Security services for eastern cape provincial office and warehouse

Briefing session: 24 November 2026 at 11:00 at Helena Drive, Triple Point, Beacon Bay, East London (attendance not stated as compulsory in the document).

Closing date: 8 December 2026 at 11:00.

No clarification deadline is stated.

The document lists only general enquiry details:

• Contact: Supply Chain Management (general enquiries)
• Email: [email protected]
• Telephone: 012 622 5700
• Submission address: Electoral Commission offices, Helena Drive, Triple Point, Beacon Bay, East London.

Submission method: physical delivery into the designated tender box or room at the Electoral Commission's offices at Helena Drive, Triple Point, Beacon Bay, East London.

• Bids must be sealed in a separate envelope or container labelled with the company name and tender reference number IEC/EC-01/2026.
• Bids must be deposited before the closing time of 11:00 on 8 December 2026. The tender box/designated room is only open during office hours.
• Bids submitted by telegram, fax, post, email, or to any address other than the specified one will not be considered. Late bids are recorded and set aside.
• All applicable tender forms must be completed and signed in original ink. Photocopied signatures or reproductions will lead to disqualification. Do not use pencil, correction fluid, or tape. Alterations must be signed/initialled.
• Returnable forms include:
• Tender Questionnaire (company details, CSD number, business activities, entity type, director/shareholder details, enterprise classification, B-BBEE status).
• SBD 4 (Declaration of Interest) - discloses state employment or connections to evaluation/adjudication personnel.
• SBD 9 (Certificate of Independent Bid Determination) - certifies no collusion or price disclosure.
• Bidder's Disclosure, POPIA consent, and Political Party Affiliation declaration.
• Completed pricing schedules - must be fully detailed; incomplete schedules disqualify.
• For subcontractors, joint ventures, or consortia where any subcontractor performs more than 25% of the work, each such subcontractor must complete the tender questionnaire and the forms on pages 13-25 of the tender document (financial information, deliveries, guarantees, bidder's disclosure, POPIA, political party affiliation).
• The bidder is not required to fill in the tender evaluation criteria section.

Tender is subject to the Preferential Procurement Policy Framework Act (PPPFA) 2000 and the Preferential Procurement Regulations 2022.

• Estimated value does not exceed R50,000,000 (all taxes included), so the 80/20 scoring system applies.
• Points distribution: 80 points maximum for price (based on the lowest acceptable bid), 20 points maximum for B-BBEE specific goals.
• B-BBEE status level points (80/20 system): Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0.
• Bidders who do not submit a valid B-BBEE certificate or affidavit will be deemed non-compliant and score 0 for specific goals.
• Award will be made to the bidder with the highest total points, provided the bid is market-related and the bidder meets all technical specifications and passes due diligence (capacity, capability, ability).
• If equal points are scored, the bidder with the highest specific goal points wins; if still equal, the winner is decided by drawing lots.
• Points are rounded to 2 decimal places.
• Compulsory eligibility: CSD registration, tax compliance status verified on CSD at time of award, no state employment or conflict of interest unless declared, no prior abuse of SCM system, fraud, or failure to perform.
• Local content should be promoted where possible.
• B-BBEE claims are subject to verification and the Electoral Commission may require substantiation; failure to respond within 48 hours may result in zero specific goal points.

The scope is the provision of security services for the Electoral Commission's Eastern Cape Provincial Office and Warehouse, located at the address given for the briefing (Helena Drive, Triple Point, Beacon Bay, East London). The tender document does not specify detailed service levels, quantities, shift patterns, or personnel numbers in the text provided. General requirements:

• The successful bidder will enter into a Service Level Agreement (SLA) with the Electoral Commission.
• All tools and equipment needed for the service must be supplied by the bidder unless otherwise stated.
• Bidders must indicate whether they meet the specifications; deviations must be noted but specifications themselves cannot be changed.
• Any change in scope of services will be negotiated if the need arises.

Pricing must be submitted on the provided pricing schedules. All applicable schedules must be completed in full detail; incomplete schedules will disqualify the bid. If a line item is not priced, mark it as 'N/A'. Prices must be all-inclusive, including VAT for VAT-registered bidders. The pricing must be firm unless otherwise specified. Alterations to pricing must be signed/initialled; correction fluid or tape is prohibited.

Pricing must be comprehensive and all-inclusive, including VAT for VAT-registered entities. Non-VAT-registered bidders cannot charge or claim VAT.

• Prices must be market-related; the Electoral Commission may negotiate non-market-related bids.
• Firm prices are required unless otherwise stated; adjustments only for statutory tax or duty changes.
• Payment terms: payment within 30 days of receipt of a valid invoice and statement of account, unless a dispute arises.
• Tender prices must be submitted in the provided pricing schedules, which must be fully completed; incomplete or altered pricing schedules may disqualify the bid.
• No specific bid security, guarantees, or bonds are mentioned in the available text.

CSD registration: Mandatory - bidders must be registered on the National Treasury Central Supplier Database prior to submission. Failure to register invalidates the bid.

Tax compliance: Tax affairs must be in order at the time of award; status is verified on the CSD. Non-compliant tax status disqualified. Subcontractors' tax compliance also required.

B-BBEE: Bidders must submit a valid B-BBEE Status Level Certificate, CIPC B-BBEE certificate, or sworn affidavit as applicable:

• EMEs (revenue below threshold): CIPC certificate or sworn affidavit (with ownership details); for sector charters, sector code compliance document.
• QSEs (revenue up to R50 million): if at least 51% black-owned, a QSE sworn affidavit; otherwise a SANAS-accredited verification agency certificate.
• Larger enterprises: SANAS-accredited verification agency certificate.
• Supporting ownership documents required: proof of ownership, IDs for owners, share certificates or CK1/CK2, EEA1 form for people with disabilities, doctor's letter for disability, and disclosure certificate.
• B-BBEE claims are subject to verification.
• EMEs tendering for contracts above R10 million must be verified using the QSE scorecard; above R50 million, use generic scorecard.

CIDB: Not mentioned - not applicable.

Employment Equity: Designated employers must comply with the Employment Equity Act (Chapters II and III) and attach a certificate; non-designated employers attach a certificate as per Section 53.

Conflict of interest: Bidders must declare any state employment or relationship with evaluators/adjudicators. Public servants prohibited from doing business with the state.

No collusion, fraud, or previous failure to perform on contracts.

After award, the successful bidder signs a Service Level Agreement (SLA) or receives a purchase order, which forms the contract.

• The SLA may be extended at the Electoral Commission's discretion.
• The Electoral Commission may procure outside the SLA in emergencies, if the provider is not located near the service site, or if services are not readily available.
• Changes in scope (lesser or additional services) may be negotiated.
• Bidders may not impose their own conditions; bids qualified by the bidder's conditions are invalid.
• Subcontracting is limited: the bidder may not subcontract more than 25% of the contract value to an enterprise with a lower B-BBEE status level.
• Payments within 30 days of valid invoice.
• Failure to comply with SLA terms allows the Electoral Commission to arrange alternative service, recover costs, or cancel the contract.
• Late delivery/implementation may result in cancellation and cost recovery.
• Force majeure provisions apply for delays.
• Confidentiality: all information supplied by the Electoral Commission is proprietary and must not be disclosed without consent.
• Bidders with affiliations to political parties, candidates, or contestants may not be awarded the tender.

Same as standard evaluation criteria: 80/20 system with price 80 points and B-BBEE specific goals 20 points. No functionality or technical scoring mentioned in the extracted sections beyond the general conditions.