Appointment of a professional security service provider to secure and ensure safety of departmental resources (plant, material, personnel, etc.) For makhanda offices for a period of thirty-six (36) months.

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Returnable Documents: before the Registration on the Central Supplier Database (CSD) has been confirmed.,

• Bidders must also submit a Tax Compliance Status PIN code in order to verify their tax status,
• The SDB 1, SBD 3.1, Bid Pricing Form, SBD 4, SBD 6.1, and SBD 7.2 (Part 1 Only) forms

The Department of Transport intends to appoint a professional security service provider to

secure and ensure the safety of Departmental resources (Plant, Material, Personnel, etc.) for

Makhanda Offices for a period of Thirty-Six (36) months.

The Department of Transport proposed procurement for security services at Makhanda Offices

for a contract period of thirty-six (36) months. Makhanda Offices contract will require 2 x Grade

B as Security Supervisors and 8 x Grade C as Security Guards. The funding will be from the

Directorate, In-house Construction Unit.

3. Objectives and Goals

Section 45 (e) of the Public Finance Management Act [PFMA] states that an official in a

Department, Trading Entity or Constitutional Institution is responsible for the management,

including the safeguarding, of the assets and the management of the liabilities within that

official’s area of responsibility. It is therefore important to safeguard the building including all

assets and employees.

4.1 Manpower Requirements

The contract requires 10 security officers to cover the two shifts.

Day shift

Quantity Level/Grade Positions

1 Grade B Site Supervisor

4 Grade C Security guards

Total: 5

Night shift

Quantity Level/Grade Positions

1 Grade B Site Supervisor

4 Grade C Security guards

Total 5

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

• Security guards will be required to work 12-hour day shift (06H00-18H00) Monday to

Sunday including weekends and public holidays.

• Security guards will be required to work 12-hour night shift (18H00-06H00) Monday to

Sunday including weekends and public holidays.

• Provision of security officers for physically guarding Departmental camp sites and site

offices.

• Provision of professional patrol armed response services for site offices.

• Bidders will be required to submit an armed response methodology which must be in

line with scope of work on how they will respond to emergencies.

• One Patrol vehicle. Bidder must attach company/director ownership certificate to prove

ownership or must attach letter of Intent to hire accompanied by certificates of

ownership for the hired vehicle. Such a letter must be certified by registered

commissioner of Oaths. The vehicle must be available for the entire duration of contract

period. The vehicle will be required to patrol during the night shifts (18h00 - 06h00).

4.2 Equipment Requirements

Items Description Quantity

Communication Appropriately certified 2-way radios rechargeable 5 radios per

devises Push to Talk (PTT) radios shift

Cell phone In good working condition with airtime 1

and data (smartphone)

Guard Monitoring/Clocking Clocking system with a minimum of 10 clocking points 1

System

Access Control System Must be able to scan ID’, Drivers licences and Vehicle 2

Licence Disc

Vehicle (Night Shift) A patrol vehicle to be available for the duration of 1

the contract. (with a tracking system)

Firearm With valid licenses 2

Firearm safe 2 Unit Dual-Lock Handgun Safe- SABS approved 1

Metal detectors Re-chargeable 2

Torches Rechargeable spotlight range 200 – 5

DC12V minimum 600 lumen

Batons Standard 5

Hand cuffs Standard 5

Pepper spray Standard 5

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

Pocket book and Supply for the entire period of contract. Each S/O 36 months

Pen (red and black)

Company and PSIRA Standard Each S/O

identification cards

• Occurrence books, Perimeter fence registers. After hours registers, Equipment registers,

Firearm registers, Visitors access control registers, Patrol registers and security breaches

register, Key control register, Radio control register, Confiscated items register, Car park

inspection registers, Posting sheets for screeners (certified and non- certified), Posting sheet

for night shift.

• Procurement, installation and monitoring of the following services:

(All these equipment’s will become the property of the state when

Contract expire)

• CCTV Surveillance System:

a. Procurement and installation of twenty (20) CCTV surveillance cameras, strategically

placed as per site requirements.

b. Cameras must support high-definition (HD) resolution 4 Mega pixel Lens, night vision, and

motion detection.

c. All cameras should be IP-based and integrated into a central monitoring system.

d. Necessary network infrastructure (cabling, switches, power supply units, etc.) must be

provided and installed by the service provider.

e. Setup of a secure lockable rack cabinet.

f. Regular system maintenance and technical support during the contract period.

g. Smart Hybrid Light: Advanced technology with long range

h. Built-in microphone for real-time audio security

i. Water and dust resistant

j. 1 x 32 channel 16 Terabytes hard drive NVR

k. The department will provide 1 x 54 Inch TV screen monitors include HDMI, USB and high-

quality audio.

l. 10 x High mast lights solar panels (1000w) to erected within the premises.

• Surveillance software on each camera (Surveillance software licenses will remain the

property of the Department)

• The system must be controlled remotely, and the information must be made available

remotely to be viewed on the standard PC and Mobile Phones.

