Security services for mossel bay municipality — TDR17/2026/2027

Specification enquiries: Mr. Leonard Joseph, telephone (044) 606-5000 (Ext. 6326), email [email protected]. Document completion enquiries: Ms Juanita Schutte, telephone (044) 606-5198, email [email protected]. Tender documents available from Ms Juanita Schutte at a non-refundable cost of R280.00 per set, or free from the website www.mosselbay.gov.za. Hard copies require payment at the cashiers at the Mossel Bay Municipality Main Building, 101 Marsh Street, Lower Ground Floor (seaside) or EFT (banking details from [email protected]), with proof of payment when collecting from the Supply Chain Management Offices. Submission address: Tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay.

Tenders must be submitted on the original documents, fully completed and signed in black ink by an authorised signatory. Section 5: Declaration must be completed and signed; failure to do so disqualifies the bid. Tender documents may not be retyped; retyped documents are disqualified. Material pages omitted may disqualify the bid. Unauthorised alterations disqualify the bid automatically. The tender must be placed in a sealed envelope clearly marked with the tender number, title and closing date, and deposited in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, or posted to reach the Tender Box before the closing time. Faxed, e-mailed and late tenders will not be accepted. Tenders remain valid for 120 days after the closing date. Returnable forms include MBD1 (Bid for Requirements), MBD4 (Declaration of Interest), MBD5 (Declaration for Procurement Above R10 Million), MBD6.1 (Preference Points Claim), MBD8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD9 (Certificate of Independent Bid Determination), and the Authorised Signatory resolution. A copy of the Tax Compliance Status Pin, Letter of Good Standing from the Compensation Commissioner, municipal rates and taxes proof, and B-BBEE certificate or affidavit must accompany the bid. Joint ventures must submit the joint venture agreement, individual SARS tax pins, and a resolution. Bidders must not contact the Municipality about their bid from opening until award; attempts to influence evaluation may lead to rejection.

Locality points: maximum 50% of 20/10 points allocated for locality. Points table: Mossel Bay municipal area (10 points for 80/20, 5 for 90/10), Garden Route District (6/3), Western Cape Province and other provinces (4/2). Proof required: municipal account, lease agreement, or sworn affidavit.

Preferred and alternative bidders may be appointed. If preferred bidder fails, first alternative is used. If first alternative fails, quotation process followed.

Tender documents must be submitted on original documents. Documents required: Tax Compliance Status Pin, CIDB registration (if applicable), municipal rates and taxes accounts, lease agreements or affidavits, authorised signatory resolution, B-BBEE certificate or affidavit, proof of locality, Letter of Good Standing from Compensation Commissioner, Joint Venture agreement (if applicable).

Bids are pre-evaluated on functionality; bids scoring less than 37 out of 46 points are considered non-responsive. Functionality criteria: Company (or JV) experience (25 points) and References related to experience (21 points). Responsive bids are evaluated on the 80/20 or 90/10 Preference Points System. A maximum of 20 points (80/20) or 10 points (90/10) is allocated for specific goals: 50% for B-BBEE status level and 50% for locality. Locality points: within Mossel Bay municipal area 10 points (80/20) or 5 points (90/10); within Garden Route District 6 or 3 points; within Western Cape Province and other provinces 4 or 2 points. Bids are evaluated on responsiveness to specifications and additional criteria. The Municipality does not bind itself to accept the lowest tender or the highest scoring bid.

Information not submitted or referred to as attachment will not be awarded points. No information requested after closure. Reference scoring at sole discretion of Municipality. Bids evaluated assuming all sites utilised 24 hours for full week Monday to Sunday.

The contract is for rendering security services to the Mossel Bay Municipality for the period ending 30 June 2029. Pricing is required for 12-hour shifts per officer, with and without K9 units, for day and night shifts, weekdays, weekends, and public holidays. Monthly charges are required for an additional 2x2m guardhouse and chemical toilet facility as and when required. It is assumed all sites are utilised 24 hours a day, seven days a week. All costs must include administration and supervisory costs. Sites to be protected include: Hartenbos Regional Sewage Plant, Desalination Plant, Thusong Centre, Pinnacle Cemetery, Municipal Court, D'Almeida Library, Fire & Rescue, Municipal Main Building, Indoor Sport Centre, Great Brak Municipal Depot, Hartenbos Municipal Offices, Drivers + Motor Licenses Offices, Harry Giddey Park, SPCA - Municipal K9 Kennels, Sonskyn Valley Waste Transfer Station, Louis Fourie Waste Transfer Station, Great Brak Waste Transfer Station, Kwanonqaba Waste Transfer Station, Herbertdale Waste Transfer Station, D'Almeida Sport Stadium, Van Riebeeck Sport Stadium, Great Brak Water Purification Plant, Kleinbrak Water Purification Plant, Santos Beach, De Bakke Beach, Suiderkruis picnic area, Mossel Bay Library, TRA Site in 7de Laan, Astron Taxi rank, and Gentswana. The number of officers required varies per site and shift, with some requiring K9 units.

Company (or JV) experience: maximum 25 points. Relevant experience defined as direct participation in similar activities. Points awarded: 1-3 years (10 points), >3-5 years (15 points), >5-10 years (20 points), >10 years (25 points). Proof required via appointment letters or other documentary evidence. References related to experience: maximum 21 points. Bidders must submit a minimum of three (3) questionnaires completed and signed by references. 7 points awarded for each positive and relevant questionnaire. No questionnaires attached means no points awarded. References must be current, relevant, and available for verification.

