Provision of security services to sasria soc ltd for a period of (three) 3 years

Returnable Documents: comply with the Compensation for Occupational, Injuries and Disease Act, Act (COIDA), Act . Note: The COIDA certificate of good, The bidder must have established offices. Please,

• Valid Lease Agreement/invoices.,
• No relevant CV provided = (0 points)

Bidder and all security officers must be registered with PSIRA (valid certificate and letter of good standing not older than 3 months). Bidder must hold valid COIDA letter of good standing (not older than 12 months) covering security services. Bidder must have established offices within 50 km of Sasria office (36 Fricker Road, Illovo, Sandton) — proven by municipal utility bill (≤3 months) or valid lease agreement. Must be tax compliant (verified via CSD number). Must submit valid B-BBEE certificate or sworn affidavit (EME/QSE). Must complete and sign Annexures A–D, SBD 4, and SBD 6.1. Failure to submit any required document leads to immediate disqualification. Bidder must not appear on National Treasury’s restricted/defaulters register and must not be prohibited from doing business with the state.

Provision of Security

Services to Sasria SOC Ltd for a Period

of (Three) 3 Years

Closing Date: 22 September 2026

Closing Time: 12h00 pm

Table of Contents

1. Part 1 - Letter of Invitation .............................................................................................. 4
2. Part 2 - Instructions ...........................................

the submission format specified below:

Page | 5

2.4.1 Schedule 1:

• Executive Summary (explaining how you understand the requirements of this RFP,

summary of your proposed solution and the summary of your experience relevant to

the requirements of this RFP)

• Annexure B of this RFP document (See Part 6) (duly completed and signed)

2.4.2 Schedule 2

All documents (except Annexure B) listed on Part 6 of this RFP Document (duly

completed and signed);

a) CSD number to verify tax compliance;

b) Valid B-BBEE verification certificate or Affidavit. An Exempted Micro Enterprises

(EME) with an annual turnover less than R10 million, is only required to obtain a

sworn affidavit confirming the annual total revenue and level of black ownership. A

Qualifying Small Enterprise (QSE) that has 51% or more black beneficiaries may

obtain a sworn affidavit confirming the annual total revenue and level of black

ownership.

• 1-2 written client signed reference letters experience in providing security services as

specified in this RFP. are provided = (12 points) 30%

40

• 3-4 written client signed reference letters The bidder must provide written, dated and

1 signed client reference letters from are provided = (28 points) 70%

organisations where the bidder has rendered

• 5 or more written client signed reference physical security (guarding) services.

letters are provided = (40 points) 100%

NB: Letters must be on the client’s letterhead,

signed and include a contactable telephone

number. Reference letters should not be older

than 5 years.

• No relevant CV provided = (0 points)

• 1-2 years’ experience of the resources in

The bidder must provide CV’s for the security physical guarding = (9 points) 30%

officers which will be assigned for this tender.

• 3-4 years’ experience of the resources in

2 30 The CV’s of the security officers must indicate physical guarding = (21 points) 70%

years of experience in physical guarding and

• 5 years or more experience of the

MUST be Grade D Guards. resources in physical guarding= (30

points) 100%

Experience of supervisor

• No relevant CV provided = (0 points)
• 1-2 years’ experience of the resources in The bidder to propose a senior security officer

physical guarding = (9 points) 30% (Supervisor) with five (5) years’ experience in

30

• 3-4 years’ experience of the resources in a supervisory position or role (Bidders to

attach valid Grade B PSIRA certifications of physical guarding = (21 points) 70%

the supervisor to be utilized for this project).

• 5 years or more experience of the

resources in physical guarding = (30

points) 100%

Total 100

Page | 18

Note: Bidders must achieve a minimum score of 70 points in Phase 2 of the technical

criteria, in order to be considered for the next level of the evaluation process i.e. Price

and Specific Goals.

Level 3 -The following preference points system will be used for this tender:

4.1 Cost for the provision of Guards

Monthly Fee (VAT Annual Fee (VAT Excl.)

Security Grade Quantity

Excl.)

Night Shift including Weekdays, Weekends and Public Holidays

Grade D 1 x Guard

Day Shift including Weekdays, Weekends and Public Holidays

Grade D 1 x Guard

Grade B (Supervisor) 1 x Guard

Total Labour Cost: Year 1

Total Labour Cost: Year 2

Total Labour Cost: Year 3

Sub-Total (6.1) (VAT Excl.)

Note: The labour fee must be inclusive of all costs associated with rendering the service i.e. officers’ wage,

UIF, training, transport, leave, medical, uniform etc. The wage must be in line with the private security

prescribed minimum wages as issued by the Department of Labour. Proof of payment of such wages may

be requested by Sasria from time to time. Guards’ working hours are to be as per the Department of Labour.

Page | 12

4.2 Equipment

Monthly Fee Annual Fee (VAT

Type Qty VAT Excl.) Excl.)

Cell Phone 1

Baton 1

Torch 1

Control Room 1

Other related costs

Total Service Fees: Year 1

Total Service Fees: Year 2

Total Service Fees: Year 3

Sub-Total (6.2) (VAT Excl.)

4.3 24-hour armed response

Monthly Fee

Type Annual Fee (VAT Excl.)

(VAT Excl.)

24 Hour armed response: alarm system

(Already installed))

Total Service Fees: Year 1

Total Service Fees: Year 2

Total Service Fees: Year 3

Sub-Total (6.3) (VAT Excl.)

4.4 Management Fee

Monthly

Type Fee (VAT Annual Fee (VAT Excl.)

Excl.)

Contractor Management Fee ( i.e., supervisory,

monthly reports, and site visits)

Total Service Fees: Year 1

Total Service Fees: Year 2

Total Service Fees: Year 3

Sub-Total (6.4) (VAT Excl.)

