Security management services for the department of agriculture satellite office in graaff reinet (36 months)

Closing date: 09 November 2026 at 11:00

Compulsory briefing: 27 October 2026 at 11:00

Venue: Department of Agriculture office, No 25-31 Bourke Street, Graaff Reinet

Documents available from: 16 October 2026

Compulsory briefing: 27 October 2026 at 11:00 at Department of Agriculture office, No 25-31 Bourke Street, Graaff Reinet.

Administrative enquiries:

• Contact: Mr P. Makasi (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: physical delivery to the tender box.

Submission address:

64 Govan Mbeki Avenue

Mutual Building, Ground Floor

Port Elizabeth

6001

Closing time: 11:00 on 09 November 2026. Bids are opened in public at the same time and place.

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

• Detailed quotation with full breakdowns.
• Certificate of authority for signatory, with a signed and dated board resolution attached.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration.
• All SBD forms (SBD 1, SBD 4, SBD 8, SBD 9, ECBD 6.1) — complete, sign and witness each.
• Joint ventures: submit a Joint Venture Agreement or an intention to form one; failure to do so rejects the bid.
• Copy of company registration or CK documents.
• Proof of CSD registration and tax compliance status (verified on CSD).
• All documents needed to claim specific-goal preference points.

Disqualification risks:

• Any returnable form omitted, unsigned or unwitnessed.
• Use of correction fluid or erasures.
• Late submission — no late bids accepted.
• Electronic, telegraphic or facsimile bids are not considered.
• Incomplete supplementary information or returnable schedules.
• Bids must remain valid for 90 days after closing.

Two-stage evaluation.

Stage 1 — Administrative compliance (mandatory documents):

• Company PSIRA certificate (active registration).
• 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.
• Liability insurance of at least R2 million.
• A fully functional local office for at least one year within Dr Beyers Naude Local Municipality (site inspection conducted).

Failure to meet any of these disqualifies the bid.

Stage 2 — Functionality (minimum threshold 70/100):

• Experience as a security company (40 points): list similar projects, each at least 1 year, with contactable references. 8+ projects = 40, 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 of service provider (20 points): as per CSD registration address, with proof of address. Local Municipality = 20, District Municipality = 10.

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, claimed with evidence:
• EME/QSE at least 51% black-owned: 5 points (ID copy, CIPC, full CSD report — must correspond).
• Located in the province where services are rendered: 2 points (municipal rates account, letter from councillor, or lease agreement).
• EME/QSE at least 51% women-owned: 7 points (ID copy, CIPC, full CSD report).
• EME/QSE at least 51% youth-owned (up to 35): 4 points (ID copy, CIPC, full CSD report).
• EME/QSE at least 51% owned by people with disabilities: 2 points (ID copy, CIPC, CSD report, medical certificate or SASSA registration).

Failure to attach evidence for a claimed goal results in no points for that goal.

Scope: Security management services for the Department of Agriculture satellite office in Graaff Reinet for 36 months, protecting departmental assets (including biological assets), information, buildings and personnel.

Duties include:

• Patrolling premises.
• Check points (3).
• Access control.
• Screening/scanning of personnel, visitors and vehicles.
• Asset safeguarding and monitoring.
• 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 critical areas with the department and agreeing on strengthened measures.

Staffing (Graaff Reinet):

• Day shift: 2 unarmed guards, Grade C.
• The department may increase or decrease the number of officers as requirements change.

Equipment per officer:

• Two-way radio / PTT or cellphone radio (1 per officer).
• Baton (1 per officer on day duty).
• Occurrence book (1).
• Handcuffs (1 set per officer).
• Full corporate uniform (1 per officer).
• Name tag (always worn).
• Pocket book (1 per officer).
• Attendance register on site (1).
• Other stationery as required.

Additional requirements:

• Local office within Dr Beyers Naude Local Municipality with armed response / reaction unit.
• Check points: 6.

Alarm system for night shift (prices must include installation, maintenance, armed response and monthly rental):

• SP6000 KIT (1), PIR motion detectors (18), ZX82 8-zone expansion module (2), 6-core cable (1).
• At contract end, the alarm system equipment remains the property of the department.

Only firm prices accepted. Non-firm prices (including those subject to exchange rate variations) are not considered.

Offer valid for 90 days from closing date.

Pricing structure: total bid price per month and per year for Years 1, 2 and 3, with yearly escalation percentages, sub-total, profit, sub-total excluding VAT, VAT at 15%, and total bid price for 36 months inclusive of all taxes.

