Objectives

The primary objective of this tender is to appoint a compliant, secure, and operationally reliable cash-in-transit service provider to manage the daily collection, secure transportation, and immediate banking of state-generated funds at Dr Pixley Ka Isaka Seme Memorial Hospital over a fixed 36-month contract period.

Scope

The successful bidder will be responsible for weekly cash collections conducted Monday through Friday (excluding weekends and public holidays) between 08:30 and 12:00. Core duties include:

• Securely collecting cash using sealed containers and bank deposit books using sealed envelopes/bags supplied by the service provider.
• Conveying funds to an appointed banking facility and remaining on-site until the deposit is verified by a bank teller.
• Depositing cash immediately upon arrival and reporting any discrepancies to the Revenue Section supervisor within 24 hours.
• Returning stamped deposit books and slips to the hospital on the next scheduled collection day.
• Issuing official receipts for every container and envelope collected.
• Accommodating additional ad-hoc pickups, such as those required for financial year-end procedures.

All incidental costs, including the provision of sealed packaging for deposit books, must be fully incorporated into the quoted price.

Technical Requirements

• Maintain active registration and full compliance with the Private Security Industry Regulatory Authority (PSIRA) under the Private Security Industry Regulations Act of 2001, including submission of a valid membership certificate.
• Deploy fully uniformed, vetted officers who must present valid official identification prior to handover. A roster of assigned officers with photographic ID copies must be provided.
• Secure comprehensive insurance coverage for all transit operations and submit a certified policy copy with the quotation.
• Assume full responsibility for processing and resolving any transit-related claims.
• Demonstrate operational capacity through either proof of past delivery performance at a health facility or a financial statement showing a balance of at least 40% of the quoted value.
• Submit mandatory administrative documentation, including updated CIPC registration, B-BBEE status verification (or sworn affidavit), and Central Suppliers Database (CSD) compliance reports.
• Achieve compliance across four peremptory evaluation stages: administrative compliance, capacity to deliver, specification adherence, and price/preference scoring.

Skills Requirements

No formal academic qualifications are mandated; however, the service demands proven expertise in high-value cash logistics and security operations. Providers must employ trained personnel capable of executing strict chain-of-custody protocols, managing secure transport routes, liaising effectively with banking institutions, and implementing robust risk mitigation and incident reporting systems. Competence in claims resolution, regulatory compliance, and operational reliability is essential.

Explanation of Key Terms

• PSIRA Registration: A statutory South African requirement mandating that all private security and cash-in-transit operators register with the industry regulator. It ensures personnel meet national standards for training, conduct, firearms licensing (if applicable), and operational safety.
• 80/20 Preference Point System: A government procurement scoring model where 80% of evaluation points are awarded for competitive pricing and 20% for socio-economic goals. In this tender, the full 20 points are allocated to bidders providing proof of South African ownership to promote local economic participation.
• Cover-Quoting Prohibition: A strict anti-fraud measure where multiple affiliated companies submitting bids for the same contract are automatically disqualified. It is classified as collusive bidding and acquisitional fraud.
• Performance Security: A financial guarantee (typically a bank guarantee or irrevocable letter of credit) required post-award to ensure contractor performance and compensate the institution in the event of default or failure to fulfill contractual obligations.