4.5 Ad hoc services (Exclude from total bid cost)

Monthly

Type Fee (VAT Annual Fee (VAT Excl.)

Excl.)

Additional security guard Grade D

Additional security guard Grade, Other

Equipment/s

Other

Page | 13

4.6 Total bid cost

Sub-Totals Amount

Sub-total 4.1 (VAT Excl.)

Sub-total 4.2 (VAT Excl.)

Sub-total 4.3 (VAT Excl.)

Sub-total 4.4 (VAT Excl.)

Total Bid Price (VAT Excl.)

for a period of 3 Years

Page | 14

Price Declaration Form

Dear Sir,

Having read through and examined the requirements of this RFP No. 2026/23 and its related conditions, we

offer to offer Provision of Security Services as outlined in the scope of work, for the following total amount:

R......................................................................................................................... (Excluding VAT)

In words

R........................................................................................................................ (Excluding VAT)

We confirm that this price covers all activities associated with the scope of work, as called for in the RFP

document. We confirm that Sasria will incur no additional costs whatsoever, over and above this amount in

connection with the delivery of the required services.

We undertake to hold this offer open for acceptance for a period of 150 days from the date of submission of

offers. We further undertake that upon final acceptance of our offer, we will commence the scope of work

when required to do so by the Sasria.

We understand that you are not bound to accept the lowest or any offer, and that we must bear all costs which

we have incurred in connection with preparing and submitting this bid.

We hereby undertake for the period during which this bid remains open for acceptance, not to divulge to any

persons, other than the persons to whom the bid is submitted, any information relating to the submission of

this bid or the details therein except where such is necessary for the submission of this bid.

Signed date

(Print name of signatory)

Designation

For and on behalf of: company name

Tel No

Fax No

Cell No

Page | 15

5. Part 5: Qualification and Evaluation Criteria

5.1

5.2 5.1 Evaluation of proposals

The purpose of the RFP is to obtain a complete set of salient information pertaining to the

bidding parties. The proposals will accordingly be used to evaluate whether, at Sasria’s

discretion, an interested party qualifies to proceed to the next stage of this procurement

process. All bidding parties will be advised in writing of Sasria’s decision, which will be final.

No correspondence will be entered into pertaining to the evaluation process, the decisions

taken and reasons thereof.

5.2 Evaluation Criteria

Level 1- Governance Verification

The evaluation during this stage is to review bid responses for purposes of assessing

compliance with RFP requirements, which requirements include the following:

• Proof of registration with CSD confirming tax compliance status as referenced

in Part 2 above.

• Valid B-BBEE certificate or Affidavit as referenced in Part 2 above.
• Duly completed Standard Bidding Document(s) and other requirements, in

line with Part 6 of this RFP.

• Technical Proposal in line with the Technical Evaluation Criteria in Part 5 of

this RFP document

• Financial/ Price Proposal in line with Part 4 of this RFP document

Note: Failure to comply with the requirements assessed in Level 1 (governance), may lead to

disqualification of bids.

5.2.2 Level 2- Technical Evaluation

The evaluation during this level is based on technical criteria (functionality). The technical

evaluation will be conducted in 2 phases, as follows:

Phase 1: Mandatory Technical Requirements

The bidder must indicate its compliance / non-compliance to the requirements and should

substantiate its response in the space provided below. If more space is required to justify

compliance, please ensure that the substantiation is clearly cross-referenced to the relevant

requirement. The Mandatory Technical Requirements are as follows:

Mandatory Requirement Not

Submitted

Submitted

The bidder and the security officers must be

registered with PSIRA.

Page | 16

Mandatory Requirement Not

Submitted

Submitted

(Please provide valid PSIRA registration

certificate for the bidding entity and the security

officers.)

And/or Bidders must attach a valid operating Private

Security Industry Regulatory Authority (PSIRA)

Certificate and a valid letter of good standing from

PSIRA for the company and directors.

Note: The letter of good standing must not be older

than three (3) months from date of closing of this bid.

The bidder must attach a valid certificate of good

standing from the Compensation Commissioner to

comply with the Compensation for Occupational

Injuries and Disease Act, Act (COIDA)

clearly indicating security services. The successful

bidder will be required to comply with the

requirements of Occupational Health and Safety Act,

Act . Note: The COIDA certificate of good

standing must not be older than twelve (12) months

from date of closing of this bid.

The bidder must have established offices. Please

furnish documentary proof on the name of the

bidder indicating physical address such as:

• Municipality Statement (Utility bill) not older than 3

months

• Valid Lease Agreement/invoices.

Where the documentary proof does not clearly

match the identity of the bidder, the bidder may

submit an explanation on an affidavit for

consideration by the Sasria.

NB: The bidder’s offices must not be in excess of

50 km from the Sasria office. This might be

verified during the site visits.

Note: Failure to comply with Mandatory Requirements will lead to the bidder being

disqualified, and not considered for further evaluation on the Other Technical

Requirements.

Phase 2 – Technical Evaluation Criteria

Only bidders achieving a minimum score of 70 points in this phase will be evaluated further in

the next stage. The bidder’s proposal should respond comprehensively to the technical

evaluation criteria. The technical evaluation criteria is set out below:

Page | 17

Item Criteria Points Scoring Guideline

Company experience

• No relevant reference letter = (0 points)

The bidder must have demonstrable

• 1-2 written client signed reference letters experience in providing security services as

specified in this RFP. are provided = (12 points) 30%

40

• 3-4 written client signed reference letters The bidder must provide written, dated and

1 signed client reference letters from are provided = (28 points) 70%

organisations where the bidder has rendered

• 5 or more written client signed reference physical security (guarding) services.

letters are provided = (40 points) 100%

NB: Letters must be on the client’s letterhead,

signed and include a contactable telephone

number. Reference letters should not be older

than 5 years.

