RFP Provisioning of Security Services at the GEPF Offices(GPAA 29/2015)
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Confidential
Government Pensions Administration
Agency (GPAA)
Request for Proposals for the Provisioning of
Security Services at the GEPF Durban Office and
Pietermaritzburg Office.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
1 of 41Map to
Chief Directorate : Pensions Administration
N
(GPAA
34 Hamilton Street, Arcadia
Johannesburg (012) 319-1000
Pietersburg
Chuch Str
Esselen Str
Southpansberg Road
Vermeulen Str
Proes Str
Pretoria
Academic
Belvedere Str
Hospital
Keep to (Old HF
Verwoerd)
Pretoria East/
Sunnyside signs
Monument
Sterland
R101
Beatrix Road Voortrekkers Road
Ben Schoeman High way
Keep to
Hamilton Str
Johannesburg signs
Troy Str
Walker Str
UNISA
GPAA
34 Hamilton Street
ALL BID DOCUMENTS TO BE DEPOSITED AT THE TENDER BOX SITUATED AT THE
RECEPTION AREA AT:
34 HAMILTON STR
PRETORIA ARCADIA
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
2 of 41Table of Contents 1. INVITATION TO BID 4 2. DELIVERY ADDRESS 4 3. SCOPE OF WORK 4 4. DURATION OF CONTRACT 4 5. SERVICE LOCATION 4 5.1 LOCATION 4 5.2 SCHEDULE OF SERVICES 5 5.3 SECURITY EQUIPMENT / TOOLS TO BE PROVIDED 5 6. DETAILED REQUIREMENTS 6 6.1 SECURITY OFFICERS (UNARMED) 6 6.2 ASSUMPTION OF DUTY 6 6.3 MAXIMUM SHIFT HOURS 7 6.4 MINIMUM WAGES 7 6.5 SECURITY SERVICES 7 6.6 OATH OF SECRECY 7 6.7 SECURITY CLEARANCE 7 6.8 GENERAL REQUIREMENTS FOR SECURITY OFFICERS 8 6.9 SECURITY OFFICER’S RECORDS 8 6.10 SECURITY REGISTERS 8 6.11 SERVICE EQUIREMENT 9 6.12 CONTRACT TERMINATION RIGHTS 9 7. INVITATION TO RFP 9 8. INCURRING OF COST 10 9. BID EVALUATION 10 10. BIDDER SELECTION 10 11. TENDER BRIEFING SESSION 10 12. COMMUNICATION DURING THE RFP PROCESS 10 13. SUBMISSION REQUIREMENTS 11 14. EXPANSION OF SERVICES 11 RFP Provisioning of Security Services at the GEPF Offices(GPAA 29/2015) 3 of 41
1. Invitation to Bid
1.1 The Government Pensions Administration Agency, hereafter referred to as GPAA,
invites suitable qualified Service Providers to submit responses for the provisioning of
security services as detailed in this Request for Proposal (RFP).
2. Delivery Address
2.1 Responses to this RFP must be handed in via the main pedestrian entrance
(Reception Area) at the GPAA Head Office in Pretoria:
Physical Address
Government Pensions Administration Agency
34 Hamilton Street
Pretoria
0002
3. Scope of Work
3.1. The provision of security services will include the following:
• Access control services;
• Operating of the x-ray machine and walk through metal detector;
• Monitoring of CCTV;
• Key control;
• Patrolling of the building and the premises;
• Safeguarding of GPAA offices, assets and employees, and
• Escorting of goods in transit, visitors, employees and VIP’s to their destination
within the building / premises.
4. Duration of Contract
4.1 The contract will be for a period of three (3) years, effective from 01 August 2016 to 31
July 2019.
5. Service Location
5.1 Location:
5.1.1 The services will be provided at the GEPF offices indicated in the table below:
Office name Location and physical address
Durban Office 12th Floor, Salmon Grove Chambers,
407 Anton Lembede Street (former
Smith Street), Durban.
