REQUEST FOR PROPOSAL: APPOINTMENT OF A SERVICE PROVIDER TOSUPPLY, INSTALL AND MAINTAIN INTEGRATED SECURITY SOLUTIONS WITH PHYSICAL SECURITY AND ARMED RESPONSE AT SEVEN OF THE NATIONAL HOME BUILDERS REGISTRATION COUNCIL OFFICES.
RFP NO.: NHBRC 05/2015
CLOSING DATE: 09 JUNE 2015
TIME: 11H00
NAME OF COMPANY:
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TABLE OF CONTENTSPAGE NO.
1. Terms and Conditions3
2. About NHBRC6
3. Risk Management by the NHBRC6
4. Business Overview7
5. Technical Information to be submitted by service provider(s)8
6. Technical Evaluation Criteria12
7. RFP Submission instructions18
8. Availability of RFP document18
9. RFP closing date18
10. Enquiries should be directed18
11. Submission of proposal18
12. Checklist and SBD forms20
TERMS AND CONDITIONS
This Request for Proposal (RFP) has been compiled by the NHBRC and it is made available to the Bidders on the following basis.
Bidders submitting a Bid in response to this RFP are deemed to do so, on the basis that they acknowledge and accept the terms and conditions set out below:
2.1.The NHBRC reserves the right to amend, modify or withdraw this RFP or amend, modify or terminate any of the procedures or requirements set out herein at any time and from time to time, without prior notice and without liability to compensate or reimburse any person.
2.2.The NHBRC reserves the right to carry out site inspections or call for supporting documentation in order to confirm any information provided by a Bidder in its RFP Bid.
2.3.This RFP is not intended to form the basis of a decision to enter into any transaction involving the NHBRC, and does not constitute an offer or recommendation to enter into such transaction, or an intention to enter into any legal relationship with any person.
2.4.A Bid submitted in response to this RFP will constitute a binding offer which will remain binding and irrevocable for a period of six months from the date of submission to the NHBRC. The offer constituted by the Bid will be deemed not to have been accepted and no agreement will be deemed to be reached with any Bidder, unless and until a definitive Agreement and other related transaction documents are concluded between the NHBRC and the Preferred Bidder.
2.5.The distribution of this RFP outside the Republic of South Africa may be restricted or prohibited by the laws of other countries. Recipients of this RFP are advised to familiarize themselves with and comply with all such restrictions or prohibitions applicable in those jurisdictions, and neither the NHBRC, nor any of their respective directors, officers, employees, agents, representatives or advisors, accepts liability to any person for any damages arising out of or in connection with the breach of any restriction or provision outside the Republic of South Africa. Persons contemplating submitting a Bid are advised to obtain legal advice as to the possible consequences thereof in terms of the law of the jurisdictions in which they are located.
2.6.Recipients of this RFP document may only distribute it to other parties whom they wish to involve as part of their Bidder consortium in submitting a Bid.
2.7.Neither the NHBRC nor any of their respective directors, officers, employees, agents, representatives or advisors will assume any obligation for any costs or expenses incurred by any party in or associated with preparing or submitting a Bid in response to the RFP.
2.8.No entity may be involved, whether directly or indirectly, in more than one Bid in response to this RFP. A failure to comply with this requirement may, within the sole discretion of the NHBRC, result in disqualification of the relevant entity.
2.9.Any material change in the control and/or composition of any Bidder or any core member of a Bidder after submission of a Bid, shall require the prior written approval of the NHBRC, and any failure to seek such approval from the NHBRC shall result in the NHBRC being entitled, in its sole discretion, to exclude the relevant Bidder from any further participation in the bid process. The NHBRC shall be the sole arbiter as to what constitutes a “material change in the control and/or composition of any Bidder”, and as to what constitutes a “core member of a Bidder” for purposes of such approval. Any request for such approval shall be made to the NHBRC’s Supply Chain Management in writing and shall provide sufficient reasons and information to allow the NHBRC to make a decision. The NHBRC reserves the right to accept or reject any such request for approval at its sole discretion.
2.10.Briefing Session: Should the briefing session be held, the sharing of information and clarifications of issues related to this Bid, as given by the NHBRC during such session will form part of this Bid and responses.
