Security management services for doa satellite office – 36-Month tender in eastern cape

Documents available: 16 October 2026 (request via email from Mr P. Makasi, between 08:00–16:30 Mon–Thu and 08:00–16:00 Fri).

Compulsory briefing: 28 October 2026 at 11:00, at the Department of Agriculture office, No 98 Algoa Street, Uitenhage.

Closing date: 09 November 2026 at 11:00.

Compulsory briefing meeting: 28 October 2026 at 11:00, at the Department of Agriculture office, No 98 Algoa Street, Uitenhage.

Administrative enquiries:

• Contact: Mr P. Makasi
• Role: Assistant Director Acquisition Services
• Email: [email protected]
• Telephone: 060 584 4272

Technical enquiries:

• Contact: Ms A. Fala
• Email: [email protected]
• Telephone: 079 500 2519

Submission address:

64 Govan Mbeki Avenue

Mutual Building, Ground Floor

Port Elizabeth

6001

Submission method: deposit the bid in the tender box at 64 Govan Mbeki Avenue, Mutual Building, Ground Floor, Port Elizabeth, 6001, by 11:00 on 09 November 2026. Bids are opened in public at that time. Electronic, telegraphic or facsimile bids will not be considered. Late bids will not be accepted.

Returnable documents (all must be completed in black ink, signed in full and witnessed; no correction fluid; changes must be struck through and initialled):

• Detailed quotation with breakdowns.
• Certificate of Authority for Signatory, signed and dated, with a board resolution confirming the signatory's authority.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration.
• All SBD documents (SBD 1, SBD 4, SBD 6.1, SBD 8, SBD 9) — each must be completed, signed and witnessed.
• Copy of company registration or CK documents.
• Joint Venture Agreement or intention to form one, if bidding as a joint venture.
• Tax compliance status and company directors will be verified on the CSD.
• References confirming satisfactory delivery of similar services.
• Supplier arrangement form if the bidder is a general dealer.

Disqualification risks:

• Any returnable form left unsigned, incomplete or not witnessed.
• Use of correction fluid.
• Late or incomplete submissions.
• Failure to attach all mandatory documents.

Evaluation is a two-stage process.

Stage 1 – Administrative compliance: Bidders must submit all compulsory documents. Failure to comply results in disqualification and no further evaluation.

Stage 2 – Technical/functionality evaluation (minimum threshold: 70 points):

• Experience as a security company (40 points): 8 or more similar projects = 40; 5–7 projects = 30; 1–4 projects = 20. Each project must have been at least 1 year in duration and include contactable references.
• Financial capacity (40 points): proof of funds (letter of active credit facility or bank statement, not older than 3 months) — R601,000–R999,999 = 40; R500,000–R600,000 = 30; R200,000–R499,999 = 15.
• Locality (20 points): Local Municipality = 20; District Municipality = 10. Based on the address in the CSD registration report; proof of address must correspond.

Bids scoring below 70 points on functionality are eliminated.

Stage 3 – Price and specific goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points, allocated as follows:
• EME/QSE at least 51% black-owned: 5 points (ID copy, CIPC registration, full CSD report — ownership must correspond).
• Located in the province where services will be rendered: 2 points (municipal rates account, letter from councillor, or lease agreement).
• EME/QSE at least 51% women-owned: 7 points (ID copy, CIPC registration, full CSD report).
• EME/QSE at least 51% youth-owned (up to 35 years): 4 points (ID copy, CIPC registration, full CSD report).
• EME/QSE at least 51% disabled-owned: 2 points (ID copy, CIPC registration, CSD report, medical certificate or SASSA registration).

Failure to attach the required evidence for a specific goal results in no points for that goal.

Scope of work (security management services for the DOA satellite office in Uitenhage):

• Patrolling of premises.
• Check points (03).
• Access control.
• Screening/scanning of personnel, visitors and vehicles.
• Safeguarding and monitoring of assets.
• Escorting personnel and members of the public where required.
• Protection of buildings and general crime prevention measures.
• Ensuring lights are switched off and doors/windows secured after hours.
• Assisting during emergency preparedness exercises and real emergencies.
• Keeping a visitors register.
• Identifying risky/critical areas with the department and providing solutions.

Staffing: 2 unarmed guards, Grade C, day shift only.

Equipment per guard: two-way radio/PTT or cellphone radio, baton, occurrence book, handcuffs, full uniform, name tag, pocket book, attendance register, other stationery.

Other requirements:

• Response car/s.
• Local office within Nelson Mandela Bay Municipality with an armed response/reaction unit.
• Alarm system for the night: prices must include activation, maintenance, armed response and monthly rental. At the end of the contract, the alarm system equipment remains the property of the department.

The bidder must describe its approach to the scope of work, including patrolling, access control, screening, asset safeguarding, escorting, crime prevention, after-hours security, emergency assistance, visitor register, and identification of critical areas. The bidder must provide the required uniform and equipment, including response car, two-way radios, occurrence books, torches, uniforms, pocket books, batons, handcuffs, name tags, attendance register, and other stationery. A local office within Nelson Mandela Bay Municipality with armed response/reaction unit is required. Alarm system for the night must be provided, with prices including activation, maintenance, armed response and monthly rental; equipment remains the property of the department at contract end.

