Objectives

The primary objective of this tender is to appoint a qualified, registered, and compliant service provider to deliver a comprehensive twenty-four-hour security service to the Department of Sport, Arts and Culture (DSAC) for a period of thirty-six (36) months. The service aims to enhance physical security, access control, and emergency response at multiple DSAC premises in Pretoria, ensuring the safety of staff, visitors, and departmental assets.

Scope

The scope encompasses the provision of 24/7 security services across several DSAC sites, including:

• Sechaba House, 202 Madiba Street, Pretoria
• National Archives of South Africa (NARSSA), Hamilton Street, Pretoria
• National Film, Video and Sound Archive (NFVSA), Stanza Bopape Street, Pretoria
• Old State Library Building (OLB), Madiba Street, Pretoria

Specific tasks include:

• Deployment of security personnel across day and night shifts, including weekends and public holidays.
• Provision of security supervisors and officers with appropriate PSIRA ratings (Grade A, B, C).
• Implementation of access control, patrols, and emergency response measures.
• Installation and maintenance of security equipment such as radios, patrol monitoring systems, and clock points.
• Provision of security aids, uniforms, and protective gear.
• Ensuring compliance with legislative requirements, including PSIRA registration and relevant security legislation.
• Establishment of a fully operational control room in Pretoria capable of responding to emergencies within 20 minutes.

Technical Requirements

The technical requirements for the tender include:

Personnel

• Security officers must be PSIRA-registered, with valid certificates and clearances.
• Officers must be physically fit, medically certified, and trained in Firefighting and First Aid.
• Uniforms must be of good quality, properly branded, and worn at all times, with name tags visible.
• Officers must adhere to confidentiality, behave courteously, and maintain a professional attitude.
• Officers must be capable of implementing access control and patrol duties as per legislation and site requirements.

Equipment and Systems

• Provision of base radios at each premises for effective communication.
• Installation of patrol monitoring systems with clock points at designated locations, capable of generating detailed patrol reports.
• Regular replacement and maintenance of security equipment to ensure operational readiness.
• Provision of personal protective equipment (PPE) for security officers.

Control Room

• A fully equipped, 24-hour control room in Pretoria must be operational within two months if not already existing.
• The control room must facilitate quick response to emergencies and coordinate security operations across all sites.
• Inspection and verification of the control room facilities may be conducted by DSAC representatives.

Administrative and Compliance

• Submission of proof of registration, tax compliance, and relevant licenses.
• Provision of references and evidence of similar security contracts successfully executed.
• Adherence to all legislative requirements, including the Private Security Industry Regulatory Authority (PSIRA) standards.
• Implementation of a comprehensive business plan demonstrating experience, capacity, and operational procedures.
• Proof of insurance coverage for public liability (minimum R20 million) and employee injuries.
• Payment of employees at least the minimum sectorial wages, with proof of compliance.

Service Level and Monitoring

• Development of protocols, site takeover procedures, and incident management plans.
• Regular reporting, including patrol logs, incident reports, and compliance documentation.
• Participation in monthly meetings with DSAC security management.
• Flexibility to rotate security officers between sites as required.

All technical and operational aspects must align with the detailed Terms of Reference, legislative frameworks, and the Service Level Agreement to be signed upon appointment.