Advertisement: quotation for the procurement of protection officers, council orderlies and required equipment for council meetings

Closing date: 8 September 2026 at 10:00.

No compulsory briefing session is indicated.

No compulsory briefing session is indicated for this quotation.

Technical enquiries: Samuel Vis, (012) 358 1420, [email protected].

Supply Chain enquiries: Josia Masenya, (012) 358 0658, [email protected].

Submission is via the e-tender portal; physical address not used for submission.

Bids must be submitted online via the City of Tshwane e-tender portal, not deposited in the tender box. Submission must be completed by 10:00 on 8 September 2026. Late submissions will not be considered.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any connection to persons in service of the state; false declarations disqualify.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): to be signed by the successful bidder.
• MBD 8 (Declaration of Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Company Registration Certificate.
• Tax Clearance Certificate or Unique PIN.
• B-BBEE Certificate (or sworn affidavit for EME/QSE).
• Municipal account statement (rates and taxes) not older than 3 months, or lease agreement or councillor's letter.
• CSD summary report.

Disqualification risks:

• Any returnable document omitted or unsigned.
• Incomplete pricing schedule (all items must be quoted).
• Corrections on the price schedule without initialling, or use of correction fluid (Tippex).
• Documents not completed in black ink (no re-typing or scanning).
• Bids received after the closing time.

List of returnable documents that should form part of bid document: Company Registration Certificate, Tax Clearance Certificate or Unique Pin, BBBEE Certificate, Rates and Taxes, CSD summary report. Additionally, the bidder must submit the completed MBD forms (MBD 1, 4, 6.1, 7.2, 8, 9) as per the index.

Evaluation is in three stages:

Stage 1 – Administrative Compliance: Bids checked for tax compliance (SARS TCS PIN or CSD), valid CSD registration, municipal account not in arrears more than 90 days, signed MBD forms (1, 4, 5, 8, 9), audited financial statements (if applicable), and fully quoted pricing schedule. Failure in any of these disqualifies.

Stage 2 – Mandatory Requirements: Company must provide certified PSIRA registration certificate, PSIRA Letter of Good Standing valid at closing, COIDA registration, three contactable reference letters from similar contracts, and proof of financial facility of at least R300,000 from an FSCA or Reserve Bank accredited institution. Individual personnel must have certified PSIRA registration (Grade C for officers, Grade B for supervisors, Grade A preferred), SASSETA-aligned crowd control certification, and minimum three years' relevant experience.

Stage 3 – Preference Point System: 80/20 system (80 points price, 20 points specific goals). Specific goals include B-BBEE level (Level 1 = 8 points down to Level 8 = 1 point), EME/QSE status (2 points), 51% women-owned (2 points), 51% disability-owned (2 points), 51% youth-owned (2 points), and local economic participation (Tshwane 4 points, Gauteng 2 points, National 1 point). Non-compliance with specific goals does not disqualify but scores zero for those goals.

Scope: Provide 20 Protection Officers (Council Orderlies) – 15 male and 5 female – plus required operational equipment for Council meetings (Ordinary, Special, Continuation) within the City of Tshwane.

Duties include:

• Deploy at access control points at the Council Chamber, public gallery, and other areas as directed.
• Maintain safety, security and order; protect councillors, officials, visitors and assets.
• Respond to disorder, security threats and disruptions, including lawful removal of disorderly persons on the Speaker's instruction.
• Perform crowd management, conflict de-escalation and access control.
• Submit written incident reports.
• Replace absent or unable officers at no additional cost.
• Attend compulsory operational briefings.

Personnel requirements:

• South African citizens with valid ID.
• PSIRA registration: officers minimum Grade C; supervisors/team leaders minimum Grade B (Grade A preferred).
• SASSETA-aligned crowd control management certification.
• Valid SAPS Police Clearance Certificate (not older than 6 months).
• Proficient in English and at least one other official language.
• Physically fit, professional appearance, able to work evenings, weekends and public holidays.

Equipment and transport:

• Provide two-way radios and communication equipment.
• Provide reliable company transport for deployment.
• Provide supervisory and reporting equipment.

Dress code: Male – white long-sleeve shirt, black tie, black blazer, black trousers, black shoes. Female – white shirt, black blazer, black skirt or trousers, black shoes.

