Provision of security services in mpumalanga for the south african post office (12-Month contract)

Bidders must have a proven track record in providing security services, as evidenced by past contracts or references. Compliance with South African Post Office Limited’s procurement policies and legal requirements is implied.

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Returnable Documents: Completed SBD 1, Completed SBD 4, Latest CSD Report / MAAA number, Pricing Schedule (Annexure A), Letter of Good Standing [COIDA] Act No., lease agreements or similar that must be in the name of the bidding company to confirm their existing footprint in

2.1 The Bidder has attended a briefing session which is hosted by the Post Office, at which the Post Office shall

provide information to Bidders who wish to enter into discussions with the Post Office concerning a number

of issues pertaining to the possible provision of services by the Bidder to the Post Office, which discussions

may or may not result in the Post Office and the Bidder entering into an agreement, arrangements,

discussions or alliances.

2.2 During the briefing session and in negotiating the business relations, the Post Office shall disclose

confidential information relating to its business to the Bidder.

2.3 The Bidder agrees to be bound by the terms and to be subject to the conditions of this Confidentiality

Agreement.

3 confidential information

Confidential Information in respect of this Confidentiality Agreement shall include, but not be limited to, all oral, written,

printed, photographic and recorded information of all types that is:

3.1 Confidential or secret information relating to the commercial and financial activities of the Post Office, which

would include legal, financial, contractual or commercial arrangements between the Post Office group of

companies, customers and/or third parties;

3.2 Confidential information and details concerning current or prospective customers, suppliers, commercial

associates and other parties with whom the Post Office enjoys a commercial relationship;

3.3 Proposed, impending or actual commercial transactions, arrangements, ventures, agreements or

opportunities which are of a confidential or secret nature;

3.4 Trade secrets, operating procedures, quality control procedures, approximate operation personnel requirements,

descriptions, trade names, trademarks, know how, techniques, technology, copyright, and all goodwill relating to

the business and any other existing intellectual property rights or any intellectual property created as a result of

the provision of services;

3.5 Confidential or privileged information concerning disputes, claims, litigation or similar actions in which any party

is or may become involved; and

3.6 Any other information surrounding the nature of the discussions giving rise to this Confidentiality Agreement.

4 excluded information

There will be no obligation of confidentiality or restriction on the use of information where:

4.1 The information is publicly available, or becomes publicly available otherwise than by action of the Bidder; or

4.2 The information was already known to the Bidder (as evidenced by its written records) prior to its receipt under

this or any previous confidentiality agreement between the parties or their affiliates; or

4.3 The information was received from another party not in breach of an obligation of confidentiality.

RFP 26-27-09 of 18

5 non-disclosure

5.1 The Bidder acknowledges that the Confidential Information is a valuable and unique asset proprietary to the Post

Office.

5.2 The Bidder agrees that it shall not disclose the Confidential Information to any third party for any reason or

purpose whatsoever without the prior written consent of the Post Office.

5.3 The Bidder may disclose the Confidential Information only to its directors and other officers, employees and

professional advisors agents and consultants only on a strictly need-to-know basis and on the terms and

conditions provided for in this Confidentiality Agreement.

5.4 The Bidder undertakes not to use the Confidential Information for any purpose other than:

5.4.1 That for which it is disclosed; and

5.4.2 In accordance with the provisions of this Confidentiality Agreement.

5.5 The Bidder undertakes to ensure that their employees will observe and comply with their obligations in respect

thereof, whether or not they remain employees of the Bidder.

5.6 The Bidder agrees that it shall only, where necessary, disclose the Confidential Information to its professional

advisers, agents and consultants, provided that such professional advisers, agents and consultants sign a similar

undertaking and that they are aware of the confidential nature of the information being made available to them.

5.7 The Bidder shall takes all steps necessary to procure that such professional advisers, agents and consultants

agree to abide by the terms of this Confidentiality Agreement to prevent the unauthorized disclosure of the

Confidential Information to third parties.

6 ownership

6.1 All Confidential Information disclosed by the Post Office to the Bidder is acknowledged by the Bidder to be

proprietary to the Post Office who shall retain all right, title and interest in and to that information.

6.2 The possession of the Confidential Information by the Bidder does not to confer any rights of whatever nature in

such Confidential Information to the Bidder.

6.3 No provision in this Confidentiality Agreement shall be interpreted to confer any right of license under any

trademark, patent or copyright, or any applications for such a trademark, patent or copyright which may be

pending now or in the future to the Bidder.