Pietermaritzburg Office 3rd Floor, Brasfort House, 262
Langalibelele Street, Pietermaritzburg.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
4 of 415.2 Schedule of Services:
5.2.1 The service provider will be required to perform security services at the above
specified GPAA location and shall take all necessary steps to safeguard the premises
and/or vehicles as well as the contents thereof as well as the people therein or
thereon, which safeguarding is to be executed by applying access control in terms of
the Control of Access to Public Premises Act 53 of 1985 as outlined in the table below:
OFFICE Post Grade Shift Days per
week
Day Night
Durban Reception – X Ray C 3 0 Mon – Fri
machine
Total 3 0 Mon – Fri
Grand Total 3 Mon – Fri
OFFICE Post Grade Shift Days per
week
Day Night
Pietermaritzburg Reception – X-Ray C 3 0 Mon – Fri
machine
Total 3 0 Mon – Fri
Grand Total 3 Mon – Fri
5.3 Security equipment / tools to be provided:
5.3.1 Durban Office
Description Quantity Comments
Base radio 1 To be installed by the service provider at a static duty
point for communication between the site and the
service provider’s control room
Hand-held radios with 1
chargers
Batons 2
Handcuffs 2
Pens and pocket books Per officer
5.3.2 Pietermaritzburg Office
Description Quantity Comments
Base radio 1 To be installed by the service provider at a static duty
point for communication between the site and the
service provider’s control room
Hand-held radios with 2
chargers
Batons 2
Handcuffs 2
Pens and pocket books Per officer
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
5 of 416 Detailed Requirements
6.1 The bidding service provider must be registered in terms of the Private Security
Industry Regulatory Authority (PSIRA), as proof thereof; a copy of registration must be
attached with the BID.
6.2 Security Officers (Unarmed):
6.2.1 The security officers must not be younger than18 years of age.
6.2.2 The security officers must at least have obtained a Grade 10 or Senior Certificate.
6.2.3 The security officers, who will render the service on site, must at least have had two
(2) years security experience.
6.2.4 The service provider shall, in order to ensure the continuity of the service, allocate
specific personnel to posts.
6.2.5 The replacement of any security officer may only be executed with prior consent of the
GPAA Physical Security Manager.
6.2.6 The GPAA holds the right to screen and interview the security officers deployed to
render the service, within seven (7) days after commencement of the service and
request in writing an immediate replacement should the security officer not meet the
criteria or perform to the accepted standard.
6.2.7 The service provider must submit a recent SAPS Criminal record clearance certificate,
(at his/her own expense) to the GPAA Physical Security Manager, in respect of all
security officers he/she deploys to render the service, within fourteen (14) days after
commencement of the service.
6.2.8 Security officers deployed to render the security services must be trained to the
standard set by the Security Officer’s Board, and trained at the Private Security
Industry Regulatory Authority (PSIRA) accredited centre. The security officers must be
conversant and be able to implement the Control of Access to Public Premises and
Vehicle Act No. 53 of 1985.
6.2.9 Security officers need to have good communication skills (verbal and written).
6.2.10 Security officers need to be trained in the following, including refresher training for the
duration of the contract period:
• Firefighting training;
• Checkpoint screener and X-Ray interpretation training.
6.3 Assumption of Duty:
6.3.1 The service provider must be in a position to assume duty within two (2) weeks after
acceptance of the proposal.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
6 of 416.4 Maximum Shift Hours:
6.4.1 No security personnel may be allowed to work a shift longer than twelve (12) hours.
6.5 Minimum Wages:
6.5.1 It is expected that the service provider shall pay his/her employees at least the
minimum monthly basic wage, as prescribed by the law (Sectoral Determination 6:
Private Security Sector, South Africa as amended), on the date specified on the
employment contract.
6.6 Security Services:
6.6.1 The norm/quality of the service to be rendered must be in accordance with the
acceptable security standards and within GPAA internal physical security policy and
procedures.
6.6.2 It is the responsibility of the service provider to ensure that personnel in his/her service
and especially those employed for the rendering of the security services, meet the
requirements of the internal security policy and procedures at all times.
6.6.3 Possible steps shall be taken by the service provider to ensure that the contract,
intended for the execution of this agreement will take place. These steps include, inter
alia, the following:
• The protection of the GPAA officials against injuries, death or any other offences,
including offences referred to in Schedule 1 of the Criminal Procedure Act, 1977
(Act 51 of 1977);
• The protection of the GPAA property against theft and vandalism;
6.7 Oath of Secrecy:
6.7.1 All security personnel, as well as service provider management involved with the
GPAA at the commencement of this agreement must sign an “Oath of Secrecy”
declaration and submit the declaration to the GPAA Physical Security Manager.
