the university of south africa invites suitably qualified ... · company must provide copy of valid...

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The University of South Africa invites suitably

qualified service providers to participate in a

Public Tender Process to provide the

University with

Regional Shared Services

(Cleaning and Security)

Tender Specification Document

Tender Ref. No: PT2017/03 Date of Issue: 17 February 2017

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Table of contents

1. Overview

2. Proprietary and Confidential Information

3. Dealing with the University of South Africa

4. Registration and Compulsory information session

5. Tender submission and Closing date

6. Mandatory Requirement

7. Other Requirements

8. Environmental Impact

9. Pricing

10. Payment Terms

11. Sub-Contracting

12. Joint Arrangements

13. Tender Specifications

a. Section A – Cleaning

b. Section B - Security

14. Evaluation Criteria

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1. OVERVIEW

The University Estates Department, in collaboration with the Directorate Protection Services, is

responsible for facility management and security at the University of South Africa (Unisa). In March

2016 Council resolved to gradually insource the staff of all outsourced services after following HR

processes from these services (Cleaning, Gardens and Grounds, Recycling and Catering and

Security). The Council resolution is guided by the following principles:

- Social justice and fairness

- Affordability;

- Sustainability; and

- Business efficacy/efficiency.

The University of South Africa invites suitably qualified tenderers to tender for the provision of the

Regional Shared Services (Cleaning and Security). The shared service model intends to partner with

specialist service providers to assist Unisa to manage certain functions within the identified sectors

(Cleaning and Security). The service provider would indicate their service fee for the provision of all

the cleaning and security services that they would be responsible for. The service fee includes, but is

not limited to the following:

Provision of SABS approved cleaning chemicals and equipment;

Provision of licensed security equipment and vehicles;

Provision of staff in the event of additional or ad-hoc services

Provision of security staff to mitigate the impact of protest action and strikes

Provision of personal protective equipment (PPE);

Provision of uniforms for all cleaning and security staff with Unisa logo;

Inventory management; and

Provide back-office support, and support for operations as and when required for all regional

offices.

The service provider is expected to provide Contract Managers for Shared Service model (Cleaning

and Security) for cleaning service per Region, meaning that a total of 5 Contract Managers will be

required. There are a total of 44 Regional cleaning and 141 security staff members.

It is expected from the service provider to develop and submit the skills transfer plan/strategy.

Moreover, the service provider is expected to transfer the skills to the operational cleaning and

security staff, and Regional management staff involved in cleaning and security services, and

supervision to ensure continuity after expiry of the contract in 24 months’ time. The skills to be

transferred include the scheduling of staff, cleaning best practice, procurement and management of

cleaning equipment and chemicals, quantity and frequency of provision of such equipment and

chemicals in accordance with the size of the buildings in the Region.

The cleaners would report to the Office of the Regional Directors in a particular Region. The Regional

Director would nominate an official that will perform a daily human resource management for the

cleaning staff members.

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The appointment of these service providers in this shared service model will be for a period of 24

months.

The current service providers for the various services are as follows:

Discipline Contractor Location / area Contract end date

Cleaning Bidvest Midlands, Limpopo, Eastern

Cape

31 March 2017

Cleaning Greystone Trading Western Cape 31 March 2017

Cleaning SSG Cleaning (PTY)

LTD

KZN 31 March 2017

Security Red Alert Security Western Cape

Eastern Cape

KZN

31 March 2017

Security Reshebile Aviation and

Protection

Midlands Region (Free-state and

North West Province)

Limpopo Region

Mpumalanga Region

31 March 2017

2. PROPRIETARY AND CONFIDENTIAL INFORMATION

All material submitted in response to this tender shall become the property of Unisa. Any confidential

information provided by a service provider in response to this Tender will be held in confidence and

will only be used for the evaluation of this tender.

3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA

Service providers must not contact any member of Unisa with respect to queries they may have with

this tender. A compulsory information session will be held during which it is expected that any queries

raised, will be answered.

The service provider shall not disclose any such information or specification, whether explicit or

implied, to any third party without the written consent from Unisa.

4. COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATION

SESSION

A non-refundable tender registration fee of R700.00 is payable by credit or debit card at the

registration session. No cash payments will be accepted.

Prospective tenderers must read the tender specification and bring a copy to the information

session

Only service provider representatives who are senior members of a relevant business unit, or

are member(s) of the team responsible for tender responses, will be permitted to attend the

compulsory Information session

Registration Date: 24 February 2017

Registration Time: 10:00 to 10:30 (Latecomers will not be admitted)

Venue: Unisa Muckleneuk Campus - Pretoria

Preller Street; Muckleneuk Ridge

Theo Van Wyk Building – Dr. Miriam Makeba Hall

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The above-mentioned time frames must be strictly adhered to; latecomers will not be

registered and admitted to the information session. The information session will commence

immediately after registration.

5. TENDER SUBMISSION AND CLOSING DATE

The original and a soft copy of the tender must be submitted into the official tender box in a sealed

envelope located in the OR Tambo Administration Building, Fifth Floor room 5-19, Pretoria

Muckleneuk Campus, Preller Street, Muckleneuk Ridge. Please quote the tender reference number

PT2017/03 on the sealed envelope.

Closing date: 06 MARCH 2017 @ 12h00

Tenders submitted late will not be accepted or considered.

Points will be awarded for Broad-Based Black Economic Empowerment.

The decision of the UNISA Management Committee on awarding a tender is final.

Unisa reserves the right to appoint, contract with and monitor the performance of any service provider

it deems will offer the best service in line with its requirements, although it may not necessarily be the

lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or

not to award the tender.

The tender awarded will be conditional and subject to successful negotiations and signing of a written

contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to

another Tenderer without repeating the process.

6. MANDATORY REQUIREMENTS

Mandatory requirements will include the following and must be labelled and submitted in the following

order. Failure to comply and submit any one of the documents will disqualify the submission:

Annexure A1: Attendance of compulsory information session. (Attach copy of the registration form

received at the session.)

Annexure A2: Completed and signed Supplier List Application Form (F25) including the PSP form

and bank account details from the bank. (www.unisa.ac.za/tenders)

Annexure A3: Resolution to sign on behalf of the tendering unit (www.unisa.ac.za/tenders)

Annexure A4: Current and valid original SARS Clearance Certificate

Annexure A5: Copy of company registration documents indicating list of shareholders / members

from CIPC / CIPRO

Annexure A6: Pricing template.

Annexure A7: Minimum of three recent (not older than three years from the year of the closing

date of this tender) contactable references from customers to which the tenderer has

provided or is providing goods/services that are substantially similar to the

goods/service required. Only references from the tendering unit will be considered.

Annexure A8: Financial Statements

a. One set (2 years comparative figures) of the most recent audited Annual Financial

Statements together with an Independent Auditor’s Report or a signed letter from the

Accounting Officer for Close Corporations must be submitted. The audited financial

http://www.unisa.ac.za/tenders

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statement submitted must be within six months of the financial year-end to qualify for

evaluation.

A complete set of Annual Financial Statements including the following:

Independent Auditor’s Report (Letter from an External Accountant/Accounting

Officer for Close Corporations)

Statement of Comprehensive Income (Income Statement)

Statement of Financial Position (Balance Sheet)

Statement of Cashflows

Statement of Changes in Equity

Notes to the Financial Statements

No summarized Financial Statements or Extracts of financial statements will be

accepted.

b. Where the financial statements of the holding company are submitted, a signed letter

be included from the holding company, on their letterhead signed by the CEO/CFO,

that they would be liable if the subsidiary defaulted. This must be attached to the

financials being submitted. Failure to submit such signed letter will disqualify the

tender submission.

c. The financial statements should be submitted as a separate bound document.

Annexure A9: Unisa general terms and conditions of the tender (www.unisa.ac.za)

Annexure A10: Registration as a Security Service Provider with PSIRA (Private Security Industry

Regulatory Authority). Company must provide copy of valid PSIRA certificate.

Annexure A11: Completion of response template labelled C1

Annexure A12: Provide three recent contactable references letters from customers to which the

tenderer has provided or is providing goods/services that are substantially similar to

the goods/service required. Only references from the tendering unit will be

considered.

Annexure A13: Skills transfer plan/strategy.

7. OTHER REQUIREMENTS

Annexure B1: A valid B-BBEE certificate or proof of exemption from an accredited SANAS /

IRBA verification agency/auditor. An affidavit certifying their total annual income

and level of black ownership will be sufficient for EMEs and QSEs. Failure to

submit the above will result in a zero score for B-BBEE.

Annexure B2: Tenderers are required to submit a company profile which must include:

Services offered

Number of staff permanently employed at each branch and in what capacity or grades

Emergency manpower and services etc. Annexure B3: Tenderers are required to submit the CV’s of Contract Managers clearly

indicating the experience as well as certified copies of qualifications.

Annexure B4: Tenderers must submit the skills transfer plan/strategy document including the

implementation; this should clearly indicate how the company intends to transfer

the skills to the Unisa staff members, methodology to be adopted for skills

transfer to supervisors and managers, and the timelines.

Annexure B5: Tenderers must submit copies of certified ISO accreditation or in-house

processes and procedures reports.

Annexure B6: Provide evidence of ability to provide supporting technology for:

a) VHF radio equipment and communication

http://www.unisa.ac.za/

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b) ICASA Radio transmission licence c) Guard Tracking solution d) Other technology that can add value

Annexure B7: Provide copies of current valid certificates of at least 40 event security officers

currently employed in your company who have been trained in terms of SAQA UNIT

STANDARD 244335 – “Conduct security at an event”, or PSIRA Special events

training registration and provide PSIRA confirmation.

Annexure B8: Evidence of ownership of suitable vehicles to visit sites and to perform monitoring

services (attach copy of logbooks in companies’, or proprietor’s name and/or proof of

registration of motor vehicle)

Annexure B9: Skills transfer plan/strategy including implementation timelines.

The service provider must develop and submit the skills transfer plan/strategy that clearly

indicates how it will be implemented and the timelines.

Note: All documents submitted in support of this tender must be the documents of the tendering

unit and may not pertain to different companies or units within a group. As an example, a

tenderer cannot submit its own B-BBEE certificate, but the SARS certificate of its holding

company.

8. ENVIRONMENTAL IMPACT

Set out the detail of the environmental impact of the activities relating to the agreement/contract and

the waste generated as a result thereof. Attach a detailed implementation plan by the contractor

and/or the person(s) responsible for implementing the agreement/contract, indicating how the

environmental impact and the waste generated will be minimized, mitigated and managed.

9. PRICING

The tenderer must state whether the price quoted is fixed for the duration of the agreement

or whether the price is subject to escalation. In the absence of an indication in this regard the price

will be considered as fixed for the full period of the agreement.

All pricing must be quoted in South African Rand (ZAR) including VAT.

The pricing must remain valid for 90 days from the closing date of the tender.

Pricing / costing template must be completed (Annexure A6)

Any pricing not included in the pricing template will not be considered.

Prices charged by the supplier for goods delivered and services performed under the contract shall

not vary from the prices quoted by the supplier in his tender, and any variance will render the contract

null and void.

10. PAYMENT TERMS

The payment terms of the University are 30 days after receipt of goods and services and upon receipt

of the required documentation. No upfront payments will be considered.

11. SUB-CONTRACTING

10.1 The tenderer and/or the contract, or any portion thereof, or any share or interest therein, may

not be transferred, assigned or granted to any other company without the specific written

permission and conditions of the University.

