Security services for the electoral commission's north west provincial office and warehouse

Enquiries

• Contact: Supply Chain Management (SCM)
• Email: [email protected]
• Telephone: 012 622 5700

Submission address

Protea Office Park

103 Sekame Road

Mahikeng

Submission method: physical deposit in the tender box or designated room at the Electoral Commission's Mahikeng office. Bids submitted by telegram, facsimile, post, or electronic means such as email will not be accepted.

Submission address: Protea Office Park, 103 Sekame Road, Mahikeng.

Packaging: submit in a separate sealed envelope or container, with the company name and tender reference number (IEC/NW-01/2026) written on it. Place only in the designated tender box or room. Bids deposited in the wrong box/room will not be considered.

Closing time: 11:00 on 8 December 2026. Late bids are recorded and set aside; no responsibility is accepted for late delivery.

Returnable forms — complete and sign every applicable page in original ink; photocopied signatures or initials will disqualify the bid:

• Tender document and all applicable pages (pages 2-60) must be completed and returned; do not retype or substitute pages.
• SBD 1 Invitation to Bid: bidder and contact details, signed as offer cover page.
• Tender Questionnaire (mandatory forms 13-25): company details, CSD number, B-BBEE status, enterprise size, ownership information, and declarations. Each consortium/joint venture member, and each subcontractor performing more than 25% of the work, must complete these forms.
• SBD 4 Declaration of Interest: discloses whether any director or shareholder is employed by the state or connected to anyone at the Electoral Commission.
• SBD 9 Certificate of Independent Bid Determination: certifies no collusion or price disclosure.
• SBD 6.1 Preference Points Claim: claims B-BBEE points.
• SBD 8 Declaration of Bidder's Past Supply Chain Management Practices.
• SBD 6.2 Declaration for Local Production and Content (if applicable).
• Authority to Sign/Board Resolution: authorises the signatory to bind the bidder.
• B-BBEE evidence: valid status level certificate, CIPC certificate, or sworn affidavit as applicable.

Additional obligations:

• All forms must be completed in original ink; pencil or correction fluid/tape will invalidate the bid.
• Any alterations or corrections must be signed/initialled in original ink.
• The bidder must not fill in the tender evaluation criteria pages.
• Comprehensive completion of pricing schedules is compulsory; mark non-charged items as N/A.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Forms with photocopied signatures, missing pages, or alteration of tender specifications.
• Failure to register on the CSD.
• A non-compliant tax status at the time of award.
• Subcontractors (>25% work) failing to submit required forms or tax compliance evidence.
• Bids submitted in the incorrect location or after the closing time.

Preference point system: 80/20 (PPPFA and Preferential Procurement Regulations, 2022). The tender value is estimated not to exceed R50,000,000 (all applicable taxes included).

Scoring:

• Price: maximum 80 points, calculated as Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price of the bid under consideration and Pmin is the price of the lowest acceptable bid.
• Specific goals (B-BBEE): maximum 20 points, awarded according to B-BBEE status level. Points table (80/20): 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.

Evaluation process:

• Bids must first meet mandatory compliance requirements (CSD registration, tax compliance, completion of forms) and technical specifications.
• Award is made to the lowest acceptable bid that is market-related and meets all requirements, after due diligence audit confirming capacity and capability.
• Points are rounded to 2 decimal places.

Tie-breaking:

• If equal total points, the bid with the highest specific-goal points wins.
• If still equal, award is decided by drawing of lots.

Bidders must note that the bidder is not required to fill in the tender evaluation criteria pages; these are for the Electoral Commission's use.

The Electoral Commission requires security services for its North West provincial office and warehouse. The full scope of security services is not detailed in the provided text.

The Electoral Commission is a Chapter 9 institution responsible for managing elections, and operates approximately 270 municipal electoral offices, nine provincial offices, and ten warehouses at national and provincial level.

Unless otherwise stipulated, all tools and equipment needed must be supplied by the successful tenderer.

Local content must be promoted as far as possible.

Pricing format:

• Firm prices and delivery periods are required unless otherwise stated in the bid specifications.
• Prices must be all-inclusive, including VAT for VAT-registered vendors. Non-VAT registered bidders must not charge VAT.
• Comprehensive completion of pricing schedules is compulsory; failure to complete all required schedules leads to disqualification.
• Any changes/alterations to pricing must be signed/initialled; correction fluid/tape on pricing invalidates the bid.
• Prices must be market-related; the Electoral Commission may negotiate prices or cancel if a bid is not market-related.

Payment terms:

• Payment within 30 days of receipt of a valid invoice and statement of account, unless a dispute arises.
• Banking details must be correct and validated on the CSD to avoid payment delays; the Commission is not liable for interest on overdue accounts if banking details are incorrect.

Guarantees:

• The document mentions a form asking whether any specific guarantees are required in the bid specification; no specific guarantee amount is stated.

CSD registration:

• Mandatory registration on the National Treasury Central Supplier Database (CSD) prior to bid submission. Failure to register invalidates the bid.
• The Commission will not contract any tenderer not registered on the CSD.

Tax compliance:

• Tax affairs must be in order; tax compliance status is reflected on the CSD and must be compliant at the time of award.
• If tax status is non-compliant before award, the bid will be disqualified if it remains non-compliant.
• Bidders must ensure all subcontractors (if applicable) are tax compliant.
• Foreign bidders not resident in South Africa are not required to obtain a SARS tax compliance PIN.

B-bbee:

• Valid B-BBEE status level certificate, CIPC B-BBEE certificate, or B-BBEE sworn affidavit (as applicable) must be submitted to claim preference points.
• EMEs: must submit CIPC B-BBEE certificate or sworn affidavit; if under a sector charter, comply with that sector code.
• QSEs: with at least 51% black ownership must submit a sworn affidavit; with 50% or less black ownership must submit a SANAS-accredited verification certificate. A black-owned QSE may choose the QSE scorecard and provide a SANAS certificate.
• Non-EME/QSE: must submit a SANAS-accredited verification certificate.
• Failure to submit B-BBEE evidence means zero specific-goal points.
• Start-ups that are EMEs bidding on contracts above R10 million must be verified using the QSE scorecard; above R50 million, the generic scorecard.
• The Commission may require substantiation of claims; if no response within 48 hours, specific-goal points are forfeited.
• Sub-contracting more than 25% to an enterprise with a lower B-BBEE status than the bidder disqualifies specific-goal points.
• Misrepresentation of B-BBEE status is an offence under the B-BBEE Act and may lead to contract cancellation.

Other:

• CIPC registration number required in the tender questionnaire.
• Employment Equity Act compliance: designated employers must comply with Chapters II and III; non-designated must comply with Chapter II, and attach the relevant certificate to the bid.
• Public servants are prohibited from conducting business with the state; bidders must declare any relationship with state employees involved in evaluation/adjudication.
• Bidders must not have affiliations with any registered political party, candidate, or contestant.
• Bidders with a history of abusing the SCM system, fraud, or failure to perform on previous contracts may be disqualified.