Security services tender for komani psychiatric hospital (36 months)

• Purpose: To appoint a service provider for 24/7 security services at Komani Psychiatric Hospital for 36 months.
• Objective: Ensure a healthy, safe working environment for staff, patients, and visitors, and protect government property and assets.
• Problem Statement: The hospital requires strict 24-hour security due to continuous clinical services and the need to protect sensitive information.
• Staffing Requirement: The bid is based on deploying 46 security personnel (Supervisors Grade B and Guards Grade C) across day and night shifts at specified posts including gates, wards, administration, and stores.

• Bid Closing Date and Time: 4 August 2026 at 11:00.
• Compulsory Bid Briefing: 13 July 2026 at 11:00. This session will be held both physically at Komani Psychiatric Hospital Recreational Hall and virtually via Microsoft Teams. Attendance is mandatory, and you must sign the register (virtually, by writing company details in the chat). Failure to attend will result in disqualification.
• Bid Validity Period: Your bid must remain valid for 120 calendar days from the closing date.

• For bidding procedure and technical enquiries: Contact Miss Mnyengeza S.
• Telephone: 045-8588 400
• Email: [email protected]
• For e-tender portal submission difficulties: Contact 012 406 9229 / 012 406 9222 or email [email protected].

• Submit your bid exclusively via the e-tender portal at www.etenders.gov.za.
• The closing date is 4 August 2026, and the closing time is 11:00. Late submissions will not be accepted.
• You must use the official bid forms provided in the document; do not retype them.
• The bid is subject to the Preferential Procurement Policy Framework Act, 2000, and its regulations, the General Conditions of Contract (GCC), and any special conditions.
• The successful bidder will be required to sign a written contract form (SBD7).
• Mandatory returnable documents include: a valid Tax Compliance Status PIN or certificate from SARS, or your Central Supplier Database (CSD) number if no PIN is available.
• For consortia or joint ventures, each party must submit separate tax compliance documents.
• Bids from persons in the service of the state, or companies with directors who are, will not be considered.
• Failure to provide any required particulars may invalidate your bid.

Scope: Provision of 24/7 security services at Komani Psychiatric Hospital for 36 months.

Key Deliverables:

• A detailed deployment plan for 46 security guards across hospital wards and perimeters, including supervisors (Grade B) and guards (Grade C).
• A Central Security Point (control room) must be manned 24/7 by PSIRA-registered personnel.
• Security presence and monitoring at all key areas: gates, wards, administration, stores, etc.
• Management of security systems (CCTV, access control) and reporting of faults.
• Safekeeping and issuing of keys.
• Compliance with all facility procedures, including health, safety, fire, and energy management.
• The department reserves the right to reduce guard numbers if electronic security systems are installed.
• The successful bidder will enter into a Service Level Agreement detailing exact deliverables and performance measurement.

• You must submit two separate methodology documents as part of your bid:

1. A document outlining your methodology for providing security services at the hospital facilities.
2. A document outlining your methodology for reducing the number of guards through the incorporation of electronic security systems.

• You must submit detailed experience information, including project reference letters from current/previous clients for similar security services.
• Reference letters must clearly indicate: contract duration, start/end dates, bid value, and your performance.
• Letters must be stamped and signed by the client referee.
• Points in the functionality evaluation are allocated based on years of experience evidenced by these letters.

• Performance will be measured through: service provider reports, third-party complaints, user satisfaction surveys, and periodic checks/audits by the Department.
• The Department will conduct in loco inspections to verify submitted information and assess operational capacity.
• The successful bidder must maintain full records of services provided for the contract duration.

• Specific Goals supporting documents for preference points may include: CIPC and share certificates (certified within 3 months), medical certificates for disability, municipal accounts/lease for locality, and a letter from the Department of Military Veterans.
• Bidders must comply with National Bargaining Council for the Private Security Sector (NBCPSS) gazetted rates.

• Pricing must be submitted on the official Pricing Schedule (SBD 3.1) included in the bid documents.
• All prices must be stipulated inclusive of Value Added Tax (VAT).
• You must provide transparency in your pricing calculation by completing all aspects of the Pricing Schedule.
• Prices will be firm and increased only as per the gazetted rates issued by the National Bargaining Council for the Private Security Sector (NBCPSS).
• You must comply with NBCPSS rates as per Government Gazette No. 50065.
• Bid prices must include all overhead costs.
• Payment terms: The Department may withhold payment for disputed amounts until resolved. Payment does not constitute acceptance of defective services.

Mandatory Registrations and Certificates (Stage 1 - Failure to provide invalidates bid):

• Valid Company PSIRA registration certificate (certified copy not older than 90 days or digital certificate).
• Valid Directors PSIRA registration certificate (certified copy not older than 90 days or digital certificate).
• Certificate of registration with the National Bargaining Council for the Private Security Sector (NBCPSS).
• Letter of Good Standing from the NBCPSS.
• Certificate of registration and Letter of Good Standing with the Private Security Sector Provident Fund (PSSPF), or a valid exemption letter.
• Certificate of registration and Letter of Good Standing with a Health Insurance (Hospital Cover) scheme.
• Valid Letter of Good Standing issued by PSIRA.
• Valid COIDA certificate from the Department of Labour.
• Public Liability Insurance policy (not older than 12 months) or a letter of intent to take out insurance.
• Central Supplier Database (CSD) registration proof.
• Tax Compliance: Submit your SARS Tax Compliance Status PIN or a CSD number.

Other Requirements:

• Bidders must consent to the department verifying PSIRA registration details.
• Previous performance and financial standing will be considered in evaluation.
• The successful service provider may be required to undergo control and restraint training.
• Preference for sourcing security guard uniforms from Eastern Cape manufacturers.

• The service provider and its personnel must comply with all Occupational Health and Safety Act regulations and any site-specific safety, fire, emergency, and security procedures.
• The Department can deny site access to any personnel failing to comply and require their immediate replacement.
• The service provider must proactively report incidents/accidents and cooperate fully with investigations.
• A plan for dealing with emergency staff replacement in case of sickness/absence is required.

• Contract Period: 36 months from the date of the acceptance letter.
• Department's Rights: The Department of Health reserves the right to withdraw services from the bid process, terminate participation, or accept/reject any bid without liability.
• No Cost Recovery: Bidders bear all costs associated with preparing and submitting their bid; the department assumes no obligation for these expenses.
• Accuracy of Information: The department does not warrant the accuracy or completeness of the information in the bid document. Bidders must conduct their own independent analysis.
• Sub-contracting: Requires prior written consent from the Department, and the main contractor remains fully liable for performance.
• Indemnity: The service provider indemnifies the State against any loss or damage arising from its acts, omissions, or failure to provide services.