Umdoni Municipality Security Services Tender Summary

Objectives

The primary objective is to engage a qualified service provider to deliver comprehensive 24-hour security guarding and close protection services for municipal properties within Zone 1. The contract aims to safeguard municipal assets, ensure the physical safety of staff and visitors, enforce strict access control, and maintain operational continuity in compliance with national legislation and municipal policies.

Scope of Work

The service covers a one-month period and requires continuous security presence at multiple designated sites. Key responsibilities include:

• Providing 24-hour static guarding and patrol services at specified locations including the main municipal office, motor vehicle licensing facility, beach pavilion, campsite, planning offices, depot, cemetery, and coastal areas.
• Implementing access control procedures to monitor, identify, and verify individuals and vehicles before granting entry to municipal premises.
• Protecting municipal property from theft, vandalism, and unauthorized damage.
• Ensuring the safety of municipal officials and responding promptly to incidents or threats.
• Maintaining detailed operational logs, shift rosters, incident reports, and key-handover records while coordinating with a central security control room.

Technical Requirements

Bidders must demonstrate compliance with stringent operational, administrative, and regulatory standards:

• Valid registration under the Private Security Industry Regulatory Act (PSIRA), alongside proof of registration with the National Bargaining Council for the Private Security Sector (NBCPSS), Compensation Fund (COIDA), and Private Security Provider Fund (PSSPF).
• Maintenance of a fully equipped 24-hour security control room in the Scottburgh area, accessible during emergencies and subject to municipal inspection.
• Provision of a dedicated site manager equipped with a vehicle, laptop, and mobile device for round-the-clock communication.
• Supply of standardized uniforms (summer and winter variants with appropriate weather gear), visible identification badges, and complete personnel files containing training certificates, PSIRA registrations, identity documents, and SAPS fingerprint clearances.
• Implementation of a two-way radio communication network linking all duty points to the contractor’s control room, supported by valid ICASA licensing or leasing agreements.
• Strict adherence to record-keeping protocols using Occurrence Books, Access Control Registers, and Shift Rosters. All entries must be legible, with corrections properly crossed out and initialed rather than erased or altered.
• Submission of contingency plans addressing potential disruptions such as labour unrest, civil disorder, or natural disasters.
• Compliance with maximum shift durations of twelve hours per officer and maintenance of clean, uncluttered work environments without unauthorized commercial activity or signage.

Skills & Personnel Requirements

The successful bidder must deploy adequately trained and regulated security personnel tailored to each site’s operational needs:

• Deployment of Grade C and Grade D security officers as specified in the site posting schedule.
• All officers must hold current PSIRA accreditation, have completed SASSETA-accredited training, and possess practical knowledge of the Control of Access to Public Premises and Vehicles Act.
• Supervisory and management staff must hold PSIRA Grade A or B certifications and provide curriculum vitae upon request.
• Personnel must demonstrate physical fitness, professional conduct, and a thorough understanding of the Batho Pele service delivery principles.
• Service continuity is mandatory; any replacement of deployed staff requires prior written approval from the municipality.

Key Terms & Definitions

PSIRA: The statutory regulatory framework in South Africa that licenses and oversees private security companies and individual officers to ensure industry standards, accountability, and lawful operations.

Batho Pele: A government policy acronym meaning “People First,” which mandates that public servants prioritize citizen needs through transparency, accessibility, reliability, and consistent service quality.

GCC (General Conditions of Contract): Standardized municipal procurement terms governing contract execution, payment schedules, performance penalties, dispute resolution, termination clauses, and supplier obligations.