Tactical response security services in white river, mpumalanga – 4-Month RFQ

Closing date: 03 September 2026 at 12:00 PM. Late submissions will not be considered.

RFQ validity period: 60 days from the closing date.

Technical/specification queries: email [email protected], using the RFQ number and description in the subject line.

Phone: 013 754 2700 / 060 960 6573.

RFQ responses: email to [email protected].

Submission channel: email the completed RFQ to [email protected], with the RFQ number and description in the subject line. Late or incomplete submissions are not accepted.

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

• Fully completed and signed RFQ document.
• Official quotation on company letterhead.
• Latest tax clearance certificate.
• Latest B-BBEE certificate (SANAS-accredited) or sworn affidavit for EME/QSE.
• CSD report or MAAA number.
• Signed SAFCOL Supplier Code of Conduct.
• Completed and signed NEC4 Term Service Short Contract (TSSC4).
• All other supporting documents.

Disqualification risks:

• Late or incomplete submissions.
• Quotation not on company letterhead.
• Non-compliance with tax status at time of award (7 working days to rectify).
• Fraudulent or untrue information, including B-BBEE credentials or experience.
• False declarations on standard bidding documents.
• Being listed on National Treasury's database of restricted suppliers or defaulters.
• Failure to quote in line with the specification.

No work may begin before an official purchase order or promissory note is received from SAFCOL.

Fully completed and signed RFQ; Official Quotation on the company letterhead; Latest Tax Clearance; Latest BBBEE certificate- SANAS Accredited or sworn affidavit for EME/QSE; CSD Report or (MAAA number); Supplier Code of Conduct; Completed and signed NEC document; All other supporting documents.

Evaluation follows SAFCOL Supply Chain Management Policy and Preferential Procurement Regulations 2022, in three phases:

Phase 1 – Administrative Compliance: full completion of the RFQ, all SBD forms, SARS tax compliance (PIN or tax clearance), company registration documents, B-BBEE certificate or sworn affidavit, CSD registration (or register within 7 working days of award), ID copies of directors, completed and signed NEC document, confirmation of commitment to SHEQ/legal/labour requirements, valid PSIRA registration for company and directors, PSIRA letter of good standing, and confirmation of a control room for emergencies.

Phase 2 – Mandatory Evaluation:

• At least 5 years' experience in the forestry industry in the Lowveld area providing tactical response services, with traceable, contactable references on company letterhead. Unverifiable references lead to disqualification.
• Proof of ownership of the 4x4 response vehicle (E-natis document), pictures of the vehicle, branding with company logo, and proof of a vehicle tracking system. Vehicles not conforming are disqualified.

Phase 3 – Price and Specific Goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• Specific goal: 51% and above Black Owned entities – 20 points. Proof: CIPC registration, valid B-BBEE certificate/sworn affidavit, and SA ID document.

Only bids meeting mandatory requirements proceed to price and specific goals evaluation.

Scope: tactical response security services at SAFCOL Witklip and Bergvliet plantations (including Witwater) in the White River area, Mpumalanga, for four (4) months.

Tactical response unit required:

• 1 x five-seater or more 4x4 branded response vehicle.
• 2 x armed tactical response Grade C or above officers.
• 1 x armed tactical response Grade B supervisor.

Service requirements:

• 24-hour tactical response team.
• Proven service/track record in the forestry industry and a footprint in the Lowveld area.
• Flexibility to move operations to respond to changing threats, including on neighbouring plantations.
• Response to other illegal activities in plantations besides illegal harvesting.

Mandatory resource standards (disqualifiers):

• Weapons: at least 2 rifles and/or shotguns and at least 3 pistols/handguns.
• Evidence of firearm licence competencies and safety inspections.
• Armed vehicles, accessible when necessary.
• Properly trained personnel with proof of crowd control, ground control and crime prevention training.
• Dedicated 4x4 vehicles (5-seater minimum); no persons on the back of bakkies.
• Vehicles branded with company logo.
• Communication and tracking system installed (digital radios, radio phone ownership/hire compulsory); vehicles inspected from time to time.
• Unlimited liability for anything stolen in the presence of the security company.
• Public liability insurance of minimum R10 million.
• Capacity to forensically investigate illegal sawmillers for arrest and prosecution.
• Travel allowance included in the package (no additional invoicing for km travelled).
• Management and monitoring system in place.
• Ability to communicate on company-specific communications networks.
• Monthly reports with each invoice, including vehicle tracking report.
• Monthly submission of one employment contract and corresponding payslip for compliance verification.

All resources verified before appointment.

Service objectives: ensure safety and protection of personnel, visitors and assets; prevent and deter unauthorised access, theft, vandalism and criminal activity; maintain a 24/7 responsive presence; ensure personnel are properly trained and licensed; support business continuity; maintain compliance with legal and regulatory requirements.

Operational control: appoint a competent site supervisor as the client's primary contact; maintain accurate deployment records; implement consistent operational procedures; coordinate scheduling and handovers; manage resourcing changes with client approval.

Management procedures: develop, implement and maintain comprehensive management procedures for effective service delivery, available to the client upon request.

Coordination: cooperate with the client, other contractors and relevant parties; communicate timely and share information.

