Tender Readiness Checklist

Statutory documents

All of these must be current on the day of submission, not just the week of preparation.

Valid PSIRA company certificateAnnual — verify expiry on submission day, not last month's date PSIRA registration of all deployable officersList + cert numbers attached SARS Tax Clearance / TCS PINVerifies live on eFiling on submission day CIPC company registrationCK1 / CoR14 — current company status B-BBEE certificate or QSE/EME affidavitEME = auto Level 4 if turnover < R10M UIF registration proof (current) COID Letter of Good StandingAnnual — issued by Dept of Employment & Labour, current year Public Liability Insurance certificateMin R5M, must explicitly cover security work

Financial & administrative

Audited financial statements (last 2 years) OR review reportSome tenders accept reviewed statements; check the ITT Bank confirmation letterCurrent, on bank letterhead Letter of authority (if signing on behalf of director)Notarised Company resolution authorising the bid submission

Operational capacity

Reference letters from current/past clients (≥ 2)Same scope/scale ideally Roster plan for the specific site24/7 = 4+ guards modelled, not 2 Equipment list — vehicles, radios, PPE, firearms if armedSerial numbers if requested by ITT Site-specific risk assessment (if requested) Training records / certifications for proposed officers

Pricing defensibility

If audited or queried by procurement, every line on your quote must trace back to the gazette.

NBCPSS Year 4 rates verified on submission dayRe-check nbcpss.org.za Coverage math shown — 24/7 = primary + relief All statutory costs itemisedProvident, UIF, SDL, Council Levy, Cleaning, Hospital, Premium Allowance Overhead % stated and defensible≤ 40% per gazette default Profit margin % stated10–15% industry typical, ≥ 8% walk-away floor Bid total reconciles to minimum compliant bid — or higherCross-check against the calculator output

Final submission

All pages signed/initialled where requiredCommon rejection reason Tender envelope sealed and labelled per ITT instructions Submitted before the closing time (NOT date — TIME)60 minutes early ideal Receipt / proof of submission obtained and filed

Final word

A delayed submission with all docs beats an on-time submission that gets rejected at registration. If anything in this list feels uncertain — pause, verify, then submit.