Provision of safety and security duncan village buy-back centre for a period of four (4) months

Closing date: 21 August 2026 at 12:00.

No briefing session or site visit is scheduled.

Enquiries: Z. Madabane, email: [email protected].

Submission address: Buffalo City Metropolitan Development Agency, 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use Windsor Road entrance), 5201.

Submission channel: hard copy only, in a sealed envelope, deposited in the Quotations Box at the BCMDA offices. No emailed or faxed quotations accepted.

Envelope must be clearly marked: NOTICE - PROVISION OF SAFETY AND SECURITY DUNCAN VILLAGE BUY-BACK CENTRE FOR A PERIOD OF FOUR (4) MONTHS.

Submission address: 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use Windsor Road entrance).

Closing: 21 August 2026 at 12:00. Late submissions will not be considered.

Returnable forms (all must be completed, signed, and submitted):

• MBD 4 (Declaration of Interest): discloses any connection to the state.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goals points.
• MBD 7.1 (Contract Form): formal offer to supply services.
• MBD 8 (Declaration of Past SCM Practices): confirms no abuse of supply chain.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Declaration of Bidder: authorises SARS tax clearance check and confirms no tender default.
• Proof of CSD registration (summary report or CSD number).
• Proof of municipal account status (company and directors) – no arrears exceeding 3 months.
• Mandatory PSIRA, firearm, COIDA, insurance, and experience documents (see compliance).

Disqualification risks:

• Any returnable form missing or unsigned.
• Use of Tippex or erasable ink.
• Sharing of resource personnel among service providers.
• Misrepresentation of facts – a rigorous verification will be conducted.

Quotations valid for 90 days after closing.

BCMDA reserves the right not to accept the lowest or any tender, and to accept part of a tender.

Submit hard copy in sealed envelope, clearly marked with notice title, deposited in Quotations Box at BCMDA offices: 69 Frere Road, Vincent, East London (corner Frere and Windsor, use Windsor entrance). Closing: 21 August 2026 at 12:00. No emailed or faxed quotations. Unsigned or incomplete submissions disqualified. BCMDA not responsible for courier misdelivery.

Evaluation follows the 80/20 preference point system under the PPPFA.

Stages:

A. Compliance evaluation – all mandatory documents and conditions must be met.

B. Mandatory requirements – PSIRA, firearms, insurance, experience (see compliance).

C. Preference points – 80 points for price, 20 points for specific goals.

Price points formula: Ps = 80(1 - (Pt - Pmin) / Pmin), where Pt = tender price, Pmin = lowest acceptable price.

Specific goals (20 points total):

• B-BBEE Level 1 contributor: 10 points (requires valid B-BBEE certificate).
• Enterprise owned by majority black women: 4 points (requires CSD report or B-BBEE certificate showing black women ownership).
• Enterprise owned by majority black youth: 4 points (requires CSD report or B-BBEE certificate showing black youth ownership).
• Enterprise owned by majority disabled person(s): 2 points (requires proof from medical practitioner, SARS exemption, or CSD report).

Failure to submit proof for specific goals means those points are not claimed.

Total points: 100.

Scope: Provision of safety and security at Duncan Village Buy-Back Centre for 4 months.

Services include:

• Static guarding: day shift, night shift, weekends, public holidays, 24-hour operations, access control points, perimeter guarding.
• Access control: visitor verification, registration, permit control, prevention of unauthorised access.
• Patrols: internal and external, hourly inspections, random spot checks, monitoring vulnerable areas, risk observation and reporting.
• Armed response and emergency support: armed response capability, incident response, detaining.
• Asset protection: construction site, materials, plant and equipment.
• Incident reporting and administration: occurrence books, daily activity reports, monthly security reports, risk reporting, shift/visitor/vehicle registers.

Personnel requirements:

• All personnel must be PSIRA registered, medically fit, trained, uniformed, no criminal record, and subject to security vetting.
• Minimum grades: Security Officers Grade C, Supervisors Grade B, Armed Response Grade C or higher.
• Active supervision, regular site inspections, shift management, 24-hour operational support, immediate replacement of absent staff.

Uniforms and equipment: Provided by the service provider at own cost. Uniforms must be identifiable with name tags and PSIRA cards. Equipment includes communication devices, torches, batons, handcuffs, pepper spray, registers, PPE, firearms.

