Physical security services for nyda centres (12-Month contract) – RFP2026/07/NYDA

Compulsory briefing session: 15 October 2026 at 10:00, online via Microsoft Teams (link: https://teams.microsoft.com/meet/326084291278913?p=NOinhbGHVHnnOsjU4C). Attendance is mandatory.

Closing date and time: 3 November 2026 at 11:00.

Tender offer validity period: 120 days from closing date.

Enquiries (SCM and technical):

• Contact name: Mr Mlungisi Xulu
• Role: Supply Chain Management Unit
• Email: [email protected]
• Telephone: (087) 158 5718

All enquiries must be submitted in writing via email; telephonic enquiries are not accepted.

Submission address (tender box):

NYDA Head Office

7 Naivasha Road

Sunninghill

2191

NYDA Building

Service delivery addresses: NYDA centres across two lots – Lot 1 (Inland: Gauteng, Limpopo, North West, Mpumalanga, Free State) and Lot 2 (Coastal: Northern Cape, Eastern Cape, Western Cape, KwaZulu-Natal) – detailed in the segmentation of regions and locations.

Submission method: hand-delivered to tender box at NYDA Head Office, 7 Naivasha Road, Sunninghill, Johannesburg (tender box accessible 08h00–17h00 weekdays). No fax, telex, or email submissions accepted.

Closing date and time: 3 November 2026 at 11:00. Late submissions will not be considered.

Required copies: one original hard copy marked "Original" and one electronic copy on USB device; no discrepancies permitted between the two.

Packaging: sealed envelope clearly marked with description "APPOINTMENT OF PHYSICAL SECURITY SERVICES FOR NYDA CENTRES OVER A PERIOD OF ONE (1) YEAR (12 MONTHS)", tender number RFP2026/07/NYDA, and the markings "ORIGINAL" and "SOFT COPY (USB)".

Returnable documents: fully completed and signed returnable documents as stipulated, submitted on original tender documentation issued by NYDA. Mandatory forms include:

• SBD 1 (Invitation to Bid): offer cover page with bidder details and signature.
• SBD 4 (Declaration of Interest): discloses state employment or connections of directors/shareholders; false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the preferential procurement regulations.
• SBD 7 (Contract Form): written contract to be signed by successful bidder.
• SBD 9 (Certificate of Independent Bid Determination): certifies independent pricing, no collusion.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.

Disqualification risks: late or incomplete bids; failure to conform to tender rules or format; proof of collusion; non-compliance with law, unauthorised additions/deletions, conditional or incomplete bids; any mandatory form left unsigned or omitted; submission not on original NYDA documentation.

Evaluation follows a four-stage process:

1. Phase 1 – Administrative Compliance / Eligibility: verifies submission of all mandatory documentation and compliance with mandatory requirements. Bidders failing any disqualifying requirement do not proceed.
2. Phase 2 – Technical / Functionality Evaluation: only compliant bidders proceed. Maximum functionality score: 100 points. Minimum qualifying threshold: 70/100 to advance to Phase 3. Functionality criteria and indicative weightings:

• Company Experience & References: 30 points (5+ reference letters = 30, 4 = 20, 3 = 10, ≤2 = 0).
• Key Personnel (Team Leaders/Supervisors): 20 points (fully compliant = 20, partially = 10, non-compliant = 0).
• Technical Proposal – Plan & Implementation: 20 points (≥6 elements addressed = 20, <6 = 0).
• Technical Proposal – Methodology aligned to Section 18: 10 points.
• Capability: response times, escalation procedures, SAPS coordination (scored 0/5/10).
• Fleet & Control Room Capability: vehicles, patrol, GPS tracking, 24/7 control room (scored 0/5/10).
• Armed Response Capability: licensed 24/7 unit, defined response times, SAPS coordination, firearm compliance.
• Ownership (Transformation Objectives): Youth ownership 10 points, Women ownership 5 points (based on CIPC % ownership; doctor's letter for disability if not on CSD).

