SPECIAL CONDITIONS AND REQUIREMENTS OF … Condition... · Small Enterprise Finance Agency (SoC) Ltd, Registration Number 1995/011258/06 is a Licensed Credit Provider • NCRCP 160

Eco Fusion 5 | Block D | Eco Park

1004 Teak Close | Witch Hazel Avenue

Centurion | 0157 PO Box 11011 | Zwartkop | 0051

T +27 12 748 9600

F +27 12 748 9791

E [email protected]

www.sefa.org.za

Small Enterprise Finance Agency (SoC) Ltd, Registration Number 1995/011258/06 is a Licensed Credit Provider • NCRCP 160

Directors: Mr SA Molepo (Acting Chairman) • Mr M Ferreira • Mr IAS Tayob • Ms HN Lupuwana • Mr SA Molepo • Mr VG Mutshekwane • Ms O Henwood

Mr GS Gouws • Ms K Schumann • Mr LB Mavundla • Mr TR Makhuvha (Chief Executive Officer) • Ms NB Mongali (Company Secretary)

SPECIAL CONDITIONS AND REQUIREMENTS OF CONTRACT

APPOINTMENT OF SECURITY SERVICE PROVIDER/S AT sefa HEAD OFFICE FOR A PERIOD OF TWENTY - FOUR (24) MONTHS

BID NUMBER: sefa: 06/FAC/2016

CLOSING DATE AND TIME OF BID: 03 JUNE 2016 AT 11:00 AM

BID VALIDITY PERIOD: 120 DAYS

Bid No sefa: 06/FAC/2016

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APPOINTMENT OF SECURITY SERVICE PROVIDER/S AT sefa HEAD OFFICE FOR A PERIOD OF TWENTY-FOUR MONTHS

The security service provider must ensure that the following services are provided at all times: The protection of sefa’s property at the intended site and the protection of the said property against theft and vandalism;

The protection of public premises and vehicles for the protection of people therein in terms of the

Control of Access to Public Premises and Vehicle Act, (Act No. 53 of 1985).

responsible for access control, guarding of premises, patrolling of premises, escorting of service

providers, protection of personnel, protection of property, protection of sefa assets and sefa staff’s

personal belongings, protection of visitors and their personal belongings, protection of information

and execute other security functions as required by the Facilities Manager at sefa;

To record incidents / events in an occurrence register and report such incidents / events to the sefa

personnel responsible for security;

Enforce sefa security policy, systems and procedures;

NB: Detailed duties/tasks of security officers at each security post will be discussed with the successful service provider.

Service providers are to indicate compliance or non-compliance to the bid specification.

WORKING HOURS sefa will adhere to the industry hours and the requirements as stipulated in the Labour Relations Act for a 2 x 12 hour shift. All shifts are 12 hours and start at 5:50 for 06:00 and 17:50 for 18:00. The one shift will take over from the other at any specific station to ensure continued surveillance/control. POSTS AND GRADES FOR SECURITY SERVICES Day Shift Weekdays

Duty Point / Post Quantity (Qty) Grading

Entrance (Block D) 2 C

Entrance (Block F) 1 C

Control Room (Block D) CCTV System Operator

1 B

Basement (Entrance Block D and F) 2 D

Site Manager / Supervisor 1 B

Total Number of Security Officers 7


3

Night Shift Weekdays / Weekends/Public holidays

Duty Point / Post

Quantity (Qty) Grading

First Floor (Block D) / Block F 1 C

Ground Floor (Block F) / Block F 1 C


1 C

Total Number of Security Officers 3 Day Shifts Weekends/Public holidays

Duty Point / Post

Quantity (Qty) Grading

First Floor (Block D) / Block F 1 C

Ground Floor (Block D) / Block F 1 C


1 C

Total Number of Security Officers 3 Clocking Points

Duty Point Number of Clocking Points for the Security Guard

Comments

First Floor Kitchen (1 Clocking Point) Security Guard to clock every 30 minutes

Ground Floor Kitchen (1 Clocking Point) Security Guard to clock every 30 minutes

Wholesale Area (1 Clocking Point) Security Guard to clock every 30 minutes

Marketing Area (1 Clocking Point) Security Guard to clock every 30 minutes

Legal Department Area (1 Clocking Point)

Security Guard to clock every 30 minutes

Executive Entrance (1 Clocking Point) Security Guard to clock every 30 minutes

Reception Area (1 Clocking Point) Security Guard to clock every 30 minutes

Boardroom Area (Block F) (1 Clocking Point) Security Guard to clock every 30 minutes

Sick Bay Area (Block F) (1 Clocking Point)

Security Guard to clock every 30 minutes


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SPECIAL CONDITIONS

SPECIFICATION COMPLY YES/NO

3. MANDATORY REQUIREMENTS

3.1 For the purpose of this contract, use will be made of either category B, C or D security

officers, as defined in the order made in terms of the Basic Conditions of Employment Act,

No 75 of 1997, as published in the Government Gazette no. 22873 dated 30 November

2001.

