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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
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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
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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:
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.
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
11
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
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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
Clean door handles with a disinfectant
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 door handles with a disinfectant
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
Clean door handles with a disinfectant
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
Midlands 5 each Twice per year
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
Midlands 5 each Twice per year
27
Wet Floor Signs Piece per Public Areas including Kitchenettes
Midlands 10 each Twice per year
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,
Midlands 4 each Twice per year
Shampoo Brush and Tank solution
Midlands 3 each Twice per year
High Pressure Cleaner High Pressure Cleaner and Vacuum Bags
Public Areas outside Buildings
Midlands 3 each Twice per year
Silence Vacuum Cleaner
110 Watts Single Motor 15 litres and Vacuum Bags
Public Areas outside Buildings
Midlands 8 each Once
Stainless steel Vacuum Machine
1100 Wet & Dry Vacuum 30ltrs
Public Areas outside Buildings
Midlands 3 each Once
Carpet Cleaner 40 x 40 Ltr Clean & Dirty Water Tank
Carpeted Public Areas
Midlands 2 each Once
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
Public Areas including Kitchenettes
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
Public Areas including Kitchenettes
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
Name (Equipment/product)
Description/model Purpose/usage area Building name Quantity Frequency
EQUIPMENT
Econo Double Bucket Mopping Unit
5 x 25ltr Complete with Wrangler
Bathrooms Eastern Cape 5 each Once off
DOUBLE Mopping System
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
Dust Mob Sweeper with Handle
Dry Mop System Public Areas including Kitchenettes
Eastern Cape 5 each Twice per year
Wet Floor Signs Piece per Public Areas including Kitchenettes
Eastern Cape 10 each Twice per year
Pulse Mop System Handle, Frame & General Purpose Micro Pads
Public Areas including Kitchenettes
Eastern Cape 10 each Full set
Push Behind Sweeper Push Behind Sweeper Parking and Public Areas outside
Eastern Cape 3 each Full Set
32
Polish/ Scrubbers
Standard/ High Speed (150/300 RPM)
Complete with Pad Drive, Scrub Brush,
Shampoo Brush and Tank solution
Tiled and Vinyl Floors
Eastern Cape
3 each
Full set
High Pressure Cleaner High Pressure Cleaner and Vacuum Bags
Public Areas outside Buildings
Eastern Cape 3 each Twice per year
Silence Vacuum Cleaner
110 Watts Single Motor 15 litres and Vacuum Bags
Public Areas outside Buildings
Eastern Cape 8 each Once
Stainless steel Vacuum Machine
1100 Wet & Dry Vacuum 30ltrs
Public Areas outside Buildings
Eastern Cape
3 each
Once
Carpet Cleaner
40 x 40 ltr Clean & Dirty Water Tank
Twin VAC Motor
Carpeted Public Areas
Eastern Cape 2 each Once
Amblo Visa Versa for cleaning Window
Squelches Rubber and sponge
Cleaning of High Windows
Eastern Cape 4 each full set
Telepole 2.5 metre Eastern Cape 6 each Twice per year
Household Gloves Green and Red Gloves Bathrooms and Emergencies
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,
Purposes (Red, Blue, Yellow, Green & Pink)
Kitchenettes Eastern Cape 24 each Twice per year
Buddy Jug 10Ltrs (Decanter)
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
Public Areas including Kitchenettes
including offices
Eastern Cape
30 each
Twice per year
Further Duster Long Handle
Green, Red, Black and Pink Offices furniture’s, Bathrooms,
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
Bleach All Purpose Public Areas including Kitchenettes
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
Carpet Cleaner Solution
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
Bosh Guard All Purpose Public Areas including Kitchenettes
Eastern Cape 6 x 5ltr quarterly
Refuse Bags All Purpose Public Areas including Kitchenettes
Eastern Cape 15 Bails Monthly
Name (Equipment/product)
Description/model Purpose/usage area Building name Quantity Frequency
36
EQUIPMENT
Econo Double Bucket Mopping Unit
5 x 25ltr Complete with Wrangler
Bathrooms Western Cape 3 each Once off
DOUBLE Mopping System
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
Dust Mob Sweeper with Handle
Dry Mop System Public Areas including Kitchenettes
Western Cape 5 each Twice per year
Wet Floor Signs Piece per Public Areas including Kitchenettes
Western Cape 10 each Twice per year
Pulse Mop System Handle, Frame & General Purpose Micro Pads
Public Areas including Kitchenettes
Western Cape 10 each Full set
Push Behind Sweeper Push Behind Sweeper Parking and Public Areas outside
Western Cape 2 each Full Set
Polish/ Scrubbers
Standard/ High Speed (150/300 RPM)
Complete with Pad Drive, Scrub Brush,
Shampoo Brush and Tank solution
Tiled and Vinyl Floors
Western Cape
2 each
Full set
37
High Pressure Cleaner High Pressure Cleaner and Vacuum Bags
Public Areas outside Buildings
Western Cape 2 each Twice per year
Silence Vacuum Cleaner
110 Watts Single Motor 15 litres and Vacuum Bags
Public Areas outside Buildings
Western Cape 5 each Once
Stainless steel Vacuum Machine
1100 Wet & Dry Vacuum 30ltrs
Public Areas outside Buildings
Western Cape 3 each Once
Carpet Cleaner
40 x 40 ltr Clean & Dirty Water Tank
Twin VAC Motor
Carpeted Public Areas
Western Cape 2 each
Once
Amblo Visa Versa for cleaning Window
Squelches Rubber and sponge
Cleaning of High Windows
Western Cape 4 each full set
Telepole 2.5 metre Western Cape 6 each Twice per year
Household Gloves Green and Red Gloves Bathrooms and Emergencies
Western Cape 20 each x 2 Quarterly
Micro fibre cloths
Coloured cleaning Cloths for different
Purposes (Red, Blue, Yellow, Green & Pink)
Offices furniture’s, Bathrooms,
Kitchenettes
Western Cape
20 each x 5
full set
Buddy Jug 10Ltrs (Decanter)
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
Public Areas including Kitchenettes
Western Cape 30 each Twice per year
38
at least three colour coded including offices Western Cape Twice per year
Further Duster Long Handle
Green, Red, Black and Pink Offices furniture’s, Bathrooms,
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
Bleach All Purpose Public Areas including Kitchenettes
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
Carpet Cleaner Solution