• No relevant CV provided = (0 points)

Resource experience

• 1-2 years’ experience of the resources in

The bidder must provide CV’s for the security physical guarding = (9 points) 30%

officers which will be assigned for this tender.

• 3-4 years’ experience of the resources in

2 30 The CV’s of the security officers must indicate physical guarding = (21 points) 70%

years of experience in physical guarding and

• 5 years or more experience of the

MUST be Grade D Guards. resources in physical guarding= (30

points) 100%

Experience of supervisor

• No relevant CV provided = (0 points)
• 1-2 years’ experience of the resources in The bidder to propose a senior security officer

physical guarding = (9 points) 30% (Supervisor) with five (5) years’ experience in

30

• 3-4 years’ experience of the resources in a supervisory position or role (Bidders to

attach valid Grade B PSIRA certifications of physical guarding = (21 points) 70%

the supervisor to be utilized for this project).

• 5 years or more experience of the

resources in physical guarding = (30

points) 100%

Total 100

Page | 18

Note: Bidders must achieve a minimum score of 70 points in Phase 2 of the technical

criteria, in order to be considered for the next level of the evaluation process i.e. Price

and Specific Goals.

Level 3 -The following preference points system will be used for this tender:

Criteria points

Price 80

Specific goals 20

TOTAL 100 points

Criteria for Specific Goals

Below is the specific goal(s) allocated for this RFP. Bidders are required to provide valid and

sufficient proof as indicated in the table below to claim the preference points indicated.

Specific Goal to be measured Points allocated Proof required to allocate points

out of a

maximum 20.00

points

1. The tenderer is: 15.00 Sworn Affidavit

a) An Exempted Micro

Enterprise (EME) or

15.00 Valid B-BBEE certificate or Sworn

b) A Qualifying Small Affidavit for QSE that are at least 51%

black owned Enterprise (QSE) or

10.00 Valid B-BBEE certificate

c) A Generic enterprise

15.00 1. Valid B-BBEE certificate and

d) A Generic enterprise 2. A signed subcontracting agreement

(between the Prime Contractor and (Prime Contractor)

Subcontracting parties)

subcontracting at 3. Sworn Affidavit for EME or QSE that

are at least 51% black owned least 20% of the

contract to either a

EME or QSE.

2. Additional points if the 5.00 Valid B-BBEE certificate or Sworn

tenderer is at least 51% black Affidavit

Owned

(a Prime contractors B-BBEE

certificate or Affidavit will be

used in the case of

subcontracting arrangements)

Please note the following:

Page | 19

• Failure on the part of a tenderer to submit proof or documentation required in terms

of this RFP to claim points for specific goals with the quotation, will be interpreted to

mean that preference points for specific goals are not claimed.

• Sasria reserves the right to require of a tenderer, either before the RFP is

adjudicated or at any time subsequently, to substantiate any claim in regard to

preferences, in any manner required by Sasria.

Page | 20

6 Part 6 – Required Documents

Standard bidding documents

In addition to the Annexures listed below, the following documents must be completed, signed

and submitted together with the bid response:

• Disclosure and Declarations Form (SBD 4)
• Preferential Points Claim Form (SBD 6.1);

Note: Failure to submit these documents may lead to disqualification of the bid or preference

points not being awarded to the tenderer.

Page | 21

6. Annexure a: confidentiality and non-disclosure agreement

Memorandum of agreement

Entered into between:

Sasria SOC Ltd

A company duly incorporated under the laws of Republic of South Africa, having its main

place of business at 36 Fricker Road, Illovo, Sandton Johannesburg, with registration

number: 1979/ 000287/30

(Hereinafter referred to as “the Discloser”)

And

..........................................................

A company duly incorporated under the laws of Republic of South Africa, having its main

place of business

at................................................................................................, with

registration number:....................................................................

(Hereinafter referred to as “the Recipient”)

Page | 22

Preamble

Whereas the Discloser will disclose certain confidential information to the Recipient, for

purposes

of________________________________________________________________________

And whereas the Recipient wishes to receive confidential information on the condition that

the Recipient will not disclose the same to any third party or make use thereof in any manner

except as set out below.

The Discloser and the Recipient hereby agree to the following:

1. Definitions

Unless the contrary is clearly indicated, the following words and/or phrases, when used

in this Agreement, shall have the following meaning:

1.1 “Agreement” shall mean this written document together with all written

appendices, annexures, exhibits or amendments attached to it from time to

time;

1.2 “Commencement Date” shall mean the date of last signature of this

agreement;

1.3 “Confidential Information” shall mean all information which:

1.3.1 pertains to the Disclosing Purpose, disclosed, revealed or exchanged

by the Discloser to the Recipient, and which pertains to, but is not

limited to all intellectual property rights, all trade secrets, all agreements

(whether in writing or not) which exist at the time of revealing the content

thereof to the Recipient, the content of all possible future agreements

which the Discloser intends to enter into with any other party, all

knowledge obtained by way of research and development, irrespective

of whether the aforementioned information that is revealed is applicable

to technical, business or financial aspects of the Discloser; and/or

1.3.2 any information of whatever nature, which has been or may be

submitted by the Discloser to the Recipient, whether in writing or in

electronic form or pursuant to discussions between the Parties, or which

can be obtained by

examination, testing, visual inspection or analysis, including, without

limitation, business or financial data, know-how, formulae, processes,

Page | 23

specifications, sample reports, models, customer lists, computer

software, inventions or ideas; and/or

1.3.3 Any dispute between the Parties resulting from this Agreement; and/or

1.3.4 Any fault or defect in any aspect of the business of the Discloser,

irrespective of whether the Discloser knows about such a fault or defect;

1.4 “Notice” shall mean a written document;

1.5 “Parties” shall mean both the Discloser (Sasria SOC Ltd) and the Recipient.

