Objectives

The primary objective of this tender is to appoint a licensed and compliant service provider to securely collect, transport, and deposit cash revenue generated by Ngwelezane Hospital into designated banking facilities. The contract aims to ensure the safe, timely, and auditable movement of hospital funds over a twelve-month period while maintaining strict adherence to provincial health department financial and security protocols.

Scope of Work

• Collection Schedule: Three collections per week (Monday, Wednesday, and Friday) between 08:00 and 12:00, excluding weekends and public holidays.
• Additional Services: Management of ad-hoc or special collections, such as financial year-end procedures, upon advance notice.
• Logistics & Documentation: Use of provider-supplied sealed containers, issuance of official receipts for each container/envelope, and return of bank deposit books on the next scheduled removal.
• Banking & Reconciliation: Immediate deposit of collected cash, attendance at the appointed banking facility until transaction verification, and reporting of any discrepancies within twenty-four hours.
• Insurance & Claims: Full responsibility for arranging comprehensive cash-in-transit insurance and processing all related claims.

Technical Requirements

• Mandatory registration and ongoing compliance with the Private Security Industry Regulatory Authority (PSIRA).
• Submission of a valid PSIRA membership certificate issued under Section 25 of the relevant Act.
• All cash-in-transit officers must wear full uniforms, carry official identification, and be accompanied by a submitted roster containing photographic ID copies.
• Provision of a certified copy of an active insurance policy covering cash transit operations.
• Pricing must remain fixed for the entire twelve-month contract term; adjustments are only permissible based on Consumer Price Index (CPI) fluctuations or PSIRA-mandated rate changes.
• Successful bidders must pass security screening conducted by the State Security Agency prior to contract award.
• Full compliance with Central Suppliers Database (CSD) registration and SARS tax clearance validation.

Skills & Operational Requirements

While formal academic qualifications are not specified, the tender implicitly requires demonstrated operational competence in secure cash logistics and licensed security management. Providers must possess:

• Proven experience in high-value asset transportation and banking interface management.
• Administrative capability to compile and submit mandatory compliance documentation, including SBD declaration forms, preference point claims, and CIPC registration records.
• Operational readiness to handle financial reconciliation, discrepancy resolution, and insurance claim processing efficiently.
• Staff trained in security protocols, customer interaction, and regulatory compliance.

Key Terms & Clarifications

PSIRA Registration

South Africa's statutory regulatory body for the private security industry. Registration ensures the provider meets national standards for training, vetting, and operational conduct in cash-in-transit services.

State Security Agency (SSA) Screening

A pre-award background investigation performed by the national intelligence agency to verify the integrity, security clearance, and risk profile of the service provider and its personnel.

80/20 Preference Point System

A government procurement evaluation model where eighty percent of scoring is based on competitive pricing and twenty percent on socio-economic goals. For this tender, the twenty percent is exclusively allocated to fully South African-owned enterprises.

CSD & Tax Compliance Validation

Registration on the National Treasury's Central Suppliers Database and proof of SARS tax compliance are compulsory. Automatic disqualification occurs if validation fails or documentation is missing.