Security, patrol and access control services at die dam and uilenkraalsmond resorts, 1–31 december 2026 (Q21-2026)

Closing

• Thursday 26 November 2026 at 12:00, in the bid box at 26 Long Street, Bredasdorp, 7280.
• Bids opened in public immediately after closing.

Briefing or site meeting

• None: no site meeting will be held.

Other key dates

• Contract period: 1 to 31 December 2026.
• Bid validity: 90 days from the closing date.
• Successful bidder must sign contract form MBD 7.1 within 30 days of being notified of the award.
• Any ambiguity must be raised with the bid contact person before the closing date.

Bidding procedure enquiries

• Department: Supply Chain Management
• Contact: Mr L Tshambu
• Telephone: 028 425 1157, ext. 208
• Email: [email protected]

Technical and specification enquiries

• Department: Tourism, LED and Resorts
• Contact: Ms F Lloyd
• Telephone: 028 425 1157
• Email: [email protected]
• Alternative contact: Ms C Cloete
• Email: [email protected]
• Telephone: 028 425 1157

Submission address (bid box)

Overberg District Municipality

26 Long Street

Bredasdorp

7280

Collection of bid documents

Supply Chain Management Unit

11 Recreation Street

Bredasdorp

Service delivery sites

Die Dam Resort, R43, Gansbaai

Uilenkraalsmond Resort, R43, Gansbaai

Submission method

• Sealed envelope endorsed with bid number Q21-2026, the bid title and the closing date and time, deposited in the bid box at the Overberg District Municipality, 26 Long Street, Bredasdorp, 7280.
• Closing: Thursday 26 November 2026 at 12:00. Bids are opened in public immediately afterwards.
• Faxed, emailed and late bids are not accepted. Hand delivery, courier and post are permitted at the bidder's risk, but the bid must be in the box before the deadline; officials will not deposit courier bids and the municipality accepts no liability for courier delays or delivery to the wrong address.
• Bids placed in the wrong box will not be considered.
• Bid documents may be collected during office hours from the Supply Chain Management Unit, 11 Recreation Street, Bredasdorp (Monday to Thursday 08:00-13:00 and 13:30-16:30; Thursdays 13:30-16:00).

Document format

• Use the official forms only; retyped or altered bid documents are rejected.
• Complete in black ink, handwritten or typed, and sign with a wet signature; electronic signatures are not accepted.
• Initial every page. Missing pages disqualify the bid.
• Correction fluid (Tippex) disqualifies the bid; corrections must be lined through and initialled.
• Do not dismantle the bid document; attach supporting documents at the back, outside the page sequence.
• Witnesses must sign where the form calls for it; failure to do so may invalidate the bid.
• The checklist at the back of the bid document must be completed.
• Bids remain valid for 90 days from the closing date; bidders may not alter or withdraw during that period.

Returnable forms and documents

• MBD 1 (Invitation to Bid): bidder, contact and bank details, signed as the cover offer.
• MBD 2 (Tax Compliance Status): compulsory.
• MBD 3.1 (Pricing Schedule): compulsory; alternative pricing schedules are not accepted.
• MBD 4 (Declaration of Interest) with Annexure A listing all directors, trustees, shareholders and members with identity numbers.
• MBD 6.1 (Preference Points Claim) and, for EMEs, the MBD 6.1(a) sworn affidavit.
• MBD 7.1 (Contract Form): the successful bidder signs within 30 days of award notification.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices) and MBD 9 (Certificate of Independent Bid Determination).
• MBD 16 (Key Performance Indicators).
• Form of Offer and Acceptance.
• Authority to sign: board resolution, partnership certificate or equivalent authorising the signatory; if it is not submitted with the bid, the winning bidder may be asked to produce it after closing, failing which the bid is disqualified.
• Details of Bidder and Previous Experience schedules, and the Compulsory Enterprise Questionnaire.
• Annexure B (certificate for municipal services).
• Copy of the business registration documents.
• Valid Tax Compliance Status PIN or printed TCS certificate, and CSD registration number.
• Latest municipal account statement not older than 3 months, or a lease agreement where the premises are leased, unless already lodged with the accredited supplier database application.
• Original or certified copy of an original B-BBEE certificate or sworn affidavit.
• At least three client reference letters with contact details, PSIRA registration proof for the business and officers, Grade C training certificates, Project Manager CV and appointment letter, and proof of public liability insurance.
• Registration on the Overberg District Municipality accredited supplier database and the CSD is expected.