1.6 “Board” shall mean Board of Directors of the Discloser.

1.7 “Tender for Income-Generating Contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination

of income-generating contracts through any method envisaged in legislation

that will result in a legal agreement between the organ of state and a third

party that produces revenue for the organ of state, and includes, but is not

limited to, leasing and disposal of assets and concession contracts, excluding

direct sales and disposal of assets through public auctions;

1.8 “Specific Goals” means specific goals as contemplated in section 2(1)(d) of

the Act which may include contracting with persons, or categories of persons,

historically disadvantaged by unfair discrimination on the basis of race, gender

and disability including the implementation of programmes of the Reconstruction

and Development Programme as published in Government Gazette No. 16085

dated 23 November 1994;

2. Obligations of the Recipient

The Recipient shall:

2.1 use the confidential information disclosed to it solely for the purposes of

......................................................................................................

......................................................................................................

................................................................................and for no other

purpose whatsoever (“Disclosing Purpose”);

2.2 treat and safeguard the Confidential Information as private and confidential;

2.3 ensure proper and secure storage of all Confidential Information;

2.4 not at any time without the prior written consent of the Discloser or another

employee of the disclosure from which he received the information,

2.4.1 disclose or reveal to any person or party either the fact that discussions

Page | 24

or negotiations are taking, or have taken place between the Board,

employee and another employee or the content of any such discussions

or other facts relating to the Disclosing Purpose, except where required

by law or any governmental, or regulatory body;

2.5 not create the impression with or lead any third party to interpret or construe

any

e) condition contained in this Agreement, that this Agreement is an Agency

Agreement and/or Partnership Agreement and/or a Joint Venture and/or any

other similar arrangement;

2.6 not allege that this Agreement grants it, either directly, or by implication, or by

estoppel or otherwise a license under any patent or patent application, or that

it is entitled to utilize the Confidential Information in any way contrary to the

stipulations contained in this Agreement;

2.7 on termination of this Agreement act with the Confidential Information in

accordance with a Notice delivered to it by the Discloser and if no such Notice

was delivered, the Recipient shall destroy the Confidential Information in a

similar manner to which it would destroy information that it would consider to

be its own Confidential Information.

3. Obligations of the Discloser

Subject to clause 2, the Discloser shall:

3.1 disclose to the Recipient, in writing any relevant information in their possession

or under their care; and

3.2 furnish the Recipient at least 7 (seven) calendar days prior to this Agreement

being terminated, for whatever reason, with a Notice instructing the Recipient

about what it should do with the Confidential Information once the Agreement

has been terminated.

4. Exclusions

The provisions of Clause 3 above will not apply to any Confidential Information which:

4.1 is at the time of disclosure to the Recipient, within the public domain and could

be obtained by any person with no more than reasonable diligence;

4.2 come into the public domain and could be obtained after such disclosure,

otherwise than by reason of a breach of any of the undertakings contained in

Page | 25

this Agreement;

4.3 is subsequently provided to the Recipient by a person who has not obtained

such

information from the Discloser, provided that, in any such case, such

information was not obtained illegally or disclosed by any person in breach of

any undertaking or duty as to confidentiality whether expressed or implied;

4.4 is disclosed with the written approval of the Discloser;

4.5 is or becomes available to a third party from the Discloser on an unrestricted

basis;

4.6 is obliged to be reproduced under an order of court or government agency of

competent jurisdiction.

5. Commencement

This Agreement shall commence on the Commencement Date.

6. Cancellation

6.1 The Agreement shall not terminate automatically. Either party must be able to

terminate on written notice to the other party once the Disclosing Purpose is

completed. The obligations of confidentiality under this Agreement shall

continue to apply after assignment or termination of this Agreement.

6.2 The Parties further agree that either Party shall have the right at any time to

give notice in writing to terminate this Agreement forthwith in the event of a

material breach of any of the terms and conditions of the Agreement. If the

breach in question is one which can effectively be remedied, the Parties shall

endeavour to jointly try to remedy such breach, failing which, the Agreement

shall be terminated.

7. Interpretation

7.1 The clause headings in this Agreement have been inserted for convenience

only and will not be taken into consideration in the interpretation of this

Agreement;

7.2 Any reference in this Agreement to the singular includes the plural and vice

versa;

7.3 Any reference in this Agreement to natural persons includes legal persons and

Page | 26

references to any gender include references to the other genders and vice

versa.

4 pricing model

4.1 Cost for the provision of Guards

Monthly Fee (VAT Annual Fee (VAT Excl.)

Minimum functionality/qualifying score: 70

minimum score of 70

tax compliance

tax compliance status as referenced

CSD number to verify tax compliance

Joint Venture agreement

s and Disease Act, Act (COIDA)

Act . Note: The COIDA certificate of good

The bidder must have established offices. Please

• Valid Lease Agreement/invoices.

(Please provide valid PSIRA registration

standing from the Compensation Commissioner to

comply with the Compensation for Occupational

Injuries and Disease Act, Act (COIDA)

B-BBEE Minimum Level: 1

Points Allocation: 00 points

B-BBEE Details: re required to submit a comprehensively detailed bid responses in accordance with

the submission format specified below:

Page | 5

2.4.1 Schedule 1:

• Executive Summary (explaining how you understand the requirements of this RFP,

summary of your proposed solution and the summary of your experience relevant to

the requirements of this RFP)

• Annexure B of this RFP document (See Part 6) (duly completed and signed)

2.4.2 Schedule 2

All documents (except Annexure B) listed on Part 6 of this RFP Document (duly

completed and signed);

a) CSD number to verify tax compliance;

b) Valid B-BBEE verification certificate or Affidavit. An Exempted Micro Enterprises

(EME) with an annual turnover less than R10 million, is only required to obtain a

sworn affidavit confirming the annual total revenue and level of black ownership. A

Qualifying Small Enterprise (QSE) that has 51% or more black beneficiaries may

obtain a sworn affidavit confirming the annual total revenue and level of black

ownership.

