RFQ/FAC/26/27/112: Procurement of Security Services

1. Objectives

The primary objective is to appoint a qualified and experienced service provider to deliver comprehensive security services for the merSETA Mpumalanga Regional Office. This includes two main components:

• Physical Security Guarding: Providing one (1) trained, licensed, and PSIRA-registered Security Officer to safeguard the premises, employees, visitors, assets, and information. The officer will control access, act as the first point of contact for visitors, and respond to security incidents and emergencies.
• Electronic Alarm System: Installing, monitoring, and maintaining a complete electronic alarm system to provide continuous protection by detecting, deterring, and responding to unauthorised access, intrusion, and other security threats.

2. Scope of Services

The contract is for a period of 42 months, commencing on the date of contract signature and terminating on 31 March 2030. The services are to be rendered at the merSETA Mpumalanga Regional Office located in Witbank (eMalahleni), Mpumalanga.

Physical Security Officer Duties:

• Control access to the premises, verifying appointments, and ensuring only authorised persons are permitted entry.
• Conduct searches to ensure prohibited or dangerous items are not brought onto the premises.
• Maintain accurate visitor and access control records.
• Monitor for suspicious activities, safety hazards, and security threats.
• Protect property from loss, damage, theft, or unauthorised removal.
• Respond to emergencies, fire incidents, and other unforeseen situations in accordance with established procedures.
• Report irregularities, security violations, and incidents to the designated merSETA representative and, where necessary, law enforcement.
• Maintain an Occurrence Book (OB) and incident report forms.

Alarm System Requirements:

• Install a complete alarm system, including all necessary equipment, wiring, and components to ensure full coverage of the premises.
• The system must be monitored and maintained in full working order throughout the contract period.
• The monthly rental must include all costs associated with the system, including monitoring, maintenance, and repairs.
• The service provider must provide suitable relief personnel to ensure continuity of service during periods of absence.

3. Technical Requirements

• Security Officer: Must possess a valid PSIRA registration certificate and be trained in incident management, emergency response, and conflict resolution.
• Equipment: The service provider must supply the officer with necessary equipment, including a two-way radio, metal detector (hand-held scanner), torch/flashlight, Occurrence Book (OB), incident report forms, and Personal Protective Equipment (PPE).
• Alarm System: Must be a complete system installed to cover the entire premises, monitored continuously (including after hours, weekends, and public holidays), and maintained in full working order.
• Warranty: The bidder must provide a warranty covering the replacement of defective equipment at no additional cost, except where damage results from misuse, vandalism, or force majeure.
• Pricing: Prices must be firm and inclusive of VAT. The pricing schedule covers a 42-month period, including a once-off installation cost and monthly recurring costs for the security officer, alarm system, and maintenance.

4. Skills and Compliance Requirements

Bidders must meet the following minimum requirements:

• Mandatory Documentation: Submission of a valid PSIRA registration, a Central Supplier Database (CSD) registration number, a copy of the B-BBEE Certificate, and fully completed and signed Standard Bidding Documents (SBD) forms, including SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim Form).
• Tax Compliance: The bidder's tax matters must be in order, as reflected on the CSD, at the time of award.
• Preference Points: The 80/20 preference point system applies. Points are allocated for price (80) and specific goals (20), including ownership by Black people, Black women, Black youth, White women, and people with disabilities. Proof of ownership must be submitted to claim these points.
• Evaluation Process: The RFQ will be evaluated in three stages:
  1. Stage 1: Compliance with administrative and mandatory requirements.
  2. Stage 2: Evaluation of compliance to specifications/functionality.
  3. Stage 3: Evaluation of price and preference goals.

5. Important Notes

• Validity Period: Offers must remain valid for 60 calendar days from the closing date.
• Contract Form: The successful bidder will be required to complete and sign a contract form (SBD 7.1).
• Rights Reserved: merSETA reserves the right to award the bid in whole or in part, not to accept the lowest-priced bid, and to conduct negotiations with qualifying bidders.
• Confidentiality: The RFQ document contains confidential information and must not be disclosed without prior written permission from merSETA.