Disqualification risks

• Late, faxed or emailed bids, or bids in the wrong box.
• Unsigned or uninitialled pages, missing pages, Tippex, retyped or altered forms, or omitted forms.
• No valid Tax Compliance Status PIN.
• Bidders or directors in arrears on municipal rates, taxes or charges for more than three months without a settlement arrangement before closing.
• Contacting the municipality about the bid between the opening and the award, or attempting to influence evaluation, comparison or award decisions.

Sequence

• Responsiveness against the bid conditions and returnable documents, then functionality, then price and preference points.

Functionality (maximum 35, minimum qualifying score 25)

• Business experience in security services to business or local government: 1 year = 1 point, 2 years = 2, 3 years = 3, 4 years = 4, 5 years or more = 5. Evidence: CIPC documents, client reference letters covering the nature of the service, contract duration and performance, signed contracts with start dates and duration, appointment letters with service start dates, and a company profile showing year established, years in the industry and valid PSIRA registration.
• Positive reference letters from satisfied customers for similar services: 1 letter = 1 point up to 5 letters = 5 points.
• Qualifications of security officers deployed on this tender: 10 points if officers hold Grade C security training certificates, 0 points if they do not; qualification certificates must be attached.
• Experience of the nominated Project Manager, who is the resort contact: 1 year = 1 point up to 5 years or more = 5 points. Evidence: CV showing full name, role, years in the security sector, previous employers and security management roles, an appointment letter or contract, and reference letters confirming the role.
• Professional registration of the business: 10 points if PRISA registration in the business name is submitted, 0 points if not.
• Bidders self-score on the schedule; the municipality awards the final points. Bids scoring below 25 of 35 are not evaluated further.

Preference points

• 80/20 system: 80 points for price and 20 points for specific goals claimed on MBD 6.1.

Award

• Two bidders may be identified for award so that a second bidder can take over if the first fails to perform; the first bidder bears the cost difference.
• The municipality is not obliged to place orders with the second bidder while the first performs acceptably.
• The lowest bid or the highest-scoring bid need not be accepted; the municipality may accept part of a bid, accept more than one bid, award per line item, withdraw the invitation or re-advertise.

Service required

• Security, patrol and access control services at two Overberg District Municipality resort sites for 1 to 31 December 2026.
• Die Dam Resort: R43 road, about 40 km south-east of Gansbaai.
• Uilenkraalsmond Resort: R43 road, about 7 km east of Gansbaai.

Staffing per resort

• Day shift 07:00-19:00 and night shift 19:00-07:00, Monday to Sunday including public holidays.
• 1 x Grade C Security Officer per shift.
• 1 x Access Control Officer per shift, minimum Grade 10 school certificate.
• Total across both resorts: 2 Grade C officers and 2 Access Control Officers per resort per day, 8 officers in total.
• Project Manager and contact person details and qualifications must be provided in the bid.

Operating requirements

• Bidders must operate from a control room within a 200 km radius of Gansbaai for operational efficiency.
• Guards must be paid at or above the prescribed PSIRA salary rates.
• The successful supplier is solely responsible for the service; sub-contracting to third parties is not permitted and makes the bid non-compliant.
• Bidders must arrange their own transport and accommodation where applicable.
• Estimated quantities are for evaluation only and are not a statement of actual volumes.
• Ad hoc services: one Grade C officer and one Grade 10 Access Control Officer, estimated at no more than 5 days within the period.

Business experience

• Years of experience providing security services to businesses or local government are scored: 1 year = 1 point, 2 years = 2, 3 years = 3, 4 years = 4, 5 or more years = 5.
• Acceptable proof: CIPC documents, client reference letters describing the nature of the service, contract duration and company performance, copies of signed security contracts showing start dates and duration, appointment letters showing the service start date, and a company profile showing the year established, years in the security industry and valid PSIRA registration.

References

• Positive reference letters from satisfied customers for similar services: 1 letter = 1 point up to 5 letters = 5 points.
• At least three reference letters from clients, with contact details, must be included with the bid, or supplied within a period the municipality determines.

Officer qualifications

• The security officers to be deployed must hold Grade C security training certificates: 10 points if they do, 0 if they do not, and the qualification certificates must be attached.