6.7.2 The supervisor and security officers must sign an undertaking in which they declare
that they will refrain from any action which might be to the detriment of the GPAA.
6.7.3 The supervisor and security officers are prohibited from reading documents or records
in offices or unnecessary handling thereof.
6.7.4 The service provider or any of his/her employees may not furnish any information
concerning the GPAA and its activities to the public or media.
6.8 Security Clearance:
6.8.1 The company, its directors and personnel will be subjected to the GPAA security
screening process.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
7 of 416.9 General Requirements for Security Officers:
6.9.1 Security officers must at all times present an acceptable image and appearance while
on duty which implies, inter alia, that they may not sit, smoke, eat or drink while
attending to people.
6.9.2 The supervisors and security officers must at all times present a dedicated attitude. A
dedicated attitude approach shall imply, inter alia, that there shall be no unnecessary
arguments with clients, visitors/staff or discourteous behaviour towards them.
6.9.3 The supervisors and security officers must be physically healthy and medically fit for
the execution of their duties.
6.9.4 The GPAA retains the right to ascertain from PSIRA as to whether the supervisors and
security officers are in good standing with the PSIRA.
6.10 Security Officer’s Records:
6.10.1 The service provider must keep proper files as well as appropriate documents of all
security officers who are employed for rendering the service to the GPAA, for the
purpose of inspection.
6.10.2 The appropriate documents shall include, inter alia, the following:
• Grading of security officers,
• Training certificates of successfully completed security courses as
prescribed by the Private Security Industry Regulatory Authority,
• Monthly submission of proof of payment received by employees in the form of an
employee payment schedule,
• Proof of registration with PSIRA.
6.11 Security Registers:
6.11.1 The service provider must ensure that the following security aids are available on site.
• Occurrence book,
• Access control registers,,
• Pocket books
• GPAA Vehicle Register,
• Mail Receipt Register,
• Removal Permit,
• Fire-arm Register,
• Security Duty Roster, and
• Duty Sheet.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
8 of 416.12 Service Equipment:
6.12.1 The service provider must ensure that the following service equipment are available
on site:
• Radio,
• Torch (at night),
• Base radio,
• Whistle,
• Handcuffs, and
• Baton.
6.13 Contract Termination Rights:
6.13.1 Either party, shall, without prejudice to any rights it may have in law, be entitled to
cancel this agreement, by written notice to the other party, in the event of a breach of
any provision of this agreement and failure to rectify the breach within 7 (seven) days’
notice of the breach.
6.13.2 Such breach by the service provider will include but not be limited to:
• Failure by the service provider to comply with its obligations in terms of this
agreement;
• Refusal of the service provider to comply with instructions or requests by the
GPAA in terms of this agreement;
• Insolvency or liquidation of the service provider;
• Any engagement by the service provider in corrupt or fraudulent practices in
competing or executing this agreement.
6.13.3 If the service provider has committed such breach, the GPAA will furnish the service
provider with a written notice, served on the service provider’s chosen domicilium
address in terms of clause 22, setting out the breach committed and calling upon the
service provider to rectify such breach within 7 (seven) calendar days.
6.13.4 If the service provider fails to rectify such breach after receiving a notice in terms of
clause 19.3, the GPAA may cancel this agreement without further notice.
6.13.5 If this agreement is cancelled, the service provider shall immediately cease the
execution of any services contemplated in this agreement. The GPAA shall cause a
final account to be prepared of payment due to the service provider in which shall be
taken into consideration the costs and/or loss to the GPAA from the cancellation of
this agreement and shall effect payment due accordingly.
7 Invitation to RFP
7.1 To be considered, each bidder must submit a completed set of the prescribed
documents attached to this RFP, accompanied by its proposal, to the GPAA, not later
than 11h00 on 13 November 2015 at 11h00am.
7.2 No other distribution of proposals is to be made by the bidder. The proposal must
include a statement of the period for which the proposal remains valid. The proposal
must be valid for at least one hundred and twenty (120) days from the date of closure.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
9 of 418. Incurring Of Costs
8.1 The GPAA will not be liable for any cost incurred by any vendor/bidder prior to signing
of a binding contract by all parties concerned.
