National physical security services for TRANSNET property sites (12-Month contract)

Scope:

• Provision of physical security services for Transnet Property (TP) at various sites.
• Contract period: twelve (12) months.
• This section outlines mandatory pre-qualification criteria bidders must meet.

Bidding is restricted to companies registered with PSIRA, with directors holding valid PSIRA Grade B or A certificates. Ownership will be verified against CIPC. Companies must have the operational infrastructure for firearms and canine units (either directly or via verified subcontractors). All mandatory document submissions are non-negotiable for pre-qualification.

Scope of Services:

• Provide physical security services for Transnet Property (TP) at various sites.
• Contract duration is twelve (12) months.

Mandatory Pre-qualification Criteria:

• Bidders must meet all listed criteria; failure to provide valid evidence will result in disqualification.

Mandatory Compliance Documents (All must be valid at tender closing date and time):

• PSIRA (Private Security Industry Regulatory Authority):
• Valid PSIRA Company Registration Certificate.
• PSIRA Grade B or A Certificate for each Director (ownership verified against CIPC).
• Company PSIRA list of 50 or more employees, not older than 60 days.
• Valid Letter of Good Standing from PSIRA.
• SAPS Criminal Clearance Certificate for Directors/Partners/Trustees, not older than six (6) months.
• COIDA (Compensation for Occupational Injuries and Diseases Act): Valid Letter of Good Standing.
• Public Liability Insurance: Minimum cover of R5 million, not older than 12 months.
• ICASA (Independent Communications Authority of South Africa):
• Valid ICASA certificate for all handheld radios.
• Valid agreement for servicing and calibration of equipment.
• Firearms Compliance (Firearms Control Act, 2000):
• Valid SAP 538 certificate (firearms strong room approval), not older than twelve (12) months.
• List of SAPS Firearms from Central Firearm Registry available for deployment.
• Valid appointment letter from company CEO/Director confirming Firearms Control Officer.
• Valid SAPS-issued firearms competency certificate for the responsible officer.
• Canine (K9) Compliance:
• Valid Performing Animals Protection Act (PAPA) License or sub-contractor agreement with valid PAPA license.
• Valid PSIRA DH2 certificates for four (4) Grade C dog handlers (or sub-contractor equivalent).
• Certified SASSETA Level 2 dog certificates for four (4) dogs (or sub-contractor equivalent).
• B-BBEE Minimum Level: Level 2.
• Note: All certificates may be verified with relevant authorities.

Insurance Requirement:

• Must provide proof of Public Liability Insurance for a minimum of R5 million, valid and not older than 12 months from the tender closing date.

General Notes for Bidders:

• All evidence listed in the pre-qualification criteria must be valid at the closing date and time of the tender.
• All certificates submitted may be verified with the relevant authorities to authenticate their validity.

Effective 1 April 2016: mandatory CSD registration date for all suppliers to organs of state.

For complaints regarding processing of personal information, contact the Information Regulator at https://www.justice.gov.za/inforeg/, via [email protected].

This Supplier Declaration Form is only for the successful bidder after contract award. Return the completed form with required supporting documents as per Appendix V to the Transnet Official procuring your services. Submit only documentation relevant to your request. Failure to submit relevant documentation will delay vendor creation/change. No payments can be made until the vendor is registered/updated and meets procurement requirements.

Supplier Declaration Form (for successful bidder only). Required supporting documents as per Appendix V. CSD registration proof. Certified letter from Auditor/Accountant for EMEs confirming turnover less than R10 million and black ownership percentages, or B-BBEE certificate/scorecard from accredited agency, or sworn affidavit (Appendix D). B-BBEE certificate for QSEs (turnover R10-50 million) or sworn affidavit if more than 51% black owned (Appendix E). B-BBEE certificate for Large Enterprises (turnover over R50 million). Proof for Fourth Schedule of Income Tax Act classification. VAT registration status proof; if exempt, proof from SARS; if not VAT registered, sworn affidavit (Appendix I). Sworn affidavit if employing more than 2 full-time employees not connected persons (Appendix II). Proof of B-BBEE status per Appendix V; affidavits for EME/QSE per Appendix III/IV; certified physician letter for black disabled ownership. Sworn affidavits for EME (Appendix D) and QSE (Appendix E) valid for 12 months. Completed Supplier Declaration Form with company details, banking, addresses, contact person, turnover, B-BBEE status, ownership percentages. Affidavit for non-VAT registration (Appendix B). Affidavit for employee count (Appendix C). Authorised representative signature and commissioner of oaths stamp.

Must be registered on National Treasury's Central Supplier Database (CSD); must have valid tax clearance; must comply with B-BBEE requirements based on annual turnover (EME: <R10M; QSE: R10M-R50M; Large: >R50M); must provide accurate banking details; must comply with POPIA; must provide required affidavits or certificates as applicable.

Bank account details must be accurate and any changes must be notified in writing to Transnet. Payments will be made into the nominated account; Transnet is not liable for payments to incorrect accounts. Suppliers must timeously renew Tax Clearance and B-BBEE certificates (where applicable).