• A camera surveillance system with Artificial intelligence capacity to identify intruders or

anomalies and send out real time notifications or alerts to all relevant personnel via

smartphone. The System should be able to retain footage for a period of 24 to 36 months.

Be easily exported to USB.

• It must also monitor guard patrol regularity and guard behavior monitoring. A once –off

procurement for a UPS with a 2-hour standby capacity must be factored into the price and

will be the property of the department when the contract expires.

• Your system should be able to view everything happening on site. The data shall be

recorded on site and shall be able to be viewed remotely. The digital video recordings for

each day/ month should be saved on a Cloud for referral in case of theft or vandalism or any

incident happening on site and should remain with the state for filling.

• Pricing must include all accessories, cabling, labour etc.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

• Reports

Reports must show general operation of the offices and construction camps as:

a. Reports must be able to be customized.

b. Reports must be able to be exported into formats such as excel or pdf.

c. Reports must be able to be emailed directly from the system.

d. New reports must be able to be added without upgrading or changing the software.

• The equipment that you will be installing will be at the company/ supplier’s own risk.

The department will not take responsibly for any losses or damages on the

equipment while on site.

• Monthly rental of sattelite internet solutions

a) Satellite Internet through ISPs including LTE Telecom Connect suitable for each site

b) The packages must have speeds ranging from 20Mbps to 50Mbps

c) Uncapped or Unlimited Wi-fi.

d) Must be able to back-up information through Departmental Cloud solution.

4.3 Service Categories

Services may generally be divided into the following categories:

4.3.1 Patrol vehicle.

4.3.2 Processing (searching) of clients and government employees.

4.3.3 Searching of designated areas.

4.3.4 Guarding services

Specific functions will depend on local circumstances. Basic functions are described in the

following paragraphs. Electronic monitoring must be provided

4.4 Access Control

4.4.1 Ensure that the access control points are neat and tidy at all times.

4.4.2 Inspect the facilities equipment / machinery including vehicles, boundary walls,

perimeter fence and report any defects to the security manager.

4.4.3 Security staff shall possess valid PSIRA registration certificates and be conversant

with access control and other related procedures.

4.4.4 Ensure that the driver and passengers visiting the premises possess the requisite

authority or good reason to be on the premises.

4.4.5 Be polite and courteous towards personnel and clients but without deviating from set

procedures.

4.4.6 Perform searches on vehicles as specified in the Company (Contractor) operations

procedures and enabling legislation.

4.4.7 In the event of any doubt or suspicion, contact the contract manager or site

supervisor.

4.4.8 Provide access to vehicles and individuals upon being satisfied that all requirements

have been met.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

4.4.9 All breaches of security including damages to the premises or contents must be

reported to the department in writing.

4.5 Physical Scope of this Specific Contract

The following facilities to be patrolled and secured:

4.5.1 Offices

4.5.2 Car park area

4.5 3 Surroundings of the building inside and outside

4.5.4 The Guards may be rotated to various sites as per the needs of the clients.

4.5.5 Site employee compounds

4.5.6 Crushing quarries and stockpile areas

4.5.7 Temporary camps along the road

4.5.8 Construction plant sub-camp

4.6 Guard Services

4.1.1 This service relates to the guarding of assets in accordance with standard practices

and procedures in the security industry.

4.1.2 All accommodation, facilities and services supplied to the Contractor by the Employer

shall be operated and maintained by the Contractor to the satisfaction of the Employer.

The bidded price shall include for such services and no extra payment will be made to

this effect unless specifically allowed for in the Schedule of Quantities.

5. Restrictions on the Erection of Structures and Equipment

5.1 The erection, installation, or alteration by the Contractor of any structures including

movable temporary office accommodation units which the Contractor may wish to erect

for administrative and supervisory purposes and equipment in or on the site in terms of

this contract shall be subject to the prior written approval of the Employer. No domestic

housing facilities will be allowed on site.

5.2 The Employer shall not be liable for any loss or damage to equipment supplied by the

Contractor due to theft, vandalism or whatever reason and any such equipment lost or

damaged shall be replaced by the Contractor at his/her own cost.

6. General Requirements with Regard to Personnel upon Signing a Contract

6.1 All security staff shall be properly trained and equipped for their duties and shall be

security cleared by the S.A. Police Services. All personnel shall be outfitted with

uniforms and equipment necessary for the performance of their duties.

6.2 The Contractor undertakes to employ only such persons for the performance of the

function and/or duties in connection with the project on the site as the Employer may

approve in writing. The Contractor shall advise all his personnel or persons to be

employed by him/her in the performance of the functions and/or duties in accordance

with this contract of any security measures, which the Employer may from time to time

prescribe.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

6.3 If the Employer at any time is of the opinion that any of the Contractor’s employees

connected with the performance of the functions and/or duties in terms of this contract

should, for any reason not be connected with the performance of such functions or

duties, the Employer shall be entitled to require the Contractor forthwith to withdraw

any such employee from any such function or duty or forthwith to withdraw such

employee from the project.