9. Bid Evaluation
9.1 The Bid evaluation process will encompass the use of the bidder’s response and any
additional proven or known facts to confirm the bidder’s rating against the points.
10. Bidder Selection
10.1 The GPAA reserves the right to select the appropriate bidder based on its
requirements. The decision of the adjudication committee; Head: GPAA and the
Financial Committee of the GPAA will be considered to be final.
11. Tender Briefing Session
11.1 To assist the service provider in gaining a better understanding of the GPAA
environment, a non-compulsory briefing session will be take place at 34 Hamilton
Street, Arcadia, Pretoria, 0001, on 26 October 2015 at 09h00am. This briefing
session is provided as an interactive forum for the Service Providers to interact with
GPAA and under no circumstances will GPAA accede to one-on-one meetings and/or
workshops with Service Providers on an individual basis.
12. Communication During the RFP Process
Any communication with respect to this RFP should be directed to the people below:
Technical Enquiries
Name: Guiter Hlungwani
E-mail: guiter.hlungwani@gpaa.gov.za
or
Administrative Enquiries
Name: William Ramoroka
E-mail: william.ramoroka@gpaa.gov.za
12.1 Any communication during the RFP process should be addressed by e-mail.
Telephonic queries will not be entertained and any information obtained by service
providers is utilised at the risk of the service provider.
12.2 All e-mail correspondence must contain the RFP number GPAA 29/2015 in the subject
line. All queries will be consolidated and responded to in writing every Friday during
the proposal response period, and will be distributed to all the respondents that
completed a non-disclosure agreement. No enquiries will be entertained one week
prior to the closing of the RFP.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
10 of 4112.3 Communication with any other personnel of the GPAA, with regard to this RFP is not
permitted and will result in disqualification of the relevant RFP response.
13. Submission Requirements
13.1 Responses to this RFP must be submitted between 07h30 and 16h00 (Monday to
Friday, excluding public holidays); on the closing date submissions must be done
before 11h00.
13.2 Service providers must submit five (5) hardcopies of the technical response as well as
five (5) hardcopies of the financial proposal.
13.3 One hardcopy must be the original submission, clearly marked "Original" and the
remaining hardcopies can be a copied versions of the original.
13.4 Service providers should take particular care to ensure that there are no discrepancies
on hardcopy submissions of the proposed solution. GPAA reserves the right to reject
any submission if there are discrepancies.
13.5 Responses to this RFP must follow a two-envelope approach where service providers’
pricing and technical response must be submitted in separate sealed envelopes. The
responses must be securely bound, submitted in sealed packaging. The original
submission plus five (5) copies of the submission must each be enclosed within its
own envelope. The five (5) copies must then be bundled together and submitted as a
single pack and clearly marked indicating the contents of the envelope as well as the
BID number.
13.6 Each individual envelope must be clearly marked with the following information:
• Name of the RFP,
• RFP Number GPAA 29/2015,
• ORIGINAL or COPY 1 or COPY 2 etc, and
• Return address label indicating the name and address of the Service Provider.
13.7 Submissions that are received open or that fail to indicate the RFP number will be
rejected.
13.8 Submissions that are faxed, sent via telex, and/ or electronic mail delivery will not be
accepted.
13.9 All Submissions received by GPAA will become the property of the GPAA and will not
be returned to the service provider.
14. Expansion of services
14.1 There is a likelihood of the GEPF expanding its offices in various regions; therefore
the respondents will be expected to provide services in those new offices. It will be
responsibility of the GPAA to inform the awarded bidder accordingly.
14.2 There might also be a need for additional night shift security officers depending on the
level of risk.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
11 of 411. Evaluation
Criteria
Item
No.
Evaluation
Criteria
Item
:
Weight
90/10
Principle
A
Administrative
compliance
B
Price
90
C
Socia
B-‐BBEE
status
10
With
the
individual
points
made
up
as
follows:
Phase
1:
Administrative
compliance
A
1. A
letter
of
good
standing
from
the
Compensation
Commissioner.
2. A
letter
of
good
standing
from
the
Unemployment
Insurance
Fund.
3. Service
provider
certificate
of
registration
with
Private
Security
Industry
Regulatory
Authority
(PSIRA).
4. Letter
of
good
standing
with
PSIRA
5. Public
Liability
cover
of
5
million
rand.
6. The
SBD
(SBD1,
SBD3.1,
SBD4,
SBD6.1
SBD8
and
SBD
9)
7. A
valid
TAX
Clearance
Certificate.
8. Technical
proposal.
Phase
2:
Functionality
B
Relevant
Skills
and
Experience
and
Industry
Exposure:
1. At
least
five
(5)
years
past
experience
in
delivering
30
contracts
of
a
similar
nature.
(To
be
substantiated
by
award
/
appointment
letters).
2. Methodology
/
Trade
plan
to
indicate
the
distribution
of
30
work.
3. The
value
of
contracts
/
projects
rendered.
(To
be
25
confirmed
by
award
letters).
4. At
least
minimum
of
three
(3)
previous
and
current
10
clients
reference
letters
showing
capacity
in
guarding
services.
5. At
least
two
(2)
Curriculum
Vitae
(CV)
relevant
to
the
field
5
of
security
management
managing
the
account.
NB:
Minimum
65%
qualifications
on
functionality.
Sub-‐total
100
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
12 of 41SBD1
INVITATION TO BID
YOU
ARE
HEREBY
INVITED
TO
BID
FOR
REQUIREMENTS
OF
GOVERNMENT
PENSIONS
ADMINISTRATION
AGENCY
(GPAA)
BID NUMBER: GPAA 29/2015 CLOSING DATE: 13 November 2015
CLOSING TIME: 11:00
DESCRIPTION: Supply of physical security at all GPAA offices for a period of three (3) years.
THE
SUCCESSFUL
BIDDER
WILL
BE
REQUIRED
TO
FILL
IN
AND
SIGN
A
WRITTEN
CONTRACT
FORM
(SBD7.1
/
SBD7.2
/
SBD7.3)
BID DOCUMENTS MAY BE POSTED TO OR DEPOSITED IN THE BID BOX SITUATED AT GPAA ADDRESSED TO:
The CEO: Government Pensions Administration Agency
Bid Administration
34 HAMILTON STR
ARCADIA
PRETORIA, TSHWANE
0001
Bidders should ensure that bids are delivered timorously to the correct address. If the bid is late, it will not be
accepted for consideration. The bid box is generally open 8 hours a day between 08:00 to 16:30, Monday to
Fridays.
ALL BIDS MUST BE SUBMITTED WITH THE STANDARD FORMS – (NOT TO BE RE-TYPED)
THIS BID IS SUBJECT TO THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY
OTHER SPECIAL CONDITIONS OF CONTRACT
THE
FOLLOWING
PARTICULARS
MUST
BE
FURNISHED
(FAILURE
TO
SO
MAY
RESULT
IN
THE
BID
BEING
DISQUALIFIED)
ALL
STANDARD
BIDDING
DOCUMENT
AS
ATTACHED
NAME OF BIDDER……………………………………………………………………………………………………………
POSTAL ADDRESS………………………………………………………………………………………………………….
STREET ADDRESS…………………………………………………………………………………………………………
TELEPHONE NUMBER CODE……………NUMBER……………………………………………….
CELLPHONE NUMBER ……………………………………….
FACSIMILE NUMBER CODE ………… NUMBER…………………………………
VAT REGISTRATION NUMBER …………………………………………………………………………
HAS A TAX CLEARANCE CERTIFICATE BEEN SUBMITTED (SBD2)? YES/NO
SIGNATURE OF BIDDER ……………………………………………………
DATE ……………………………………………………
CAPACITY UNDER WHICH THIS BID IS SIGNED ……………………………………………
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
13 of 41SBD3.1
DURBAN OFFICE - PRICING SCHEDULE – FIRM PRICES
NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF
EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED
IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE
MUST BE SUBMITTED FOR EACH DELIVERY POINT
Name of bidder………………………………………… Bid number GPAA 29/2015
Closing Time and Date: 13 November 2015 at 11h00am.
OFFER TO BE VALID FOR…120…DAYS FROM THE CLOSING DATE OF BID.
Office: Durban Rate Total Cost per annum
Profit VAT (Inclusive of VAT &
per per
Shift Description Grade Quantity Profit)
Officer month
Unarmed Security
C 3 R R R
Officer for Day Shift
Mon to
Friday
Unarmed Security
C 0 R R R
Officer for Night Shift
Security equipment / tools to be provided
Description per per
Quantity Profit VAT Total
Officer month
Base radio 1 R R R
Hand-held radios with chargers 1 R R R
Batons 2 R R R
Handcuffs 2 R R R
Pens and pocket books Per officer R R R
2016/2017 - Annual price as per PSIRA R
2017/2018 Annual price escalation as per PSIRA Percentage Added: ___________% R
2018/2019 Annual price escalation as per PSIRA Percentage Added: ___________% R
Grand total for 36 months (VAT & Profit included) R
Required by: ………………………………….
At: ………………………………….
Brand and model ………………………………….
Country of origin ………………………………….
Does offer comply with specification? *YES/NO
If not to specification, indicate deviation(s) ………………………………….
Period required for delivery ………………………………….
*Delivery: *FIRM/NOT FIRM
Delivery basis ………………………………….
Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.
* Delete if not applicable
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
14 of 41SBD3.2
PIETERMARITZBURG OFFICE - PRICING SCHEDULE – FIRM PRICES
NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF
EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED
IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE
MUST BE SUBMITTED FOR EACH DELIVERY POINT
Name of bidder ………………………………. Bid number GPAA 29/2015
Closing Time and Date: 13 November 2015 at 11h00am.
OFFER TO BE VALID FOR…120…DAYS FROM THE CLOSING DATE OF BID.
Office: Pietermaritzburg Rate Total Cost per annum
Profit VAT (Inclusive of VAT &
per per
Shift Description Grade Quantity Profit)
Officer month
Unarmed Security
C 3 R R R
Sunday
Officer for Day Shift
Mon to
Unarmed Security
C 0 R R R
Officer for Night Shift
Security equipment / tools to be provided
Description per per
Quantity Profit VAT Total
Officer month
Base radio 1 R R R
Hand-held radios with chargers 2 R R R
Batons 2 R R R
Handcuffs 2 R R R
Pens and pocket books Per officer R R R
2016/2017 - Annual price as per PSIRA R
2017/2018 Annual price escalation as per PSIRA Percentage Added: ___________% R
2018/2019 Annual price escalation as per PSIRA Percentage Added: ___________% R
Grand total for 36 months (VAT & Profit included) R
Required by: ………………………………….
At: ………………………………….
Brand and model ………………………………….
Country of origin ………………………………….
Does offer comply with specification? *YES/NO
If not to specification, indicate deviation(s) ………………………………….
Period required for delivery ………………………………….
*Delivery: *FIRM/NOT FIRM
Delivery basis ………………………………….
Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
15 of 41* Delete if not applicable
SBD3.3
CONSOLIDATED PRICING SCHEDULE - FIRM PRICES
NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF
EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED
IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE
MUST BE SUBMITTED FOR EACH DELIVERY POINT
Name of bidder ………………………………. Bid number… GPAA 29/2015
Closing Time and Date: 13 November 2015 at 11h00am.
OFFER TO BE VALID FOR…120…DAYS FROM THE CLOSING DATE OF BID.
Page No. Form Office Profit VAT Total
14/30 SBD3.1 Durban Office R R R
15/30 SBD3.2 Pietermaritzburg Office R R R
Grand total for 36 months (VAT and Profit included) R
RFP
Provisioning
of
Security
Services
at
the
GEPF
Offices(GPAA
29/2015)
16 of 41SBD4
DECLARATION OF INTEREST
1. Any legal person, including persons employed by the GPAA, or persons having a kinship with persons
employed by GPAA, including a blood relationship, may not make an offer or offers in terms of this
invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be
awarded to persons employed by the GPAA, or to persons connected with or related to them, it is
required that the bidder or his/her authorised representative declare his/her position in relation to the
evaluating/adjudicating committee and/or take an oath declaring his/her interest, where:
• the bidder is employed by the GPAA; and/or
• the legal person on whose behalf the bidding document is signed, has a relationship with persons/a
person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known
that such a relationship exists between the person or persons for or on whose behalf the declarant
acts and persons who are involved with the evaluation and or adjudication of the bid.
2. In order to give effect to the above, the following questionnaire must be completed and submitted
with the bid.
2.1. Are you or any person connected with the bidder, employed by GPAA?
2.1.1. If so, state particulars:
………………………………………………………………
………………………………………………………………
2.2. Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a
person employed by GPAA and who may be involved with the evaluation and or adjudication of this bid?
2.2.1. If so, state particulars:
………………………………………………………………
………………………………………………………………
3. In order to give effect to the above, the following questionnaire must be completed and submitted
with the bid.
3.1 Full Name of bidder or his or her representative: ….………………………………………….
3.2 Identity Number: …………………..………………………………………………………………
3.3 Position occupied in the Company (director, trustee, shareholder²): ………………………..
3.4 Company Registration Number: …………………………………………………………..…….
3.5 Tax Reference Number: ………..……………………………………………………….………
3.6 VAT Registration Number: ……………………………………………………………………....
3.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax
reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3
below.
¹“State” means –
(a) Any national or provincial department, national or provincial public entity or constitutional institution
within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);
(b) Any municipality or municipal entity;
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17 of 41(c) Provincial legislature;
(d) National Assembly or the national Council of provinces; or
(e) Parliament.
²”Shareholder” means a person who owns shares in the company and is actively involved in the
management of the enterprise or business and exercises control over the enterprise.
3.7 Are you or any person connected with the bidder YES / NO
presently employed by the state?
3.7.1 If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member: .....………………………………
Name of state institution at which you or the person
connected to the bidder is employed : ………………….………………………………………
Position occupied in the state institution: ……………….………………………………………
Any other particulars:
………………………………………………………………
………………………………………………………………
………………………………………………………………
3.7.2 If you are presently employed by the state, did you obtain YES / NO
the appropriate authority to undertake remunerative
work outside employment in the public sector?
3.7.2.1 If yes, did you attach proof of such authority to the bid YES / NO
document?
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the bid.
3.7.2.2 If no, furnish reasons for non-submission of such proof:
…………………………………………………………………….
…………………………………………………………………….
…………………………………………………………………….
3.8 Did you or your spouse, or any of the company’s directors / YES / NO
trustees / shareholders / members or their spouses conduct
business with the state in the previous twelve months?
3.8.1 If so, furnish particulars:
…………………………………………………………………..
…………………………………………………………………..
…………………………………………………………………...
3.9 Do you, or any person connected with the bidder, have YES / NO
any relationship (family, friend, other) with a person
employed by the state and who may be involved with
the evaluation and or adjudication of this bid?
2.9.1 If so, furnish particulars.
……………………………………………………………...
…………………………………………………………..….
………………………………………………………………
2.10 Are you, or any person connected with the bidder, YES/NO
aware of any relationship (family, friend, other) between
any other bidder and any person employed by the state
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18 of 41who may be involved with the evaluation and or adjudication
of this bid?
2.10.1 If so, furnish particulars.
………………………………………………………………
………………………………………………………………
………………………………………………………………
2.11 Do you or any of the directors / trustees / shareholders / members YES/NO
of the company have any interest in any other related companies
whether or not they are bidding for this contract?
2.11.1 If so, furnish particulars:
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
4 ull details of directors / trustees / members / shareholders.
Full Name Identity Personal Tax State Employee
Number Reference Number Number / Persal
Number
3. DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT.
I
ACCEPT
THAT
THE
STATE
MAY
REJECT
THE
BID
OR
ACT
AGAINST
ME
IN
TERMS
OF
PARAGRAPH
23
OF
THE
GENERAL
CONDITIONS
OF
CONTRACT
SHOULD
THIS
DECLARATION
PROVE
TO
BE
FALSE.
………………………………….. ..……………………………………………
Signature Date
…………………………………. ………………………………………………
Position Name of bidder
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19 of 41SBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL
PROCUREMENT REGULATIONS 2011
1.1.1.1
This preference form must form part of all bids invited. It contains general information and serves as a claim
form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of
Contribution
NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS,
DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN
THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.
1. GENERAL CONDITIONS
1.1 The following preference point systems are applicable to all bids:
- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes
included); and
- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes
included).
1.2 The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included)
and therefore the 90/10 system shall be applicable.
1.3 Preference points for this bid shall be awarded for:
(a) Price; and
(b) B-BBEE Status Level of Contribution.
1.3.1 The maximum points for this bid are allocated as follows:
POINTS
1.3.1.1 PRICE 90
1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 10
Total points for Price and B-BBEE must not exceed 100
1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification
Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS)
or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an
Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be
interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.
1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any
time subsequently, to substantiate any claim in regard to preferences, in any manner required by the
purchaser.
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20 of 412. DEFINITIONS
2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment
insurance fund contributions and skills development levies;
2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad
-Based Black Economic Empowerment Act;
2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity
based on its overall performance using the relevant scorecard contained in the Codes of Good Practice
on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic
Empowerment Act;
2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an
organ of state for the provision of services, works or goods, through price quotations, advertised
competitive bidding processes or proposals;
2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic
Empowerment Act, 2003 (Act No. 53 of 2003);
2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional
discounts that can be utilized have been taken into consideration;
2.7 “consortium or joint venture” means an association of persons for the purpose of combining their
expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;
2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;
2.9 “EME” means any enterprise with an annual total revenue of R5 million or less .
2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual increase
or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other
duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably
has an influence on the price of any supplies, or the rendering costs of any service, for the execution of
the contract;
2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid
documents, of a service or commodity that is designed to be practical and useful, working or
operating, taking into account, among other factors, the quality, reliability, viability and durability of a
service and the technical capacity and ability of a bidder;
2.12 “non-firm prices” means all prices other than “firm” prices;
2.13 “person” includes a juristic person;
2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at
the time of bid invitations, and includes all applicable taxes and excise duties;
2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing,
another person to support such primary contractor in the execution of part of a project in terms of the
contract;
2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good
Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based
Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February
2007;
2.17 “trust” means the arrangement through which the property of one person is made over or
bequeathed to a trustee to administer such property for the benefit of another person; and
2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in
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3. ADJUDICATION USING A POINT SYSTEM
3.1 The bidder obtaining the highest number of total points will be awarded the contract.
3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into
account all factors of non-firm prices and all unconditional discounts;.
3.3 Points scored must be rounded off to the nearest 2 decimal places.
3.4 In the event that two or more bids have scored equal total points, the successful bid must be the one
scoring the highest number of preference points for B-BBEE.
3.5 However, when functionality is part of the evaluation process and two or more bids have scored equal
points including equal preference points for B-BBEE, the successful bid must be the one scoring the
highest score for functionality.
3.6 Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots.
4. POINTS AWARDED FOR PRICE
4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS
A maximum of 80 or 90 points is allocated for price on the following basis:
80/20 or 90/10
⎛ Pt − P min ⎞ ⎛ Pt − P min ⎞
Ps = 80⎜1 − ⎟ or Ps = 90⎜1 − ⎟
⎝ P min ⎠ ⎝ P min ⎠
Where
Ps = Points scored for comparative price of bid under consideration
Pt = Comparative price of bid under consideration
Pmin = Comparative price of lowest acceptable bid
5. Points awarded for B-BBEE Status Level of Contribution
5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points
must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the
table below:
B-BBEE Status Level of Number of points Number of points
Contributor (90/10 system) (80/20 system)
1 10 20
2 9 18
3 8 16
4 5 12
5 4 8
6 3 6
7 2 4
8 1 2
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22 of 41Non-compliant contributor 0 0
5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an
Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a
Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s
approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status
Level Certificates.
5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate
or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved
by IRBA or a Verification Agency accredited by SANAS.
5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity,
provided that the entity submits their B-BBEE status level certificate.
5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an
Unincorporated 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.
5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates
in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.
5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that
such a bidder intends sub-contracting more than 25% of the value of the contract to any other
enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the
intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.
5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any
other enterprise that does not have an equal or higher B-BBEE status level than the person
concerned, unless the contract is sub-contracted to an EME that has the capability and ability to
execute the sub-contract.
6. BID DECLARATION
6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:
7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2
AND 5.1
7.1 B-BBEE Status Level of Contribution: ………...…. = ……….…(maximum of 10 or 20 points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph
5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency
accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as
contemplated in the CCA).
8 SUB-CONTRACTING
8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)
8.1.1 If yes, indicate:
(i) what percentage of the contract will be subcontracted? ............……………….…%
(ii) the name of the sub-contractor? …………………………………………………………..
(iii) the B-BBEE status level of the sub-contractor? …….………………..
(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)
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