Security guarding services for sanbi’s kwazulu-natal national botanical garden (3-Year contract)

• Closing date & time: 10 July 2026 at 11:00 hrs.
• Mandatory site briefing: 22 June 2026 at 10:00 hrs, Curio Shop, 2 Zwartkops Road, Prestbury, Pietermaritzburg (attendance compulsory; health‑safety protocols apply).
• Enquiry cut‑off: 25 June 2026 at 12:00 hrs (all questions answered via the SANBI tender webpage).

Compulsory briefing on 22 June 2026 at the Curio Shop, 2 Zwartkops Road, Prestbury, Pietermaritzburg – start 10:00 hrs; health‑safety protocols mandatory.

Supply Chain Management (SCM) – SANBI

Email: [email protected]

Technical enquiries – Mr Dumisi Mokoena (Deputy Director – Security Management) – [email protected]

Garden Manager – Ms Sthembile Zondi – [email protected]

Physical address for post submissions:

Deputy Director – Supply Chain Management

The South African National Biodiversity Institute (SANBI)

Private Bag X101

Silverton 0184

South Africa.

• Submit ONE sealed envelope containing BOTH the technical and financial proposals.
• Include ONE electronic copy on a USB drive with the same documents.
• Envelope must be clearly marked with the Bid Number (SANBI:G577/2026) and the Bidder’s name.
• Delivery options:
• Deposit the envelope in the bid box at the Biodiversity Centre, 2 Cussonia Avenue, Pretoria (office hours 08:00‑16:00), OR mail to: Deputy Director – Supply Chain Management, SANBI, Private Bag X101, Silverton, 0184.
• Late submissions will be rejected.
• All mandatory documents listed in Section 5.1 (CSD registration, PSIRA certificates, ICASA licence, proof of KZN address, fee structure, COIDA letter, health & safety policy, liability insurance, signed SBD forms, briefing‑session certificate) must be included; omission leads to automatic disqualification.

Non‑mandatory but required for evaluation (Section 5.2) – company profile, audited financial statements, CVs of manager and supervisors, ISO 9001 (optional), client list, five reference letters, training & skills plan, operational capacity evidence, two‑way radio/PTT test plan.

Two‑stage evaluation:

Stage 1 – Functionality (100 points total)

• Company Experience – up to 30 pts (≥9 yrs = 10 pts, 6‑9 yrs = 7 pts, 3‑6 yrs = 5 pts, ≤1 yr = 0)
• Track Record – up to 10 pts (≥9 clients = 10, 6‑9 = 7, 3‑6 = 5, 1‑3 = 3, none = 0)
• Reference Letters – up to 10 pts (≥5 relevant = 10, 4 = 8, 3 = 6, 2 = 4, 1 = 2, none = 0)
• Financial Capacity – up to 15 pts (Bank rating A = 15, B = 10, C = 5, none = 0)
• Experience & Qualifications – up to 45 pts (Site/Project Manager ≥6 yrs = 10, 4‑6 yrs = 7, 1‑3 yrs = 3, none = 0; plus supervisory experience and identity documents as weighted in the detailed table).

Stage 2 – Price & Specific Goals (100 pts total)

• Price – 80 pts (lower‑priced bids score higher per PPPFA formula)
• Specific Goals – up to 20 pts (B‑BBEE ownership, gender, other declared goals).

Scope of Work:

1. Provide 24 hour security guarding for the KwaZulu‑Natal National Botanical Garden (KZN NBG) for three (3) years.

2. Shift pattern – 12 hour shifts (06:00‑18:00 & 18:00‑06:00 in winter; 07:00‑19:00 & 19:00‑07:00 in summer) with hand‑over at each station.

3. Deliverables:

• Guarding of landscaped garden, offices, staff house, restaurant, parking and all ancillary areas.
• Access‑control at all gates, vehicle‑management system, visitor‑management system.
• Patrol tracking system monitoring and reporting.
• Incident/occurrence book and regular performance reports.
• Participation in the Emergency Response Team (ERT).

4. Staff Requirements:

• Minimum grade C security officers as per table (boom‑gate, ticket‑officer, education officer) with PSIRA registration, two‑way radio/PTT, torch, hand‑cuffs, etc.
• Language proficiency – fluent English plus at least one other official language.
• Induction training on site, emergency plan and garden rules before deployment.

5. Equipment (to be provided by the Service Provider):

• Smartphone with data, two‑way radios (base + handheld), GPS/clocking tags (18), panic buttons (3), rechargeable torches (2), tasers (6), pepper spray (6), hand‑cuffs (6), notebooks, breath‑alyser, visitor‑management system compatible with ID discs and licences.

