Request for Quotation – International Dictionary Day Conference (IDDC)
Tender Details
- Tender Title: Request for Quotation – International Dictionary Day Conference (IDDC), 16 October 2026
- Tender Number: Request for Quotation – International Dictionary Day Conference
- Required By: Pan South African Language Board (PANSALB)
- Event Date: 16 October 2026
- Event Venue: University of the Free State (UFS), Bloemfontein
- Service Required: Security Services
- Location: Bloemfontein, Free State
- Closing Date: 09 October 2026
- Closing Time: 15:00
- Briefing Session: See tender documentation
- Number of Security Officers: 1
- Duration: One 12-hour shift
- Hourly Rate: R65.00
- Maximum Amount: R780.00
Tender Objective
The purpose of this Request for Quotation is to appoint a service provider to provide security services during the International Dictionary Day Conference, scheduled for 16 October 2026 at the University of the Free State in Bloemfontein.
The appointed security officer will help ensure the safety and security of delegates, staff, visitors, property, and conference facilities while supporting the uninterrupted operation of the event.
Scope of Services
The successful service provider will be required to:
- Provide one in-house security officer.
- Deploy the security officer to the University of the Free State campus in Bloemfontein.
- Provide security services for a single 12-hour shift on 16 October 2026.
- Monitor and secure the designated conference premises.
- Conduct perimeter patrols.
- Screen and verify visitors and conference attendees where required.
- Control and monitor access to designated areas.
- Protect university and conference assets.
- Monitor parking and access-control areas.
- Identify and respond to security incidents.
- Liaise with emergency services or relevant personnel when required.
- Assist with post-event clearance procedures.
- Comply with the University’s venue and security protocols.
- Operate under the direction of an appointed shift leader.
Technical Requirements
The service provider/security officer should:
- Meet all applicable national security industry registration and certification requirements.
- Have relevant experience in conference, academic institution, or large-scale public event security.
- Be able to perform access control and identification verification.
- Have knowledge of crowd management procedures.
- Be capable of documenting security incidents accurately.
- Have basic emergency response capabilities.
- Maintain a high level of vigilance throughout the 12-hour deployment.
- Demonstrate professional conduct and reliability.
- Comply with the University’s operational and venue requirements.
Skills and Competencies
- Access control and visitor screening.
- Crowd and event management.
- Incident reporting and documentation.
- Emergency response awareness.
- Observation and vigilance.
- Good communication skills.
- Professional customer service.
- Ability to remain calm under pressure.
- Physical and mental stamina.
- Reliability and accountability.
- Ability to follow instructions and operational procedures.
Pricing and Payment
The quotation is based on a 12-hour security deployment.
- Hourly tariff: R65.00
- Maximum total payable: R780.00
- Duration: 12 hours
- Payment/Settlement: Internal journal transfer
- Reference Number: 1-457-08067-2507
The security service is described as an overtime extension to standard operational hours, meaning the applicable labour and compensation requirements for extended working hours must be observed.
Important Terms
Journal Transfer
A journal transfer is an internal university accounting process used to allocate costs between departments or cost centres. It does not involve a conventional external banking payment.
Overtime During the Event
The security service will be provided outside normal operational hours. The service provider must therefore take applicable working-hour, rest-period, and overtime requirements into consideration.