patent rights or ownership

in any plant, machinery, thing, system or process designed or devised, by a consultant in the course

of the consultancy service is vested in the Ramotshere Moiloa Local Municipality.

Venture ............................................................................................................................................. 10

7. Invitation to bid (mbd 1) .............................................................................................................. 12

8. Tax clearance requirements (mbd 2) ................................................................................... 15

9. Pricing schedule – firm prices (mbd 3.1) .............................................................................. 18

10. Previous work experience of a similar nature.............................................................. 31

11. Declaration of interest (mbd 4) ............................................................................................. 33

12. Declaration for procurement above r10 million (all applicable taxes

Included) (mbd 5) ............................................................................................................................ 36

12. Company profile

13. Certified copy of Identity document of Director(s)/Shareholders not older than three months

1. Experience of Company – Provide Appointment and Reference 20

• Bidders must be in good standing with the Private Security Industry Regulatory Authority (PSIRA)
• Must have reference and relevant experience on Research and Development Security Provision

and a proven track record which can be verified.

• Must be prepared for Ramotshere Moiloa Local Municipality Security team to visit the Head Office

to Verify standards.

• Bidders must be submissive to the Central Supply Database (CSD) in the national treasury.
• A company with at least three (3) years’ experience in security field
• Must have a proven social responsibility record.
• The service provider must be able to replace guards with electronic devices like electronic alarm

system and be able to respond to such alarms when activated.

• The service provider must provide patrol clocking devices at each and every site
• The service provider must be able to provide a motor vehicle registration and driver’s license

electronic device/scanner at all identified sites for register and recording of visitors’

data/information

• The service provider must be able to provide high risk security (rapid response) security services

to the municipality as and when required

• The company will be required to provide illegal land grab/occupation eviction services to the

municipality and must indicate relevant experience in this regard

certificate or a certified copy thereof or, if you qualify as an EME, did

you provide a verification certificate? (MBD 6.1)

22. Does the product/service offered conform to the Bid Specifications?

23. Is Pricing Schedule completed?(MBD 3.1)

24. Where applicable, is the Declaration for Procurement Above R10 million

(all applicable taxes included) completed and signed? (MBD 5)

25. Did you attach the annual financial statements as required in MBD 5?

(For Procurements above R10 million)

16. Central Supplier Database Report (Confirmation of registration)

17. A letter confirming bank details of the company not older than 3 Months

18. Original proof of Municipal rates/ services of the company not in arrears for more than 90 days

letter

provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za

Mbd 2

9. Pricing schedule – firm prices (mbd 3.1)

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices

Subject to rates of note: only firm prices will be accepted. Non-firm

Prices (including prices subject to rates of exchange variations) will not

• Only suitable qualified personnel/ guards shall be employed by the successful bidder, e.g. PSIRA

accredited and registered.

• All security personnel above Grade C must have worked as an accredited guard for at least seven (7)

months.

• The contractor must maintain a full complement of guards despite any changes due to attrition or striking.
• Personnel must be trained in customer/ public relation to ensure a professional service to client is

provided at all times.

• All security personnel must undergo full site training and this would include any relievers
• All security personnel should be credit checked and should have no criminal records.
• All personnel on duty must be in full company uniform and their PSIRA appointment cards
• All security guards must possess a valid South African Police Service Clearance Certificate

NB! The Municipality reserves the right to change deployment of number of guards or sites at the same rate.

Escalation costs must be accommodated in the actual price for a contract period of three (3) years. Rates must

accommodate Ad-hoc services.

3.1.2 Proof of Public Liability Cover for 2.5 Million (authentic Documents) 10 3.1.3 Provide original certificate – analog 2-way radio communication 10 certificate with ICASA or provide copy – Digital PTT Certificate with ICASA of the Service Provider providing communication. Including the original contract between the security service provider and the company appearing on the ICASA Certificate

Proof of company firearms licences 10

Proof of Company Vehicle registration certificate(licenses) 10 TOTAL 100 The Municipality reserve the right to verify the authenticity of the attachments relating to the above. Bidders will be disqualified and possible legal action will be taken if it can be found that a bidder submitted fake documents.

