Security guarding services for sanbi’s national zoological garden (pretoria) – 3-Year contract

The South African National Biodiversity Institute (SANBI) seeks a PSIRA‑registered security company to provide 24 /7 guarding services at the National Zoological Garden (NZG), Pretoria for three (3) years. The NZG covers 85 ha, receives ~37 000 visitors per month and is vulnerable to armed robbery, unauthorised access, loitering and intoxicated‑visitor violence. The Service Provider must protect personnel, assets, plants and animals, enforce by‑laws and support the SANBI emergency response team.

• Closing date & time: 14 July 2026, 11:00 am.
• Compulsory site briefing: 26 June 2026, 11:00 am – National Zoological Garden Offices, 232 Boom Street, Pretoria (Staff Centre). Attendance is mandatory for all bidders.
• Enquiry cut‑off: 30 June 2026, 12:00 pm. No replies after this time.
• Offer validity: 120 days from the closing date.

Compulsory site briefing – 26 June 2026, 11:00 am, National Zoological Garden Offices, 232 Boom Street, Pretoria (Staff Centre). Attendance is mandatory; all health‑ and safety protocols must be observed.

• Bidding enquiries (procedure): [email protected]
• Technical enquiries:

– Mr Dumisi Mokoena, Deputy Director – Security Management, e‑mail [email protected]

– Mr Matsedi Segale, Director – Technical Services, e‑mail [email protected]

• No telephone numbers were provided in the extracted text.
• Tender documents are available on the SANBI website (www.sanbi.org).

• Submit ONE sealed envelope containing BOTH the technical and financial proposals. Mark the envelope with the Bid Number (SANBI: NZG578/2026) and the Bidder’s name.
• Also submit ONE electronic copy on a USB drive with the same technical and financial documents.
• Deadline: 14 July 2026 at 11:00 am. Late submissions will be rejected.
• Delivery address (bid box): Biodiversity Centre, 2 Cussonia Avenue, Brummeria, Pretoria (National Botanical Garden). Office hours 08:00‑16:00.
• Postal submission (if used): Deputy Director – Supply Chain Management, SANBI, Private Bag X101, Silverton, 0184.
• Use the official SBD forms supplied with the tender – do NOT re‑type the forms.
• Mandatory returnable documents (see Section 5.1) must be included; failure to provide any will lead to disqualification.
• All other supporting documents (company profile, audited financials, CVs, reference letters, training plan, etc.) must be attached to the USB and the envelope but will not by themselves cause disqualification if missing.

Bid response documents may be deposited in the bid box situated at (street address)

Scope of Work:

1. Provide 24 h/365 day security guarding services at the National Zoological Garden (NZG), Pretoria for three (3) years.

2. Minimum staffing as per the detailed table (e.g., Site Grade B – 2 supervisors, Main Grade C – 3 officers, etc.) with a total of 84 clocking points across the site.

3. Duties include:

• Access and exit control at all gates.
• Patrols (12‑hour shifts, 06:00‑18:00 and 18:00‑06:00) and visible presence at the main entrance.
• Enforcement of NZG internal rules and municipal by‑laws (no balls, pets, bicycles, quad‑bikes, swimming, amplified sound, fires, unauthorised vendors, etc.).
• Incident reporting, occurrence books and security reports.
• Vehicle control/management system at the main entrance.
• Participation in the NZG Emergency Response Team.

4. Language: All officers must be proficient in English and at least one other official language.

5. Equipment to be provided by the Service Provider (cell phone, two‑way radios, 9 mm firearm, bullet‑proof vest, quad bike, GPS/clocking tags, torches, taser/pepper spray, handcuffs, notebooks, breath‑alyser, etc.).

6. Supervision: Mobile supervisory visits (minimum one per shift, day and night) must be recorded in the occurrence book.

7. Service Level Agreement (SLA) – compliance monitored monthly.

8. SANBI responsibilities: guard houses, gate remotes, keys, weekend instructions, operational procedures, refresher training.

