Limberg Mining Company (Pty) Ltd: Security Services Providers

You are hereby invited to submit a proposal for Security Services for Limberg Mining Company (Pty) Ltd (“LMC”). Please kindly indicate to us whether your company will attend the compulsory site inspection and will submit a security proposal and plan by returning the form attached under Annexure A, via email by 16 April 2021 before 12h00.

LMC is operating a chrome mine in the Thabazimbi Magisterial district in the Limpopo province.

LMC requires the services of an experienced and professional Security Service Provider to assist with Security services as identified during the compulsory site inspection and security proposal to cover the requirements of Limberg Mining Company (Pty) Ltd.

The service will cover security (guarding) and protection of persons, property and product which will require the control of access to and from the premises. The service will be 24 hours per day, 7 days a week and 365 days of a year. It is foreseen that the service will be amended as the circumstances may change.

The premises on which the service is to be provided will be on the mining rights area of the company as indicated by the red lined area on the aerial view below. The main entrance is situated next to the R510 road and all mining activity at this point in time takes place on the eastern side of the R510.

General

Activities required from the Security Service Provider will be whatever may be deemed necessary to ensure the employees and company assets are safe and secure. This will involve monitoring the premises for threats, acting with preventative steps where necessary and responding to breaches in security with firm action to prevent harm. Access to- and from the site will be controlled according to the Limberg procedures to ensure only authorized people are on site where active mining is taking place. Where the company is not actively mining and land remains under the control of the surface rights owners, the activity must be monitored in a non-invasive manner and any activity threatening the rights and ownership of the company must be addressed.

The Security Service Provider must be registered with PSIRA for the duration of the contract. Only security guards who passes an annual security screening through the SAPS, which will include fingerprint checks, may work on this contract. All guards must be trained and proof of experience and training to be provided prior to commencement of service. SOP’s to be provided for all activities of the contractor.

The Security Service Provider will work according to the Code of Conduct for Security service providers unless
otherwise stated in the agreement.

Staffing and resources

Staffing and resources will be at the discretion of the Security Service Provider.