Submission Requirements to Claim Points Related to Specific Goals:

1. Consortium or Joint Venture – to submit a valid consolidated B-BBEE certificate

or Affidavit and a signed Consortium or Joint Venture agreement.

2. Prime Contractor with Subcontractor(s)- Prime Contractor and Subcontractor(s)

B-BBEE certificates or Affidavits are required and a signed subcontracting

agreement

3. Individual bidder – must submit a valid B-BBEE certificate or Affidavit

2.4.3 Schedule 3:

a) Technical Proposal in line with the Technical Evaluation Criteria in Part 5 of this RFP

document.

2.4.4 Schedule 4:

a) Financial/ Price Proposal in line with Part 4 of this RFP document.

2.5 Submission of Bids

The closing date and time for the submission of bids is 22 Septem

following reasons, and such disqualification may occur without prior notice to the offending

bidder:

• failed to provide proof that they are tax compliant with SARS;
• submitted incomplete information and documentation according to the

requirements of this RFP document;

• submitted information which contains fraudulent, factually untrue or

inaccurate information;

• received information not available to other potential bidders through

fraudulent means;

• failed to comply with mandatory requirements if stipulated in the RFP

document;

• misrepresented or altered material information in whatever way or manner;
• promised, offered or made gifts, benefits to any Sasria employee;
• canvassed, colluded or lobbied in order to gain unfair advantage;
• committed fraudulent acts;

Page | 7

• will cause perceived or actual reputational, financial or operational risk to

Sasria;

• appears in National Treasury’s list of restricted / defaulters register;
• prohibited to do business with state organs;
• the bidder is prohibited to do business with the State; and
• acted dishonestly and/or in bad faith etc.

2.8 Ethical Dealings

Supervisor x 1 Grade B

3.3.2 Equipment

• 2x Cell Phone (Communication to Control room)
• 2x Baton
• 2x Torch

3.3.3 24-Hour armed response service

Sasria’s existing alarm system may be linked to the bidder’s control room.

3.3.4 Additional Requirements

• Proof of annual screening of guards (to be provided once service provider has been

appointed)

• Site visits at least once per shift (OB Book and tagging device/patrolling system)
• Monthly site visit with client
• Monthly written report
• Availability of additional guard on request by client
• Hourly walk about of buildings (recorded) (OB Book and tagging device/patrolling

system)

• Guard to have valid first aid certificate, basic fire certificate and evacuation training

certificate (to be provided on appointment of guards)

• Guards must have a chat group set up on cell phone for communication with client at

all times (Must not be reliant on wi-fi connection)

• The contracted bidder will be required as per the agreement with Sasria to have and

maintain the following certification:

• Proof of Registration with the Unemployment Insurance Fund (UIF)

Page | 10

• Control Room

o Bidder MUST have a fully equipped Functional Control room availability for

response activation within 10 minutes of receiving an emergency call.

o Sasria reserves the right to perform scheduled or unscheduled Site visits during

the cause of the contract.

o Control room facility must include all services (i.e., 24-hour operation services,

Active two-way radio set, Active occurrence book)

3.4 Contract Duration

• The appointed service providers will be required to start immediately and provide the

required services for a period of three (3) years.

Page | 11

4. Part 4 - Financial Proposal

standing from the Compensation Commissioner to

comply with the Compensation for Occupational

Injuries and Disease Act, Act (COIDA)

clearly indicating security services. The successful

bidder will be required to comply with the

requirements of Occupational Health and Safety Act,

Act . Note: The COIDA certificate of good

standing must not be older than twelve (12) months

from date of closing of this bid.

8.1 A dispute concerning or arising out of this Agreement exists once a party

notifies the others in writing of the nature of the dispute and requires it to be

resolved under this clause. The parties must refer any dispute to be resolved

by -

• negotiation; failing which

• mediation; failing which

• arbitration

8.2 Within ten (10) Business Days of notification, the parties must seek an amicable

resolution to the dispute by referring it to designated and authorized

representatives of each of the parties to negotiate and resolve it by the parties

signing an agreement resolving it within fifteen (15) Business Days

8.3 If negotiation fails, the parties must refer the dispute for resolution by mediation

under the rules of the Arbitration Foundation of Southern Africa (or its successor or

body nominated in writing by it in its stead) (”AFSA“).

8.4 If mediation fails, the parties must refer the dispute within fifteen (15) Business

Days for resolution by arbitration (including any appeal against the arbitrator’s

decision) by one arbitrator (appointed by agreement between the parties) as an

expedited arbitration in Sandton under the then current rules for expedited

arbitration of AFSA.

8.5 If the parties cannot agree on any arbitrator within a period of ten Business Days

after the referral, the arbitrator will be appointed by the Secretariat of AFSA.

8.6 The periods for negotiation or mediation may be shortened or lengthened by written

agreement between the parties.

8.7 This clause will not preclude any party from access to an appropriate court of law

for interim relief in respect of urgent matters by way of an interdict, or

mandamus pending finalisation of this dispute resolution process, for which

purpose the parties irrevocably submit to the jurisdiction of a division of the High

Court of the Republic of South Africa.

8.8 This clause is a separate, divisible agreement from the rest of this Agreement and

must remain in effect even if the Agreement terminates, is nullified, or cancelled for

any reason or cause.

9. Domicilium and Notices

Page | 27

The Parties elect the following addresses as their respective domicilium citandi et

executandi, at which all notices and other communications must be delivered for the

purposes of this Agreement:

9.1 Discloser:

9.1.1 by hand at 36 Fricker Road, Illovo, Sandton, Johannesburg

Marked for the attention of: ........................................

