Security guarding services for walter sisulu national botanical garden (3-Year contract)

• Bid closing date: 18 August 2026.
• Bid closing time: 11:00 AM.
• Compulsory site briefing session: 07 August 2026 at 11:00 AM.
• Venue: The Walter Sisulu National Botanical Garden’s Strelitzia Hall (Cnr of Beacon and Malcolm Road, Poortview, Roodepoort).
• Cut-off date for enquiries: 12 August 2026 at 12:00. No feedback provided after this deadline.
• Offer must be valid for 120 days from the closing date.

• Compulsory site briefing on 07 August 2026 at 11:00 at Walter Sisulu NBG’s Strelitzia Hall.
• Attendees must adhere to health and safety protocols.
• Session starts strictly at 11:00.

• For bidding procedure enquiries: email [email protected].
• For technical enquiries:

• Mr. Dumisi Mokoena (Deputy Director – Security Management): email [email protected].
• Mr. Phillemon Ndou (Safety and Security Officer – Walter Sisulu NBG): email [email protected].

• Physical address for bid submission: Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria Pretoria.
• Postal address for SCM: The Deputy Director: Supply Chain Management, SANBI, Private Bag X101, Silverton, 0184.

• Submit bids by the stipulated closing time and date. Late bids will not be considered.
• Bids must be delivered to the correct address: Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria Pretoria.
• Use the official bid forms provided; do not retype them.
• Include all required SBD forms duly completed and signed.
• Failure to provide any required particulars may render the bid invalid.
• Proof of authority (e.g., company resolution) must be submitted for the signatory.

• Bids may be deposited in bid box at Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria Pretoria.
• All bids must be submitted on official forms, not retyped.
• Proof of authority must be submitted with bid.

Valid PSIRA registration for company and management; Central Supplier Database (CSD) registration; Gauteng operational office (proof required); Valid Compensation Fund (COIDA) letter of good standing; Liability insurance (min R5 million); Tax Compliance Status (TCS) PIN; Submission of all mandatory SBD forms and pricing schedule.

• Service Provider must provide 24/7 security guarding services at Walter Sisulu National Botanical Garden for three years.
• Scope includes:

• Providing security officers for access control, monitoring, patrolling, and emergency response.
• Enforcing garden rules and municipal by-laws.
• Managing vehicle control systems and visitor registration.
• Providing written incident reports and occurrence books.

• Staffing requirements detailed per duty point (Boom Gate, Main Office, Public Gate, Screening/Searching, Pay Point, Featherbrooke Estate, Patroller, Estate Area) with specified grades, numbers, job purposes, and equipment.
• Security officers must work 12-hour shifts, be proficient in English and one other official language, and have PSIRA Grade B or C registration as required.
• Required equipment includes firearms, two-way radios, torches, panic buttons, tasers, pepper spray, handcuffs, and electronic guard monitoring systems.
• Service Provider must install 20 guard monitoring/clocking points.
• Responsibilities include supervision, training, provision of uniforms, and compliance with Service Level Agreement.
• SANBI provides guard houses, toilet facilities, gate remotes, keys, and operational instructions.

• Security operation management: ensure access control, customer-focused service, patrol designated areas.
• Gates managed per SANBI instructions; vehicle control system used for registration.
• Incident reporting: investigate misconduct, submit weekly/monthly reports, update security officers.
• Provide extra security officers during events as requested.
• Required equipment includes cell phones, two-way radios, firearms, and monitoring devices.
• Communication test will be conducted on-site between control room and garden locations.

• Company experience: scored based on years in security services (more than 9 years = 10 points, 6-9 years = 7, 3-6 years = 5, 1-3 years = lower, less than 1 year = 0).
• Track record: scored based on number of clients (more than 9 clients = 10 points, 6-9 = 7, 3-6 = 5, 1-3 = 3, none = 0).
• Reference letters: at least five traceable letters from past five years required; scored based on number submitted.
• CVs for Site/Project Manager and two supervisors must be submitted.
• Evidence of operational capacity: details of control rooms, vehicles, equipment, and communication systems required.