7 standard of care

The Bidder agrees that it shall protect the Confidential Information disclosed pursuant to the provisions of this

Confidentiality Agreement using the same standard of care that it applies to its own proprietary, secret or confidential

information, but in any event not less than a reasonable standard of care, and that the Confidential Information shall

be stored and handled in such a way as to prevent any unauthorized disclosure thereof.

8 return of confidential information

8.1 The Post Office may at any time request the return of the Confidential Information disclosed to the Bidder. Upon

the return of the Confidential Information, the Bidder shall submit a written statement to the Post Office confirming

that the Bidder has not retained in its possession or under its control, either directly or indirectly, any Confidential

Information.

8.2 Alternatively to the return of the material contemplated in clause 8.1 above, the Bidder shall, at the request of the

Post Office, destroy the Confidential Information and furnish the Post Office with a written statement to the effect

that all Confidential Information in the possession or under the control of the Bidder has been destroyed.

8.3 The Bidder shall comply with the request in terms of this clause 8 within forty-eight hours of receipt of such a

request.

RFP 26-27-09 of 18

9 breach

9.1 Any breach of any obligation or undertaking by the Bidder will constitute a material breach of this Confidentiality

Agreement.

9.2 The Bidder shall be liable to pay the Post Office all costs incurred in the protection of its interests in terms of this

Confidentiality Agreement on an attorney and own client scale.

9.3 The Bidder acknowledges that the Post Office shall be entitled to apply to court for an interdict or other appropriate

relief against the Bidder, should the Post Office have any reasonable basis to believe that the Bidder is or may

be in breach of this Confidentiality Agreement and thus endangering the proprietary interests of the Post Office.

10 duration

The obligations undertaken by the Bidder in terms of this Confidentiality Agreement shall endure notwithstanding the

termination of this Confidentiality Agreement or notwithstanding that either party decides at any time, whether before

or after the commencement of this Confidentiality Agreement, not to pursue the discussions to enter into a business

relationship or that the relationship between the parties pursuant to those discussions is terminated for any reason

whatsoever

11 general

11.1 This Confidentiality Agreement constitutes the sole record of the agreement between the parties with regard

to the subject matter hereof. No party shall be bound by any express or implied term, representation, warranty,

promise or the like not recorded herein.

11.2 No addition to, variation of, or agreed cancellation of this Confidentiality Agreement shall be of any force or

effect unless in writing and signed by or on behalf of the parties.

11.3 No relaxation or indulgence which the Post Office may grant to the Bidder shall constitute a waiver of the rights

of the Post Office and shall not preclude the Post Office from exercising any rights which may have arisen in

the past or which might arise in future.

11.4 The Bidder agrees and confirm by their signature to the RFP Documents that any present and/or previous

discussions or correspondence shall, for purposes of this Confidentiality Agreement, be considered to be

Confidential Information.

11.5 An approval or consent given by a party under this Confidentiality Agreement shall only be valid if in writing

and shall not relieve the other party from responsibility for complying with the requirements of this

Confidentiality Agreement nor shall it be construed as a waiver of any rights under this Confidentiality

Agreement except as and to the extent otherwise expressly provided in such approval or consent, or elsewhere

in this Confidentiality Agreement.

Signature ....................................................................

Name of delegated signatory ................................................................

(PRINT) in his capacity of

Designation of signatory ....................................................................

(PRINT) who warrants his authority to sign on behalf of

Name of bidder (company) .....................................................................

Date ...................................................................

RFP 26-27-09 of 18

3. Certificate of acquaintance with bid documents

I/We ________________________________________ of __________________________________ do hereby

certify (Name of Company) that I/we acquainted myself/ourselves with the contents of all the documents listed in the

Schedule of Bid Documents, as laid down by The South African Post Office for carrying out of the proposed works.

SIGNED AT ________________________________ on this __________ day of _____________________ 20 ______

Signature : ______________________________________

Name of delegated signatory : ____________________________________

(PRINT) in his capacity of

Designation of signatory : ____________________________________

(PRINT) who warrants his authority to sign on behalf of the bidding company

RFP 26-27-09 of 18

The South African Post Office Limited requires service provider/s to provide a guarding service on a month to month

basis not exceeding 12 months at various branches, mail centres amongst other across the following SAPO

Regions:

• Northern Region: Mpumalanga

2. Objective of bid

The objective of this bid is to appoint a guarding company to provide security services at South African Post Office

(SAPO) workplaces across the following demarcated SAPO regions:

• Northern Region: Mpumalanga

Bidders must supply & provide costing on ALL SAPO FACILITIES indicated on the Pricing Schedule (Annexure A)

per Mpumalanga Province(demarcated SAPO Region) bidding for and cannot supply and cost in part i.e. for only

certain branches/facilities within the Mpumalanga Province (demarcated SAPO Region) bidding for. This will

constitute incomplete pricing, and the bidder will be disqualified and not considered further for evaluation on price

and specific goals.