Bid declaration

I/we Mr/Mrs/Messrs _____________________________________________________ duly assigned to represent the bidder for the purpose of this bid, hereby bid to supply the goods and/or render services described in the attached documents to the Ramotshere Moiloa Local Municipality on terms and conditions stipulated in this bid and in accordance with the specifications stipulated in the bid documents (which shall be taken as part of, and incorporated into this bid) at the prices reflected in the Pricing Schedule.

I/we agree that this offer shall remain valid for a period of 90 days commencing from the closing date and time of this bid.

I/We further agree that: 3.1 This bid and its acceptance shall be subject to the terms and conditions contained in the in the Ramotshere Moiloa Local Municipality Supply Chain Management Policy; 3.2 if I/we withdraw my/our bid within the period for which I/we have agreed that the bid shall remain open for acceptance, or fail to fulfil the contract when called upon to do so, Ramotshere Moiloa Local Municipality may, without prejudice to its other rights, agree to the withdrawal of my/our bid or cancel the contract that may have been entered into between me/us and the Ramotshere Moiloa Local Municipality and I/we will then pay to Ramotshere Moiloa Local Municipality any additional expense incurred by the Ramotshere Moiloa Local Municipality having either to accept any less favourable bid or, if fresh bids have to be invited, the additional expenditure incurred by the invitation of fresh bids and by the subsequent acceptance of any less favourable bid; the Ramotshere Moiloa Local Municipality shall also have the right to recover such additional expenditure by set-off against moneys which may be due or become due to me/us under this or any other bid or contract or against any guarantee or deposit that may have been furnished by me/us or on my/our behalf for the due fulfilment of this or any other bid or contract and pending the ascertainment of the amount of such additional expenditure to retain such moneys, guarantee or deposit as security for any loss the Ramotshere Moiloa Local Municipality may sustain by reason of my/our default; 3.3 If my/our bid is accepted the acceptance may be communicated to me/us by letter or order by certified mail or registered mail. Such posting shall be deemed to be proper service of such notice with effect from the date of posting/dispatch of such notice; 3.4 The law of the Republic of South Africa shall govern the contract created by the acceptance of my/our bid and that I/we choose domicilium citandi et executandi in the Republic of South Africa, where any and all legal notices may be served at (full street address of this place): ________________________________________________________________________________

I/we furthermore confirm that I/we have satisfied myself/ourselves as to the correctness and validity of my/our bid; that the price(s) and rate(s) quoted cover all the work/item(s) specified in the bid documents and that the price(s) and rate(s) cover all my/our obligations under a resulting contract and that I/we accept that any mistakes regarding price(s) and calculations will be at my/our risk.

I/we hereby accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me/us under this agreement as the Principal(s) liable for the due fulfilment of this contract.

I/we agree that any action arising from this contract may in all respects be instituted against me/us and I/we hereby undertake to satisfy fully any sentence or judgment which may be pronounced against me/us as a result of such action.

I/we declare that I/we have participation/no participation in the submission of any other offer for the supplies/services described in the attached documents. If in the affirmative, state name(s) of bid(s) involved. ___________________________________________________________________________________ Name of Bidder: ____ Signature _____________________

RESOLUTION TAKEN BY THE BOARD OF DIRECTORS / MEMBERS / PARTNERS RESOLUTION of a meeting of the Board of Directors / Members / Partners of (Name of Bidder) Held at On (Place) (Date) RESOLVED THAT

The enterprise submits a Bid to the Ramotshere Moiloa Local Municipality in respect of the following project: RMLM SCM:2025/2026: MM-015B THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF SECURITY SERVICES TO RAMOTSHERE MOILOA LOCAL MUNICIPALITY FOR A PERIOD OFTHREE (3) YEARS .

