Physical security guarding services – nhbrc port elizabeth office (5 months)

Closing date: 12 October 2026 at 11:00

Briefing session: Non-compulsory briefing session mentioned in the document, but no date, time or venue provided.

Enquiries:

• Contact: Peter Jordaan
• Role: Security Risk Administrator
• Email: not specified
• Telephone: not specified

Submission address: not specified

Service delivery address:

40 Pickering Street

Newton Park

Port Elizabeth

Returnable documents — all must be completed, signed and submitted with the quotation:

• Original/certified copies of all mandatory technical documents listed in the RFQ (see compliance requirements).
• Completed and signed SBD forms as applicable (e.g., SBD 4 Declaration of Interest, SBD 9 Certificate of Independent Bid Determination).
• Submission method: not specified in the document.
• Submission address: not specified in the document.
• Closing time: 11:00 on the closing date.

Disqualification risks:

• Failure to comply with any mandatory requirement.
• Submission of false, fraudulent or misleading information or documents.
• Quotations received after the closing time.

Evaluation is conducted in three stages:

• Stage 1: Compliance check of mandatory requirements. Failure to comply results in automatic disqualification.
• Stage 2: Functional evaluation (paper-based and site inspection) = 70 points out of 100.
• Paper-based evaluation: out of 80 points, minimum qualifying score 56 points.
• Site inspection: out of 20 points, minimum qualifying score 14 points.
• Only bidders scoring 56+ on paper-based evaluation proceed to site inspection.
• Only bidders scoring 14+ on site inspection proceed to Stage 3.
• Stage 3: Price and preference points evaluation under the 80/20 preference points system.
• Price points: calculated using formula Ps = 80(1 - Pt/Pmin).
• Preference points: maximum 20 points, allocated as follows:
• Women: 12 points
• Youth: 5 points
• Disabilities: 1.5 points
• Military Veterans: 1.5 points
• Equity ownership points: calculated using formula NEP = NOP x (EP/100).

Paper-based evaluation criteria (80 points):

• Company experience (up to 50 points):
• Less than 1 year: 0 points
• Up to 1 year: 10 points
• Up to 2 years: 20 points
• Up to 3 years: 30 points
• Up to 4 years: 40 points
• Up to 5 years or more: 50 points
• Reference letters (up to 30 points):
• 0 reference letters: 0 points
• Unsigned letters: 5 points
• 1 reference letter: 10 points
• 2 reference letters: 15 points
• 3 reference letters: 20 points
• 4 reference letters: 25 points
• 5 reference letters: 30 points

Site inspection criteria (20 points):

• Office and operating as a security service provider (up to 10 points):
• Office, lease or utility bill: 5 points
• Office, lease or utility bill and latest financial statements: 10 points
• Security infrastructure and functional control room (up to 10 points):
• Availability of some items (telephones, fax/email, base radios, vehicles, uniforms, emergency procedures): 5 points
• Availability of all items: 10 points

Scope of work:

• Provide 24-hour physical security guarding services at the NHBRC Port Elizabeth office for a period of five (05) months.
• Deploy security guards at security points and perform regular patrols as specified by the NHBRC.
• Provide additional physical guarding services on an ad hoc basis in response to NHBRC needs.
• Protect assets, employees, contractors, visitors and facilities against damage, theft, vandalism and other security threats.
• Include an active Guarding Tracking System.

Hours of service:

• Weekdays / Weekend days / Public Holiday days: 6:00am to 6:00pm.
• Weeknights / Weekend nights / Public Holiday nights: 6:00pm to 6:00am.

Security compliment required:

• 1x Day Shift, 7 days a week, PSIRA Grade C.
• 2x Night Shift, 7 days a week, PSIRA Grade C.

Security personnel requirements:

• Full company security uniform when on duty.
• Torch and two-way radio at all times when on duty.
• ID card worn visibly, containing name, surname, PSIRA number, employee number and photo.
• Valid SAPS clearance certificate.
• Minimum PSIRA Grade C grading with at least two (02) years' experience.
• Basic training in Fire Fighting and Level One First Aid.