6.4 In such an event the Contractor shall forthwith comply with such request and shall not

on account of such request be entitled to claim any loss or damages from the

Employer; and

6.5 Furthermore, if the Employer requires any information regarding any of the Contractor’s

employees connected with the performance of functions and duties in terms of this

Contract, the Contractor shall without delay furnish the Employer with all available

information upon request.

6.6 The Contractor shall appoint personnel capable of communicating with members of the

public in the language dominant in the area and the Employer shall be entitled to

require the Contractor forthwith to withdraw any employees from the relevant duty if

such employee does not, in the opinion of the Employer, comply with a reasonable

linguistic standard.

7. Supervisors and security guards

The security staff employed by the Contractor at the site shall satisfy the following conditions:

7.2 Supervisors

7.2.1 Supervisors shall be trained, trained and should have grade 12 (Gr 12) or

similar level of qualification, have Grade “B” PSIRA certificate and be able to

read and write.

7.2.2 Supervisors shall have a good grounding in their post descriptions and duties.

7.2.3 Supervisors shall at all times be capable of leading/controlling and supervising

their subordinates.

7.2.4 Supervisors shall be able to communicate, verbally and in writing.

7.3 Security Guards

(a) Security guards shall be trained and should have grade 12 (Gr 12) or similar level

of qualification

(b) Security guards shall be able to communicate, read and write.

(c) Security guards may not be younger than 18 years of age.

8. General Provisions for Supervisors and Security Guards

8.1 Supervisors and security guards shall have undergone and passed formal Security

training approved by PSIRA.

8.2 At all times supervisors and security guards shall present an acceptable

image/appearance which implies, inter alia, that they may not publicly sit, lounge about,

smoke, eat or drink while attending to people.

8.3 Supervisors and security guards shall at all times present a dedicated attitude

/approach to security, which attitude/approach shall imply, inter alia, that there shall be no

unnecessary arguments with visitors/staff or discourteous behavior towards them.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

8.4 Supervisors and security guards shall be physically healthy and medically fit for the

execution of their duties.

8.5 Supervisors and security guards shall be registered as security officers/guards, as

required by Private Security Industry Regulatory Act, Act .

8.6 Supervisors and security guards shall sign an undertaking in which they declare that

they will refrain from any action which might be to the detriment of the Employer.

8.7 Supervisors and security guards are prohibited from reading office documents or

rummaging through records.

8.8 No information concerning Employers activities may be furnished to the public or news

media by the Contractor or his employees.

8.9 The Employer reserves the right to ascertain from the S.A. Police Services whether

security staff in his/her service possesses clearances, and to ascertain from the Private

Security Industry Regulatory Authority (PSIRA) whether the security staff are registered

with PSIRA.

8.10 The wages paid to security personnel shall be at least the minimum wage

according to the National Bargaining Council for the Private Security Sector

(Nbcpss).

The department reserves the right to verify that the appointed bidder pays its

employees according to the National Bargaining Council for the Private Security

Sector minimum wage.

The service provider shall submit the following upon request, during audits or

quarterly progress meetings

• Payslips reflecting current statutory rates / deductions.
• UIF for security officers
• Proof of payment to statutory bodies monthly.
• PSIRA registration status of all deployed personnel.
• Proof of registration and payment for security officers at various statutory

bodies.

Nb: IT is the responsibility of the service provider to make sure that all

Their employees are paid in time on the agreed payment date as per their

Contract.

9. Security Staff Equipment

The Contractor shall ensure that each member of his security staff will at all times when on

duty be fully equipped in respect of:

9.1 A neat and clearly identifiable uniform from the Contractor, which uniform will include

matching raincoats and overcoats for rainy and cold conditions respectively.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

9.2 A clear identification card from the Contractor, with the member’s photo, identification

and numbers on it, worn conspicuously on his person at all times.

9.3 Alternatively: A clear identification card from the Contractor with the member’s identity

and file numbers on it, accompanied by his official Identity Document, worn on his

person at all times.

9.4 Service aids to be worn on the body at all times:

9.4.1 Baton

9.4.2 Handcuffs

9.4.3 Whistle

9.4.4 Pocket Book

9.4.5 Pen

9.4.6 Torch (at night)

9.4.7 Radio – Handheld 2 Way

10. General Requirements

10.1 The Contractor must provide a 24-hour service and tracking of patrols must be

provided to the department on a weekly basis.

10.2 At his Headquarters, proper staff files of all security staff in his service that is employed

for service shall be kept up to date by the Contractor and be available for inspections

by the Employer. The appropriate documents shall include inter-alia, scholastic,

registration and medical certificates and security clearances.