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The University may consider accepting sub-contracting if an agreement is entered into only with

the primary supplier, and the agreement, or any portion thereof, or any share or interest therein,

may not be transferred, assigned or granted to someone else subject to the following principles:

a) Sub-contracting is allowed, provided that the tenderer has declared upfront at the time of

submitting the tender documents that a portion of the contract will be sub-contracted; this

is limited to 20% of the work. Sub-Contracting template must be completed. However,

the University reserves the right to allow or not allow sub-contracting.

b) The primary supplier takes full responsibility and accountability for the portion of the work

sub-contracted.

c) The name of the sub-contractor must be declared upfront to ascertain whether the sub-

contractor is not blacklisted or has not defaulted.

10.2 The University encourages sub-contracting aimed at empowering exempted micro enterprises

(EMEs) and qualifying small enterprises (QSEs), as defined in the B-BBEE Codes. In the event

that sub-contracting is to any other than EMEs and/or QSEs which is 51% or more black

owned, the sub-contracted supplier must have a B-BBEE status level equal to or higher than

the appointed supplier.

10.3 Preference should be given to suppliers that are B-BBEE Code-compliant in line with paragraph

3: general principle of the SCM policy:

In the case of all public tenders awarded to suppliers measured in terms of the generic scorecard of the B-BBEE Codes, at least 10%, but not more than 20%, of the contract must be given to EMEs or QSEs, which is 51% or more black owned as part of the enterprise and supplier development initiative.

Regional offices should use local EMEs or QSEs to stimulate local trade. Companies with a national footprint do not qualify as local EMEs or QSEs.

The SCM directorate is implementing paragraph 29 of the policy to ensure compliance with the policy and development of small businesses. Supply chain must be seen and practically demonstrate its commitment towards contributing to the transformation agenda of the country.

12. JOINT ARRANGEMENTS

The University of South Africa will accept joint arrangement proposals on condition that the following

is adhered to:

a) In case of a joint venture

All mandatory requirements and non-mandatory documents must be in the name of the

joint venture entity (separate entity established for this purpose)

b) In case of a joint agreement

joint operation partners must each submit their own mandatory requirements

the joint operation agreement must be signed by all participating parties.

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13. TENDER SPECIFICATION

The successful service provider will assist Unisa to manage the cleaning and security operation in different Unisa Regions as per table below. The Contract

Manager’s responsibility is to ensure that uniforms are procured and delivered to the cleaners as instructed by the Regional Director, the cleaning chemicals and

equipment are delivered on time, stored and dispatched properly. Furthermore, the Contract managers will ensure that cleaning is done in accordance with the

General Cleaning Specifications as outlined in this document. The staff members are employed by Unisa. Moreover, Unisa may wish to increase the number of

staff members listed in the tables below, and it is expected from the service provider to adjust with changes in the number of staff members from one region to

another. The shared service model would require the service provider to render the following services:








Provide back-office support, and support for operations as and when required for all regional offices.

SECTION A – Cleaning

The table below indicates the staff members that will be doing the cleaning work, which the appointed service provider should ensure that work is done to the

required standard. It is also expected that the service provider provides the cleaning materials, chemicals, and equipment’s for each region.

Region Number of cleaning staff

Midlands

4

Limpopo (including Mpumalanga)

6

Eastern Cape

3

Western Cape

6

KZN 25

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Total

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The staff members are Unisa employees

The cleaning staff members will work for 8 hours per day (Monday to Friday) in accordance with Unisa policies

In the events of after-hours function, Saturday, holiday and Sunday where cleaning service is required, arrangement for overtime will be made for cleaners to be available and perform the cleaning service

The cleaners will report to the Office of the Regional Director

The human resource administration such as leave, disciplinary, IPMS, time-sheet will be managed by the Office of the Regional Director

The Service provider (and/or Contract Manager) will report to the Office of the Regional Director

The service will be required at the following Regional Campuses and Offices:

Region Physical address

Limpopo 23 Landros Maree street, Polokwane, 0700

87 Krogh Street Louis Trichardt 0920

Office no 11 Masingita Complex Giyani Road

31 Brown street Standard Bank Building Nelspruit 1201

Town Square Building Cnr Walter Sisulu and Bhimy Damane Streets Middelburg 1055

KZN 230 Stalwart Simelane Street Durban

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4001

221 Dr Pixley Kaseme Street Durban 4001

1 Langalibalele Street Pietemaritzburg 3201

Midlands

Unisa 2

nd Floor

161 Zastron Street Bloemfontein

Unisa Suite 62 North Cape Mall Memorial Rd Kimberley

Unisa 1

st Floor

NFS Building C/o Buitekant & Brand Street Kroonstad

Unisa 29 Main Street Mahikeng

Unisa 12 Stil Street Potchefstroom

Unisa C/o Steen & Oliver Tambo Street Rustenburg

Western Cape 15 Jean Simonis Street Parow

Joubert Plaza 1 100 Meade Street George

12

Eastern Cape 10 St Lukes Road Southernwood East London 5201

32 Victoria Street Mthatha 5100

Greyville House Cnr Cape Road, Ring Road and Greyvill Street Green Acres 6057

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General Cleaning Specifications The cleaning staff members, which are employed by Unisa are expected to clean as per the specifications in the table below. This information is provided to the service provider as background information to understand the expected deliverables by the cleaners in the Regions.

SERVICES FREQUENCY

Floors Open & single offices Public areas

Polished concrete Mop/sweep floors

Wash floors

Remove marks

Alt days

Weekly

When necessary

Daily

Weekly

When necessary

Vinyl Mop floors

Wash vinyl floors

Scrub vinyl floors to remove marks

Polish with rotary machine: non-slippery polish must be

used

Spray buff

Strip and seal

Where sealing is worn

Remove chewing gum

All day

Weekly

When necessary

Weekly

Weekly

July and December

On Request

Daily

Daily

Weekly

When necessary

Weekly

Weekly

July and December

On Request

Daily

Wooden floors (bridge) Mop floors

Wash floors

Daily

Daily

Daily

Weekly

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Terrazzo and ceramic

tiles

Sweep and damp mop floors

Use a mop and clean water to remove marks

Buff floors with a rotary machine with approved brushes.

Under no circumstances may soap or acidic agents be

used – surfaces may be washed with water only.

All days

All days

All days

Daily

Daily

Weekly

Carpets and rugs Vacuum with an approved vacuum cleaner:

- Open offices and other open areas

- Single offices

Remove dirty marks

Shampoo of carpets

All days

Weekly

Continuously

Twice a year

Daily

Weekly

Continuously

Twice a year

Interior granolite and

other ceramic tiles

Sweep

Scrub with soap and water

All days

Weekly

Daily

Weekly

Building surroundings

and covered areas

Remove refuse from refuse bins

Sweep connecting passages and patio areas

Wash connecting passages, patio and other covered

areas

Cleaning of covered areas and surroundings includes the

removal of paper, bottles, tins and other refuse

Wash and disinfect public telephones and phone booths

Daily

Weekly

Daily

2 x Week

2 x Week

Daily

Daily

Weekly

Daily

2x Week

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Balconies, terraces,

service passages and

staircases

Sweep terraces, balconies, service passages, etc. outside

the building

Where applicable, floors should be treated according to

their finish

Balcony railings must be regularly dusted and periodically

washed

Weekly

All days

Monthly

Weekly

Refuse removal Clean ashtrays

Empty waste paper baskets

Wash waste paper baskets

Remove all refuse in plastic bags to a designated

collection area.

Sort and remove all recyclable waste to a designated

collection area.

Empty and clean all waste receptacles from bathrooms,

kitchenettes and all other common areas

Daily

Daily

Weekly

Daily

Daily

Daily

Daily

Daily

Weekly

Daily

Daily

Daily

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Dusting Dust all horizontal surfaces with damp cloth (desks,

cupboards, etc.)

Dust high sills/ledges and fittings – offices

Dust high sills/ledges and fittings in entrances

Dust all vertical surfaces (walls, passages, cupboards,

pictures, etc.)

Dust all telephones & pc workstation

Dust all window sills

Dust accessible light fittings in situ

Dust picture railings, doors, etc.

Dust blinds

Dust indoor louver windows

PS: Dusting accessible areas with feather dusters or dry dusters

are not permitted. Dusting to be done with damp cloth.

Alt days

Weekly

All days

Weekly

All days

Weekly

Weekly

Weekly

Weekly

Weekly

All days

Weekly

Daily

Weekly

All days

Weekly

Weekly

Weekly

Weekly

Weekly

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Walls and paintwork Clean walls, wood panelling and other partitions with a

soft damp cloth

Remove all marks from walls, doors and electric switches

High inside walls be cleaned with squeegee (with

extension)

Remove all posters, notices, pamphlets, brochures, etc

from any surface other than notice boards and report

damages to paint or wood

Weekly

3 x Week

-

Daily

Weekly

Daily

Monthly

Daily

Glass and Metal

surfaces

Remove spots or dirty marks on glass doors, steel

cabinets and glass partitions

Clean and shine all metal lifts, door handles, name

boards, light switches and fittings (Treat stainless steel

surfaces with special polish)

3 x Week

2 x Week

Daily

2 x Week

Foyers, Entrances and

Verandas

Sweep entrance stairs

Clean all door mats and spaces into which mats are fitted

Clean main entrance doors

Wash stairs

Wash foyer floors

Clean and disinfect door handles and railings

Daily

Daily

Daily

Daily

All days

All days

Daily

Roller blinds and Louver

drapes

Wash with antistatic solution and soap

Quarterly

Quarterly

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Miscellaneous Clean glass fronts of notice boards/ display cabinets

Wipe telephones with damp cloth and disinfectant

Wipe computers with soft damp cloth

Clean computers with soft damp cloth and sanitiser

solution

Clean drinking fountains (if installed)

Dust all light fixtures and shades

-

Weekly

Weekly

Monthly

Daily

Weekly

Weekly

Weekly

Weekly

Monthly

Daily

Weekly

Additional services Replace or replenish toilet paper and soap in cloakrooms

Exchange hand towels or replenish paper towels

Daily

Daily

Daily

Daily

Windows and Glazed

Panels

Clean both sides of all windows

Clean both sides of all glazed panels

Clean window frames and mullions, vertical surfaces

between mullions and putty on both sides

Twice a year

Twice a year

Twice a year

Twice a year

Twice a year

Twice a year

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Upholstered and other

furniture and curtains

Vacuum upholstered furniture

Vacuum curtains

Remove marks from upholstery

Wash vinyl furniture with soap

Polish desk tops, tables and other wood furniture

Dust desks, chairs and tables with a damp cloth

Shampoo upholstered furniture

Weekly

Monthly

When necessary

Monthly

Weekly

Weekly

Twice a year

Weekly

Monthly

When necessary

Monthly

Weekly

Weekly

Twice a year

Vacuum cleaning Vacuum cleaners and filters must be cleaned

Filters must be replaced

Daily

On a regular basis

Daily

On a regular basis

Kitchens Wash floors with mop and soap

Wash work top surfaces with disinfectant

Wash vinyl chairs with soap

Upholstered furniture

Wash tiles where required with disinfectant

Empty and wash rubbish bins

Other duties

Wash crockery, cutlery, water-bottles and decanters

Daily Daily

Daily

All days

As per spec

Daily

Daily

Daily

Daily as and when required (staff and

functions)

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Safes and Store rooms Wash floors with mop and soap

Wash walls and horizontal surfaces

Dusting of all surfaces

Daily Monthly and when required or on

request

Monthly and when required or on

request

Daily

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SERVICES FREQUENCY

Toilets, cloakrooms and showers

Empty and clean all rubbish bins

Wash and disinfect all toilets, wash basins and urinals

Clean mirrors

Clean and disinfect door handles as well as toilet handles and taps

Replenish toilet paper, hand soap, hand towels and other consumables, (e.g. she-packets etc.)

