Appointment of a Service Provider - Private Security

Returnable Documents:

a. Support the Authority and its members (nationally) on a partnered basis to execute the development and operations of a guarantee fund. b. Provide bespoke and value-for-money public liability insurance cover to members of the Private Security Industry. c. The cover must be provided as a group cover for all private security industry members. d. Propose other insurance products for businesses and individuals that would be suitable for the Private Security Industry stakeholders. e. Manage the applications process for members who join the guarantee fund. f. Manage the claims process on behalf of the Private Security Industry Regulatory Authority. g. Provide ongoing and specific insurance risk advice on policy coverage. h. Manage day-to-day correspondence and queries from the guarantee fund members. i. State how the bidder complies with the Protection of Personal Information Act, no. . j. Develop a process flow on how the guarantee fund would be managed. k. Provide insurance underwriting services. of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za l. Develop a project plan to ensure the successful implementation of the guarantee fund (the project plan should include key stakeholders in the private security industry). m. Determine the policy position of the funds to adequate positioning for both PSiRA and its stakeholders. n. Identify and clarify the purpose, develop a range of holistic products and services that the guarantee fund can offer. o. Develop guidelines to administer the governance of the Guarantee fund. p. The service provider will perform actuarial services to ensure the viability of the Guarantee fund. q. Identify requirements that are mandatory to operationalize such requirements to ensure that the fund operates successfully. r. Provide fund management services (Can be provided as an intermediary). s. Advise on the best investment options for fund assets. t. Advise on the draft regulations relating to the guarantee fund to guide the operations of the Guarantee Fund. u. Determination of premiums to be paid by members of the guarantee fund. v. Provide a clear roadmap on the capital strategy for the guarantee fund to ensure that the Authority assumes control of the fund. w. Provide inputs and advise on the draft regulations relating to the guarantee fund to ensure adequate regulation of the guarantee fund. x. Assist with regulatory compliance to ensure that the guarantee fund is registered adequately. y. Report to the Trustees of the guarantee fund when required. z. Report to the Council of PSiRA on a quarterly basis or when required. 4. THE PURPOSE OF THE GUARANTEE FUND a. To provide a limited guarantee to private security service providers against public liability. b. To provide protection to consumers for loss or damage caused by the negligence of of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za private security service providers. c. To improve standards of service by the security service providers. d. To strengthen compliance within the Private Security Industry. e. To reduce the regulatory costs of doing business within the industry. f. To provide for alternative sustainable funding of operations of the Authority. g. To professionalize the Private Security Industry, register companies through Training and Automation, training them to operate as sustainable security entities, thus creating value across the chain. h. To fund the development of SMMEs in the private security industry through excess funds collected from contributions of premiums to the guarantee fund. 5. BENEFITS OF THE FUND PSiRA will oversee that the guarantee fund is managed in a manner to optimally minimize risks and, in so doing, focus on the benefits that the fund will bring to the industry as a Legacy Project. The following are the benefits and characteristics of the fund: a. The guarantee fund will provide public liability cover for members of the private security industry, such as death benefit for officers who die in line of duty. b. The elimination of pricing below the cost of statutory obligations e.g. UIF, Compensation, and Provident fund. c. The guarantee fund will protect clients who use private security in case of liquidation, so its employees are protected. d. The guarantee fund will build in risk management assurances. e. A regulated guarantee fund for the benefit of the industry. 6. COMPARATIVE FUNDS The following public liability funds exist in South Africa. The Authority would like to position the private security industry guarantee fund to be similar to the funds listed below: a. National Home Builders Registration Council (NHBRC) warranty scheme for home of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za builders. b. Pension Fund Guarantee Funds for Investors. c. Guarantee funds operated by Banks for large investments risks d. Legal practitioners' indemnity insurance fund. 7. DURATION It is expected that the project will be undertaken and completed within 8 months from the date of award. A clear project plan with timelines needs to be developed and submitted together with the proposal. 8. EVALUATION CRITERIA Criterion 1 –Compulsory Requirements Bidders will first be evaluated in terms of the minimum requirements / gatekeepers. Bidders who do not fulfil all the requirements or do not submit the required documents will be disqualified. Those who fulfil all the minimum requirements or have submitted the required documents will be further evaluated on criterion 2, which is the functionality. 9.1. COMPULSORY/MANDATORY REQUIREMENTS The Tender must be submitted in the prescribed format. Standard bidding documents should be filled in. These standard bidding documents include the following: a. SBD1 - Invitation to Bid. b. SBD 3.3 - Pricing Schedule (Pricing must be firm, including VAT for the duration of the contract) c. SBD 4 - Declaration of Interest. d. SBD 6.1 - Preference Points Claim Form. e. General Conditions of Contract (ALL pages to be initialled by the bidder and the last page must be signed). f. Terms of reference (ALL pages to be initialled by the bidder and the last page must be signed). of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za g. Valid proof of a valid license to transact business as a financial services provider (FSP) as per the Financial Advisers and Intermediary Services Act. (FAIS Act) - NB: All documents provided as proof must be certified. h. Attendance of virtual compulsory briefing session. 9. CONDITIONS OF TENDER ▪ All forms must be completed and signed. Incomplete and unsigned forms/bids will be disqualified. ▪ Failure to comply with the mandatory requirements will lead to disqualification. ▪ Failure to initial each page of the TOR and the GCC will lead to disqualification. ▪ Failure to sign the TOR and the GCC will lead to disqualification. ▪ The use of correction fluid is strictly prohibited and will lead to disqualification. 