10.3 The Contractor shall implement an approved control system such as a register (sign in

and out) to provide physical evidence of the presence of all employees on site at all

times. Data sheets shall be supplied to the representative at his request and shall be

submitted with payment certificates.

10.4 All employees shall be fully conversant with emergency plans and procedures on site

and shall give their full support in the event of an emergency.

10.5 Employees shall not work for more than 12-hour shifts.

10.6 The Contractor shall at all times provide the necessary random night supervision on

site.

10.7 Bidders shall include schematic diagrams of their command-and-control structure in

their bids.

10.8 The Contractor shall have detail procedures manuals for all security functions available

on site at all times. Procedures manuals shall be submitted for the approval of the

Employer at the start of the Contract. Approval of the manuals will not relieve the

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

Contractor from any of his obligations under the Contract. Should the Employer

discover any deficiencies in the Procedures Manuals subsequent to his approval of

such Manuals, he may order the contractor to amend the Manuals to his satisfaction at

the cost of the Contractor.

10.9 The Contractor must establish communication linkage with the police.

10.10 The Contractor shall check authorization letters for the removal of goods from the

institutions. Copies of the authorizations should be recorded and kept by the service

provider.

10.11 Upon signing of Service Level Agreement, the contractor shall submit full particulars,

including proof of training, of all security personnel employed on site and shall not

remove such personnel from the project or employ new personnel on site without

written approval of the Employer.

11. Training of Development

11.1 The Contractor shall provide the necessary training programmes including initial and

refresher courses to ensure that all personnel possess, at all times, the necessary

expertise to execute their functions in accordance with the specification and to the

satisfaction of the Employer.11.2 New personnel must be mentored by existing personnel to

allow for a proper induction phase.

11.3 The Contractor is responsible for the training of his staff at the centre in respect of the

application of the guidelines of the emergency plan, which shall be provided to him/her

by the Employer’s Emergency Co-ordinator.

11.4 Should any employee of the Contractor not perform his duties to the satisfaction of the

Employer, the Contractor shall forthwith remove such Employee from the site and

replace him/her with an alternative competent staff member.

11.5 The Employer may perform any tests, as he considers necessary from time to time to

ensure that the service provided by the Contractor is acceptable in terms of the

specification. The Employer or his representative will however not act as supervisors

and any such tests or absence thereof, shall not relieve the Contractor of his

responsibilities under this Contract.

11.6 Training to comply with Aviation Security Requirements

12. Supply and Maintenance of Equipment

All equipment including handheld metal detectors, extend-eye mirrors, radios and other

communication equipment, vehicles, arms and ammunition and any other equipment

necessary to execute this contract in accordance with the specification, shall be supplied and

maintained by the Contractor to the satisfaction of the Employer and in accordance with the

requirements of the National Key Point Act No. where applicable.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

13. Contract Management and operational capacity

13.1 Successful bidder shall provide a detailed operational plan (AOP) with regards to scope

of work and submit the following

• One month security plan before the commencement of the contract
• Details with target dates for planned month / year list
• Written description on how to build and maintain security culture in your

organization

• Provide contingency plan in the event of industrial action for the loss of key staff,

resources or facilities in ensuring the continuation of services

• Provide day to day rostering methodology and back up capacity

14. Registers

14.1 Security registers are to be supplied and kept neat and legible.

14.2 Occurrence Book

14.2.1. The purpose of the occurrence book is to give an overall picture of activities,

inspections by supervisors, and all other relevant occurrences at the center.

14.2.2 The Contractor’s security staff on duty shall make the following entries in the

occurrence book: all listed routine procedures such as patrols undertaken, handing

over of shifts, etc. mentioning the procedures followed, by whom and the time of

commencement. These entries shall be made clearly legible, in blue/black ink.

14.2.3 All occurrences, however, slight or unusual, shall be recorded with reference made

to the correct time and relevant actions taken.

14.2.4 All security staff activities, especially deviations in respect of the duty list, specifying

particulars of the staff and relevant times.

14.2.5 The issue and/or receipt of keys, specifying the time and by whom they were

received or delivered.

14.2.6 The unlocking or locking of doors or gates, specifying the time and by whom locked

or unlocked.

14.2.7 The handing over of shifts, mentioning all names of all shift staff and accompanying

equipment and aids. In this case, staff taking over as well as staff handing over shall

sign the entry/entries

14.2.8 After the taking over of shifts, the first level supervisor shall make an entry declaring

that he has read the Occurrence Book in order to acquaint himself with events that

occurred during the previous shift.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

14.2.9 All visits by second level supervisors and top management.

14.2.10 These entries shall be done in red ink.

Note: Under no circumstances may an entry in the occurrence book be erased,

painted out with correction fluid or totally deleted. It shall only be crossed out by a

single line and initialed on the side.

The Contractor shall store the completed (full) Occurrence Books until the end of

the contract.

14.2.11 Vehicle inspection forms

To be completed by the night shift for all government vehicles on the premises. Day

shift to check vehicles when taking over forms. Forms from previous day are to be

handed in at the office before 08h00 the following day.

14.2.12 Firearm Procedure for Contract Security

All handheld firearms and ammunition are in the custody of the site supervisor and

are kept in a locked safe. Handing over of firearms is done on a daily basis using

the firearm register. Alternatively, all handheld firearms and ammunition shall not

enter the premises.

• Provide proof of company approved firearm policy, firearm license and

copies of registers

• Contractor must have access to licensed firearm and competency in terms

of Firearm control act (Act ).The company must also have

Regulation valid training reports for security personnel

14.2.13 Storage of Pedestrian and Vehicle Forms

The contractor shall store the completed full pedestrian and vehicle register forms

for a period of twelve months. After twelve months these documents must be given

to the employer for archiving.

14.2.14 Notebook

The purpose of the notebook is to note down all incidents occurring, or observations

made by a security person during a turn of duty, for later reference. During their

turns of duty all security staff shall wear a notebook on their persons. The following

information shall be noted down in the notebooks: All occurrences/events however,

slight or unusual, referring to the following:

a. Reporting on and off duty.

b. Time of occurrence or event.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

c. Extent of occurrence or event.

d. Relevant occurrence book number with due allowance for paragraph below.

e. Follow up actions taken in respect of occurrence or event.

f. All relevant information noted down in notebook shall immediately or directly after

return from a patrol, be copied into the occurrence book.

g. The Contractor shall store the completed (full) notebooks for the contract period.

14.2.15 Duty List

a. The purpose of the duty list is to serve as proof, at all reasonable times, that all staff

who should be on duty per shift, are indeed on duty.

b. Daily, weekly, or monthly duty lists of all security staff on duty, as purported in this

agreement, shall be drawn up by the Contractor and kept in the security control

office of each Centre where such service is rendered.

c. Any change to the duty list shall be crossed out by a single line, installed, dated and

noted in the occurrence book.

14.2.16 Duty Sheet

a. The purpose of a duty sheet is to ensure that all security staff on duty is familiar with

the duties as required in this agreement.

b. The Contractor shall have available at the Centre a fully expounded duty sheet

per duty point.

15. Occupational Health and Safety

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended from time to time, (including any act which may take its place should it be

repealed during the currency of the agreement between the parties) as read with all

regulations and standards promulgated in terms of the former Machinery and Occupational

Act, No , as amended, and all regulations & standards promulgated in terms of the

Occupational Health & Safety Act from time to time;

15.1 The contractor:-

15.1.1 acknowledges that it is fully aware of the terms and conditions of the Act;

15.1.2 acknowledges that it is an employer in its own right with duties and

responsibilities as prescribed in the Act; agrees to ensure that all Services

shall be performed and all equipment shall be used in accordance

With the provisions of the Act accepts accountability for its employees and

sub-contractors to the extent that such employees and sub-contractors

(including any other personnel) contravene the provisions of the Act;

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

15.1.3 agrees to comply with all rules and regulations implemented by or on behalf

of the Employer relating to health and safety and will inform the Employer

immediately should contractor for any reason be unable to comply with the

provisions of the Act and such rules and regulations.

15.2 The contractor shall appoint a duly authorized representative to ensure the discharge

of its duties in terms of Section 16(1) and (2) of the Act for the term of the contract.

15.3 The parties acknowledge and agree that the contract shall constitute an agreement as

contemplated in Section 37(2) of the Act.

16. Service Level Agreement

It is recorded that the Employer and the service provider may from time to time agree in

writing to additional quality requirements and standards relating to the Services together with

performance measurement provisions, which quality requirements, performance

measurement provisions shall be reduced to writing in a service level agreement and signed

by both parties.

17. Breach and Termination

17.1 In the event of breach by the Service Provider of any of the terms and conditions of

this Agreement, and in the event that the Service Provider fails to remedy such

breach within seven (7) working days after receiving written notice from the

Department to do so, the Department shall be entitled to exercise all or any of the

following rights:

17.2 The Department, or a third person of its choice, may assume and take over control

of the project, in which event the Service Provider agrees to give access to and

make available all information, documents, programs and reports collected,

furnished and/or compiled by them to enable the Department to assume

responsibility for and the benefit of the project as a whole;

17.2.1 To terminate this Agreement without prejudice to any other rights it may

have;

17.2.2 To suspend payments to the Service Provider;

17.2.3 To appoint another Service Provider to complete execution of the project, in

which event the Service Provider shall be held liable for cost incurred in the

appointment of such Service Provider as well as reasonable cost of the

process for delay;

17.3 Should the Service Provider dispute the existence of breach entitling the

Department into the above-mentioned rights and remedies, the matter(s) in issue

may be referred at the request of either party for determination by an arbitrator to be

appointed in terms of clause 20 of this Agreement. Notwithstanding anything to the

contrary contained in this Agreement, and by the reasons of the financial and social

imperatives underlying this Agreement the arbitrator shall be entitled to make

interim order to make sure that the project proceeds and that no material delays

occur;

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

17.4 The Department may terminate the agreement should the Service Provider or any

of his/her agents make themselves guilty of misconduct in terms of code of conduct

of their profession or if the Service Provider acts dishonestly or contrary to the

integrity which is required by his/her profession;

17.5 In the event of any breach by the Department of the terms and conditions of this

Agreement, and in the event of the Department remaining in default after ten (10)

days written notice calling for rectification of the matter, the Service Provider shall

be entitled to;

17.5.1 Enforce strict compliance with the terms and condition of the

Agreement and may withhold provision of Services until the breach

by the Department is rectified;

17.5.2 or the provision of clause 17 shall apply mutatis mutandis in the

event of the Department disputing the existence of the breach

entitling the Service Provider to the rights and remedies envisaged in

17.1.

17.6 If, owing to circumstances beyond the control of the Service Provider it becomes

impossible for the Service Provider to fulfill any of his obligations in terms of this

Agreement, the Department upon receipt of written request from the Service

Provider, shall consider granting the Service Provider the necessary permission to

defer such performance for such a period as is required under the circumstances,

which permission shall not be unreasonably withheld;

17.7 In the event of the Department granting the Service Provider permission to defer

performance, it is specifically recorded that the Service Provider shall not be

entitled to payment thereof until the particular obligations have been discharged

fully;

17.8 Should the timeframe for the performance of the work not be met due to external

reasons not attributable to either party, it will not be considered a breach of

contract;

18. Loss and Damage

Service Provider hereby indemnifies the State/Employer/Institution and will hold the State

harmless/Employer/institution, against any loss or damages which the State may suffer, or

any claims lodged against the State by any third party arising out of or relating to any loss

that the State or such third party may suffer as a result of, or arising out of any act or

omission of any personnel of contractor or the failure of contractor to provide the Services in

accordance with the provisions of the contract.

19. Transfer Management

Upon termination of the contract for whatever reason contractor shall assist the Employer to

transfer the Services to the Employer, or to another service provider designated by the

Employer. Without detracting from the generality of this obligation, contractor shall, to the

extent required by the Employer, provide the Employer or the third-party service provider with

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Directorate: In-house Construction Unit SCMU10-26/27-0011

• Pricing must be in accordance with the current NBCPSS Rates. National Bargaining

Council for the Private Security Sector (NBCPSS) Provisional Pricing Guide based on

the signed main collective agreement effective from 01 March 2023. Failure to comply

will render the bid non-responsive.

• Bidders must submit a minimum of two (2) copies of valid company firearm licenses

certified by SAPS. All licenses must reflect the name of the bidder. In case of a Joint

Venture [JV], the license of either company must be submitted. Failure to comply will

render the bid non-responsive.

• Bidders are required to submit a copy of Valid Letter of Good Standing from the

Compensation Commissioner (COIDA) or FEMA with the document. Bidder must submit

within 14 days of receipt of letter of award.

• Professionally Registrations and relevant accreditation;

➢ Proof of valid PSIRA Certificate; (The bidder must submit a valid PSIRA

certificate i.e., the “New Certificate” in line with industry circular issued by

PSIRA on 10 March 2015.The certificate must be in the bidder’s name

➢ Valid letter of good standing from PSIRA; (This correspondence must be valid at

the bid closure date)

➢ A Valid Directors PSIRA Registration Certificate copy (Grade A or B).

➢ Proof of registration with Provident Fund and Valid Letter of Good Standing.

➢ Bidders must submit a minimum of two (2) copies of valid company firearm

licenses certified by SAPS. All licenses must reflect the name of the bidder. In

case of a Joint Venture [JV], the license of either company must be submitted.

➢ Valid Certificate of Registration with National Bargaining Council for the Private

Security Sector (NBCPSS).

➢ Valid Letter of Good Standing / Confirmation of Registration and Paid-up Levies

with National Bargaining Council for the Private Security Sector (NBCPSS –

Levies and NBCPSS Health)

• The key personnel experience – 2 x Supervisory Staff with Grade B with 3 years’

experience post accreditation by PSIRA. Attach CV with Supervisory experience with

start and end date of employment, valid PSIRA certificates.

• A company must have completed at least one contract to a value R2 million in the last

five (5) years. (Provide completion certificate or Reference Letter)

• The company past experience in relation to the scope of work;

for, incorporating the following details: The bidder’s completion certificate or reference letter

must provide for the following information and must be in the client’s letter heads.

o Nature of work;

o Duration of the contract;

o Value of work;

o Year completed.

• Client reference letters which can be submitted as proof of previous experience

within the industry.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

inexperienced Bidder and it may be rejected for such reason.

• Bids will be evaluated based on the 80/20 preference point system in terms of the Preferential

Procurement Policy Framework Act (Act ) and 2022 Regulations.

• Bidders must have registered on the Centralized Supplier Database prior submitting the bid

document. The Department of Transport will not sign a contract with any service provider

before the Registration on the Central Supplier Database (CSD) has been confirmed.

• Bidders must also submit a Tax Compliance Status PIN code in order to verify their tax status

with SARS

• The SDB 1, SBD 3.1, Bid Pricing Form, SBD 4, SBD 6.1, and SBD 7.2 (Part 1 Only) forms

quarterly progress meetings

• Pay slips reflecting current statutory rates / deductions.
• UIF for security officers
• Proof of payment to statutory bodies monthly.
• PSIRA registration status of all deployed personnel.
• Proof of registration and payment for security officers at various statutory bodies.

Nb: IT is the responsibility of the service provider to make sure that all

document. Conditional or incomplete offers, irregularities of any kind in the bid forms, or if the

bid rates and amounts are obviously unbalanced and the Bidder, after having been called

upon to adjust same in a reasonable manner, fails to do so within a period of seven (7) days

having received notification to that effect.

Bidders shall include Value Added Tax (VAT) in their bid rates (VAT Vendors).

quarterly progress meetings

• Payslips reflecting current statutory rates / deductions.
• UIF for security officers
• Proof of payment to statutory bodies monthly.
• PSIRA registration status of all deployed personnel.
• Proof of registration and payment for security officers at various statutory

bodies.

Nb: IT is the responsibility of the service provider to make sure that all

Tax Compliance Status PIN code in order to verify their tax status

tax compliance may prevent the Department/Public Entity from issuing orders when

Central Supplier Database (CSD) has been confirmed

Central Supplier Database (CSD) prior to submitting

Central Supplier Database

Central Supplier Database (CSD) report will be used

completion certificate or Reference Letter)

completion certificate or reference letter

proof of ownership equity status

• The SDB 1, SBD 3.1, Bid Pricing Form, SBD 4, SBD 6.1, and SBD 7.2 (Part 1 Only) forms

Compensation Commissioner (COIDA) or FEMA with the document. Bidder must submit

before the Registration on the Central Supplier Database (CSD) has been confirmed.

• Bidders must also submit a Tax Compliance Status PIN code in order to verify their tax status

Points Allocation: 80 points

B-BBEE Details: tment of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

14. Taxes and levies

Bidders shall include Value Added Tax (VAT) in their bid rates (VAT Vendors).

15. Evaluation of bids

Bids will be evaluated based on Functionality and Price based on the 80/20 preference point

system in terms of the Preferential Procurement Policy Framework Act (Act ) and

2022 Regulations thereto.

Price

80 points will be awarded to the bidder submitting the lowest price (all other bidders will

receive points proportionately thereto):

Calculation of points for specific goals

• The tenderer will be allocated points based on the goals stated in table 1 below as may be

supported by proof/ documentation stated in the conditions of this tender

Preferential specific goals points table

Number of points Number of points claimedThe specific goals allocated points in

allocated (80/20 system) (80/20 system)terms of this tender

(To be completed by the (To be completed by the

organ of state) tenderer)

Historically Disadvantaged Individuals Ownership

Black ownership Min 0 Max 10 % ownership

black women ownership Min 0 Max 10 % ownership

black youth ownership Min 0 Max 10 % ownership

disabled people ownership Min 0 Max 10

Local Municipality Min 0 Max 10

The points for specific goals will be distributed as per the table below.

To Score points for Black Ownership the following formula will be used to calculate the points out

of 5 points Max.

SGP= Specific goals points

MHDI= Maximum points for Historical disadvantaged individuals

BOE = Black Ownership Equity

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Department of Transport at Makhanda Offices

Directorate: In-house Construction Unit SCMU10-26/27-0011

HDI Requirement: 10 %

Directorate: In-house Construction Unit SCMU10-26/27-0011

• Proof of Liability Insurance to the value of R5 000 000.00 (Five Million Rands) or Letter of

intent. Failure to comply will render the bid non-responsive.

• One Patrol vehicle. Bidder must attach company/director ownership certificate to prove

ownership or must attach letter of Intent to hire accompanied by certificates of

ownership for the hired vehicle. Such a letter must be certified by registered

commissioner of Oaths. The vehicle will be required to patrol during the night shifts

(18h00 - 06h00), for the entire duration of the contract. Failure to comply will render the

bid non-responsive.

NB: No late, emailed, telephonic, or faxed bids / proposals will be considered.

• Bidders are required to be registered with Central Supplier Database (CSD) prior to submitting

this bid (see https://secure.csd.gov.za/).

• The tenderer is in good standing with SARS as verified on the Central Supplier Database.