9. Additional ad‑hoc officers may be required for special events; notice period to be agreed in advance.

1. Access Control – Close gates as per SANBI instructions, lock/unlock at designated times, register all vehicles, keep a visible officer at the gate, and enforce NZG by‑laws.

2. Patrols – 12‑hour shifts, hand‑over at shift change, use two‑way radios and GPS/clocking tags to record movements.

3. Incident Management – Record all incidents in the occurrence book, complete security reports, and notify the NZG Emergency Response Team.

4. Supervision – Conduct at least one day‑time and one night‑time supervisory visit per day; log visits in the occurrence book.

5. Communication – Maintain functional two‑way radio/PTT system; test communication between control room and field units daily.

6. Reporting – Submit monthly compliance meetings minutes and quarterly performance reports as per the SLA.

• Site/Project Manager must have > 6 years relevant security experience (minimum). CV and copies of ID, driver’s licence, and security qualifications (Grade A/B, Matric, post‑matric) are required.
• At least two supervisors must be provided; each must have > 6 years supervisory experience in security, valid PSIRA certificates, and the same identification documentation.
• All identity documents, driver’s licences and competency certificates (Grade A/B, Matric, post‑matric) must be certified copies.
• Less than one year of relevant experience will receive no points.
• Training & Skills Development Plan (minimum 10 points) must outline code of conduct, PSIRA procedures, access‑control training, record‑keeping and ongoing skill upgrades.

Mandatory documentation (Section 5.1) serves as the quality evidence:

1. Current CSD registration report.

2. Valid PSIRA certificates for the company and for each owner/manager.

3. Valid ICASA licence or PTT service contract.

4. Proof of Gauteng operating address (municipal account, utility bill ≤ 3 months, or lease).

5. Detailed fee/cost structure (Annexure D) with breakdown of additional staff/services.

6. COIDA good‑standing letter (Department of Labour).

7. Current health & safety policy and training plan.

8. Liability insurance cover (minimum R5 million per claim).

9. Signed SBD forms and compulsory briefing session certificate.

10. Company profile, audited financial statements, CVs of the Site/Project Manager and at least two supervisors, ISO 9001 (optional), track record, five reference letters (minimum three from different organisations), training & skills development plan, and evidence of operational capacity (control rooms, vehicles, two‑way radio/PTT communication).

All documents must be valid, verifiable, and submitted both in the sealed envelope and on the USB. Failure to provide any mandatory document will result in disqualification.

• Submit a firm‑price schedule (Annexure D) – only firm prices are accepted; exchange‑rate‑dependent prices are excluded.
• Include all taxes (VAT, PAYE, UIF, SDL) in the quoted amount.
• Offer must remain valid for 120 days from the closing date.
• Provide a detailed breakdown for each of the 84 clocking points, equipment, staffing levels and any ad‑hoc services.
• Indicate delivery period and basis for each item; all delivery costs are to be included.

• Pricing must be submitted on the firm price schedule (Annexure D). No non‑firm or exchange‑rate‑dependent prices are accepted.
• All delivery costs, taxes (VAT, PAYE, UIF, SDL) must be included in the quoted price.
• Offer validity: 120 days from the closing date.
• Wage rates must meet the minimum sectorial wage determination set by PSIRA for year 1; a 9 % annual increase is to be applied for years 2‑3 (for bidding purposes only).
• Minimum liability insurance: R5 million per claim, covering the company and its employees, valid for the contract period.
• Financial capacity evidence: audited financial statements, bank rating code (A/B preferred, valid for three months), and a CSD registration number.
• Fee/cost structure and breakdown of additional staff/services on short notice must be included (Annexure D).

1. Tax compliance – Provide either:

• Valid SARS Tax Compliance Status (TCS) PIN, or
• CSD registration number (if no TCS PIN).
• All bidders must submit the unique PIN for verification.

