Security services for qumbu sites – 1-Year contract (mhlontlo local municipality)

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Compulsory briefing session: 30/09/2026 at 10:00 am at New Qumbu town hall.

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CSD registration, valid SARS tax pin, B-BBEE level certificate (of 48), PSIRA registration for company and director, proof of good standing with COID or labor department letter, annual financial statements (past 3 years), minimum experience requirements (Grade C officers, minimum 5 years overall experience), Grade A for company director, firearm competence for security officers, supervisor must have Grade B and firearm competence, ability to meet 24-hour shift system and daily site visits, compliance with gun-free zone policy, ability to provide armed/unarmed guard ratios (31 armed, 24 unarmed)

Terms of reference for provision of security services for one year

Requirements/References

The Provision of Security services for one year with the following statutory provisions as the manner of

reference in this regard:

❖ In terms of regulation made under the Private Security Industry regulator act, 2001 (Act. ).

❖ All provision in the different sets of regulators in the improper Conduct Regulation Enquiries, 2003

published under Government Gazette February 2003.

❖ All the provision of Section 332 of the Criminal Procedure Act (Act ) except for subsection

(5), (7) and (9).

❖ Comply and be accredited with the provision of Firearms Control Act and provide all

Competency Certificate, licenses, permits or authorization.

Background.

❖ The Kumkani Mhlontlo Local Municipality seeks to appoint the suitable professional service

provider, to provide the security management services at Qumbu magisterial district sites. The

successful bidder will enter one (1) year contract.

❖ Kumkani Mhlontlo Local Municipality has total of 14 Sites as per deployment plan of sites that are

spread across the area of Qumbu. And the proposal is at least of deployment of 57 security officers to

ensure maximum security is always taken care of, unless the prospective service provider has any

proposal number to render the expected as per the required deliverables and sites.

❖ All the officers are to be on Grade C

The purpose of the assignment is appointment for Provision of Security Services for the provision of

multidisciplinary security services at

Qumbu Pound

Qumbu Offices and old Town hall

Traffic Department

Qumbu Landfill site

Qumbu Town Cemetery

Qumbu New Homes Cemetery

Qumbu Stadium

Mvumelwano Stadium

Tsitsa Falls

Qumbu Library

Sulenkama Library

New Qumbu Town Hall and offices

Toleni Community Development Centre

And any other sites that may be identified during the contract period

2. Description of Work

2.1 The department of Community Services is committed to ensure a high-performance working

environment and quality of work life within a conducive environment by providing security

services to the municipal buildings.

2.2 It is crucial for KMLM to ensure that the building is secured in accordance with the Access Control

to Premises and Vehicle Act, , Minimum Physical Security Standards (MPSS)

..which are applicable in the Public Service.

• Security guarding and armed response services.
• VIP Protection, Crowd Control, Strike Management as and when the is a need the service provider

must quote the rate in case the municipality needs the service, but it must not be included in the

total bid price

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I. The suitable professional service provider should be fully compliant and registered with PSIRA

(Private Security Industry Regulator Authority. The bidder must be able to provide a valid Public

liability/insurance certificate.

II. Compulsory to have control room facility responsible for monitoring and analysing the Kumkani

Mhlontlo Local municipality’s security position on an ongoing basis.

III. To appoint the Manager and supervisor at a cost of the service provider.

IV. Provision of private security, physical access control, patrolling on various municipality offices and

sites and security related risk management services.

V. Production and submission of monthly reports.

VI. To develop incident report for each occurrence and produce a report to the Municipality for each

incidence.

VII. The service Provider and personnel must be able to respond to any emergency within a specified

period upon each request.

VIII. The Council subscribes to a “GUN FREE ZONE”. No firearms will be allowed on the premises

except authorized personnel. A list of persons exempted will be provided to the service provider to

ensure compliance with Council policy provisions during deployment of the service provider on during

event or deployment.

IX. Upon appointment all sites must be inspected for assessment, and detailed security plan must be

provided by the successful Service provider at no extra cost to the municipality.

X. Supervisors to visit the sites daily for monitoring and reporting of findings.

XI. The Security services provider shall be expected to work a 24-hour shift system (day and night) or

otherwise indicated.

4. Duration

Contract period will be for one year (12 months)

5. Objectives

Kumkani Mhlontlo Local Municipality is in the process of appointing a Private Security Services which

will be safeguarding our assets for a period of one year for achieving the following objectives:

• Securing or guarding of Kumkani Mhlontlo Local Municipality projects’ infrastructure,

assets and inventory.

• Safeguarding of personnel against any potential harm or danger;

• Provision of the best and modern security systems and equipment;

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• Easy access to professional security systems and equipment maintenance services;

and

• Provision of the best security related advice and information.

