Armed response security services for nelshoogte plantation (3 months)

Closing date: 03/09/2026 at 12:00 PM. RFQ validity period: 60 days from closing date. Site inspection date and time to be communicated to bidders.

Technical/specification queries: [email protected], 013 754 2700 / 060 960 6579. RFQ responses: [email protected]. Use RFQ number in subject line for queries and responses.

Quotations must be emailed to [email protected], with the RFQ number and description in the subject line. The RFQ document must be completed in full and the quotation must be on company letterhead. All SBD documents must be signed and returned with the quotation. Late or incomplete submissions will not be accepted. Returnable documents: fully completed and signed RFQ; official quotation on company letterhead; latest tax clearance; latest B-BBEE certificate (SANAS accredited) or sworn affidavit for EME/QSE; CSD report or MAAA number; ID copies of company directors; Supplier Code of Conduct; fully completed SBD 6.2 and Annexure C for Local Content. The NEC4 Term Service Short Contract (TSSC4) must be acknowledged and signed.

Evaluation follows SAFCOL Supply Chain Management Policy and Preferential Procurement Policy Framework Regulations of 2022, in four phases: Phase 1 Administrative Compliance, Phase 2 Mandatory Evaluation, Phase 3 Site Inspection, Phase 4 Price and Specific Goals. Phase 1 requires: full completion of the RFQ; all SBD forms; SARS tax compliance (PIN or tax clearance certificate); company registration documents; B-BBEE certificate or sworn affidavit (failure to attach means no points); CSD registration (successful bidder must register within 7 working days of award if not already); ID copies of directors; completed and signed NEC document. Phase 2 mandatory requirements: three reference letters on company letterhead confirming at least 5 years' experience in Forestry, Mining, Conservation or Agriculture providing tactical response services (references must be verifiable); eNatis document confirming ownership of all tactical response vehicles, which must be 4x4 (5-seater minimum), include an armour-plating vehicle on standby in Nelshoogte, have branding with strobe light, and have two-way radio and vehicle tracking installed (ICASA licence required). Vehicles not conforming are disqualified. Only bidders meeting mandatory requirements proceed to site inspection. Phase 3 site inspection verifies vehicles and equipment; date and time communicated later. Phase 4: price 80 points, specific goals 20 points (80/20 system). Specific goals: 51% and above Black Owned entities – 20 points. Verification documents for specific goals: CIPC registration, B-BBEE certificate/sworn affidavit, SA ID document.

Scope: Provision of armed response security services for Nelshoogte Plantation for 3 months. Required resources: 1 Team Leader Grade B armed security guard; 10 Grade C armed security guards; 2 4x4 vehicles (5-seater minimum) with vehicle tracking; 1 armour-plating vehicle on standby. Services: 24-hour armed security deployment; tactical response teams with proven track record in forestry and footprint in Lowveld; respond to criminal activities and other illegal activities in plantations; flexibility to move operations to respond to changing threats; ability to subject guards to polygraph tests. Stringent resource standards (disqualifiers): weapons (assault rifles and shotguns) compulsory with competency certificates and licences; officers trained in conflict response, arrest procedures, evidence handling; dedicated 4x4 vehicles (no persons on back of bakkies); communication system (digital radios, radio phone); public liability insurance of minimum R10 million; capacity for forensic investigations into timber theft; travel allowance included in package; management and monitoring system; monthly reports with each invoice; vehicle tracking report in monthly monitoring report; attach one employment contract and payslip each month. Pre-commencement inspections: firearm competency certificates, firearms, medical certificates, roadworthy branded vehicles, COIDA, PSIRA and guard grade certificates, SHE file, appointed SHE reps, first-aiders, first aid kit, occurrence books, PPE (full uniform, helmets, safety boots, reflector vests, bulletproof), handcuffs, two-way radio. Failure to comply results in termination. Work area: Barberton Nelshoogte plantation and surrounding areas. Delivery address: SAFCOL, Nelshoogte Plantation, R38 Badplaas Road, Barberton, 1300.

The service provider must deploy armed response units with stringent standards: weapons (assault rifles and shotguns) compulsory with competency certificates and licences; officers trained in conflict response, arrest procedures, and evidence handling; dedicated 4x4 vehicles (5-seater minimum) with no persons on the back of bakkies; communication system with digital radios and radio phone; public liability insurance of minimum R10 million; capacity for forensic investigations into timber theft; travel allowance included in package; management and monitoring system; monthly reports with each invoice; vehicle tracking report in monthly monitoring report; attach one employment contract and payslip each month. All resources must be verified before appointment. The provider must be able to move operations to respond to changing threats and subject guards to polygraph tests when necessary.

Bidders must provide three traceable and contactable reference letters on company letterhead from clients confirming at least 5 years' experience in the Forestry, Mining, Conservation or Agriculture industry providing Tactical Response Services. References must be verifiable; unverifiable references result in disqualification.

The service provider must comply with SAFCOL SHEQ Standard and NOSA, Forestry Stewardship Council (FSC), and Best Operating Practices (BOP).

Prices must be firm and inclusive of VAT. The pricing data is to be completed in the NEC4 Term Service Short Contract (TSSC4) Part C2, including the Price List and people rates. At least two months' salary budget must be allowed. No additional invoicing for kilometres travelled.

