Security services at umzinyathi district office (36 months)

Appointment of a service provider to render security services for 36 months at the Department of Public Works and Infrastructure, uMzinyathi District Office, Dundee, KwaZulu-Natal. The service covers static guarding, patrolling, monitoring equipment and guard uniforms at the district office.

Compulsory briefing session: 18 November 2026 at 10:00. Venue: Auditorium, 71 Kallalandman Street, Dundee, 3000. Attendance is compulsory; late arrivals are not allowed.

Closing date and time: 4 December 2026 at 11:00. Bids must be in the bid box by this time.

Bid validity: offers must remain valid for 90 days from the closing date.

Bidding procedure enquiries

• Name: Ms NP Mkhize
• Telephone: 036 638 8063
• Email: [email protected]
• Facsimile: 036 638 8099

Technical enquiries

• Name: Mrs S Mchunu
• Telephone: 036 638 8047
• Email: [email protected]
• Facsimile: 036 638 8099

Submission address

• Department of Public Works and Infrastructure
• Midlands Regional Office
• 40 Shepstone Road
• Ladysmith
• 3370

Submission method and address

• Bids must be deposited in the bid box at the Department of Public Works and Infrastructure, Midlands Regional Office, 40 Shepstone Road, Ladysmith, 3370.
• Each bid must be in a separate sealed envelope showing the bidder's name and address, bid number ZNTL003/2026 and the closing date. The envelope must not contain documents for any other bid.
• Bids sent by post, telegraph, telephone, telex, facsimile or email will not be accepted. Late bids will not be accepted, and proof of posting is not accepted as proof of delivery.
• Bid forms must not be retyped or redrafted. Photocopies may be used but must carry an original signature. The bidder must initial every page.

Returnable forms

• SBD 1 Part A (Invitation to Bid): completed bidder and contact details, signed as the offer cover page.
• SBD 1 Part B (Terms and Conditions for Bidding): acceptance of the bidding terms and conditions.
• Section B: Central Suppliers Database registration.
• Section C: Declaration that Central Supplier Database information is correct and up to date.
• Section D: Official Briefing Session/Site Inspection Certificate, confirming compulsory attendance.
• Section E: Pricing Schedule (SBD 3.1), firm prices only.
• Section F: Bidder's Disclosure (SBD 4), declaring state employment and connections.
• Section G: Preference Points Claim Form (SBD 6.1), claiming specific goals points.
• Section K: Authority to Sign the Bid, such as a company or board resolution authorising the signatory.

Disqualification risks

• Any returnable form omitted or left unsigned.
• Bid received after the closing time, for any reason.
• Bid placed in the wrong box, submitted open, or without a bid number on the envelope.
• Failure to attend the compulsory briefing session or to submit the signed Section D certificate.
• Bidder not registered on the Central Suppliers Database at the closing time.

Evaluation stages

• Phase 1: Administrative compliance. The bidder must be registered on the Central Suppliers Database, complete the Form of Offer, submit the bid on time signed in black ink, submit all compulsory documents in Section L, attend the compulsory briefing and submit the signed Section D certificate, and complete SBD 4.
• Phase 2: Mandatory response requirements. Failure to include any mandatory item results in disqualification.
• Phase 3: Price and specific goals using the 80/20 preference point system.

Scoring

• Price: 80 points.
• Specific goals: 20 points.
• Ownership by Black People: 10 points. Proof: original sworn affidavit signed and dated by a Commissioner of Oaths.
• Promotion of enterprises located in uThukela, uMzinyathi or Amajuba District Municipality: 10 points. Proof: municipal account showing the physical business address, or a signed lease agreement, or a letter from the ward councillor.
• Total: 100 points.
• A tenderer who fails to submit the required proof for a specific goal is not awarded points for that goal.
• The department reserves the right to require substantiation of any preference claim before or after adjudication.
• The department reserves the right not to award to the lowest bidder and may conduct a detailed risk assessment before award.

Scope

• Rendering of security services for 36 months at the Department of Public Works and Infrastructure, uMzinyathi District Office, Dundee.