3.2 The bidder must comply with the following Acts:

3.2.1 Security Service Provider duly registered in terms of Section 21 of the Private Security Industry Regulation Act, 2001 (Act No. 56 of 2001)

3.2.2 Section 2,3 and 4 as well as ; C 5 Application of the control of Access to Public Premises and Vehicle Act, 1985 (Act 53 of 1985)

3.2.3 Constitution of the Republic of South Africa, 1996 3.2.4 Protection of Information Act, 1982 (Act 84 of 1982) 3.2.5 Trespass Act, 1959 (Act 6 of 1959 3.2.6 Security Officer Act 3.2.7 Occupational Health and Safety Act, No 85 of 1993 3.2.8 Income Tax Act, No 58 of 1962 3.2.9 Compensation for Occupational Injuries and Diseases Act, No 130 of 1993 3.2.10 Unemployment Insurance Act, No 63 of 2001 3.2.11 Any other relevant legislation

3.3 Proof of training/experience and/or a condensed description of the training/experience at

the bidders’ command must accompany the bid. If training must still be provided or

experience gained, an indication must be given as to when, where and by whom it will be

provided.

3.4 A list of references must accompany the bid and particulars of similar contracts successfully

rendered or current contracts, with a clear indication of the cash value, must be furnished.

3.5 Service providers must provide satisfactory proof of registration as an employer with the

Compensation Commissioner and Unemployment Insurance Commissioner.

3.6 Service providers must undertake to provide a certain and reasonable number of additional

staff as requested for the rendering of services on ad-hoc basis and during crisis situations.

3.7 Service provider must have a control room that will be able to be linked with sefa’s

communication control room


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4 STAGE 1:QUALIFYING CRITERIA

4.1 Compliance to the bid specification as per mandatory requirement on page 4 the Special

Conditions:

4.1.1 A comprehensive company profile, with the following:

Management structure.

Experience and track record: References of current and previous security services projects (i.e. Name of department/organisation, telephone number and contact person and contract value).

4.1.2 Company registration with PSIRA (Please attach certified copy of valid certificate)

on closing date and time of the bid.

4.1.3 The bidder must ensure that the proposed security officers to be deployed at

sefa have valid PSIRA certificates on closing date and time of the bid (“New

Certificate” in line with industry circular issued by PSIRA on 10 March 2015).

4.1.4 State salaries for each grade as per the Department of Labour (Minimum Wage

Determination).

4.1.5 The bidder must ensure that it has taken out sufficient public liability insurance to

cover any negligence and/or damages (certified proof of public liability cover must

be submitted on closing date and time of the bid.

4.1.6 Non-compliance with the above conditions will result to the bid invalidation.

5 EVALUATION CRITERIA

5.1 Compliance with the minimum requirements as per stage 1 qualifying criteria on Clause 4.

Bidders will be examined to determine compliance with the bid requirements and conditions. Non-compliant bidders will be eliminated from further evaluation.

5.2 The Second stage, bids will be evaluation on functionality as follows:

STAGE 2: EVALUATION ON FUNCTIONALITY:

All bids will be evaluated by the evaluation panel independently in terms of the evaluation

criteria for functionality which will be made up of 100 points as follows:


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All bids that score less than 70% on functionality (70 points out of 100) will not be considered further and will be regarded as having submitted a non-responsive bid and will be disqualified.

FUNCTIONALITY POINTS

Experience of prospective bidder in rendering physical security (guarding) services.

The bidder must provide minimum of three (3) relevant contactable references for organisations where the bidder has rendered similar services.

30

Minimum of three (3) years experience in security service

Technical Approach

30

The bidder must provide a site take-over plan. The plan must include, but not limited to, the following:

Recruitment strategy

Readiness (logistics, tools, uniform, etc.)

Time frame required to take over a site

Proposed response/ reaction plan in case of emergencies:

The bidder must provide a proposed plan on how to effectively

respond in case of emergencies e.g. response in case of unrest

situations or picketing.

