Provision of security guarding services for cape agulhas municipal facilities (2026-2029)

Submit bids in a sealed envelope, externally endorsed with tender number, description, and closing date. Deposit in the Tender Box at Municipal Offices, 1 Dirkie Uys Street, Bredasdorp, or post to PO Box 51, Bredasdorp, 7280. Late bids will not be accepted. Use only official forms provided (do not retype). All required documents must be completed, signed, and attached as per the checklist. Initial every page of the bid document. Compulsory returnable documents include: CAMBD 1 (Invitation to Bid), CAMBD 2 (Tax Compliance Status PIN), Schedule 1A (Authority of Signatory), Schedule 1B (Enterprise Questionnaire), Schedule 1C (Documents of Incorporation), Schedule 1D (Payment of Municipal Accounts), Schedule 1E (B-BBEE Certificate), Schedule 1F (Work Experience), Schedule 1H (Staff Register), Schedule 1I (PSIRA Registration), Letter of Good Standing, CAMBD 4 (Declaration of Interest), CAMBD 6.1 (Preference Points Claim), CAMBD 7.2 (Contract Rendering of Services), CAMBD 8 (Past SCM Practices), CAMBD 9 (Independent Bid Determination). Attendance at the compulsory Virtual Briefing Session on 19 May 2026 at 10:00 via Microsoft Teams is mandatory; failure to attend will disqualify the bidder. Email [email protected] by 18 May 2026 at 12:00 to register for the session.

Two-stage evaluation: functionality first, then price and preference. Functionality (pre-qualification) requires a minimum score of 80% for relevant experience (5 projects of similar scope in the last 5 years). Price accounts for 80 points, and specific goals (20 points) include: B-BBEE Status Level (10 points) and Locality of Supplier (10 points). Total points: 100. Bids must be submitted on official pricing schedules with fixed rates for the contract duration. No price adjustments are allowed beyond disclosed increases. Evaluation is per area (e.g., Bredasdorp, Waenhuiskrans).

Scope: Provide security guarding services at municipal buildings and facilities in Cape Agulhas (Bredasdorp, Waenhuiskrans, Struisbaai, Spanjaardskloof, L’Agulhas, Napier, Klipdale/Protem) on an as-and-when-required basis until 30 June 2029. Services include: 24/7 security at specified sites, holiday coverage (Easter and 10 Dec–10 Jan annually), and trained patrol dogs with handlers (as required). Shifts: Weekdays (07:00–19:00, 19:00–07:00), Weekends (07:00–19:00, 19:00–07:00), Public Holidays (07:00–19:00, 19:00–07:00). Supervisors must conduct documented site inspections per shift with photographic evidence, submitted weekly. Guards must: arrive 15 minutes early, fill daily log sheets (shift times, visitors), patrol hourly with proof (e.g., GPS tracking), report emergencies immediately, and prevent unauthorized access. Equipment: Guards must carry truncheons, torches, two-way radios, and visible ID cards (name, surname, PSIRA number, employee number, photo). Uniforms and Grade D PSIRA certification are mandatory. All personnel must have police clearance and be fluent in two of the three official Western Cape languages. Control Room Requirements: Bidder must have a 24/7 manned control room in the Western Cape with proof of address, ownership/lease, PSIRA/SAIDSA registration, emergency contact numbers, staffing plan, communication systems (radio, telephone, electronic monitoring), backup power, and photographs. Municipality may verify control room via desktop, telephonic, virtual, or physical inspection. Appointment: Up to 3 service providers may be appointed, ranked by evaluation score (Primary, Secondary, Tertiary). Work is allocated per ranking order; Secondary/Tertiary providers may be used if Primary fails to meet requirements. No minimum work volume is guaranteed. Performance Standards: Monthly evaluations (1–5 scale) on KPIs: guard punctuality, conduct, register maintenance, and report submission. Penalties apply for non-compliance (e.g., R1,000–R10,000 per incident).

Pricing must be submitted on official schedules with fixed rates for the contract duration (no hidden costs). Rates must include all costs (labor, transport, etc.). VAT status must be indicated; non-VAT vendors must reflect identical amounts in both VAT columns. Pricing is per guard per shift, with separate rates for weekdays, weekends, public holidays, and patrol dog duties. Performance guarantee of 5% of the annual contract value is required, valid for the full contract duration. Public Liability Insurance of at least R5 million is mandatory, covering theft, vandalism, damage to municipal assets, and claims related to firearms. Proof of COIDA compliance (letter of good standing or registration) is required before work commencement. Penalties for non-performance include financial deductions from invoices (e.g., R1,000–R10,000 per incident).

Mandatory Registrations: PSIRA registration for the company and all personnel (proof must accompany tender). SAIDSA registration/accreditation (or equivalent) for control room capability. COIDA compliance (letter of good standing or proof of registration). Tax Compliance: Submit SARS Tax Compliance Status PIN or CSD number. B-BBEE: Submit B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points. CSD Registration: Required via https://secure.csd.gov.za. Municipal Accounts: Proof of payment (Schedule 1D). Additional Requirements: Proof of police clearance for all guards (6-monthly reports required). Two roadworthy vehicles (proof of ownership/lease). Control room must comply with PSIRA regulations. Guards must be paid at or above PSIRA salary rates. All employees must be registered with PSIRA. Declaration of Interest (CAMBD 4), Past SCM Practices (CAMBD 8), and Independent Bid Determination (CAMBD 9) forms must be completed. Foreign suppliers must complete the pre-award questionnaire (Part B:3). Consortia/joint ventures must submit separate compliance documents for each party.