Objectives

The primary objective is to establish a secure, reliable, and compliant mechanism for the daily collection, transport, and immediate banking of state revenue generated by the hospital. The contract aims to eliminate financial leakage, ensure strict chain-of-custody protocols, maintain accurate banking records, and safeguard institutional assets over a thirty-six-month period.

Scope of Work

• Daily cash collection between 08:30 and 12:00, Monday to Friday, excluding weekends and public holidays.
• Secure conveyance and temporary storage of collected funds using provider-supplied tamper-evident packaging.
• Immediate deposit of all collected cash at a designated banking facility.
• Retrieval and return of stamped bank deposit books and transaction slips on the subsequent collection day.
• Provision of ad-hoc collections for special administrative periods (e.g., financial year-end) upon advance notice.
• End-to-end management and settlement of any cash-in-transit discrepancies or claims.

Technical Requirements

• Maintain active registration and full regulatory compliance with the Private Security Industry Regulatory Authority (PSIRA).
• Supply and utilize sealed containers for cash and sealed envelopes/bags for deposit documentation, with all packaging costs fully incorporated into the quoted price.
• Deploy fully uniformed, officially vetted officers who carry valid identification credentials at all times during operations.
• Issue official, itemized receipts for every container and envelope handled during collection.
• Remain on-site at the banking facility until tellers verify and confirm deposits, reporting any discrepancies within twenty-four hours.
• Submit a certified copy of a comprehensive insurance policy covering transit operations, losses, and liabilities.
• Assume full operational and financial responsibility for processing and resolving all transit-related claims.

Skills and Capacity Requirements

• Demonstrate proven operational experience by providing documented proof of prior cash-in-transit or similar logistics services delivered to public or private healthcare facilities, supported by order and delivery notes.
• Alternatively, submit a bank statement confirming a minimum liquid balance equivalent to forty percent of the quoted contract value, issued within one month of submission.
• Maintain a clean performance record with no history of unexplained defaults or failure to execute previous contracts.
• Confirm explicit compliance with all attached technical specifications and service level expectations.
• Provide valid Central Company and Intellectual Property Commission (CIPC) registration documents.
• Submit a Broad-Based Black Economic Empowerment (B-BBEE) status verification certificate or sworn affidavit.
• Maintain active registration and compliance reporting on the Central Suppliers Database (CSD).

Explanation of Key Terms and Services

PSIRA Registration: A mandatory South African licensing framework for security and cash-in-transit providers. It ensures that personnel undergo rigorous background checks, standardized firearms and handling training, and adhere to national ethical and operational guidelines before deployment.

Sealed Containers/Envelopes: Tamper-proof packaging designed to maintain an unbroken chain of custody. Once sealed, any unauthorized opening is immediately visible, safeguarding against theft, substitution, or internal fraud during transit.

80/20 Preference Point System: A standard South African public procurement evaluation model. Eighty percent of the total evaluation score is allocated to competitive pricing, while twenty percent is reserved for strategic socio-economic goals, specifically prioritizing South African-owned enterprises in this tender.

Central Suppliers Database (CSD): National Treasury’s centralized registry for all government suppliers. Active compliance ensures the bidder meets tax clearance, legal standing, and transformation requirements before contract award or payment processing.