40

Total Functionality 100

6 STAGE 3: EVALUATION IN TERMS OF 90/10 PREFERENCE POINT SYSTEM

6.1 In terms of regulation 6 of the Preferential Procurement Regulations pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000), responsive bids will be adjudicated by the State on the 90/10-preference point system in terms of which points are awarded to bidders on the basis of:

- The bid price (maximum 90 points)

- B-BBEE status level of contributor (maximum 10 points)

- B-BBEE status level of contributor (maximum 10 points)


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6.2 The following formula will be used to calculate the points for price:

Ps = 90

min

min1

P

PPt

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

6.3 A maximum of 10 points may be allocated to a bidder for attaining their B-BBEE status level of contributor in accordance with the table below:

B-BBEE Status Level of Contributor Number of Points

1 10

2 9

3 8

4 5

5 4

6 3

7 2

8 1

Non-compliant contributor 0

6.4 Bidders are required to complete the preference claim form (SBD 6.1), and submit their original and valid B-BBEE status level verification certificate or a certified copy thereof at the closing date and time of the bid in order to claim the B-BBEE status level point.

6.5 The points scored by a bidder in respect of the level of B-BBEE contribution will be added to the

points scored for price. 6.6 Only bidders who have completed and signed the declaration part of the preference claim form and

who have submitted a B-BBEE status level certificate issued by a registered auditor, accounting officer (as contemplated in section 60(4) of the Close Corporation Act, 1984 (Act no. 69 of 1984)) or an accredited verification agency will be considered for preference points.

6.7 Failure on the part of the bidder to comply with paragraphs 6.4 and 6.6 above will be deemed that

preference points for B-BBEE status level of contribution are not claimed and will therefore be allocated a zero (0).

6.8 The State may, before a bid is adjudicated or at any time, require a bidder to substantiate claims it

has made with regard to preference.


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6.9 The points scored will be rounded off to the nearest 2 decimals.

6.10 In the event that two or more bids have scored equal total points, the contract will be awarded to

the bidder scoring the highest number of preference points for B-BBEE. 6.11 However, when functionality is part of the evaluation process and two or more bidders have

scored equal points including equal preference points for B-BBEE, the contract will be awarded to the bidder scoring the highest for functionality.

6.12 Should two or more bids be equal in all respects, the award shall be decided by the drawing of

lots. 6.13 A contract may, on reasonable and justifiable grounds, be awarded to a bid that did not score the

highest number of points.

7 TAX CLEARANCE CERTIFICATE

7.1 An original and valid Tax Clearance Certificate issued by the South African Revenue Services

certifying that the taxes of the bidder are in order must be submitted at the closing date and time

of bid. Please refer to SBD2 – Tax Clearance Certificate Requirements.

7.2 Copies and/or certified copies of the Tax Clearance Certificate will not be acceptable.

7.3 Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the

bid.

8 COMPULSORY INFORMATION SESSION

BRIEFING SESSION DATE 19 May 2016 TIME: 10H00 AM VENUE: Physical Address sefa Head Office, Eco Fusion 5 Block F 1004 Teak Close Witch- Hazel Avenue Eco Park, Centurion

9 BID SUBMISSIONS MUST BE MARKED AS FOLLOWS:

ATTENTION: - SUPPLY CHAIN MANAGEMENT Description of the Bid Bid Number Name of the Bidder Indicate whether Original or Copy of the document NOTE: Bid documents must be initialed on every page


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Number of sealed envelopes/ files must compose of one (1) ORIGINAL and four (4) Copies of the original. Total of five (5) envelopes/ files from one bidder must be submitted. SUBMISSIONS of the Bid responses MUST be made by depositing the Bid into the Tender Box situated at sefa Head Office at the physical address below on or before the closing date: 03 June 2016 for submission.

10 LATE BIDS

Bids received after the closing date and time, at the address indicated in the bid documents, will not be accepted for consideration and where practicable, be returned unopened to the bidder.

11 SUPPLIER DUE DILIGENCE

sefa reserves the right to conduct supplier due diligence prior to final award or at any time during the contract period. This may include site visits.

12 COUNTER CONDITIONS

Bidders’ attention is drawn to the fact that amendments to any of the Bid Conditions or setting of counter conditions by bidders may result in the invalidation of such bids.

13 BID CANCELLATION

In the case of the cancellation of this RFB, sefa shall endeavour to inform through the same medium used for the communication of that particular bid.