Cleaning of Carpets Public Western Cape 10 x 25 ltr quarterly
Drain Cleaner All Purpose Drains Western Cape 10 x 5 ltr quarterly
Bosh Guard All Purpose Public Areas including Kitchenettes
Western Cape 6 x 5ltr quarterly
Refuse Bags All Purpose Public Areas including Kitchenettes
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
*Access control *Client services *Enquiries *Noise control
*Theft *Access control *Enquiries *Arson *Patrol in C Block
L 12(24/7) 1 D
Access control A Block(Ground and 1
st floor)
*Access control *Client services *Enquiries *Noise control
*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
*Theft *Asset control *Trespassing *Guards on posts
I 12 (Sat, Sun, and
Pub. Holidays)
1 B
Main Entrance to Campus grounds
*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
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
Supervisor Control the site and make sure guards perform their task
*Theft *Asset control *Trespassing *Guards on posts
I 12(24/7, 365)
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 *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
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 See definition below
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
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
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
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
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
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
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
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
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
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
*Access control *Searches *Client service *Enquiries *Key control *Emergency response
*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
*Access control *Searches *Client service *Enquiries *Key control *Emergency response
*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
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
Main entrance to building
*Access control *Searches *Client service *Enquiries *Key control *Emergency response
*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
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
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
Access control Vehicle searches Client service enquiries
Theft Arson Trespassing Asset losses
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
Theft Arson Trespassing Asset losses
C 12(24/7) 1 1=C
Registration Building– Main Entrance
Access control Parcels Searches Client service Enquiries Key control Emergency response Patrols
Theft Asset losses trespassing Asset Control
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
Theft Asset losses trespassing Asset Control
C 12(24/7) 2 1=C 1=D
Student Centre – Main Gate
Access control Vehicle searches Client service Enquiries Patrols
Theft Arson Trespassing Asset losses
C 12 (24/7) 2 1=C 1=D
Student Centre – Control Room
Supervising Site Viewing of CCTV Patrolling Control of OB & SR
Theft Assault Violence Arson Trespassing Asset losses
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
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
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
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
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
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
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
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
Computer Lap
Access control Client service Enquiries Parcelles Searches Emergency response
Theft Arson Trespassing Asset losses
S 12 (24/7) 1 1=D
Reception Area
Access control Parcels Searches Client service Enquiries Key control Emergency response
Theft Asset losses trespassing Asset Control
C 10 (Mon –Fri)
1 1=D
Counselling Access control Parcels Searches Client service Enquiries Emergency response
Theft Asset losses trespassing Asset Control
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
Theft Assault Violence Arson Trespassing Asset losses
C 12 (Mon-Fri)
1 1=C
NIGHT 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
Learning Centre
Access control Client service Enquiries Parcelles Searches Key control Emergency response Patrol
Theft Arson Trespassing Asset losses
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
Theft Arson Trespassing Asset losses
S 12 (24/7) 1 1=D
First Floor Access control Parcels Searches Client service Enquiries Key control Emergency response
Theft Asset losses trespassing Asset Control
I 10 (Mon –Fri)
1 1=D
Second Floor
Access control Parcels Searches Client service Enquiries Key control Emergency response
Theft Asset losses trespassing Asset Control
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
Theft Assault Violence Arson Trespassing Asset losses
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
Theft Arson Trespassing Asset losses
S 12 (24/7) 2 2=D
Rustenburg Regional Office Total Actual Number of guards available for the site - 12 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
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
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
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
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
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
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
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
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
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
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
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
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
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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
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
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
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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
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
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
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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
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
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
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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
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
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
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response and report of unserviceable fire equipment.