Nominated key personnel

• The Project Manager, who acts as the resort contact, is scored on years of experience in security services to a business or local government: 1 year = 1 point up to 5 or more years = 5 points.
• The Project Manager's name must be provided, with a CV covering full name, position, years in the security sector, previous employers and security management roles, plus an appointment letter or contract and reference letters from previous employers confirming the role.

Business registration status

• PRISA registration in the business name scores 10 points when submitted with the bid, 0 when absent.

Form

• Pricing must be submitted on schedule MBD 3.1; alternative pricing schedules are not accepted. No Tippex; corrections must be lined through and initialled.

Basis of pricing

• Prices in Rand unless the bid conditions state otherwise, and all prices must include VAT.
• Quoted prices must cover every expense, disbursement, transport cost, overhead and profit, and are final and binding.
• Work rendered free of charge must be shown as R0.00; work not quoted must be left blank.
• The municipality cannot state exact volumes; estimated quantities come from historical trends and are used only for evaluation, not for pricing.

What is priced

• Monthly composite price per resort for 2 Grade C officers and 2 Grade 10 access control officers per site per shift, with 15% VAT shown separately and a total including VAT; the total per month is used for evaluation.
• Ad hoc services, estimated at no more than 5 days in the period, priced per site and shift for one Grade C officer and separately for one Grade 10 Access Control Officer; those totals are used for evaluation.
• Non-compliant deliveries are returned at the supplier's cost in terms of clause 8.7 of the General Conditions of Contract, and failure to meet the agreed delivery period allows the municipality to end the contract after written notice.

Payment

• No upfront payment; payment follows verification that the service meets the specification. Payments are made within 30 days of invoice.
• The pricing schedule is required by Ms F Lloyd, ODM Community Services, LED, Tourism, Resorts and EPWP.

Pricing

• Quote on pricing schedule MBD 3.1 only; alternative pricing schedules are rejected.
• Prices in Rand, inclusive of all expenses, disbursements, transport, overheads and profit, and inclusive of VAT, with 15% VAT shown separately.
• Monthly composite price per resort for 2 Grade C officers and 2 Grade 10 access control officers per site per shift; the total per month is used for evaluation.
• Ad hoc rates for a single Grade C officer and a single Grade 10 access control officer per site and shift; those totals are used for evaluation.
• Quoted prices are final and binding. Work done free of charge must be shown as R0.00; work not quoted must be left blank.
• Bidders importing components must take out forward cover against exchange rate fluctuation.

Payment

• No upfront payments. Payment within 30 days of receipt of a compliant invoice, after verification against the specification.
• Invoices must show VAT separately; the municipality's VAT registration number is 4610114409 and must appear on tax invoices above R3,000.

Security and insurances

• Proof of a public liability insurance policy of at least R5 million, covering all claims including claims arising from the use or misuse of firearms, against the council, contractor or its employees, must be attached.
• The successful bidder bears the cost of legal documents establishing the contract and of sureties and retentions.

Validity

• Bids remain valid for 90 days from the closing date.

Mandatory registrations and status

• Central Supplier Database (CSD) registration: the municipality may not transact with unregistered suppliers; the CSD number must be provided.
• Registration on the Overberg District Municipality accredited supplier database is expected, and the municipality may decline to award to unregistered suppliers.
• Valid Tax Compliance Status PIN issued by SARS, or a printed TCS certificate. Bids without it are invalidated. Each party in a consortium, joint venture or sub-contracting arrangement must submit its own PIN and CSD number.
• PSIRA registration of the business with valid proof attached, and PSIRA registration of every Grade C security officer with proof submitted.
• Copy of the company's business registration documents.
• Latest municipal account statement not older than 3 months, or a lease agreement for leased premises.
• No bid from a person in the service of the state; any kinship or connection to a state employee must be declared on MBD 4.
• Bidders or their directors in arrears on municipal rates, taxes or charges for more than three months, without a settlement arrangement before closing, are disqualified.
• CIDB registration number must be included and is verified during evaluation, where applicable.

