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

Documents available from: 16 October 2026.

Compulsory briefing: 26 October 2026 at 11:00, Department of Agriculture office, No 2 Southey Street, Somerset East. Attendance is compulsory.

Closing: 09 November 2026 at 11:00.

Bid validity: 90 days from the closing date.

Clarification requests: at least five working days before the closing time.

Compulsory briefing meeting: 26 October 2026 at 11:00.

Venue: Department of Agriculture office, No 2 Southey Street, Somerset East.

Attendance is compulsory.

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

Service delivery address

Department of Agriculture satellite office

No 2 Southey Street

Somerset East

Submission method: sealed bid delivered to the tender box; electronic, telegraphic and facsimile bids will not be considered.

Tender box 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 that time.

Late submissions will not be accepted.

Bid validity: 90 days from the closing date.

Documents available from 16 October 2026 on request by email from Mr P. Makasi between 08:00 and 16:30 Monday to Thursday and 08:00 to 16:00 on Friday.

Returnable documents:

• Detailed quotation with breakdowns (Section 3).
• Certificate of Authority for Signatory, completed and signed in full (Section 4).
• Schedule of work carried out by the bidder, completed.
• Equity Ownership Declaration, completed and signed in full.
• All SBD/ECBD documents completed, signed and witnessed; failure to do so may eliminate the bid.
• Joint Venture Agreement or intention to form one, where applicable.
• Tax status verification, company registration or CK documents, and all verification documents supporting preference point claims.
• Supplier arrangement form where the bidder is a general dealer.

Formatting rules: complete all forms in black ink; no correction fluid; corrections by striking through and initialling; all alterations initialled by signatories.

Disqualification risks: late bids; incomplete or unsigned returnable forms; use of correction fluid; failure to supply all supplementary information; non-compliance with mandatory documents.

Documents to submit with the bid:

• Tax status verification; tax compliance status and company directors are verified on CSD.
• Company registration or CK documents.
• All forms and verification documents supporting preference point claims.
• Joint Venture Agreement or intention to form one, where applicable.
• Detailed quotation with breakdowns.
• Certificate of Authority for Signatory, completed and signed in full.
• Schedule of work carried out by the bidder, completed.
• Equity Ownership Declaration, completed and signed in full.
• All SBD/ECBD documents completed, signed and witnessed; failure to do so may eliminate the bid.
• Supplier arrangement form where the bidder is a general dealer.

All forms must be completed in black ink; correction fluid may not be used; corrections must be struck through and initialled.

Two-stage evaluation; bidders failing Stage 1 are not considered further.

Stage 1 — Administrative compliance: completion and attachment of all compulsory documents.

Stage 2 — Functionality, then price and specific goals.

Functionality threshold: minimum 70 points out of 100; bids below 70 are eliminated.

Functionality criteria:

• Experience as a security company: 40 points. 8 or more similar projects = 40; 5 to 7 projects = 30; 1 to 4 projects = 20. Each project must be a contract of at least one year, with contactable references.
• Financial capacity: 40 points. Proof of funds R601 000 to R999 999 = 40; R500 000 to R600 000 = 30; R200 000 to R499 999 = 15. Proof must be a letter of active credit facility or bank statement, not older than 3 months.
• Locality of the service provider: 20 points. Local Municipality = 20; District Municipality = 10. Based on the CSD registration report address, with proof of address corresponding to the CSD address.

Preference point system: 80/20 — 80 points for price and 20 points for specific goals, applicable to tenders from R30 000 up to R50 million including all taxes.

Specific goals points:

• EME or QSE at least 51% owned by black people: 5 points.
• Located in the province where the services are rendered: 2 points.
• EME or QSE at least 51% owned by women: 7 points.
• EME or QSE at least 51% owned by youth up to 35 years: 4 points.
• EME or QSE at least 51% owned by people with disability: 2 points.

Preference point claims require the listed evidence; failure to attach it results in no points being allocated.

The department may decline to award to the most favourable bidder where the award would not advance designated groups, the risk profile is too high, the bidder already holds a considerable number of departmental or provincial projects, or the bidder has performed unsatisfactorily.

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

Services required:

• Patrolling of premises.
• Check points: 03 (06 check points listed under equipment provisions).
• Access control.
• Screening or scanning of personnel, visitors and vehicles.
• Safeguarding and monitoring of assets.
• Escorting personnel and members of the public where required.
• Protection of buildings on the premises and general crime prevention measures agreed with the department.
• Switching off lights and securing doors and windows after hours.
• Assisting during emergency preparedness exercises and real emergencies.
• Maintaining a visitors register in the format required by the department.
• Jointly identifying risky or critical areas with the department and providing agreed strengthening measures.

Staffing at Somerset East: 2 unarmed Grade C officers on day shift. The department may increase or decrease officer numbers as requirements change.

Equipment and service aids per officer: two-way radio or PTT/cellphone radio (1 each), baton (1 each on day duty), occurrence book (1), handcuffs (1 per officer), full corporate uniform (1 per officer), name tags worn at all times (1 per officer), pocket book (1), on-site attendance register (1), other security stationery as required.

