TENDER NUMBER: SACU/009/2018/O

Provision of Security Services for the SACU HQ Building (ERF 182) and two SACU Residences (11A Promenaden Road &

44 Akwamaryn Street, Eros)

CLOSING DATE & TIME

27 October 2017 at 17h00 (Namibian Time)

POSTAL & PHYSICAL ADDRESS FOR TENDER SUBMISSION

Southern African Customs Union (SACU) - Secretariat

Private Bag 13285

Corner Lazarett & Feld Street

Windhoek, Namibia, 9000

COMMERCIAL ENQUIRIES

Mr. Hermanus L. Esterhuizen

Procurement Officer

Tel: +264 (61) 295-8000/37

Fax: +264 (61) 245 611

Email: Leon.Esterhuizen@sacu.int

TECHNICAL ENQUIRIES

Mr. James S. Shipena

Facilities and Administration Officer

Tel: +264 (61) 295-8000/45

Fax: +264 (61) 245 611

Email: James.Shipena@sacu.int

NO. OF TENDER COPIES REQUIRED

6 (1 original plus 5 copies)

SACU/009/2018/O

Table of Contents

1. INTRODUCTION 1

2. BACKGROUND 1

3. SPECIFIC REQUIREMENTS 1

4. BACKGROUND CHECKS 2

5. REQUIRED SKILLS AND EXPERIENCE 2

6. ADMINISTRATION 2

7. GUARD HOUSE FACILITIES 2

8. DELIVERABLES 3

9. SECURITY EQUIPMENT AND UTILITIES 4

10. TIMEFRAMES 4

11. SUBMISSION OF TENDER PROPOSALS 4

12. REQUEST FOR INFORMATION AND SITE VISITS 5

13. PRIME CONTRACTOR RELATIONSHIP 5

14. FINANCIAL ARRANGEMENTS 5

15. CONFIDENTIALITY 6

16. OWNERSHIP OF DATA 6

17. MODIFICATION OF TERMS 6

18. TENDER FORMAT 6

19. EVALUATION OF TENDERS AND AWARD CRITERIA 6

FORMAT OF PROPOSAL ....................................................................................... APPENDIX A

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1. INTRODUCTION

1.1 The Southern African Customs Union is an international organisation with diplomatic

immunities and it consists of five Member States, namely Botswana, Lesotho, Namibia,

South Africa and Swaziland. The SACU Secretariat was established in 2004 to administer

and coordinate the activities of SACU. More information is available on SACU’s website

(http://www.sacu.int).

2. BACKGROUND

2.1 SACU has its Headquarters Building, in Windhoek, located at the corner of Lazarett and

Feld Street (ERF 182).

2.2 In addition, SACU has one Official Residence for the Executive Secretary located at 11A

Promenaden Road and another residence for the Deputy Executive Secretary located at 44

Akwamaryn Street, Eros.

2.3 SACU wishes to appoint a professional, capable and suitably experienced Namibian

company to provide physical security services at the above properties, for a period of two

(2) years.

3. SPECIFIC REQUIREMENTS

3.1 The successful bidder shall provide security services at the SACU Headquarters Building and

at the residences.

3.2 The successful bidder shall protect people, vehicles, assets and property on SACU’s

premises against theft, vandalism, injury or death, or any threats.

3.3 The successful bidder must provide qualified and experienced supervisors and security

personnel to implement all required security activities;

3.4 The successful bidder shall adhere to the signed Guard Orders for managing and providing

security services to SACU Headquarters Building and residences.

3.5 The security services shall be provided, 24 hours a day for 365 days of the year.

3.6 The security personnel deployed to SACU’s premises:

(a) Must keep their working areas clean, hygienic and neat;

(b) Must at all times endeavour to present and promote a friendly and courteous

attitude towards visitors and staff;

(c) Must be in a clean uniform with a name tag while on duty;

(d) Must at least have grade 12 and be able to read and write in English;

(e) Must be physically healthy and medically fit for the execution of their duties;

(f) Must have no criminal record; and

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(g) Must not be younger than 18 years of age.

3.7 The quality of the services rendered must be in accordance with the acceptable standards

as stipulated by the Security Association of Namibia (SAN).

3.8 The security services shall be provided in a manner that does not unnecessarily disrupt

SACU’s operations

3.9 Prior to the commencement of the services, , the successful bidder will be expected to

provide a list of the security personnel that will be allocated to SACU, as well as copies of

their identity documents and valid police clearance certificates.

3.10 The successful bidder must be insured against theft and damage that may be caused by

their security personnel or injury that may result to security personnel during the execution

of their duties.

