NON-COMPULSORY TENDER BRIEFING SESSION

FOR BID:AGSA/02/2020/EC – Appointment of a service provider to provide physical

guarding security services at the Eastern Cape business unit for a period of

five (5) years

10 September 2020

Reputation promise/mission

The Auditor-General of South Africa (AGSA) has a

constitutional mandate and, as the Supreme Audit

Institution (SAI) of South Africa, exists to strengthen our

constitutional democracy by enabling oversight,

accountability and governance in the public sector

through auditing, thereby building public confidence.

Contents

1. Important notice on general requirements of AGSA bids

2. General conditions of tender - Section 13,18

3. Eligibility/Pre-qualification evaluation process

4. Technical specification (presented by security management unit)

5. Technical evaluation process (presented by security management unit)

6. Price and B-BBEE evaluation process

7. SCM requirements

1. Important points on the tender

CLOSING DATE: 30 September 2020

TIME: 15H00

VENUE TO SUBMIT TENDER: Corporate Legal and Provisioning Services, Brooklyn Gardens, East Wing , First Floor, 235 Veale Street (corner Veale and Middel Streets), Nieuw Muckleneuk, Brooklyn, Pretoria

All requirements above the value of R1 million (including VAT) go through a bid process

The bid will be evaluated using the 80/20 method

Any clarifications required by the bidder regarding the bid should be requested in writing to the officials mentioned below on or before 15H00, Friday, 18 September 2019.

General Enquiries – Celia Mabusela, E-mail: MabuselaC@agsa.co.za

Technical Enquiries – John Rabase, E-mail: johnr@agsa.co.za

Disqualification from the Tender Process

Non-compliance with the eligibility/pre-qualification criteria elements

Bidders which does any one or more of the following, and such

disqualification may take place without prior notice to the offending bidder:

Bidders which failed to submit all the mandatory

information/documentation (SCM and technical specification) as per

the requirements of the RFB

Bidders which submitted incomplete documentation as per ALL

requirements of this RFB

Bidders Vendor which submitted information that is fraudulent, factually

untrue or inaccurate, for example false declaration, memberships that do

not exist, BEE credentials, experience, etc.

Bidders, which received information not available to other bidder that

may result in such vendor having an unfair advantage over other bidders

2. General conditions of tender for security services

The specification of the services comprises of permanent static guarding at 49

Frere Road, Eastern Cape. The address is subject to change pending the

successful acquisition of a new office accommodation. Furthermore, the AGSA

reserve the right to change its operational office and the physical security

guarding structure as per the AGSA operational and strategic business needs.

The newly proposed operational office and the physical security guarding

structure will be subjected to a security and safety risk assessment conducted

by the AGSA and therefore the bidder will be advised that the security service

contract could be amended.

3. Eligibility/Pre-qualification criteria

1. Reference letters : TO BE VALIDATED BY AGSA DURING THE EVALUATION PROCESS

From bidders clients or bidders clients to use AGSA reference template

Three customers letters/completed and signed AGSA reference templates

For services from 01 January 2010 to date

Combined value of R5,000,000 or more

2. Certified valid copy of company’s PSIRA certificate

3. Certified valid copy of company’s PSIRA letter of good standing

4. Proof of existing operational office in Eastern Cape in a form of a valid lease agreement or valid title

deed.

4. Tender Specification

1. Manpower

• Grade C x 1 Mon- Fri Day shift 06h00 – 18h00

• Grade C x 4 day shift (24/7 365) 06h00 -18h00

• Grade C x 3 Night shift (24/7 365) 18h00 – 06h00

• Uniform: Corporate

2, Security Equipment

• Handheld radios x 04

• Company cell phone x 01(Company mobile phone enabling two way communication at all times to send and receive messages and videos in all formats) and that the AGSA is willing to accept a reasonable communication but not limited to WhatsApp, video calling, etc.)

• Patrol system x 01( the system could be any system but it must be effective

and be able to be monitored)

• JPEX or pepper sprays x 04

5. Technical evaluation process

1. The bidder must provide their own (and not AGSA plans) business continuity plansbased on the following:

• Staff striking – bidder’s own staff

• National security strike – the entire security industry

• Staff absence such as leave – bidder’s own staff

• The bidder must have an operational office in East London and within 50 km radius toAGSA office

2. The bidder must provide a copy of its own current standard operating procedures(and not the AGSA procedures) that cover the following

• Access control procedures (this includes areas such as the main gate, reception areas, forstaff and visitors)

• Patrols - conducted by the security officer

• After-hour site visits – conducted by the bidder (site supervisor/management)

• Physical key control procedures on the handling of keys

Minimum Qualifying Score

The bidder must achieve a minimum qualifying score of 70% on functional/technicalevaluation. Bidders that fail to achieve the minimum qualifying score will be disqualifiedand not considered for further evaluation on Price and B-BBEE.

6. B-BBEE and Price Evaluation

Only bidders that scored the minimum qualifying score of 70% in the

technical evaluation will be evaluated further for price and B-BBEE.

7. Administrative SCM requirements

(Pty) Ltd companies must submit the following documents: Latest copy of certificate of confirmation as issued by CIPC Valid Tax Clearance Certificate or Tax compliance status pin Copies of Share Certificates of unlisted companies, where applicable Formal approval letter from the JSE of listed companies Bidders without share certificates should submit a list of their

shareholders on a letter with the company’s letterhead

CC companies must submit the following documents: Latest copy of certificate of confirmation as issued by CIPC Valid Tax Clearance Certificate or Tax compliance status pin

Partnerships must submit the following documents; A partnership agreement must be submitted Certified ID copies of each partner must be submitted

Please note that incomplete copies of the registration documents will not beacceptable and in cases where a name of an organization has been changedsince it was incorporated kindly provide the name change certificates

7. Administrative SCM requirements cont..

Joint Ventures (JVs) Consortiums must submit the following

documents (In addition to the (Pty) Ltd and CC requirements):

In the case of consortium/JV/subcontractors, bidders are required to

provide copies of signed agreements stipulating the work split and Rand

value

Each party must submit Valid Tax Clearance Certificate or Tax compliance

status pin

A consolidated B-BBEE scorecard for the JV/Consortium

7. Administrative SCM requirements cont..

Trust must submit the following documents:

A copy of a registered Deed of Trust and the Letter of Authority from the

relevant Master of the High Court

7. Administrative SCM requirements cont…

All bidders must submit the following documents;

Company Profile

Copy of cancelled cheque / Letter from a financial institution (not be older than 3months)

Certified copies of Directors original ID`s whose names appear on the companyregistration documents (certified copies must not be older than 3 months)

Copy of latest audited full set of annual financial statements (2018-19 and 2019-20) independently reviewed or signed by an accounting officer.

Original/certified copy and valid B-BBEE status level verification certificate orcertified sworn affidavit in the case of EME's and QSE's

All declarations forms to be duly completed and signed

All pages of bid document must be initialled

Question and Answer Session

Follow the AGSA on Twitter:

@AuditorGen_SA

www.agsa.co.za

Auditor-General of South Africa

Thank you