Mandatory registration on the National Treasury Central Supplier Database (CSD) via https://secure.csd.gov.za/ before applying to Transnet. Provide CSD number. B-BBEE requirements depend on annual turnover: Exempted Micro Enterprise (EME) with turnover less than R10 million must submit a certified letter from Auditor/Accountant confirming turnover and black ownership percentages, or a B-BBEE certificate/scorecard from accredited agency, or a sworn affidavit (Appendix D). Qualifying Small Enterprise (QSE) with turnover between R10 million and R50 million must submit a B-BBEE certificate or, if more than 51% black owned, a sworn affidavit (Appendix E). Large Enterprise with turnover exceeding R50 million must submit a B-BBEE certificate. B-BBEE certificates must be from SANAS accredited verification agencies (valid from 1 May 2015). Suppliers must furnish proof as required in the Fourth Schedule of the Income Tax Act regarding classification as employee, personal service provider, or labour broker to avoid employee's tax. Provide VAT registration status and proof if exempt. If not VAT registered, submit a sworn affidavit (Appendix I). If employing more than 2 full-time employees not connected persons per Income Tax Act, submit a sworn affidavit (Appendix II). Provide percentage black ownership, black women, black disabled, black youth ownership. For black disabled ownership, provide a certified letter from a physician confirming disability. Comply with Protection of Personal Information Act (POPIA) requirements.

B-BBEE certificate and detailed scorecard must be from an accredited rating agency (e.g., permanent SANAS member). From 1 May 2015, only SANAS accredited verification agency certificates are valid. For Exempted Micro Enterprises (EME): sworn affidavit (Appendix D) declaring black ownership percentages (black, black women, black youth, black disabled) and turnover less than R10 million. B-BBEE levels: 100% black owned is Level One (135% recognition), more than 51% black owned is Level Two (125% recognition), less than 51% black owned is Level Four (100% recognition). For Qualifying Small Enterprises (QSE): sworn affidavit (Appendix E) declaring black ownership percentages, turnover not exceeding R50 million, and empowering supplier status per DTI Codes (e.g., 25% local procurement, 50% job creation for black people, 25% raw material transformation, 12 days productivity assistance, or 85% labour costs to South African employees). B-BBEE levels: 100% black owned is Level One, more than 51% black owned is Level Two. Affidavits valid for 12 months.

Service Provider warrants bank account details are correct and must notify Transnet in writing of any changes. Transnet is not liable for payments to incorrect accounts; Service Provider indemnifies Transnet. Suppliers must timeously renew Tax Clearance and B-BBEE certificates. EMEs and QSEs (with more than 51% ownership) may submit affidavits (Appendix D and E), resubmitted annually. Respondent declares obtaining all consents for personal information in submission and indemnifies Transnet. Comply with Protection of Personal Information Act (POPIA): Transnet is Responsible party, Respondent is Data subject. Transnet will process personal information per POPIA principles (Accountability, Processing limitation, etc.). Personal information is confidential and not disclosed unless required by law. Respondent must comply with POPIA regarding Transnet information. Transnet processes personal information only for vendor registration and payment purposes. Respondent consents to further processing for risk assessment, vendor management, contract award, auditing, etc. Transnet requires prior written consent to modify or disclose personal data. Transnet maintains security measures for information. Transnet notifies Respondent of unauthorised access and reports crimes. Respondent may request access, correction, deletion, or objection to processing of personal information per POPIA. Respondent consents to processing and confirms awareness of rights. Respondent signature required.

Supplier must indicate if a Labour Broker (Yes/No). Must comply with Fourth Schedule of Income Tax Act regarding classification as employee, personal service provider, or labour broker to avoid employee's tax.

• A maintenance plan for the fleet (owned or rented) is required.
• Valid, up-to-date vehicle licenses are required.
• A maintenance plan schedule is required.

• Bidders must pass a pre-award physical site evaluation.
• The evaluation includes verification of: operational office lease/ownership (12+ months in company name), control room (24/7 manned, dedicated number/emergency phone, VHF/UHF radio systems, updated occurrence book, shift roster), communications (dedicated email, emergency hotline, working landline, manager cell phones), fleet (required number of LDV 2x4/single cab vehicles, branded, licensed, with maintenance plan and proof of ownership/lease), occupational health and safety (safety policy, SHEQ training certificates, incident register, first aid box, incident reports, SHEQ meeting minutes, first aid responder certificates), and uniforms (storeroom and samples complying with PSIRA/SABS guidelines).
• Bidders must submit all requested documentation (hard or soft copies).
• Bidders must accept the evaluation outcomes.
• Supplying false information gives Transnet the right to disqualify the bidder.

• Fleet: Must have LDV 2x4 or single cab vehicles available as per the required number for each port's scope. Vehicles must be branded with the company name. A maintenance plan (for owned or rented fleet) and valid, up-to-date vehicle licenses are required. Proof of ownership, a valid lease agreement, or a valid letter of intent is required.
• Control Room: Must be manned 24/7. Must have a dedicated control room number (not office number) and/or a dedicated emergency functional cell phone. Must have VHF/UHF radio base station, mobile (vehicle) units, and portable (handheld) units. Contact with security officials and vehicles via VHF/UHF radio must be testable.
• Communications: Must have a dedicated company email address, a company emergency hotline for employees, a working business landline/telephone number, and contract cell phones/Push to Talk smartphones for Area/Operation Managers.
• Operational Records: Must maintain an existing, updated occurrence book (electronic acceptable) and a shift roster indicating employee shifts and standby employees for emergencies.

• Must have VHF/UHF radio mobile (vehicle) units and portable (handheld) units.
• Must be able to test contact with security officials and vehicles via VHF/UHF radio.
• Must maintain an existing, updated occurrence book (electronic is acceptable).
• Must have a shift roster indicating employee shifts and standby employees for emergencies.

• Operational Office: Must provide valid proof of a lease agreement for twelve (12) months or more, or proof of ownership, in the company's name (hard or soft copy acceptable).
• Control Room: Must be manned 24/7 (shift roster and occurrence book will be verified).
• Occupational Health and Safety: Must have a safety policy (hard/soft copy), proof of SHEQ representative training certificates (hard/soft copy), a register of all safety incidents for the past year (hard/soft copy), a first aid box complying with the OHS Act (contents not expired), reports of safety investigations, minutes of SHEQ meetings discussing incidents for the past year (hard/soft copy), and training certificates for medical first aid responders as per the OHS Act (hard/soft copy).
• Uniforms and Equipment: Must have a uniform storeroom. Must provide samples of shirts/blouses, pants/trousers/skirts, belts, boots/safety boots/shoes, company insignia, cold weather jackets/jerseys, raincoats, reflective vests/jackets, identity cards, batons, and handcuffs with keys, all complying with PSIRA or SABS guidelines as specified.

• Must provide hard or soft copy training certificate(s) of medical first aid responder(s) as per the OHS Act.

• Must provide proof of vehicle ownership, a valid lease agreement, or a valid letter of intent.

Transnet SOC Ltd registered office: 49th Floor, Carlton Centre, 150 Commissioner Street, Johannesburg 2001.

To engage in the bid process, a company must:

• Be willing and able to sign the Non-Disclosure Agreement as a principal.
• Have organizational and technical measures to protect confidential data against unauthorized processing, loss, or damage.
• Ensure its directors, officers, employees, agents, and contractors can be bound by the confidentiality terms.

Bidder must supply a certificate signed by a director confirming full compliance with the requirement to expunge or destroy Confidential Information upon written demand.

No specific compliance requirements stated. The document is a Non-Disclosure Agreement outlining confidentiality obligations.

Key contractual terms from the Non-Disclosure Agreement:

• Confidential Information must be kept secret and used only for the bid or subsequent contract.
• Disclosure is permitted only to necessary Agents who are bound by confidentiality, or as required by law (with notification to Transnet).
• All Confidential Information remains the property of the Discloser.
• Bidder must ensure secure storage, keep records, and upon written demand within 7 days: return all written Confidential Information and expunge/destroy all electronic copies.
• Bidder must supply a director-signed certificate of compliance with destruction requirements.
• No public announcements or use of Transnet's name for marketing without prior written consent.
• Confidentiality obligations survive termination of discussions and continue for 5 years.
• Each party acts as principal and bears its own costs.
• The agreement is governed by South African law and subject to exclusive South African court jurisdiction.
• Transnet may assign the agreement to any Transnet Group member.

• Transnet seeks to appoint PSIRA-registered security service providers to mitigate security risks and protect personnel, contractors, visitors, and assets across all property operations.
• Services required for 12 months across five regions: Inland, Northern, Western Cape, KZN, Eastern Cape.
• Scope includes access control, site inspections, and removal of intruders.
• Detailed staffing and equipment requirements are provided per region, including specific quantities of Grade A, B, C officers, dog handlers, vehicles, radios, and safety gear.

• Valid PSIRA registration is mandatory.
• Must employ only South African citizens or permanent residents.
• Must provide proof of insurance: Public Liability, Security Liability, and Third-Party Liability cover of at least R5 million per incident and R30 million annual limit.
• Must submit non-criminal clearance certificates for all security officers, issued by SAPS or an official provider, and renewed as per PSIRA regulations.
• Appointment is subject to a positive security clearance from the State Security Agency (SSA).
• Must comply with all relevant legislation including the Private Security Industry Regulation Act, Basic Conditions of Employment Act, POPIA, OHS Act, and others.
• Training and evaluation costs are borne by the service provider.
• Equipment must be durable, high-quality, and SABS approved.

• Provide physical security services for Transnet Property across five regions (Inland, Northern, Western Cape, KZN, Eastern Cape) for a 12-month period.
• Services include access and egress control, site inspections, and removal of intruders.
• Required personnel: Grade A (Area Manager), Grade B (Site Supervisor), Grade C (Security Officer), and Dog Handlers (DH2, DH4, DH5).
• Required equipment: Push-to-talk radios with patrol monitoring and specific features, smartphones, vehicles, handcuffs, batons, torches, safety files, and region-specific items.
• All security officers must be registered with PSIRA.
• Must comply with legislation including the Private Security Industry Regulation Act, Basic Conditions of Employment Act, POPIA, and the Occupational Health and Safety Act.
• Provide quarterly site-specific security risk assessments.
• Ad-hoc services may be required and must be approved by Transnet.
• Provide required equipment including portable radios, cell phones with airtime, torches, and electronic guard patrol systems.
• Conduct breathalyzer testing (equipment provided by Transnet).
• Provide firearms and ammunition based on risk assessment.
• Provide site supervisors (Grade B) and area managers (Grade A) with transport for site visits.

• Transnet seeks a suitably registered, qualified, and experienced security management company.

• Service provider must provide required equipment including portable radios, cell phones with airtime, torches, and electronic guard patrol systems.
• Conduct breathalyzer testing (equipment provided by Transnet).
• Provide firearms and ammunition based on risk assessment.
• Provide site supervisors (Grade B) and area managers (Grade A) with transport for site visits.
• Conduct quarterly site-specific security risk assessments.
• Non-compliance with skills base and PSIRA regulations results in penalties including invoice deductions and potential contract termination.

• Pricing schedule outlines all properties affected by the contract.
• Ad-hoc or additional services may be requested under the same terms.
• Changes to resources or equipment require prior written consent; otherwise, no payment for extras and penalties apply.
• Physical security rates must align with prevailing PSIRA rates.
• Salaries/wages must meet statutory minimums.
• Training costs (customer service, first aid, fire fighting, site-specific) are borne by the service provider.

• Pricing must align with the pricing schedule outlining all properties.
• Ad-hoc services or additional security services may be requested under the same contract terms.
• Changes to resources or equipment require prior written consent from the Contract Owner; otherwise, no payment for extras and penalties may apply.
• Physical security rates must be charged according to prevailing PSIRA rates; non-compliance leads to disqualification.
• Salaries/wages must comply with statutory minimum wage requirements.
• All training and evaluation costs are borne by the service provider.

• Must hold a valid PSIRA registration.
• All security officers must be registered with PSIRA; submit certified copies of certificates before contract start.
• Security officers must be South African citizens or permanent residents.
• Firearms may only be carried by officers licensed under the Firearms Control Act.
• Appointment is subject to positive security clearance from the State Security Agency (SSA).
• Provide current non-criminal clearances for each security officer, issued by SAPS or an official provider, renewed as per PSIRA regulations.
• Submit an organigram showing Operations Manager, Area Manager, Supervisors/Inspectors, and support services.
• Submit HR policies covering recruitment, terms of employment, RSA citizenship, educational level, medical fitness, criminal record verification, qualification verification, grievance, and disciplinary procedures.
• Comply with B-BBEE minimum Level 2.
• Provide proof of Public Liability, Security Liability, and Third-Party Liability insurance cover of at least R5 million per incident and R30 million annual limit.
• Comply with Occupational Health and Safety Act and other relevant legislation.
• Required safety equipment includes SABS-approved handcuffs, batons, torches (min 1000 lumens), pepper spray, and personal protective equipment.
• Provide safety files for the contract duration.
• Security officers must wear appropriate uniforms including PPE (safety boots, reflector jackets) and, where armed, bullet-proof vests.
• First aid boxes must be available on site; site controllers and supervisors must be trained as first aiders.
• All safety incidents must be reported immediately to Transnet security control room.

• Comply with Occupational Health and Safety Act and other relevant legislation.
• Required safety equipment includes SABS-approved handcuffs, batons, torches (min 1000 lumens), pepper spray, and personal protective equipment.
• Provide safety files for the contract duration.
• Security officers must wear appropriate uniforms including PPE (safety boots, reflector jackets) and, where armed, bullet-proof vests.
• First aid boxes must be available on site; site controllers and supervisors must be trained as first aiders.
• All safety incidents must be reported immediately to Transnet security control room.
• Service provider must deploy riot/reaction teams when needed for strikes, disasters, or land invasions.
• Prohibited acts include alcohol/drug use on duty, sleeping, leaving posts unattended, and fighting.

• High-risk areas include toilets, kitchens, electrical ducts, garbage areas, basements, cafeterias, and filing areas.
• Licenses are required as per applicable acts.
• Contract is non-inclusive, meaning services are excluded except as referenced in the scope of work.

• Contract duration is 12 months.
• Definitions provided for key terms including 'ad hoc service', 'Agreement', 'Security Service(s)', 'PSIRA', 'Site', and 'Normal working hours' (06h00-18h00 Monday to Sunday).
• Performance measures include penalties for non-compliance, such as deductions from invoices or contract termination for repeated failures.
• Service provider must ensure sufficient qualified personnel and provide offsite supervisor visits twice per shift.
• Service provider is liable for facility maintenance, electricity costs, and providing own telephones and toilet facilities.
• Specific requirements for dogs and handlers include compliance with Performing Animals Protection Act (PAPA), SASSETA-accredited training certificates, and valid PSIRA certificates for DH2.
• Vehicles, quad bikes, and motorcycles must be branded as per PSIRA guidelines, used exclusively for Transnet operations, and maintained with logbooks.
• Prohibited acts for security officers include alcohol/drug use, sleeping on duty, dishonesty, unauthorized access, and misuse of equipment.
• Documentation control: all registers and books become Transnet property; torn or misused documents constitute a breach.

• Provision of national security services for Transnet property (TP) for a period of twelve (12) months.

• Returnable documents include Annexure A: Template indicating the region selection.
• Complete Annexure A by ticking the region(s) you are bidding for (bidders may bid for more than one region).
• Provide bidder signature, full name, designation, and date on Annexure A.

• Annexure A: Template indicating the region selection.
• Tick the region(s) you are bidding for (Inland, KZN, Northern, Western Cape, Eastern Cape). Bidders may bid for more than one region.
• Provide bidder signature, full name, designation, and date.

Based on the limited document provided, specific eligibility criteria are not detailed in this Annexure A. Standard Transnet tender requirements would typically include: valid tax clearance, proof of registration, relevant security industry certifications (PSIRA registration for South Africa), financial capability, and relevant experience in providing physical security services. Bidders should refer to the full RFP documentation for complete eligibility requirements.

• Provide national physical security services for Transnet property (TP).
• Contract duration is twelve (12) months.
• Services are required across multiple regions: Inland, KZN, Northern, Western Cape, Eastern Cape.

• Provision of national physical security for Transnet property for a period of twelve (12) months.
• Security services are required across multiple regions: Inland, Kwazulu-Natal, Eastern Cape, Western Cape, and Northern.
• Services include armed and unarmed security officers in various grades (A, B, C) for day and night shifts.
• Equipment, vehicles, and special task teams are part of the scope.
• Safety files (SHE files) are required as a once-off compliance cost.

• Submit pricing only for the regions you are bidding for (Inland Region, Kwazulu-Natal, Eastern Cape, Western Cape, or Northern Region).
• Complete the Pricing Template (Annexure E) by populating all cells highlighted in "Green" only, excluding VAT.
• Do not change the Pricing Template; any changes may render your bid non-responsive.
• Complete the template, initial each page, sign it, and submit in Electronic (PDF) format.
• Input your company name and indicate VAT registration status in the designated "Yellow" cells.
• All highlighted cells must be populated; if no rate is inserted, it will be regarded as zero.
• The quantities for Security Officers are estimates; Transnet reserves the right to increase or decrease quantities during the contract.

Bidders must be VAT registered (for some regions) and comply with PSIRA regulations. They must submit pricing only for regions they bid for, use the unmodified official template, and provide all required documentation in PDF format with initials and signatures on each page. Non-responsive bids may result from template alterations or incomplete pricing.

• Provide national physical security for Transnet property for a period of twelve (12) months.
• Security personnel are required in various grades (A, B, C) and shifts (day/night), armed and unarmed, across multiple regions.
• Equipment to be provided includes Push To Talk radios, smartphones, spotlights, base radios, guard houses, batons, pepper spray, handcuffs, and vehicles as per PSIRA guidelines.
• Special requests include festive plan coverage and task/eviction/riot teams.
• Safety files (SHE files) are required as a once-off cost for the duration of the contract.

• Pricing must be submitted using Annexure E: Pricing and Delivery Schedule Template.
• Monthly rates for Year 1 will be escalated annually in line with the published PSIRA Sectoral Determination price increase.
• Provide monthly rates per guard (Year 1 and Year 2), excluding VAT.
• Include pricing for equipment, vehicles, special requests, and compliance items (SHE files).
• State the total price including VAT in words.
• VAT is applicable at 15% for VAT-registered bidders.

• Bidders must indicate VAT registration status.
• Safety files (SHE files) are required as a once-off cost for the duration of the contract.

• Submit all required supporting documentation to assist evaluators in scoring.
• Failure to provide adequate and relevant supporting documents will result in a low score or zero score due to lack of evidence.

• Submit all supporting documentation required for evaluation. Failure to provide adequate and relevant documents will result in a low or zero score.

• Technical evaluation is desktop-based; minimum overall score of 80 points required.
• Due diligence, including a site visit, will be conducted only with preferred bidders before award.
• Scoring details:

1. Previous Experience (20 points): Submit reference letters for physical guarding services in commercial, industrial, or residential property market over the past 8 years. Letters must be on client letterhead, signed, and include client name, contract description, contact details, contract period exceeding 6 months, and contract value. Scoring based on number of letters and cumulative contract value.
2. Organizational Structure and Capacity (20 points): Submit an organogram showing Operations Manager, Area Manager, 3 Area Supervisors/Inspectors, and 5 Guards, with valid PSIRA certificates for each. Scoring based on completeness and correspondence with certificates.
3. Valid Police Clearance Certificates (20 points): Submit SAPS Criminal Clearance Certificates not older than 6 months for key personnel (Operations Manager, Area Manager, 3 Area Supervisors/Inspectors, 5 Guards). Scoring based on number of certificates submitted.
4. Proof of Ownership/Lease of Vehicles (10 points): Submit proof of ownership or valid lease/letter of intent for single cab bakkies ready for service delivery. Scoring based on number of vehicles documented.
5. Proof of Ownership/Lease of Main Office and Control Room (5 points): Submit valid lease agreement or proof of ownership.
6. Incident Reporting and Escalation SOP (15 points): Submit a Standard Operating Procedure detailing elements such as introduction, roles, reporting process, classification, timeframe, escalation procedure, triggers, investigation, communication, and closure. Scoring based on number of critical elements met.
7. POPIA Policy and Data Protection Plan (10 points): Submit a policy and plan detailing secure storage, authorised access categories, retention periods, and safe disposal methods. Scoring based on number of details met.

• Final technical scores rounded to two decimal points.

• Scope: Provision of physical security services for Transnet Property (TP) at various sites for a period of twelve (12) months.
• Key personnel requirements:

• Operations Manager with PSIRA grade A or B.
• Area Manager with PSIRA grade A or B.
• Three (3) Area Supervisors/Inspectors with PSIRA grade A or B.
• Five (5) Guards with PSIRA grade C.

• Vehicles: Single cab bakkies ready for service delivery, must be company-owned or leased with valid documentation.
• Facilities: Main office and control room must be owned or leased with valid documentation.

• Previous Experience: Must have experience in physical guarding services in commercial, industrial, or residential property market over the past 8 years. Submit reference letters meeting specified requirements.
• Organizational Structure: Submit organogram indicating Operations Manager, Area Manager, 3 Area Supervisors/Inspectors, and 5 Guards, with valid PSIRA certificates for each.
• Police Clearances: Submit valid SAPS Criminal Clearance Certificates not older than 6 months for key personnel.
• Vehicles: Submit proof of ownership or valid lease/letter of intent for single cab bakkies.
• Facilities: Submit proof of ownership or valid lease agreement for main office and control room.

• Bidders must achieve a minimum technical score of 80 points overall.
• Experience recognised only from the date of company's PSIRA registration.
• Reference letters must meet specified format and content requirements.
• Personnel must hold valid PSIRA certificates of specified grades.
• Police clearance certificates must be valid and not older than 6 months.

• POPIA Policy and Data Protection Plan scoring: 0 points if no policy/plan submitted; 5 points if less than 3 details met; 10 points if 3 or more details met.

• Provision of national physical security services for Transnet Property (TP) for a 12-month period.
• Services required to protect personnel, contractors, visitors, assets, and facilities across five regions.
• Bidder must be PSIRA registered and experienced in security services.

• Closing Date and Time: 01 July 2026 at 16:00.
• Non-Compulsory Virtual Briefing Session: 19 June 2026 at 11:00 via Microsoft Teams (link: https://teams.microsoft.com/meet/376644926956846?p=YeG2PWhr4DeSvedzsh). Duration approximately 2 hours. Starts punctually; late attendees will not have information repeated.
• Clarification Deadline: Submit clarification requests by 12:00 pm on 26 June 2026.
• Bid Validity Period: 180 business days from closing date.

• Non-compulsory virtual briefing on 19 June 2026 at 11:00 via Microsoft Teams.

• For bidding procedure enquiries and clarification requests: Email [email protected].
• After closing date, all communication must be directed to [email protected].
• Unsuccessful bidders may request reasons for non-success via the contact email stated in the SBD1 form.

• Submit your bid electronically via the Transnet e-Tender Submission Portal at https://transnetetenders.azurewebsites.net. Use Google Chrome.
• Upload your bid documents against each tender selected. The system allows 30MB per upload; multiple uploads are permitted.
• Submit at least one day before the closing date to avoid technical issues related to internet speed or file size. Late submissions will not be accepted.
• All returnable documents listed in Section 5 (Proposal Form) must be completed and submitted by the closing date and time.
• Sign, stamp, and date the bottom of each page before uploading. The person signing must be legally authorised.
• For joint ventures or consortia, include a signed agreement or written confirmation detailing the percentage split and responsibilities. A consolidated B-BBEE scorecard is required for evaluation.
• Clarification requests must be submitted via the RFP Clarification Request Form to [email protected] by 12:00 pm on 26 June 2026.
• After closing, communicate only via [email protected]. Changes to submissions are not permitted post-deadline.
• Collusion among bidders leads to automatic disqualification and restriction from state business.
• Bids must be valid for 180 business days from the closing date. Extensions may be requested; failure to respond excludes you from the process.

• Submit proof of authority (e.g., company resolution) for signatory.

• Stage 1: Administrative and substantive responsiveness check – includes timely submission, completion of returnable documents, valid PSIRA registration, tax compliance, B-BBEE certification, and meeting pre-qualification criteria in Annexure C1.
• Stage 2: Technical/functionality minimum threshold of 80 points per region, assessed via Annexure C.
• Stage 3: Final weighted scoring per region out of 100 points.

• Price evaluation (90 or 80 points) uses formula: Ps = 80 (1 − (Pt−Pmin)/Pmin).
• B-BBEE specific goals (10 or 20 points) awarded per preference point system: 90/10 (B-BBEE Level 1 or 2 = 3 points, 30% subcontracting to designated groups = 7 points) or 80/20 (Level 1 or 2 = 5 points, 30% subcontracting = 15 points). Non-compliant or Level 3-8 scores 0.

• Stage 4: Objective criteria may apply, including financial stability, conflict of interest, reputational risk, poor past performance, breach of integrity pact, or failure in due diligence.
• Stage 5: Physical site inspection (due diligence) for highest-ranked bidders per region, requiring operational office within region within 14 days.
• Stage 6: Post-tender negotiations may occur if price not market-related, conducted sequentially with highest-ranked bidders.
• Stage 7: Award per region to highest scoring bidder; one bidder per region; award sequence from highest to lowest region value.

• Scope: Provision of national physical security services for Transnet Property (TP) across five regions (Inland, Northern, KwaZulu Natal, Eastern Cape, Western Cape) for 12 months.
• Services include 24/7 physical access and egress control, deployment of security personnel (Grade A Site Controllers, Grade B Supervisors, Grade C Officers, Grade C Dog Handlers with Level 2 trained dogs).
• Provision and maintenance of security equipment: push-to-talk radios, smartphones, access control scanners, vehicles (single-cab, quads, motorcycles), SABS-approved handcuffs, batons, torches, pepper spray, breathalysers, guard houses, base radios, portable toilets.
• Quarterly site-specific security risk assessments with risk identification, mitigation measures, probability/consequence ratings, and tolerance matrix reporting.
• Reporting requirements: monthly written reports, flash/incident reports within the same shift, detailed investigative reports within 12 hours of each incident.
• Off-site supervisor visits: minimum two visits per shift (day shift: before noon and after 15:00; night shift: before 00:00 and after 03:00).
• Ad hoc security services as required for emergencies, operational needs, lease terminations, or evictions.
• Service provider must be PSIRA registered and comply with Private Security Industry Regulation Act and other legislative requirements.
• One service provider appointed per region; bidders may bid for one or more regions using Annexure A to indicate selection.

• Service provider must be PSIRA registered, qualified, and experienced in security services.
• Provide an experienced national account representative to work with Transnet procurement.

• Physical site inspection (due diligence) required for highest-ranked bidders per region via Annexure D.
• Must have operational and functional office within awarded region within 14 calendar days; provide proof of lease or ownership.
• Failure to set up office results in disqualification.
• Post-tender negotiations may occur if price not market-related, conducted sequentially with shortlisted bidders.

• Use Annexure E for pricing schedule per region.
• Input company name in yellow cells for all tabs.
• Prices must meet PSIRA sectorial determination rates.
• Submit in PDF and Excel formats.

• Submit pricing schedule per region using Annexure E. Pricing must be in both PDF and Excel formats.
• Prices must not be lower than PSIRA sectorial determination direct costs. Bids below PSIRA illustrative pricing guidelines will be disqualified.
• Quoted prices must be inclusive of all TP requirements as per RFP and annexures.
• Escalation for 2027 allowed in line with PSIRA Sectoral Determination price increase effective 01 March 2027.
• Quantities for security officers are estimates; TP reserves the right to adjust quantities during contract execution.
• Overhead costs must be covered in your pricing; no additional costs will be paid post-award.
• Discounts offered must be unconditional to be considered in evaluation.
• Cost of the Safety file must be included in the pricing and delivery schedule.

• Mandatory registration on the National Treasury Central Supplier Database (CSD) prior to bid submission. Foreign suppliers without a local entity are exempt.
• Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. For consortia/JVs/subcontractors, each party must submit separate TCS certificate/PIN/CSD number. If no TCS, provide CSD number. Non-compliance may render bid invalid.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs). Joint ventures require a consolidated B-BBEE scorecard.
• Employment Equity Act compliance required, including Section 53.
• Security clearance may be required for successful bidder and personnel to CONFIDENTIAL/SECRET/TOP SECRET levels.
• Compliance with all applicable laws, including Private Security Industry Regulation Act, PSIRA registration, SAPS criminal clearance, COIDA, public liability insurance, ICASA certificate for radios, firearm compliance, and canine compliance.
• Foreign suppliers must complete a questionnaire; if answer 'no' to all questions (residency, branch, permanent establishment, income source, tax liability in RSA), TCS PIN registration is not required.

• Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs).
• Joint ventures evaluated on consolidated B-BBEE scorecard.
• Preference points awarded for B-BBEE Level 1 or 2 and 30% subcontracting to designated groups.

• Compliance with Occupational Health and Safety Act required.
• Security services include provision of safety equipment (e.g., SABS-approved handcuffs, batons, pepper spray) and adherence to safety protocols.

• Submit details of your entity's environmental policies regarding waste disposal, recycling, and energy conservation.

• Bid validity period: 180 business days from closing date. Extensions may be requested; failure to respond excludes you from the process.
• Successful bidder must comply with all applicable laws and regulations.
• Transnet reserves rights to: modify RFP services, reject non-compliant proposals, disqualify late submissions, award contract post-closing, split award between multiple suppliers, cancel the bid process, validate submitted information, request audited financial statements, and not accept post-award price changes.
• Material deviation from standard terms may lead to disqualification.
• Security clearance may be required for successful bidder and personnel.
• Confidentiality: All RFP and contract information must be treated confidentially; written approval needed for disclosure.
• Service provider is fully responsible for acts and omissions of its personnel.

• Sign, stamp, and date each page of the bid document.
• No alterations to RFP documents except via accompanying letter.
• Joint venture agreements must detail percentage split and responsibilities.
• Comply with Employment Equity Act.
• Tax compliance mandatory.
• Security clearance may be required.

• Technical/functionality minimum threshold: 80 points.
• Price evaluation formula provided.
• B-BBEE specific goals scoring: 90/10 or 80/20 preference point systems.

• Must be a legally registered entity.
• Security officers must be South African citizens or permanent residents.
• Must employ officers under written contracts.
• Must have valid PSIRA registration for all officers.
• Must provide current non-criminal clearance certificates (AFIS) for all officers, renewable annually.
• Must comply with all sectoral determinations (e.g., PSIRA wage rates).
• Must have the financial and operational capacity to deploy resources nationally and meet ad-hoc requests within 2 hours.
• Must not be listed on Transnet's Restricted Supplier Database.

• Scope: Provision of physical security services at various Transnet Property sites nationally for a period of twelve (12) months.
• Services include 24/7 access and egress control, deployment of security officers (Grades A, B, C), and provision/maintenance of equipment (radios, handcuffs, batons, torches, etc.).
• Security officers must report for duty on time, remain vigilant at posts, and attend off-duty parades.
• Service provider must test security officers for alcohol/drugs; Client reserves the right to monitor.
• All incidents must be recorded in occurrence books and reported immediately to the Client and local police.
• Weekly detailed written reports for each Site must be submitted to the Contract Owner.
• Service provider must provide an accurate daily shift posting sheet.
• Equipment (radios, etc.) must be in good working order; faulty radios must be replaced within 2 hours of reporting.
• Resource/equipment changes require prior written consent from the Contract Owner.
• Ad hoc services must be provided within 2 hours of a written request.

• B-BBEE/Supplier Development: Client will verify commitments every six months.
• Supervision: Supervising Inspectors must conduct a minimum of two visits per Deployment Area per Site per shift.
• Communication: Service provider must provide a local communication network diagram and call signs.
• Radio Equipment: Faulty radios must be replaced within 2 hours; radio base sets must be provided for Control Rooms.
• Meetings: Weekly meetings with Contract Owner; monthly meetings with Managing Member/Director.
• Incident Reporting: All incidents must be reported immediately to the Client and local police.

• Service provider must provide proof of qualifications (NQF/PSIRA/NKPA/SASSETA) for all officers before commencement.

• Security officers must report for duty on time, remain vigilant, and attend off-duty parades.
• Client may monitor security officers electronically or otherwise without prior notice.
• All incidents must be recorded in occurrence books; original pages become Client property.
• Weekly detailed written reports for each Site must be submitted to the Contract Owner.
• Service provider must provide an accurate daily shift posting sheet.

• Underpayments/overpayments will be reconciled and settled/credited within 30 days of notification.
• Ad hoc services are charged at rates per shift as specified in the Work Document.

• Payment is based on the Work Document (Schedule of Quantities) and excludes VAT, which must be shown separately on Tax Invoices.
• Service provider must submit an original Tax Invoice for each Site in the first week of each month, certified by both parties.
• Payment terms: 30 days from receipt of a certified correct Tax Invoice.
• Underpayments or overpayments will be reconciled; resulting payments or credit notes made within 30 days of notification.
• Ad hoc services charged at rates per shift as specified in the Work Document.
• Armed security officer rates exclude firearms/ammunition but include SABS-approved bullet-proof vests.
• Labour cost increases due to statutory wage determinations (e.g., PSIRA) may be escalated at the contract anniversary.
• Service provider is responsible for all employee costs (remuneration, taxes, insurance, etc.) and must provide proof of payment upon request.
• Transport costs may be reviewed annually based on average petrol prices; adjustments require written agreement.

• B-BBEE: Minimum Level 2 required; non-compliance with B-BBEE commitments can lead to termination.
• Statutory Compliance: Must comply with PSIRA, National Key Points Act (NKPA), Firearms Control Act, OHS Act, and various labour laws.
• Security Officer Requirements: Must be PSIRA registered, have current non-criminal clearance (SAPS/approved provider, valid 12 months), and be South African citizens or permanent residents.
• Training: Must provide proof of qualifications (NQF/PSIRA/SASSETA/ISPS Code) before commencement; annual refresher training required.
• Medical: All employees must undergo medical examinations (eye, audiometric, communicable disease) within the first month; exit medicals required at contract end.
• Insurance: Must maintain Public Liability, Security Liability, and Third Party Liability insurance (min R5m per incident / R30m annual aggregate).
• Vetting: Service provider is responsible for all vetting costs, including National Key Points requirements.

• Service provider must submit details of B-BBEE status and indicate how status will be maintained/improved.
• Client will review B-BBEE and Supplier Development commitments every six months.

• Compliance with PSIRA, NKPA, and the Code of Conduct for Security Service Providers (2003) is mandatory.
• Security officers must have written employment contracts.
• Firearm-carrying officers must be licensed under the Firearms Control Act.
• Supervising Inspectors must confirm officer competence and sobriety in occurrence books.
• Security officers must be provided with appropriate uniforms and identification (PSIRA ID card).
• Quarterly site-specific security risk assessments are required.
• Monthly Health and Safety meetings/certification are required.

• Duration: 12 months from the Effective Date.
• Individual Agreements: Umbrella agreement; specific SLAs for Business Units must be concluded within 60 days of the Effective Date.
• Termination: Client may terminate for breach (underpayment, penalties, B-BBEE non-compliance, insolvency, or negligence causing loss).
• Breach: General breaches must be remedied within 48 hours; specific breaches within 12 hours.
• Penalties: Client may impose penalties (up to 50% of monthly contract value per Site) for breaches.
• Liability: Service provider is strictly liable for acts/omissions of security officers and for damages/losses caused by incidents.
• Insurance: Minimum R5 million per incident and R30 million annual aggregate for Public, Security, and Third Party Liability.
• Confidentiality: Governed by Clause 39.
• Entire Agreement: Includes the Master Agreement, schedules, and Individual Agreements.

• Mandatory non-criminal clearance (AFIS) from SAPS or approved provider for all officers (valid 12 months).
• Security officers must be South African citizens or permanent residents.
• Security officers must comply with Client identification requirements (name, ID, photo, PSIRA number, grade).
• Uniforms must comply with Private Security Industry Regulations.
• Radio equipment must be licensed under the Electronic Communications Act.