9.1.2 by post at: P.O. Box 653367, Benmore, 2010

Marked for the attention of ...........................................

9.1.3 by telefax at (011) 447 8624

Marked for the attention of ........................................

9.2 Recipient:

9.2.1 by hand at ...........................................................

Marked for the attention of.....................................

9.2.2 by post to: ________________________________________________

Marked for the attention of: ................................................

9.2.3 by telefax at .....................Marked for the attention of:

.................................

9.3 Any notice or communication required or permitted to be given in terms of this

agreement shall only be valid and effective if it is in writing.

9.4 Any notice addressed to either of the Parties and contained in a correctly

addressed envelope and sent by registered post to it at its chosen address or

delivered by hand at its chosen address to a responsible person on any day of

the week between 09h00 and 16h00, excluding Saturdays, Sundays and South

African public holidays, shall be deemed to have been received, unless the

contrary is proved, if sent by registered post, on the 14th (fourteenth) calendar

day after posting and, in the case of hand delivery, on the day of delivery.

9.5 Any notice sent by telefax to either of the Parties at its telefax number shall be

deemed, unless the contrary is proved, to have been received:

9.5.1 if it is transmitted on any day of the week between 09h00 and 16h00, excluding

Saturdays, Sundays and South African public holidays, within 2 (two) hours of

Page | 28

transmission;

9.5.2 if it is transmitted outside of these times, within 2 (two) hours of the

commencement any day of the week between 09h00 and 16h00, excluding

Saturdays, Sundays and South African public holidays, after it has been

transmitted.

10. Entire Agreement and Variations

10.1 This Agreement constitutes the whole agreement between the Parties and

supersedes all prior verbal or written agreements or understandings or

representations by or between the Parties regarding the subject matter of this

Agreement, and the Parties will not be entitled to rely, in any dispute regarding

this Agreement, on any terms, conditions or representations not expressly

contained in this Agreement.

10.2 No variation of or addition to this Agreement will be of any force or effect unless

reduced to writing and signed by or on behalf of the Parties.

10.3 Neither party to this Agreement has given any warranty or made any

representation to the other party, other than any warranty or representation

which may be expressly set out in this Agreement.

11. Data Security

11.1. The Recipient shall, at all times, ensure compliance with any local and international

laws, regulations, policies or codes that may be enacted from time to time and put in

place and maintain sufficient measures, policies and systems to manage and secure

against all forms of risk to any information that may be shared or accessed through a

computer or any other form of electronic communication pursuant to the Agreement.

For purposes of this clause 0,

“Information” shall mean, but not be limited to:

11.1.1. all cyber related information, including data; a computer program; output of a

computer program; a computer system; article; data message; a computer data

storage medium; output of a computer program and output of data;

f)

11.1.2. Personal Information as defined in section 1 of the Protection of Personal Information

Act No. (“POPIA”) read with Section 1 of the Promotion of Access to

Information Act No. ; and

11.1.3. Any other information that may be shared or accessed pursuant to the Agreement.

Page | 29

11.2. The Recipient shall notify the Discloser in writing of any cybercrimes or any

suspected cybercrimes in its knowledge and to report such crimes or suspected

crimes to the relevant authorities in accordance with applicable laws, within 10 days

of becoming aware of such crime or suspected crime.

12. Protection Of Personal Information

12.1. For purposes of this clause 112 -

12.1.1. the following terms shall bear meanings contemplated in Section 1 of the POPIA:

consent; data subject; electronic communication; information officer; operator;

person; personal information; processing; record; Regulator; responsible party;

special information; as well as any terms derived from these terms.

12.1.2. “binding corporate rules” means personal information processing policies, within a

group of undertakings, which are adhered to by a responsible party or operator within

that group of undertakings when transferring personal information to a responsible

party or operator within that same group of undertakings in a foreign country; and

“group of undertakings” means a controlling undertaking and its controlled

undertakings.

12.2. The Parties acknowledge and agree that, in relation to personal information that may

be processed pursuant to the Agreement, the Discloser is the responsible party and

the

Recipient is the operator.

12.3. The Recipient must process such personal information only with the knowledge or

authorisation of the Discloser and treat personal information which comes to its

knowledge as confidential and must not disclose it, unless so required by law.

12.4. The Recipient must secure the integrity and confidentiality of personal information in

its possession or under its control by taking appropriate, reasonable technical and

organisational measures to prevent loss of, damage to or unauthorised destruction of

personal information and unlawful access to or processing of personal information.

12.5. In order to give effect to the obligations set out in this clause 112, the Recipient must

take reasonable measures to-

12.5.1. identify all reasonably foreseeable internal and external risks to personal information

in its possession or under its control;

12.5.2. establish and maintain appropriate safeguards against the risks identified;

12.5.3. regularly verify that the safeguards are effectively implemented; and

Page | 30

1. Part 1 - Letter of Invitation .............................................................................................. 4

2. Part 2 - Instructions ........................................................................................................ 5

2.1 Sasria ..................................................................................................................... 5

2.2 Contractual commitment ......................................................................................... 5

2.3 Confidentiality ......................................................................................................... 5

2.4 Submission Format (Returnable Schedules) ........................................................... 5

2.4.1 Schedule 1: ............................................................................................................. 6

2.4.2 Schedule 2 .............................................................................................................. 6

2.4.3 Schedule 3: ............................................................................................................. 6

2.4.4 Schedule 4: ............................................................................................................. 6

2.5 Submission of Bids ................................................................................................. 6

NB: Hand delivered, posted, emailed, or faxed proposals will NOT be accepted or

considered for evaluation. .................................................................................................. 7

2.6 Queries and clarifications ........................................................................................ 7

2.7 Reasons for Disqualification or Non- Award ............................................................ 7

2.8 Ethical Dealings ...................................................................................................... 8

