Security guarding services – dmpr north-west regional office, rustenburg (36 months)

Closing date: 30 September 2026 at 11:00. Compulsory briefing session: 10 September 2026 at 10:00, at the Department of Mineral and Petroleum Resources, North-West Regional Office, 254A c/o Beyers Naude & Unie Streets, Propcor Building, Rustenburg, North-West, 0299. Attendance is compulsory; bidders must sign the attendance register.

Bidding procedure enquiries: Ms Lucia Nkhethoa, tel 012 444 3778, email [email protected]. Technical enquiries: Mr Elton Jacobs, tel 012 444 3254, email [email protected]; Adv. Nhlanhlenhle Chonco, tel 012 444 3039, email [email protected].

Bids must be submitted on the official forms provided (not re-typed) and deposited in the bid box at the Department of Mineral and Petroleum Resources, Trevenna Campus, 70 Meintjies Street, Sunnyside, Pretoria, 0001. The bid box is open 07h30–16h00, Monday to Friday. Late bids will not be accepted for consideration. Bidders must sign the attendance register at the compulsory briefing session; failure to do so invalidates the bid. Returnable forms and documents include: SBD 1 (Invitation to Bid, signed as the offer cover page), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and proof of authority to sign (e.g., company resolution). Bids must be indexed for ease of reference. One original and one copy of the technical proposal must be submitted. Non-compliance risks: price amendments without signature/initials, use of correction fluid, or completion in coloured ink other than black ink.

Evaluation is in four stages: mandatory requirements, functionality, administrative compliance, and point scoring. Mandatory requirements (Gate 01) — bidders who fail any are disqualified: valid PSIRA company registration certificate (electronically verifiable via QR code); valid PSIRA certificates for directors/members (Grade A or B) and security officers (minimum Grade C), electronically verifiable; valid firearm competency certificates or licences for the company and security officers, certified within six months of closing date; valid PSIRA certificate of Good Standing for the company; valid Letter of Good Standing for COIDA from the Department of Labour. Functionality (Gate 02) — minimum threshold is 70%; bidders scoring below 70% are disqualified. Scoring criteria: company experience (20 points), security officers' experience (15 points), security officers' qualifications (15 points), infrastructure (20 points), project plan (20 points), and proposed methodology (10 points). Administrative compliance (Gate 03) — fully completed and signed SBD 1, SBD 4, and SBD 6.1; compliance with the specification; non-compliance includes price amendments without signature, correction fluid, or coloured ink. Point scoring (Gate 04) — 80/20 preference point system: price points = 80, preferential points = 20. Preferential points for specific goals: enterprise owned by Black people (4 points), by women (4 points), by youth (4 points), by disabled persons (4 points), by SMMEs (QSE or EME) (4 points). Ownership means 51% of company share; pro-rata points for less than 51%. Tie-breaking: highest points on specific goals, then highest functionality points, then drawing of lots.

The service provider must render security guarding services 24 hours a day, 7 days a week, including public holidays (24/7) at the North-West Regional Office, 254A c/o Beyers Naude & Unie Streets, Rustenburg. Day shift (06h00–18h00): 2 armed security guards with Grade C PSIRA certificates. Night shift (18h00–06h00): 2 armed security guards with Grade C PSIRA certificates. Duties include: access control in line with the Control of Access to Public Premises and Vehicles Act; regular patrol duties during each shift with records; site visits by a mobile supervisor at least once per shift; reporting, recording, and investigating security breaches/incidents; assisting the department in investigations. A comprehensive Threat and Risk Assessment (TRA) of the building/site must be conducted and a report provided within the first month of appointment. The service provider must provide the required number of security officers, properly uniformed and remunerated in line with the PSIRA Sectoral Determination. The department provides: suitable space for the guardhouse, functional perimeter security lighting, access control facilitation, gate keys and locking mechanisms, and access to ablution facilities. The service provider must ensure no interruption of services due to manpower shortage (e.g., leave). Security officers are prohibited from unauthorized handling, reading, or removal of departmental documents; no state information may be communicated to the public or news media. The department reserves the right to screen/vet security personnel and verify PSIRA registration before employment. The service provider must sign a confidentiality agreement. Reporting: immediate written reporting of security breaches to the Director: Security Risk Management; monthly written reports; quarterly meetings with the Director.

No upfront payment will be made; payments will be made in accordance with delivery of services agreed upon and upon receipt of an original invoice. Bidders must provide a ceiling price based on total estimated time for completion, inclusive of all applicable taxes, quoted in South African rand (VAT-inclusive). Hourly rates must be as prescribed by the DPSA, Auditor-General, or the body regulating the profession. Subsistence and travel rates aligned to National Treasury instruction: hotel accommodation R1700 per night per person including breakfast, dinner, and parking; air travel restricted to economy class; kilometre claims not exceeding Automobile Association of South Africa rates. Offer must be valid for 120 days from the closing date.

Tax compliance: bidders must be tax compliant and submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate; if no TCS PIN is available, a CSD number must be provided. In consortia/joint ventures/sub-contractors, each party must submit separate TCS/PIN/CSD. No bids will be considered from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees. Mandatory PSIRA registrations and certificates as listed under evaluation criteria. COIDA letter of good standing required. B-BBEE: bidders claiming specific goals must submit proof (e.g., ID documents, CIPC documents, medical certification, B-BBEE certificate issued by a SANAS-accredited agency or DTIC, or sworn affidavit for SMMEs).

Evaluation is based on the 80/20 principle. The bid is evaluated in four stages: mandatory requirements, functionality, administrative compliance, and point scoring. Functionality minimum threshold is 70%. Point scoring uses the 80/20 preference point system: price points = 80, preferential points = 20. Preferential points are allocated for specific goals: enterprise owned by Black people (4 points), by women (4 points), by youth (4 points), by disabled persons (4 points), by SMMEs (QSE or EME) (4 points). Ownership means 51% of company share; pro-rata points for less than 51%. Bidders must submit proof of specific goals claimed; failure to do so means no preference points for those goals.