10. CRITERION 2 AND 3 –FUNCTIONALITY AND PRESENTATION Criteria 2: Technical/Functionality evaluation is worth 80 points. The minimum threshold for criteria 2 is 70 points. Bidders who score less than 70 points will therefore be disqualified. Those who score 70 points and above will be further evaluated in Criteria 3 - Presentation. The functionality evaluation is broken down as follows: WEIGHT CRITERIA COMPANY PROFILE, EXPERIENCE AND INFRASTRUCTURE 30 Bidders must submit a recent company profile indicating the number of years of experience in providing insurance services. The profile must include and organogram indicating directors and the project team Company Profile (5) ✓ 5 points for a company profile with 10 years or above of experience in providing insurance services. ✓ 3 points for a company profile with 5-9 years of experience in providing insurance services. of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za ✓ 0 points for a company profile with less than 5 years of experience in providing insurance services. Organogram including project team CVs (25) ✓ 10 points for an organogram indicating a list of directors, managers, and 5 project team members. ✓ 0 points for no submission of an organogram/submission of an organogram with no directors, managers, and project team members. Bidders must submit CVs, proof of qualifications, and proof of registration with a recognized professional body for insurance for the Lead Broker and at least 4 team members ✓ 10 points for submission of a CV, relevant qualification(s), and Proof of registration with a recognised related professional body of a Lead Broker with a minimum of 5 years liability insurance experience at management level. ✓ 5 points submission of CVs and qualifications of a minimum of 4 team members with a minimum of 2 years’ experience in insurance services. NB: The certifying date stamp on the qualification must be valid, and the validity period must be 6 months prior to the closing date of this request for proposal. The individuals engaged during the project must be at the level submitted with the bid or higher. DEVELOPMENT OF GUARANTEE FUND STRATEGY 20 Bidders must submit a detailed strategy for the development and implementation of the guarantee fund to achieve the objectives of the Guarantee Fund. The strategy must include a project plan for the development and implementation of the guarantee fund Strategy ✓ 10 points for submission of a detailed guarantee fund strategy with proposed products, associate products, structure, projections, and a capital of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za strategy. ✓ 0 point(s) for non-submission of a guarantee fund strategy with proposed products, associate products, structure, projections, and a capital strategy, or a submission that does not address all of the above requirements. Project Plan ✓ 10 points for a detailed project plan indicating the development and implementation of activities, timelines, and reporting. ✓ 0 point(s) for non-submission of a project plan with development and implementation of activities, timelines, and reporting, or a submission that does not address all of the above requirements CAPITAL FUNDING 15 Bidders must submit a letter confirming the provision of capital funding amounting to R20 million or more ✓ 15 points for submission of a letter confirming the provision of capital funding amounting to R20 million or more. ✓ 0 point(s) for non-submission of a letter confirming the provision of capital funding amounting to R20 million or more or a letter indicating capital funding that is less than R20 million. REFERENCE LETTERS 15 Bidders must submit a minimum of 3 signed contactable reference letters of group insurance cover implementation for an organisation with 300 or more individuals. The reference letters must be signed, dated, be on the referee’s letterhead, and must not be older than 36 months from the date of closure of the bid. ✓ 15 points for 3 compliant reference letters ✓ 10 points for 2 compliant reference letters ✓ 5 points for 1 compliant reference letter ✓ 0 points for no submission or irrelevant reference letters. of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za Note: PSiRA may verify the information provided; and if your referee does not confirm the information provided the reference will not be considered. TOTAL POINTS 80 13. CRITERION 3 – PRESENTATION Criteria 3: Presentation is worth 20 points. The minimum threshold for presentation is 10 points. Bidder who scores 80 points or more on technical evaluation and Presentation based on the minimum threshold of each criterion will further be evaluated in terms of price and specific goals. PRESENTATION 20 Bidders are required to make presentations on the implementation of the Guarantee Fund considering the below areas: ✓ Presentation of the guarantee fund strategy and project plan (5 points) ✓ Risk analysis of the private security industry (10 points) ✓ Proposal of suitable insurance products relevant for the private security industry (5 points) 14. CRITERIA 4: SPECIFIC GOALS i. All bidders who achieve a minimum qualifying score on criteria 2: technical evaluation will further be evaluated in terms of price and specific goals as specified below: CRITERIA POINTS Price 80/90 Specific Goals 20/10 Total points 100 ii. Specific goals for this tender and points that may be claimed are specified below: SPECIFIC GOALS Total Points Black ownership ✓ 10/5 points for 100% black owned 10/5 ✓ 5/3 points for 75%- 99% black owned of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za ✓ 3/2 point 50% - 74% black owned ✓ 1 point 1% - 49% black owned Black women ownership ✓ 10/5 points for 75% - 100% black women owned. 10/5 ✓ 5/3 points for 51% - 74% black women owned. ✓ 1 point for below 51% black women-owned. Total 20/10 iii. Price Calculation 80/20 or 90/10 i. The following formula will be used to calculate the points out of 80 for price in respect of an invitation for a tender with a rand value of equal to or below R50 Million, inclusive of all applicable taxes. The following formula will be used to calculate the points for price. Ps = 80 1- (Pt – Pmin) Pmin Where: Ps = Points scored for the price of the bid under consideration Pt = Rand value of bid under consideration Pmin = Rand value of lowest acceptable bid The price must include: Cost of establishment of the PSiRA Guarantee Fund, Development of products, a policy administration system, an insurance strategy, and other administrative costs to ensure that the fund becomes fully operational.