2.11.Any requirement set out in this RFP that stipulates the form and/or content of any aspect of a Bid, is stipulated for the sole benefit of the NHBRC, and save as expressly stated to the contrary, may be waived by the NHBRC in its sole discretion at any stage in the RFP process.
2.12.The NHBRC and its advisors may rely on a Bid as being accurate and corporate in relation to the information and proposals provided therein by the Bidders.
2.13.All Bids submitted to NHBRC will become the property of the NHBRC and will as such not be returned to the Bidder. The NHBRC will make all reasonable efforts to maintain proposals in confidence. Proprietary information should be identified as such in each proposal.
2.14.If the NHBRC amends this RFP, the amendment will be sent to each Bidder in writing or publicized as the case maybe. No oral amendments by any person will be considered or acknowledged.
2.15.RFP shall be considered irregular if they show any omissions, alteration of form, additions, or conditions not called for, or irregularities of any kind. However, the NHBRC reserves the right to waive any irregularities and to make award in the best interest of the company.
2.16.The NHBRC reserves the right to accept or reject in part or whole any bid submitted, and to waive any technicalities for the best interest of the company.
2.17.RFP’s shall be rejected, among other reasons, for any of the following specific reasons:
2.17.1.RFP’s received after the closing date and time as specified.
2.17.2.Unbalanced value of any items.
2.17.3.If the original Tax Clearance Certificate is not submitted
2.17.4.RFP documents not initialed on every page, and
2.17.5.RFP containing irregularities.
2.17.6.Potential service provider(s)s shall be disqualified and their RFP’s not considered, among other reasons, for any of the following specific reasons:
2.17.7.Reason for believing collusion among bidders.
2.17.8.The service provider(s) being in arrears on any existing contract or having defaulted on previous contracts.
Uncompleted work that in the judgment of the company shall prevent or hinder the prompt completion of additional work, if awarded.
2.18.EXCLUSION OF RFP’s
2.18.1.RFP’s that may be viewed by the NHBRC to have priced their services unreasonably above or below the NHBRC estimates and budget such suppliers may be requested to demonstrate how they envisage delivering at such cost and/or price.
2.18.2.If the NHBRC is not satisfied with the motivation so provided, such suppliers will be excluded from further evaluation and thereby not considered for appointment to provide the service.
2.19.The NHBRC reserves the right to require that any bidder provide a formal presentation of its RFP at a date and time to be determined by the NHBRC. The NHBRC shall provide all instructions and clarification regarding the purpose and scope of the demonstration. All expenses must be borne by the bidder.
2.20.All costs associated with the preparation and submission of the Bid is the responsibility of the Service provider(s). The costs shall not be chargeable to the NHBRC by successful or unsuccessful Bidder.
2.21.This document is released for the sole purpose of responding to this RFP and must be considered confidential. In addition, the use, reproduction or disclosure of the requirements, specifications or other material in this RFP is strictly prohibited.
2.22.All Bids must be formulated and submitted in accordance with the requirements of this RFP.
BACKGROUND
ABOUT NHBRC
Mandate of the NHBRC in terms of the Housing Consumers Protection Measures Act.
The National Home Builders Registration Council (NHBRC) has a mandate through the Housing Consumer Protection Measures Act (Act No. 95 of 1998) providing warranty protection against defects in new homes. The Act state that the objects of the Council are, inter alia:
3(b)“to regulate the home building industry”;
3(d)“to establish and promote ethical and technical standards in the home building industry”; and
3(e)“to improve structural quality in the interests of housing consumers and the home building industry”;
The Council is furthermore empowered by the Act:
5(5)(a)“to engage in undertakings to promote improved structural quality of homes constructed in the Republic;
5(5)(b)”to engage in undertakings to improve ethical and technical standards in the home building industry;
5(5)(c) “to keep a record of competent persons”; and
5(h)“to generally do all things necessary or expedient to achieve its objects and the objectives of this Act.”
RISK MANAGEMENT BY THE NHBRC
The NHBRC's primary mandate is to manage the risk of structural defects in the home building industry and in so doing, protect the consumer. A prime activity of the NHBRC is to manage its risk exposure in terms of the warranty scheme, in order to ensure that it is not unduly exposed to claims. The current risk management tools being used by the Council include the Registration of Home Builders, enrolment and inspection of homes, the Home Building Manual which incorporates design and construction rules and the appointment of competent persons by the Home Builder to perform certain tasks.