B-bbee

• Submit an original or certified copy of an original SANAS-accredited B-BBEE verification certificate, or a sworn affidavit; photocopies of certified copies are not accepted.
• Annual turnover up to R10 million: Exempted Micro Enterprise may submit a sworn affidavit confirming annual total revenue and level of black ownership, renewed annually.
• Annual turnover between R10 million and R50 million: Qualifying Small Enterprise submits an annual sworn affidavit confirming revenue and black ownership, and a QSE scorecard where the contract exceeds R10 million.
• Turnover above R50 million: a valid B-BBEE verification certificate is required.
• Verification agency certificates must show the SANAS logo, the unique BVA number, bidder name, physical location, registration and VAT numbers, issue and expiry dates, certificate number, scorecard used, agency name or logo, an authorised signature and the status level achieved. Auditor or accounting officer certificates must show practice numbers, black and black female shareholding and the status level achieved.
• Failure to submit acceptable B-BBEE evidence forfeits all preference points.

Returnable declaration forms

• MBD 4 (Declaration of Interest): declares whether the owner, directors, managers, shareholders or stakeholders have been in the service of the state in the past 12 months and must list all directors, trustees, shareholders and members on Annexure A.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any abuse of a supply chain management system or improper conduct, including influencing officials or offering benefits; a bid may be rejected on that basis.
• MBD 9 (Certificate of Independent Bid Determination): certifies that the price was set independently and without collusion or price disclosure.
• MBD 2 (Tax Compliance Status), MBD 6.1 (Preference Points Claim), MBD 6.1(a) sworn affidavit where applicable, and the Compulsory Enterprise Questionnaire.

Contracting

• The winning bidder signs contract form MBD 7.1 within 30 days of the municipality's notification of acceptance.
• The General Conditions of Contract (MBD 5) plus any special conditions apply alongside the bid conditions.
• The contract period is 1 to 31 December 2026 and may be extended if additional funds become available.
• Prices are fixed for the contract and may not vary from those quoted.
• The service provider is responsible for all taxes, duties and licence fees; no contract is concluded with bidders whose tax affairs or municipal accounts are in arrears.
• The contract is governed by South African law and the governing language is English.

Termination for default

• The municipality may terminate in whole or in part by written notice if the supplier fails to deliver or perform, or is judged to have engaged in corrupt or fraudulent practices; replacement services may be procured and the supplier is liable for the excess cost.
• A restriction penalty of up to 10 years may follow, with the supplier given 14 days to show cause; the restriction is reported to National Treasury within 5 working days and may extend to related enterprises and controllers.
• A court conviction under the Prevention and Combating of Corrupt Activities Act may lead to listing on the Register of Bid Defaulters and a ban of 5 to 10 years.

Termination for insolvency

• The municipality may terminate on written notice if the supplier becomes bankrupt or insolvent, without compensation, and without affecting accrued rights.

Disputes

• Disputes are first referred to mutual consultation; if unresolved after 30 days either party may give notice of mediation, and failing mediation the matter goes to a South African court. Work continues while the dispute is resolved.

Confidentiality, records and notices

• The supplier may not disclose the agreement, its terms or any municipality-supplied specification or information without prior written consent, other than to staff who need it to perform the contract.
• The municipality may inspect and have audited the supplier's records relating to performance.
• Written notices are served by ordinary mail to the bidder's stated address and time periods run from the date of posting.
• Personal information is processed in line with POPIA.
• If a contract was awarded on incorrect information, the municipality may recover all costs, losses and damages caused by the award.

Evaluation runs through responsiveness, functionality and then price with preference points.

Functionality scoring, 35 points in total, minimum 25 to qualify

• Years of business experience in security services to a business or government: 1 year = 1 point to 5 or more years = 5 points.
• Positive references from satisfied customers for similar work: 1 letter = 1 point to 5 letters = 5 points.
• Grade C qualification of the officers to be deployed: 10 points if held, 0 if not.
• Years of experience of the nominated Project Manager: 1 year = 1 point to 5 or more years = 5 points.
• PRISA registration in the business name submitted with the bid: 10 points; not submitted: 0 points.
• Bidders enter their own scores; the municipality awards the final points.

Supporting evidence expected with the bid

• CIPC documents, signed security contracts with start dates and duration, appointment letters, a company profile showing year established, industry experience and PSIRA registration, client reference letters describing the nature of the service and performance, officer training certificates, and the Project Manager's CV, appointment letter and reference letters.

Preference points and adjudication

• 80/20 system: 80 points price, 20 points for specific goals claimed on MBD 6.1.
• Formal quotations that fail any eligibility criterion are not evaluated further.
• The municipality is not bound to accept the lowest or highest-scoring bid and may accept any part of a bid or award per line item.