Remove marks on walls, doors, handles, partitions and electric switches

Wash tiles with a disinfectant

Dust light fittings and shades

Buff floors (Where required)

Deep clean toilets and ablution facilities in public and highly used areas

Strip and seal floors (Where required)

Wash floors with disinfectant

Wash walls with disinfectant

Wash rubbish bins

Clean and polish shiny metal surfaces

High traffic areas (during registration, conferences, etc. In public areas such as lecture halls, cafeterias, etc.)

PS: All door handles, taps and toilet handles in cloakrooms and showers must be washed and disinfected

Daily Daily Daily Daily Daily Daily Daily Weekly Quarterly (Jan; April; July; Oct) July & Dec or when required Daily Daily 2 X Month Weekly 5 X Day

Lifts Clean mirrors Daily

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Clean entire interior and control panels, wipe handrails with disinfectant

Apply stainless steel polish

Clean exterior sides and doors

Wash floors

Clean door jambs

Clean door rail grooves (bottom)

Daily Weekly Daily Daily Daily Daily

Stairs Wash hand railings with a disinfectant

Mop and wash stair surfaces

Remove bubble-gum from stairs

Sweep fire escape stairs

Remove marks on walls, doors and electric switches

Scrub fire escape stairs

All days All days Daily Weekly Weekly 2 x Month

Offices Empty all rubbish bins.

Polish desk tops and office furniture

Dust all horizontal surfaces with a damp cloth

Dust high sills/ledges and light fittings

Wipe and disinfect telephones with a damp cloth

Dust window sills and lower surfaces with a damp cloth

Dust picture frames with a damp cloth

Daily All days All days Weekly All days Weekly Weekly Weekly

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Dust blinds with a damp cloth

Vacuum carpets

Walls and metal surfaces

Computers

Clean door handles with a disinfectant

Remove spots and marks on glass doors, cabinets, desks and other furniture.

Vacuum carpets with oxine spray

Dust vertical surfaces (cup-boards, cabinets, etc)

Weekly As per spec 12.1 As per spec 12.1 Daily Daily Monthly All days

Foyers Sweep entrance

Clean door mats

Clean entrance doors


Wash floors and buff

Dust light fixtures and shades

Daily Daily Daily Daily Daily Weekly

Library Empty and clean all rubbish bins

Dust ledges, racks and books with an acceptable/suitable vacuum cleaner (with low decibels)

Vacuum carpets in study centre and foyer

Vacuum carpets in offices and rest of library

Dust light fittings and aircon fittings

Daily Weekly Daily Weekly Weekly Daily

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Wash door handles with a disinfectant

Wash vinyl floors

Buff floors

Strip and seal floors

Walls

Daily 2 x Week July & Dec or when required As per spec 12.1

Lecture Halls / Lecture Venues

Lecture halls/venues must be cleaned before 07:30 or according to time schedule/arrangement

Wash and clean white boards with white board cleaner.

Remove bubblegum from tables and chairs

Mop floors

Vacuum carpets

Clear venues of all paper and other refuse

Empty and wash all rubbish bins

Dust tables and chairs with a damp cloth

Polish tables and desktop surfaces


Clean spots on walls and switches

Dust walls, lights and fittings and aircon fittings

Pick up of all waste and remove to designated areas

Daily 2 x Daily Daily Daily Alt days or on request Daily Daily Alt days Twice a month Daily Weekly Weekly Daily

Computer Labs Empty all rubbish bins Daily

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Wash rubbish bins

Sweep and mop vinyl floors

Vacuum carpets

Dust desks, chairs and tables with a damp cloth

Dust computers with soft damp cloth

Clean computers with soft damp cloth and Piramex-foam or computer cleaner

Clean spots on walls switches, light fittings and aircon fittings


Walls

Weekly Daily Weekly Daily All days By request only Weekly Daily As per spec 12.1

Ablution Facilities associated with Wash and disinfect floors, baths, washbasins, showers, toilets, urinals

Wash walls, tiles and windows (inside)

Remove refuse, inspect sanitary bins and report problems

Deep clean toilets and ablution facilities in all areas (including public and highly used areas)

Daily Daily Daily Monthly

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List of Equipment in the Region The service provider is expected to supply the following of equipment for the cleaning of Unisa facilities.

1. Midlands

Name (Equipment/product)

Description/model Purpose/usage area Region Quantity Frequency

EQUIPMENT

Econo Double Bucket Mooping Unit

5 x 25ltr Complete with Wrangler

Bathrooms Midlands 5 each Once off

DOUBLE Mopping System

5 x 30 Ltr Waste Bins Public Areas including Kitchenettes

Midlands 5 each Twice per year

Microfibre Fan Mop Head

Mopping Public Areas including Kitchenettes


Fan Mop Holder Holder Sring Clip

Pulse Mop System

Tiled Public Areas Midlands 5 each Twice per year

Dust Mob Sweeper with Handle

Dry Mop System Public Areas including Kitchenettes


27

Wet Floor Signs Piece per Public Areas including Kitchenettes


Pulse Mop System Handle, Frame & General Purpose Micro Pads

Public Areas including Kitchenettes

Midlands 10 each Full set

Push Behind Sweeper Push Behind Sweeper Parking and Public Areas outside

Midlands 3 each Full Set

Polish/ Scrubbers Standard/ High Speed (150/300 RPM)

Tiled and Vinyle Floors

Midlands 3 each Full set

Complete with Pad Drive, Scrub Brush,


Shampoo Brush and Tank solution


High Pressure Cleaner High Pressure Cleaner and Vacuum Bags

Public Areas outside Buildings


Silence Vacuum Cleaner

110 Watts Single Motor 15 litres and Vacuum Bags


Midlands 8 each Once

Stainless steel Vacuum Machine

1100 Wet & Dry Vacuum 30ltrs



Carpet Cleaner 40 x 40 Ltr Clean & Dirty Water Tank

Carpeted Public Areas


Twin VAC Motor Midlands

Amblo Visa Versa for cleaning Window

Squeeches Rubber and sponge

Cleaning of High Windows

Midlands 4 each full set

Telepole 2.5 metre Midlands 6 each Twice per year

28

Household Gloves Green and Red Gloves Bathrooms and Emergencies

Midlands 30 each x 2 Quarterly

Microfibre cloths Coloured cleaning Cloths for different

Offices furnitures, Bathrooms,

Midlands 20 each x 5 full set

Purposes (Red, Blue, Yellow, Green & Pink)

Kitchenettes Midlands 24 each Twice per year

Buddy Jug 10Ltrs (Decanter)

4 x 10 Ltr for each Building To dilute Chemicals Midlands 10 x 10ltr Twice per year

Spray Bottles

For diluted chemicals with labels Chemical names

at least three colour coded


including offices

Midlands

Midlands

30 each

Twice per year

Further Duster Long Handle

Green, Red, Black and Pink Offices furniture’s, Bathrooms,

Midlands 10 each x 5 each colour

Twice per year

further Duster Short Handle

Green, Red, Black and Pink Office Furniture Midlands 10 each x 5 each Twice per year

Machine Blowers Public Areas (Roads, Parking Bays & Walkways)

Public Areas Midlands 4 x each Once off

Green Soap All Purpose Public Areas


Midlands 10 x 25 Ltrs Monthly

Multi Guard including offices Midlands 5 x 5ltr Monthly

29

Bleach All Purpose Public Areas including Kitchenettes

Midlands 5 x 5 ltr Monthly

Handy Andy

All Purpose

Public Areas

including Kitchenettes

Midlands 8 x 5ltr Monthly

Floor Stripper Scrubbing of Public Areas Public Areas

including offices

Midlands 3 x 25 Ltrs quarterly

Pledges Furniture Polish Offices Midlands 10 x 275 ml Monthly

Toilet Brushes 5 X Different colours Bathrooms Midlands 60 each once off

House Brooms Interior Offices, public Areas Midlands 15 each Twice per year

Hard Brooms Outside Public Areas Midlands 15 each Twice per year

Dust Masks All Purpose Public Areas Midlands 6 boxes quarterly

30

Carpet Cleaner Solution

Cleaning of Carpets Public Midlands 15 x 25 ltr quarterly

Drain Cleaner All Purpose Drains Midlands 10 x 5 ltr quarterly

Bosh Guard All Purpose Public Areas including Kitchenettes

Midlands 6 x 5ltr quarterly

Refuse Bags All Purpose Public Areas including Kitchenettes

Midlands 20 Bails Monthly

31

2. Eastern Cape


Description/model Purpose/usage area Building name Quantity Frequency

EQUIPMENT

Econo Double Bucket Mopping Unit


Bathrooms Eastern Cape 5 each Once off


5 x 30 Ltr Waste Bins Public Areas including Kitchenettes

Eastern Cape 5 each Twice per year

Fan Mop Holder Spring Clip

Pulse Mop System Tiled Public Areas Eastern Cape 5 each Twice per year








Eastern Cape 10 each Full set


Eastern Cape 3 each Full Set

32

Polish/ Scrubbers

Standard/ High Speed (150/300 RPM)



Tiled and Vinyl Floors

Eastern Cape

3 each

Full set







Eastern Cape 8 each Once




Eastern Cape

3 each

Once

Carpet Cleaner

40 x 40 ltr Clean & Dirty Water Tank

Twin VAC Motor


Eastern Cape 2 each Once


Squelches Rubber and sponge


Eastern Cape 4 each full set

Telepole 2.5 metre Eastern Cape 6 each Twice per year


Eastern Cape 30 each x 2 Quarterly

Micro fibre cloths Coloured cleaning Cloths Offices furniture’s, Eastern Cape 20 each x 5 full set

33

for different Bathrooms,


Kitchenettes Eastern Cape 24 each Twice per year


4 x 10 ltr for each Building To dilute Chemicals Eastern Cape 10 x 10ltr Twice per year

Spray Bottles

For diluted chemicals with labels Chemical names

at least three colour coded


including offices

Eastern Cape

30 each

Twice per year



Eastern Cape 10 each x 5 each colour

Twice per year

further Duster Short Handle

Green, Red, Black and Pink Office Furniture Eastern Cape

10 each x 5 each Twice per year

Green Soap All Purpose

Public Areas

Including

Kitchenettes

Eastern Cape

10 x 25 Ltrs

Monthly

34

Multi Guard All Purpose including offices Eastern Cape

5 x 5ltr Monthly


Eastern Cape 5 x 5 ltr Monthly

Handy Andy

All Purpose Public Areas including Kitchenettes including offices

Eastern Cape

Monthly

Floor Stripper Scrubbing of Public Areas Public Areas including offices

Eastern Cape 3 x 25 Ltrs quarterly

Pledges Furniture Polish Offices Eastern Cape 10 x 275 ml Monthly

Toilet Brushes 5 X Different colours Bathrooms Eastern Cape 60 each once off

House Brooms Interior Offices, public Areas Eastern Cape 15 each Twice per year

Hard Brooms Outside Public Areas Eastern Cape 15 each Twice per year

Dust Musk’s All Purpose Public Areas Eastern Cape 6 boxes quarterly


Cleaning of Carpets Public Eastern Cape 15 x 25 ltr quarterly

Drain Cleaner All Purpose Drains Eastern Cape 10 x 5 ltr quarterly

35

3. Western Cape


Eastern Cape 6 x 5ltr quarterly


Eastern Cape 15 Bails Monthly


Description/model Purpose/usage area Building name Quantity Frequency

36

EQUIPMENT

Econo Double Bucket Mopping Unit


Bathrooms Western Cape 3 each Once off


5 x 30 ltr Waste Bins Public Areas including Kitchenettes

Western Cape 3 each Twice per year

Fan Mop Holder Holder Spring Clip

Pulse Mop System Tiled Public Areas Western Cape 3 each Twice per year








Western Cape 10 each Full set


Western Cape 2 each Full Set

Polish/ Scrubbers

Standard/ High Speed (150/300 RPM)