14 BID DISTRIBUTION

14.1 The distribution of this RFB outside the Republic of South Africa may be restricted or prohibited by

the laws of other countries. Recipients of this RFB are advised to familiarize themselves with and

comply with all such restrictions or prohibitions applicable in those jurisdictions, and neither sefa,

nor any of their respective directors, officers, employees, agents, representatives or advisors,

accepts liability to any person or company for any damages arising out of or in connection with the

breach of any restriction or provision outside the Republic of South Africa. Persons contemplating

submitting a Bid are advised to obtain legal advice as to the possible consequences thereof in terms

of the law of the jurisdictions in which they are located.

14.2 Recipients of this RFB document may only distribute it to other parties whom they wish to involve as

part of their bidder consortium in submitting a Bid.


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15 MATERIAL CHANGES

15.1 Any material change in the control and/or composition of any bidder or any core member of a bidder

after submission of a Bid, shall require the prior written approval of sefa, and any failure to seek such

approval from sefa shall result in sefa being entitled, in its sole discretion, to exclude the relevant

bidder from any further participation in the bid process or to cancel the engagement. This shall be

interpreted to include post appointment and subcontracting of work arising out of this bid to complete

certain work.

15.2 sefa shall be the sole arbiter as to what constitutes a “material change in the control and/or

composition of any bidder”, and as to what constitutes a “core member of a bidder” for purposes of

such approval. Any request for such approval shall be made to sefa’s Supply Chain Management in

writing and shall provide sufficient reasons and information to allow sefa to make a decision. sefa

reserves the right to accept or reject any such request for approval.

16 PRESENTATIONS

16.1 sefa reserves the right to require that any bidder provide a formal presentation of its RFB at a date

and time to be determined by sefa. All instructions and clarification regarding the purpose and

scope of the demonstration shall be provided by sefa. All expenses must be borne by the bidder.

Including all costs associated with the preparation and submission of this Bid.

17 COMMUNICATION

17.1 sefa may communicate with bidders where clarity is sought after the closing date of the bid and

prior to the award of the contract, or to extend the validity period of the bid, if necessary.

17.2 Any communication to any government official or a person acting in an advisory capacity for the

State in respect of this bid between the closing date and the award of the bid by the bidder is

discouraged.

17.3 All communication between the bidder and the Contract Management Office must be done in

writing.

18 DUTIES OF SUPERVISORS AND SECURITY OFFICERS

18.1 At all times supervisors and security officers must present an acceptable image/appearance which

implies, inter alia, that they may not sit, lounge about, smoke, eat or drink while attending to people.


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18.2 Supervisors and security officers must at all times present a dedicated attitude/approach to security,

which requires, inter alia, that there shall be no unnecessary arguments with visitors/staff or

discourteous behaviour towards them.

18.3 Supervisors and security officers must be physically healthy and medically fit for the execution of

their duties.

18.4 No information concerning sefa activities may be furnished to the public or news media by the

contractor and his/her employees.

18.5 sefa reserves the right to ascertain from the South African Police Services (SAPS) whether

security personnel have in possession records of clearances as well as to ascertain from the

Council of Security Officers whether the security personnel are registered with the Council of

Security Officers.

18.6 The successful bidder undertakes to ensure that each member of his/her security personnel will

at all times, when on duty, be fully equipped in respect of:

18.7 A neat uniform which is clearly identifiable:

All security officers on site must be dressed in the bidder’s corporate uniform suitable for all seasons as follows:

Winter uniform: Security officers to be issued with warm clothing e.g. long coats, jerseys,

gloves, scarfs etc. to enable them to function comfortably.

Summer uniform: matching trousers and jacket/ blazer, long sleeve shirts, tie, black shoes,

socks and pull-over jersey

18.8 A clear identification card of the company should be worn conspicuously by security personnel

at all times.

The guards on duty must instantly respond to the Automatic Fire Alarm system and

initiate the necessary emergency response should a problem be detected.

The Service Provider will also be expected to ensure that the alarm equipment is well

maintained and that it is in a working condition at all times.

The guards will work closely with other security or law enforcement services/agencies

like SAPS, and cooperate with the OHS Coordinator and fire brigade should a fire be

detected or the Fire Alarm be activated.