The proposal must either conform to the minimum requirements as set out in this document, or it must be stated clearly how it deviates from these requirements of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za and why. Proposals strictly sticking to specifications are preferred. Offers exceeding the minimum requirements of the specifications are acceptable. This document will be a binding contract between the successful service provider and PSiRA once the proposal has been accepted by the organisation. Pricing proposal must be firm, include all costs, inclusive of VAT. PSiRA RIGHTS Notwithstanding anything else in this Request for Proposal (RFP), and without limiting its rights at law or otherwise, PSiRA reserves the right, in its absolute discretion at any time: Cancel or Call for new Tenders. To appoint more than one bidder or contractor. Reject any Tender received after the Closing Time. Consider and accept or reject any alternative tender. Alter the structure and/or the timing of this RFP or the Tendering Process. Reject any Tender that does not comply with the requirements of this RFP. Terminate the participation of any Bidder or any other person in the Tendering Process. Vary or extend any time or date specified in this RFP for all or any Bidder or other persons. Cease to proceed with or suspend the Tendering Process prior to the execution of a formal written contract. Require additional information or clarification from any Bidder or any other person or provide additional information or clarification. PSiRA is not obliged to accept the lowest or any bid thereof and reserves the right to withdraw this bid. GENERAL INFORMATION Bid documentation will be made available from the National Treasury E-Tender Website, ready to be downloaded by bidders. of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za All compulsory forms contained in the bid documentation must be completed and signed in full. Proof of Registration with the National Treasury Central Supplier Database (CSD) must be provided. Bids should be submitted at the correct address, before or on the closing date and time. No late bids will be accepted under any circumstance. Only original bid documents will be accepted. No e-mailed or posted copies will be accepted. Bidders may make use of courier services and have to confirm bid acknowledgement with SCM office. Sealed and clearly marked bids indicating the Bid Reference must be deposited in the PSiRA Head Office tender box situated at 420 Witch Hazel Avenue, Eco Glades Block B2-Eco Park, Centurion, Pretoria. INSTRUCTIONS TO BIDDERS The bidder is required to confirm that it will hold its proposal valid for 120 days from the closing date of the bid, during which time it will remain without changing their proposed rates and prices. Bidders are required to submit 2 indexed hard copies of bids (one original and 1 copy + a USB containing the same documentation submitted as a hard copy). All queries must be sent to the Supply Chain Department: bids@psira.co.za REPORTING OF INCIDENTS Bidders are encouraged to report any incidents of • fraud • corruption • theft • misconduct or •unethical behaviour to the PSiRA Fraud Hotline. Contact number 0860 333 036| Email: Psira@thehotline.co.za CONCLUSION This RFP is issued in good faith, and prospective bidders will ensure the following: of 13 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za No part of the RFP may be distributed, reproduced, stored or transmitted, in any form or by any means, electronic, photocopying, recording or otherwise, in whole or in part except for the purpose of preparing a Tender. This RFP, related or any Intellectual Property Rights (IP) in this RFP and any other documents remain Propriety to PSiRA and must be promptly returned to PSiRA upon request together with all copies, electronic versions, excerpts or summaries thereof or work derived therefrom. Where there is a need to distribute or disclose information, the bidder will write to PSiRA and seek approval in writing from PSiRA failing which the Bid may be rejected and, if required PSiRA may institute civil action. PSiRA will not entertain any correspondence, communication, or disclosures after the closing date. Bidders participate in this RFP at their own cost and PSiRA will not be held liable or accountable for any costs or damages or whatever impact the bidder may have encountered in the process of this RFP. CONTACT PERSONS The contact persons for this assignment