6. Business Requirements

The Kumkani Mhlontlo Local Municipality has the following business requirements in order to address

the above objectives:

• Appointment of the Provision of Security Services for the provision guiding services and other multidisciplinary security services, as and when there is a need basis, this may include VIP protection,

event management and industrial strike management.

• One (1) Service Provider will be awarded for all disciplines of security services, based on

their qualification and accreditations.

• Security Service Provider will be appointed for a period of one year.

• The selection process will be based on the Functionality capacity

• Security Service Providers should be registered with professional regulatory authority /

organization, e.g. the Private Security Industry Regulatory Authority.

• Kumkani Mhlontlo Local Municipality requires experienced service providers hence the selection

criteria will favour those who will submit proof of relevant contracts appointments.

• Service Providers should have well skilled / qualified personnel and resources.

• Service Providers should have / be eligible for relevant Professional Indemnity Insurance

cover;

• PSIRA compliance

• Compulsory Briefing Session

8. Required security services disciplines

• VIP Protection, Crowd Control, Strike Management,

Security guarding services.

• Other related corporate security services not covered above

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3. Points allocation

Preferential Procurement Policy Framework Act points will be awarded as follows

Price 80 points

KMLM specific Goals 20 points

Total 100 points

4. Availability of funds

Funds are available from Equitable Share

5. Duration for closing date and time

Closing date will be 21/10/2026 at 12:00 PM in Qumbu foyer.

6. Supporting documents needed.

7. Tenderers are required to submit the Company Profile with contactable references.

8. Tenderers must submit certified copy for B-BBEE certificate only SANAS approved or SWORN

affidavit.

3. Statement of Municipal accounts/proof of rates not older than one month or lease agreement

4. CV’s and qualifications of project team

5. Proof of company registration with PSIRA

6. Proof of Company director registration with PSIRA

7. Proof of good standing with compensation of occupational injuries and diseases (COID) OR a

letter to tender from labor department.

8. Submission of SARS tax pin.

9. CSD report/CSD Number

10. Annual financial statements for auditing, their audited annual financial statements— for the

past three years

For Joint venture, the following documents are mandatory.

11. Joint venture agreement

12. Letter of signatory

13. Joint B-BBEE certificate

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Failure to supply all supplementary information may result in the tender being deemed incomplete

tender and may not be considered forward.

7. Conditions of the tender

• Kumkani Mhlontlo Local Municipality Supply Chain Policy Management will apply.
• The Council is not bound to accept the lowest or any tender and or part thereof and the

Council reserves the right to accept any tender in whole or in part.

• All electronic, telegraphic, telefax, e-mail and late tenders will not be considered and

tenders not deposited in the tender box as prescribe in this notice will not be considered as

well.

• Kumkani Mhlontlo local Municipality does not bind itself to accept the lowest proposal.

8.METHOD Of procurement

• Competitive bidding.

Scope of work includes security guarding and armed response services; VIP Protection, Crowd Control, Strike Management (rates to be quoted but not included in total bid price). The service provider must be fully compliant and registered with PSIRA, provide valid public liability/insurance certificate, have a control room facility for monitoring and analysing the municipality's security position, appoint a Manager and supervisor at their own cost, provide private security, physical access control, patrolling, and security risk management services. They must produce monthly reports, develop incident reports for each occurrence, respond to emergencies within a specified period, comply with the 'GUN FREE ZONE' policy (no firearms except authorized personnel), inspect all sites upon appointment and provide a detailed security plan at no extra cost, have supervisors visit sites daily for monitoring and reporting, and work a 24-hour shift system (day and night) as indicated.

4. CV’s and qualifications of project team

Experience as security provide appointment letters 40

with reference letters/orders

• Minimum of 5 years’ Experience as security 40

services provider:

• Minimum of 4 years’ Experience as security

services provider: 30

• Minimum of 3 years’ Experience as security

services provider:

• Minimum of 2 years’ Experience as security

services provider: 10

• Minimum of 1 years’ Experience as security 5

services provider:

• Minimum of 0years’ Experience as security 0

services provider:

PSIRA Certificate 20 20

Qualification 10 10

• Company director must have Grade (A) 5

• Stage 1- Functionality
• Stage 2- Price and KMLM Specific Goals

The 80/20 preference system will be used as per SCM policy, where 80 points will be for price and

20 for Specific Goals.

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9.1 Pricing schedule

Valid tax clearance certificate been attached? (Mbd 2) yes/no

CSD report/CSD Number

Joint venture agreement

appointment letters 40

VAT registration number................................................................................................