2.9 Sasria’s Rights ........................................................................................................ 8

2.10 Proposal costs ........................................................................................................ 9

2.11 Validity period ......................................................................................................... 9

2.12 Important dates ....................................................................................................... 9

2.13 Transformation ........................................................................................................ 9

3. Part 3 - RFP Requirements .......................................................................................... 10

3.1 Special Instructions ............................................................................................... 10

3.2 Background Information ........................................................................................ 10

3.3 Scope of Work ...................................................................................................... 10

3.4 Contract Duration .................................................................................................. 11

4. Part 4 - Financial Proposal ........................................................................................... 12

5. Part 5: Qualification and Evaluation Criteria ................................................................. 16

5.1 16

5.2 5.1 Evaluation of proposals ................................................................................... 16

5.2 Evaluation Criteria................................................................................................. 16

Level 1- Governance Verification ................................................................................. 16

5.2.2 Level 2- Technical Evaluation .......................................................................... 16

6 Part 6 – Required Documents ...................................................................................... 21

6. Annexure a: confidentiality and non-disclosure agreement............ 22

7. Annexure b: acceptance of bid conditions and bidder’s details ...... 34

8. Annexure c: shareholder information ....................................................... 37

Page | 2

9. Annexure d: bidder’s experience and proposed project team ............ 0

Page | 3

1. Part 1 - Letter of Invitation

• Part 1 – Letter of Invitation
• Part 2 – Instructions
• Part 3 – RFP Requirements
• Part 4 – Financial Proposal
• Part 5 – Pre-Qualification and Evaluation Criteria
• Part 6 - Required Documents

o Annexure A: Confidentiality and Non-disclosure Agreement;

o Annexure B: Acceptance of Bid Conditions;

o Annexure C: Shareholder Information

o Annexure D: Bidder’s Experience and proposed project team

o Invitation to Bid (SBD 1), this is annexure B of this document;

o Disclosure and Declaration (SBD 4);

o Preferential Procurement Claim Form (SBD6.1)

Note: Failure to provide any one of the documents required in Part 6 may lead to an

immediate disqualification of the service provider from the tender process.

contained therein, as contemplated in the Protection of Personal Information Act, No. and Regulations promulgated thereunder (“POPI Act”). Further, you declare that you

have obtained all consents required by the POPI Act or any other law applicable. Thus,

you hereby indemnify Sasria against any civil or criminal action, administrative fine or

other penalty or loss that may arise as a result of the processing of any personal

information that you submit.

Page | 4

2. Part 2 - Instructions

2.1 Sasria

Sasria SOC Ltd (Sasria) is the only short-term insurer that provides special risk cover to all

individuals and businesses that own assets in South Africa, as well as government entities.

terrorism, making South Africa one of the few countries in the world that provide this insurance,

particularly at affordable premiums.

operations and a broader strategic mandate to make a positive contribution to transformation

within the Insurance industry in South Africa. Sasria’s core business is the provision of short-

term insurance for riots, strikes, terrorism, civil commotion and public disorder to businesses,

government entities and individuals.

postpone, discontinue or terminate the transaction/procurement process without incurring any

liability whatsoever to any other party.

bidder, as it needs to align its procurement practices to governance practices that are in line

with its own growth path. These may include but are not limited to: driving socio-economic

development objectives that are enshrined in various government policies. Sasria is under no

obligation to award the tender in full and may decide to award it in part to one or various

tenderers.

2.3 Confidentiality

and submitted together with the bid response:

• Disclosure and Declarations Form (SBD 4)
• Preferential Points Claim Form (SBD 6.1);

Note: Failure to submit these documents may lead to disqualification of the bid or preference

points not being awarded to the tenderer.

Page | 21

6. Annexure a: confidentiality and non-disclosure agreement

in this Agreement, shall have the following meaning:

1.1 “Agreement” shall mean this written document together with all written

appendices, annexures, exhibits or amendments attached to it from time to

time;

1.2 “Commencement Date” shall mean the date of last signature of this

agreement;

1.3 “Confidential Information” shall mean all information which:

1.3.1 pertains to the Disclosing Purpose, disclosed, revealed or exchanged

by the Discloser to the Recipient, and which pertains to, but is not

limited to all intellectual property rights, all trade secrets, all agreements

(whether in writing or not) which exist at the time of revealing the content

thereof to the Recipient, the content of all possible future agreements

which the Discloser intends to enter into with any other party, all

knowledge obtained by way of research and development, irrespective

of whether the aforementioned information that is revealed is applicable

to technical, business or financial aspects of the Discloser; and/or

1.3.2 any information of whatever nature, which has been or may be

submitted by the Discloser to the Recipient, whether in writing or in

electronic form or pursuant to discussions between the Parties, or which

can be obtained by

examination, testing, visual inspection or analysis, including, without

limitation, business or financial data, know-how, formulae, processes,

Page | 23

specifications, sample reports, models, customer lists, computer

software, inventions or ideas; and/or

1.3.3 Any dispute between the Parties resulting from this Agreement; and/or

1.3.4 Any fault or defect in any aspect of the business of the Discloser,

irrespective of whether the Discloser knows about such a fault or defect;

1.4 “Notice” shall mean a written document;

1.5 “Parties” shall mean both the Discloser (Sasria SOC Ltd) and the Recipient.

1.6 “Board” shall mean Board of Directors of the Discloser.