BUSINESS OVERVIEW
The National Home Builders Registration Council is a statutory body with the responsibility to provide warranty cover (protection) and regulatory services to the home-building industry. This is done in terms of the Housing Consumers Protection Measures Act (No 95 of 1998). It is the NHBRC’s mandate to provide protection to housing consumers against defined defects and to regulate the home building industry. Our mandate determines our scope of business as well as the principles and area of business in which we operate. As a consequence our business is focused on specific business models in defined geographical areas with specific business objectives for all South African Housing Consumers.
The NHBRC is a medium sized organization with a staff complement of approximately 580 employees. The NHBRC’s head office is located in Sunninghill, Gauteng with 9 regional offices of varying size, and 12 satellite offices. .
NHBRC Office locations
# / OFFICE1 / Head Office (Sunninghill)
2 / DR site (at Pretoria regional office)
3 / KwaZulu Natal(Durban) – Regional
4 / Western Cape (Cape Town) – Regional
5 / Eastern Cape (Port Elizabeth) – Regional
6 / North West (Rustenburg) – Regional
7 / Limpopo (Pietersburg) – Regional
8 / Mpumalanga (Nelspruit) – Regional
9 / Gauteng (Sunninghill) – Regional
10 / Pretoria (Pretoria) – Regional
11 / Free State (Bloemfontein) – Regional
12 / Shelly Beach
13 / New Castle
14 / East London
15 / George
16 / Northern Cape (Kimberly)
17 / Klerksdorp
18 / Tzaneen
19 / Bela Bela
20 / Witbank
21 / Bethlehem
22 / Mafikeng
23 / Eric Molobi Innovation Hub (Soshanguve)
TECHNICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDER(S)
SECURITYSYSTEM
4.1PURPOSE
The NHBRC seeks to appoint a service provider for the provision of an integrated security system solution for a period of three (3) years. The service provider shall be appointed to provide a fully integrated security system comprising:
Physical Guarding (including Active Guard Tracking System),
Armed Response,
Biometric access control,
Electronic visitors control system,
Closed Circuit Television surveillance systems,
Intruder Alarm system,
Electric Fencing,
Fully integrated and functional control room.
The service provider shall be appointed to provide the fully integrated security system for the following seven (7) NHBRC offices:
Sunninghill Head Office – Johannesburg
Soshanguve (Innovation Hub) – Pretoria
Gauteng Provincial Office – Pretoria
North-west Provincial Office – Klerksdorp
Limpopo Provincial Office – Polokwane
Eastern Cape Provincial Office – Port Elizabeth
Kwazulu Natal Provincial Office – Durban
Service providers will be required to submit a comprehensive proposal including all seven (7) offices identified above.
4.2 BACKGROUND
The NHBRC is committed to ensure a high performance working environment and quality of work life within a safe environment whilst maintaining control of its assets by providing the necessary security at its buildings and sites or installations nationally.
SCOPE OF WORK
Physical Guarding (including Active Guard Tracking System):
Hours of service
The Security hours of services to be provided in the NHBRC facilities shall be:
Weekdays / Weekend days / Public Holiday days – 6:00am to 6:00pm
Weeknights / Weekend nights / Public Holiday nights – 6:00pm to 6:00am
The required number of security guards, grades of guards and day / night requirement per office can be found on Annexure A attached hereto.
Armed Response
Armed response hours of services to be provided in the NHBRC facilities shall be:
Monday to Sunday – 24 hours daily – (including weekends and public holidays)
Biometric access control
For each of the seven specified offices. Quantities per office and functionality of the biometric access control has been specified in Annexure B attached hereto.
Electronic visitors control system
For each of the seven specified offices. Quantities per office and functionality of the electronic visitors control system has been specified in Annexure B attached hereto.
Closed Circuit Television (CCTV) surveillance systems
For each of the seven specified offices. Quantities per office and functionality of the CCTV surveillance system has been specified in Annexure B attached hereto.
Intruder Alarm system
For each of the seven specified offices. Quantities per office and functionality of the intruder alarm system required per office has been specified in Annexure B attached hereto.