Price breakdown must include: basic salary per Guard Grade C (2 day guards, salaries in line with gazetted rates), hourly equivalent rate, ordinary time (primary and relief officers), Sunday and public holiday premiums, leave provision, sick pay, study leave, family responsibility leave, long service bonus (5-year average), statutory annual bonus, UIF, hospital cover, provident fund, COID/WCA, Bargaining Council levy, PSIRA per-officer fee, uniform sets, training (SDL), cleaning allowance, share of overheads, and alarm system.

Total quoted price to be all-inclusive. All increases over the contract period must be included. No price adjustments or increases will be considered during the contract.

Pricing format: Firm prices only. Non-firm prices (including those subject to exchange rate variations) are not considered.

• Offer valid for 90 days from closing date.
• Total bid price must be all-inclusive, covering all increases over the 36-month contract period. No price adjustments or increases will be considered during the contract.
• Pricing schedule: total bid price per month and per year for Years 1, 2 and 3, with yearly escalation percentages, sub-total, profit, sub-total excluding VAT, VAT at 15%, and total bid price for 36 months inclusive of all taxes.
• Price breakdown must include: basic salary per Guard Grade C (2 day guards, salaries in line with gazetted rates), hourly equivalent rate, ordinary time (primary and relief officers), Sunday and public holiday premiums, leave provision, sick pay, study leave, family responsibility leave, long service bonus (5-year average), statutory annual bonus, UIF, hospital cover, provident fund, COID/WCA, Bargaining Council levy, PSIRA per-officer fee, uniform sets, training (SDL), cleaning allowance, share of overheads, and alarm system.

Payment: Monthly, on receipt of an invoice for services rendered.

Financial capacity evidence (for evaluation):

• Letter of active credit facility or bank statement not older than 3 months.
• Amounts: R601,000–R999,999 = 40 points; R500,000–R600,000 = 30 points; R200,000–R499,999 = 15 points.

Mandatory registrations and documents:

• CSD registration (or completed application before closing date).
• LOGIS registration.
• Tax compliance status verified on CSD; must remain compliant.
• Company registration or CK documents.
• PSIRA registration (active).
• UIF registration.
• COIDA letter of good standing.
• Registration with the Bargaining Council.
• ICASA licence or proof of lease agreement.
• Firearm licence in the company's name.
• Police clearance for owner(s) of the company.
• Liability insurance of at least R2 million.
• Fully functional local office for at least one year within Dr Beyers Naude Local Municipality (site inspection).
• Proof of armed response within the local municipality.

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.

B-BBEE: Preference points are claimed under specific goals (not standard B-BBEE level points). Evidence required as listed in evaluation criteria.

Services must comply with the Occupational Health and Safety Act, as amended.

Security officers must assist during emergency preparedness exercises and real emergencies.

The department requires a COIDA letter of good standing as a mandatory document.

Contract duration: 36 months.

Contract Agreement and SLA to be signed after award and before commencement of work.

The department may terminate the contract if specifications are not adhered to.

The department reserves the right not to award more than two contracts to a single service provider at the same time.

The department may decline to award to the most favourable bidder if it does not advance designated groups, the risk profile is too high, the bidder has been awarded many projects, or past performance was unsatisfactory.

No services may be rendered without written confirmation from the department.

At contract end, the alarm system equipment remains the property of the department.

The department may decline to award to the most favourable bidder if it does not advance designated groups, the risk profile is too high, the bidder has been awarded many projects, or past performance was unsatisfactory.

Use of correction fluid results in a non-responsive bid.

No late submissions accepted.

All proposals valid for 90 days after closing.

The lowest or any bid will not necessarily be accepted.

Electronic, telegraphic or facsimile bids are not considered.

Mandatory documents: Company PSIRA certificate, UIF registration, COIDA letter of good standing, registration with Bargaining Council, firearm licence in the company's name, police clearance for owner(s), liability insurance of at least R2 million, and a fully functional local office for at least one year within Dr Beyers Naude Local Municipality (site inspection conducted).

Ethical practices: Owner and security officers must be South African citizens; salaries must comply with PSIRA rates.

General: Only companies registered as security services with valid PSIRA affiliation may respond. Bidders must be registered on CSD and LOGIS. Proof of armed response within the local municipality and proof of firearm licence in the company's name are required.

Two-stage evaluation. Stage 1: administrative compliance (mandatory documents listed). Stage 2: functionality (minimum 70 points) then price and specific goals (80/20). Functionality criteria: experience (40 points), financial capacity (40 points), locality (20 points). Specific goals as listed in the main evaluation criteria.