The service provider must adopt a risk-based approach to security management, focusing on deterrence, detection, delay and response.

The service provider must implement and enforce the desired security risk culture, processes and structures to safeguard NHBRC assets and resources.

Service provider must demonstrate at least 5 years' experience and expertise in the field of security guarding, supported by a table of current and previous contracts indicating client, contract duration and value.

Reference letters relating to physical security services must be on the client's letterhead and signed by the client.

All security guards must have a minimum PSIRA Grade C grading with at least two (02) years' experience.

Security personnel must have basic training in Fire Fighting and Level One First Aid.

Fidelity insurance cover of R 10,000,000.00 or a letter of intent from insurers to that value is a mandatory requirement.

No other financial requirements (bid security, guarantees, retention, payment terms) are specified in the document.

Mandatory requirements (original/certified copies must be submitted with the quotation):

• Valid PSIRA Certificate with grade A/B for all directors.
• Valid SAPS Clearance Certificate for all directors.
• Valid PSIRA Certificate and SAPS Clearance with grade A/B for the manager/supervisor.
• Valid SAPS Clearance Certificate for all security officers proposed for the contract.
• Valid PSIRA Grade C Certificates for all security officers proposed for the contract.
• Valid Letter of Good Standing issued by PSIRA for the company.
• Valid Provident Fund letter issued by an accredited institution.
• Valid COIDA Letter of Good Standing issued by the Department of Labour.
• Valid UIF Letter of Good Standing issued by the Department of Labour.
• Valid Company registration certificate and certified copies of owners, directors and partners.
• Fidelity Insurance Cover of R 10,000,000.00 or letter of intent from insurers to that value.
• Valid ICASA license or MOU from a service provider with a valid ICASA license.

Failure to comply with any mandatory requirement will invalidate the quotation and result in automatic disqualification.

Security personnel must have basic training and understanding of Fire Fighting and Level One First Aid.

Site inspection will assess the service provider's office, lease/utility bill, financial statements, and security infrastructure including emergency procedures.

Contract period: five (05) months.

The NHBRC reserves the right to take legal action against a service provider that submits false, fraudulent or misleading information or documents, which may also result in termination of the contract.

Mandatory requirements: Original/Certified copy of a valid PSIRA Certificate with grade A/B for Directors; valid SAPS Clearance Certificate for all Directors; valid PSIRA Certificate and SAPS Clearance with grade A/B for Manager/Supervisor; valid SAPS Clearance Certificate for all security officers proposed; valid PSIRA grade C Certificates for all security officers; valid Letter of good standing issued by PSIRA for the company; valid Provident fund letter issued by an accredited institution; valid COIDA letter of good standing; valid UIF letter of good standing; company registration certificate and certified copies of owners, directors, and partners; Fidelity Insurance Cover of R 10,000,000.00 or letter of intent; valid ICASA license or MOU from service provider with valid ICASA license. Failure to comply will invalidate the quotation.

Evaluation process in three stages: Stage 1 compliance check of mandatory requirements; Stage 2 functional evaluation (paper based and site inspection) = 70 points out of 100; Stage 3 price and preference points. Paper based evaluation out of 80 points, minimum threshold 56 points. Site inspection out of 20 points, minimum threshold 14 points. Part 1 evaluation criteria: service provider's company experience (up to 50 points for 5+ years) and reference letters (up to 30 points for 5 letters). Part 2 site visit assesses office, lease/utility bill, financial statements, security infrastructure (telephones, fax/email, base radios, vehicles, uniforms, emergency procedures). Only bids scoring 14+ on site visit proceed to price and preference evaluation. Contract awarded under 80/20 preference points system. Price points calculated using formula Ps = 80(1 - Pt/Pmin). Preference points: Women 12, Youth 5, Disabilities 1.5, Military Veterans 1.5, total 20 points. Equity ownership points calculated using formula NEP = NOP x (EP/100).