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BID No: RSR/RFP/OCFO/SS/21/08/08

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BID No: RSR/RFP/OCFO/SS/21/08/08 BID No: RSR/RFP/OCFO/SS/21/08/08 REQUEST FOR PROPOSALS: APPOINTMENT OF A SERVICE PROVIDER TO RENDER SECURITY SERVICES AT THE RAILWAY SAFETY REGULATOR (RSR) OFFICES IN MIDRAND, CAPE TOWN, AND DURBAN FOR A PERIOD OF 24 MONTHS Issued by: Railway Safety Regulator: Supply Chain Department Waterfall Point Building Cnr Woodmead Drive and Waterfall Drive WATERFALL CITY 1685 Contact Person: Goitseone Kgwadibana Tel: 087 284 6666 Email: [email protected] Full Name of Bidding/Tendering Entity: __________________________________________ Contact Person: __________________________________________ Tel Number: __________________________________________ Fax Number: __________________________________________ Total Bid Amount (incl. VAT): R ________________________________________ Advert Date: 27 August 2021 Closing Date and Time: 17 September 2021 @ 12:00 Bidder’s Authorised Signatory: Initials and Surname : ________________________ Signature : ________________________ Page 1 of 49 RSR/RFP/OCFO/SS/21/08/08 A. NOTICE TO TENDERERS This tender is issued in terms of the Public Finance Management Act 1 of 1999 (PFMA), the Preferential Procurement Policy Framework Act 5 of 2000 (PPPFA), the Preferential Procurement Regulations, 2001 (PPR), Supply Chain Management Regulations issued by the National Treasury and BBBEE Act. Parties that wish to submit proposals are required to indicate that they are willing to accept the General Conditions and Procedures of the RAILWAY SAFETY REGULATOR. DESCRIPTION Appointment of a service provider to render security services for the Railway Safety Regulator for a period of twenty-four (24) months ADVERTISEMENT DATE 27 August 2021 TENDER DOCUMENTS Not for sale. Copies of the bid documents are obtainable from on the e-Tender portal of the National Treasury website, www.etenders.gov.za CLOSING DATE 17 September 2021 at 12:00 PM VALIDITY PERIOD 90 Business Working Days from Closing Date. Tenderers are to note that they may be requested to extend the validity period of their tender, at the same terms and conditions, if the internal evaluation process has not been finalized within the validity period. However, once the adjudication body has approved the process and award of the business to the successful Tenderer(s), the validity of the successful Tenderer(s)' bid will be deemed to remain valid until a final contract has been concluded. SUBMISSION OF Proposals must reach the offices of the RAILWAY SAFETY REGULATOR, located at PROPOSALS Waterfall Point Building, Cnr Woodmead Drive and Waterfall Drive, Waterfall City before …12:00 PM……. Tender document shall be submitted as one (01) original and one (01) scanned copy (PDF) of the original completed in a Flash Drive with the proposal and forms required: a) REQUEST FOR PROPOSAL - RAILWAY SAFETY REGULATOR: b) APPOINTMENT OF A SERVICE PROVIDER TO RENDER SECURITY SERVICES FOR THE RAILWAY SAFETY REGULATOR FOR A PERIOD OF TWENTY-FOUR (24) MONTHS The tender box will only be available for the depositing of proposals between 08h00 and 16h30 on weekdays (excluding public holidays). Please note that this RFP closes punctually at 12:00 PM on 17 September 2021. No late submissions will be considered under any circumstances. The RAILWAY SAFETY REGULATOR shall not disclose any details pertaining to the responses received, to any other participant(s), as this is regarded as confidential information. Envelopes must not contain documents relating to any RFP other than the one referred to in this RFP. Page 2 of 49 RSR/RFP/OCFO/SS/21/08/08 The responses to the RFP will be opened as soon as is practical after the expiry of the time advertised for receiving them. Only the participants that are short-listed after the evaluation process will be informed of the results of their submission. B. BID DOCUMENTS CHECKLIST: The contents of the bid/tender document must be as follows, and numbered as per the numbering below, with each schedule punched, placed in a file and separated from the next schedule with a file divider. Please complete the checklist below to verify your submission of the relevant documents: Schedules Description COMPULSORY Submitted – Indicate YES or NO Schedule 1 Fully completed and duly signed SBD forms X Schedule 2 Central Suppliers database (CSD) Registration X Schedule 3 Tax compliant status (with (PIN) X Schedule 4 B-BBEE certificate / B-BBEE sworn affidavit X Schedule 5 Testimonials/Reference letters X Schedule 6 CVs and qualifications of proposed resources X Schedule 7 Methodology X Schedule 8 Project Plan X C. THE BIDDER MUST COMPLETE THE FOLLOWING RETURNABLE DOCUMENTS: (Bidders must tick the “Returnable Document” column to confirm documents have been completed and returned by Submitted: inserting tick- incomplete bids may lead to elimination) (tick box) Returnable Document Name: SBD 1 SBD 3.3 SBD 4 SBD 6.1 SBD 8 SBD 9 General Conditions of Contract and/or Special Conditions of Contract Page 3 of 49 RSR/RFP/OCFO/SS/21/08/08 1. TERMS OF REFERENCE 1.1 INTRODUCTION 1.1.1 The Railway Safety Regulator (RSR) was established in terms of the National Railway Safety Regulator Act, Act 16 of 2002 (“the Act”) as amended. 