Our sense of community is our security

2019 RFP Process Community Review Meeting Feedback

After the last community review meeting, it was suggested that the figures used by the ZFHOA Board at the AGM may possibly be incorrect.  It was agreed that Michael Holtzhausen, Kirstin Bosworth and our new 2020 Treasurer, Eva Noble, would meet to verify the figures. 

1.  Only minor differences were found at this verification meeting under Proposal 1 - Guarding, being;

  • A understatement of R120.45 for VAT on the VideoFied Charge per month against the overall cost for FADT
  • An amount of R1,495.00 per month for 2 Vehicle Scanners was included for the overall cost for ARES as quoted for under "Additional Requirement". 

As these differences amount to less than 2% of the overall monthly costings for Guarding, it was agreed that these errors would probably not have had an impact on the Votes cast at our AGM.

2.   It was also noted that, for those who did NOT attend the 2019 AGM, it may have not been clear that the 2019 Security Proposal was based on the FULL Budget (ALL envisioned expenses) and not just the Quotations for the Security Contract/s when determining the Monthly Contribution (levy).

The 2019/2020 Budget, showing ALL the workings for every option and, which formed the foundation for the official 2019 ZFHOA Security Proposal as presented at the 2019 AGM is available on request by e-mail from   zfhoa_gallo_manor@iafrica.com

2019 Security Proposal to the Community

On the 1st of August 2019, the official PROPOSAL to amend and/or add to current communal Security Operations was distributed to the residents through official communication channels for their comments and questions prior to the ZFHOA Members Vote at our 21st Annual General Meeting which was held on the 21st of August 2019.

The Proposal Evaluation Committee completed their Recommendations to the ZFHOA Board on the 25th of July 2019.  Due consideration is also given to the Risk Register, much of which was also considered by the Proposal Evaluation Committee.

On Friday the 26th of July 2019, the ZFHOA Board of Directors held Clarification Meetings with the two Finalist recommended by the Proposal Evaluation Committee (reference page 12 specifically).  The results of said meetings, inclusive of signed-off final Bids by each Security Service Provider, determined the Pricing included in the official Proposal. 

On Wednesday, the 21st of AUGUST 2019 ZFHOA Members Voted for their preferences at our 21st Annual General Meeting.

The 2020 ZFHOA Board of Directors entered into a Contract with the Ratified Security Service Provider on the 30th of October 2019 following successful contract negotiations.

On Friday the 4th of October 2019. the ZFHOA Board of Directors shared their CONCLUSIONS regarding the RFP Process as well as the RFP Process Timeline from which they had drawn their conclusions and advised "In review of this recent process, all our learnings and experiences have resulted in this collection of conclusions. We would like to take this opportunity to sincerely thank all members involved for their commitment to this community.".

2019 Request for Proposal Process   (RFP)

As is our custom every three years, SEVENTEEN Security Service Providers (SSP) were invited on the 3rd of June 2019 to submit a proposal to the ZFHOA for the Communal Security Services, Security Infrastructure and/or Security Equipment Contracts.  To view the List of Invited SSP's, please click here

All seventeen SSP's operate within the SAPS Sandton Precinct.

The RFP incorporates, in part, the 2018 Community Feedback as well as the 2019 Recommendations of the ZFHOA Security Sub-Committee shared with the community on the 6th of June 2019 and on which YOU raised Questions & Comments and to which the ZFHOA Security Sub-Committee have RESPONDED on the 3rd of July 2019.

To view the RFP distributed to the SSP's as amended, please click here

In addition to the criteria detailed in the RFP Document there are very important Regulations to be knowledgeable of when evaluating the Proposal Submissions not least of which are the PSIRA Requirements, Security Industry's Minimum Wage and PSIR Act 56, 2001

The timeline for this RFP process was as follows:

  • 3rd June 2019.................................... Distribution of RFP
  • 10th to 14th June 2019....................... Site Visits by Appointment
  • 18th June 2019 at 12:00..................... Deadline for Clarification
  • 28th June 2019 at 15:00..................... Deadline for Submission

Access to Information | Disqualification

PLEASE NOTE that the RFP Procurement Process will only deemed to be complete when reduced to writing in a contract form signed by the designated responsible person of both parties and their witnesses (Contract/s and/or Agreement/s).

SSP's visiting our Web Site are reminded of Provisions for Access to Information and Disqualification detailed in paragraphs 7 and 8 of the RFP Document!

Information is shared here for the perusal of our ZFHOA Members and in the interests of transparency!