4. BACKGROUND CHECKS

4.1 SACU reserves the right to conduct, at any time, a security background check of the

successful bidder and its security personnel assigned to provide the services to SACU.

4.2 The outcome of the security background checks shall determine the appointment or

continuation of the services.

5. REQUIRED SKILLS AND EXPERIENCE

5.1 Prospective bidders must:

(a) Be registered as a security company;

(b) Be registered with the Security Association of Namibia (SAN);

(c) Possess at least ten (10) years’ experience in the provision of physical security

services;

(d) Have security personnel who are trained and experienced with providing security

services to Embassies, Consulates or similar Diplomatic Missions and Official

Residences.

6. ADMINISTRATION

6.1 The Secretariat’s Facilities and Administration Officer will manage the provision of the

services and facilitate access to the relevant people, systems and documentation as is

necessary, for the successful execution of the services.

7. GUARD HOUSE FACILITIES

7.1 The Secretariat will provide a guard house with the following facilities for the security

personnel on its premises:

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(a) Water and Electricity;

(b) Lavatory;

(c) Chairs and tables; and

(d) Dustbins.

7.2 All other equipment and supplies required by the security personnel to execute their duties

must be provided by the successful bidder.

7.3 SACU accepts no liability for any loss, theft or damage to the equipment or supplies

provided by the successful bidder.

8. DELIVERABLES

8.1 The successful bidder will be expected to adhere to the following requirements:

Location Requirements Working Shifts

Headquarters Building – Reception 1 Guard (Day - Site Supervisor)

Day Shift Only Monday to Friday 07h30 – 17h30

Headquarters Building – Premises 2 Guards Day & Night Shifts Monday to Sunday 00h00 – 23h59

Official Residence of the Executive Secretary

1 Guard (Day Shift)

2 Guards (Night Shift)

Day Night Shifts Monday to Sunday 00h00 – 23h59

Residence of the Deputy Executive Secretary

1 Guard (Day Shift)

1 Guard (Night Shift)

Day Night Shifts Monday to Sunday 00h00 – 23h59

8.2 The security personnel posted at Headquarters Building and Residences will be required to:

(a) Confirm that all visitor have an appointment before granting entrance into the

residence;

(b) Ensure that they receive the list with the names of the vendors coming to the

residences in advance;

(c) Ensure that he/she is vigilant at all times, NO sleeping on duty;

(d) Escort and direct visitors;

(e) Ensure that all service providers working in the SACU premises are accompanied by

a security guard at all times;

(f) To inspect the premises buildings after working hours and every other hours outside of regular working hours.

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(g) Ensure that all offices are closed and locked, electricity switched off, no water leakage.

(h) Ensure that no guards perform more than 12 hours out of 24 hour period;

(i) Control the movement of people in/out of the premises;

(j) Control the movement of vehicles in/out of the premises;

(k) Patrol the entire premises;

(l) Must follow instructions, communicate effectively, being reliable and dependable;

(m) Maintain registers of vehicles and visitors entering the premises;

(n) Maintain a security incident/occurrence logbook; and

(o) Report security related matters to designated SACU staff.

8.3 The successful bidder will be expected provide a detailed schedule of the security services

that will be provided to SACU.

8.4 The successful bidder must provide a written contingency plan that ensures that the

security services shall not be interrupted by unforeseen circumstances.

9. SECURITY EQUIPMENT AND UTILITIES

9.1 The successful bidder must ensure that all security personnel have the following

equipment and utilities during the execution of their duties:

(a) Two-Way Radios with Chargers;

(b) Batons and Mace (Pepper Spray);

(c) Handcuffs;

(d) Torches;

(e) Pens;

(f) Visitors and Vehicles Registers; and

(g) Incident/Occurrence Logbook.

10. TIMEFRAMES

10.1 The security contract will be awarded to a successful bidder for two (2) years.

10.2 The security services will commence within one (1) week from the conclusion of a Service

Level Agreement.

11. SUBMISSION OF TENDER PROPOSALS

11.1 SACU implements a two-envelope tender process, meaning that the Technical and

Financial Proposals must be submitted separately in sealed envelopes.

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11.2 The Tender should be delivered or posted to the “Postal and Physical Address for Tender

Submission” specified on the cover page.

11.3 The bidder must submit six (6) hard copies of the Technical Proposal and six (6) hard copies

of the Financial Proposal.

