R E Q U E S T F O R Q U O T A T I O N S

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1 P.O. Box 3209, Houghton, 2041 Block A, Riviera Office Park, 6-10 Riviera Road, Riviera R E Q U E S T F O R Q U O T A T I O N S PROVISION OF SECURITY SERVICES AT 27 HOEK STREET BUILDING IN THE CITY OF JOBURG METROPOLITAN, GAUTENG QUOTATIONS TO BE SUBMITTED BY NOT LATER THAN 12 NOON ON WEDNESDAY 26 TH AUGUST 2011

2 AUGUST 2011 TERMS OF REFERENCE Provision of security services at 27 Hoek Street building in the City of Johannesburg Metropolitan, Gauteng 1. INTRODUCTION The Housing Development Agency (HDA) is a national public development agency which promotes sustainable communities by making well located and appropriately planned land available for the development of human settlement. As its primary activity, the HDA identify, acquire, hold, develop and release state, private and communal land and releases it for development. As part of its processes, the HDA conducts property holding plans in order to identify and implement services and maintenance requirements to ensure the sustainability and security of the properties in position. 2. BACKGROUND HDA has procured a building in the Johannesburg Central Business District (CBD), namely, 27 Hoek Street building. The property is ground to 8 floors high-rise building with 2 basement parking s and is vacant. The building is currently having security on site with the contract expiring at the end of August Physical Location 27 Hoek Street located at corner Hoek Street and Smit Street, Johannesburg CBD, see Annexure 1. GPS Co-ordinates are: Latitude 26 11'41"S and Longitude 28 2'36"E. 3. SCOPE OF SERVICES The HDA requires from appropriately qualified, competent, experienced and professionally registered security services providers to: undertake the status analyses of the property, and provide a quotation to provide security services for this property General requirements The will not be a site inspection. The service providers are advised to visit the sites and familiarise themselves with the property before submitting a proposal The contract duration will be Seven (7) months only All quotations/price proposals must be valid for the duration of the service. 1

3 The security services shall be executed by a company properly registered and compliant to PSIRA and be able to provide proof registration to the HDA The service provider must demonstrate their reputation, knowledge and expertise in line with the terms of reference The service provider shall ensure that its team has relevant expertise and have necessary equipment and support to undertake the work Price in Rands (excluding VAT) per month of service of your company Information on your company (date of operation, licenses, list of at least 2- main clients (references may be requested later on), information on your company central office, total number of staff, possibility for quick support from your company central office on when-needed emergency basis) The service provider shall be linked to the arm response unit and the cost shall form part of the contract price. 4. EXPECTED DELIVERABLES The Service provider shall, Be fully responsible for all work and services performed by its security officers provide and execute everything necessary for the services in accordance with industry standards and norms in terms of the prevailing sectorial determination, and industry acceptable training levels in respect of PSIRA, and any other relevant regulations, including, but not necessarily limited to: Provision of security services at the property daily on 24/7 basis Security services shall be performed by 1 officer during the day and 2 during the night The provision of all service providers equipment such as working tools, qualified, competent and well-trained officers and supervision thereof, required for this service The officers shall be uniformed and bear their company logos and badges on their clothing. 4.. Preparation and submission of detailed site and incidents reports to HDA weekly or as directed by the HDA Preparation and submission of detailed invoices for verification and approval by the HDA The compliance with all laws, by-laws, rules and regulations applicable to the services to be executed by the services provider Ensuring response times/submission times in respect of services and/or invoices will at all times be in accordance with the requirements of the HDA.. EVALUATION PROCESS 2

4 In order to facilitate a transparent selection process that allows equal opportunity to all services providers, the HDA will adhere to its policy on the appointment of services providers. Proposals will be evaluated in terms of the following criteria: Administration, management and institutional capacity to render services; Qualifications, capacity, knowledge and experience of company staff; Previous similar services conducted; Methodology to be followed and innovation; Budget breakdown; The following table will demonstrate the criteria to be used for allocation of points for functionality as outlined above. Bids scoring less than 60 points on functionality will be set aside..1 Table 1 Functionality CRITERIA Company profile and individual team members CVs Strategy Innovation WEIGHTING/ SUB-CRITERIA POINTS Qualifications, Capacity, Level of Experience and knowledge 40 Objectives and competitive output Methodology Innovation TOTAL 100 The following criteria will be used for points allocation for price and BEE compliance on a 80/20 point system:-.2 Table 2 Price and BEE CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Price Detailed budget breakdown 80 Equity Ownership by HDI BEE Equity Ownership by Women Equity Ownership by Disabled Equity Ownership by Youth TOTAL 100 The HDI proposal will be evaluated as per PPPFA regulations. 3

5 *If points are claimed for disabled persons indicate nature of impairment and medical certificate/proof must be submitted.* 6. GENERAL 6.1. Below are compulsory requirements for this service It is important to note that the successful person will work under the supervision of a HDA representative, abide by HDA s Code of Conduct, and other organizational guidelines Kindly complete and submit the HDA Supplier Registration form if not already on our database and submit together with: Valid original tax clearance certificate. SBD Forms (SBD4, SBD6.1, SBD8 and SBD9) obtainable from HDA Website: Under compliance checklist. PSIRA registration certificate. Quotation 6.2. Further information regarding technical matters can be sent an to: Thabiso.Limpe@thehda.co.za or at tel: , and 6.3. Further information regarding supply chain matter and queries can be send via to: Jabulile.Mndebele@thehda.co.za or at tel: TERMS AND CONDITIONS 7.1. HDA undertakes to pay in full within thirty (30) days, all valid claims for work done to its satisfaction upon presentation of a substantiated claim/invoice No payment will be made where there is an outstanding information/work by the service provider/s. 8. SUBMISSION OF PROPOSAL 8.1. Proposals should be submitted on or before the 26 th August 2011 by no later than 12h00 to the following address: The Procurement Officer The Housing Development Agency Block A, 6-10 Riviera Road, Killarney, 2193 Tel: The selection of the qualifying proposal will be at the HDA s sole discretion. The HDA does not bind itself to accept any particular bid/proposal, and the HDA reserves the right not to appoint the service provider. 4

6 27 HOEK STREET