Staffing and shifts

• Two Grade C security officers on duty Monday to Friday, 06:00 to 18:00, including public holidays and weekends.
• Two Grade C security officers on duty Monday to Friday, 18:00 to 06:00, including public holidays and weekends.
• PSIRA Grade A grading required for the owner or director.
• The company must be registered with PSIRA.
• Security officers must be PSIRA registered at Grade C, with proof of officers on the payroll or a recruitment plan.

Equipment and resources

• Patrolling and monitoring equipment and other security equipment.
• Guard uniforms.
• Radio equipment and frequencies must be registered with ICASA. Rented radios require a signed lease agreement with an accredited service provider.

Pricing schedule is SBD 3.1, firm prices only. The schedule covers two Grade C guards on the day shift (06:00 to 18:00, Monday to Friday including public holidays and weekends) and two Grade C guards on the night shift (18:00 to 06:00, Monday to Friday including public holidays and weekends), plus patrolling and monitoring equipment, guard uniforms, profit and overheads, and 15% VAT. The total price including VAT is carried forward. The price remains fixed for the contract duration. Year 2 and Year 3 escalation is based on applicable PSIRA rates and must include all increases in salaries, overheads and profit margins. The offer is valid for 90 days from the closing date.

Pricing

• Only firm prices are accepted; non-firm prices, including prices subject to exchange rate variations, are not considered.
• The offer must remain valid for 90 days from the closing date.
• The total bid price remains fixed for the full 36-month contract duration.
• Year 2 and Year 3 rates are escalated based on the PSIRA rates applicable in those years and must cover all increases, including salaries, overheads and profit margins.
• Pricing build-up includes guards, patrolling and monitoring equipment, guard uniforms, profit and overheads, plus 15% VAT.

Costs

• A printed copy of the bid document costs R330.00, non-refundable, payable before collection. The document is also available free of charge from www.etenders.gov.za or www.kznworks.gov.za.

Insurance

• Public liability insurance with a minimum cover of R10,000,000.

Payment

• The successful bidder must sign a written contract form (SBD 7.2 for services) and a lease agreement.
• Payment is made within 30 days after receipt of an invoice.

Mandatory registrations and certificates

• Central Suppliers Database (CSD): registration is compulsory. A bidder not registered at the closing time is disqualified. A CSD number may be provided where no SARS tax compliance status PIN is available.
• Tax compliance: a SARS tax compliance status PIN or printed TCS certificate must be submitted. Each party to a consortium, joint venture or sub-contracting arrangement must submit a separate PIN, TCS certificate or CSD number.
• State employment restriction: no bids from persons in the service of the state, or from companies or close corporations with directors or members in the service of the state.

Security industry compliance

• PSIRA: Grade A grading for the owner or director; company registration with PSIRA; Grade C registered security officers.
• ICASA: registration for radio equipment and frequencies used; signed lease agreement for rented radios.
• Police clearance: valid six-month police clearance certificate for the company director.
• Public liability insurance: minimum R10,000,000.

Experience

• At least two contracts awarded to the bidding entity in the last five years, each valued at R3,000,000, with commencement and end dates, supported by letters of award and reference letters on company letterhead signed by a responsible official.

Forms

• SBD 4: Bidder's Disclosure, declaring whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1: Preference Points Claim Form for specific goals.
• Section K: Authority to Sign the Bid, such as a company resolution.

Contract duration is 36 months. The successful bidder must sign a written contract form (SBD 7.2 for rendering of services) and a lease agreement. Payment is made within 30 days after receipt of an invoice. The department reserves the right not to award to the lowest bidder, to withdraw or cancel the bid at any stage under Delegation 9.1, and to conduct a detailed risk assessment before award. Fraudulent specific-goals claims may result in disqualification, recovery of costs, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

Evaluation is conducted in three phases. Phase 1 is administrative compliance, including Central Suppliers Database registration, completed and signed forms, and attendance at the compulsory briefing. Phase 2 covers mandatory response requirements; failure to include any item disqualifies the bid. Phase 3 applies the 80/20 preference point system: 80 points for price and 20 points for specific goals. Specific goals are ownership by Black People (10 points, proved by sworn affidavit) and location of the enterprise in uThukela, uMzinyathi or Amajuba District Municipality (10 points, proved by municipal account, lease agreement or ward councillor letter). Failure to submit proof means no points are claimed for that goal.