Monthly reports must accompany each invoice, including vehicle tracking reports and one employment contract with payslip.

Mandatory: at least 5 years' experience in the forestry industry in the Lowveld area providing tactical response services.

References: traceable and contactable reference letters on company letterhead with client contact details. SAFCOL will verify references; unverifiable references lead to disqualification.

The client or its nominated representative will conduct periodic inspections, audits and service quality reviews to verify service delivery against the Service Information and specifications.

If inspections reveal non-conformance, the client may record a Service Failure, leading to corrective action requests or non-conformance notices.

Price List in two parts under the NEC4 Term Service Short Contract:

• Part 1: work described in the scope not requiring a Task Order.
• Part 2: work carried out on a Task-by-Task basis instructed by Task Order.

Pricing method: enter a rate per item and multiply by expected quantity to produce the price; for lump-sum items enter the amount in the Price column only; for time-based items state a unit of time and expected quantity.

All prices shown excluding VAT unless instructed otherwise. Rates and prices include all work necessary to complete the item.

Prices must be firm and inclusive of VAT where applicable.

Travel allowance must be included in the package; no additional invoicing for km travelled.

Pricing format: NEC4 Term Service Short Contract (TSSC4) Price List in two parts – Part 1 for work described in the scope not requiring a Task Order, Part 2 for work instructed by Task Order. Prices shown excluding VAT unless instructed otherwise. Rates and prices include all work necessary to complete each item.

All prices quoted must be firm and inclusive of VAT where applicable.

Public liability insurance of minimum R10 million is compulsory.

Contractor liability for any one event is limited to the lesser of R100,000 or 20% of the total contract value.

Interest on late payment: prime lending rate of ABSA Bank.

Payment: monthly assessment on the last working day of each month; contractor submits a tax invoice with detailed assessment of the amount due.

Mandatory registrations and certificates:

• CSD registration (or register within 7 working days of award).
• SARS tax compliance (tax clearance certificate or SARS PIN).
• B-BBEE certificate (SANAS-accredited) or sworn affidavit for EME/QSE.
• Company registration documents (CIPC).
• ID copies of company directors.
• Valid PSIRA registration for the company and directors, plus a letter of good standing with PSIRA.
• Completed and signed NEC4 Term Service Short Contract (TSSC4).

Returnable forms:

• SBD 4 (Bidder's Disclosure): discloses whether any director/shareholder is employed by the state or connected to the procuring institution; false declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• SAFCOL Supplier Code of Conduct: must be read and signed.

SHEQ compliance: SAFCOL SHEQ Standard and NOSA, Forestry Stewardship Council (FSC), Best Operating Practices (BOP).

Legal compliance: services must comply with 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 compliance: employment according to the Basic Conditions of Employment Act and Labour Relations Act, covering working hours, leave, overtime and related provisions.

B-BBEE certificate required: SANAS-accredited verification certificate or sworn affidavit for EME/QSE, attested by a Commissioner of Oaths.

Joint ventures: consolidated B-BBEE certificate required.

Specific goal (80/20 system): 51% and above Black Owned entities – 20 points.

Proof required: CIPC registration documents, valid B-BBEE certificate/sworn affidavit, and South African Identification Document.

Failure to submit proof for specific goals results in zero points for that goal.

SHEQ requirements: comply with SAFCOL SHEQ Standard and NOSA, Forestry Stewardship Council (FSC), and Best Operating Practices (BOP).

All personnel must obtain safety induction before working on site.

Compliance with the Occupational Health and Safety Act and all relevant health and safety instructions from site safety personnel.

Legal requirements: services must comply with the Constitution, Criminal Procedure Act, Firearms Control Act (sections 10, 34, 90, 106), 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.

The successful provider remains responsible for compliance with all applicable legislation, whether or not listed.

Labour statutory requirements: employment according to the Basic Conditions of Employment Act and Labour Relations Act, covering working hours, vacation leave, sick leave, maternity, family responsibility, study provision, and overtime payments.

Accepted RFQs communicated by official purchase order or promissory note signed by a duly authorised official. No goods, services or works may be prepared or delivered before such order is received.

All prices quoted must be firm and inclusive of VAT where applicable.

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 remains binding for the validity period (60 days) from the closing date.

SAFCOL reserves the right not to make an appointment.

The service provider must acknowledge and sign the NEC4 Term Service Short Contract (TSSC4).

Three-phase evaluation:

Phase 1 – Administrative Compliance: full RFQ completion, all SBD forms, SARS tax compliance, company registration documents, B-BBEE certificate or sworn affidavit, CSD registration (or within 7 working days of award), ID copies of directors, completed and signed NEC document, confirmation of SHEQ/legal/labour compliance, valid PSIRA registration for company and directors, PSIRA letter of good standing, and confirmation of a control room.

Phase 2 – Mandatory Evaluation:

• At least 5 years' experience in the forestry industry in the Lowveld area providing tactical response services, with verifiable references.
• Proof of ownership of the 4x4 response vehicle (E-natis), pictures, branding, and tracking system. Non-conforming vehicles are disqualified.

Phase 3 – Price and Specific Goals (80/20):

• Price: 80 points.
• Specific goals: 20 points (51% and above Black Owned entities).
• Total: 100 points.