ANNEXURE 1
TECHNICAL REQUIREMENTS
(BIDDERS MUST SUBMIT ANNEXURE 1B TOGETHER WITH THE BID SPECIFICATION DOCUMENT)
RFBNUMBER: / RFB1400/2015CLOSING DATE: / 20 APRIL 2016
CLOSING TIME: / 11:00AM
RFB DESCRIPTION: / PROVISION OF PHYSICAL SECURITY SERVICES AT THE SITA PRETORIA OFFICES FOR A PERIOD OF THREE (03) YEARS
ANNEXURE 1A:RFBBACKGROUND
- Introduction
SITA need to appoint a service provider to provide physical security guarding services at its offices in Pretoria i.e. Centurion, Erasmuskloof, Beta, Numerus and Blenny for a period of thirty six (36) months. SITA is in the process to acquire a new office space which will require physical security
SITA needs a secure and safe environment in order to conduct its business activities successfully. Protection is achieved through the use of physical, procedural and psychological barriers to delay or prevent unauthorized access.
- Scope
To provide physical security guarding services at SITA’s Pretoria Offices i.e. Centurion, Erasmuskloof, Beta, Numerus, Blenny and the new office accommodation for a period of thirty six (36) months.
The detailed scope of the physical security guarding services will encompass the following:
- Access control to SITA premises (inclusive of conducting searches)
- Perimeter and building patrols
- Preliminary investigation of theft
- Key control
- Manning control room (inclusive of viewing the surveillance cameras)
- Risk assessments (twice per annum)
- Ad hoc escorting of visitors
- Asset management (movement of assets between buildings and disposals of assets)
- Technical Specification
The service provider will provide a team of resources as required as follows:
- Provision of security officers as explained in below Mandatory Requirements (page 4-5)
- The company and all security officers provided should be registered with Private Security Industry Regulatory Authority (PSIRA) in good standing for a minimum period of three (3) years and have a proven track record in R.S.A in providing security services. The valid PSIRA registration certificate must be attached to the tender document.
- Complete and proper universal uniforms should be provided to all contract security staff for all seasons by the company that will be awarded the tender. Such uniform cost is not to be deducted from the Officer’s salary, unless resignation takes place within one year.
- Uniforms
2 x Sets of neat and matching uniforms (photo/ sample)
1 x Jersey
1 x Jacket for winter
1 x Rain coat
1 x pair of shoes
- The Service Provider must have a documented and tested industrial unrest/labour unrest contingency plan.
- The service provider must confirm that National Key Point (NKP) and fire-arm refresher training is conducted annually at an NKP registered training institution.
- All security guards must be registered with PSIRA.
- The service provider must be a company in possession of a firearm registration certificate, issued by the Registrar of firearms in terms of the Firearms Control (Act, Act 60 of 2000) allowing it to be in possession of firearms for business purposes.
- The service provider must be in possession of sufficient licensed firearms to provide the desired security service.
- Security guards that are issued with firearms must be in possession of SAPS competency certificates.
- The Service Provider must agree to the following:
- Reliability checks by the State Security Agency or other Intelligence structures;
- Security screening of security guards;
- Signing of declaration of secrecy by security guards;
- Adherence to all Internal Safety and Security Policies and Procedures of SITA; and Signing of a service level agreement with reference to the required performance standard and non-performance punitive clauses.
- Evaluation criteria and methodology
The evaluation of the RFB shall be based on the 90/10 preference points system as per PPPFA. The breakdown of points is as follows:
Price points / 90B-BBEE status level contribution / 10
Total / 100 points
Stage 1:Screening of mandatory documents
Stage 2:Technical Mandatory requirements
Stage 3:Price
Stage 4:B-BBEE Evaluation
NB: THE BIDDER MUST COMPLY WITH ALL THE REQUIREMENT OF A SPECIFIC STAGE TO PROCEED TO THE NEXT STAGE OF EVALUATION.
eSCPE-00002 rev 1.0 / confidential / Page 1 of 10ANNEXURE 1B:TECHNICAL SPECIFICATION
1INSTRUCTIONS
1.1Bidders are required to EXPLICITLY MARK EITHER “COMPLY”, “OR “DO NOT COMPLY” on each and every requirement.Failure to do so will be taken as a “DO NOT COMPLY”.
1.2Bidders mustSUBSTANTIATE/MOTIVATE where required.Failure to do so will be taken as a “DO NOT COMPLY”.
1.3Bidders may where necessary, REFER TO ADDITIONAL REFERENCE MATERIAL SUBMITTED BY DOCUMENT NAME/NUMBER, PAGE NUMBER AND PARAGRAPH. Where a reference in substantiation is made to another page (“off-page”) in the bidder’s submission, such referenced page shall be clearly identified by a unique reference number and such reference number shall be provided in the question’s substantiation. During evaluation, SITA reserves the right to treat a question for which an “off-page” referenced substantiation page cannot be located based on such a unique reference number as a “DO NOT COMPLY”.