Control room: A fully operational 24-hour control room within BCMM, with continuous communication, emergency response, incident escalation, and backup systems. Must coordinate personnel, emergency response, armed response, and law enforcement.

Confidentiality: Service providers must comply with POPIA and Minimum Information Security Standards (MISS), protect BCMDA information, and not disclose to third parties.

Contract period: 4 months. BCMDA may terminate at any time during this period.

Uniforms and equipment provided at contractor's cost. Uniforms: identifiable, name tags, PSIRA cards, protective clothing, raincoats. Equipment: communication devices, torches, batons, handcuffs, pepper spray, occurrence books, registers, PPE, firearms. Control room: 24-hour operation within BCMM, continuous communication, emergency response, incident escalation, backup systems. Coordinates personnel, emergency response, armed response, law enforcement.

Quality measures include: hourly patrol inspections, random inspections and spot checks, monitoring of vulnerable areas, security risk observation and reporting. Supervision: active supervision, regular site inspections, shift management systems, 24-hour operational support, immediate replacement of absent staff.

Pricing schedule: 2 x Grade C Security Day Shift, 3 x Grade C Armed Security Night Shift, 1 x Supervisor Grade B. Sub-total excl VAT, VAT 15%, grand total incl VAT. Travel up to 200 km per month billed actual. Use PSIRA pricing structure. All prices inclusive of VAT.

Pricing schedule to be completed:

• 2 x Grade C Security (Day Shift) per month
• 3 x Grade C Armed Security (Night Shift) per month
• 1 x Supervisor Grade B per month
• Sub-total (excl VAT)
• VAT at 15%
• Grand total (incl VAT)

Travel: Maximum 200 km per month for site servicing; billing based on actual kilometres travelled.

All prices must be inclusive of VAT where applicable.

Bidders should consult the latest PSIRA Contract Pricing Structure for determining personnel grades and salaries.

Quotations valid for 90 days after closing.

Payment: Within 30 days after receipt of invoice with proof of delivery.

Mandatory registrations and documents:

• CSD registration: proof of registration (summary report or CSD number) required.
• Municipal account arrears: bidder and directors must provide proof that municipal accounts are not in arrears for more than 3 months. Acceptable proof: statements showing age of debt, debt clearance certificate from municipality, or lease agreement with lessor's confirmation.
• PSIRA compliance: valid PSIRA Registration Certificate for the company, valid PSIRA Letter of Good Standing, and PSIRA registration of directors/owners.
• Firearm compliance: three certified firearm licences registered under the company name.
• Insurance and labour: valid COIDA Letter of Good Standing, Public Liability Insurance with minimum cover of R1 million.
• Experience: combined minimum value of R300,000 in security services, with signed letters of reference confirming satisfactory performance and project values.
• No persons in the service of the state (as defined in MFMA SCM Regulations) may bid.
• Bidders must not be listed on National Treasury's Database of Restricted Suppliers or Register for Tender Defaulters, and must not have been convicted of fraud or corruption in the past five years.

Returnable forms (see submission guidelines): MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9, Declaration of Bidder.

Specific goals for 20 points: B-BBEE Level 1 contributor (10 points, B-BBEE certificate required); Enterprise owned by majority black women (4 points, CSD report or B-BBEE certificate showing black women ownership); Enterprise owned by majority black youth (4 points, CSD report or B-BBEE certificate showing black youth ownership); Enterprise owned by majority disabled person(s) (2 points, proof from medical practitioner, SARS exemption, or CSD report).

Confidentiality: service providers must protect BCMDA information, comply with POPIA and MISS, not disclose to third parties. SLA to be signed on acceptance. Payment within 30 days of invoice with proof of delivery.

BCMDA may request further information. Late quotations not considered. BCMDA not bound to accept lowest or any tender, may accept part. Quotations valid 90 days. Failure to submit required documents renders bid non-responsive (except specific goals proof). Use of Tippex or erasable ink disqualifies.

Mandatory documents: Valid PSIRA Registration Certificate for company, PSIRA Letter of Good Standing, PSIRA registration of directors/owners. Three certified firearm licences under company name. Valid COIDA Letter of Good Standing. Public Liability Insurance minimum R1 million. Experience: combined R300,000 in security services with signed reference letters. Sharing of resource personnel disqualifies.

80/20 preference point system applies. Evaluation stages: compliance, mandatory requirements, then preference points. Price 80 points, specific goals 20 points. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals as per B-BBEE table.