Tiled and Vinyl Floors

Western Cape

2 each

Full set

37







Western Cape 5 each Once




Western Cape 3 each Once

Carpet Cleaner

40 x 40 ltr Clean & Dirty Water Tank

Twin VAC Motor


Western Cape 2 each

Once


Squelches Rubber and sponge


Western Cape 4 each full set

Telepole 2.5 metre Western Cape 6 each Twice per year


Western Cape 20 each x 2 Quarterly

Micro fibre cloths

Coloured cleaning Cloths for different


Offices furniture’s, Bathrooms,

Kitchenettes

Western Cape

20 each x 5

full set


4 x 10 Ltr for each Building To dilute Chemicals Western Cape 10 x 10ltr Twice per year

Spray Bottles For diluted chemicals with labels Chemical names



38

at least three colour coded including offices Western Cape Twice per year



Western Cape 10 each x 5 each colour

Twice per year

Green Soap

All Purpose Public Areas

Including

Kitchenettes

Western Cape 10 x 25 lts

Monthly

Multi Guard All Purpose including offices Western Cape 5 x 5ltr Monthly


Eastern Cape 5 x 5 ltr Monthly

Floor Stripper Scrubbing of Public Areas including offices

Western Cape 3 x 25 ltr quarterly

Pledges Furniture Polish

Offices Western Cape 10 x 275 ml Monthly

Toilet Brushes 5 X Different colours Bathrooms Western Cape 20 each once off

House Brooms Interior Offices, public Areas Western Cape 10 each Twice per year

Hard Brooms Outside Public Areas Western Cape 10 each Twice per year

Dust Musk’s All Purpose Public Areas Western Cape 6 boxes quarterly

39


Cleaning of Carpets Public Western Cape 10 x 25 ltr quarterly

Drain Cleaner All Purpose Drains Western Cape 10 x 5 ltr quarterly


Western Cape 6 x 5ltr quarterly


Western Cape 15 Bails Monthly

40

SECTION B: Security Shared Services Specification

The successful service provider will need to provide shared security services to all Unisa offices and

campuses nationally (excluding Gauteng) as per the attached specification; however the security

staff members are employees of Unisa. In the ad-hoc event that the human resources allocated by

Unisa to a site is not sufficient to provide an effective security solution within the framework of the

operational requirements, the service provider will be contracted to provide the additional risk

mitigation staff to make the service effective. The shared service model would require the service

provider to render the following services:

Provision of security equipment, and infrastructure as well as the:

Shared Services of security staff and operations (staff and service quality);

A detailed table, indicating the staff members allocated per site by Unisa, as well as a breakdown of

the operational service which needs to be rendered per site (according to priorities) can be found in

SECTION C.

1. DESCRIPTION OF OFFICES / SITES WHERE SERVICES NEED TO BE RENDERED

UNISA invites tenders from suitable companies that can provide a comprehensive 24 hours a day

Security Guarding Service at ALL of the Unisa Branches / offices / sites Nationally (excluding

Gauteng). The service provider will be compelled to provide the service at all the offices, and

exclusion of portions of the tender will result in immediate disqualification.

Security Guarding Services will be required on the following premises:

Kwazulu Natal Region

Durban (Stalwart Simelani Street)

Durban – (Bram Fischer Street)

Pietermaritzburg Campus

Newcastle

Richardsbay

Limpopo and Mpumalanga Region

Polokwane

Makhado

Giyani

Nelspruit

Middelburg

Midlands Regions

Rustenburg

Potchefstroom

Kimberly

Bloemfontein

Mafikeng

Kroonstad

41

Eastern and Western Cape Regions

East London

Port Elizabeth

Mthatha

Cape Town

George

2. MINIMUM AND GENERAL SECURITY SERVICE REQUIREMENTS

2.1 The shift hours and service requirements per day are stipulated as part of the specification for

each office /site individually (see attachment – site breakdown for prioritized guarding

requirements in SECTION C), but in general consists of the following, but not limited to:

Monday to Friday 06h00 – 18h00 (day shift)

Monday to Friday 07h45 – 16h30 dayshift)

Monday to Friday 18h00 – 06h00 (night shift)

Monday to Saturday 06h00 – 18h00 (day shift)

Monday to Sunday 06h00 – 18h00 (day shift)

Monday to Sunday 18h00 – 06h00 (night shift)

Please see the specification sheet for each office / site attached.

2.2 Unisa employees will be required to work legislated compliant hours per week and Service

Providers will be required to assist Unisa management to generate duty rosters to ensure

compliance to the minimum and maximum working hours.

2.3 A 24-hour security service must be provided with the required number of security personnel

as per the specification sheet, allocated to day and night shift (where required). An allocated

senior guard (who takes responsibility for the site) must be available on shift.

2.4 Specialised and professional trained unit that are capable in handling student and staff

protests and/or unrest must be available on short notice by Unisa Management. The unit must

be trained according to recognized PSIRA training and/or SASSETA unit standards.

2.5 Security personnel must at all times be posted as the agreed post allocation list, and in

accordance with the service level agreement (to be formalized with the successful service

provider during contracting phase).

2.6 The security service provider will be required to assist Unisa with management and

supervisory services to ensure that the security function at Unisa in Gauteng is effectively

implemented, monitored and sustained. It is compulsory that the security service provider,

after perusal of the site specific detail, to provide Unisa with a detail security plan, indication

the proposed management structure, equipment and processes which will be used to

effectively provide the required security service. This should form part of the tender response.

2.7 Security services must take place in accordance with the Unisa requirements and standards.

All faults, defects and incidents must be noted in the applicable registers.

2.8 Management or approved representatives of the service provider must visit the premises on a

regular and ad-hoc basis, and in accordance with the service level agreement, but not less

than 10 times per month. Access control at all points must be provided in accordance with

industry norms and without prejudice to the individual who is entering Unisa property.

2.9 Additional tasks, which might not be directly security related, will be required to be performed

by the Unisa security staff from time to time.

2.10 All the relevant equipment to render a professional security service must be provided and

maintained by the security service provider, such as:

2.10.1 Quality torches in working order.

2.10.2 All the relevant registers, for example:

42

- Occurrence Book

- Visitors Book

- Asset control registers

- Security Incident Report register (SR)

- Post Allocation sheets/forms

- Information Book

- Pocket Book, etc.

2.10.3 All the relevant registers shall be perused on a daily basis by the senior

member of the shift and a proper shift handover (where applicable) shall take

place. All reported faults and deviations from agreed operational processes

and procedures must recorded in the applicable security registers (Unisa

standard to be adhered to) and be brought to the attention of Unisa

representative on the site, or during the first (1st) hour of the next shift.

2.10.4 Registers on site must be perused and signed at least three times a week.

2.10.5 A policy and procedure manual for each site must be drafted and presented

for input and approval before commencement of the contract. On

commencement of the contract the service provider must provide training to

security staff, and a copy of the procedure manual must be available to

security staff at each site on a permanent basis. This manual must be

reviewed annually and then presented to the client representative for

approval and signature.

2.10.6 A copy of Unisa service level agreement must be available on site for staff

reference.

2.10.7 Any deviations or breach of agreed Policies and Procedures by Unisa

security employees must be reported in writing (with supporting evidence).

Disciplinary action/corrective action will be considered and implemented in

accordance with labour legislation, and in line with the Unisa disciplinary

code of practice

2.10.8 Job descriptions and specific task descriptions for each site / premises will be

drawn up in collaboration with the Security Service Provider, and submitted to

the Unisa representative on the site for perusal and approval before the start

of contract. On commencement of the contract the service provider must

provide training to security staff, and a copy of the job and task description’s

must be available to security staff at each site on a permanent basis

2.10.9 A monthly report must reach the office of the Unisa representative of each

geographical area by no later than the 3rd

of the following month. The

monthly report should include at least the following information:

-Minutes of the meeting with the Unisa representative of the

site/office

-A summary of the incidents (according to the Incident

Register) and actions taken

-Problems/Solutions/Improvements

-Information required

-Staff placements and related matters

-Staff morale and general discipline matters

-Training/On-job, etc.

-Visits to Unisa premises with OB references

-Summary of man power challenges (absence without

leave/late arrivals/disciplinary matters found by service

provider

-Number of patrols

-Number of visitor and vehicle recordings

-Number of searches per day (persons and vehicles), etc

2.11 Provision of two-way radios (repeaters and base stations where required) on each site

43

2.12 Provision of guard monitoring systems (database and panic alarm) for site. Electronic reports

to be made available to the client representative on a daily basis.

3. REPORTING AND MANAGEMENT STRUCTURE

3.1 The security staff will report according to policies and procedures as will be determined for

each site specifically. Policies and procedures will be developed as mentioned above in this

document, and as approved by Unisa Management.

3.2 The security service provider management structure will report directly to the Unisa Protection

Services Director, or his representative, who in turn will report directly to the VP Operations.

4. PENALTY CLAUSE

4.1. By contracting with Unisa the Security Service Provider accepts the responsibility of

safeguarding the University’s assets and property, as well as its staff, students, visitors and

their respective property. This entails that the contractor will do everything in its power to

safeguard not only the University property and assets, but also the University’s staff, students,

visitors and their property.

4.2 In order to comply with legislative requirements, as well as requirements of the University

regarding the safeguarding of the University’s property and assets, as well as it’s staff,

students, visitors and their respective property, the service provider must ensure that record is

kept of legislative requirements with regard to the deployment of all security staff. In the event

that individuals do not comply, the service provider must inform Unisa forthwith.

The guards must perform their duties according to the following accepted standards: -

PSIRA training manual / SASSETA unit standards

Written job and task descriptions for contract guards as approved by

Unisa

Unisa written orders for contract guards

Verbal orders legitimately given my Unisa representatives.

4.3 As a measure to ensure that the contractor performs its duties according to the Unisa

requirements, and in line with the service level agreement, the Security Service provider

agrees that in case of a breach of policies and procedure by security staff that Unisa is

informed immediately, or not later than the start of the next shift in terms of the following,

Guard sleeping whilst on duty

Guards refusing to obey valid commands

Guards not performing in according to site specific procedures,

policies, orders, or work standards

Guard under the influence of alcohol or drugs whilst on duty

Guard leaving his post or designated area of responsibility without

permission

Guard who arrived late

Guards who did not arrive for work – leave without approval

Damage and/or losses occurred during guards shift in his area of

responsibility

Illegal strike actions by security staff

Tampering/manipulating/playing games with regards to security

access control and CCTV infrastructures

Tampering/manipulating with regards to OHS/FIRE related

equipment

44

Once Unisa has been informed, Disciplinary action/corrective action will be considered and

implemented by Unisa in accordance with labour legislation, and in line with the Unisa

disciplinary code of practice

4.4 The lack of the Service Provider to inform Unisa of disciplinary matters, (in line with the SLA

and disciplinary procedure), monetary penalties might be instituted against the Service

Provider.