11.4 The technical proposals should be inserted in a separate envelope, clearly marked

“Technical Proposal” and the financial proposals should be placed in their own separate

envelope clearly marked “Financial Proposal”. All envelopes should be properly sealed and

clearly marked as indicated below:

TECHNICAL PROPOSAL / FINANCIAL PROPOSAL

TENDER NUMBER: SACU/009/2018/O

Provision of Security Services for the

SACU HQ Building (ERF 182) and two Official Residences (11A Promenaden Road & 44

Akwamaryn Street, Eros)

NAME OF THE BIDDING COMPANY/ORGANISATION/FIRM

11.5 The deadline for the submission of tenders is 27 October 2017 at 17h00 (Namibian Time)

11.6 The Financial Proposal should remain valid for 90 (Ninety) days from the tender closing

date.

12. REQUEST FOR INFORMATION AND SITE VISITS

12.1 Prospective bidders may seek clarification, in writing, regarding this tender from the

“Enquiries” contacts specified above at any time before the closing date.

13. PRIME CONTRACTOR RELATIONSHIP

13.1 SACU will enter into a contract with only one successful bidder.

13.2 The selected bidder shall be solely responsible for the provision of the services as specified

in this document.

14. FINANCIAL ARRANGEMENTS

14.1 Bidders are solely responsible for their own costs in preparing the tender.

14.2 Payments for all services (professional fees and disbursement fees) covered by this tender

shall be made within 30 (thirty) days subject to receipt of appropriate invoices, the

satisfactory completion of work, and adherence to the SACU Secretariat’s Financial Policies

and Procedures.

14.3 SACU shall not be liable for any losses, damages, costs, charges or expenses caused by

defects or damage to the bidder’s security equipment and supplies.

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14.4 SACU shall not be liable for any losses, damages, costs, charges or expenses caused by

injuries to the bidder’s security staff during the execution of their duties.

15. CONFIDENTIALITY

15.1 Tenders submitted will not be revealed to any other bidders and will be treated as

contractually binding.

15.2 SACU reserves the right to seek clarification or verification of any information contained in

the tenders.

15.3 All information pertaining to SACU obtained by the bidder as a result of participation in this

tender is confidential and must not be disclosed without written authorisation from the

Executive Secretary of SACU.

16. OWNERSHIP OF DATA

16.1 All tenders, including any supporting documents and or training materials or any other

documentation with reference to this tender, submitted to the SACU Secretariat becomes

the property of SACU.

16.2 Ownership of all data belonging to SACU whether under its control or the bidder’s control

shall continue to vest in SACU. Any data of whatever nature resulting from the provision of

the Services shall be the property of SACU and may be used by SACU without restriction. All

data or information that may be shared with the successful bidder during the provision of

the Services shall upon termination of the contract, be returned to the SACU Secretariat.

17. MODIFICATION OF TERMS

17.1 The SACU Secretariat reserves the right to add, modify or omit certain portions of the

tender scope at any time at its sole discretion. This includes the right to cancel this tender

at any time prior to entering into a contract with the successful bidder.

18. TENDER FORMAT

18.1 Bidders are required to address the issues and requirements in Appendix A to ensure that

their tender receives full consideration.

19. EVALUATION OF TENDERS AND AWARD CRITERIA

19.1 ELIGIBILITY CRITERIA

(a) Only tenders received as specified in Section 11 (Submission of Tender Proposals)

will be considered.

(b) Only bidders that have provided the following documents will be considered:

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(i) Certified copies of a Certificate of Registration or Incorporation with the

relevant national authorities in the case of companies or corporations; for

partnerships, consortiums and joint ventures, the relevant agreement

between the parties.

(ii) A Certified copy of a current Certificate of Good Standing for Tender Purposes

from the Ministry of Finance; and

(iii) A Certified copy of a current Certificate of Registration with the Security

Association of Namibia.

(c) Tenders will not be evaluated if the bidder’s current or past shareholding or other

interests may, in the SACU Secretariat’s opinion, give rise to a conflict of interest in

connection with this tender.

(d) This tender is only open to service providers that are majority (51%) owned by

citizen(s) of a SACU Member State (with proof of shareholding) and registered

within the Republic of Namibia.

19.2 QUALIFICATION CRITERIA

(a) Eligible tenders will be considered provided that all the documentation as specified

in Appendix A of this document has been supplied.

19.3 AWARD CRITERIA

(a) The contract will be awarded from the qualifying tenders on the basis of the most

economically advantageous proposal by applying the following award criteria:

(i) Technical Knowledge, Qualifications and Experience;

(ii) Schedule of Proposed Security Services and Contingency Plan;

(iii) Company Profile and Reputation of the Bidder.

19.4 CONTRACT ADMINISTRATION

(a) The award will be subject to the successful conclusion of a Service Level Agreement

(SLA) to confirm the Terms and Conditions of the Tender.

