MINUTES

Head-Office: National Dept. Public Works

Private Bag X65, Pretoria, 0001

Tel (012) 337 3000

SERVICE DESCRIPTION / CAPE TOWN: FACILITIES MANAGEMENT AND EVENTS MANAGEMENT CONTRACT FOR EXECUTIVE CAPITAL: SECURITY CLEARANCE PURPOSE
MEETING / BRIEFFING SESSION
VENUE / Ground Floor, Lower Heerengracht, Customs Buildings.

OPENING & INTRODUCTION:

Mr. Thabo Tladi opened the meeting and introduced everyone present from the Department.

ATTENDANCE

Bassie Kgaswane (Project Manager)

Thabo Tladi (D: Supply Chain Management)

Tina Mkhulise(DD: Bid Administration)

Mervin Hartman (DD: Supply Chain and Procurement)

Frederich Johnson (Regional Manager: Cape Town)

Matshidiso Gaba (Supply Chain Management)

PURPOSE OF THE MEETING

  • Mr kgaswane outlined that the main reason for this stage is that the Department wants to develop a database of suppliers that will be appointed for Prestige projects only.
  • He emphasized that the service providers will be covering Cape Town, Pretoria and Durban mending the houses of the MP’s and parliamentary houses.
  • The current arrangement of the projects is that they are bundled, so the purpose of this project is to unbundle and separate the projects from Events and Facilities management.

SCM ISSUES

  • Tina took the bidders through the SCM process
  • She explained that there is no tender document and the reason for this prequalification stage is to create a database and bidders will be invited to tender only when there is a need
  • The documents that will be required are listed on the advert and she emphasized that bidders should submit a company profile as per their expertise
  • She also emphasized that being on the database does not guarantee that bidders will get services

SECURITY ISSUES

  • Mr Johnson took the bidders through the purpose of the security clearance and emphasized that bidders will be dealing with the Principals of the country and should therefore be cleared by NIA
  • He also pointed that a company itself as well as the members/directors and shareholders will be cleared.

QUESTIONS AND ANSWERS

QUESTIONS / ANSWERS
1.Please confirm the website / The website is
2.Where can one get a list of the required documents? / The list will be posted on the Departmental website and will be sent to bidders via email
3.Whose finger printers should be submitted is it for the Directors or for the shareholders? / Mr Muthanyi form Security Services confirmed that only director’s fingerprints are required.
4. Should the fingerprints be taken by SAPS or any other certified company? / Mr Muthanyi clarified that only the SAPS should be used for fingerprints
5. Is this database separate from the supplier database? / Tina clarified that the database is separate from the current supplier database as it will dealing with prestige only

Tina emphasized that the information will be posted on the Department’s database

CLOSURE

Mr. Tladi closed the meeting and thanked everyone for attending and showing interest in the service.

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