4.5 Any dispute arising out of the execution of this penalty clause will be settled according to the

dispute resolution stipulations in the contract between Unisa and the successful Service

provider.

4.6 The execution of the penalty clause will not exclude any other claims for damages, incurred

by the University, a staff member, student or visitor through negligence or wilful actions by the

security service provider. The execution of this penalty clause will further not exclude any

action taken by the University in accordance with the service level agreement in case of a

breach of contract.

5. INSURANCE

Unisa will be responsible for insurance of all assets belonging to Unisa. Even though Unisa makes

provision for insurance of all assets, the contractor will be held liable for all damages or losses due to

the negligence or poor management of security staff. The service provider will be responsible for the

total cost involved for the repair or replacement of assets.

Unisa will be liable for all public liability claims instituted against their security staff.

The service provider indemnifies Unisa from any damages whatsoever it may suffer as a result of the

withdrawal of the tender due to its inability to perform in terms of the requirements of the contract.

Unisa reserves the right to claim any damages it may occur resulting from the withdrawal and re-

awarding of the tender, and the service provider accepts full responsibility therefore.

6. PROFILE OF ADDITIONAL SECURITY STAFF TO BE SUPPLIED BY THE SERVICE

PROVIDER ON AND AD-HOC BASIS AND IN LINE WITH THE SHARED SERVICES

SOLUTION

In the Ad-hoc event that the human resources allocated by Unisa to a site is not sufficient to

provide an effective security solution, the service provider will be contracted to provide the

additional human resources to make the service effective. The security staff supplied by the

service provider must comply with the following minimum requirements:

6.1 At least a grade 12 / senior certificate.

6.2 Registration with PSIRA.

6.3 Grade A to D qualifications (and other specialized qualifications required by the client)

through a training institution accredited with PSIRA and or SASSETA unit standards.

6.4 To be able to read, write and speak effectively in English.

6.5 To have a presentable appearance.

6.6 No criminal record.

6.7 Physically fit and in good general health.

6.8 Energetic, with good posture.

6.9 Mentally and physically alert.

6.10 Self-confident and able to take initiative.

6.11 Able to deal courteously with others.

45

7. UNIFORMS

The service provider will be responsible for the procurement and distribution of uniform to all

staff within the shared services model, and cost must be included in the service fee.

The following uniform pieces will be provided to the staff on an annual basis:

7.1 2 short sleeve shirts

7.2 2 long sleeve shirts

7.3 3 trousers / Skirts

7.4 1 pair of shoes

7.5 Belt

7.6 3 pairs of socks

7.7 1 jersey

7.8 1 Warm jackets / windbreaker

7.9 Raincoat (every 2nd

year)

8. VEHICLES

The successful service provider will be required to supply adequate number, working motor vehicle to

service the shared service model in the region

9. GUARD TRACKING SYSTEM

To ensure compliance it is compulsory for the Service Provider to provide an electronic guard

monitoring/tracking system on all sites where the service provider will provide services. The system

must provide the University with the following minimum requirements:

Active guard tracking capabilities

“Stay awake” functionality at indicated locations.

Remote viewing of the movement of guards on site

Management reports.

Panic alarm functionality

Must be durable and tamper proof

10. TWO WAY RADIOS

In consultation with Unisa all (or identified guards) on Unisa sites must be provided with Two way

radios, either to be linked to the Regional Control Room control room, or alternatively to the closest

control room of the Security Service Provider. This should include a full two way radio service,

inclusive of equipment, licensing, etc. It is a requirement that radio links be established between

geographical areas in the Regions, and therefore licencing and infrastructure must be supplied

accordingly.

46

11. HUMAN RESOURCE ADMINISTRATION

Unisa’s Human Resources Department will administer the following human resources administration,

but it might be required by the service provider to assist at a pre-determined cost acceptable to both

parties with the following:

11.1 Leave Administration – The service provider must with the process to consider, approve and

administer all forms of leave, in accordance with official Unisa policies, procedures and

employment benefits. Specific access will be allocated to the service provider to assist with

this function

11.2 Salary administration – All salary administration will be executed by Unisa Salary Department.

In the event that security staff is required to work overtime (must be approved in advance) the

service provider must assist consolidate the overtime hours and then inform the Unisa Salary

Department once a month on a predetermined date.

11.3 Other fringe benefits – The Unisa human resources Department will be responsible for the

management of all fringe benefits.

11.4 Performance Management – The service provider must assist with compilation of bi-annual

performance assessment, based on performance records during the performance period. This

should be done in conjunction with the relevant Unisa representative

12. UNISA SECURITY STAFF PER SITE

Region Total

MSTT

Guards

per

Region

Location/site Total

guards

per site

Guarding

grade

“A”

Guarding

grade

“B”

Guarding

grade

“C”

Limpopo /

Mpumalanga

39 Polokwane 24 2 22

Nelspruit 6 1 5

Makhado 1 1

Middelburg 7 1 6

Gyani 1 1

Midlands 32 Kimberly 3 1 2

Rustenburg 12 1 11

Mahikeng 4 1 3

Potchefstroom 6 1 5

Kroonstad 3 1 2

Bloemfontein 4 1 3

KZN 39 Bram Fisher

(Durban)

9 1 8

Stalwart Simelane

(Durban)

14 1 13

Richardsbay 3 3

Pietermaritzburg 10 1 9

Newcastle 3 3

Western /

Eastern

Cape

31 Cape Town 16 2 14

George 2 2

Mthatha 6 1 5

East London 4 4

Port Elizabeth 3 3

47

13. SITE VISIT / VERIFICATION OF INFORMATION

Unisa reserves the right to conduct a site visit to similar sites / contracts of the service provider as

and when required. Unisa also reserves the right to verify any / all the information supplied by service

providers as part of their tender submissions.

SECTION C - SITE SPECIFIC POSTINGS

EASTERN AND WESTERN CAPE REGIONS Cape Town Campus Total Number of guards available for the site – 19 DAY SHIFT

Post / Position Describe the name of the position, relevant to location and function

Function /Job description Indicate what the person will be doing(full J/D required for each position, but highlight the important tasks)

Risk which will be addressed by deploying a security officers at this post/position

Priority of the position C = Critical I = Important S = Standard L = Low

Duration of work hours Number of hours per day a guards is required to work (linked to functional task)

Number of guards per location (if more than one guard is required at a location/post

Grade of the guard/s What is the required PSIRA grade for the person to perform the task

Day Shift Supervisor

Control the site and make sure guards perform their tasks

*Theft *Asset control *Trespassing *Guards on posts

I 9 (Mon – Fri)

1 B

Main Entrance to Campus grounds

*Access control at Main Campus entrance, staff parking, guard house area and C Block.

*Theft *Asset control *Trespassing *Prevent damage to property

C 12 (24/7) 2 C

Staff Entrance and Counselling

*Access control *Searches *Client service *Enquiries *Key control *Emergency response

*Theft *Asset control *Trespassing *Enquiries to Counselling and Card station *Student access to C Block

C 12 (Mon – Sat)

1 C

Student Entrance

*Access control *CCTV Control *Enquiries *Client

*Theft *CCTV Operator *Asset control *Enquiries to building areas

C 12 (Mon – Sat)

1 C

48

Service *Key control *Emergency control panels *Searches

A,B and C *Access control of contractors.

Student parking area

*Patrols *Client Services *Enquiries

*Theft *Loitering *Arson *Vehicle control

I 12 (24/7) 1 C

Despatch parking area

*Patrols *Access control pedestrian and back vehicle gate *Enquiries

*Theft *Loitering *Arson *Vehicle control *Patrol outside parking when in use

L 12(24/7) 1 C

Library area

*Access control *Client services *Enquiries *Noise control

*Theft *Access control *Enquiries *Arson *Patrol in Library

I 9 (Mon – Sat)

1 C

Computer Labs 1

st Floor

*Access control *Client services *Enquries *Noise control

*Theft *Access control *Enquiries *Arson *Patrol in PC Labs

L 9 (Mon – Sat)

1 C

Patrol / Reliever

*Patrol of Campus in a whole. *Assist with relievers where required.

*Patrols *Reliever at different posts. *Access control where needed.

L 12(24/7) 1 C

Access control C Block


*Theft *Access control *Enquiries *Arson *Patrol in C Block

L 12(24/7) 1 D

Access control A Block(Ground and 1

st floor)


*Theft *Access control *Enquiries *Arson *Patrol in A Block

L 12(24/7) 2 D

Sundays and Public holidays: Day and Night Shifts.

49

Supervisor Control the site and make sure guards perform their tasks


I 12 (Sat, Sun, and

Pub. Holidays)

1 B


*Access control at Main Campus entrance, staff parking, guard house area and C Block.

*Theft *Asset losses *Trespassing *Prevent damage to property *Vehicle control

C 12(Sat, Sun and

Pub Holidays)

1 C

Student and Despatch parking areas.

*Patrols *Enquries *Client services *Access control at Despatch, back pedestrian and vehicle gate.

*Theft *Trespassing *Asset control *Arson *Prevent damage to property *Loitering

C 12(Sat, Sun and

Pub Holidays)

1 C

NIGHT SHIFT








Supervisor Control the site and make sure guards perform their task


I 12(24/7, 365)

1 B


Access control at Main Campus entrance, staff parking, guard house area and C Block.

*Theft *Asset control *Trespassing *Prevent damage to property *Vehicle control *CCTV control from guard house

C 12(24/7, 365)

1 C

Student and Despatch

*Patrols *Enquries

*Theft *Trespassing

C 12(24/7, 365)

1 C

50

parking areas.

*Client services *Access control at Despatch, back pedestrian and vehicle gate.

*Asset control *Arson *Prevent damage to property *Loitering

George Centre Total Number of guards available for the site - 2 DAY SHIFT




Priority of the position C = Critical I = Important S = Standard L = Low See definition below




Access control at Unisa entrance

*Access control *Enquiries *Client Services *Emergency response *Searches

*Theft *Asset control *Trespassing *Loitering *Assist in registration area *Patrols during day

C 12(24/7) 1 C

NIGHT SHIFT








Access control at Unisa entrance

*Access control *Enquiries *Client Services *Emergency response *Searches

*Theft *Asset control *Trespassing *Loitering *Patrols at night

I 12(24/) 1 C

Port Elizabeth Total Number of guards available for the site – 3

51

DAY SHIFT








Access control ground floor

*Access control *Enquiries *Client services *Emergency response *Searches

*Theft *Asset control *Trespassing *Loitering *Assist in registration area *Patrols during day

C 12(24/7) 1 C

Access control 1

st

floor

*Access control *Enquiries *Client services *Emergency response *Searches

*Theft *Asset control *Trespassing *Loitering *Patrols at study and examination area.

I 12(24/7) 1 C

NIGHT SHIFT








Access control

*Access control *Patrol of Unisa occupied areas

*Theft *Asset control *Trespassing *Loitering *Patrols at study area.