(b) SACU reserves the right to negotiate the terms of the tender proposal and the value

of any financial proposal submitted.

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TECHNICAL PROPOSAL (1ST ENVELOPE)

Bidders must address all the issues and requirements which appear in this Appendix.

1. GENERAL INFORMATION

1.1 One page letter of introduction identifying the bidder, signed by the person(s) authorised

to bind the bidder to all the statements made in the proposal and clearly stating the

Primary Party with whom SACU will enter into an Agreement.

1.2 A Profile of the Company or Consultancy Firm or Consortium.

1.3 In the event that a consortium or a group of companies are jointly delivering a response,

the bidders are required to:

(a) Clearly state the name of the Primary Party with whom SACU will enter into an

Agreement;

(b) Provide full details of each of the legal entities involved in the bid;

(c) Provide a certified copy of a legally binding partnership or consortium agreement;

and

(d) Provide a detailed description of the role or element fulfilled by each legal entity

involved in the bid.

1.4 Proof of technical knowledge or qualifications or experience of staff that will carry out the

work as specified in the deliverables.

1.5 Certified copies of a Certificate of Company Registration or Incorporation with relevant

National Authorities of all bidding parties.

1.6 Certified copies of a Certificate of Good Standing for Tender Purposes from the Ministry of

Finance.

1.7 Certified copies of a Certificate of Registration with the Security Association of Namibia.

1.8 A copy of the bidder’s current Audited Financial Statements.

1.9 Proof of Company Shareholding

1.10 Proof that the company or consortium is majority (51%) owned by citizen(s) of a SACU

Member State.

1.11 Proof that the bidder is adequately insured.

1.12 Written confirmation that all security staff allocated to SACU will obtain a police clearance

certificate prior to commencement of the contract.

1.13 Colour pictures of the bidder’s security personnel in uniform.

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2. REFERENCES

2.1 A schedule of similar assignments undertaken by the bidder. This schedule must indicate

the customer, the period the services were provided, the location and the financial value.

2.2 Bidders must provide a minimum of five (5) customers (contact names, physical addresses

and telephone numbers) who may be contacted for references in connection with the

proposed assignment.

2.3 SACU reserves the right to undertake a full background check on all references submitted

prior to awarding the contract.

3. UNDERSTANDING OF THE ASSIGNMENT

3.1 Bidders must provide:

(e) A detailed schedule of security services that will be provided to SACU.

(f) A contingency plan to ensure that the security services will not interrupted by

unforeseen circumstances.

4. ADDITIONAL INFORMATION

4.1 Bidders may provide any other information which may be relevant to this proposal.

FINANCIAL PROPOSAL (2ND ENVELOPE)

5. SCHEDULE OF COSTS/FINANCIAL PROPOSAL

5.1 The schedule must take the following format:

(g) All costs must be quoted in Namibian Dollars (NAD).

(h) The total cost of the proposal (best and final offer).

(i) An itemised breakdown of the cost or all options being proposed.

(j) The applicable rate of VAT in respect of each product and service being proposed.

(k) Details of any other costs, taxes or duties which may be incurred.

(l) Written confirmation that the financial proposal remains valid for 30 days from the

tender closing date.

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Bidders should review the checklist below to ensure that their proposal receives full consideration.

SUBMITTED

Documents that must be submitted by all bidders YES NO

Letter of Introduction

Profile of Company or Consortium

Proof of technical knowledge or qualifications or experience of staff

Certified Copy of a Certificate of Company Registration or Incorporation

Certified Copy of Certificate of Good Standing for Tender Purposes

Certified Copy of a Certificate of Registration with SAN

Proof of Company Shareholding

Proof that the majority owner(s) of the company or consortium are citizens of a SACU Member State (copy of ID’s or Passports will suffice)

Proof of Insurance

Written confirmation that all security personnel allocated to SACU will have a police clearance certificate

Colour pictures of the security personnel in uniform

Schedule of Similar Assignments undertaken by the company

Schedule of five (5) or more contactable references

Detailed schedule of the security service that will be provided

Contingency Plan to mitigate against service interruptions

Confirmation that the financial proposal remains valid for 90 days

Six (6) copies each proposal, Technical and Financial, in separate envelopes

One Electronic Copy of the entire proposal, in PDF format on a CD

Additional Document required from Consortiums or Partnerships YES NO

Written identification of the Primary Contracting Party

Full details of all legal entities involved in the bid

Certified copy of a legally binding partnership or consortium agreement

Description of the role or element fulfilled by each legal entity