18.9 Service aids to be in possession of the below items all times during guard duty, such as:


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Description Quantity

Battery operated/ Rechargeable Torch (at night) 3

Two way radio with earpieces for confidentiality and disturbance to staff

7

Reflector Vests

2

Batons

7

Handcuffs 3

Hand held Metal Detectors 3

19 OCCURRENCE BOOK

19.1 The purpose of the occurrence book is to give an overall picture of activities and inspections by

supervisors and other occurrences at the site.

19.2 Compulsory occurrence book entries: The security personnel on duty must make the following entries in the occurrence book:

19.3 All listed routine procedures such as patrols undertaken, handing-over of shifts, etc., mentioning

the procedure followed and by whom and the time of commencement. These entries must be made clearly legible in blue or black ink.

19.4 All security personnel activities, especially deviations.

19.5 The issuing and/or receipt of keys, indicating the time and by whom they were received or delivered.

19.6 The locking and unlocking of doors or gates, indicating the time and by whom they were locked

or unlocked. 19.7 The handing-over of shifts, mentioning all names of all shift personnel and accompanying

equipment an aids. In this case, personnel taking over as well as personnel handing over must sign the entries.

20 ADMISSION CONTROL REGISTER OR FORMS


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20.1 Purpose: The purpose of the admission control register or forms is to have information available

at all times regarding persons and vehicles admitted to the site within a specific period in case

there are occurrences which might lead to judicial enquiry.

20.2 Pedestrian register/Pedestrian admission control forms:

These register forms must be completed correctly and legibly by the security guard/officer on duty and shall make provision for the following:

Date of visit

Admission and exit times of the visitor to and from the site

Surname and initials of the visitor

Home or work address of the visitor

Name of person to be visited

Purpose of visit

Signature of visitor

21 DUTY LIST/SHEET

21.1 Purpose: The purpose of the duty list is to serve as proof that at all reasonable times all personnel who should be on duty per shift are indeed on duty.

21.2 Drawing up a duty list: Daily, weekly or monthly duty lists of all security personnel on duty must be

drawn up by the contractor and kept in the security control office at each site where such service is rendered.

22 TWO-WAY RADIOS

22.1 Purpose: The purpose of radio communication is to establish immediate communication between

the different duty points and control on the site, as well as between control on the site and control at

the successful bidder's headquarters.

23 CLOCK POINTS

23.1 Purpose: The purpose of clock points is to ensure that patrolling at the site takes place correctly accordingly to instructions.

23.2 Clock points shall be provided by the successful bidder.

23.3 The successful bidder undertakes to ensure that the clock system will be handled in a safe way

by his/her personnel and furthermore undertakes to be responsible for the maintenance and repair of the clock system during use thereof by his/her personnel.


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24 LOST ARTICLES

24.1 Lost articles or articles found at the site and for which ownership cannot be established immediately must be handed in at the control room.

24.2 All lost articles handed in at the control room must be recorded in the occurrence book, after which

they must be handed to the departmental representative.

25 TRANSPORTATION OF GUARDS

25.1 Security officers must be provided transported when reporting on and off duty at the sefa. This vehicle must be fully serviced as per manufacturer’s standard. sefa shall reserve the right to request proof of maintenance service. No security officer will be transported in any means of transport except the passenger transport vehicle for the duration of the contract.

26 COMMUNICATION SYSTEM (COMPANY’S CONTROL ROOM)

The bidder must ensure effective communication between the company’s control room and the sefa security control room must be enforced to ensure smooth operations. Records to this effect must be made in the occurrence books kept at both control rooms. Such records will be checked on a regular basis. The successful service provider will be expected to operate sefa’s control room. 27 SERVICE LEVEL AGREEMENT

The bidder will be required to enter into a Service Level Agreement (SLA) with the sefa. Such SLA will also include penalties associated with the service provider’s failure to provide the required service accordingly. 28 ENQUIRIES

For the duration of this BID until the eventual appointment of the service provider and contracting, ALL enquiries regarding this tender MUST be addressed to the Supply Chain Office as per below:

Contact Details: Wendy Rakitla: 012 748 -9704 email: [email protected] Sebotse Mokgabudi: 012 748-9725 email: [email protected]

Any communication outside this platform is strictly prohibited and should bidders be found to be in contact with any of sefa’s staff members on matters relating to this bid, such bidders will automatically be disqualified in this tender process.

Documents

SPECIAL CONDITIONS AND REQUIREMENTS OF … Condition... · Small Enterprise Finance Agency (SoC) Ltd, Registration Number 1995/011258/06 is a Licensed Credit Provider • NCRCP 160