Safe code and combination change services at the deec – 3-Year contract

Closing date and time: 25 August 2026 at 11h00.

No briefing session or site visit is stated.

Submission email: [email protected]

Administration enquiries:

• Mr Mmoloki Makume, email [email protected], tel (011) 223 7000.

Technical enquiries:

• Mr Njabulo Mavuma, email [email protected], tel (011) 223 7000.

Postal address: SADPMR, P.O. Box 16001, Doornfontein, 2028. Fax (011) 334 8898.

Quotations must be submitted on the business letterhead, together with an Excel spreadsheet, by email to [email protected] no later than 25 August 2026 at 11h00. Late responses will not be considered.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• Certified copy of ID, CSD full registration report, B-BBEE certificate or sworn affidavit, CIPC documents.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks:

• Any mandatory document, declaration, schedule, certificate or information omitted.
• False, misleading or incomplete information.
• Bids not submitted on official forms or in the prescribed manner.
• Bids from persons in the service of the state, or companies with directors who are such persons.
• Bidders listed on the Register of Tender Defaulters or List of Restricted Suppliers.

Evaluation under Preferential Procurement Regulations, 2022, using the 80/20 system:

• Price: 80 points.
• Specific goals: 20 points, allocated as follows:
• Enterprises owned by black women: 5 points.
• Entities owned by youth: 5 points.
• Entities owned by black people: 5 points.
• Entities that are small, medium and micro enterprises: 5 points.

Evidence required for specific goals:

• Latest CSD report and certified ID copies of directors for ownership claims.
• Latest CSD report and financial statement for SMME claim.

Failure to submit proof for specific goals means those points are not claimed. SADPMR may verify any claim and may require substantiation at any time.

Scope: Provision of safe code and combination change services at the Diamond Exchange and Export Centre (DEEC) for a period of three (3) years.

Services required:

• Onsite changing of KABA lock codes and combinations for 2 category 5 safes, quarterly, approximately 3 hours per visit.
• Onsite emergency support as and when required, approximately 3 hours depending on the service needed.

Service delivery must commence within 30 days of the purchase order or the next service date, from the date of contract signing or PO issuance.

Purpose: To maintain the security of diamonds stored at the DEEC, prevent unauthorised access, theft or security breaches, and support compliance with legislation, internal policies and audit requirements.

Services required: Onsite changing of KABA lock codes and combinations for 2 category 5 safes, quarterly, approximately 3 hours per visit. Onsite emergency support as and when required, approximately 3 hours depending on the service. Service delivery must commence within 30 days of the purchase order or the next service date, from contract signing or PO issuance.

Where required, bidders must submit signed reference letters from current or previous clients demonstrating successful delivery of similar services. Reference letters should indicate contract value, contract period, and industry or sector. SADPMR may conduct due diligence and independently verify all information.

SADPMR may conduct site inspections, due diligence investigations, product evaluations, reference checks and verification exercises at the bidder's premises or client sites. Bidders must maintain the necessary resources, personnel, systems and expertise to perform the services. The bidder must act honestly, fairly and with due skill, care and diligence.

Prices must be firm and inclusive of VAT, valid for 90 days from closing. A firm delivery period must be indicated. The bidder confirms prices include all costs and obligations. Errors or miscalculations in pricing are for the bidder's account. SADPMR may negotiate pricing during the contract period if more competitive market prices become available.

Prices must be firm and inclusive of VAT.

Prices must remain valid for 90 days from the closing date.

A firm delivery period must be indicated.

Any errors or omissions in pricing are for the bidder's account.

The contract is subject to availability of funds; SADPMR may suspend or terminate the contract if funding becomes unavailable.

CSD registration: Only bidders registered on the Central Supplier Database (CSD) with a CSD number will be considered.

Tax compliance: Bidders must be tax compliant and submit a SARS TCS PIN or printed TCS certificate; a CSD number may be provided where no TCS PIN is available. Consortia/joint ventures/sub-contractors must each submit separate TCS/CSD details.

B-BBEE: A B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

CIPC: CIPC documents must be attached.

State employment: No bids from persons in the service of the state, or companies with directors who are such persons.

Tender defaulters: No award to bidders on the Register of Tender Defaulters or List of Restricted Suppliers.

Fronting: SADPMR condemns fronting and may investigate; failure to refute findings may lead to disqualification.

Returnable forms: SBD 1, SBD 4, SBD 6.1, and SBD 7 (contract form for the successful bidder).

Specific goals for preference points (20 points total): Enterprises owned by black women (5 points, evidence: latest CSD report and certified ID copies of directors); Entities that are small, medium and micro enterprises (5 points, evidence: latest CSD report and financial statement); Entities owned by black people (5 points, evidence: latest CSD report and certified ID copies of directors); Enterprises owned by youth (5 points, evidence: latest CSD report and certified ID copies of directors).

The bidder indemnifies SADPMR against losses arising from breach of bid conditions. The bid document takes precedence over oral communications; amendments are valid only if in writing. Participation is at the bidder's own risk and cost. No award to a bidder that is not tax compliant; SADPMR may withdraw an award or terminate if tax compliance fails. No award to bidders on the Register of Tender Defaulters or List of Restricted Suppliers. The bid process and contract are governed by South African law, with jurisdiction of South African courts. The bidder remains fully responsible for subcontractors. All bid information is confidential; bidders must not disclose without consent. The contract is subject to availability of funds; SADPMR may suspend or terminate on written notice, with payment for services rendered up to termination.

Prices must be valid for 90 days from closing, firm and inclusive of VAT. A firm delivery period must be indicated. SADPMR reserves the right not to appoint any bidder. SADPMR may disqualify bids for missing mandatory documents, non-compliance with specifications, false information, improper access to confidential information, or conduct compromising the integrity of the process. SADPMR may cancel, suspend or withdraw the bid process at any stage, negotiate with preferred bidders, accept bids in whole or part, and award to a bidder that is not the lowest priced or highest scoring. Bidders must not canvass or influence SADPMR officials. All enquiries must be in writing to the designated contacts.

Only bidders registered on the CSD with a CSD number will be considered. Attach certified copy of ID, CSD full registration report, B-BBEE certificate or sworn affidavit, and CIPC documents. Late responses will not be considered. Bidders must be tax compliant; no award to non-compliant bidders. No award to bidders on the Register of Tender Defaulters or List of Restricted Suppliers.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals. Specific goals and points: Enterprises owned by black women (5), Entities owned by youth (5), Entities owned by black people (5), Entities that are small, medium and micro enterprises (5). Evidence required: latest CSD report and certified ID copies of directors for ownership claims; latest CSD report and financial statement for SMME claim.