Provision of psira-compliant guarding services for SAPO facilities in eastern cape province (12-Month contract)

Bidders must confirm compliance with SAPO bid specifications by submitting a signed letter on company letterhead. Required details: bidder's name, signature, name and title of signatory, contact details, and email address.

The tender requires the provision of guarding services for the South African Post Office in the Eastern Cape Province for a maximum period of 12 months.

Returnable Documents: Bidders must submit a signed client letter confirming at least one (1) year of completed experience in providing guarding services within the past two (2) years from the bid closing date. The letter must include: client name, signatory details (name, title, contact details, email), and be on client letterhead.

To be eligible, bidding companies must demonstrate a minimum of one (1) year of completed experience in supplying guarding services within the past two (2) years before the bid closing date (14 July 2026). The experience must be confirmed by a client reference letter on the client's letterhead with all required contact details.

• The tender seeks a guarding service provider for SAPO workplaces in the Eastern Cape Province on a month‑to‑month basis (maximum 12 months).
• Services include armed and unarmed guarding (Grade C or B), access control, patrols, incident reporting, risk assessments, and deployment of a real‑time electronic guard monitoring system.
• Bidders must operate a dedicated 24‑hour control room and maintain a secure firearm vault in each operational branch.
• All SAPO facilities in the province must be covered; pricing must be submitted for every listed site.

• Issue Date: 2026‑06‑20
• Compulsory Briefing Session: 2026‑06‑25 at 11:00 AM (Zoom link provided)
• Clarification Questions Deadline: 2026‑07‑01 (questions must be submitted in writing to the SAPO officials listed)
• Closing Date & Time: 2026‑07‑14 at 11:00 AM
• Proposal Validity Period: 180 days from the closing date

• Contact Person: Michael Mabena, Procurement Specialist
• Telephone: 012 845 2676
• Email: [email protected]
• Address for submission: SAPO Supply Chain Management, Cnr James Drive & Moreleta Street, Silverton, 0184

• Proposals must be hand‑delivered to SAPO Supply Chain Management, Cnr James Drive & Moreleta Street, Silverton (0184) and placed in the tender box before 2026‑07‑14 11:00. Late submissions are rejected.
• All proposals must be sealed and clearly labelled on the outside with: 1) Bidder name, 2) Proposal description, 3) RFP number (RFP/26/27/04), 4) Closing date and time, 5) Contact person, 6) Bidder address (written on the reverse side).
• Required returnable documents (must be submitted with the bid):
• Completed SBD 1 and SBD 4 forms
• Latest CSD report / MAAA number
• PSIRA membership certificate (valid on closing date)
• PSIRA Statement of Good Standing (valid on closing date)
• Pricing Schedule (Annexure A) – including all ad‑hoc rates
• Specification confirmation letter (Annexure BC template)
• Experience evidence (Annexure BR) with client sign‑off
• Proof of operational branch, secure firearm vault and dedicated control room (lease or municipal account in bidder’s name)
• Firearm competency certificate and confirmation letter for the designated armoury manager
• Firearm handling procedure and firearms inventory register with valid permits
• Organogram showing reporting structure
• Communication system proof (radio/cell licence or contract)
• Electronic patrol system proof
• COIDA Letter of Good Standing (valid on closing date)
• Proof of registration on the Central Supplier Database (CSD)
• Tax compliance documentation (MAAA number enables verification)
• B‑B‑BEE certificate or sworn affidavit for specific‑goal points
• All documents must be in English; any amendment (e.g., correction fluid) must be initialled.
• Failure to provide any of the above may lead to disqualification or a request for the missing documents within 5‑7 working days (tax compliance 7 days).

• Scope: Guarding services for all SAPO facilities in the Eastern Cape Province (up to 12 months, month‑to‑month basis).
• Guard grades: PSIRA‑registered Grade C or B, armed and unarmed as required.
• Shift pattern: 12‑hour shifts (06:00‑18:00 and/or 18:00‑06:00), Monday‑Friday, weekends and public holidays.
• Physical security duties: access control, patrols, incident reporting, risk assessments, occurrence books, and response to irregularities.
• Monitoring: electronic guard monitoring system with real‑time patrol recording, missed‑patrol alerts to an off‑site control room.
• Control Room: dedicated, 24‑hour staffed, PSIRA‑registered personnel, biometric/card access, CCTV, communication equipment, backup power, fire safety, and full incident‑log records.
• Firearm Vault: secure, tamper‑resistant, compliant with the Firearms Control Act and PSIRA standards; restricted access, visitor logs, separate ammunition storage.
• Reporting: detailed incident reports within 24 hours, monthly security risk assessments, occurrence books at each service point.
• Uniform & equipment: formal uniform, rain suit, handcuffs, metal detector, reflector jacket, baton, torch, pocket book, occurrence book, handheld radio with panic button, cell phone (costs included in pricing).
• Penalties per shift (e.g., late posting R500, incomplete uniform R100, short posting R500, missing occurrence book R50, insufficient site visits R200, unarmed guard posting R500).