2MANDATORY REQUIREMENTS
- Regulatory certification requirements-related mandatories
1. / The supplier must provide a valid letter of good standing from the Department of Labour confirming that their payments for UIF contributions for the employees currently in their employ are up to date. The letter must not be older than six (6) months from the date of close of the tender, and must be attached to this tender document. / Comply / Not Comply
Substantiate / The bidder must provide a letter of good standing from the Department of Labour confirming payment status of UIF contributions.
2. / The supplier must provide a valid letter of good standing from the Private Security Sector Provident Fund (PSSPF) confirming that the payments for the monthly contributions for the employees currently in their employ are up to date. The letter must not be older than six (6) months from the date of close of the tender, and must be attached to this tender document. / Comply / Not Comply
Substantiate / The bidder must provide a letter of good standing with the PSSPF as required.
3. / The company should be registered with PSIRA in good standing for a minimum period of three (3) years in R.S.A in providing security services. The valid PSIRA registration certificate must be attached to the tender document. / Comply / Not Comply
Substantiate / The bidder must provide registration certificate as required
4. / The service provider must confirm that NKP and fire-arm refresher training is conducted annually at an NKP registered training institution. / Comply / Not Comply
Substantiate / The bidder to provide training schedules, NKP and fire-arm, and refresher training certificates not older than six months.
5. / All security guards must be registered with PSIRA. / Comply / Not Comply
Substantiate / The bidder to provide a list of security officers employed with PSIRA registration number and grade.
6. / The service provider must be a company in possession of a firearm registration certificate, issued by the Registrar of firearms in terms of the Firearms Control (Act, Act 60 of 2000) allowing it to be in possession of firearms for business purposes. / Comply / Not Comply
Substantiate / The bidder must provide a valid certified copy of the firearm registration certificate.
- Previous experience and capabilities-related mandatories
1. / A proven track record in R.S.A. within the Security Guarding service industry with the following to be provided:
•Minimum service of three years
•Number of companies where services are rendered / Comply / Not Comply
Substantiate / The bidder must provide list of three contactable clients where services are currently rendered. Please provide telephone numbers.
2. / A proven track record in R.S.A. within the National Key Points Guarding service industry with the following to be provided:
•Registration with the NKP Directorate. The certificate number and date of issue must be provided. / Comply / Not Comply
Substantiate / The bidder must provide a certified copy of the NKP registration certificate.
- Other Technical/Functional-Related Mandatories
1. / The bidder must provide proof of sufficient public indemnity insurance against any claims, costs, loss and/or damage ensuing from his obligations for no less than R10 million. / Comply / Not Comply
Substantiate / The bidder must provide proof of current valid public indemnity insurance policies.
2. / The success bidder will be responsible for the facilitation of transport for the security officers to ensure punctuality. This cost cannot be recovered from the security officers or SITA. / Comply / Not Comply
Substantiate / The bidder must provide proof of fleet (vehicle registration documents) or any written transport arrangements (e.g. with taxi owner) or any vehicle lease agreement, etc.
3. / The bidder must be in good financial standing. A letter from the external auditor confirming good financial standing not older than 2014 is required. / Comply / Not Comply
Substantiate / The bidder to provide letter as required from external auditor.
4. / The service provider must be in possession of sufficient licensed 9mm. pistols to provide the desired security service. / Comply / Not Comply
Substantiate / The bidder to provide a list of all registered 9mm. pistols currently serviceable.
ANNEXURE 1C: PRICING SCHEDULE
1. General Criteria
1.1SITA reserves the right to award the required services to multiple service providers.
1.2NOTEAll prices must be VAT inclusive and must be quoted in South African Rand (ZAR).
1.3All the consortium or joint venture partners must submit a complete set of the latest audited financial statements.
1.4Scope of Pricing: All prices quoted are the total price for the entire Scope of Required Services and Deliverables to be provided by Bidder.
- General price criteria conditions
1. / SITA reserves the right to award the required services to multiple service providers. / Accept / Not accept
Comment
2. / All prices must be VAT inclusive and must be quoted in South African Rand (ZAR). / Accept / Not accept
Comment
3. / Bidder is required to provide a copy of previous financial year audited financial statement, e.g. income statement and balance sheet, etc. / Accept / Not accept
Comment
4. / All prices quoted are the total price for the entire scope of required services and deliverables to be provided by the bidder. / Accept / Not accept
Comment
5. / The cost of delivery, labour, S&T, overtime, etc. must be included in this bid. / Accept / Not accept
Comment
6. / All additional costs must be clearly specified. / Accept / Not accept
Comment
SBD 3.1
PRICING SCHEDULE – FIRM PRICES
(PURCHASES)
NOTE:ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATE OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED
IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT
Name of bidder ......Bid number: RFB 1400/2015
Total Bid Price R ...... (Vat incl.)