The Pricing Schedule (Annexure A) reflects the Mpumalanga Province (demarcated SAPO Region) and facilities

where these services will be required

2.1. The bidder must be registered with the Private Security Industry Regulatory Authority (PSIRA) for at least

one (1) year prior to the bid closing date The PSIRA membership certificate submitted in the name of the

bidding company must be valid on the bid closing date.

2.2. The bidder must provide a PSIRA Statement of Good Standing in the name of the bidding company

confirming that the bidder is in good standing and the Statement of Good Standing must be valid on the bid

closing date

The contract will be awarded on a month to month basis, for a maximum period of one (1) year.

3.1. To provide Grade C or B, PSIRA registered and accredited armed and unarmed guarding services as detailed

per Annexure A.

3.2. The implementation of physical security, access control and other security measures, aimed at preventing

and or deterring crime. Identify risks and threats to the SAPO Facilities and in so doing, safeguard SAPO

assets, employees, customers and suppliers.

3.3. Secure the premises in order to identify risks and threats to the Post Office and in so doing, deterring /

delaying crime, thus safeguard SAPO assets, employees and customers.

3.4. The deployment of the guards will as per the requirements per Annexure A be on a 12 hour shift, from 06:00

to 18:00 and/or 18:00 to 06:00 from Monday to Friday, and/or Weekends (Saturday and Sunday), as well as

Public Holidays.

4.18. Should the service provider be awarded the bid, it would be a requirement to appoint a key account manager

to be assigned to the Post Office Region/Mpumalanga Province.

4.19. Complying with and enforcing all SAPO Policies, physical and procedural measures as well as directives that

are issued from time to time;

4.20. Successful bidders shall observe all applicable legislation and security registration / accreditation / grading

requirements;

4.21. The successful Bidder/s will be required to, through negotiation, agree on and sign a contract which contains

the Service Level Agreement.

4.22. The bidder must have a minimum of one (1) years completed experience in the provisioning of guarding

services in the past two (2) years of bid closing date.

5.2.2. Bidders Experience:

The bidder must have a minimum of one (1) years completed experience in the provisioning of guarding services

in the past two (2) years of bid closing date. The bidder must use Annexure BR as a template to provide to their

clients to confirm the bidders experience in providing guarding services.

Note: Annexure BR to be completed by bidder’s client and also insert client letter head and SAPO reserve the

right to contact bidder’s client to verify information provided. Bidder must submit a minimum of one (1) Annexure

10..6 To carry out site inspections, product evaluations or explanatory meetings in order to verify the

nature and quality of the Services bidded for, whether before or after adjudication of the bid.

10..7 Request audited financial statements or other documentation for the purposes of a due diligence

exercise;

10..8 to cancel the contract and/request that National Treasury place the Respondent on its Database of

Restricted Suppliers for a period not exceeding 10 years, on the basis that a contract was awarded

on the strength of incorrect information furnished by the Respondent or on any other basis

recognised in law;

10..9 To award the bid to a Bidder who is not the highest scoring Bidder, provided that an objective

criteria was indicated in the evaluation criteria.

10..10 To correct any mistakes at any stage of the bid that may have been in the bid documents or

occurred at any stage of the bid process.

10..11 To award the business to the next highest scoring bidder(price and specific goal), provided that

he/she is still prepared to provide the required Goods/Services at the quoted price, should the

preferred bidder fail to sign or commence with the contract within a reasonable period after being

requested to do so. Under such circumstances, the validity of the bids of the next ranked bidder(s)

will be deemed to remain valid, irrespective of whether the next ranked bidder(s) were issued with

a Letter of Regret. Bidders may therefore be requested to advise whether they would still be

prepared to provide the required Goods/Services at their quoted price, even after they have been

issued with a Letter of Regret.

 No attempts may be made, whether directly or indirectly, to canvass any member of SAPO staff before the

award of the contract. Any enquiries must be referred, in writing, to the specified person(s).

RFP 26-27-09 of 18

are accurately recorded, stored and maintained in a manner that is auditable and available for inspection.

(SAPO) workplaces across the following demarcated SAPO regions:

• Northern Region: Mpumalanga

Bidders must supply & provide costing on ALL SAPO FACILITIES indicated on the Pricing Schedule (Annexure A)

per Mpumalanga Province(demarcated SAPO Region) bidding for and cannot supply and cost in part i.e. for only

certain branches/facilities within the Mpumalanga Province (demarcated SAPO Region) bidding for. This will

constitute incomplete pricing, and the bidder will be disqualified and not considered further for evaluation on price

and specific goals.