Additional requirements: response vehicle(s), two-way radios, occurrence books, torches, and a local office within Blue Crane Route Municipality with an armed response/reaction unit.

Alarm system for night shift: supply and install the specified alarm equipment (SP6000 kit, PIR and dual-optic detectors, zone expansion module, wireless repeater and transmitter, cabling). Pricing must include installation, maintenance, armed response and monthly rental. At contract end the alarm equipment remains the property of the department.

Compliance legislation: Control of Access to Government Buildings and Vehicles Act; Criminal Procedures Act; Firearm Control Act; Private Security Industry Regulatory Act; Occupational Health and Safety Act; Trespass Act.

The service provider must be competent, trustworthy and equipped to meet the required standards.

Scope of work:

• Patrolling of premises.
• Check points (03).
• Access control.
• Screening or scanning of personnel, visitors and vehicles.
• Safeguarding and monitoring of assets.
• Escorting personnel and members of the public where required.
• Protecting buildings on the premises and applying agreed general crime prevention measures.
• Switching off lights and securing doors and windows after hours.
• Assisting during emergency preparedness exercises and real emergencies.
• Maintaining a visitors register with the information required by the department.
• Jointly identifying risky or critical areas with the department and providing agreed strengthening measures.

Bidders must submit a list of similar projects of at least one year each, successfully undertaken, with contactable references.

Points for experience as a security company (40 points total):

• 8 or more projects: 40 points.
• 5 to 7 projects: 30 points.
• 1 to 4 projects: 20 points.

All supporting documents for qualifications and experience must be submitted.

The employer may request clarification of a bid during evaluation, including breakdowns of rates or prices and correction of arithmetical errors; the tendered total price remains binding and no change to the substance of the bid is permitted.

The employer may request any further material bearing on the bid, the bidder's commercial position, preferencing arrangements or samples, for a full risk assessment; failure to provide it may render the bid non-responsive.

Bidders must provide access during working hours for inspections, tests and analysis as required.

Arithmetical errors are corrected by the employer: words govern over figures; line item totals govern over unit rates where a bill of quantities applies; the total of the prices governs and the bidder may be asked to revise selected item prices.

A bid may be rejected if the bidder does not accept correction of arithmetical errors.

Pricing is submitted on form ECBD 3.1. Only firm prices are accepted; non-firm prices and prices subject to exchange rate variation will not be considered.

The schedule requires total bid price per month and per year for each of the three years, yearly price escalation percentage, sub-total, profit, sub-total excluding VAT, VAT at 15%, and total bid price for 36 months inclusive of all applicable taxes.

Price breakdown required: basic salary per Grade C guard; monthly salary for the 2 day guards; hourly equivalent rates; Sunday and public holiday premiums; leave provision; sick pay; study leave; family responsibility leave; long service bonus; statutory annual bonus; UIF; hospital cover; provident fund; COID/WCA; Bargaining Council levy; PSIRA fee per security officer; uniforms; training (skills development levy); cleaning allowance; share of overheads; alarm system.

No price adjustments during the contract period.

Pricing: firm prices only; non-firm prices and prices subject to exchange rate variation 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 the three years, yearly price escalation percentage, sub-total, profit, sub-total excluding VAT, VAT at 15%, and total bid price for 36 months inclusive of all applicable taxes. Where different delivery points affect pricing, a separate pricing schedule is required for each point.

Price breakdown required: basic salary per Grade C guard; monthly salary for the 2 day guards; hourly equivalent rates; Sunday and public holiday premiums; leave provision; sick pay; study leave; family responsibility leave; long service bonus; statutory annual bonus; UIF; hospital cover; provident fund; COID/WCA; Bargaining Council levy; PSIRA fee per security officer; uniforms; training (skills development levy); cleaning allowance; share of overheads; alarm system.

Salaries: guard salaries and benefits must meet Labour Law rates and National Bargaining Council for the Private Security Sector and PSIRA rates. Bids quoting below these rates will be passed over.

Financial capacity: proof of funds to execute the contract — an active credit facility letter from a financing institution or a bank statement showing sufficient funds, not older than 3 months.

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

Payment: monthly on receipt of an invoice for services rendered.

Securities, bonds, guarantees, policies and insurance certificates must be submitted for the employer's acceptance before contract formation if requested.

Registration and eligibility:

• CSD registration required before the closing date; bids cannot be awarded to bidders not registered on CSD.
• LOGIS registration required.
• Active PSIRA registration required; only companies registered as security service providers and valid PSIRA affiliates may bid.
• Tax compliance status and company directors verified on CSD; tax status must remain compliant. Hard copy tax clearance certificate required.
• Working email address, working cellphone, company registration documents and tax clearance certificate required.

