Security, patrol and access control services at cape winelands district municipality facilities (t 2027/002) — period ending 30 june 2030

Closing: 13 November 2026 at 11:00.

Contract period: services run until 30 June 2030.

Bid validity: 180 days from the closing date; the municipality may request an extension in writing.

No compulsory briefing or site meeting is specified in the tender notice.

Bid procedure enquiries

• Department: Financial Services, Supply Chain Management
• Telephone: 086 126 5263

Technical enquiries

• Contact: Dorian Heath
• Telephone: 023 348 2305

Submission address

29 Du Toit Street

Stellenbosch

Cape Winelands District Municipality

Document collection address

Supply Chain Management Unit

Cape Winelands District Municipality

29 Du Toit Street

Stellenbosch

Submission method: sealed hard-copy tender placed in the official tender box at the Cape Winelands District Municipality offices, 29 Du Toit Street, Stellenbosch.

Envelope: each tender in its own sealed envelope, endorsed with the tender number and description.

Electronic submission: not accepted — faxed, telexed or emailed tenders are rejected.

Copies: the complete original tender document must be returned; missing pages disqualify the bid.

Completion: complete in black ink; corrections also in black ink and signed by the bidder.

Tippex/correction fluid: any bid containing correction fluid corrections is disqualified.

Tenders are opened in public immediately after the closing time.

Returnable documents:

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the municipality.
• MBD 5 (Declaration for Procurement above R10 million): declaration required for contracts above R10 million.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE and locality preference points; must be completed to earn any preference points.
• MBD 7.1 or 7.2 (Contract Form): signed acceptance of the contract terms for goods/works or services.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past SCM abuses or improper conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.
• Questionnaire (Annexure I): must be completed to earn preference points.
• Authority for Signatory: board/partners/trustees resolution authorising the signatory to bind the bidder.
• Credit Order Instruction.
• Compulsory Documentation Checklist.
• Capability of Bidder.
• Tax Compliance Status PIN printed from the SARS website.
• Certified copy of the bidder's and each director's municipal account for the month preceding closure.
• B-BBEE Status Level Verification Certificate or qualifying sworn affidavit.
• Letter of Good Standing from the Department of Employment and Labour (if applicable).
• PSIRA registration confirmation and NBCPSS registration with paid-up levies.
• Proof of registration on the CWDM Supplier Database and the Central Supplier Database.

Disqualification risks:

• Late submission, or submission by fax, email or telex.
• Missing pages, unsigned forms, or correction fluid corrections.
• Failure to return the complete original document.
• Failure to submit the authority to sign, tax PIN, municipal accounts or B-BBEE evidence.
• Contacting the municipality on bid matters between bid opening and contract award.

Evaluation stages: responsiveness to the specifications and requirements first, then scoring.

Preference point system: 80/20 (Preferential Procurement Regulations 2022).

Price: 80 points awarded to the lowest acceptable price.

Preference points: 20 points, split equally between two specific goals —

• B-BBEE status level of contributor: 10 points.
• Locality (enterprises located in the district/province where the work is performed): 10 points.

B-BBEE points scale (80/20): Level 1 = 10, Level 2 = 9, Level 3 = 8, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.

Bidders without a B-BBEE certificate or non-compliant contributors are not disqualified but score 0 for B-BBEE and are scored out of 80 for price only.

Adjudication considerations: compliance to specifications, value for money, capability to execute the contract, and PPPFA and associated regulations.

The municipality is not bound to accept the lowest bid or the highest-scoring bid.

Scope: security, patrol and access control services at various Cape Winelands District Municipality facilities, for the period ending 30 June 2030.

Personnel: PSIRA Grade C security officers.

Access control: at the main entrances of the facilities.

Security and patrol: on facility premises after normal working hours, on weekends and public holidays.

Day shift: Grade C officers for access control, security and patrol at main entrances, Mondays to Fridays 06:00–18:00.

Night shift: Grade C officers for security and patrol, Mondays to Fridays 18:00–06:00, including weekends and public holidays.

Emergency services: temporary emergency security, patrol and access control at locations not listed in the tender, on written instruction, for incidents such as threats, disasters, municipal events, labour unrest, vandalism, break-ins and temporary facility occupations.

Guard monitoring system: must be installed with daily web-based access for the municipality; functional within 30 days of the tender taking effect or on a mutually agreed date.