B-BBEE Details: of 48

Women-Equity the municipality is going to use GENDER OR 2

ownership SEX as means of verification and thus

prospective service providers will be required to

provide a copy of ID COPY, CK and CSD as a

proof in order to claim points for specific goals

Disability-Equity the municipality is going to use MEDICAL 2

ownership CERTIFICATE as means of verification and thus

prospective service providers will be required to

provide a copy of MEDICAL CERTIFICATE and

CSD as a proof in order to claim points for

Military veterans the municipality is going to use Stamped 2

Confirmation letter from Office of Military

Veterans as means of verification and thus

prospective service providers will be required to

provide a copy of ID COPY AND CSD as a proof in

order to claim points for specific goals

Rural Enterprise the municipality is going to use PROOF OF 2

Residence from traditional leader or

WARD COUNCILLOR OR as means of

verification and thus prospective service providers

will be required to provide a copy of PROOF OF

RESIDENCE AND CSD as a proof in order to

claim points for specific goals

Failure of a bidder to submit proof of specific goals claimed will be interpreted to mean that

preference points for specific goals are not claimed.

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10. Functionality as sessment

Functional Category & Description Weight Maximum possible scores

Experience as security provide appointment letters 40

with reference letters/orders

• Minimum of 5 years’ Experience as security 40

services provider:

• Minimum of 4 years’ Experience as security

services provider: 30

• Minimum of 3 years’ Experience as security

services provider:

• Minimum of 2 years’ Experience as security

services provider: 10

• Minimum of 1 years’ Experience as se

Specific Goals: 100% ownership in order to claim full points. Means of verification and points allocation: HDI - Equity ownership (RACE or NATIONALITY as means of verification, ID copy as proof) - 10 points; Youth-Enterprise 0-35 years (AGE as means, ID copy and CSD as proof) - 2 points; Women-Equity ownership (GENDER or SEX as means, ID copy, CK and CSD as proof) - 2 points; Disability-Equity ownership (MEDICAL CERTIFICATE as means, medical certificate and CSD as proof) - 2 points; Military veterans (Stamped Confirmation letter from Office of Military Veterans as means, ID copy and CSD as proof) - 2 points; Rural Enterprise (PROOF OF RESIDENCE FROM TRADITIONAL LEADER OR WARD COUNCILLOR as means, proof of residence and CSD as proof) - 2 points. Failure to submit proof of specific goals claimed will be interpreted as not claiming preference points.

reference in this regard:

❖ In terms of regulation made under the Private Security Industry regulator act, 2001 (Act. ).

❖ All provision in the different sets of regulators in the improper Conduct Regulation Enquiries, 2003

published under Government Gazette February 2003.

❖ All the provision of Section 332 of the Criminal Procedure Act (Act ) except for subsection

(5), (7) and (9).

❖ Comply and be accredited with the provision of Firearms Control Act and provide all

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Adhoc services as and when required (only rates, not to be included in

The tender price)

VIP Protection VIP protection services for Rate per month ( Vat Inc)

identified persons per guard

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Industrial Strike Management Coordinate and assist in Rate per day( Vat Inc)

industrial strike actions As

required per guard

Event security services Provide special event Rate per day( Vat Inc)

security inclusive of event

security risk assessment,

guarding and access control ___________________

1.2. Security measures

1.2.1. Service Provider warrants that it shall secure the integrity of the Personal Information in

its possession or under its control by taking appropriate, reasonable technical and

organisational measures to prevent:

(a) Loss of, or damage to, or unauthorised destruction of the Personal Information; and

(b) Unlawful access to or processing of the Personal Information.

1.2.2. Service Provider shall take reasonable measures to:

(a) Identify all reasonable foreseeable internal and external risks to the Personal

Information in its possession or under its control;

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(b) Establish and maintain appropriate safeguards against the risk identified;

(c) Regularly verify that the safeguards are effectively implemented;

(d) Ensure that the safeguards are continually updated in response to new risks or

deficiencies in previously implemented safeguards; and

(e) Shall notify Kumkani Mhlontlo LM of the risks identified and the safeguards

established and implemented from time to time.

1.2.3. Service Provider shall:

(a) Have due regard to generally accepted information security practices and processes

which may apply to it;

(b) Comply with Kumkani Mhlontlo LM’s information security practices and procedures

and applicable industry or professional rules and regulations, of which Kumkani

Mhlontlo LM undertakes to keep Service Provider informed from time to time; and

(c) Within five (5) business days of a request from Kumkani Mhlontlo LM, Service

financial statements for auditing?

1.1 If yes, submit audited annual financial statements

for the past three years or since the date of

*Yes / NO

establishment if established during the past

three years.

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(Private Security Industry Regulator Authority. The bidder must be able to provide a valid Public

liability/insurance certificate.

the above objectives:

• Appointment of the Provision of Security Services for the provision guiding services and other multidisciplinary security services, as and when there is a need basis, this may include VIP protection,

event management and industrial strike management.