Closing Time11:00 am Closing date20 APRIL 2016
OFFER TO BE VALID FOR 120 DAYS FROM THE CLOSING DATE OF BID.
______
-Required by: SITA SOC LTD
-At: Various sites in Pretoria……………………………………………..
………………………………………………
-Brand and model......
-Country of origin...... ………………......
-Does the offer comply with the specification(s)? *YES/NO
-If not to specification, indicate deviation(s) ......
-Period required for delivery ....………………………......
-Delivery: Firm / Not firm
-Delivery basis......
Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.
** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies.
*Delete if not applicable
eSCPE-00002 Rev 1.0 / confidential / Page 1 of 7TABLE A: Schedule of Requirement
Note to Bidders:
a)Bidders are requested to provide a detailed breakdown as per the table below for the resource component.
b)The costing model displayed below will be used for comparison purposesonly; therefore contracting will be based on the all-inclusive unit rateprovided per resource.
c)Resource quantities are not guaranteed. SITA reserves the right to change the number of contracted security officers required up to 50% giving a 30 days’ notice period.
Item / Designated Area / Shift / Per 12 Hour Shift / Grade / NKP / Working Days / Hours / PRICEAll Inclusive Unit Price (Vat excl.) / Total Price Per Month
(Vat excl.) / Total Price Year 1 (Vat excl.)
SITA CENTURION
1 / SITA CENTURION / Day / 1 / A / YES / 7 Days / Week 06:00 - 18:00
2 / SITA CENTURION / Night / 1 / A / YES / 7 Days / Week 18:00 - 06:00
3 / SITA CENTURION / Day / 1 / A / YES / 5 Days / Week 06:00 - 18:00
4 / SITA CENTURION / Day / 14 / B / YES / 5 Days / Week 06:00 - 18:00
5 / SITA CENTURION / Night / 9 / B / YES / 7 Days / Week 18:00 - 06:00
6 / SITA CENTURION / Day / 9 / B / YES / Saturday-Sunday & Public holidays 06:00 - 18:00
SITA BETA
7 / SITA BETA / Day / 1 / A / YES / 7 Days / Week 06:00 - 18:00
8 / SITA BETA / Night / 1 / A / YES / 7 Days / Week 18:00 - 06:00
9 / SITA BETA / Day / 5 / B / YES / 5 Days / Week 06:00 - 18:00
10 / SITA BETA / Night / 3 / B / YES / 7 Days / Week 06:00 - 18:00
12 / SITA BETA / Day / 3 / B / YES / Saturday-Sunday & Public holidays 06:00 - 18:00
SITA NUMERUS
13 / SITA NUMERUS / Day / 1 / A / YES / 7 Days / Week 06:00 - 18:00
14 / SITA NUMERUS / Night / 1 / A / YES / 7 Days / Week 18:00 - 06:00
15 / SITA NUMERUS / Day / 8 / B / YES / 5 Days / Week 06:00 - 18:00
16 / SITA NUMERUS / Night / 3 / B / YES / 7 Days / Week 06:00 - 18:00
18 / SITA NUMERUS / Day / 3 / B / YES / Saturday-Sunday & Public holidays 06:00 - 18:00
SITA ERASMUSKLOOF
19 / SITA ERASMUSKLOOF / Day / 1 / A / NO / 7 Days / Week 06:00 - 18:00
20 / SITA ERASMUSKLOOF / Night / 1 / A / NO / 7 Days / Week 18:00 - 06:00
21 / SITA ERASMUSKLOOF / Day / 13 / B / NO / 5 Days / Week 06:00 - 18:00
22 / SITA ERASMUSKLOOF / Night / 7 / B / NO / 7 Days / Week 06:00 - 18:00
24 / SITA ERASMUSKLOOF / Day / 7 / B / No / Saturday-Sunday & Public holidays 06:00 - 18:00
ALTERNATIVE ACCOMMODATION
25 / Alternative accommodation / Day / 1 / A / NO / 7 Days / Week 06:00 - 18:00
26 / Alternative accommodation / Night / 1 / A / NO / 7 Days / Week 18:00 - 06:00
27 / Alternative accommodation / Day / 10 / B / NO / 5 Days / Week 06:00 - 18:00
28 / Alternative accommodation / Night / 7 / B / NO / 7 Days / Week 06:00 - 18:00
30 / Alternative accommodation / Day / 7 / B / No / Saturday-Sunday & Public holidays 06:00 - 18:00
SITA BLENNY
31 / SITA BLENNY / Day / 1 / C / NO / 7 Days / Week PH 06:00 - 18:00
32 / SITA BLENNY / Night / 1 / C / NO / 7 Days / Week PH 18:00 - 06:00
Sub Total (vat excl.)
