TERMS OF REFERENCE FOR THE APPOINTMENT OF …

1 1 TOR supply of security officers at DOE TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE provider TO render security services AT THE DEPARTMENT OF ENERGY (DOE) 1. PURPOSE OF THE ASSIGNMENT The purpose of the assignment is to appoint a Service provider to supply security staff to render physical security services at DoE s 192 Visagie Street building in Pretoria on contract for a period of twenty four (24) months. 2. BACKGROUND The Department of Energy is committed to ensure a high performance working environment and quality of work life within a conducive environment by providing security services to the building. It is crucial for DoE to ensure that the building is secured in accordance with the Access Control to Premises and Vehicle Act, 53 of 1985, Minimum Physical security Standards (MPSS) which are applicable in the Public Service. 3. SCOPE OF WORK AND DELIVERABLES Service providers are invited to supply and install the following security staff: DESCRIPTION QUANTITY PERIOD UNIT PRICE TOTAL Site Supervisor: Grade B 1 12 hour shift Monday to Friday (06:00 to 18:00) security Officer: Grade C 6 12 hour shift Monday to Friday (06:00 to 18:00) security Officer: Grade C 2 12 hour shift Monday to Friday (18:00 to 06:00) including Saturday, Sunday and Public Holiday Subtotal Vat TOTAL 2 TOR supply of security officers at DOE security officers will be posted as follows.

2 STATION QUANTITY PERIOD PERSONNEL Entrance Gate 2 Day & Night shifts, Saturday, Sunday and Public Holiday security Officer Grade C Exit Gate 2 Day & Night shifts, Saturday, Sunday and Public Holiday security Officer Grade C Escorting 1 Day shift only security Officer Grade C Parking lot 3 Day shift only security Officer Grade C Guardhouse 1 Day shift only Site Supervisor Grade B security equipment and documents required 2 x Baton Sticks 2 x Two way Radio 2 x Hand Cuffs 1 x Occurrence book 2 x Pocket books 2 x Register Book for visitors and cars 2 x Torches 1 x Declaration register Dress code The following standard uniform will be required from the service provider : Male security : full corporate uniform trousers, Shirts; pull over, blazers and black shoes Female security : Full corporate uniform, Skirts, Shirts, Pull Over, blazers and black shoes 3 TOR supply of security officers at DOE security Officers posted at main entrance/exit gates will be responsible for maintenance of access control operations in accordance with the relevant security prescripts.

3 security Officer Escorting visitors at the basement premises will be responsible for escorting visitors to and from the reception. security officers posted at parking lot will be responsible for patrolling the 8 floors parking bays Site Supervisor will be responsible for overall supervision of security services to be rendered and report to Departmental management. 4. DELIVERABLES The successful bidder will be required to render physical security services as outlined on paragraph above The top 3 shortlisted bidders will be invited to make a brief presentation of their Project Execution Plan, samples uniform and equipment. 5 MANDATORY REQUIREMENTS The following must be submitted: Compensation for Occupational Injuries and Diseases Act (COIDA). The successful bidder will be required to comply with the requirements of Occupational Health and Safety Act, 85 of 1993.

4 Unemployment Insurance Fund (UIF). Failure to attach certified copies on the above will disqualify the proposal PSIRA Certificate. Bidders must attach valid PSIRA Certificate for the company and Directors. Failure to attach certified copies on the above will disqualify the proposal. The Department reserves the right to conduct security background checks in respect of the selected bidders, their Directors and staff. APPOINTMENT of the successful bidder will be done subject to positive background checks. 6 MAINTENANCE SERVICE LEVEL AGREEMENT Service Level Agreement will be signed between the Department of Energy and the successful bidder. 4 TOR supply of security officers at DOE 7. TERMINATION OF THE CONTRACT The contract will be terminated immediately should the successful bidder no longer qualify as service provider in TERMS of the Private security Industry Regulation Act, 2001 (Act 56 of 2001) or CIPRO.

5 Any amendment or waiving of the stipulations of the contract must occur in writing by mutual consent between the Department of Energy and the successful bidder. The Department of Energy reserves the right to reduce / increase the required service during the contract period; 30 days written notice will be given. 8. REPORTING REQUIREMENT The service provider shall report to the Director: Auxiliary Support services The service provider shall every month supply a summarized written report to the Department on specific problems, suggestions, improved methods and work programmes, personnel turnover, tenant s complaints and remedial action and all other matters connected with this agreement. Meetings will be held monthly with the Service provider . 9. COMPULSORY INFORMATION SESSION A compulsory information session will be held on 31st January 2013 at the Department of Energy, 192 Corner Visagie and Paul Kruger Streets; Pretoria at 10H00.

6 10. EVALUATION METHODOLOGY Cost The service provider will be requested to provide a quote regarding the work to be undertaken for this project. The total cost must be VAT inclusive and should be quoted in South African currency ( ).Detailed breakdown of the total bid must be attached. Broad-Based Black Economic Empowerment (B-BBEE) Provisions of the Preferential Procurement Policy Framework Act (PPPFA) 2011 and its regulation will apply in TERMS of awarding points. 5 TOR supply of security officers at DOE Bidders are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof together with their bids, to substantiate their B-BBEE rating claims. Bidders who do not submit their B-BBEE status level verification certificates or are non-compliant contributors to B-BBEE will not qualify for preference points for B-BBEE.

7 In a case of Exempted Micro Enterprise (EMEs), AO/AA must ensure that the B-BBEE Status Level Verification Certificates submitted are issued by the following agencies: Verification agencies accredited by SANAS; or Registered auditors approved by IRBA The table below depicts the B-BBEE status level of contribution: B-BBEE Status Level of Contributor Number of points (90/10 system) 1 10 2 9 3 8 4 5 5 4 6 3 7 2 8 1 Non-compliant contributor 0 6 TOR supply of security officers at DOE Company Experience Service providers should have at least three (3) years experience in providing physical security services and should provide proof accompanied by correspondence from referees indicating that such project was executed as well as their contactable references. Failure to submit the above correspondence, bidders will forfeit points in this category.

8 Site visit will be conducted by departmental staff on the premises of the top 3 shortlisted bidders and their references where practically possible 10. 4 Registration with Private security Industry Regulatory Authority (PSIRA) The service provider must be registered with the Regulatory Authority. Sole / Single providers of the product must attach valid proof. Proof of registration must be submitted. Project Execution Plan Project plan with intermediate and final outputs and identified timeframes /milestones. Proposed Methodology. Management of the project Delivery period of the required security system successful bidder must be able to supply the required security systems within two) (2) weeks from the date of awarding of the contract. Contingency plan Service providers should include contingency plan in their proposal.

9 11. EVALUATION CRITERIA Bids will be evaluated on 90/10 point system as outlined in the PPPFA of 2011. The proposals will be evaluated in two phases: Phase 1: Bidders will be evaluated based on functionality. The minimum threshold for functionality is 70 out of 100 points. Bidders who fail to meet minimum 7 TOR supply of security officers at DOE threshold will be disqualified and will not be evaluated further for price and preference points for BBBEE. No Criteria Weights 1. Company Experience (at least three (3) years experience in providing physical security services and should provide proof accompanied by correspondence from referees). 30 2. Registration with Private security Industry Regulating Authority (Provide proof of registration). Failure to attach valid copies will disqualify the bid. 20 3. Detailed Project/ Execution Plan and Management should be attached.

10 30 4. Detailed Contingency Plan 20 Total 100 For purpose of evaluating functionality, the following values will be applicable: 0= Very Poor Will not be able to fulfil the requirements 1= Poor Will not be able to fulfil the requirements 2= Average Will partially fulfil the requirements 3= Good The bidder will be able to fulfil the requirements 4= Very Good The bidder will be able to fulfil better in TERMS of the requirements 5= Excellent Fully fulfil in TERMS of the requirements 8 TOR supply of security officers at DOE Phase 2: Price 90 B-BBEE compliance 10 12. FORMAT AND SUBMISSION OF THE PROPOSAL All the official forms (SBD) must be completed and signed in all respects by bidders. Failure to comply will invalidate a bid. Bidders are requested to submit two (2) copies: 1 original plus copy of the proposal and bid documents. 13. CLOSING DATE Proposals must be submitted on or before 07 February 2013 at 11H00 at Department of Energy, 192 Corner Visagie and Paul Kruger Streets; Pretoria.