3. Phase 3 – Site Inspection / Functional Verification: pass/fail basis for bidders passing Phase 2. Verifies operational capability: radio communication, simulated incident call-out, response time, GPS tracking, vehicle roadworthiness, control room logs, 24/7 monitoring evidence. Failure on any single requirement results in automatic disqualification.
4. Phase 4 – Price and Preference Evaluation: applies the preferential procurement points system (80/20 or 90/10 – document does not specify which split). B-BBEE status level certificate or sworn affidavit (EME/QSE) required to claim preference points. Specific goals: Youth ownership (10 points), Women ownership (5 points). Evaluation conducted per legislative framework, NYDA SCM policy, and disclosed methodology.

Scope: Appointment of physical security services for NYDA centres for a 12-month period, segmented into two lots – Lot 1 (Inland Provincial Region) and Lot 2 (Coastal Provincial Region). A bidder may bid for only one lot; maximum two service providers appointed (one per lot).

Core service components:

• Guarding security services at buildings, offices, parking areas: strict access control for personnel, visitors, vehicles; routine and ad hoc internal/perimeter patrols; stop-and-search procedures; detection, prevention, reporting of suspicious activities; immediate response to fires, security incidents, emergencies; evacuation management; protection of assets, infrastructure, staff, visitors.
• 24/7 control room operations: continuous communication between posts, patrol vehicles, control room; dispatch of security personnel and rapid response units; real-time monitoring of incidents, alarms, site activities; incident, dispatch, patrol logs; emergency escalation procedures.
• Armed response capability: 24/7 availability; licensed PSIRA-compliant armed officers; rapid deployment teams with defined response times; SAPS coordination; compliance with firearm legislation and safety protocols.
• Security vehicle fleet: patrol vehicles for routine coverage; rapid response vehicles for emergencies; GPS tracking and real-time monitoring; two-way communication linked to control room; supervisory vehicles for inspections; defined patrol schedules and routes; maintenance and roadworthiness assurance.
• Communication systems: radio (PTT/base and handheld); control room to vehicle/site communication; emergency escalation protocols; 24/7 operational connectivity.
• Reporting: provincial monthly security reports per centre (incident summaries, staffing/deployment status, risk observations/mitigation, access control/patrol statistics, operational challenges/recommendations, tactical/response activity reports).
• Security risk assessment: comprehensive assessment at each site within 14 days of inception (threats, vulnerabilities, existing measures, perimeter, access control, incident history, movement patterns, emergency preparedness); detailed report with risk ratings, mitigation strategies, site-specific SOPs.
• Deployment plan on assumption of duty: phased deployment, pre-deployment inspections, qualified/vetted personnel allocation, shift scheduling per labour regulations, on-site induction, handover from incumbent, supervisor deployment, immediate access control/patrol implementation.
• Weekly progress reports: guard attendance, deployment schedules, site inspection/audit findings, equipment status, visitor registers, access logs, incident reports, supervisor reports, corrective actions.
• Monthly progress reports: SLA performance evaluations, updated risk assessments, incident trend analysis, personnel/deployment changes, NYDA feedback, training/competency assessments, PSIRA compliance.
• Contingency plan: backup personnel, standby supervisors, rapid response teams, equipment redundancy, communication escalation, business continuity, emergency services/law enforcement coordination.
• Industrial action/labour dispute mitigation: internal strike (replacement personnel, management support, engagement strategies); NYDA strike (enhanced access control, asset protection, crowd monitoring); community protest (intelligence gathering, early warning, SAPS coordination, crowd control/site lockdown).
• Emergency response plans: bomb threat/suspicious parcel (isolation, evacuation, SAPS/bomb disposal notification, search, documentation); natural disasters (evacuation/assembly points, critical asset protection, emergency services coordination, post-incident recovery).
• Oath of secrecy: all personnel and management sign declaration on commencement; supervisors/officers sign undertaking against detrimental acts; prohibition on accessing NYDA documents unless authorised; no disclosure to third parties without written consent unless required by law.
• Security vetting: provider, directors, management, proposed personnel subject to NYDA screening pre-award and during contract; non-compliance may disqualify or terminate contract.
• Security officer requirements (unarmed): minimum age 18 (PSIRA); minimum Grade 10/Senior Certificate; valid PSIRA Grade C qualification from accredited training centre; SA permanent resident; no scheduled criminal offences per Private Security Industry Regulation Act; SAPS clearance certificate per officer within 14 working days of commencement; PSIRA-accredited training; working knowledge of Control of Access to Public Premises Act; effective communication skills; proficiency in handheld radio devices.
• Public liability insurance: minimum R5,000,000 certified proof, verified at evaluation and pre-commencement.
• Maximum shift: 12 hours within any 24-hour period.
• Minimum wages: per applicable Sectoral Determination for Private Security Sector.
• Security equipment (provider cost): Occurrence Book, Access Control Registers, NYDA Vehicle Register, Mail Receipt Register, Removal Permit Register, Firearm Register (where applicable), Security Duty Roster, Duty/Post Assignment Sheets; handheld radios, torches (night shifts), pocketbooks/pens, whistles, handcuffs, batons – maintained in good working condition.
• Uniforms (provider cost, not deductible from employees): annual issue per officer – 2 pairs socks, 2 pairs shoes, 2 pairs trousers/skirts, 4 shirts/blouses, 2 ties, 1 blazer, 2 pullovers; clean, well-maintained, industry-standard compliant.
• Registrations and statutory requirements: COIDA registration (valid, ≤3 months old); UIF registration; PSIRA registration (company and each deployed officer, valid active status for contract duration); Private Security Sector Provident Fund Section 13A Confirmation Letter or exemption proof; company vehicles with schedule and proof of ownership (certified copy or NaTIS document under bidder company/directors); fully functional 24/7 operational control room with communication capability between manned posts and control room.
• Deployment detail: specified officer numbers, genders, PSIRA grades, day-shift hours (07h00–18h00), days per week for each centre reception/entrance post (tables provided for all Inland and Coastal centres).