The Pricing Schedule (Annexure A) reflects the Mpumalanga Province (demarcated SAPO Region) and facilities

where these services will be required

2.1. The bidder must be registered with the Private Security Industry Regulatory Authority (PSIRA) for at least

one (1) year prior to the bid closing date The PSIRA membership certificate submitted in the name of the

bidding company must be valid on the bid closing date.

2.2. The bidder must provide a PSIRA Statement of Good Standing in the name of the bidding company

confirming that the bidder is in good standing and the Statement of Good Standing must be valid on the bid

closing date

The contract will be awarded on a month to month basis, for a maximum period of one (1) year.

3. Scope of work

3.1. To provide Grade C or B, PSIRA registered and accredited armed and unarmed guarding services as detailed

per Annexure A.

3.2. The implementation of physical security, access control and other security measures, aimed at preventing

and or deterring crime. Identify risks and threats to the SAPO Facilities and in so doing, safeguard SAPO

assets, employees, customers and suppliers.

3.3. Secure the premises in order to identify risks and threats to the Post Office and in so doing, deterring /

delaying crime, thus safeguard SAPO assets, employees and customers.

3.4. The deployment of the guards will as per the requirements per Annexure A be on a 12 hour shift, from 06:00

to 18:00 and/or 18:00 to 06:00 from Monday to Friday, and/or Weekends (Saturday and Sunday), as well as

keeping criteria will result in the disqualification of the bid.

5.1.1 Pricing Schedule

Bidders must complete Pricing Schedule (Annexure A) in full and in the format provided in the Bid Document.

NOTE: Bidders must complete Ad – hoc rates in full as it forms part/constitutes the Pricing Schedule (Annexure A)

in its entirety.

Note: ADHOC pricing will not be used for benchmarking purposes (specific goals and price) but will be used on an

as and when required basis during the implementation process.

5.1.2 Valid PSIRA membership certificate

The bidder must be registered with the Private Security Industry Regulatory Authority (PSIRA) for at least one (1)

year prior to the bid closing date. Bidders must submit a valid PSIRA membership certificate in the name of the

bidding company confirming registration with PSIRA for at least one (1) year prior to the bid closing date.

[Yes or No]

Pricing Schedule (Annexure A)

Commissioner of oaths (EMEs and QSEs).OR a DTI BBBEE Certificate

(EMEs and QSEs).

Joint Venture (i.e. incorporate/unincorporated), a consolidated BEE

certificate must be submitted to earn the relevant point(s).

RFP 26-27-09 of 8

7. Annexure a: pricing schedule

See the attached Excel Pricing Schedule (Annexure A)

 Northern Region: Mpumalanga

a) Bidders shall quote rates that include the cost of all labour, equipment, materials and consumables required to

execute the service.

b) The bidder warrants that the pricing quoted above is free of any errors or omissions and that he/she is able to

deliver the scope on the prices quoted.

c) For purpose of Vat Bidders are requested to use 15% VAT

RFP 26-27-09 of 8

4.1. To provide detailed reports to SAPO, Security and Investigations office of any incident or service irregularity within a 24 hour turnaround of the incident occurring. This does not however stop the security company from informing Security and Investigations immediately when a service irregularity or an incident occurs. 4.2. Identify the cause and prevent injury or death to any person within the Service Area/s. 4.3. Occurrence Book/s (OB) must be maintained at every single service area / designated service point/s. 4.4. Perform monthly documented security risk / assessment on premises or when required by SAPO. 4.5. The Bidder shall ensure regular patrolling of all premises to enforce and maintain law and order, and to prevent and/or detect damage, destruction, sabotage, vandalism, theft and assault. RFP 26-27-09 of 18 A Guard Monitoring System shall be deployed at all designated high‐risk sites, as determined by the respective Regional Managers. These sites include, but are not limited to, Mail Hubs, Regional and Area Offices, Support Service premises, and identified high‐risk branches. The Contractor shall implement and maintain a fully operational electronic guard monitoring system, configured with predefined patrol points, routes, and schedules. The system must record all patrol activities in real time to ensure continuous monitoring, verification, and accountability of security operations. The electronic guard monitoring system shall automatically detect and trigger alerts for missed patrols, which must be communicated in real time to an offsite Control Room for immediate monitoring, escalation and follow-up with on-site security personnel. The Control Room shall actively monitor such alerts and ensure appropriate response actions are taken and recorded. The Bidder shall ensure that all patrol activities, including completed patrols, exceptions and missed patrols, are accurately recorded, stored and maintained in a manner that is auditable and available for inspection. The system must be reliable, operational at all times, and demonstrably effective in supporting the required security functions. The implementation, functionality and effectiveness of the electronic guard monitoring system shall be subject to verification during the due diligence process and failure to demonstrate full compliance shall be deemed non-compliant. 4.6. Respond to and report any irregularities, unsafe acts and unsafe conditions. 4.7. Guards are to be visited (3) three times per shift on a four hourly basis – day and night by a patrolling Manager or Supervisor at sites as directed by the responsible SAPO Regional Manager in the Mpumalanga Province. 4.8. Uniform and Equipment Requirements: All guards deployed to the service areas must be dressed and equipped appropriately. Retail and Support Service sites - formal (collar, tie & step in / lace up shoes)