• Minimum of one (1) year completed guarding experience within the past two (2) years.
• Experience evidence must be submitted using Annexure BR, signed by the client on client letterhead.
• SAPO may contact the client to verify the experience.
• Key account manager must be appointed for the assigned province if the contract is awarded.
• Bidders must demonstrate compliance with all applicable legislation, security registration, and accreditation requirements.

• SAPO may reject or disqualify any proposal that:
• Lacks required data or is submitted late.
• Does not conform to the specifications.
• Contains incorrect or misleading information.
• Minor non‑conformities may be clarified; major non‑conformities lead to rejection.
• SAPO may negotiate with preferred/reserved bidders, split awards, or award to a lower‑scoring bidder based on objective criteria.
• All evaluations and decisions are at SAPO’s discretion and may be revised if errors are discovered.
• Bidders must not canvass SAPO staff; all enquiries must be in writing to the designated contact.

• Pricing Schedule (Annexure A) must be completed in full, including all ad‑hoc rates.
• Rates must be quoted in ZAR, inclusive of VAT (15 %).
• Prices must cover all labour, equipment, materials and consumables.
• Bidders must warrant that the pricing is error‑free and that they can deliver the scope at the quoted rates.
• The schedule reflects all SAPO facilities in the Eastern Cape; partial pricing leads to disqualification.
• Proposal validity is 180 days from the closing date.

• Pricing must be submitted in South African Rands (ZAR) and include all labour, equipment, materials and consumables.
• VAT of 15 % must be applied.
• Bidders must warrant that prices are free of errors and that they can deliver the scope at the quoted rates.
• Payment terms: invoice payable 30 days after statement date.
• Proposal validity: 180 days from the closing date.
• No separate bond or guarantee is mentioned; compliance with the standard General Conditions of Contract (GCC) applies.

• Tax compliance: valid MAAA number on SBD 1; SAPO will verify tax status. Non‑compliant bidders are disqualified.
• Central Supplier Database (CSD) registration is mandatory.
• PSIRA registration for at least one year and a valid Statement of Good Standing are required.
• B‑B‑BEE: minimum 51 % Black, 51 % Youth, 51 % Women, 1 % disability ownership; supporting B‑B‑EE certificate or sworn affidavit must be submitted (points awarded as per evaluation criteria).
• COIDA (Compensation for Occupational Injuries) certificate must be valid on the closing date.
• Restricted suppliers (National Treasury list) are disqualified.
• All documentation must be on company letterhead and signed by an authorized signatory.
• Confidentiality and non‑disclosure obligations as set out in the Confidentiality Agreement must be observed.

• Proposals must be submitted in sealed envelopes by the deadline; any amendment must be initialled.
• All documents must be in English.
• Pricing schedule must be in ZAR.
• Hand‑delivered proposals must display on the outside: bidder name, proposal description, RFP number, closing date/time, contact person, and bidder address on the reverse.
• Uniform and equipment requirements (formal attire, rain suit, handcuffs, metal detector, reflector jacket, baton, torch, pocket book, occurrence book, handheld radio with panic button, cell phone) must be costed in the pricing annexure.
• Penalties per shift for non‑compliance (e.g., late posting, incomplete uniform, missed site visits, unarmed guard posting) are specified.

• Contract duration: month‑to‑month basis, not to exceed 12 months.
• Standard Conditions of Contract (GCC) and the Preferential Procurement Policy Framework Act 2000 apply.
• Successful bidder must sign the written contract form (SBD 7).
• SAPO reserves the right to:
• Cancel or not award the contract at any stage.
• Negotiate with preferred or reserved bidders.
• Accept part of a bid, split the award, or award to a lower‑scoring bidder if justified.
• Conduct site inspections, request audited financial statements, or impose penalties for non‑compliance.
• Terminate the contract for breach, including failure to provide required documentation or violation of the Confidentiality Agreement.
• Penalties for breach may include removal from the restricted‑supplier database for up to 10 years.
• All parties must comply with any special conditions of contract that may be issued.

• Phase 0 – Attendance at compulsory briefing.
• Phase 1 – Gate‑keeping: submission of Pricing Schedule, valid PSIRA membership and good‑standing certificates.
• Phase 2 – Bid Conditions: specification confirmation, experience evidence, operational branch/secure vault/control room proof, firearm competency, handling procedure, firearms register, organogram, communication and electronic patrol proof, COIDA certificate, CSD registration, tax compliance, restricted‑supplier check.
• Phase 3 – Commercial: price weighting (80 % or 90 %) plus specific‑goal points (20 % or 10 %).
• Phase 4 – Due Diligence: SAPO may verify all submitted information; inability to verify results in disqualification.