I 12(24/7) 1 C

East London HUB Total Number of guards available for the site – 4 DAY SHIFT

Post / Position Describe the name

Function /Job description Indicate what

Risk which will be addressed by deploying a

Priority of the position C = Critical

Duration of work hours Number of

Number of guards per location (if more than

Grade of the guard/s What is

52

of the position, relevant to location and function

the person will be doing(full J/D required for each position, but highlight the important tasks)

security officers at this post/position

I = Important S = Standard L = Low

hours per day a guards is required to work (linked to functional task)

one guard is required at a location/post

the required PSIRA grade for the person to perform the task

Access control parking area

*Access control *Patrols *Enquiries *Client services *Vehicle control *Emergency response

*Theft *Asset control *Trespassing *Damage to property *Patrol parking area *Emergency response

I 12(24/7) 1 C

Access control Main building entrance

*Access control *Enquiries *Client services *CCTV station operator *Searches *Emergency response

*Theft *Asset control *CCTV operator *Searches *Client services *Access control to Library area

C 12(24/7) 1 C

Patrols 1st

floor /Reliever

*Patrols *Enquiries *Emergency response *Reliever duties

*Theft *Client service *Patrols Lab and study areas *Reliever where needed.

L 9(Mon – Sat)

1 D

Sundays and Public holidays Day Shift

Access control

*Access control *Enquiries *Client services *CCTV station operator *Searches *Emergency response *Patrols

*Theft *Asset control *Trespassing *Damage to property *Patrol parking area *Emergency response *CCTV operator

C 12 1 C

NIGHT SHIFT

Post / Position

Function /Job

Risk which will be

Priority of the

Duration of work

Number of guards per

Grade of the

53

Describe the name of the position, relevant to location and function

description Indicate what the person will be doing(full J/D required for each position, but highlight the important tasks)

addressed by deploying a security officers at this post/position

position C = Critical I = Important S = Standard L = Low See definition above

hours Number of hours per day a guards is required to work (linked to functional task)

location (if more than one guard is required at a location/post

guard/s What is the required PSIRA grade for the person to perform the task

Access control

*Access control *Enquiries *Client services *CCTV station operator *Searches *Emergency response *Patrols

*Theft *Asset control *Trespassing *Damage to property *Patrol whole building area *Emergency response *CCTV operator

C 12(24/7) 1 C

Mthatha Service Centre Total Number of guards available for the site – 7 DAY SHIFT








Supervisor Control the site and make sure guards perform their task

Theft *Asset control *Trespassing *Guards on posts

I 9(Mon – Sat)

1 B

Main Entrance to building


*Theft *Asset control *Trespassing *Enquiries *Client services *Access control of contractors, students and staff *Reliever duties where required

1x C 1x S

12(24/7) 2 C

Patrols 1st *Client *Theft L 12(Mon – 1 C

54

floor services *Enquiries *Patrols *Emergency response *Access control PC Lab area

*Asset control Enquiries *Client Services *Patrol duties on 1

st floor

Fri)

Access control parking area

*Access control *Vehicle searches *Client services *Enquiries *Emergency response

*Vehicle control *Theft *Arson *Loitering *Damage to vehicles *Emergency response

I 12(Mon – Fri)

1 C

Sundays and Public holidays Day Shifts

Main Entrance to building


*Theft *Asset control *Trespassing *Enquiries *Client services *Access control of contractors, students and staff *Patrols of building grounds

1x C 1x L

12 2 1xC 1xD

NIGHT SHIFT








Main entrance to building


*Theft *Asset control *Trespassing *Enquiries *Client services *Access control of contractors, students and staff *Patrols of

1x C 1xL

12(24/7) 2 1xC 1xD

55

building grounds

LIMPOPO AND MPUMALANGA REGIONS

Polokwane Hub Total Number of guards available for the site - 24 DAY SHIFT








Registration Building– Student Gate

Access control Vehicle searches Client service enquiries

Theft Arson Trespassing Asset losses

C 12 (24/7) 2 2=C

Registration Building– Main Entrance

Access control Parcels Searches Client service Enquiries Key control Emergency response

Theft Asset losses trespassing Asset Control

C 12 (24/7) 2 1=C 1=D

Registration Building– Staff Gate

Access control Vehicle Searches Emergency response

Theft Asset losses trespassing Arson

I 10 (Mon-Fri) 1 1=D

Registration Building– Main hall

Patrols Client service Enquiries Emergency response

Theft Asset losses trespassing Assaults loitering

L 9 (Mon – Fri)

1 1=D

Registration Building - Self-help centre

Patrols Client service Enquiries Emergency response

Theft Asset losses trespassing Assaults loitering

L 9 (Mon – Fri)

1 1=D

Learning Centre –

Access control

Theft Asset losses

C 12(24/7) 2 2=C

56

Main Entrance

Parcels Searches Client service Enquiries Key control Emergency response

trespassing Asset Control

Learning Centre – Library

Client Service Searches Patrol

Theft Trespassing Asset losses Patrol Access Control

I 10 (Mon-Friday)

5 (Saturdays)

2 2=D 1 X D Sat

Learning Centre – Seminars

Patrols Client Service Emergency response

Trespassing Assault

L 10 (Mon-Friday)

1 1 = D

Student Centre – Main Gate



C 12 (24/7) 2 1=C 1=D

Student Centre- Foyer

Client Service Searches Patrol

Theft Trespassing Asset losses Patrol Access Control

I 12 (Mon-Friday)

1 1=D

Student Centre – Control Room

Supervising Site Viewing of CCTV Patrolling Control of OB & SR Responding on Post Emergency respond OHS Inspection Insuring Protocols and Job descriptions adhered to by S/O Asset Control

Theft Assault Violence Arson Trespassing Asset losses

C 12 (24/7) 1 1=B

NIGHT SHIFT

Post / Position Describe the name of the

Function /Job description Indicate what

Risk which will be addressed by deploying a

Priority of the position C = Critical

Duration of work hours Number of

Number of guards per location (if more than

Grade of the guard/s What is

57

position, relevant to location and function

the person will be doing(full J/D required for each position, but highlight the important tasks)

security officers at this post/position

I = Important S = Standard L = Low

hours per day a guards is required to work (linked to functional task)

one guard is required at a location/post

the required PSIRA grade for the person to perform the task

Registration Building– Student Gate

Access control Vehicle searches Client service Enquiries Patrols


C 12(24/7) 1 1=C

Registration Building– Main Entrance

Access control Parcels Searches Client service Enquiries Key control Emergency response Patrols


I 12 (24/7) 1 1=D

Registration Building– Staff Gate

Access control Vehicle Searches Emergency response Patrols

Theft Asset losses trespassing Arson

S 12 (24/7) 1 1=D

Learning Centre – Main Entrance

Access control Parcels Searches Client service Enquiries Key control Emergency response Patrols


C 12(24/7) 2 1=C 1=D

Student Centre – Main Gate

Access control Vehicle searches Client service Enquiries Patrols


C 12 (24/7) 2 1=C 1=D

Student Centre – Control Room

Supervising Site Viewing of CCTV Patrolling Control of OB & SR


C 12 (24/7) 1 1=B

58

Responding on Post Emergency respond OHS Inspection Insuring Protocols and Job descriptions adhered to by S/O Asset Control

Makhado Office Total Number of guards available for the site – 1 DAY SHIFT








Main Entrance

Access control Client service Enquiries Emergency response Key control Searches Asset Movement

Theft Arson Trespassing Assault

C 10 hrs (Mon-Fri)

1 1 = C

Giyani Office Total Number of guards available for the site – 1 DAY SHIFT


Function /Job description Indicate what the person will be doing(full J/D required for each position, but highlight the



Duration of work hours Number of hours per day a guards is required to work (linked to functional


Grade of the guard/s What is the required PSIRA grade for the person to perform

59

important tasks)

task) the task

Main Entrance

Access control Client service Enquiries Emergency response Key control Searches Asset Movement

Theft Arson Trespassing Assault

C 10 hrs (Mon-Fri)

1 1 = C

Middleburg Office Total Number of guards available for the site - 6 DAY SHIFT








Computer Lap

Access control Client service Enquiries Parcelles Searches Emergency response


S 12 (24/7) 1 1=D

Reception Area



C 10 (Mon –Fri)

1 1=D

Counselling Access control Parcels Searches Client service Enquiries Emergency response


I 10 (Mon –Fri)

1 1=D

Learning Access Theft I 10 (Mon – 1 1=D

60

Centre control Parcels Searches Client service Enquiries Emergency response

Asset losses trespassing Asset Control

Fri)

Supervisor Posting Site Patrolling Control of OB & SR Responding on Post Emergency respond OHS Inspection Insuring Protocols and Job descriptions adhered to by S/O Asset Control


C 12 (Mon-Fri)

1 1=C

NIGHT SHIFT








Learning Centre

Access control Client service Enquiries Parcelles Searches Key control Emergency response Patrol


S 12 (24/7) 2 2=D

Nelspruit Office Total Number of guards available for the site – 6 DAY SHIFT

Post / Position

Function /Job

Risk which will be

Priority of the

Duration of work

Number of guards per

Grade of the

61

Describe the name of the position, relevant to location and function

description Indicate what the person will be doing(full J/D required for each position, but highlight the important tasks)

addressed by deploying a security officers at this post/position

position C = Critical I = Important S = Standard L = Low

hours Number of hours per day a guards is required to work (linked to functional task)

location (if more than one guard is required at a location/post

guard/s What is the required PSIRA grade for the person to perform the task

Ground Floor

Access control Client service Enquiries Parcelles Searches Key control Emergency response


S 12 (24/7) 1 1=D

First Floor Access control Parcels Searches Client service Enquiries Key control Emergency response


I 10 (Mon –Fri)

1 1=D

Second Floor



I 10 (Mon –Fri)

1 1=D

Supervisor Posting Site Patrolling Control of OB & SR Responding on Post Emergency respond OHS Inspection Insuring Protocols and Job descriptions adhered to by S/O Asset Control


C 12 (Mon-Fri)

1 1=C

NIGHT SHIFT

Post / Position Describe

Function /Job description

Risk which will be addressed by

Priority of the position

Duration of work hours

Number of guards per location

Grade of the guard/s

62

the name of the position, relevant to location and function

Indicate what the person will be doing(full J/D required for each position, but highlight the important tasks)

deploying a security officers at this post/position

C = Critical I = Important S = Standard L = Low

Number of hours per day a guards is required to work (linked to functional task)

(if more than one guard is required at a location/post

What is the required PSIRA grade for the person to perform the task

Ground Floor

Access control Client service Enquiries Parcelles Searches Key control Emergency response Patrol


S 12 (24/7) 2 2=D

Rustenburg Regional Office Total Actual Number of guards available for the site - 12 DAY SHIFT








Control the Site in co-operation with the Regional Security Manager. Main gate entrance boom gate and Staff Parking Student Area control

Supervisor 1: To control the site and to ensure security guards perform their tasks and duties and assist the Regional Security Manager with Security and Safety inspections. Guard 1: Main gate Access control and Vehicle searches.

Breach of Unisa Policies & standards and not reporting or capturing of security crime/OHS incidents. Prevent unauthorised entry and theft. Prevent unauthorised entry and theft

C

C

C

12 (24/7) 1B

1C

1C

1 = B 9 = C

63

Main gate pedestrian gate/turnstile Registration Desk entry/client service enquiries. Registration Hall Area. Library Hall Area. First Floor Access. First Floor Area. Student Parking Area. Unisa Rustenburg facilities and offices.