Mr/Mrs/Ms In his/her capacity as and who will sign as follows: (Specimen Signature) be, and is hereby, authorised to sign the Bid and/or all other documents and/or correspondence in connection with and relating to the Bid, as well as to sign any contract, and/or all documentation resulting from the award of the bid to the enterprise mentioned above. Note: The resolution must be signed by all the directors or members/partners of the bidding enterprise. Should the space provided below not be sufficient for all directors to sign, please provide a separate sheet in the same format as below. Name Capacity Signature Enterprise Stamp 6.RESOLUTION TAKEN BY THE BOARD OF DIRECTORS OF A CONSORTIUM OR JOINT VENTURE RESOLUTION of a meeting of the Board of Directors / Members / Partners of (Name of Bidder) Held at On (Place) (Date) RESOLVED THAT

The enterprise submits a Bid to the Ramotshere Moiloa Local Municipality in respect of the following project: RMLM SCM:2025/2026:MM-015B THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF SECURITY SERVICES TO RAMOTSHERE MOILOA LOCAL MUNICIPALITY FOR A PERIOD OFTHREE (3) YEARS As a Consortium/Joint Venture comprising (list all the legally correct full names and registration numbers, if applicable, of the Enterprises forming the Consortium/Joint Venture) (Enterprise full Name and Registration Number) (Enterprise full Name and Registration Number)

Mr/Mrs/Ms In his/her capacity as and who will sign as follows: (Specimen Signature) be, and is hereby, authorised to sign the Bid and/or all other documents and/or correspondence in connection with and relating to the Bid, as well as to sign any contract, and/or all documentation resulting from the award of the Bid to the Consortium/Joint Venture enterprise mentioned above.

The enterprise in the form of a consortium or joint venture accept jointly and several liability with parties under item 1 above for the fulfilment of the obligations of the joint venture deriving from, and in any way connected with the contract to be entered into with the #Municipality# in respect of the project described above under item 1.

The Consortium/Joint venture enterprise chooses as its domicilium citandi et executandi for all purposes arising from this joint venture agreement and contract with Ramotshere Moiloa Local Municipality in respect of the project under item 1: (Physical Address) Note: The resolution must be signed by all the directors or members / partners of the bidding enterprise. Should the space provided below not be sufficient for all directors to sign, please provide a separate sheet in the same format as below. Name Capacity Signature Enterprise Stamp

INVITATION TO BID (MBD 1) YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF RAMOTSHERE MOILOA LOCAL MUNICIPALITY BID NUMBER: RMLM SCM:2025/2026: MM-015B CLOSING DATE AND 26th of June 2026 TIME: 11H00 BID DESCRIPTION: THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF SECURITY SERVICES TO RAMOTSHERE MOILOA LOCAL MUNICIPALITY FOR A PERIOD OFTHREE (3) YEARS The Successful bidder will be required to fill in and sign a written Contract Form (MDB 7) NB: Bids must be properly received and deposited in the bid box of Ramotshere Moiloa Local Municipality on or before the closing date and before the closing time. Bid offers must be submitted in a sealed envelope properly marked in terms of the bid number and bid description as indicated above. No bid offers will be accepted via e-mail, facsimile (fax) or telegram. DEPOSITED IN THE BID BOX SITUATED AT: Ramotshere Moiloa Local Municipality Cnr Coetzee and President str, Zeerust 2865 Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration. The bid box is available during office hours (Monday to Friday, 07H30 to 16H00). ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED) THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT NB: NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE (as defined in Regulation 1 of the Local Government: Municipal Supply Chain Management Regulations) MBD 1 THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED) NAME OF BIDDER .................................................................................................................. POSTAL ADDRESS ................................................................................................................... STREET ADDRESS ................................................................................................................... TELEPHONE NUMBER: CODE......................NUMBER.................................................................. CELLPHONE NUMBER .............................................................................................. FACSIMILE NUMBER: CODE................... NUMBER..................................................................... E-MAIL ADDRESS ................................................................................................................... VAT REGISTRATION NUMBER.................................................................................................... HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN ATTACHED? (MBD 2)

Delete if not applicable HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (MBD 6.1)

Delete if not applicable IF YES, WHO WAS THE CERTIFICATE ISSUED BY?  An accounting officer as contemplated in the Close Corporation Act (CCA)  A verification agency accredited by the South African National Accreditation System (SANAS)  A registered auditor (Tick applicable box) (A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE) ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED?

