Security services at montclair lodge – 24-Month tender in kwazulu-natal

Closing date: 09 October 2026 at 11:00

Compulsory briefing: No

Closing date for questions: 28 September 2026

Closing date for responses to questions: 30 September 2026

Queries must be submitted by 16:30 on 30 September 2026.

Enquiries:

• Email: [email protected]

Submission address:

The Housing Development Agency

4 Kikuyu Road

Sunninghill

2157

Service location:

Montclair Lodge, Erf 1074, Sea View, 29 Benson Road, Sea View, eThekwini Metropolitan Municipality

Submission method: sealed envelope/package deposited in the HDA tender box at the Housing Development Agency, 4 Kikuyu Road, Sunninghill, 2157.

Envelope must be addressed: Attention SCM Office, RFP No HDA/KZN/2026/002, description of bid, closing date and time 09 October 2026 at 11:00.

Two sealed envelopes required:

• Volume 1 (Envelope 1): Part A Compliance Response, Part B Technical/Functional Response. No pricing information allowed.
• Volume 2 (Envelope 2): Part C Financial Proposal and SBD 6.1. Must be in a separate sealed envelope.

Submit 1 original response plus an electronic version on a USB clearly marked with the bidder's name.

All documents must be in English, A4 format (graphics up to A3), neatly bound, pages consecutively numbered.

Signatures in black ink. Copies of non-original documents must be certified by a Commissioner of Oaths.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder details and offer cover page.
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the HDA.
• SBD 6.1 (Preference Points Claim): claims specific goals points.
• Pricing Schedule (Annexure 2).
• SBD 5 (National Industrial Participation Programme) if applicable.

Disqualification risks:

• Late or incorrectly addressed bids.
• Pricing information in Volume 1.
• Missing mandatory documents (Stage 1A).
• Attempts to canvass HDA officials or collusion between bidders.

Evaluation stages:

• Stage 1: Admin compliance – completeness of documentation. Stage 1A mandatory requirements (PSIRA certificates) – automatic disqualification if missing. Stage 1B basic compliance – must be submitted within 7 days of award if not provided initially.
• Stage 2: Technical/functionality evaluation – minimum threshold 70%. Bidders scoring below 70% are disqualified.
• Stage 3: Price and Specific Goals on an 80/20 point system (Price 80, Specific Goals 20).
• Stage 4: Bidder verification (SBD 4).

Technical evaluation criteria (total 100 points):

• Lead Company profile (10 points): years in existence – 1-3 years = 3, 4-6 years = 5, 7+ years = 10.
• Security officers (10 points): Grade C officers with CVs and certified qualifications/firearm certificates – 6+ years combined = 10, 1-5 years = 5.
• Capability (10 points): proof of clocking system or lease agreement (Electronic RFID/NFC tags) – 10 points; failure to provide = 0.
• Company experience (35 points): appointment letters for security services – 10+ = 35, 5-9 = 20, 1-4 = 10.
• Methodology (20 points): management structure for day/night shifts (5), reaction units and contingency plans (10), training plan (5).
• Strategy (15 points): quality of work plan (5), project management (5), approach (5).

Specific goals points (20 points) – claimed via SBD 6.1 with proof (CSD or sworn affidavit):

• Black Women Owned: 75-100% = 4, 51-74.99% = 3, below 51% = 1.
• Youth: 75-100% = 7, 51-74.99% = 5, below 51% = 3.
• Disabled People: 75-100% = 5, 51-74.99% = 4, below 51% = 2.
• Military Veterans: 2 points.
• HDSA: 2 points.

Bidders not claiming specific goals score 0 but are not disqualified.

The Housing Development Agency requires a security service provider to guard Montclair Lodge, a four-storey residential building on Erf 1074, Sea View, measuring 4.4521 hectares, approximately 15 km from Durban CBD.

Scope of work:

• Provide physical guarding services.
• Provide access control, including management of biometric services.
• Monitor surveillance cameras.
• Monitor the premises, including random floor inspections.
• Provide well-trained security guards.

Contract period: 24 months.

The property is vulnerable to invasion, unauthorised use, illegal dumping, and vandalism.