“Bidders must note that in addition to being tax complaint at the time of award of the contract,

which will be verified with SARS or the CSD, it is incumbent upon the successful bidder/s to

ensure that they are at all times tax compliant over the entire duration of the contract. Failure to

ensure tax compliance may prevent the Department/Public Entity from issuing orders when

goods/services are required. In such instances, the Department/Public Entity reserves the right

to procure outside of the contract. Furthermore, if the Department/Public Entity is prevented

from obtaining the relevant goods/services on the contract, such constitutes a breach of

contract and will be dealt with accordingly, including the recovery of damages/adverse costs

where applicable.

• The tenderer or any its directors or shareholders is not listed on the register of tender

defaulters in terms of the prevention and compacting of corrupt activities Act of 2004 as a

person prohibited from doing business within the public sector.

• The tenderer has not abused the employers Supply Chain Management System or failed to

perform on any previous contract and has been given written notice to this effect.

• Bids must remain valid for a period of Ninety (90) days from the closing date of the bid.

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

sector determination shall be rejected. Firm price for a period of three years including

employee increments. National bargaining Council for the Private Security Sector

(NBCPSS) Provisional Pricing Guide based on the signed main collective agreement

effective from 01 March 2023.

Directorate: In-house Construction Unit SCMU10-26/27-0011

4.4.9 All breaches of security including damages to the premises or contents must be

reported to the department in writing.

4.5 Physical Scope of this Specific Contract

17.1 In the event of breach by the Service Provider of any of the terms and conditions of

this Agreement, and in the event that the Service Provider fails to remedy such

breach within seven (7) working days after receiving written notice from the

following rights:

17.2 The Department, or a third person of its choice, may assume and take over control

of the project, in which event the Service Provider agrees to give access to and

make available all information, documents, programs and reports collected,

furnished and/or compiled by them to enable the Department to assume

responsibility for and the benefit of the project as a whole;

17.2.1 To terminate this Agreement without prejudice to any other rights it may

have;

17.2.2 To suspend payments to the Service Provider;

17.2.3 To appoint another Service Provider to complete execution of the project, in

which event the Service Provider shall be held liable for cost incurred in the

appointment of such Service Provider as well as reasonable cost of the

process for delay;

17.3 Should the Service Provider dispute the existence of breach entitling the

Department into the above-mentioned rights and remedies, the matter(s) in issue

may be referred at the request of either party for determination by an arbitrator to be

appointed in terms of clause 20 of this Agreement. Notwithstanding anything to the

contrary contained in this Agreement, and by the reasons of the financial and social

imperatives underlying this Agreement the arbitrator shall be entitled to make

interim order to make sure that the project proceeds and that no material delays

occur;

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Province of the Eastern Cape Security Services for Thirty-Six (36) months

Directorate: In-house Construction Unit SCMU10-26/27-0011

17.4 The Department may terminate the agreement should the Service Provider or any

of his/her agents make themselves guilty of misconduct in terms of code of conduct

of their profession or if the Service Provider acts dishonestly or contrary to the

integrity which is required by his/her profession;

17.5 In the event of any breach by the Department of the terms and conditions of this

Agreement, and in the event of the Department remaining in default after ten (10)

days written notice calling for rectification of the matter, the Service Provider shall

be entitled to;

17.5.1 Enforce strict compliance with the terms and condition of the

by the Department is rectified;

17.5.2 or the provision of clause 17 shall apply mutatis mutandis in the

event of the Department disputing the existence of the breach

entitling the Service Provider to the rights and remedies envisaged in

17.1.

17.6 If, owing to circumstances beyond the control of the Service Provider it becomes

impossible for the Service Provider to fulfill any of his obligations in terms of this

defer such performance for such a period as is required under the circumstances,

which permission shall not be unreasonably withheld;

17.7 In the event of the Department granting the Service Provider permission to defer

performance, it is specifically recorded that the Service Provider shall not be

entitled to payment thereof until the particular obligations have been discharged

fully;

17.8 Should the timeframe for the performance of the work not be met due to external

reasons not attributable to either party, it will not be considered a breach of

contract;

15. Evaluation of bids

Bids will be evaluated based on Functionality and Price based on the 80/20 preference point

80 points will be awarded to the bidder submitting the lowest price (all other bidders will

receive points proportionately thereto)

Calculation of points for specific goals

• The tenderer will be allocated points based on the goals stated in table 1 below as may be

Preferential specific goals points table

Number of points Number of points claimedThe specific goals allocated points in

allocated (80/20 system) (80/20 system)terms of this tender

The points for specific goals will be distributed as per the table below.

To Score points for Black Ownership the following formula will be used to calculate the points out

of 5 points Max.

SGP= Specific goals points

MHDI= Maximum points for Historical disadvantaged individuals

The specific goals allocated points Number of points

Number of points allocatedin terms of this tender claimed (80/20 (80/20 system) (To be completed system)

Points for specific goals (a) to (d) shall be calculated accordi

Points for specific goals (a) to (d) shall be calculated according to the percentage

• Bids will be evaluated based on the 80/20 preference point system in terms of the Preferential

quality audio.

• CSD will be used to determine the points claimed above.