Guard 2: Checkpoint duties/ Personal Searches at pedestrian gate/turnstile at main entrance area. Staff Parking Area Patrols Guard 3: Complete Visitors Register and provide entry/client service enquiries and provide personal searches. Guard 4: Registration Hall Area observation and Patrol duties Guard 5: Library access control. Patrol Area and report any irregularity Guard 6: Access control on first floor. Guard 7: Patrol of Study venues and computer Labs. Guard 8: Student Parking observation & patrolling

Prevent theft of Unisa electronic equipment. Prevent theft and report any irregularities. Direct visitors to the correct department/counters and offices. Prevent theft of Library books. Prevent theft, and ensure that register is completed properly. Prevent IT Theft. Report any irregularities. Prevent unauthorised entry. Prevent unauthorised entry, theft and arson. Assist with emergency response e.g. fire control. Report any unserviceable fire equipment.

I I L I

C L

C

1C

1C

1C

1C

1C

1C

1C

64

Guard 9: Key control Emergency Response and personal Searches.

NIGHT SHIFT








Main gate entrance and Staff Parking Area control. Main gate entrance and Student Area control

Guard 1: Access control Vehicle searches and key control. Guard 2: Staff and Student Parking Area Patrols Client service Enquiries Emergency Response

Prevent unauthorised entry and theft. Prevent unauthorised entry and theft, Arson Trespassing Robbery of Unisa Regional offices equipment, electronic equipment and vehicles.

C

C

12 (24/7) 1C

1C

2 = C

Bloemfontein Regional Office Total Actual Number of guards available for the site – 4 DAY SHIFT


Function /Job description Indicate what the person will be doing(full J/D required for each position, but highlight the important






65

tasks)

Control the Site in co-operation with the Regional Security Manager. Main entrance access control

Supervisor 1: To control the site and to ensure security guards perform their tasks and duties and assist the Regional Security Manager with Security and Safety inspections. Guard 1: Office Main entrance Access control Personal Searches, key control. Guard2: Client service Enquiries entry /registration desk. Registration Hall Area observation and Patrol duties Patrol of Study venues. Staff Parking observation & patrolling. Emergency Response

Breach of Unisa Policies & standards and not reporting or capturing of security crime/OHS incidents. Prevent unauthorised entry and theft/Arson. Prevent Trespassing Trespassing and theft of Information or IT Theft.

C

C

C

12 (24/7) 1B

1C

1C

1 = B 2 = C

NIGHT SHIFT








Main Guard 1: Prevent Theft/ C 12 (24/7) 1C 1 = C

66

Building entrance and Staff Parking Area control

Access control Computer Lab/Facility Patrols during night classes Staff Parking Area Patrols Client service Enquiries Key control Emergency Response

Arson/Trespassing Robbery of Unisa Regional offices equipment, electronic equipment and vehicles, Burglary of Unisa Regional Offices facilities

Kimberley Regional Office Total Actual Number of guards available for the site - 3. DAY SHIFT








Control the Site in co-operation with the Regional Security Manager. Main entrance access control Registration Area and computer labs.

Supervisor 1: To control the site and to ensure security guards perform their tasks and duties and assist the Regional Security Manager with Security and Safety inspections. Guard 1: Main entrance Access control Personal Searches Guard 2 Client service Enquiries entry

Breach of Unisa Policies & standards and not reporting or capturing of security crime/OHS incidents. Prevent unauthorised entry and prevent theft Prevent theft/ Arson Trespassing IT Theft, Robbery of Unisa Regional offices equipment, electronic

C

C

C

C

12 (24/7) 1B

1C

1C

1C

1 = B 2 = C

67

Lecture Rooms and Parking Area

/registration desk Registration Hall Area observation and Patrol duties Patrol of Study venues. Guard 3: Staff Parking observation & patrolling and Security and Safety Inspections. Key control Emergency Response

equipment. Prevent theft and assist with emergency response e.g. fire control and report of unserviceable fire equipment.

NIGHT SHIFT








Building are locked after hours. Unisa Office are located inside Mall Complex with their own private Security and CCTV.

No Night Shift.

Theft/robbery of Unisa Regional offices equipment, electronic equipment and vehicles, Burglary of Unisa Regional Offices facilities

0 0 0 0 = C

Kroonstad Regional Office Total Actual Number of guards available for the site - 3 DAY SHIFT

Post / Position Describe the name of the

Function /Job description Indicate what the person

Risk which will be addressed by deploying a security

Priority of the position C = Critical I =

Duration of work hours Number of hours per

Number of guards per location (if more than one guard is

Grade of the guard/s What is the

68

position, relevant to location and function

will be doing(full J/D required for each position, but highlight the important tasks)

officers at this post/position

Important S = Standard L = Low

day a guards is required to work (linked to functional task)

required at a location/post

required PSIRA grade for the person to perform the task

Control the Site in co-operation with the Regional Security Manager Main entrance and Staff Parking Area control

Supervisor 1: To control the site and to ensure security guards perform their tasks and duties and assist the Regional Security Manager with Security and Safety inspections. Guard 1: Main Access control Personal Searches Staff Parking Area Patrols Client service Enquiries entry /registration desk Registration Hall Area observation and Patrol duties Patrol of Study venues. Staff Parking observation & patrolling and Security and Safety Inspections. Key control Emergency Response

Breach of Unisa Policies & standards and not reporting or capturing of security crime/OHS incidents. Prevent unauthorised entry and theft. Crime risks of Information or IT Theft, Robbery of Unisa Regional offices equipment, electronic equipment and vehicles, Burglary of Unisa Regional Offices facilities, Political / Civil Unrest/Action and Strike/Union and Student Mass Action.

C

C

12 (24/7) 1B

1C

1 = B 1 = C

NIGHT SHIFT

Post / Position Describe the name of the position,

Function /Job description Indicate what the person will be

Risk which will be addressed by deploying a security officers at this

Priority of the position C = Critical I = Important

Duration of work hours Number of hours per day a

Number of guards per location (if more than one guard is required at a

Grade of the guard/s What is the required

69

relevant to location and function

doing(full J/D required for each position, but highlight the important tasks)

post/position S = Standard L = Low

guards is required to work (linked to functional task)

location/post PSIRA grade for the person to perform the task

Main Building entrance and Staff Parking Area control

Guard 1: Access control Computer Lab/Facility Patrols during night classes Staff Parking Area Patrols Client service Enquiries Key control Emergency Response

Theft Arson Trespassing Robbery of Unisa Regional offices equipment, electronic equipment and vehicles, Burglary of Unisa Regional Offices facilities

C 12 (24/7) 1C 1 = C

Potchefstroom Regional Office Total Actual Number of guards available for the site - 06 DAY SHIFT








Control the Site in co-operation with the Regional Security Manager.

Supervisor 1: To control the site and to ensure security guards perform their

Breach of Unisa Policies & standards and not reporting or capturing of security

C

12 (24/7) 1B

1 = B 3 = C

70

Main entrance Access control. Registration Area, Computer labs and Lecture rooms and store offices.

tasks and duties and assist the Regional Security Manager with Security and Safety inspections. Guard 1: Main Access control Personal Searches Staff Parking Area Patrols Client service Guard 2: Enquiries entry /registration desk Registration Hall Area observation and Patrol duties Patrol of Study venues. Staff Parking observation & patrolling and Security and Safety Inspections. Key control Emergency Response

crime/OHS incidents. Prevent unauthorised entry and theft. Prevent Trespassing and theft of Information or IT Theft, Robbery of Unisa Regional offices equipment, electronic equipment and Arson. Assist with emergency response and report any unserviceable fire equipment.

C

C

1C

1C

NIGHT SHIFT








Main Building entrance and Staff Parking Area control.

Guard 1: Main Access control and Key Control.

Prevent unauthorised entry and theft.

C

12 (24/7) 1C

2 = C

71

Registration Area, Computer labs and Lecture rooms and store offices.

Guard 2: Computer Lab/Facility Patrols during night classes Staff Parking Area Patrols Client service Enquiries Emergency Response

Prevent Trespassing and theft of Information or IT Theft, Robbery of Unisa Regional offices equipment, electronic equipment and Arson. Assist with emergency response and report any unserviceable fire equipment.

C

1C

Mafikeng Regional Office Total Actual Number of guards available for the site - 04. DAY SHIFT








Control the Site in co-operation with the Regional Security Manager. Main entrance and Staff Parking Area control.

Supervisor 1: To control the site and to ensure security guards perform their tasks and duties and assist the Regional Security Manager with Security and Safety inspections. Guard 1: Access control Personal

Breach of Unisa Policies & standards and not reporting or capturing of security crime/OHS incidents. Prevent unauthorised entry and theft.

C

C

C

12 (24/7) 1B

1C

1C

1 = B 2 = C

72

Registration Area.

Searches Staff Parking Area Patrols Client service Guard 2: Enquiries entry /registration desk Registration Hall Area observation and Patrol duties Patrol of Study venues. Staff Parking observation & patrolling and Security and Safety Inspections. Key control Emergency Response

Prevent Trespassing Crime risks of Information or IT Theft, Robbery of Unisa Regional offices equipment, electronic equipment and vehicles.

NIGHT SHIFT








Main Building entrance and Staff Parking Area control

Guard 1: Prevent unauthorised entry and theft. Access control Computer Lab/Facility Patrols during night classes Staff Parking Area Patrols Client service Enquiries Key control Emergency Response

Prevent unauthorised entry, trespass, Arson and Theft. Robbery of Unisa Regional offices equipment, electronic equipment and vehicles, Burglary of Unisa Regional Offices facilities. Emergency

C 12 (24/7) 1C 1 = C

73

response and report of unserviceable fire equipment.

KWAZULU NATAL REGION Stalwart Simelane Campus Total Number of guards available for the site – 14 DAY SHIFT



Risk which will be addressed by deploying a security of ficers at this post/position





1.Entrance - Turnstile Gates

Access control duties Searches Crowd control Key control management Asset control duties

Theft Arson Trespassing

C

12 (24/7)

2

PSIRA Grade C

2.Staff Parking


Theft

Asset losses

trespassing

C

12 (24/7)

1

PSIRA Grade C

3.Student Parking


Theft Asset losses trespassing

C

12 (24/7)

1 PSIRA Grade C

74

4.CCTV Security Operator

Monitor Camers and advise patrol officers on in irregularity. Compile security Reports Assist security supervisor


I 12 (24/7) 1 PSIRA Grade C

5.Library Centre

Searches Crowd control Key control management Asset control duties

Theft Loitering

I (Mon – Fri)

8hrs

1 PSIRA Grade C

6.Enquiries Customer services Crowd control

Chaos No order

I (Mon – Fri)

8hrs

1

PSIRA Grade C

8.Security Supervisor Entrance - Turnstile Gates

Security supervision Incident Record Management Asset Management Manage electronic security systems Security inspection visits Participate in OHS structures Conduct safety audit and Security Audit Conduct security risk Assessment to respective unisa offices. Conduct Security Awareness Conduct evacuation drills to all unisa offices Provide necessary support durng Registrations, Applications and graduations

No order No coordination Theft Arson Trespassing

I

C

(Mon – Fri)

8hrs

12 (24/7)