• One (1) Service Provider will be awarded for all disciplines of security services, based on

their qualification and accreditations.

• Security Service Provider will be appointed for a period of one year.

• The selection process will be based on the Functionality capacity

• Security Service Providers should be registered with professional regulatory authority /

organization, e.g. the Private Security Industry Regulatory Authority.

• Kumkani Mhlontlo Local Municipality requires experienced service providers hence the selection

criteria will favour those who will submit proof of relevant contracts appointments.

• Service Providers should have well skilled / qualified personnel and resources.

• Service Providers should have / be eligible for relevant Professional Indemnity Insurance

cover;

• PSIRA compliance

• Compulsory Briefing Session

details of the appropriate technical and organisational measures taken by or on

behalf of Service Provider to demonstrate and ensure compliance with this clause.

1.3. Service Provider’s general obligations with regards to Personal Information

1.3.1. In addition to the other obligations set out in this clause, Service Provider shall:

(a) Take reasonable steps to ensure the reliability of any of its employees who have

access to the Personal Information;

(b) Limit access to the Personal Information only to those employees who need to know

to enable Service Provider to perform the services and ensure that employees used

by Service Provider to provide the Services have undergone training in the care and

handling of the Personal Information;

(c) Deal promptly and properly with all reasonable inquiries from Kumkani Mhlontlo

acquired by an unauthorised person or if a breach has occurred with reference to its

use of the Personal Information under this Agreement. The notification must

provide sufficient information to allow affected Data Subjects to take measures

against the potential consequences of the compromise, including, if known to Service

warrants that it will guarantee the confidentiality of the Personal Information and will not actively

process the Personal Information any further.

1.6. Warranties

penalties, claims, loss or damage arising from any claim or action brought against Kumkani

Mhlontlo LM and arising from or due to Service Provider’s breach of its information protection

obligations set out in this clause.

1.8. Ownership of Information

1.8.1. Service Provider acknowledges and agrees that Kumkani Mhlontlo LM retains all right,

title and interest in and to the Personal Information.

1.8.2. Service Provider shall not possess or assert any lien or other right against or to such

commitments for municipal services towards

any municipality for more than three months

or any other service provider in respect of

which payment is overdue for more than 30

days?

*Yes / NO

2.1 If no, this serves to certify that the bidder has no

undisputed commitments for municipal services

towards any municipality for more than three

months or other service provider in

respect of which payment is overdue for

more than 30 days.

2.2 If yes, provide particulars.

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• Delete if not applicable

years, including *YES / NO particulars of any material non-compliance or dispute

concerning the execution of such contract?

3.1 If yes, furnish particulars

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4. Will any portion of goods or services be sourced from outside *YES / NO the

(a) “all applicable taxes” includes value-added tax, pay as you earn,

income tax, unemployment insurance fund contributions and skills

development levies;

(b) “bid” means a written offer in the form determined by an organ of state

in response to an invitation to provide goods or services through price

quotations, competitive tendering process or any other method

envisaged in legislation and “bid” has a corresponding meaning

(c) “comparative price” means the price after the factors of a non-firm

price and all unconditional discounts that can be utilized have been

taken into consideration;

Conditions of the tender: Kumkani Mhlontlo Local Municipality Supply Chain Policy Management will apply. The Council is not bound to accept the lowest or any tender and reserves the right to accept any tender in whole or in part. Electronic, telegraphic, telefax, e-mail and late tenders will not be considered. Tenders not deposited in the tender box as prescribed will not be considered. Method of procurement: Competitive bidding. Bids submitted are held for a period of 90 days and must be deposited in the tender box at Kumkani Mhlontlo Local Municipality, 96 Church Street, Qumbu, 5180, by no later than the closing date at 12:00PM. Faxed or electronic submissions will not be accepted. The Municipality reserves the right to withdraw any invitation to tender, re-advertise, reject any tender, or accept a part of it.

The service provider must comply with statutory provisions under the Private Security Industry Regulator Act, 2001. They must develop incident reports for each occurrence and produce monthly reports to the municipality. They must respond to emergencies within a specified period, comply with the 'GUN FREE ZONE' policy (no firearms except authorised personnel), and inspect all sites upon commencement. The service provider must treat personal information as confidential under POPIA, acting as an Operator for the municipality, and report any breaches. The successful bidder will enter a one-year contract.

Evaluation is in two stages. Stage 1 is functionality (technical) evaluation; only bidders scoring 70% or more proceed to Stage 2. Stage 2 evaluates price and preference points. The lowest/highest acceptable tender will be used to determine the accurate system once tenders are received. Points are awarded for price and B-BBEE status.