6. Supervision & Reporting:

• Daily supervisory visit (minimum 1) and night visits (minimum 2) recorded in the occurrence book.
• Immediate response to any security incident or emergency.

7. SANBI responsibilities – maintenance of guard houses, gate remotes, keys, weekend duty instructions and operational procedures.

Two‑way radio test – supervisor’s vehicle radio from one location and handheld radio at entrance; results must be submitted for bid evaluation.

Required personnel qualifications:

• Site/Project Manager – minimum 6 years relevant security experience (4‑6 years = 7 pts, >6 years = 10 pts).
• Supervisors – minimum 6 years relevant experience; provide CVs and certified ID copies.
• All officers – valid PSIRA grade C registration, South African citizenship, clean criminal record.
• Provide certified copies of identity documents, driver’s licences, and any competency certificates.
• Training & Skills Development Plan – must cover PSIRA code of conduct, access‑control procedures and be time‑bound.

Required documentation for evaluation:

• Company profile (mission, management structure, staff supervision plan).
• Latest audited financial statements.
• CVs of the appointed Site/Project Manager and at least two supervisors.
• Optional SABS ISO 9001 certificate.
• Track record – list of current and past clients with contract values and durations.
• Minimum five reference letters (on official letterhead, signed, with contact details); at least three must be from different organisations.
• Detailed training and skills development plan with timeframes.
• Evidence of operational capacity – control room availability, vehicles, communication equipment, and two‑way radio/PTT test results.
• All documents must be authentic; SANBI may request additional proof.

Include a 9 % annual wage increase for years 2‑5 in the pricing schedule (bidding purpose only).

• All prices must be firm (no exchange‑rate clauses) and inclusive of all taxes.
• Pricing schedule must be submitted on the Annexure D form and be valid for 120 days from the closing date.
• Minimum sectorial wage rates as prescribed by PSIRA must be applied for year 1; a 9 % annual increase is to be shown for years 2‑5 (for bidding purposes only).
• Liability insurance covering the company and its employees – minimum R5 million per claim, in force for the whole contract period.
• The bid must include a detailed fee/cost breakdown and indicate availability of additional staff for special events with notice periods.
• Non‑firm prices or prices subject to exchange‑rate variation will be rejected.

• Tax Compliance – submit either a valid SARS TCS PIN or, if unavailable, a current CSD registration number. Provide the TCS certificate where applicable.
• PSIRA – valid registration certificate for the company as a security service provider and for each owner/manager.
• ICASA – valid licence or contract with an authorised PTT provider covering the KZN site.
• CSD – up‑to‑date Central Supplier Database registration report.
• COIDA – letter of good standing from the Compensation Commissioner (Department of Labour).
• B‑BBEE – verified B‑BBEE status level and supporting sworn affidavit or verification certificate (required to claim preference points).
• Health & Safety – current OHSA compliance file, company H&S policy and training plan, and a valid occupational injury & disease act (COIDA) copy on site.
• Environmental – compliance with the National Environmental Management Act and Waste Act (copies to be kept on site).
• No persons employed by the State, nor directors/persons in the service of the State, may be part of the bidding consortium.
• All above documents must be signed, dated and on official letterhead where required; false or misleading information will result in disqualification.

Specific goals – points allocated for Black ownership (10 pts) and Female ownership (10 pts); total 20 pts.

Compliance obligations:

• Occupational Health & Safety Act (OHSA) – maintain an up‑to‑date H&S file on site (becomes SANBI property at contract end).
• All staff must complete site induction and emergency‑plan training within the first week; registers must be kept.
• Compensation for Occupational Injuries & Diseases Act (COIDA) – provide a current COIDA compliance letter from the Compensation Commissioner.
• Provide appropriate PPE, protective clothing and safety equipment for all personnel.
• Report any incident to SANBI within 24 hours and implement remedial actions.
• Respond to SANBI Health & Safety notices (Improvement, Contravention, Prohibition) within the stipulated timeframes.

• National Environmental Management Act (NEMA) compliance – environmental impact assessments, if any, to be kept on site.
• Waste Act compliance – proper waste segregation, storage and disposal procedures must be followed.
• All environmental and sustainability documentation must be available for SANBI inspection.

Service Level Agreement (SLA) to be signed; monthly compliance meetings; additional quarterly meetings as required.

Security officers must be able to read, write and communicate effectively in English.

Evaluation criteria – functionality (Stage 1) and price/specific goals (Stage 2) as outlined in the tender.