Delete if not applicable (IF YES ENCLOSE PROOF) SIGNATURE OF BIDDER: .......................................................................................................... DATE ............................................................................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ........................................................................... TOTAL BID PRICE: R.................................................................................................................. TOTAL NUMBER OF ITEMS OFFERED ........................................................................................ ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO: Municipality: Ramotshere Moiloa Local Municipality Department: Finance Contact Person: Ms B.C Nkgothoe Email: [email protected] ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO: Contact Person: Mr Ben Tshubi Email: [email protected] MBD 2

TAX CLEARANCE REQUIREMENTS (MBD 2) It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations. 1 In order to meet these requirement bidders are required to complete in full the attached form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids. 2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval. 3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable. 4 In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate. 5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website www.sars.gov.za. 6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za MBD 2

PRICING SCHEDULE – FIRM PRICES (MBD 3.1) (PURCHASES) NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT Name of Bidder: ......................................................................................................................... Bid number: RMLM SCM:2025/2026: MM -015B Closing day and time: FRIDAY 26th OF JUNE 2026 at 11h00 Bid description: THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF SECURITY SERVICES TO RAMOTSHERE MOILOA LOCAL MUNICIPALITY FOR A PERIOD OFTHREE (3) YEARS OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF BID.

EXECUTIVE SUMMARY The appointment of a service provider for the provision of security services to Ramotshere Moiloa Local Municipality for a period of three (3) years The following are the minimum pre-requisites for any company wishing to tender for security contract

Bidders must be in good standing with the Private Security Industry Regulatory Authority (PSIRA)

Must have reference and relevant experience on Research and Development Security Provision and a proven track record which can be verified.

Must be prepared for Ramotshere Moiloa Local Municipality Security team to visit the Head Office to Verify standards.

Bidders must be submissive to the Central Supply Database (CSD) in the national treasury.

A company with at least three (3) years’ experience in security field

B-BBEE Details: d? (section 5)

15. Is invitation to bid completed and signed?(MBD 1)

16. Is the Declaration of Interest completed and signed? (MBD 4)

17. Is the Declaration of Bidder’s Past Supply Management Practices

completed and signed? (MBD 8)

18. Is the Certificate of Independent Bid Determination completed and

signed? (MBD 9)

19. Did you complete and sign the Previous Work Experience of a Similar

Nature section? (section 9)

20. Is the Preference Points Claim Form in Terms of the Preferential

Procurement Regulation 2011 completed and signed? (MBD 6.1)

21. Did you provide an original and valid B-BBEE status level verification

certificate or a certified copy thereof or, if you qualify as an EME, did

you provide a verification certificate? (MBD 6.1)

22. Does the product/service offered conform to the Bid Specifications?

23. Is Pricing Schedule completed?(MBD 3.1)

24. Where applicable, is the Declaration for Procurement Above R10 million

(all applicable taxes included) completed and signed? (MBD 5)

25. Did you attach the annual financial statements as required in MBD 5?

(For Procurements above R10 million)

2. Special conditions of bid

1. The Municipality’s document must be kept as supplied and submitted with all schedules / forms fully

completed.

2. Any other documents, certificates etc. must be attached as an annexure to the official Municipal

document.

3. Where the Municipality’s official document is taken apart and not submitted as supplied, the bid might

be rejected.

4. Schedules / forms not duly completed and signed by the bidder will result in a bid not being considered.

5. All Forms of Special Conditions in Specifications should be included.

6. The bid document must be completed in black ink, and prices must be VAT inclusive, unless otherwise

spe

Ramotshere moiloa local municipality for a period ofthree (3) years

Closing Date and Time: Friday 26th of June 2026 @11hoo

Ramotshere Moiloa Local Municipality?

2. Did you read and understand all pages of the bid document?

3. Did you complete the bid documents in black ink?

on or before FRIDAY,26TH OF JUNE 2026 @11H00.Bid offers must be submitted in a sealed envelope

properly marked in terms of the bid number and bid description, at the offices of the Municipality

situated in Cnr Coetzee and President str, Zeerust

50. Copyright / Patent Rights – Copyright in any document produced, and the patent rights or ownership

in any plant, machinery, thing, system or process designed or devised, by a consultant in the course

of the consultancy service is vested in the Ramotshere Moiloa Local Municipality.