Experience as a security company (40 points): list of similar projects (at least 1-year contract per project) with contactable references. 8+ projects = 40 points; 5–7 = 30; 1–4 = 20. Financial capacity (40 points): proof of funds (letter of active credit facility or bank statement, not older than 3 months) — R601,000–R999,999 = 40; R500,000–R600,000 = 30; R200,000–R499,999 = 15. Locality (20 points): Local Municipality = 20; District Municipality = 10.

No specific quality management requirements beyond the scope of work and compliance with relevant legislation. Bidders must provide references confirming satisfactory delivery of similar services for risk assessment.

Pricing schedule (ECBD 3.1): total bid price per month and per year for each of 3 years, yearly price escalation percentage, subtotal, profit, subtotal excluding VAT, VAT at 15%, total bid price for 36 months inclusive of all applicable taxes. Price breakdown includes basic salary per guard Grade C, monthly salary for 2 day guards, hourly equivalent rates, ordinary time, Sunday/public holiday premiums, leave provisions, bonuses, employee costs (UIF, hospital cover, provident fund, COID/WCA, bargaining council levy, PSIRA fee, uniforms, training, cleaning allowance), direct costs, share of overheads, alarm system, total cost per month. Quoted price must be all-inclusive; no price adjustments or increases during contract period. Only firm prices accepted.

Pricing format: firm prices only; non-firm prices (including those subject to exchange rate variations) will not be considered. No price adjustments or increases during the contract period.

Pricing schedule (ECBD 3.1):

• Total bid price per month and per year for each of 3 years.
• Yearly price escalation percentage.
• Subtotal, profit, subtotal excluding VAT, VAT at 15%, total bid price for 36 months inclusive of all applicable taxes.
• Price breakdown: basic salary per guard Grade C, monthly salary for 2 day guards, hourly equivalent rates, ordinary time, Sunday/public holiday premiums, leave provisions, bonuses, employee costs (UIF, hospital cover, provident fund, COID/WCA, bargaining council levy, PSIRA fee, uniforms, training, cleaning allowance), direct costs, share of overheads, alarm system, total cost per month.

Payment: monthly on receipt of invoice for services rendered.

Liability insurance: cover of at least R2 million with an authentic company.

Financial capacity: proof of funds (letter of active credit facility or bank statement, not older than 3 months) — see evaluation criteria for scoring bands.

Mandatory registrations:

• CSD registration (or complete application online at www.csd.gov.za before closing date).
• LOGIS registration.
• PSIRA registration (active).
• UIF registration.
• COIDA letter of good standing.
• Registration with the Bargaining Council.
• ICASA licence or proof of lease agreement.
• Firearm licence registered in the company's name.
• Police clearance for the owner/s of the company (police clearance for other security personnel to be submitted at SLA stage).
• Liability insurance of at least R2 million.
• Fully functional office within Nelson Mandela Bay Municipality for at least one year (site inspection conducted).

Ethical and compliance requirements:

• Owner must be a South African citizen.
• Security officers must be South African citizens.
• Salaries must comply with PSIRA rates and National Bargaining Council for the Private Security Sector rates.
• Tax compliance status and company directors will be verified on the CSD; tax status must remain compliant.

B-BBEE: preference points are claimed under specific goals (see evaluation criteria). Evidence required: ID copy, CIPC registration, full CSD report, and other documents as listed.

Services must be rendered in compliance with the Occupational Health and Safety Act, as amended. Security officers must be South African citizens. Salaries must comply with PSIRA rates and National Bargaining Council for the Private Security Sector rates. COIDA letter of good standing is mandatory.

Contract duration: 36 months. Contract Agreement and SLA to be signed after award and before commencement of work. Payment monthly on receipt of invoice. The department may terminate the contract if specifications are not adhered to. The department may decline to award to the most favourable tenderer if it does not advance designated groups, if the bidder's risk profile is too high, if the bidder has been awarded many projects by the department or provincial government, or if past performance was unsatisfactory. The department will not award more than two contracts to be executed simultaneously to a single service provider.

Mandatory documents: Company PSIRA certificate/proof of registration, UIF registration, COIDA letter of good standing, registration with Bargaining Council, firearm licence registered under the company's name/owner, police clearance for owner/s (police clearance for other security personnel to be submitted at SLA stage), liability insurance of at least R2 million, fully functional office within local municipality for at least a year (site inspections conducted). Ethical practices: owner must be South African citizen, security officers must be SA citizens, salaries must comply with PSIRA rates. Bidders must be registered on CSD and LOGIS. Only companies registered as Security Services and valid PSIRA affiliates may respond. Proof of Armed Response within local municipality required. ICASA licence/proof of lease agreement required.

Evaluation is a two-stage process. Stage 1: Administrative compliance (completion/attachment of compulsory documents). Stage 2: Technical/functionality evaluation with a minimum threshold of 70 points. Functionality criteria: Experience as a security company (40 points) - 8+ projects = 40, 5-7 = 30, 1-4 = 20; Financial capacity (40 points) - proof of funds (R601k-R999k = 40, R500k-R600k = 30, R200k-R499k = 15); Locality (20 points) - Local Municipality = 20, District Municipality = 10. Bids not meeting 70 points will not be considered. Stage 2: Price and specific goals under 80/20 system (80 points price, 20 points specific goals). Specific goals: EME/QSE at least 51% black-owned (5 points), located in province where services rendered (2 points), EME/QSE at least 51% women-owned (7 points), EME/QSE at least 51% youth-owned (4 points), EME/QSE at least 51% disabled-owned (2 points). Documentation required to validate claims.