Table B: Equipment Required
Note to Bidders:
a)The quantity provided below is the consolidated total of the equipment required per site.
b)The bidder will be responsible to provide the listed equipment below. SITA is not procuring the equipment to be used.
Designated Area / EQUIPMENT REQUIREDFire Arms / Torch / Patrol System / Base Radio / Hand Held Radio / Metal Detector / Cell
SITA Centurion / 15 / 11 / 3 / 1 / 11 / 3 / 0
SITA Beta / 6 / 5 / 1 / 1 / 6 / 2 / 0
SITA Numerus / 9 / 5 / 1 / 1 / 9 / 2 / 0
SITA Erasmuskloof / 0 / 8 / 3 / 1 / 14 / 2 / 0
Alternative Accommodation / 0 / 8 / 2 / 1 / 11 / 2 / 0
SITA Blenny / 0 / 1 / 0 / 0 / 0 / 0 / 1
Total Equipment required / 30 / 38 / 10 / 5 / 51 / 11 / 1
Item / Equipment Required / Qty / PRICE
Unit Price (Vat excl.) / Total Price Per Month
(Vat excl.) / Total Price Year 1 (Vat excl.)
1. / Firearms / 30
2. / Torches / 38
3. / Patrol Systems / 10
4. / Base Radios / 5
5. / Hand Held Radios / 51
6. / Metal Detectors / 11
7. / Cell phones / 1
Sub Total (Vat Excl.)
Table C: Consolidated Table
Note to Bidders:
a)Please bring forward the sub total of Table A and Table B for columns “Total Price per Month Year 1” and “Total Price Year 1”.
b)Indicate escalation % for the year 2 and year 3
Description / Monthly Price: Year 1(Vat excl.) / Total Price:
Year 1
(Vat excl.) / Monthly Price: Year 2
(Vat excl.) / Total Price:
Year 2
(Vat excl.) / Monthly Price: Year 3
(Vat excl.) / Total Price:
Year 3
(Vat excl.) / Grand Total
(Sum of total price for Y1+Y2+Y3)
1. / Table A: Sub Total Vat excl.
2. / Table B: Sub Total Vat excl.
Sub Total Vat Excl.
Vat (14%)
Grand Total (Vat incl.)
NOTE: The pricing must be submitted in a separate envelope.
eSCPE-00002 rev 1.0 / confidential / Page 1 of 9ANNEXURE 1D: BID CONTRACTUAL TERMS/CONDITIONS REQUIREMENT
Bidder will be bound by the following special contractual obligation conditions and SITA reserves the right to negotiate the conditions or automatically disqualify a bidder for not accepting these conditions. These conditions will form part of the signed contract withthe bidder.However, SITA reserves the right to include or waive the condition in the signed contract.
A.EXPERIENCE AND CAPABILITIES-RELATED REQUIREMENTS:
1. / The successful bidder must provide annually, for the contract duration, a valid letter of good standing from the Department of Labour confirming that their payments for UIF contributions for the employees currently in their employ are up to date / Accept / Not acceptComment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
2. / The successful bidder must provide annually, for the contract duration, a valid letter of good standing from the Private Security Sector Provident Fund (PSSPF) confirming that the payments for the monthly contributions for the employees currently in their employ are up to date for the contract duration. / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
3. / The company should be registered with PSIRA in good standing for a minimum period of three (3) years in R.S.A in providing security services. The valid PSIRA registration certificate must be attached. / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
4. / All security must be registered with PSIRA. PSIRA certificates for all officers must be supplied / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
5. / A certified copy of the firearm registration certificate, issued by the Registrar of firearms in terms of the Firearms Control (Act, Act 60 of 2000) allowing it to be in possession of firearms for business purposes, has to be supplied. / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
6. / The service provider must ensure NKP and fire-arm refresher training for all NKP officers is conducted annually at an NKP registered training institution at its own cost. / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
7. / A proven track record in R.S.A. within the National Key Points Guarding service industry with the following to be provided:
•Registration with the NKP Directorate. The certificate number and date of issue must be provided. / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
8. / The successful bidder will be responsible for the facilitation of transport for the security officers to ensure punctuality. This cost cannot be recovered from the security officers or SITA. Proof of such transport arrangement will be required. / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
9. / Proof of sufficient licensed 9mm. pistols to provide the desired security service. / Accept / Not accept
Comment / Bidder to provide any comment or reasons for not accepting the condition and the proposal they are putting forward.
B.PERFORMANCE MANAGEMENT REPORTING: