Gate management services for west coast and table mountain national parks (5-Year contract)

SCM Enquiries:

• Contact: Pawl Moyane
• Telephone: 012 426 5012
• Email: [email protected]

SCM Enquiries (alternative):

• Contact: Zanele Tamarana
• Telephone: 021 741 2350

Technical Enquiries (TMNP):

• Contact: Saskia Marlowe
• Telephone: 021 712 7471
• Email: [email protected]

Technical Enquiries (WCNP):

• Contact: Pierre Nel
• Telephone: 022 772 2144
• Email: [email protected]

Submission address:

Table Mountain National Park Administration

Tokai Office Building

Upper Tokai, Tokai Road

Tokai, 7947

(Reception – Tender Box)

Bids must be delivered physically to the tender box at Table Mountain National Park Administration, Tokai Office Building, Upper Tokai, Tokai Road, Tokai, 7947 (Reception – Tender Box). The tender box is open Monday to Friday from 8:00 to 16:00. Bids received after the closing date and time, or sent via email or the internet, will not be accepted. There is no public opening of bids.

Bids must be submitted on the official forms provided — forms must not be re-typed, but photocopies are allowed. Complete all bid documents in black ink. Initial every page and sign where required.

Each bid must include one original set of bid documents and one electronic copy (PDF) on a USB/memory stick, containing the full bid proposal and all attachments. The electronic copy forms part of the contract.

Returnable documents (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover.
• SBD 3.1 (Pricing Schedule): fully completed pricing for all line items.
• SBD 4 (Bidder's Disclosure): declares any connection to state employees; false declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points; must be accompanied by a valid B-BBEE certificate or sworn affidavit.
• SBD 7.2 (Contract Form): signed by the successful bidder after award.
• General Conditions of Contract (GCC) acknowledged.
• Proof of CSD registration and SARS Tax Compliance PIN or TCS certificate.
• Proof of authority to sign (e.g., company resolution).

Queries must be directed only to the named contact persons; no other SANParks staff may be approached. Responses to queries may be published on the SANParks website.

The bid is evaluated in three phases: Phase 1 (mandatory compliance – documentary and eligibility), Phase 2 (functionality), and Phase 3 (price and preference). Only bidders who pass Phase 1 proceed to functionality; only those scoring the minimum functionality threshold proceed to price.

Phase 2 – Functionality (minimum qualifying score: 65 out of 100):

Scoring based on the following sub-criteria (out of 100 points):

• Bidder's Experience (35 points): Three contactable reference letters within the past six years, preferably from the public sector, for admission gate management/gate access and financial control services (collection, reconciliation and banking of entrance fees). Letters must be on client letterhead, describe the service, show the contract value, and state start and end dates. Points: 8 years' experience = 35; 7–6 years = 20; 5–4 years = 15; 3–2 years = 10; 1 year = 5.
• TMNP Human Resources (15 points): CVs and qualifications for 6 Supervisors, 1 Auditor, 1 Operations Manager. Supervisor: Grade 12, MS Office literate, 2 years' POS experience, supervisory management certificate = 15 points (lesser qualifications score less or zero). Auditor: B.Com or equivalent in Accounting/Finance/Auditing with 3 years' auditing experience = 15; 2 years = 10; 1 year = 5. Operations Manager: B degree in finance or administration with 3 years' experience = 15; 2 years = 10; 1 year = 5.
• WCNP Human Resources (15 points): CVs and qualifications for 1 Operations Manager, 1 Team Supervisor, 9 Admission Officers. Operations Manager: Grade 12, Diploma/Certificate in Customer Care/Hospitality, Management Qualification, Advanced POS; 10+ years = 15; 5–9 years = 10; <5 years = 5. Team Supervisor: Grade 12, Diploma/Certificate in Customer Care, Basic POS; 5+ years = 15; 3–4 years = 10; 1–2 years = 5. Admission Officer: Grade 12, basic computer literacy; 5+ years = 15; 3–4 years = 10; 1–2 years = 5.
• TMNP Capacity and Capability (15 points): Contingency plan for staff non-arrival/strike/vehicle breakdown/festive disruptions = 5; proof of business address in Cape Town (municipal account or lease) = 5; asset register signed by financial manager = 5; vehicle registration or lease documents = 5.
• WCNP Capacity and Capability (15 points): Contingency plan = 5; proof of business address in Saldanha Bay Municipality = 5; asset register signed by financial manager = 5; vehicle registration or lease documents = 5.

Phase 3 – Price and Preference:

• The 90/10 preference point system applies (estimated value above R50 million).
• Price: maximum 90 points, calculated using the formula Ps = (Pmin / Pt) × 90.
• Specific Goals (B-BBEE Procurement Recognition): maximum 10 points. Level 1 = 10; Level 2 = 9; Level 3 = 8; Level 4 = 7.5; Level 5 and above = 0. (Note: the text shows a table with points out of 20, but the 90/10 system allocates a maximum of 10 points for preference; the table appears mislabelled. The actual allocation is 90 for price and 10 for B-BBEE.)
• Total maximum score = 100.

Gate management services for Table Mountain National Park (TMNP) and/or West Coast National Park (WCNP). Bidders must indicate which park(s) they are tendering for; each park is evaluated independently.

Services include: welcoming guests, controlling entry and exit of visitors and vehicles, collecting entrance and permit fees, operating POS and card machines, managing access for permit holders (Wild Card, My Green Card, activity permits, landowners, SANDF, contractors), reconciling daily cash-ups, managing biometrics and CCTV, locking/unlocking gates and booms, operating informational signage, managing battery back-up systems, cleaning public toilets and lane kiosks, directing visitors, and providing park information.

For TMNP (Cape Point and Boulders gates):

• Cape of Good Hope (COGH): 4 lanes, minimum 1 supervisor and 4 admission officers on duty during opening hours. Opening times: 1 Apr–30 Sep 07:00–17:00; 1 Oct–31 Mar 06:00–18:00. Seasonal supplement: 2 additional admission officers from 1 Dec–31 Jan; additional 2 staff for two weeks around Easter. 1 cleaner. Ad hoc admission officer rate to be priced.
• Boulders: 3 lanes, minimum 1 supervisor and 3 admission officers on duty. Opening times: 1 Dec–31 Jan 07:00–19:30; 1 Feb–31 Mar 08:00–18:30; 1 Apr–30 Sep 08:00–17:00; 1 Oct–30 Nov 08:00–18:30. Seasonal supplement: 2 additional admission officers from 1 Dec–31 Jan; additional 2 staff around Easter. Ad hoc admission officer rate to be priced.
• Supplementary staff must be available on 120 minutes' notice to cover sickness.
• Staff must remain on site until shift is cashed up and balanced.
• 1 Auditor for TMNP gates to reconcile end-of-day shortages and ensure accurate monthly invoicing.
• 1 Operations Manager for TMNP and Boulders, present at both sites twice a week.
• Cash float of R1,000 per lane must be provided on site and replenished daily.

For WCNP:

• Langebaan Gate: peak (Aug–Sep and 15 Dec–15 Jan): 1 lane, at least 1 supervisor and 3 admission officers. Rest of year: 1 supervisor and 2 admission officers. Opening times: 1 Apr–31 Aug 07:00–18:00; 1 Sep–31 Mar 07:00–19:00.
• R27 Gate / West Coast Gate: peak (Aug–Sep and 15 Dec–15 Jan): 3 lanes, 1 supervisor and 6 admission officers. Mid (1–14 Dec and 16–31 Jan): 2 lanes, 1 supervisor and 4 admission officers. Rest of year: 1 lane, 1 supervisor and 2 admission officers. Same opening times.
• Staff must report 15 minutes before gate opening and remain until cash is balanced.
• Service required 365 days a year (366 in leap years), seven days a week.

Reporting and record keeping:

• Maintain registers (keys, seals, free daily entry), daily income reports, cash-up slips, credit/debit card receipts, monthly financial audit reports, end-of-day reports per TPMS/SANStay.
• Submit timesheets and staff timetables with monthly invoices (TMNP: within 7 days of month end).
• Conduct independent audits (TMNP bi-monthly; WCNP regular).
• Provide HR skills development programme and annual training report.
• Provide an all-inclusive operating manual within 30 days of contract award, approved and signed by both parties, and kept on-site.

Pricing format: Fixed monthly/daily rates per line item as per the SBD 3.1 pricing schedule. The bidder must price a single contract for the entire five-year period, considering the staff numbers and operational volumes.

Price adjustment: Only CPI changes/increments will be considered during the contract period.

Pricing line items (TMNP and WCNP separate schedules):

• Admission officers (monthly rate per person)
• Site team supervisor (monthly rate)
• Operations Manager (monthly rate)
• Additional/seasonal staff (daily rate)
• Ad hoc staff (daily rate)
• Operating cost: normal admin plus operating cost budget (monthly rate)

Validity period: 180 days from the closing date. All pricing must remain firm and valid throughout this period.

Bidder bears all operational costs: staff wages, salaries, training, uniforms, name tags, public liability insurance, cleaning materials and equipment, cell phones at each gate, transport of staff to and from work and to SANParks training.

Compensation for Occupational Injuries and Diseases Act: bidder must insure all employees at their own expense.

Public liability insurance: adequate cover required.

Cash handling: For TMNP, cash float of R1,000 per lane provided on site and replenished daily. Cash collected must be banked within 24 hours.

CSD registration: Bidders must be registered on the Central Supplier Database (CSD) of National Treasury and provide proof of registration. Failure to do so may lead to disqualification.

Tax compliance: Bidders must provide their SARS Tax Compliance Status (TCS) PIN; a printed TCS certificate may also be submitted. If no TCS is available but the bidder is CSD-registered, a CSD number may be provided. For consortia/JVs/sub-contractors, each party must submit a separate TCS/PIN/CSD number.

B-BBEE: A valid B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. The affidavit must be downloaded from the DTIC or CIPC. Specific goals points: Level 1 = 10; Level 2 = 9; Level 3 = 8; Level 4 = 7.5; Level 5 and above = 0 in the 90/10 system.

State service: Bids from persons in the service of the state, or companies/CCs with directors/members who are state employees, will not be considered.

SAPS clearance: All staff must provide SAPS clearance certificates after award.

Office requirements:

• TMNP bidders must have an office in Cape Town upon award.
• WCNP bidders must establish an office within Saldanha Bay Municipality within 6 months of award.

Intention to sell: Bidders must declare whether they are selling the company or intend to do so within the next 12–60 months; SANParks may not award to such bidders on a case-by-case basis.

Fronting: SANParks may investigate fronting; bidders must prove no fronting within 7 days of notification or the bid/contract is invalidated and the bidder may be restricted for up to 10 years.