Hand held metal detector

Reflector jacket

Pocket book and pen

Occurrence book

Hand held radio incorporating a panic facility and guard tracking capability

Cell phone NOTE: The costing of radios, uniform and other equipment listed above, is to be the total inclusive cost as priced in the Pricing Annexure. 4.9. Penalties, per shift, will apply in the event of, but not limited to the following;

Late Posting R 500.00

Incomplete Uniform R 100.00

Short Posting R 500.00

No OB or incomplete R 50.00

No or insufficient site visits R 200.00

Guards posted without firearms to sites R 500.00 RFP 26-27-09 of 18 4.10. The Bidder shall maintain a fully operational Branch within each Post Office Region for which they are submitting a bid. Each Branch must be equipped with both a Secure Firearm Vault and a dedicated Control Room, compliant with all applicable legislation, including the Firearms Control Act and PSIRA regulations. 4.11. Control Room Requirement

The Bidder shall provide a dedicated Control Room that is physically separated, partitioned, and secured from the main branch operations.

The Control Room shall operate on a 24-hour basis and be continuously staffed by Security Officials who are duly registered and accredited with PSIRA.

All personnel assigned to the Control Room must hold valid PSIRA registration and be suitably trained to perform monitoring and response coordination functions.

Access to the Control Room shall be strictly controlled through reinforced access control systems, including but not limited to biometric, card-based, or coded entry mechanisms. Only authorized PSIRA-registered personnel shall be permitted access.

The Control Room shall be secured with appropriate physical security measures, including security-rated doors, locking systems and surveillance systems to prevent unauthorized entry.

The Control Room shall be equipped with reliable and fully operational communication systems, including a base radio with sufficient network coverage to effectively communicate with the furthest operational site, as well as telephone and digital communication platforms, to ensure continuous and effective coordination of all security operations.

The Control Room shall continuously monitor: o CCTV surveillance systems o Electronic patrol monitoring systems o Patrol systems and Panic activations o All communication channels

Control Room personnel shall be capable of dispatching response teams and coordinating with relevant law enforcement authorities.

A designated Control Room Manager shall be appointed to oversee operations, supervise staff, and ensure compliance with all applicable standards and procedures.

The Control Room shall be equipped with an uninterrupted power supply or backup power system to ensure continuous operation.

Adequate fire safety measures, including fire detection systems and emergency exits, shall be installed and maintained. Emergency procedures must be documented and readily accessible.

The Bidder shall ensure the maintenance of accurate and up-to-date records, including incident reports, visitor logs, and operator shift records.

The confidentiality and integrity of all client information and surveillance data shall be maintained at all times. RFP 26-27-09 of 18 4.12. Firearm Vault Requirements

The Bidder shall provide a Secure Firearm Vault that is solidly constructed, tamper-resistant, and capable of being securely locked.

The Firearm Vault shall comply fully with the provisions of the Firearms Control Act and all applicable PSIRA standards.

Access to the Firearm Vault shall be strictly restricted through reinforced access control systems, including biometric, card-based, or coded entry mechanisms.

Only authorized personnel who are registered with PSIRA shall be permitted access to the Firearm Vault.

Points Allocation: 00 points

B-BBEE Details: ted to advise whether they would still be

prepared to provide the required Goods/Services at their quoted price, even after they have been

issued with a Letter of Regret.

 No attempts may be made, whether directly or indirectly, to canvass any member of SAPO staff before the

award of the contract. Any enquiries must be referred, in writing, to the specified person(s).

RFP 26-27-09 of 18

11. Joint ventures, consortiums, partnerships and trusts

 A trust, consortium or joint venture, will qualify for points for their specific goal as a legal entity, provided

that the entity submits their B-BBEE status level certificate.

 A trust, consortium or joint venture will qualify for points for their specific goal as an unincorporated or

incorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were

a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid. If a

consolidated BBBEE Certificate is not submitted together with the proposal at closing date of the bid, the

bidder will not be disqualified but receive zero (0) points for Specific Goals/Preference points

 Bidders must submit concrete proof of the existence of joint ventures and/or consortium arrangements.