1.1.2 The RSR is an agency of the South African Ministry of Transport and comprises a Board of Directors, Chief Executive Officer (appointed by the Minister), Executive management and staff. 1.1.3 The primary legislative mandate of the RSR is to oversee and enforce safety performance by all railway operators in South Africa including those of neighbouring States whose rail operations enter South Africa. Notwithstanding the foregoing, operators are, in terms of the Act, primarily responsible and accountable for ensuring the safety of their railway operations. 2.1. BACKGROUND 2.1.1 The RSR is a statutory organisation and primarily derives its mandate from its constitutive legislation, the National Railway Safety Regulator Act, Act 16 of 2002 (as amended). Therefore, its mission is to oversee and promote safe railway operations through appropriate support, monitoring and enforcement, guided by an enabling regulatory framework. 2.2. PURPOSE 2.2.1 The purpose of this Terms of Reference (TOR) is to appoint a service provider to render security services for the Railway Safety Regulator for a period of twenty- four (24) months. The specific objective of this project/assignment is for the protection of employees, information, other physical assets and access control of the RSR. In addition, the security employee will be conducting Covid-19 symptoms testing and recording at entry and exit of RSR employees and visitors by providing the following: Page 4 of 49 RSR/RFP/OCFO/SS/21/08/08 2.2.1.1 24 hours security services for RSR’s Midrand office, 2.2.1.2 12 hours day security services for the RSR Cape Town office and 2.2.1.3 12 hours day security services for the RSR Durban office 2.3. SCOPE OF WORK 2.3.1 Midrand Office. 2.3.1.1 Provision of security services for twenty-four (24) hours, seven (7) days a week, including public holidays (24/7) at Corner Woodmead and Waterfall Drive, Midrand. 2.3.1.2 Two (02) x Unarmed Grade C Security Guard for day shift (06h00 to 18h00) 2.3.1.2.1 One (01) guard at a 2800 m2 office block entrance - Single tenant building 2.3.1.2.2 One (01) guard at the 700m2 office block entrance – Multiple tenant building 2.3.1.3 One (01) x Unarmed Grade C Security Guard for Night shift (18h00-06h00) 2.3.1.3.1 The security employee shall monitor both the 2800m2 and 700 m2 office blocks (blocks adjacent to each other) 2.3.1.4 Perform access control management and surveillance. 2.3.1.5 Perform Covid -19 screening and compliance 2.3.1.6 The duration of these services is for 24 months 2.3.2 Cape Town Office 2.3.2.1 Provision of security services for twelve (12) hours, five (5) days a week, excluding public holidays and weekends at the RSR Regional Office currently situated at 02 Long Street, Cape Town. 2.3.2.2 One (01) x Unarmed Grade C security guard for day shift (06h00 to 18h00) 2.3.2.2.1 Stationed on the 11th Floor of a multi-tenant office building with an office space of 400m2 2.3.2.3 Perform access control management and surveillance. 2.3.2.4 Perform Covid-19 symptom screening and compliance. 2.3.2.5 The duration of the services is 24 months Page 5 of 49 RSR/RFP/OCFO/SS/21/08/08 2.3.3 Durban Office 2.3.3.1 Provision of security services for twelve (12) hours, five (5) days a week, excluding public holidays and weekends at the RSR Regional Office currently situated at 199 Anton Lembede, Durban. 2.3.3.2 One (01) x Unarmed Grade C security guard for day shift (06h00 to 18h00) 2.3.3.2.1 Stationed on the 24th Floor of a multi-tenant office building with an office space of 400m2 2.3.3.3 Perform access control management and surveillance. 2.3.3.4 Perform Covid-19 symptom screening and compliance. 2.3.3.5 The duration of these service is for 24 months 2.4. PROJECT DELIVERABLES 2.4.1 The effective and efficient provision of twenty-four (24) hours, seven (7) days a week security services to the Midrand Offices) to protect organisational employees, information and other physical assets. 2.4.2 The effective and efficient provision of twelve (12) hours, five (5) days a week security services to the Durban and Cape Town offices. 2.4.3 Screening of Covid-19 symptoms for all the offices. 2.4.4 Patrolling the premises, recording and report security breaches /incidents in all offices. 2.4.5 Have a reaction Unit/Control room.
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