Security services for ntabankulu doa office, alfred nzo district (36 months)

Closing date: 09 November 2026 at 11:00

Compulsory site briefing: 28 October 2026 at 11:00

• Venue: Department of Agriculture Office, Ntabankulu Office, 92 Makalima Street, Ntabankulu, 5130

Documents available from: 19 October 2026

Bid validity: 90 days from closing date

Administrative enquiries:

• Contact: Mr V Dumezweni
• Telephone: 067 419 2243
• Email: [email protected]

Technical enquiries:

• Contact: Mr D. Ndzongwana
• Telephone: 067 419 2276

Document requests:

• Contact: Ms A Mdutyulwa (Assistant Director Acquisition Services)
• Email: [email protected]

Submission address:

206 Magistrate Street

Maluti Ex College

Maluti, 4740

Service delivery address:

Ntabankulu DoA Office

92 Makalima Street

Ntabankulu, 5130

Submission method: sealed envelope, delivered to the tender box.

• Tender box address: 206 Magistrate Street, Maluti Ex College, Maluti, 4740.
• Envelope must be clearly marked with the project number (SCMU8-26/27-0124) and description.
• Bids must be delivered by 11:00 on 09 November 2026; late bids are not accepted.
• Bids will be opened publicly at the same address and time.
• Electronic, telegraphic or facsimile bids are not considered.
• All forms must be completed in black ink; no correction fluid; changes must be made by drawing a line through and initialling.
• Returnable forms (complete, sign and witness where required):
• SBD 1 (Invitation to Bid) – cover page with bidder details.
• ECBD 3.1 (Pricing Schedule) – firm prices, breakdown per year.
• Certificate of Authority for Signatory – board resolution authorising the signatory.
• Certificate of Authority for Joint Ventures – required if bidding as a JV; attach JV agreement.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration.
• All SBD documents – complete, signed and witnessed.
• Mandatory attachments: valid certified COID letter of good standing; proof of basic salary per Labour rates.
• Joint ventures: attach a Joint Venture Agreement or intention to form one; failure results in rejection.
• General dealers must submit the supplier arrangement form.
• References confirming satisfactory delivery of similar work must be provided for risk assessment.
• Bids must remain valid for 90 days after closing.
• The department may reject any bid that is incomplete, non-responsive, or uses correction fluid.

Two-stage evaluation.

Stage 1 – Administrative compliance and functionality:

• Administrative pre-qualification documents (mandatory):
• Company PSIRA certificate
• Coida
• Bargaining Council
• ICASA licence
• Police clearance (owners/directors)
• South African ID of owner (must be SA citizen)
• Functionality (100 points), minimum threshold 60 points:
• Experience as a security company: 40 points (5 points per similar project, up to 8 projects, with contactable references)
• Financial capacity: 30 points (based on credit facility or bank balance)
• R100 000 – R500 000: 10 points
• R500 001 – R1 million: 15 points
• R1 000 001 – R1 500 000: 20 points
• R1 501 000 – R2 million: 30 points
• Locality of service provider (per CSD address): 30 points
• Local Municipality: 30 points
• District Municipality: 20 points
• Province: 10 points
• Bids scoring below 60 points on functionality are disqualified.

Stage 2 – Price and specific goals (80/20 system):

• Price: 80 points
• Specific goals: 20 points
• EME/QSE at least 51% black-owned: 5 points
• Located in province where services are rendered: 2 points
• EME/QSE at least 51% women-owned: 7 points
• EME/QSE at least 51% youth-owned (up to 35 years): 4 points
• EME/QSE at least 51% disabled-owned: 2 points
• Evidence for specific goals must be attached; failure to attach results in no points for that goal.
• The department reserves the right not 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.

Scope of work – security services at the Ntabankulu DoA Office:

• Patrolling of premises
• 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, doors and windows secured after hours
• Assisting during emergency preparedness exercises and real emergencies
• Keeping a visitor register as required by the department

Staffing requirements:

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

Equipment to be provided per officer:

• Two-way radios/PTT or cellphone radio (night duty)
• Battery-operated torches (night duty)
• Batons (day shift)
• Occurrence book (1)
• Handcuffs (1 set per officer)
• Full uniform and name tags
• Pocket book (1 per officer)
• Attendance register (1 on site)
• Other relevant stationery
• Armed response office within the local municipality
• Guard house

Compliance with 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.

Scope of work includes: patrolling, access control, screening/scanning of personnel, visitors and vehicles, asset safeguarding, escorting, protection of buildings, crime prevention, securing premises after hours, emergency assistance, and maintaining a visitor register.

• Equipment required: two-way radios, torches, batons, occurrence book, handcuffs, uniforms, name tags, pocket books, attendance register, armed response office, guard house.

Personnel requirements:

• Owner/supervisor/project manager: Grade B or A PSIRA
• Project manager: Grade B, 5 years detailed experience (CV required)
• Supervisor: Grade B/A, 3 years experience (CV required)
• Security officers: Grade C, D or E
• Company must be at least 2 years old
• Provide PSIRA audit reports or compliance certificate, testimonials, references, track record, letters of good standing, company profile
• Owner and security officers must be South African citizens with police clearance

No specific quality management system or certification is required beyond the mandatory compliance documents (PSIRA, COIDA, Bargaining Council, ICASA, police clearance).