Bidders must submit an approach and methodology covering their understanding of the scope of work and the proposed methodology in line with the by-law and legislation.

Company Profile: must include company structure and organogram. Personnel Plan: must detail key staff experience, allocation, responsibilities, organisational structure, number of personnel per assignment, on-site supervision, contingency plan, full names, roles, PSIRA registration numbers and grades, and qualifications. Individual requirements: directors/members/shareholders must submit certified PSIRA registration, CVs, and ID copies. All personnel must have minimum three years' relevant experience in specialised security services within a crowd control environment.

Pricing schedule: Item 1 – Protection Officers (15 males, 5 females), quantity 20; Item 2 – 2-way radio, quantity 2. Prices excl. VAT, add 15% VAT, total incl. VAT. The City reserves the right to adjust quantities subject to budget availability.

Pricing schedule: Item 1 – Protection Officers (15 males, 5 females), quantity 20; Item 2 – 2-way radio, quantity 2. Prices quoted excl. VAT, add 15% VAT, total incl. VAT.

The City reserves the right to increase or decrease quantities subject to budget availability.

Bids must remain valid for 90 days after closing.

The City may conduct market analysis and negotiate a market-related price with the highest-scoring bidder; if no agreement, it may cancel the quotation.

Proof of financial facility of at least R300,000 from an FSCA or Reserve Bank accredited institution is required (bank guarantee, letter of credit, overdraft facility, or letter of financial support).

Mandatory registrations and certificates:

• Central Supplier Database (CSD) registration – compulsory; CSD number must be provided.
• Tax compliance: SARS TCS PIN or CSD number; tax status must be compliant.
• PSIRA registration certificate (certified copy) and Letter of Good Standing valid at closing.
• COIDA registration.
• B-BBEE certificate or sworn affidavit (for EME/QSE) to claim preference points.
• Company Registration Certificate (CIPC).
• Municipal account statement (rates and taxes) not in arrears more than 90 days, or lease agreement or councillor's letter.
• Audited financial statements for the last three years (or since establishment) if required by law.
• SAPS Police Clearance for all personnel (not older than 6 months).
• SASSETA crowd control certification for all personnel.

Returnable forms (each one line):

• MBD 1: Invitation to Bid – bidder details and signature.
• MBD 4: Declaration of Interest – discloses state connections.
• MBD 6.1: Preference Points Claim – claims B-BBEE and specific goals.
• MBD 7.2: Contract Form – signed by successful bidder.
• MBD 8: Declaration of Past SCM Practices.
• MBD 9: Certificate of Independent Bid Determination.

Preference points: 80/20 system. Specific goals: B-BBEE level (Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0); EME/QSE = 2 points; 51% women-owned = 2 points; 51% disability-owned = 2 points; 51% youth-owned = 2 points; local economic participation (Tshwane = 4, Gauteng = 2, National = 1). Proof required: certified B-BBEE certificate or sworn affidavit, identity documents and proof of ownership, medical certificate for disability, municipal account statement or lease agreement for local participation.

Personnel must comply with Occupational Health and Safety requirements. They must be medically fit, physically fit, and able to respond effectively to emergencies. The service provider must ensure a safe and secure environment during Council proceedings.

Contract form (MBD 7.2) must be signed by the successful bidder. The contract will incorporate the bidding documents, tax clearance, pricing schedule, preference claims, declarations, and special conditions. The bidder confirms the correctness of the bid and that prices cover all obligations. The City may extend the validity period with written consent. The City may conduct market analysis and negotiate a market-related price; failure to agree may lead to cancellation. Non-performance may result in performance warnings and listing on the restricted suppliers database.

Conditions: all personnel must be South African citizens; qualified security personnel meeting prescribed standards; on-site Supervisor/Team Leader for each deployment; recognised crowd control management certification; ability to render services as-and-when-required including evenings, weekends and public holidays; proficiency in English and at least one other official language; high professionalism and presentable appearance; physical fitness and situational awareness. Valid SAPS Police Clearance (not older than 6 months) required.

Three stages: Stage 1 Administrative Compliance (tax, CSD, municipal account, MBD forms, financial statements, pricing schedule); Stage 2 Mandatory Requirements (PSIRA, COIDA, references, financial facility, personnel qualifications); Stage 3 Preference Point System (80/20).