Monitoring reports: submitted daily by no later than 10:00 covering the preceding 24 hours, by email to the municipality's authorised representatives.

Query response: written response to any monitoring query within 48 hours.

Noise: the monitoring system must not cause a noise nuisance to neighbouring buildings.

Emergency response: telephonic enquiries answered immediately; physical response to emergencies within a maximum of 30 minutes, 24 hours a day; failure to respond within 30 minutes makes the contractor liable for resulting damages or losses.

Relief officers: relief Grade C officers must be provided when maximum working time is exceeded, and arranged timeously without prior notice from the municipality when an officer cannot report for duty.

Facility example — Stellenbosch, 29 Du Toit Street: 1 x Grade C officer for day shift access control, Mondays to Fridays 07:00–17:00, excluding public holidays unless arranged beforehand.

Services must be rendered at all listed facilities on the days and times specified per facility.

Variation orders: the contractor may be instructed to deliver goods or render services where the estimated change does not exceed 15% of the original contract value; construction-related goods, services and infrastructure contracts may be varied by up to 20%.

For measurable quantities, the contractor may be asked to reduce the unit price, and such offers may be accepted provided there is no price escalation.

Pre-bid testing is for the bidder's account.

Where inspections, tests or analyses are a bid condition, the bidder's or contractor's premises must be open at reasonable hours for inspection by the municipality or its representative.

If inspections are introduced during the contract without being specified, the municipality arranges and pays for them.

Costs of inspections, tests and analyses are borne by the municipality where the goods or services comply, and by the supplier where they do not.

Non-compliant goods or services may be rejected; rejected goods are held at the supplier's cost and risk and must be removed and replaced immediately at the supplier's cost.

If the supplier fails to substitute rejected goods, the municipality may buy replacements at the supplier's expense.

These provisions do not limit the municipality's right to cancel the contract for breach.

Pricing is fixed for the contract period; quoted prices may not vary except for authorised adjustments or a bid validity extension.

Payment is made within 30 days of a valid invoice, in Rand unless otherwise stipulated.

The supplier is responsible for all taxes, duties and licence fees incurred until delivery.

No contract is concluded with a bidder whose tax matters are not in order or whose municipal rates and services charges are in arrears.

Where the contract value exceeds R2 300 000, the bidder must be VAT-registered with SARS and the price is treated as VAT-inclusive.

Pricing: prices quoted are fixed for the contract and may not vary, except for adjustments authorised by the municipality or in a bid validity extension request.

Payment: within 30 calendar days of receipt of a valid invoice or statement; payment in Rand unless otherwise stipulated.

VAT: where the contract value exceeds R2 300 000, the bidder must be registered for VAT with SARS and the municipality will treat the price as VAT-inclusive even if no VAT is indicated.

Tax invoice: VAT must be shown clearly on each invoice; invoices above R3 000 must disclose the recipient's VAT registration number.

Municipality VAT registration number: 4700193495.

Document fee: R274.00 per hard-copy document, non-refundable.

Performance security: the successful bidder must furnish the performance security specified in the Special Conditions of Contract within 30 days of contract award, by bank guarantee, irrevocable letter of credit, or cashier's/certified cheque; it is released within 30 days after completion of performance obligations.

Variation orders: changes up to 15% of the original contract value may be instructed; construction-related contracts may be varied by up to 20%.

Penalties: late delivery or non-performance attracts a penalty calculated on the delivered price of the delayed goods or unperformed services at the current prime interest rate per day of delay.

Taxes and duties: the supplier is responsible for all taxes, duties and licence fees; no contract is concluded with a bidder whose tax matters or municipal rates and services charges are in arrears.

Forward cover: the bidder must arrange forward cover against exchange rate fluctuation for any imported components.

PSIRA: bidders must be registered with the Private Security Industry Regulatory Authority under section 20 of the Private Security Industry Regulation Act, 2001.

NBCPSS: confirmation of registration and paid-up levies from the National Bargaining Council for the Private Security Sector, valid on or after the closing date.

CSD and supplier database: registration and accreditation on the Central Supplier Database and the CWDM Supplier Database before the closing date; registration details must be updated every 12 months.

Tax: a Tax Compliance Status PIN printed from the SARS website must accompany the bid; consortium or joint venture members must each submit a separate PIN.

Municipal accounts: certified copies of the bidder's and each director's municipal account for the month preceding closure; bidders in arrears for more than three months without a settlement arrangement are unsuccessful; tenants must prove rates and charges are included in the rent and that rent is not in arrears.