Electric Fencing
Electric fencing will be required for the Sunninghill and Port Elizabeth offices only. Rewire 27 strand fencing, 2.5 mm braided stainless steel wires as per certificate of compliance specifications at Sunninghill and an 8 strand wall-top fence with galvanized stay stays and brackets at Port Elizabeth. Measurements for pricing may be determined through pre-arranged site visits to the two (2) offices.
Fully integrated and functional control room.
The central control room must adhere to the requirements for a SAIDSA Approved Central Station/Control Room Standards.
Insurance and Indemnity/ Liability Insurance
The service provider(s) will be expected to make the necessary arrangements for all personnel (security officers and guards) and assets (vehicle and equipment it deploys to the NHBRCs premises. The service provider(s) must take out sufficient public liability insurance, (with a minimum value of R10000000 (ten million rands), against any claims, costs, loss and/damage ensuing from his/her/obligations and shall ensure that such insurance remains operative for the entire duration of the contract. Proof of payment with regards to premiums paid shall be made available to the NHBRC within 48 hours of such request.
Duration of Services
The duration of the contract with the service provider(s) will be for a period of three (3) years.
Management and Staff
Management
At least an Operational Manager (provincially) must be appointed by the service provider as the contact person for the service and must have a minimum of three years in the security services industry as an Operational Manager.
Security Supervisor
A grade A Security Supervisor, that will oversee all security matters on site (provincially) must be appointed by the service provider as the contact person for the service and must have a minimum of two years in the security services industry as a Security Supervisor.
Staff
Grade D guarding staff as specified in Annexure A attached hereto. All staff proposed for the NHBRC must have the adequate PSIRA grading. The service provider must conduct security background checks in respect to their staff prior to deploying them to the NHBRC. The service provider must submit the curriculum vitae (CV) of all security officers that will deployed to the various NHBRC offices. Proof of security background checks conducted must be attached to the CV of all security officers. Any replacement staff deployed to the NHBRC must be of the equivalent grading and subject to the required security background checks prior to deployment to the NHBRC.
Fleet
The service provider(s) must have the adequate fleet of vehicles for general, emergency and urgent requirements. (Proof of registration in the name of the company must be attached to the proposal). The proposal must specify the fleet available per office (area) for the seven (7) identified offices.
SERVICES REQUIRED
The NHBRC will require the following services, but not limited to:
Physical Guarding (including Active Guard Tracking System),
Armed Response,
Installation and maintenance of an integrated electronic security system consisting of:
Biometric access control,
Electronic visitors control system,
Closed Circuit Television surveillance systems,
Intruder Alarm system,
Electric Fencing,
Fully integrated and functional control room where the above mentioned integrated systems will be monitored and managed.
TECHNICAL EVALUATION CRITERIA
8. EVALUATION CRITERIA
8.1 In accordance with the NHBRC Supply Chain Management Policy, the bid evaluation process shall be
Carried out in two stages namely:
Stage 1: Compliance check of Mandatory Documents
Stage 2: Functionality in terms of the set technical evaluation criteria
Stage 3: Presentation
8.2 All bids will be evaluated on a 90/10 preference point system
8.3 The minimum threshold for functionality is 70 out of 100 points. Bidders who fail to meet minimum
threshold will be disqualified and will not be evaluated further for price and preference points.
Stage 1: Compliance check of Mandatory Requirements
The service provider(s)must indicate compliance with mandatory requirements by ticking under “Comply” or
“Not comply”. Failure to comply with the mandatory requirements on the table listed below will invalidate your
bid.
In order to be considered each service provider is required to submit the following mandatory documentation:
Mandatory Requirements / Comply / Not ComplyMust be registered with Private Security Industry Regulatory Authority (PSIRA), attach certified copies of Company PSIRA certificate as well as letter of Good Standing from PSIRA.
Valid certified copy of The Independent Communications Authority of South Africa (ICASA) certificate for their radio communications.
Valid certified copy of the South African Intruder Detection Services Association (SAIDSA) certificate.
Valid certified copy of Workmen’s compensation / COIDA (Letter of good standing).
Valid certified copy of UIF (Certificate of Compliance).
Original and valid Tax Clearance certificate.
Certified copy of Company registration certificate.
Valid certified copy of Insurance indemnity from insurance brokers.
Certified copies Identity documents of owners, directors, shareholders, as specified on the company registration certificate.
In case of a joint venture all parties must attach Company’s documents and a signed joint venture agreement.
Note: Certification date must not be more than six months old.