3. Evaluation

provider and the company appearing on the ICASA Certificate

4. Proof of company firearms licences 10

5. Proof of Company Vehicle registration certificate(licenses) 10

Total 100

1. I/we Mr/Mrs/Messrs _____________________________________________________ duly assigned to

represent the bidder for the purpose of this bid, hereby bid to supply the goods and/or render services

described in the attached documents to the Ramotshere Moiloa Local Municipality on terms and conditions

stipulated in this bid and in accordance with the specifications stipulated in the bid documents (which shall

be taken as part of, and incorporated into this bid) at the prices reflected in the Pricing Schedule.

2. I/we agree that this offer shall remain valid for a period of 90 days commencing from the closing date and

time of this bid.

3.1 This bid and its acceptance shall be subject to the terms and conditions contained in the in the

Ramotshere Moiloa Local Municipality Supply Chain Management Policy;

3.2 if I/we withdraw my/our bid within the period for which I/we have agreed that the bid shall remain open

for acceptance, or fail to fulfil the contract when called upon to do so, Ramotshere Moiloa Local

the contract that may have been entered into between me/us and the Ramotshere Moiloa Local

incurred by the Ramotshere Moiloa Local Municipality having either to accept any less favourable bid

or, if fresh bids have to be invited, the additional expenditure incurred by the invitation of fresh bids

and by the subsequent acceptance of any less favourable bid; the Ramotshere Moiloa Local

Ramotshere moiloa local municipality for a period ofthree (3) years

.

Ramotshere moiloa local municipality for a period ofthree (3) years

As a Consortium/Joint Venture comprising (list all the legally correct full names and registration

numbers, if applicable, of the Enterprises forming the Consortium/Joint Venture)

(Enterprise full Name and Registration Number)

(Enterprise full Name and Registration Number)

arising from this joint venture agreement and contract with Ramotshere Moiloa Local Municipality in

respect of the project under item 1:

(Physical Address)

Note: The resolution must be signed by all the directors or members / partners of the bidding enterprise.

sheet in the same format as below.

Period ofthree (3) years

The Successful bidder will be required to fill in and sign a written Contract Form (MDB 7)

NB: Bids must be properly received and deposited in the bid box of Ramotshere Moiloa Local Municipality on

or before the closing date and before the closing time. Bid offers must be submitted in a sealed envelope

properly marked in terms of the bid number and bid description as indicated above. No bid offers will be

accepted via e-mail, facsimile (fax) or telegram.

Municipality: Ramotshere Moiloa Local Municipality

Department: Finance

Contact Person: Ms B.C Nkgothoe

Email: [email protected]

security weaknesses and suggest security improvements to Ramotshere Moiloa Local Municipality officials. In

addition, opportunities where costs can be reduced or where security operations can be made more efficient

are identified and taken by implement improvement. The provision of security personnel process is constantly

evolving, allowing service providers to take advantage of lessons learned from previous crime statistics and to

keep up with the latest security best practices.

3. Background

security service for Ramotshere Moiloa Local Municipality that entails:

• Specialised – physical guarding assets
• Specialised – tactical support security services
• Specialised – separate independent online SLA security compliance service system

including the prevention and/or minimizing risk of injury or loss of life of employees and customers.

Specialised – physical guarding ramotshere moiloa local municipality assets:

• Interim incidents are to be reported telephonically to the Security Manager immediately, and then the

summary report must be e-mailed within 24hrs.

• Final incident reports, having concluded the investigation, to be forwarded to the Security Manager at

Ramotshere Moiloa Local Municipality within 72hrs.

• All reports to be in writing
• The contracted security provider must report all incidents reportable to SAPS and or Ramotshere Moiloa

• Action items noted in Occurrence Book must be responded to within 48hrs
• Weekly report for preceding Month to be submitted electronically by 14:00 on Monday of the week
• Monthly report for the preceding Month to be submitted by the 3rd of the following month.
• Reports format to be in line with Ramotshere Moiloa Local Municipality requirement, having given

consideration to the type of facility where security services are provided.