1

2

PSIRA Grade B

PSIRA Grade C Matric

75

Access control Vehicle searches Client service enquiries Theft Arson Trespassing

Student Parking



C 12 (24/7) 1 PSIRA Grade C

Staff Parking




Night SHIFT








1.Entrance - Turnstile Gates CCTV Security Operator

Access control Vehicle searches Client service Enquiries Monitor Cameras and advise patrol officers on in irregularity. Compile security Reports

Theft Arson Trespassing Theft Arson Trespassing

C

I

12 (24/7)

12 (24/7)

2

1

PSIRA Grade C

76

Assist security supervisor

2.Staff Parking

Access control Vehicle searches Client service Enquiries Key control Emergency response


I

12 (24/7)

1

PSIRA Grade C

3.Student Parking

Access control Vehicle searches Client services Enquiries Key control Emergency response Building Protection


I

12 (24/7) 1 PSIRA Grade C

Bram Fischer Building Total Number of guards available for the site – 9 DAY SHIFT









Access control Vehicle searches Client service Enquiries Access control searches


C

(Mon – Fri)

8hrs

2

PSIRA Grade C

77

2drd floor

Access control Vehicle searches Client service Enquiries Access control searches


Mon – Fri)

8hrs

1 PSIRA Grade C

2.Staff Parking

Access control Vehicle searches UNISA Feet Control Client services Enquiries


C

(Mon – Fri)

8hrs

1

PSIRA Grade C

4.CCTV Security Operators

Assist with Security supervision Incident Record Management CCTV Operations & Management Participate in OHS structures Conduct Security systems audit Compile security Reports

Monitor Camers and advise patrol officers on in irregularity. Compile security Reports


8.Security Supervisor

Security supervision Incident Record Management Asset Management Manage electronic security systems Security inspection visits Participate in OHS structures Conduct safety audit and

Chaos No order No coordination

I

(Mon – Fri)

8hrs

1

PSIRA Grade B

78

Security Audit Conduct risk Assessment to respective UNISA Offices. Conduct Security Awareness Conduct evacuation drills to all UNISA offices Provide necessary support during Registrations,

Night SHIFT








4.CCTV Security Operators

Assist with Security supervision Incident Record Management CCTV Operations & Management Participate in OHS structures Conduct Security systems audit Compile security Reports


C 12 (24/7) 1 PSIRA Grade C

Building Patrol Officer

Building patrol duties Response to any incidences


I

12 (24/7) 2 PSIRA Grade C

79

Record incidences Report Incidences

Pietermaritzburg Service Centre Total Number of guards available for the site – 10 DAY SHIFT











C

12 (24/7)

3

PSIRA Grade C

2.Reid Building

Access control searches Client service Enquiries Key control Emergency response


I

(Mon – Fri)

8hrs

2

PSIRA Grade C

5.Library Centre

Patrols inside Library Monitor library access control system

Theft Loitering

I (Mon – Fri)

8hrs

1 PSIRA Grade C

8.Security Supervisor

Security supervision Incident Record Management Asset Management Manage electronic security systems Security inspection visits Participate in OHS structures Conduct safety audit and

Chaos No order No coordination

C

(Mon – Fri)

8hrs

1

PSIRA Grade B

80

Security Audit Conduct security risk Assessment at respective UNISA offices. Conduct Security Awareness Conduct evacuation drills to all unisa offices Provide necessary support during Registrations, Applications and graduations

Night SHIFT











C

12 (24/7)

3

PSIRA Grade C Matric

Richards Bay Campus Total Number of guards available for the site – 3 DAY SHIFT








1.Entrance – Enquiries

Access control duties

Theft Arson

C

(Mon – Fri)

2

PSIRA Grade C

81

– Ground Floor & First Floor

Searches Crowd control Key control management Asset control duties Emergency coordination

Trespassing

8hrs

Night Shift

2.Property Guarding

Patrol Duties Recording Incidences / Activities


12/24/7

1

PSIRA Grade C

New Castle Campus Total Number of guards available for the site 3 DAY SHIFT








1.Entrance - Enquiries

Duties Access control duties Searches Crowd control Key control management Asset control duties Emergenc


C

(Mon – Fri)

8hrs

1

PSIRA Grade C

82

y coordination

2.Entrance :Computer Laboratory

Access control duties Searches Crowd control Key control management Asset control duties Emergency coordination


C

(Mon – Fri)

8hrs

1

PSIRA Grade C

Entrance : Self Help

Access control duties Searches Crowd control Key control management Asset control duties Emergency coordination

Theft Loitering

I (Mon – Fri)

8hrs

1 PSIRA Grade C

14. EVALUATION CRITERIA

Pre-qualification: Only tenderers that meet all the mandatory requirements including the financial evaluation will proceed to stage 1 of the adjudication Stage 1 – Functional evaluation: Pre-qualification:

Only tenderers that meet all the mandatory requirements including the financial evaluation will

proceed to stage 1 of the adjudication

83

Weight of evaluation criteria per discipline

Security 50

Cleaning 50

Total 100

A: Cleaning services

AREA TO BE EVALUATED WEIGHTING

1

Company Profile –

Tenderers should very briefly (Between 1 and 2 pages) describe the company’s

experience and Contract Managers’ expertise in cleaning sector.

1.1 CV of Contract Managers and certified copies of qualifications with his/her

experience clearly indicated must be submitted.

The manager must have at least 10 years’ and above experience in

cleaning management industry = 10

5-9 years’ experience=6

1-4 years’ experience=3

10

1.2 The Company must clearly reflect its substantive years of service in the cleaning

industry

Less than 1 = 0

1 to 5 years = 4

6 to 10 years = 7

11 and above = 10

10

2

Management approach to the proposed shared services - Explain 30 days’

implementation plan.

The plan must respond to the scope of work and outline the proposed approach

/ methodology in a form of activities and timelines.

a. Timeline for implementation (30 days implementation plan with activities and

timelines)

Detailed plan (10)

The detailed plan should address the following items:

10

84

Consultation with Unisa on the current Regional cleaning staff members (4)

Purchase of equipment, cleaning chemicals and uniform (3)

Management of equipment and chemicals (3)

No plan submit ted (0)

3 Quality Control Procedures

The service provider must submit a report regarding the quality control practices and

procedures which ensure compliance with stated requirements of the Employer will

be evaluated (SOP, Document management process, competency certificates,

training documents).

Service Provider will perform all tasks in strict compliance to the South Africa

Constitution 1998, National Environmental Management and other related

legislation.

Prepare and submit a report addressing the following items:

a. Standard operating procedures (2)

b. Monitoring and control procedures (2)

c. KPIs of the management of the contract (2)

d. Management of non-conformance (2)

e. Contingency plan in the event of any industrial action by service

provider employees and absenteeism (2)

OR

Quality control procedures are most likely to ensure compliance with stated Employer’s requirements or ISO9001

ISO 9001 certificate (10)

Submitted = 5

Not Submitted = 0

10

4 Management Systems and Reporting:

a. Recycling program (process of recycling waste) Proposal and implementation plan

for eco-friendly measures and green technology (5)

b. Procedure on how to deal with client satisfaction (how to address the complaint)

(5)

10

TOTAL 50

85

2. Security service

Areas to be evaluated Weighting

Copies (attached) of Certificates and/or CV’s for professional training /

years’ experience in Management and /or Security related matters of

operational Managers and/or Branch Managers (at least three located in

the geographical area of the Gauteng)

Degree and above / 10 years’ experience in security management ...5

points

Diploma /5 years’ experience in security management……….………..3

points

Certificate /2 years’ experience in security management………….…..1

points

None ………………….. 0 points

5

Evidence of companies ability to provide supporting technology

VHF radio equipment and communication ………………2.5 points

ICASA Radio transmission licence……………. 2.5 points

Guard Tracking solution………….. 2.5 Points

Other technology that can add value…………2.5 points

10

Risk mitigation strategy

Provide copies of current valid certificates of at least 40 event security

officers currently employed in your company who have been trained in

terms of SAQA UNIT STANDARD 244335 – “Conduct security at an

event”, or PSIRA Special events training registration and provide PSIRA

confirmation

40……….2.5 points

41+….….5 points

5

Track record (years of experience in the industry)

5 years……….5 points

10 years +….10 points

10

Ability to provide uniforms timeously (provide letter of commitment from

supplier)

Within 20 days……..5 points

More than 20 days ………..2.5 point

5

Evidence of ownership of suitable vehicles to visit sites and to perform

monitoring services (attach logbooks in companies’, or proprietor’s

name)

3 vehicles………………2 points

4-10 vehicles……………3 points

10+ vehicles…………….5 points

5

86

National footprint (provide address list of head and branch offices)

Company Represented in 2 provinces…………2.5 points

Company Represented in 3 provinces………….5 points

Company Represented in 4 provinces………….7.5 points

Company Represented in 5+ provinces………….10 points

10

TOTAL 50

Service providers who score 70% or more (minimum of 25% from each discipline) will be

evaluated in stage 2

Stage 2:

ITEMS POINTS

1. Price

min

min165

P

PPtPs

Where:

Ps = Points scored for price of tender under consideration

Pt = Rand value of tender under consideration

Pmin = Rand value of lowest acceptable tender

65

2. B-BBEE

B-BBEE score to be taken from valid B-BBEE certificate provided

25

3. Technical (score to be carried from stage 1). 10

Form A. 1.1 Evaluation Schedule: Company Profile

Tenderers should very briefly (Between 1 and 2 pages) describe the company’s experience in this regards and attaches the information to the schedule. Credentials, Qualifications and Experience of Contract Managers (per region) to be utilized on the projects similar to those implemented at Unisa (It is upon the suppliers to provide this). The CV of Contract Managers (per region) that will be allocated to this contract must be submitted reflecting clear experience in Cleaning. Form A. 1.2 Evaluation Schedule: Management Approach to the Proposed Shared Services

The tenderer must as such explain his / her understanding of the objectives of the assignment and the Employer’s stated and implied requirements, highlight the issues of importance, and explain the approach they would adopt to address them.

The approach should also include reference to the quality plan which outlines processes, procedures and associated resources, applied by whom and when, to meet the requirements and indicate how risks will be managed and what contribution can be made regar ding value management.

87

The Timeline for implementation (30 days implementation plan with activities and timelines) The detailed plan should address the following items:








Provide back-office support, and support for operations as and when required for all regional offices.

Form A. 1.3 Quality Control Procedures

The service provider must submit detail plan of action regarding inception of the project and the quality control practices and procedures which ensure compliance with stated requirements of the Employer will be evaluated (SOP, Document management process, competency certificates, training documents, etc.).

Service providers should very briefly outline (Between 1 and 2 pages) his or her procedures in relation to the project and attach this to this schedule, reference will be necessary to any other returnable schedules submitted with this tender. Service Provider will perform all tasks in strict compliance to the South Africa Constitution 1998, National Environmental Management Service Provider shall display cost savings and efficiencies.

a. Standard operating procedures b. Monitoring and control procedures c. KPI’s of the management of the contract (response time, number of non-

performances), etc. d. Management of non-performance e. Contingency plan in the event of any industrial action by service provider employees

and absenteeism OR

ISO 9000 certificate or any other related and approved certificate Form A. 1.5 Evaluation Schedule: Management Systems and Reporting

The service provider must include compatible systems that could be migrated into Unisa systems not limited to reference below:

Recycling program (process of recycling waste) Proposal and implementation plan for eco-friendly measures and green technology

Client satisfactory survey and remedial actions to unsatisfactory clients. (procedure on how to address the complaint)

the university of south africa invites suitably qualified ... · company must provide copy of valid...

Documents