2. Central Supplier Database (CSD) – Submit a current CSD registration report.

3. PSIRA registration – Valid PSIRA certificate for the company (security services) and for each owner/manager involved; registration must remain valid throughout the contract.

4. ICASA licence – Certified copy of a valid ICASA licence or a contract with a recognised PTT service provider covering the NZG location.

5. COIDA letter of good standing – Letter from the Compensation Commissioner (Department of Labour) confirming compliance with the Compensation for Occupational Injuries and Diseases Act.

6. B‑BBEE verification – Submit a sworn affidavit or verification certificate showing the B‑BBEE level; required to claim preference points.

7. Health & Safety – Current Occupational Health & Safety Act (OHSA) compliance file on site, induction training records, and a company health & safety policy with a training plan.

8. Environmental legislation – Compliance with the National Environmental Management Act and the Waste Act; relevant environmental policies must be available on site.

9. Insurance – Liability insurance covering at least R5 million per claim.

10. Other mandatory documents – See Section 5.1 (CSD report, PSIRA certificates, ICASA licence, proof of Gauteng address, fee structure, COIDA letter, H&S policy, liability insurance, signed SBD forms, briefing session certificate).

• Submit a sworn affidavit or verification certificate confirming the B‑BBEE level (required to claim preference points).
• Provide evidence of Black ownership (percentage) and Female ownership (percentage) – each can earn up to 10 points.
• The B‑BBEE verification must be attached to the bid; without it, no B‑BBEE preference points will be awarded.

• All staff must attend site induction (emergency plan, site layout) before commencing work.
• The Service Provider must maintain a safe and healthy work environment and comply with the Occupational Health & Safety Act (OHSA) and its regulations.
• Provide all required PPE (protective clothing, harnesses, rain‑coats, torches, handcuffs, etc.).
• Report any incident to SANBI within 24 hours and implement remedial actions.
• Respond to SANBI Health & Safety notices (Improvement, Contravention, Prohibition) as required.
• Maintain an up‑to‑date Safety, Health & Environmental file on site (will become SANBI property at contract end).
• Conduct daily and nightly supervisory visits, recorded in the occurrence book.
• Ensure all officers are proficient in English and at least one other official language.

The Service Provider must comply with:

• National Environmental Management Act (NEMA).
• Waste Act.
• All relevant environmental permits and waste‑management procedures for the NZG site.
• Provide an environmental management plan (if required) and ensure that all activities minimise impact on the garden’s flora, fauna and river ecosystem.

• The contract will be for a period of three (3) years.
• Performance will be reviewed every three (3) months and the contract may be renewed annually subject to fund availability.
• The successful bidder must sign the standard SBD7 contract form.
• All delivery costs are to be included in the firm price; delivery basis must be specified.
• The contract is subject to the Preferential Procurement Policy Framework Act 2000, the PPP Regulations 2017, and the General Conditions of Contract.
• SANBI reserves the right to verify all information, cancel or withdraw the tender, and to disqualify any bidder that fails to meet compliance or performance standards.

• Provide the CSD registration number (ORSTATUS SYSTEM PIN: DATABASE No: MAAA).
• Submit all mandatory documents listed in Section 5.1 (CSD report, PSIRA certificates, ICASA licence, Gauteng address proof, fee structure, COIDA letter, H&S policy, liability insurance, signed SBD forms, briefing certificate).
• Ensure all staff have the required identity documents, driver’s licences and competency certificates (Grade A/B, Matric, post‑matric).
• Adhere to the wage increase schedule (9 % per year) and minimum sectorial wage determination.
• Comply with tax obligations and provide a valid TCS PIN or CSD number.

See the main Evaluation Criteria section for detailed weighting (functionality, financial capacity, experience & qualifications). Additionally, the Preference Points Claim Form (SBD 6.1) must be completed to claim specific‑goal points (B‑BBEE ownership, etc.). Failure to provide supporting documentation for specific goals will result in loss of those points.