1.7 “Tender for Income-Generating Contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination

of income-generating contracts through any method envisaged in legislation

that will result in a legal agreement between the organ of state and a third

party that produces revenue for the organ of state, and includes, but is not

limited to, leasing and disposal of assets and concession contracts, excluding

direct sales and disposal of assets through public auctions;

1.8 “Specific Goals” means specific goals as contemplated in section 2(1)(d) of

the Act which may include contracting with persons, or categories of persons,

historically disadvantaged by unfair discrimination on the basis of race, gender

and disability including the implementation of programmes of the Reconstruction

and Development Programme as published in Government Gazette No. 16085

dated 23 November 1994;

other similar arrangement;

2.6 not allege that this Agreement grants it, either directly, or by implication, or by

estoppel or otherwise a license under any patent or patent application, or that

it is entitled to utilize the Confidential Information in any way contrary to the

stipulations contained in this Agreement;

2.7 on termination of this Agreement act with the Confidential Information in

accordance with a Notice delivered to it by the Discloser and if no such Notice

was delivered, the Recipient shall destroy the Confidential Information in a

similar manner to which it would destroy information that it would consider to

be its own Confidential Information.

The provisions of Clause 3 above will not apply to any Confidential Information which:

4.1 is at the time of disclosure to the Recipient, within the public domain and could

be obtained by any person with no more than reasonable diligence;

4.2 come into the public domain and could be obtained after such disclosure,

otherwise than by reason of a breach of any of the undertakings contained in

Page | 25

this Agreement;

4.3 is subsequently provided to the Recipient by a person who has not obtained

such

information from the Discloser, provided that, in any such case, such

information was not obtained illegally or disclosed by any person in breach of

any undertaking or duty as to confidentiality whether expressed or implied;

4.4 is disclosed with the written approval of the Discloser;

4.5 is or becomes available to a third party from the Discloser on an unrestricted

basis;

4.6 is obliged to be reproduced under an order of court or government agency of

competent jurisdiction.

6.1 The Agreement shall not terminate automatically. Either party must be able to

terminate on written notice to the other party once the Disclosing Purpose is

completed. The obligations of confidentiality under this Agreement shall

continue to apply after assignment or termination of this Agreement.

6.2 The Parties further agree that either Party shall have the right at any time to

give notice in writing to terminate this Agreement forthwith in the event of a

material breach of any of the terms and conditions of the Agreement. If the

breach in question is one which can effectively be remedied, the Parties shall

endeavour to jointly try to remedy such breach, failing which, the Agreement

shall be terminated.

7.1 The clause headings in this Agreement have been inserted for convenience

only and will not be taken into consideration in the interpretation of this

Agreement;

7.2 Any reference in this Agreement to the singular includes the plural and vice

versa;

7.3 Any reference in this Agreement to natural persons includes legal persons and

Page | 26

references to any gender include references to the other genders and vice

versa.

8. Dispute Resolution

8.1 A dispute concerning or arising out of this Agreement exists once a party

notifies the others in writing of the nature of the dispute and requires it to be

resolved under this clause. The parties must refer any dispute to be resolved

by -

• negotiation; failing which

• mediation; failing which

• arbitration

8.2 Within ten (10) Business Days of notification, the parties must seek an amicable

resolution to the dispute by referring it to designated and authorized

representatives of each of the parties to negotiate and resolve it by the parties

signing an agreement resolving it within fifteen (15) Business Days

8.3 If negotiation fails, the parties must refer the dispute for resolution by mediation

under the rules of the Arbitration Foundation of Southern Africa (or its successor or

body nominated in writing by it in its stead) (”AFSA“).

8.4 If mediation fails, the parties must refer the dispute within fifteen (15) Business

Days for resolution by arbitration (including any appeal against the arbitrator’s

decision) by one arbitrator (appointed by agreement between the parties) as an

expedited arbitration in Sandton under the then current rules for expedited

arbitration of AFSA.

8.5 If the parties cannot agree on any arbitrator within a period of ten Business Days

after the referral, the arbitrator will be appointed by the Secretariat of AFSA.

8.6 The periods for negotiation or mediation may be shortened or lengthened by written

agreement between the parties.

8.7 This clause will not preclude any party from access to an appropriate court of law

for interim relief in respect of urgent matters by way of an interdict, or

mandamus pending finalisation of this dispute resolution process, for which

purpose the parties irrevocably submit to the jurisdiction of a division of the High

this Agreement, on any terms, conditions or representations not expressly

contained in this Agreement.

10.2 No variation of or addition to this Agreement will be of any force or effect unless

reduced to writing and signed by or on behalf of the Parties.

10.3 Neither party to this Agreement has given any warranty or made any

representation to the other party, other than any warranty or representation

which may be expressly set out in this Agreement.

12.3. The Recipient must process such personal information only with the knowledge or

authorisation of the Discloser and treat personal information which comes to its

knowledge as confidential and must not disclose it, unless so required by law.

12.4. The Recipient must secure the integrity and confidentiality of personal information in

its possession or under its control by taking appropriate, reasonable technical and

organisational measures to prevent loss of, damage to or unauthorised destruction of

personal information and unlawful access to or processing of personal information.

12.5. In order to give effect to the obligations set out in this clause 112, the Recipient must

take reasonable measures to-

12.5.1. identify all reasonably foreseeable internal and external risks to personal information

in its possession or under its control;

12.5.2. establish and maintain appropriate safeguards against the risks identified;

12.5.3. regularly verify that the safeguards are effectively implemented; and

Page | 30

considered for evaluation. .................................................................................................. 7

5. Part 5: Qualification and Evaluation Criteria ................................................................. 16

5.2 5.1 Evaluation of proposals ................................................................................... 16

5.2 Evaluation Criteria....................................................

• Technical Proposal in line with the Technical Evaluation Criteria in Part 5 of

5.2.2 Level 2- Technical Evaluation

The evaluation during this level is based on technical criteria (functionality). The technical

evaluation will be conducted in 2 phases, as follows

• Part 5 – Pre-Qualification and Evaluation Criteria

Submission Requirements to Claim Points Related to Specific Goals

a) Technical Proposal in line with the Technical Evaluation Criteria in Part 5 of this RFP