Bidders must provide a methodology covering management structure for day/night shifts (5 points), reaction units and contingency plans for emergencies such as riots and strikes, including samples of daily, weekly, and monthly reports (10 points), and a training plan for security officers (5 points). The strategy section requires a quality work plan (5 points), project management approach (5 points), and overall approach (5 points).

Lead Company profile: points based on years in existence – 1-3 years = 3, 4-6 years = 5, 7+ years = 10. Security officers must have relevant CVs and certified qualifications and firearm certificates – 6+ years combined = 10 points, 1-5 years = 5 points. Company experience: appointment letters for security services – 10+ = 35 points, 5-9 = 20 points, 1-4 = 10 points. Proof of large-scale accommodation access control and security services (e.g., student accommodations, hospitals, large residential flats) is required.

The service provider must provide well-trained security guards, manage access control including biometric services, monitor surveillance cameras, and conduct random floor inspections. The methodology must include management structure for day/night shifts, reaction units and contingency plans for emergencies (e.g., riots, strikes), and samples of daily, weekly, and monthly reports.

Pricing must be submitted in Volume 2 (Envelope 2) using the Pricing Schedule (Annexure 2). No pricing information may appear in Volume 1. The HDA may request annual financial statements for due diligence. The HDA may negotiate a market-related price with the highest-scoring bidder. Bidders must not change bid rates after closing date unless the contract provides for it.

Pricing must be submitted in Volume 2 (Envelope 2) using the Pricing Schedule (Annexure 2). No pricing information may appear in Volume 1.

The HDA may request annual financial statements prepared by a professional accountant for due diligence.

The HDA may negotiate a market-related price with the highest-scoring bidder, or cancel the bid if no agreement.

The HDA may conduct post-tender negotiations and request Best and Final Offers.

No bid security or guarantee is specified.

Mandatory (Stage 1A) – automatic disqualification if not submitted:

• Proof of valid PSIRA registration certificate for the company, directors/members, supervisors, and security officers. If renewal is pending, an official letter from PSIRA confirming renewal is required. All certificates must be originally certified within the last 6 months.
• Originally certified valid PSIRA Letter of Good Standing for the company.

Basic compliance (Stage 1B) – must be available within 7 days of award:

• Letter of Good Standing: COID.
• CSD Report.
• Completed SBD 1, SBD 4, SBD 6.1.

Other requirements:

• Self-register on the Central Supplier Database (CSD) at https://secure.csd.gov.za and provide the supplier number.
• Tax compliance: must be tax compliant and provide a Tax Compliance Status (TCS) PIN. Tax status verified via CSD.
• Joint Ventures/Consortia must submit a signed JV/consortium agreement stating percentage split and responsibilities.
• Bidders must certify acquaintance with the Non-Disclosure Agreement and treat all information confidentially.
• Bidders must comply with all applicable laws and regulations.

No specific health and safety requirements are stated beyond general compliance with applicable laws and regulations. The service provider must ensure a safe and secure environment on the property.

The appointment of a security service provider is part of the HDA's land holding risk mitigation strategy. The presence of security will reduce the risk of illegal use, invasion, and illegal dumping on the property.

The HDA reserves the right to modify, withdraw, or amend the RFP at any time without liability. It may reject any non-conforming proposal, disqualify late submissions, call for additional documents, not accept the lowest price, split the award, or make no award. Bidders bear all costs of preparing their response. If a contract is awarded based on incorrect information, the HDA may cancel the contract and place the bidder on its Restricted Suppliers list. The HDA may negotiate a market-related price with the highest-scoring bidder or cancel the bid. The HDA may conduct post-tender negotiations and Best and Final Offer processes. The successful bidder must sign the contract within a reasonable period; otherwise, the award may go to the next ranked bidder.

Evaluation follows four stages: admin compliance, technical evaluation (minimum 70%), price and specific goals (80/20), and bidder verification. Technical criteria include company profile, security officer qualifications, capability (clocking system), company experience, methodology, and strategy. Specific goals points are awarded for Black Women Owned, Youth, Disabled People, Military Veterans, and HDSA status, with proof via CSD or sworn affidavit.