Security services for tsolo sites – one-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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Supporting documents needed: Company profile with contactable references; certified copy of B-BBEE certificate (SANAS approved or sworn affidavit); statement of municipal accounts/proof of rates not older than one month or lease agreement; CVs and qualifications of project team; proof of company registration with PSIRA; proof of company director registration with PSIRA; proof of good standing with COID or a letter from labour department; SARS tax pin; CSD report/CSD number; audited annual financial statements for the past three years. For joint ventures: joint venture agreement, letter of signatory, joint B-BBEE certificate. Failure to supply all supplementary information may result in the tender being deemed incomplete and not considered.

Must be PSIRA registered with valid public liability insurance; all officers on Grade C; supervisors with Grade 5(B) firearm competence; company directors with Grade (A) security officer and firearm competence; provide COID compliance proof; SARS tax clearance; B-BBEE certificate; CSD registration; audited financial statements for past 3 years; no persons in service of the state; must complete MBD 4, MBD 6.1, and MBD 5 forms; must have office, control room, company vehicle with license disk, and staff in uniform.

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 Tsolo magisterial district

sites. The successful bidder will enter unto a one (1) year contract.

❖ Kumkani Mhlontlo Local Municipality has total of 10 Sites as per deployment plan of

sites that are spread across the area of Tsolo. And the proposal is at least deployment of

44 security officers to ensure maximum security is always in adhered to , 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

• Tsolo Pound
• Tsolo Offices
• Tsolo Junction Hall
• Tsolo Cemetery
• Tsolo Library
• Tsolo Stadium
• Tsolo Waste Transfer Station
• Bele Zingcuka library

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 services.
• VIP Protection, Crowd Control, Strike Management as and when there is a need

I. The suitable profession 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 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 wot 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;

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 of multi-disciplinary

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 discipline 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

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.

2. 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 qualification 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 labour 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

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

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

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

8.METHOD Of procurement

Competitive bidding.

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: 20

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

Pricing schedule: Complete tables for cost per area for Grade C guards. Sites include Tsolo Pound, Tsolo Offices, Tsolo Junction Hall, Tsolo Cemetery, Tsolo Library, Tsolo Stadium, Tsolo Transfer Station, Bele Zingcuka library. Provide number of guards per shift (day/night) and price per guard, total per month, and total for 12 months (VAT inclusive). Total number of armed guards = 20, unarmed = 16, total guards = 36. Also provide rates for ad hoc services (not included in total tender price): VIP protection (rate per month per guard), industrial strike management (rate per day per guard), event security services (rate per day per guard).

Specific goals for preference points (20 points total): HDI-Equity ownership (10 points) – verified by race or nationality, require ID copy; Youth-Enterprise 0-35 years (2 points) – verified by age, require ID copy and CSD; Women-Equity ownership (2 points) – verified by gender/sex, require ID copy, CK and CSD; Disability-Equity ownership (2 points) – verified by medical certificate, require medical certificate and CSD; Military veterans (2 points) – verified by stamped confirmation letter from Office of Military Veterans, require ID copy and CSD; Rural Enterprise (2 points) – verified by proof of residence from traditional leader or ward councillor, require proof of residence and CSD. Failure to submit proof of specific goals claimed will be interpreted as not claiming preference points.

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.

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Adhoc services as and when there is a need ( nb. Only rates, not to be

Included in the total tender price)

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

identified persons per guard

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;

(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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PSIRA (Private Security Industry Regulator Authority. The bidder must be able to provide

a valid public liability/insurance certificate.

to address the above objectives:

• Appointment of the Provision of Security Services for the provision of multi-disciplinary

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 discipline 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;

(d) “consortium or joint venture” means an association of persons for

the purpose of combining their expertise, property, capital, efforts, skill

and knowledge in an activity for the execution of a contract;

(e) “contract” means the agreement that results from the acceptance of a

bid by an organ of state;

(f) “EME” means an Exempted Micro Enterprise as defines by Codes of

Good Practice issued in terms of section 9 (1) of the Broad-Based Black

Economic Empowerment Act, 2003 (Act No. );

(g) “Firm price” means the price that is only subject to adjustments in

accordance with the actual increase or decrease resulting from the

change, imposition, or abolition of customs or excise duty and any

other duty, levy, or tax, which, in terms of the law or regulation, is

binding on the contractor and demonstrably has an influence on the

price of any supplies, or the rendering costs of any service, for the

execution of the contract;

(h) “non-firm prices” means all prices other than “firm” prices;

(i) “person” includes a juristic person;

(j) “QSE” means a Qualifying Small Enterprise as defines by Codes of Good

Practice issued in terms of section 9 (1) of the Broad-Based Black

Economic Empowerment Act, 2003 ( Act No. );

(k) “rand value” means the total estimated value of a contract in Rand,

calculated at the time of the tender invitation;

(l) “Reconstruction and Development Programme” the

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. All 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. Bids are held for a period of 90 days and must be deposited in the tender box at 96 Church Street, Qumbu 5180 by the closing date at 12:00 PM. 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.

Bidders must complete MBD 4, MBD 6.1, and MBD 5 forms. Failure to supply all supplementary information may result in the tender being deemed incomplete. Bidders must provide company registration, tax reference, and VAT registration numbers. If required by law, audited annual financial statements must be submitted. Bidders must not be persons in the service of the state. The service provider must comply with POPIA, treating personal information as confidential and processing it only on behalf of the municipality.

Points will be awarded for functionality and price. The lowest acceptable tender will be used to determine the accurate system. The municipality is not bound to accept the lowest or any tender and reserves the right to accept any tender in whole or in part.