Mandatory documents to attach:

• Company PSIRA certificate or proof of registration.
• UIF registration.
• COIDA letter of good standing (certified copy).
• 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 remaining security personnel submitted at SLA stage by the winning bidder.
• Liability insurance cover of at least R2 million.
• Proof of a fully functional office within Blue Crane Route Municipality for at least one year; site inspections will be conducted.
• Proof of armed response within the local municipality.
• References confirming satisfactory delivery of similar work for the department's risk assessment.
• Joint Venture Agreement or intention to form one, where applicable.
• All supporting documents for qualifications and experience.

Ethical and employment compliance:

• Owner must be a South African citizen.
• Security officers must be South African citizens.
• Salaries must comply with PSIRA rates.
• Basic salary of a security guard must be paid according to Labour rates.

After award: sample pay slips and employee contracts in line with PSIRA rates, payroll, and police clearance for employees.

Failure to comply renders the tender non-responsive.

Preference points are claimed under the 80/20 system, with 20 points available for specific goals.

Points and evidence:

• EME or QSE at least 51% owned by black people: 5 points. Evidence: ID copy, CIPC registration, full CSD report; the ownership status in the two documents must correspond.
• Located in the province where the services will be rendered: 2 points. Evidence: municipal rates account, letter from councillor confirming residence, or lease agreement.
• EME or QSE at least 51% owned by women: 7 points. Evidence: ID copy, CIPC registration, full CSD report with corresponding ownership status.
• EME or QSE at least 51% owned by youth up to 35 years: 4 points. Evidence: ID copy, CIPC registration, full CSD report with corresponding ownership status.
• EME or QSE at least 51% owned by people with disability: 2 points. Evidence: ID copy, CIPC registration, CSD report with corresponding ownership status, plus medical certificate, SASSA registration or confirmation of disability from a relevant authority.

Failure to attach the required evidence results in no preference points being allocated.

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

Guard salaries and benefits must meet Labour Law rates and National Bargaining Council for the Private Security Sector and PSIRA rates; bids quoting below these rates will be passed over.

Basic salary of a security guard must be paid according to Labour rates.

A valid certified copy of a COID letter of good standing must be attached.

Security officers must be South African citizens.

Contract period: 36 months.

Contract Agreement and Service Level Agreement to be signed after award and before work commences.

ICASA licence or proof of lease agreement required.

Police clearance for the remaining security personnel to be submitted at SLA stage by the winning bidder.

Payment monthly on receipt of invoice for services rendered.

No price adjustments or increases during the contract period.

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

The department may decline to award to the most favourable bidder where the award would not advance designated groups, the risk profile is too high, the bidder already holds a considerable number of departmental or provincial projects, or the bidder has performed unsatisfactorily.

Bids remain valid for 90 days after the closing date; the lowest or any bid is not necessarily accepted.

Electronic, telegraphic and facsimile bids are not considered.

The employer may cancel the tender or reject any bid before contract formation, and may not re-issue a substantially similar tender within six months except where only one bid was received and returned unopened.

If requested, the bidder must submit securities, bonds, guarantees, policies and insurance certificates for acceptance before contract formation.

Contract period: 36 months.

Contract Agreement and SLA signed after award and before work commences.

ICASA licence or proof of lease agreement required.

Police clearance for security personnel submitted at SLA stage by the winning bidder.

Payment monthly on receipt of invoice.

No price adjustments during the contract period.

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

Bidders must provide references for the department's risk assessment.

The department may decline to award to the most favourable bidder where the award would not advance designated groups, the risk profile is too high, the bidder already holds a considerable number of departmental or provincial projects, or the bidder has performed unsatisfactorily.

Mandatory attachments: company PSIRA certificate or proof of registration; UIF registration; COIDA letter of good standing; Bargaining Council registration; ICASA licence or proof of lease agreement; firearm licence in the company's name; police clearance for the owner(s); liability insurance of at least R2 million; proof of a fully functional office within Blue Crane Route Municipality for at least one year.

Registration: CSD and LOGIS registration before the closing date; active PSIRA registration; tax compliance verified on CSD.

Citizenship and employment: owner must be a South African citizen; security officers must be South African citizens; salaries must comply with PSIRA rates.

Bidders must provide references confirming satisfactory delivery of similar work for the department's risk assessment.

Failure to supply all supplementary information or complete all returnable schedules renders the bid non-responsive and may lead to disqualification.

Evaluation is a two-stage process. Stage 1 is administrative compliance — completion or attachment of compulsory documents; bidders failing Stage 1 are not considered for Stage 2.

Stage 2 covers price and specific goals, after a functionality evaluation with a minimum threshold of 70 points.

Functionality scoring:

• Experience as a security company: 40 points (8 or more projects = 40; 5 to 7 = 30; 1 to 4 = 20), each project a contract of at least one year with contactable references.
• Financial capacity: 40 points (R601 000 to R999 999 = 40; R500 000 to R600 000 = 30; R200 000 to R499 999 = 15), on proof of funds not older than 3 months.
• Locality: 20 points (Local Municipality = 20; District Municipality = 10), based on the CSD registration report address with corresponding proof of address.

Price and specific goals are then scored on the 80/20 system: 80 points for price and 20 points for specific goals.