SAPO will accept signed agreements as acceptable proof of the existence of a joint venture and/or

consortium arrangement.

 The joint venture and/or consortium agreements must clearly set out the roles and responsibilities of the

Lead Partner and the joint venture and/or consortium party. The agreement must also clearly identify the

Lead Partner, with the power of attorney to bind the other party/parties in respect of matters pertaining to

the joint venture and/or consortium arrangement.

12. SAMPLES (If applicable)

SAPO sh

 Proposals must be submitted through the Tender Box. It is the bidder’s sole responsibility to ensure that the bid

has been submitted and inserted in the tender box received by no later than the 2026/07/28 at 11h00. Proposals

received after the stipulated bid closing date and time will not be considered for bid evaluation purposes.

 Any amendments to the proposal documents, whether erasures or by means of correction fluid (e.g. Tippex),

must be initialled by the bidder.

 All documents and correspondence must be in English, failure to comply, the bid proposal will not be evaluated.

 Pricing schedule must be completed in South African Rands (ZAR). Failure to provide the bid in South African

will not be accepted .and must be valid at the bid closing date

 Hand delivered proposals must be delivered sealed. The following information shall appear on the outside of

the sealed proposal:

5..1 Name of bidder;

5..2 Description of proposal;

5..3 RFP number;

5..4 Closing date and time;

5..5 Name of person for whose attention the proposal is intended; and

RFP 26-27-09 of 18

5..6 The name and address of the Bidder must be written on the reverse side of the proposal / envelope.

sites - formal (collar, tie & step in / lace up shoes):

• Uniform
• Rain Suit
• Handcuffs
• Hand held metal detector
• Reflector jacket
• Baton
• Torch
• Pocket book and pen
• Occurrence book
• Hand held radio incorporating a panic facility and guard tracking capability
• Cell phone

NOTE: The costing of radios, uniform and other equipment listed above, is to be the total inclusive cost as priced in

the Pricing Annexure.

4.9. Penalties, per shift, will apply in the event of, but not limited to the following;

• Late Posting R 500.00
• Incomplete Uniform R 100.00
• Short Posting R 500.00
• No OB or incomplete R 50.00
• No or insufficient site visits R 200.00
• Guards posted without firearms to sites R 500.00

RFP 26-27-09 of 18

4.10. The Bidder shall maintain a fully operational Branch within each Post Office Region for which they are

submitting a bid. Each Branch must be equipped with both a Secure Firearm Vault and a dedicated Control

4.11. Control Room Requirement

• The Bidder shall provide a dedicated Control Room that is physically separated, partitioned, and secured

from the main branch operations.

• The Control Room shall operate on a 24-hour basis and be continuously staffed by Security Officials who

are duly registered and accredited with PSIRA.

• All personnel assigned to the Control Room must hold valid PSIRA registration and be suitably trained to

perform monitoring and response coordination functions.

• Access to the Control Room shall be strictly controlled through reinforced access control systems, including

but not limited to biometric, card-based, or coded entry mechanisms. Only authorized PSIRA-registered

personnel shall be permitted access.

• The Control Room shall be secured with appropriate physical security measures, including security-rated

doors, locking systems and surveillance systems to prevent unauthorized entry.

• The Control Room shall be equipped with reliable and fully operational communication systems, including

a base radio with sufficient network coverage to effectively communicate with the furthest operational site,

as well as telephone and digital communication platforms, to ensure continuous and effective coordination

of all security operations.

• The Control Room shall continuously monitor:

o CCTV surveillance systems

o Electronic patrol monitoring systems

o Patrol systems and Panic activations

o All communication channels

• Control Room personnel shall be capable of dispatching response teams and coordinating with relevant

law enforcement authorities.

• A designated Control Room Manager shall be appointed to oversee operations, supervise staff, and

ensure compliance with all applicable standards and procedures.

• The Control Room shall be equipped with an uninterrupted power supply or backup power system to

ensure continuous operation.

• Adequate fire safety measures, including fire detection systems and emergency exits, shall be installed

and maintained. Emergency procedures must be documented and readily accessible.

• The Bidder shall ensure the maintenance of accurate and up-to-date records, including incident reports,

visitor logs, and operator shift records.

• The confidentiality and integrity of all client information and surveillance data shall be maintained at all

times.

RFP 26-27-09 of 18

4.12. Firearm Vault Requirements

• The Bidder shall provide a Secure Firearm Vault that is solidly constructed, tamper-resistant, and capable of

being securely locked.