Technical proposal must demonstrate methodology across the following areas:

• Security Risk Assessment: comprehensive approach including threat/vulnerability/risk identification, asset/personnel/infrastructure safeguarding, risk analysis/prioritisation, mitigation measure development/implementation, continuous monitoring/evaluation, documentation/reporting, alignment with recognised risk management principles.
• Physical Security and Access Control: manned guarding strategy/deployment model, access control procedures (personnel, visitors, vehicles), perimeter security/patrol systems/surveillance support, incident prevention/detection measures, integration with existing NYDA security systems.
• Armed Response Capability: licensed compliant armed response unit, 24/7 rapid response, defined response times/escalation procedures, SAPS/law enforcement coordination, firearm control legislation compliance.
• Occupational Health and Safety: OHS legislation compliance, safe working procedures, incident/injury reporting, PPE provision, emergency preparedness/response.
• Emergency and Business Continuity Plan: procedures for unrest/strikes/civil disturbances; fire/natural disasters/infrastructure failures; business continuity measures for uninterrupted NYDA operations; emergency services coordination.
• Communication Plan: reliable communication systems between posts and control room; radios, mobile communication, escalation channels; incident reporting/command structure; 24/7 control room operations.
• Human Resource Allocation and Replacement Plan: staffing model/deployment structure, shift management/supervision, leave/absenteeism management, immediate replacement procedures for no service disruption.
• Training and Development: continuous PSIRA-aligned training programmes; specialised training (VIP protection, crowd control, emergency response); refresher training schedules and competency assessments.
• Reporting Requirements: sample templates for monthly security reports, incident/occurrence reports, risk assessment reports, site inspection/audit reports.
• Security Vehicle Deployment and Patrol Capability: sufficient fleet of marked/unmarked vehicles for site coverage; 24/7 mobile patrol for inland/coastal regions; rapid response vehicles for emergencies/alarm activations; defined patrol routes/schedules/frequency; GPS tracking in all operational vehicles; two-way communication linking vehicles with control rooms/on-site personnel; regular vehicle inspections/maintenance plans; supervisor patrol vehicles for site inspections/compliance.

Project Implementation Plan:

• Security Risk Assessment at each site within 14 days of inception.
• Phased Deployment Plan on assumption of duty: pre-deployment inspections, qualified/vetted personnel allocation, labour-compliant shift scheduling, on-site induction, incumbent handover, supervisor deployment, immediate access control/patrol implementation.
• Weekly progress reports (attendance, inspections, equipment, visitors, incidents, supervisor reports, corrective actions).
• Monthly progress reports (SLA performance, updated risk assessments, incident trends, personnel changes, NYDA feedback, training, PSIRA compliance).
• Contingency Plan: backup personnel, standby supervisors, rapid response teams, equipment redundancy, communication escalation, business continuity, emergency services coordination.
• Industrial Action/Labour Disputes mitigation (internal strike, NYDA strike, community protest).
• Emergency Situations plans (bomb threat, natural disasters).

Bidder experience:

• Minimum 5 years in security services industry covering physical guarding, armed/unarmed security response, security operations.
• Supporting documentation as proof of experience and capacity.
• At least 5 signed positive reference letters from existing/previous clients not older than 10 years; each letter must include service description, physical address, client name/organisation, contact person details (name, telephone, email), contract value, duration, satisfaction/performance confirmation; references verifiable, NYDA may contact referees.

Key personnel (Team Leaders/Supervisors):

• Minimum PSIRA Grade A or B certification.
• At least 5 years proven supervisory/leadership experience in security industry.
• Detailed CVs and proof of qualifications included in submission.

Functionality scoring: Company Experience & References (30 points max), Key Personnel (20 points max).

Quality standards and compliance:

• Alignment with recognised security and risk management standards: Management System for Private Security Operations, Risk Management, applicable South African security and labour legislation.
• PSIRA standards compliance for all training and operations.
• Weekly progress reporting: guard attendance, deployment schedules, site inspection/audit findings, equipment status (radios, torches, access control systems), visitor registers, access logs, incident reports, supervisor reports, corrective actions.
• Monthly progress reporting: SLA performance evaluations, updated site risk assessments/mitigation, incident trend analysis, personnel/deployment changes, NYDA site management feedback, training conducted/competency assessments, PSIRA compliance.
• Site inspection and audit findings included in weekly reports.
• Supervisor inspection reports and corrective actions on identified issues.
• Performance evaluations against agreed Service Level Agreements (SLAs).
• Continuous training programmes aligned with PSIRA standards; specialised training (VIP protection, crowd control, emergency response); refresher training schedules and competency assessments.
• Sample reporting templates required for monthly security reports, incident/occurrence reports, risk assessment reports, site inspection/audit reports.
• Control room operational log review: incident/occurrence books, dispatch/response logs, patrol monitoring records, visitor/access control registers, shift handover/supervisor reports, evidence of 24/7 monitoring.

Pricing based on PSIRA Rate Pricing Schedule (Annexure B). Services billed according to area required: Inland day services (4 centres), Inland night services (22 centres), Coastal day services (4 centres), Coastal night services (20 centres). No further pricing structure, bill of quantities, or payment schedule details provided in the document.

Pricing: according to the PSIRA Rate Pricing Schedule (Annexure B); services billed per area required (Inland day: 4 centres, Inland night: 22 centres, Coastal day: 4 centres, Coastal night: 20 centres).

Public liability insurance: minimum R5,000,000 certified proof required (letters of intent not accepted), verified during evaluation and before service commencement.

Minimum wages: compliance with latest Sectoral Determination for Private Security Sector, as amended.

Quarterly compliance reports: must include proof of statutory payments (UIF, COID/WCA, provident fund contributions) and copies of employee payslips for all deployed officers.

No bid security, bond, guarantee, or retention amounts specified in the document.

Payment terms not explicitly stated.

Mandatory eligibility and pre-qualification requirements:

• CSD registration (https://secure.csd.gov.za/) or SARS Tax Compliance Status (TCS) PIN via e-filing; printed TCS certificate accepted; where no TCS but registered on CSD, CSD number must be provided.
• B-BBEE: valid B-BBEE status level verification certificate (SANAS-accredited) or sworn affidavit (EMEs ≤R10m, QSEs ≤R50m) required to qualify for preference points; affidavit must contain ownership/revenue details, deponent and Commissioner of Oaths signed same date, Commissioner independent of bidder.
• PSIRA registration: company must be duly registered; proof submitted with bid. All deployed security officers individually registered with PSIRA, maintaining valid active status for contract duration.
• COIDA registration: valid, not more than three months old.
• UIF registration.
• Private Security Sector Provident Fund Section 13A Confirmation Letter or proof of exemption.
• Company vehicles: schedule and proof of ownership (certified copy or NaTIS document under bidder company or directors).
• Fully functional 24/7 operational control room with communication capability between manned posts and control room.
• No bids considered from persons in service of the state, companies with directors in state service, or close corporations with members in state service.
• Joint ventures/consortia: each party submits separate TCS certificate/PIN/CSD number; signed JV agreement attached; JV B-BBEE rating certificate submitted.
• Foreign suppliers: if entity has no RSA residence, branch, permanent establishment, income source, or tax liability, TCS PIN not required but must register per clause 2.3.
• Company experience: minimum 5 years in security services industry (physical guarding, armed/unarmed response, security operations); supporting documentation required.
• Reference letters: at least 5 signed positive references from existing/previous clients not older than 10 years; each must include service description, physical address, client name/organisation, contact person details, contract value, duration, satisfaction/performance confirmation; verifiable, NYDA may contact referees.
• Key personnel (Team Leaders/Supervisors): minimum PSIRA Grade A or B certification; at least 5 years proven supervisory/leadership experience in security industry; detailed CVs and proof of qualifications included.
• Mandatory returnable forms: SBD 1, SBD 4, SBD 6.1, SBD 7, SBD 9, Authority to Sign/Board Resolution.
• Lot declaration: bidder must clearly indicate Lot 1 or Lot 2; failure to tick or ticking both results in disqualification.
• All mandatory requirements must be met; failure on any stipulated requirement disqualifies from further evaluation.

Occupational Health and Safety (OHS) requirements:

• Compliance with Occupational Health and Safety Act and applicable health and safety legislation.
• Implementation of safe working procedures.
• Incident and injury reporting protocols.
• Provision of Personal Protective Equipment (PPE).
• Emergency preparedness and response measures.
• All personnel must be physically fit, medically sound, and capable of performing assigned duties effectively.
• Emergency response plans for bomb threat/suspicious parcel: immediate area isolation, evacuation procedures, SAPS/bomb disposal notification protocols, search procedures, incident documentation.
• Natural disaster response (floods, fires, storms): evacuation and assembly point management, critical asset/infrastructure protection, coordination with emergency response services, post-incident recovery and site security stabilisation.
• Industrial action mitigation: internal strike (replacement personnel from alternate regions, management/supervisory interim support, engagement strategies); NYDA strike (enhanced access control/perimeter security, asset/facility protection, crowd monitoring/incident prevention); community protest (intelligence gathering/early warning, coordination with local authorities/SAPS, crowd control measures/site lockdown procedures).

Contract duration: 12 months from effective date, subject to NYDA terms and conditions, terminable earlier per agreement provisions.

Oath of Secrecy: all security personnel and management sign declaration on commencement, submitted to NYDA Senior Manager: Business Performance and Manager: Facility Management. Supervisors/officers sign undertaking against detrimental acts; prohibited from accessing NYDA documents unless authorised; no disclosure to third parties without written consent unless required by law.

Security vetting: provider, directors, management, proposed personnel subject to NYDA screening pre-award and during contract; non-compliance may disqualify or terminate contract immediately.

Maximum one lot per bidder: bidder may submit for Lot 1 or Lot 2 only; no single bidder awarded more than one lot; maximum two service providers appointed (one per lot); restriction applies to related entities, JVs, consortia treated as single bidding interest.

Personnel replacement: any exchange requires prior written approval from NYDA Facility Manager or Senior Manager Business Performance with 24 hours' notice, except emergencies.

Quarterly compliance reports: proof of statutory payments (UIF, COID/WCA, provident fund) and employee payslips for all deployed officers.

Uniform issuance schedule: 12-month plan ensuring all personnel adequately equipped.

Annual training plan: structured schedule for training, refresher courses, upskilling.

Leave management plan: indicates officer leave periods and relief/standby deployment for uninterrupted service.