KWAZULU NATAL REGION Stalwart Simelane Campus Total Number of guards available for the site – 14 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 of ficers 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
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
Access control duties Searches Crowd control Key control management Asset control duties
Theft
Asset losses
trespassing
C
12 (24/7)
1
PSIRA Grade C
3.Student Parking
Access control duties Searches Crowd control Key control management Asset control duties
Theft Asset losses trespassing
C
12 (24/7)
1 PSIRA Grade C
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4.CCTV Security Operator
Monitor Camers and advise patrol officers on in irregularity. Compile security Reports Assist security supervisor
Theft Arson Trespassing
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
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Access control Vehicle searches Client service enquiries Theft Arson Trespassing
Student Parking
Access control Vehicle searches Client service enquiries Theft Arson Trespassing
Theft Arson Trespassing
C 12 (24/7) 1 PSIRA Grade C
Staff Parking
Access control Vehicle searches Client service enquiries Theft Arson Trespassing
Theft Arson Trespassing
I 12 (24/7) 1 PSIRA Grade C
Night 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
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
Theft Asset losses trespassing
I
12 (24/7)
1
PSIRA Grade C
3.Student Parking
Access control Vehicle searches Client services Enquiries Key control Emergency response Building Protection
Theft Asset losses trespassing
I
12 (24/7) 1 PSIRA Grade C
Bram Fischer Building Total Number of guards available for the site – 9 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
1.Entrance - Turnstile Gates
Access control Vehicle searches Client service Enquiries Access control searches
Theft Arson Trespassing
C
(Mon – Fri)
8hrs
2
PSIRA Grade C
77
2drd floor
Access control Vehicle searches Client service Enquiries Access control searches
Theft Arson Trespassing
Mon – Fri)
8hrs
1 PSIRA Grade C
2.Staff Parking
Access control Vehicle searches UNISA Feet Control Client services Enquiries
Theft Asset losses trespassing
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
I 12 (24/7) 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
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
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
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
Theft Asset losses trespassing
C 12 (24/7) 1 PSIRA Grade C
Building Patrol Officer
Building patrol duties Response to any incidences
Theft Asset losses trespassing
I
12 (24/7) 2 PSIRA Grade C
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Record incidences Report Incidences
Pietermaritzburg Service Centre Total Number of guards available for the site – 10 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
1.Entrance - Turnstile Gates
Access control Vehicle searches Client service enquiries
Theft Arson Trespassing
C
12 (24/7)
3
PSIRA Grade C
2.Reid Building
Access control searches Client service Enquiries Key control Emergency response
Theft Asset losses trespassing
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
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
1.Entrance - Turnstile Gates
Access control Vehicle searches Client service enquiries
Theft Arson Trespassing
C
12 (24/7)
3
PSIRA Grade C Matric
Richards Bay Campus Total Number of guards available for the site – 3 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
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
Theft Asset losses trespassing
12/24/7
1
PSIRA Grade C
New Castle Campus Total Number of guards available for the site 3 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
1.Entrance - Enquiries
Duties Access control duties Searches Crowd control Key control management Asset control duties Emergenc
Theft Arson Trespassing
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
Theft Asset losses trespassing
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
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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:
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.
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)