Access (entry/exit) points

• Cash Management
• Register/ Documents to be kept thereat:

• Access is to be controlled at all entry/exit point

• All visitors including Ramotshere Moiloa Local Municipality employees not ordinarily occupants at the

premises, would be required to sign the visitors register

• Where prior arrangements have been made with the security personnel on duty, she/he will be provided

with the list of the visitors against which all visitors would have been checked prior being allowed access

onto the premises.

• Visitors will only be allowed onto premises once the security personnel on duty have satisfied him/herself

of the authenticity thereof. This may vary given type of the facility under management.

• All persons including Ramotshere Moiloa Local Municipality employees who are ordinarily occupants at

the premises, visiting after business hours must sign an after hour register.

• Removal of Ramotshere Moiloa Local Municipality assets(s) not ordinarily associated with outside daily

operations, e.g. grass cutting, and would have to be authorized by the Site Manager.

• Guards to undertake constant patrol, especially after normal business hours
• Guards to check whether vehicle doors and windows are properly secured and locked
• Any exception must be reported to the Security Manager at Ramotshere Moiloa Local Manager

immediately.

• Guards to undertake constant patrol thereat, especially after normal business hours
• Guards to check whether vehicle doors and windows are properly secured and locked
• Any exception must be reported to the Security Manager at Ramotshere Moiloa Local Manager

immediately

Mbd 3.1

• Guards must maintain a key register if issued with keys
• Contracted Security Company must ensure that the guards abide by the Ramotshere Moiloa Local

• The onus to return keys remain with the Contracted Security Company at all times.
• Under no circumstances may keys be duplicated without prior authorization by the Ramotshere Moiloa

• Guards are to be provided with communication equipment to allow for quick effective and efficient

communication at all times (company must provide)

• Such should be linked to a 24hr manned control room
• A list of emergency and after hours’ number should be prominently displayed and documented in OB

and/or pocket size book

(UIF) and a certificate of good standing from labour department

• The company shall be liable for 100% of all the thefts that have happened in all the sites were their officers

are posted.

• All sub-stations and pump-stations will be provided with security guards or alarm system after an

evaluation by the service provider and the Municipality to confirm either of the two, whichever is

applicable.

Mbd 3.1

Nb: service providers must comply with all the following requirements

guards to react to an emergency within 10 minutes.

Regulations 2011 (mbd 6.1) .......................................................................................................... 39

14. Declaration of bidder’s past supply chain management practices (mbd 8) ..... 43

15. Certificate of independent bid determination (mbd 9) ................................................. 46

16. Annexure a: government procurement: general conditions of contract (july

2010) ..................................................................................................................................................... 49

i

ii

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26. Proof of insurance liability/certificate minimum R2.5m and above

27. Proof of branded company vehicles (minimum 10)

28. Proof of company vehicles registration documents (Minimum 10)

following, Value of Contract, Period of Contract, Type of Service,

must be on a letterhead

7- Appointment and reference letters and above 10

4 - 6 Appointment and reference 08

1 - 3 Appointment and reference 02

2. PERSONNEL EXPERIENCE (with experience on similar or 30

related security project)

2.1 Project manager experience 05

(Provide a copy of the original PSIRA cards & Certificates).

2.2 SITE SUPERVIOR 1 WITH GRADE A with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates).

SITE SUPERVIOR 2 WITH GRADE A with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates).

SITE SUPERVIOR 1 WITH GRADE B with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates). (5)

SITE SUPERVIOR 2 WITH GRADE B with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates). (5)

SITE SUPERVIOR 1 WITH GRADE C with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates). (5)

3. Regulatory compliance 30

3.1.1 Company’s PSIRA certificate & Company Owners PSIRA 10

certificate

3.1.2 Proof of Public Liability Cover for 2.5 Million (authentic Documents) 10

3.1.3 Provide original certificate – analog 2-way radio communication 10

certificate with ICASA or provide copy – Digital PTT Certificate

with ICASA of the Service Provider providing communication.