Duty roster: detailed roster for all personnel showing shifts, deployment locations, supervisory structures.

Execution plan: detailed plan for all sites covering patrol procedures, access control, incident response.

Special conditions of contract:

• Maximum one lot per bidder (Lot 1 or Lot 2 only; no bidder awarded both; related entities/JVs/consortia treated as single interest).
• Oath of Secrecy mandatory for all personnel and management on commencement.
• Security vetting of provider, directors, management, deployed personnel pre-award and during contract; non-compliance leads to disqualification/termination.
• Confidentiality: all NYDA information strictly confidential; no third-party disclosure without written consent unless required by law.
• Assumption of duties: provider must be ready to assume duties as determined by NYDA.
• Maximum shift: 12 hours within any 24-hour period.
• Minimum wages: per latest Sectoral Determination for Private Security Sector.
• Public liability insurance: minimum R5,000,000 certified proof, verified at evaluation and pre-commencement.
• Registrations: COIDA, UIF, PSIRA (company and individual officers) valid and submitted with bid.
• Uniforms and equipment supplied at provider cost; cost not deductible from employees.
• Personnel records maintained for all deployed officers (Grade C proof, training certificates, PSIRA registration, employment records/contracts, monthly payroll/wage proof) available for inspection at any time.
• Replacement/exchange of personnel requires prior written NYDA approval with 24 hours' notice (except emergencies).
• Quarterly compliance reports with statutory payment proof (UIF, COID/WCA, provident fund) and employee payslips.
• Annual training plan and uniform issuance schedule required.
• Leave management plan with relief/standby deployment.
• Detailed duty roster for all personnel.
• Execution plan for all sites (patrol procedures, access control, incident response).
• Compliance with Private Security Industry Regulatory Authority Act, Control of Access to Public Premises and Motor Vehicles Act, Criminal Procedure Act, Criminal Law Amendment Act, Occupational Health and Safety Act, Prevention and Combating of Corrupt Activities Act, Basic Conditions of Employment Act.

General requirements covered under complianceRequirements and technicalSpecifications. Key mandatory requirements: CSD registration/TCS PIN, B-BBEE certificate/affidavit, PSIRA registration (company and officers), COIDA/UIF registration, Provident Fund confirmation, company vehicle proof, 24/7 control room, no state-employed directors/members, JV requirements (separate TCS/CSD, JV agreement, JV B-BBEE certificate), foreign supplier provisions, 5 years experience, 5 reference letters, key personnel Grade A/B PSIRA with 5 years experience, mandatory forms (SBD1, SBD4, SBD6.1, SBD7, SBD9, Authority to Sign), lot declaration, public liability insurance R5m, officer requirements (age 18+, Grade 10, PSIRA Grade C, SA resident, no scheduled offences, SAPS clearance, PSIRA training, communication/radio skills), max 12-hour shifts, minimum wages per Sectoral Determination, equipment/registers/uniforms at provider cost, quarterly statutory payment proof.

Additional evaluation details:

• Phase 1 (Compliance/Eligibility) mandatory requirements: CSD registration/TCS PIN, SBD1 completed/signed, SBD4 completed, valid COIDA registration (≤3 months), valid company PSIRA certification, valid Letter of Good Standing from Department of Labour, valid Provident Fund Section 13A Confirmation Letter/exemption proof, company vehicle schedule/ownership proof, fully functional 24/7 control room with communication capability, clear lot declaration (Lot 1 or Lot 2 only). Failure on any requirement disqualifies bidder.
• Phase 2 (Functionality) detailed scoring criteria as outlined in evaluationCriteria section.
• Phase 3 (Site Inspection) pass/fail: radio communication test, simulated incident call-out/response, communication clarity/response time/coverage verification; security vehicle inspection (GPS tracking, two-way communication, roadworthiness, branding, emergency equipment, site allocation); control room log review (incident books, dispatch/response logs, patrol records, visitor/access registers, shift handover/supervisor reports, 24/7 monitoring evidence). Failure on any single requirement = automatic disqualification.
• Phase 4 (Price and Preference): preferential procurement points system applied; B-BBEE certificate/affidavit required for points; specific goals for Youth/Women ownership.