• Service Provider must ensure security systems are regularly tested and in good working condition.
• Security officers must maintain professional conduct, customer service focus, and proper record-keeping in occurrence books.
• Service Provider is responsible for providing and maintaining equipment (firearms, radios, torches, panic buttons, etc.).
• Ongoing training and certification required for security officers.
• Service Level Agreement (SLA) conditions must be adhered to, with performance standards monitored.
• Optional: SABS ISO 9001 certificate may be submitted.
• Company must submit a detailed training and skills development plan with timeframes.

• Use SBD 3.1 Pricing Schedule – Firm Prices.
• Only firm prices accepted; include all taxes.
• Offer valid for 120 days from closing date.
• Provide specific pricing breakdown for three-year contract, including all equipment costs.
• Indicate availability of additional staff/services on short notice.
• Wages must meet PSIRA minimums; include 9% annual increase for bidding purposes.

• Only firm prices will be accepted; non-firm prices (including exchange rate variations) are not considered.
• Bid price must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• All delivery costs must be included in the bid price.
• Offer must be valid for 120 days from the closing date.
• Pricing must be submitted on the official SBD 3.1 form.
• Bids must include a fee/cost structure with breakdowns and indicate availability of additional staff/services on short notice.
• Wages/salary levels must meet PSIRA minimums for the first year; bids below will be disqualified.
• Pricing must include a 9% annual increase for bidding purposes only; actual increases follow sectoral wage determinations.

• Mandatory documents (failure to submit leads to disqualification):

• Central Supplier Database (CSD) registration report.
• Valid PSIRA registration certificate for the company and owner/management.
• Valid ICASA licence or PTT communication contract.
• Proof of operating office/business in Gauteng province.
• Letter of good standing from Compensation Commissioner (COIDA).
• Company Health and Safety Policy and Training Plan.
• Liability insurance cover (minimum R5 million per claim).
• Duly completed SBD forms.
• Compulsory site briefing session certificate.

• Tax compliance: bidders must submit SARS PIN or TCS certificate; CSD number accepted if no PIN.
• B-BBEE: Submit a B-BBEE status level verification certificate or sworn affidavit to qualify for preference points.
• Foreign suppliers must complete a questionnaire; if not resident/having branch/income/tax liability in RSA, no SARS PIN required.
• No bids accepted from persons in the service of the state or companies with directors/members in the service of the state.
• Bidders must declare no conflicts of interest, collusion, or undisclosed relationships with SANBI officials.

• Submit B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Specific goals: Black ownership (10 points) and Female ownership (10 points) under the 80/20 system.
• Points allocated based on percentage of ownership verified via CSD report.

• Service Provider must submit a signed Health and Safety Policy and Training Plan.
• Valid letter of good standing from Compensation Commissioner (COIDA) required.
• Security officers must have no criminal offence, positive security clearance, and required PSIRA grades.
• Induction training compulsory for all staff before placement on site.
• Service Provider must supervise personnel and resolve issues in line with labour laws.
• Mobile supervisory visits required daily (minimum one day visit, one night visit) and recorded.
• Emergency response: security officers form part of garden’s emergency response team (ERT).
• Safety equipment includes bulletproof vests, tasers, pepper spray, and handcuffs as specified.

• The service is for a national botanical garden focused on biodiversity conservation.
• Security activities must align with SANBI’s environmental stewardship; no specific additional environmental requirements stated in extracted text.

• Contract period: three years.
• Performance evaluated every three months; contract reviewed annually based on performance and fund availability.
• Successful bidder must sign written contract form (SBD7).
• Bid subject to Preferential Procurement Policy Framework Act, 2000, Regulations 2017, General Conditions of Contract, and any special conditions.
• Service Provider must comply with all relevant South African legislation and SANBI’s terms, including security policy and Service Level Agreement.
• Special Conditions of Contract are in Annexure A.
• Bidders must declare no fraudulent claims; organ of state may disqualify, recover costs, cancel contract, restrict from business, or prosecute if false.

• Foreign suppliers must complete questionnaire regarding residency, branch, income, and tax liability in RSA.
• If answer is “no” to all, no SARS PIN required.
• Bidders must declare if employed by the state or have relationships with procuring institution officials.
• Disclosure of any interest in other related enterprises required.

• 80/20 preference point system applies (for contracts up to R50 million).
• Points awarded for price (80 points) and specific goals (20 points).
• Price points calculated using formula relative to lowest acceptable tender.
• Specific goals points for Black and Female ownership.
• Organ of state may require substantiation of preference claims.