• The Firearm Vault shall comply fully with the provisions of the Firearms Control Act and all applicable PSIRA

standards.

• Access to the Firearm Vault shall be strictly restricted through reinforced access control systems, including

biometric, card-based, or coded entry mechanisms.

• Only authorized personnel who are registered with PSIRA shall be permitted access to the Firearm Vault.

• The Bidder shall maintain detailed visitor and access logs for the Firearm Vault, and all entries shall be

verified and auditable.

• The Firearm Vault shall be fitted with secure storage racks and/or cabinets specifically designed for the safe

storage of firearms.

• Ammunition shall be stored separately from firearms, in a secure and compliant manner.

• Emergency procedures relating to the Firearm Vault shall be documented and made readily accessible to

authorized personnel.

4.13. Requirements Applicable to Both Control Room and Firearm Vault

• Both the Control Room and the Firearm Vault shall be secured by means of reinforced access control

systems, including security-rated doors, locking mechanisms, and restricted entry systems.

• Both facilities shall be continuously monitored by CCTV surveillance systems covering all access points and

internal areas.

• CCTV recordings shall be securely stored and retained for audit, investigation and review purposes.

• Access to both facilities shall be limited strictly to authorized personnel and all access shall be recorded in

maintained visitor and access logs.

• The Bidder shall ensure that all security measures implemented for both facilities are compliant with relevant

legislative and regulatory requirements.

4.14. The Bidder shall ensure that a designated employee, being the Armoury Manager or other duly appointed

responsible official, is assigned to manage the firearm armoury within the relevant Mpumalanga Province

bidding for. Such employee shall be permanently deployed within the Mpumalanga Province of operation and

shall, at all times, be in possession of a valid firearm competency certificate issued in terms of the Firearms

Bidders will submit their service rates per twelve (12) hour shifts which must also be quantified in a monthly and

total cost over (twelve) 12 months, as per Annexure A.

The deployment of the guards will as per the requirements per Annexure A be on a 12 hour shift, from 06:00 to 18:00

and/or 18:00 to 06:00 from Monday to Friday, and/or Weekends (Saturday and Sunday), as well as Public Holidays.

In addition, Ad-hoc twelve (12) hour shift rates for Armed and Unarmed Guards must be furnished on Annexure A for

normal day and night shift, as well as for Public Holidays.

branch within the province(s) for which they are bidding

Ability to provide proof of staff component (i.e. Time Sheets etc.)

Sbd1 – invitaton to bid 2

Sbd4 – bidder’s disclosure 5

1. Scope of supply and specific instructions 7

2. Confidentiality and non-disclosure agreement 11

3. Certificate of acquaintance with bid documents 14

4. Specification 15

5. Evaluation criteria 21

6. Returnable document[s] 26

7. Annexure a: pricing schedule 28

8. Annexure br 29

9. Annexure bc 30

RFP 26-27-09 of 2

Sbd1 - invitation to bid

when used in this Confidentiality Agreement, bear the meanings ascribed to them:

1.1 “Bidder” shall mean any person who attends the briefing session and/or any entity which is represented at

the briefing session whose details and signature are set out in the attendance register;

1.2 “Confidentiality Agreement” shall mean this confidentiality Agreement; and

1.3 “Post Office” shall mean the South African Post Office, a public company with limited liability duly incorporated

in accordance with company laws of the Republic of South Africa with registration number 1991/005477/06.

2 introduction

2.1 The Bidder has attended a briefing session which is hosted by the Post Office, at which the Post Office shall

provide information to Bidders who wish to enter into discussions with the Post Office concerning a number

of issues pertaining to the possible provision of services by the Bidder to the Post Office, which discussions

may or may not result in the Post Office and the Bidder entering into an agreement, arrangements,

discussions or alliances.

2.2 During the briefing session and in negotiating the business relations, the Post Office shall disclose

confidential information relating to its business to the Bidder.

2.3 The Bidder agrees to be bound by the terms and to be subject to the conditions of this Confidentiality

printed, photographic and recorded information of all types that is:

3.1 Confidential or secret information relating to the commercial and financial activities of the Post Office, which

would include legal, financial, contractual or commercial arrangements between the Post Office group of

companies, customers and/or third parties;

3.2 Confidential information and details concerning current or prospective customers, suppliers, commercial

associates and other parties with whom the Post Office enjoys a commercial relationship;

3.3 Proposed, impending or actual commercial transactions, arrangements, ventures, agreements or

opportunities which are of a confidential or secret nature;

3.4 Trade secrets, operating procedures, quality control procedures, approximate operation personnel requirements,

descriptions, trade names, trademarks, know how, techniques, technology, copyright, and all goodwill relating to

the business and any other existing intellectual property rights or any intellectual property created as a result of

the provision of services;