B-BBEE: a valid B-BBEE Status Level Verification Certificate or qualifying sworn affidavit is required to claim preference points; minimum level 4 for preference points; EMEs (revenue up to R10 million) may submit a sworn affidavit; QSEs (revenue R10 million to R50 million) may submit a sworn affidavit or verification certificate; trusts, consortia and joint ventures must submit a consolidated certificate.

B-BBEE certificate validity: issued by a SANAS-accredited verification agency or an IRBA-approved registered auditor, valid for 12 months, and showing the measured entity's details, scorecard used, certificate number, issue and expiry dates and status level.

Letter of Good Standing: valid on the closing date from the Department of Employment and Labour or a licensed insurer under COIDA, if applicable and required by the Special Conditions of Contract; failure to provide it excludes the bidder from further evaluation.

Authority to sign: a board, partner or trustee resolution authorising the signatory must accompany the bid; if not obtainable within the period set by the municipality, the bid is disqualified.

Local content and locality: preference points for locality require a municipal account in the bidder's name not older than 90 days, a lease agreement for the business premises, or a bank letter confirming the registered business address.

Conflict of interest: bidders connected to persons in the service of the state must declare their position or take an oath declaring their interest.

Past practices: bids may be rejected for abuse of the municipality's SCM system, improper conduct, attempts to influence officials or councillors, or offering benefits to officials or their close family.

POPIA: bidders consent to processing of personal information submitted with the bid and indemnify the municipality against claims arising from that processing.

A Letter of Good Standing valid on the closing date from the Department of Employment and Labour, or a licensed insurer under COIDA, must accompany the bid where applicable and required by the Special Conditions of Contract; failure to provide it excludes the bidder from further evaluation.

Relief Grade C officers must be provided when maximum working time is exceeded under legislation.

Relief officers must be arranged timeously, without prior notice from the municipality, when an officer cannot report for duty.

Contract period: services run until 30 June 2030; the contract may be extended if additional funds become available.

Warranty: goods must be new, unused and current models, free of defects in design, materials and workmanship; the warranty runs 12 months from delivery and acceptance, or 18 months from shipment, whichever ends first; defects must be repaired or replaced at the supplier's cost.

Payment: within 30 days of a valid invoice; payment in Rand.

Prices: fixed for the contract, except for authorised adjustments or a bid validity extension.

Variation orders: up to 15% of the original contract value may be instructed; construction-related contracts up to 20%.

Assignment: obligations may not be assigned without the municipality's prior written consent.

Subcontracting: the whole contract may not be subcontracted; part may be subcontracted only with prior written consent, and the contractor remains fully liable for subcontractors' acts and defaults.

Delays: the supplier must notify the municipality in writing of any delay, its likely duration and cause; the municipality may extend time with or without penalties.

Penalties: calculated on the delivered price of delayed goods or unperformed services at the current prime interest rate per day of delay.

Termination for default: the municipality may terminate in whole or in part for failure to deliver or perform, or for corrupt or fraudulent practices; the supplier is liable for excess costs of replacement procurement.

Restriction: the municipality may prohibit the supplier from doing business with the public sector for up to 10 years; the supplier has 14 days to give reasons against the restriction; the restriction may extend to related enterprises and persons.

Termination for insolvency: the municipality may terminate on written notice without compensation if the supplier becomes bankrupt or insolvent.

Disputes: parties must attempt amicable resolution, then mediation after 30 days, then a South African court; performance continues during dispute resolution.

Governing law: South African law; governing language English.

Confidentiality: contract information and specifications may not be disclosed without prior written consent; the municipality may inspect and audit the supplier's records.

Notices: written acceptance and notices are posted to the address in the bid and are deemed served on posting.

Evaluation follows the 80/20 preference point system under the Preferential Procurement Regulations 2022.

Price: 80 points for the lowest acceptable price.

Preference points: 20 points, split equally between B-BBEE status level (10 points) and locality (10 points).

B-BBEE points (80/20): Level 1 = 10, Level 2 = 9, Level 3 = 8, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.

Bidders without a B-BBEE certificate or non-compliant contributors are not disqualified but score 0 for B-BBEE and are scored out of 80 for price only.

The municipality may also consider compliance to specifications, value for money, capability to execute the contract, and PPPFA and associated regulations.