Duties

1. Monitoring the complete mining rights area with intelligent technology (cameras with people recognition, deviation reporting, areal camera, virtual trip wires, etc.) as well as foot and vehicle patrols based on activity and accessibility. The inspections performed on critical areas and the perimeter of the mining site must be at random intervals and routes. This inspection must be supported by a monitoring system to record the inspection and record of the inspections to be made available to the company on a daily basis. The security guards should be rotated where possible to prevent familiarization.
2. After-hour (after dark and when no mining is taking place) inspections must be conducted.
3. Though not a continuous requirement on site, the contractor must have support in the form of armed guards should the need arise. The contractor must have the capability to defuse any unwanted situation including riots, strikes, protests and attempted invasions. A crowd control procedure is to be presented to the company. This ad-hoc services must be quoted for separately and the details of capability to be included. This is an essential portion of the service.
4. Access to- and from site is to be fully under the control of the security company. Any illegal entry will be considered a failure of service until properly rectified. All Limberg policies and procedures must be adhered to. Proper records to be maintained in accordance with company procedure. This will include all the access control documentation like visitor registers, record of inductions, personal property registers, valuable property registers, breathalyzer test registers, COVID-19 screening register etc. In addition all camera recordings are to be stored for 30 days. The security must perform random searches on employees and vehicles accessing and leaving site and wherever in the opinion of security it is deemed necessary.
5. Equipment delivery and dispatch must be recorded in the appropriate register. Associated documentation like delivery notes and invoices is the responsibility of the company and not that of the security company.
6. Incidents must be reported in writing according to the procedure and telephonically to the Chief Safety Officer/ Safety Officer/ Safety Manager.
7. An Incident register is to be kept at the guard house and to contain all incidents and record of hand-over of responsibility between shifts. Record of occurrences during shift must be recorded in this register.
8. All guards leaving the guard house must be in possession of a radio to allow communication between the guard and the supervisor.
9. Security guards must have access to a panic button system which will activate emergency response.
10. Transport must be available to the supervisor at all times to allow quick response within the operational area.
11. The facilities used by the contractor must be kept clean and orderly.
12. Equipment to be provided by the contractor:
    a. The contractor must have transport on site suitable to travel on all the roads on site and to be able to transport guards. The vehicles will have to meet the mine standards.
    b. The guards must be properly and uniformly dressed in clearly identifiable security uniforms with the security company logo.
    c. All PPE required on site to be available to security staff to allow roaming on site.
    d. 2-way radios to be available. A base station must be mounted in the guard house and sufficient handheld units must be available for roaming guards. The radios must be able to switch to the plant frequency.
    e. All equipment necessary for the fulfilment of the services to be provided by the contractor including batons, torches, handcuffs, etc.
13. Equipment supply by the company:
    a. Guard house
    b. Ablution facility
    c. All PPE consumables
    d. All sanitation equipment
    e. All registers
    f. Power supply
    g. Potable water
14. A daily report must be issued by the Contractor’s site manager giving a comprehensive summary of activities and highlighting any deviation and risk within the scope of supply of the Security Service provider. An attendance register must be included in the report. This report must be made available before 08h00 on the following morning. A monthly report must be supplied within the first week of the following month providing the company with all reportable information and a summary of all incidents and remaining risks.
15. Loss of equipment of the company under the care of the contractor will be for the contractor’s account.
16. The security company shall be liable to provide insurance cover for the Customer up to the maximum liability figures below by taking out third party liability insurance, for damage caused by the fault of the security company or caused by its personnel in exercising its duty to meet its contractual obligations:
    a) for personal injury per person up to a maximum figure of R 4,000,000 and up to a maximum of R12,000,000 per incident,
    b) for material damage, with the exception of break-in and theft up to a maximum figure of R 10,000,000 for each incident of damage,
    c) for damage caused by break-in and theft up to a maximum figure of R 4 000,000.
17. It is expected of the contractor to perform regular site security risk assessments and audits on the premises and reports and recommendation must be supplied to the company.
18. Security guards must be neat and professional at all time
19. The contractor must maintain a safety file as is the standard for all contractors working at Limberg Mining Company and work according to applicable legislation and site SOP’s.
20. Develop close liaison with SAPS and local law enforcement agencies
21. Formulate and implement clear and practical job description for all guard roles on site.
22. All Contractor employees must be able to communicate well in English & Tswana and must have acceptable literacy skills (reading and writing) to assist clients and to complete required forms and make the required written recordings in registers and on forms.

Additional information:

In addition to the information required in 3 below, the following must be provided:

1. Valid company PSIRA certificate
2. Director of PSIRA Certificate
3. PSIRA letter of good standing.
4. Certified Director Police Clearance
5. Valid Proof of Fire Arm Ownership for the Company
6. Provide references and proof of experience in rendering similar services.

The following information is required to be submitted together with the rates proposals:

• Registered Company name
• Company registration number and CIPRO Annual Report
• Company VAT registration number
• COIDA Letter of Good Standing
• SARS clearance compliance pin
• BBBEE verification, status and certificate
• Summary of experience on similar contracts (if applicable)
• Proof of insurance cover in place for submitted proposal \
• Private Security Sector Provident Fund (PSSPF) compliance certificate
• SASSETA Workplace Skills Plan
• Dept of Labour Employment Equity Plan.
• The security service provider needs to provide LMC with a written undertaking, either on their letterhead or as part of their service level agreement, that:
  – they remunerate all employees in terms of Sectoral Determination 6, as amended from time to time
  – they do not make use of labour brokers, independent contractors (also referred to as self employed security officers) or other such “disguised employment relationships” as a source of recruiting and remuneration security officers.

• Proposal submission date: 23 April 2021 before close of business at 16h00
• Tender site meeting and clarification: 20 April 2021 at 10h00
• Contract Award: Latest 7 May 2021
• Contract Start date: 1 June 2021 07h00
• Contract end date: 31 May 2022
• Contract Duration: 12 months

To be submitted by 16h00 on 23 April 2021 via email to koos@focusholding.net

Acceptance of Proposal

LMC reserves the right to accept any proposal, not necessarily the lowest, and will not be obliged to give reasons for its decisions. Furthermore, LMC reserves the right to accept any proposal wholly or in part. Incomplete tenders will not be considered.

Queries can be submitted in writing or telephonically to the following email address and phone number: koos@focusholding.net and 072 230 4316.