which may be due or become due to me/us under this or any other bid or contract or against any

guarantee or deposit that may have been furnished by me/us or on my/our behalf for the due fulfilment

of this or any other bid or contract and pending the ascertainment of the amount of such additional

expenditure to retain such moneys, guarantee or deposit as security for any loss the Ramotshere

Moiloa Local Municipality may sustain by reason of my/our default;

3.3 If my/our bid is accepted the acceptance may be communicated to me/us by letter or order by certified

mail or registered mail. Such posting shall be deemed to be proper service of such notice with effect

from the date of posting/dispatch of such notice;

3.4 The law of the Republic of South Africa shall govern the contract created by the acceptance of my/our

bid and that I/we choose domicilium citandi et executandi in the Republic of South Africa, where any

and all legal notices may be served at (full street address of this place):

________________________________________________________________________________

• PSIRA Registration Certificate
• PSIRA Accreditation Training Facility Registration Certificate (linked to the interest party)
• Company Remuneration System in line with PSIRA rating or a copy/ sample of payslip to employees must

be attached.

• Registered Skills Development Program.
• Valid Liability Insurance with proof of current status be attached for any loses.
• The tender must include proactive security and value added initiatives or services that the tendering

security company is willing to take.

• Bidder must be prepared to be subjected to security checks by the State Security Agency (SSA) and the

South African Police Services (SAPS) Crime Intelligence Unit.

• The company should always comply with the provisions of the new Firearm Control Act (Act )

e.g. a list of all registered firearms in the name of company be provided to check capacity. All employees

that are going to handle firearms should have firearm competency and no private firearms will be allowed

in the services of the municipality.

• The company will be expected to appoint people with valid South African Identity documents who are

allowed to work in South Africa.

• The company should comply with the provisions of the South African Legislations Preferably Conditions of

Mbd 3.1

19 Failure to have a contingency plan to post guards, when guards/employees go on R3000 per guard &

strikes. No work no pay to

service provider - per

guard who did not

report for duty per

site & written warning

20 Failure to use vehicle disc and license scanners and to have Tactical gear on R3000

their response guard/officers

More than 10 written warnings or 50 Fines per contract period (3 YEARS) or Gross-Material Breach would give

The following evaluation method will be used:

1. After the closing date of the bid invitation, an appointed evaluation committee of Ramotshere Moiloa Local

Municipality officials and possibly other external parties will evaluate the proposals of the bidders.

2. The committee will individually evaluate each of the bids received against the appointed criteria

as provided for in Preferential Procurement Policy Framework Act of 2005 (as amended).

All bids submitted will be evaluated for Functionality only.

Bids will be evaluated in accordance with the preferential procurement Policy Framework Act

(PPPFA), using the 90/10 split.

The assessment of functionality will be done in terms of the evaluation criteria and the minimum

threshold value of 70 points. A bid will be disqualified if it fails to meet the minimum threshold

value for functionality as per the bid invitation.

For functionality, the following criteria will be applicable and the maximum value of points

breakdown for each criterion using these scale level descriptors:

Point’s breakdown:

For a bidder to qualify, it is a requirement for a prospective bidder to score a minimum of 70 out of 100 points

for functionality.

Item criteria weight value score

1. Experience of Company – Provide Appointment and Reference 20

Letters per project.

Reference must be from Legally Registered Entities with the

following, Value of Contract, Period of Contract, Type of Service,

must be on a letterhead

7- Appointment and reference letters and above 10

4 - 6 Appointment and reference 08

1 - 3 Appointment and reference 02

2. PERSONNEL EXPERIENCE (with experience on similar or 30

related security project)

2.1 Project manager experience 05

(Provide a copy of the original PSIRA cards & Certificates).

2.2 SITE SUPERVIOR 1 WITH GRADE A with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates).

SITE SUPERVIOR 2 WITH GRADE A with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates).

SITE SUPERVIOR 1 WITH GRADE B with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates). (5)

SITE SUPERVIOR 2 WITH GRADE B with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates). (5)

SITE SUPERVIOR 1 WITH GRADE C with experience on similar 05

or related security project

(Provide a copy of the original PSIRA cards & Certificates). (5)

3. Regulatory compliance 30

3.1.1 Company’s PSIRA certificate & Company Owners PSIRA 10