3.5 Confidential or privileged information concerning disputes, claims, litigation or similar actions in which any party

is or may become involved; and

3.6 Any other information surrounding the nature of the discussions giving rise to this Confidentiality Agreement.

4.1 The information is publicly available, or becomes publicly available otherwise than by action of the Bidder; or

4.2 The information was already known to the Bidder (as evidenced by its written records) prior to its receipt under

this or any previous confidentiality agreement between the parties or their affiliates; or

4.3 The information was received from another party not in breach of an obligation of confidentiality.

RFP 26-27-09 of 18

5.2 The Bidder agrees that it shall not disclose the Confidential Information to any third party for any reason or

purpose whatsoever without the prior written consent of the Post Office.

5.3 The Bidder may disclose the Confidential Information only to its directors and other officers, employees and

professional advisors agents and consultants only on a strictly need-to-know basis and on the terms and

conditions provided for in this Confidentiality Agreement.

5.4 The Bidder undertakes not to use the Confidential Information for any purpose other than:

5.4.1 That for which it is disclosed; and

5.4.2 In accordance with the provisions of this Confidentiality Agreement.

5.5 The Bidder undertakes to ensure that their employees will observe and comply with their obligations in respect

thereof, whether or not they remain employees of the Bidder.

5.6 The Bidder agrees that it shall only, where necessary, disclose the Confidential Information to its professional

advisers, agents and consultants, provided that such professional advisers, agents and consultants sign a similar

undertaking and that they are aware of the confidential nature of the information being made available to them.

5.7 The Bidder shall takes all steps necessary to procure that such professional advisers, agents and consultants

agree to abide by the terms of this Confidentiality Agreement to prevent the unauthorized disclosure of the

6.1 All Confidential Information disclosed by the Post Office to the Bidder is acknowledged by the Bidder to be

proprietary to the Post Office who shall retain all right, title and interest in and to that information.

6.2 The possession of the Confidential Information by the Bidder does not to confer any rights of whatever nature in

such Confidential Information to the Bidder.

6.3 No provision in this Confidentiality Agreement shall be interpreted to confer any right of license under any

trademark, patent or copyright, or any applications for such a trademark, patent or copyright which may be

pending now or in the future to the Bidder.

9.1 Any breach of any obligation or undertaking by the Bidder will constitute a material breach of this Confidentiality

9.3 The Bidder acknowledges that the Post Office shall be entitled to apply to court for an interdict or other appropriate

relief against the Bidder, should the Post Office have any reasonable basis to believe that the Bidder is or may

be in breach of this Confidentiality Agreement and thus endangering the proprietary interests of the Post Office.

termination of this Confidentiality Agreement or notwithstanding that either party decides at any time, whether before

or after the commencement of this Confidentiality Agreement, not to pursue the discussions to enter into a business

relationship or that the relationship between the parties pursuant to those discussions is terminated for any reason

whatsoever

11.1 This Confidentiality Agreement constitutes the sole record of the agreement between the parties with regard

to the subject matter hereof. No party shall be bound by any express or implied term, representation, warranty,

promise or the like not recorded herein.

11.2 No addition to, variation of, or agreed cancellation of this Confidentiality Agreement shall be of any force or

effect unless in writing and signed by or on behalf of the parties.

11.3 No relaxation or indulgence which the Post Office may grant to the Bidder shall constitute a waiver of the rights

of the Post Office and shall not preclude the Post Office from exercising any rights which may have arisen in

the past or which might arise in future.

11.4 The Bidder agrees and confirm by their signature to the RFP Documents that any present and/or previous

discussions or correspondence shall, for purposes of this Confidentiality Agreement, be considered to be

11.5 An approval or consent given by a party under this Confidentiality Agreement shall only be valid if in writing

and shall not relieve the other party from responsibility for complying with the requirements of this

in this Confidentiality Agreement.

Security services required for closed facilities in Mpumalanga, covering multiple sites across Retail, Mail, Logistics, and Support business units. Services include unarmed (Grade B and C) and armed (Grade C) guarding for day, night, weekend, and public holiday shifts. Bidders must provide pricing for 12-hour shifts, inclusive of VAT, for all guard grades and shift types.

Pricing must be provided per guard, per 12-hour shift, inclusive of VAT. Bidders must quote for: Grade B (Unarmed) and Grade C (Unarmed/Armed) for day, night, weekend, and public holiday shifts. Ad-hoc daily rates must also be quoted, inclusive of VAT. Pricing must cover all listed sites in Mpumalanga, with totals for monthly and 12-month costs per site and overall.