• Bidders must provide references and track record to confirm satisfactory delivery of similar services.
• The department may conduct site inspections to verify the local office and compliance.

Pricing schedule (ECBD 3.1):

• Total bid price per month and per year for 3 years, with yearly price escalation
• Breakdown includes basic salary per guard (Grade D), hourly equivalent rate, premiums (Sunday, public holiday), leave provisions, bonuses, UIF, hospital cover, provident fund, COID/WCA, Bargaining Council levy, PSIRA fee, uniforms, training, cleaning allowance, overheads
• Total bid price for 36 months inclusive of all applicable taxes
• Firm prices only; no price adjustments
• Salaries must be in line with gazetted rates

Pricing format: firm prices only; no price adjustments or escalation over the 36-month contract.

• Pricing schedule (ECBD 3.1) requires:
• Total bid price per month and per year for each of the 3 years
• Yearly price escalation (to be stated, but no adjustments will be considered)
• Breakdown of employee costs: basic salary (Grade D), hourly equivalent rate, premiums (Sunday, public holiday), leave provisions, bonuses, UIF, hospital cover, provident fund, COID/WCA, Bargaining Council levy, PSIRA fee, uniforms, training, cleaning allowance, overheads
• Total bid price for 36 months inclusive of all applicable taxes (VAT at 15% shown separately)
• Salaries must comply with Labour Law rates and National Bargaining Council for the Private Security Sector and PSIRA rates; quotes below these rates will be passed over.
• Payment: monthly on receipt of invoice.
• Financial capacity: bidders must demonstrate a credit facility or bank balance; points awarded as per evaluation criteria.
• The company must have a positive bank balance of at least 10% of the tender value to cover salary payments during payment delays; proof of bank statement required.
• Liability insurance of at least R2 million required (after award, within two months).

Mandatory registrations:

• CSD registration before closing date (or complete application online before closing)
• LOGIS registration
• PSIRA registration (active)
• Tax compliance status verified on CSD; must remain compliant
• Company registration (CIPC/CK documents)
• Valid PSIRA certificate
• COIDA (letter of good standing)
• Bargaining Council registration
• ICASA licence
• Police clearance for owners/directors and security officers
• Owner must be a South African citizen (provide SA ID)
• Security officers must be SA citizens
• Firearm licence in the company name (for armed response)
• Proof of armed response capability
• Local office in Alfred Nzo District (site inspections may be conducted)
• Company must be at least 2 years old
• References and track record for risk assessment
• B-BBEE: specific goals as per evaluation criteria; evidence required (ID copy, CIPC, CSD report, proof of residence, medical certificate/SASSA for disability)
• Joint ventures: JV agreement or intention to form one must be attached

Specific goals for preference points (20 points total):

• 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 (up to 35 years): 4 points
• EME/QSE at least 51% disabled-owned: 2 points

Documentation required: ID copy, CIPC registration, CSD report (ownership status must correspond), proof of residence (municipal rates account, letter from councillor, or lease agreement), medical certificate/SASSA registration for disability.

Compliance with the Occupational Health and Safety Act is required.

• Security services must be rendered in accordance with relevant legislation including the Control of Access to Government Buildings and Vehicles Act, Criminal Procedures Act, Firearm Control Act, Private Security Industry Regulatory Act, and Trespass Act.
• Bidders must provide COIDA letter of good standing.
• Emergency preparedness and response assistance is part of the scope.

Contract duration: 36 months.

• Contract Agreement and SLA to be signed after award and before commencement.
• Payment: monthly on receipt of invoice.
• The department may terminate the contract if specifications are not adhered to.
• Bids valid for 90 days after closing.
• The employer may accept or reject any tender and cancel the process without liability.
• The employer may not re-issue a similar tender within six months after cancellation unless only one tender was received and returned unopened.
• The employer reserves the right not to award more than two simultaneous contracts to a single service provider.

Mandatory requirements:

• CSD and LOGIS registration before closing date
• Active PSIRA registration
• Valid PSIRA certificate, COIDA, Bargaining Council, ICASA licence, police clearance for owners/directors and security officers
• Proof of armed response
• Owner must be South African citizen
• Company at least 2 years old
• Local office in Alfred Nzo District
• Firearm licence in company name
• Salaries compliant with PSIRA rates and Labour Laws
• References and track record
• Positive bank balance (10% of tender value)

Two-stage evaluation:

Stage 1: Administrative compliance (PSIRA, COIDA, Bargaining Council, ICASA, Police Clearance, SA ID) and functionality.

Functionality criteria:

• Experience as security company: 40 points (5 points per project, up to 8 projects)
• Financial capacity: 30 points (based on credit facility/bank balance)
• Locality: 30 points (Local Municipality=30, District Municipality=20, Province=10)

Minimum threshold: 60 points for functionality.

Stage 2: 80/20 preference point system (80 points price, 20 points specific goals).

Specific goals as per bbbee section.