Pre-bidding testing for bidder's account. Contractor's premises open for inspection at reasonable hours. Non-compliant goods or services may be rejected; rejected goods held at supplier's cost and risk. Supplier must substitute non-compliant goods forthwith.

Pricing schedule includes rates for 12-hour shifts (day/night) with and without K9 unit, for normal weekdays, weekends, and public holidays, for periods ending 30 June 2027, 2028, 2029. Also monthly charge for additional 2x2m guardhouse and chemical toilet facility. All costs must include administration and supervisory cost. Rates, sums, and prices are final and binding. Only firm pricing accepted. Prices for years two and three must include annual escalations. Bidders must submit a price for each line item; failure to do so renders the bid non-responsive.

Pricing must be submitted on the prescribed pricing schedule; no other pricing schedules will be accepted. Prices must be inclusive of VAT, administration cost, supervisor cost and all other costs. Only firm pricing will be accepted; non-firm prices are not considered. Prices for years two and three must include annual escalations. Bidders must submit a price for each line item; failure to do so renders the bid non-responsive. The bid is evaluated on the cost of contract, i.e., rates multiplied by estimated quantities for three years. Rates, sums and prices are final and binding and not subject to variation. Quantities given are provisional. Bidders must consider the minimum wages determined by the Sectoral Determination for the Private Security Sector (PSIRA) effective 01 March 2023; increases must be submitted to the Director: Community Safety for approval. The Municipality may negotiate with the successful bidder to limit work if tender prices exceed available funds. The successful bidder is liable for stamp duties and costs on legal documents and for surety and retentions.

Bidders must be registered on the Central Supplier Database (CSD); the Municipality reserves the right not to award to unregistered bidders. A copy of a Tax Compliance Status Pin from SARS must accompany the bid; for joint ventures, every member must submit a separate pin. A valid and relevant Letter of Good Standing from the Compensation Commissioner must accompany the bid; if expired during the contract, a valid certificate must be submitted within an agreed time. Bidders and their directors must not be in arrears with municipal rates and taxes for more than three months; if renting, a lease agreement must be submitted; if owning no property, affidavits are required. A copy of a resolution by the Board of Directors authorising the signatory must be attached, unless the bidder is a sole proprietor. Proof of B-BBEE status level must be submitted: a sworn affidavit as prescribed by the B-BBEE Codes of Good Practice, or a certificate issued by a verification agency (with SANAS logo, unique BVA number, original or certified copy), or by an auditor/accounting officer, or by an IRBA-approved registered auditor. Proof of locality must be submitted: municipal account, lease agreement, or sworn affidavit from the property owner; only fully operational business premises qualify. CIDB registration number must be included if applicable. MBD4 (Declaration of Interest), MBD6.1 (Preference Points Claim), MBD8 (Declaration of Bidder's Past Supply Chain Management Practices), and MBD9 (Certificate of Independent Bid Determination) must be completed. Joint ventures must submit the joint venture agreement, individual SARS tax pins, an agreement on profit and liability sharing, and a board resolution.

Proof of B-BBEE status level: sworn affidavit or certificate from verification agency, auditor/accounting officer, or IRBA-approved auditor. Requirements for each type of certificate are specified.

Site or information meetings, if specified, are compulsory; bidders arriving 15 minutes or more late not allowed to attend. All joint venture partners must attend. Security officers must be qualified to at least Grade B/C, registered with PSIRA, proof of registration available on request. Control room requirements: computers monitoring guards/vehicles, radios/telephones, charging facilities, operational 24/7, PSIRA grade B controller on duty 24/7. Proof of lease/ownership and photographs must be submitted with tender. Control room must be in Mossel Bay municipal area or within 60km from Main Municipal Building.

The General Conditions of Contract (GCC) apply; Special Conditions of Contract (SCC) prevail in conflict. Validity period: 120 days. Subcontracting: whole contract cannot be subcontracted; prior written consent required for partial subcontracting. Assignment prohibited without consent. Language: English. Extension of contract possible with additional funds. Stamp duties: successful bidder liable. Wrong information: Municipality may recover costs. Past practices: bids may be rejected for abuse of SCM system, influence, or improper benefits. Performance security required within 30 days of award, amount specified in SCC. Penalties for late delivery calculated at prime interest rate per day. Termination for default possible; restriction from doing business with public sector up to 10 years.

Bidders must be registered on Central Supplier Database. Tax clearance: Tax Compliance Status Pin from SARS must accompany bid. Municipal rates and taxes: bidder and directors must not be in arrears for more than three months; proof of settlement arrangement if applicable. Letter of Good Standing from Compensation Commissioner required. Security officers must be qualified to at least Grade B/C, registered with PSIRA, proof of registration available on request.

Pre-evaluation: functionality criteria as set out. Bidders scoring less than 37/46 non-responsive. Information not submitted or referred to as attachment will not be awarded points. No information requested after closure. Criteria: company experience (25 points) and references (21 points). Reference scoring at sole discretion of Municipality. Bids evaluated assuming all sites utilised 24 hours for full week Monday to Sunday.