Prices must be firm and inclusive of VAT. At least two months' salary budget must be allowed. Pricing data to be completed in NEC4 Term Service Short Contract (TSSC4) Part C2. No additional invoicing for kilometres travelled.

Tax compliance: must be in order at time of award; verified via CSD or SARS e-Filing; 7 working days to rectify if non-compliant. B-BBEE: SANAS accredited certificate or EME/QSE sworn affidavit; joint ventures require consolidated BEE certificate. CSD registration required; successful bidder must register within 7 working days of award if not already. Company registration documents required. ID copies of directors. SBD 6.2 and Annexure C for Local Content. Supplier Code of Conduct must be read and adhered to. SBD 4 (Bidder's Disclosure) must be completed. SBD 6.1 (Preference Points Claim) must be completed. NEC4 Term Service Short Contract (TSSC4) must be signed.

Bidders must submit a B-BBEE Verification Certificate from a SANAS accredited agency, or an EME/QSE sworn affidavit signed by the EME representative and attested by a Commissioner of Oaths. Joint ventures must provide a consolidated BEE certificate. Specific goals: 51% and above Black Owned entities – 20 points under the 80/20 system. Verification documents: CIPC registration documents, B-BBEE certificate/sworn affidavit, and South African Identification Document.

The service provider must comply with SHEQ requirements: SAFCOL SHEQ Standard and NOSA, Forestry Stewardship Council (FSC), and Best Operating Practices (BOP). Prior to commencement, the following must be inspected for compliance: firearm competency certificates, firearms (assault rifles and shotguns compulsory), medical certificates, roadworthy branded vehicles, COIDA, PSIRA and guard grade certificates, SHE file, appointed SHE reps, appointed first-aiders, first aid kit, occurrence books, PPE (full security uniform, helmets, safety boots, reflector vests, bulletproof), handcuffs, and two-way radio. Failure to adhere results in termination with immediate effect. The provider must comply with the Occupational Health and Safety Act and other applicable legislation.

The contract will be the NEC4 Term Service Short Contract (TSSC4) between Komatiland Forests SOC Ltd (KLF) and the contractor. The service period is three months, starting one day after the contractor receives a fully completed copy of the contract. The assessment day is the last working day of each month. Interest on late payment is at the prime lending rate of ABSA Bank. Rates and prices are not adjusted for inflation. The contractor's liability for loss or damage to the client's property is limited to the lesser of R100,000 or 20% of the total contract value for any one event. Disputes are referred to an adjudicator from the ICE-SA Division of the South African Institution of Civil Engineering, with arbitration as the tribunal. The contractor must provide any securities, bonds, guarantees, or proof of insurance within one week of receiving the completed agreement. Failure to fulfil obligations constitutes repudiation. The contractor must comply with all applicable legislation, including the Constitution, Criminal Procedure Act, Firearms Control Act, Private Security Industry Regulation Act, Protection of Information Act, Mineral and Petroleum Resources Development Act, Occupational Health and Safety Act, Prevention of Illegal Eviction Act, Extension of Security of Tenure Act, Veld and Forest Fire Act, and National Forest Act. Labour requirements follow the Basic Conditions of Employment and Labour Relations Act regarding working hours, leave, overtime, etc.

Accepted RFQs will be communicated by way of an official purchase order or a promissory note signed by a duly authorised official. No goods, services or works must be prepared or delivered before an official purchase order or promissory note is received. All prices quoted must be firm and inclusive of VAT. The lowest or any offer will not necessarily be accepted; SAFCOL reserves the right to accept any offer in full or in part. The offer shall remain binding for the validity period. SAFCOL reserves the right not to make an appointment. The service provider must acknowledge and sign the NEC4 Term Service Short Contract (TSSC4) attached.

Service providers must complete the RFQ in full and submit on company letterhead. Quotations must be emailed to the provided address. B-BBEE certificates must be SANAS accredited or EME/QSE sworn affidavit. Late and incomplete submissions will not be accepted. Any bidder who believes the specification is based on a specific brand must inform SAFCOL before closing date. All SBD documents must be signed and returned. Joint ventures must provide consolidated BEE certificate. Appointed service providers who fail to remunerate employees in line with legislation will be terminated with immediate effect. The service provider must acknowledge and sign the NEC4 Term Service Short Contract (TSSC4). Disqualification reasons: non-compliance with tax status at time of award (7 working days to rectify), fraudulent or untrue information, false declarations on SBD documents, listed on National Treasury's Database of restricted suppliers, failure to quote in line with specification.

Evaluation is in four phases: Administrative Compliance, Mandatory Evaluation, Site Inspection, and Price and Specific Goals. Administrative compliance requires full completion of the RFQ, all SBD forms, SARS tax compliance, company registration, B-BBEE certificate or sworn affidavit, CSD registration, ID copies of directors, and signed NEC document. Mandatory evaluation requires three verifiable reference letters confirming at least 5 years' experience in Forestry, Mining, Conservation or Agriculture providing tactical response services, and eNatis documents confirming ownership of vehicles meeting specifications (4x4, 5-seater minimum, armour-plating vehicle, branding with strobe light, two-way radio and tracking). Site inspection verifies vehicles and equipment; only bidders passing mandatory requirements are eligible. Price and specific goals: 80 points for price, 20 points for specific goals (51% and above Black Owned entities). Verification documents for specific goals include CIPC registration, B-BBEE certificate/sworn affidavit, and SA ID document.