Procurement Notices

Security Services in CHTDF-UNDP SID Offices at Chittagong Hill Tracts

1. BACKGROUND :

UNDP’s programme for the Promotion of Development and Confidence Building in the Chittagong Hill Tracts (CHT) through its Chittagong Hill Tracts Development Facility (CHTDF) works for the overall development of opportunities for all peoples and communities resident in the CHT. The development purpose of the programme is to support the Government of Bangladesh and enable the institutions of the CHT and their constituent communities to pursue accelerated, sustainable socio-economic development and regional poverty reduction, based on the principles of self reliance, local participation, and decentralized development.

Since its inception in 2003 CHTDF-UNDP SID has expanded its offices, personnel, vehicles, boats and other equipment. Currently there are four (4) office buildings, one (1) boat landing and one (1) parking area in Rangamati.

1. Objectives of the assignment

The objective of the assignment is to ensure safety and security of Offices including all personnel, buildings, vehicles, boats and other equipments stored within the office premises which belong to CHTDF-UNDP SID

3             Scope of Work

To provide security and reception services  for CHTDF-UNDP SID offices in the CHT

1. Location of  CHTDF-UNDP SIDoffices  to be covered :

• CHTDF-UNDP SID Rangamati Office located at Rajbari Road, Rangamati has four buildings. In addition it also has a boat landing & vehicle parking area where Speed boats are docked and vehicles are parked and require security guards;

1. Requirements for the Contractor

1. A registered company having past experience of providing security services to well-known national/international Organizations in Bangladesh;
2. It must have well established offices Bangladesh. The head of office must be well qualified and experienced in dealing with security related matters. In addition the office should have support staff who are well experienced and knowledgeable to put in place a well-trained, experienced and qualified batch of workforce capable of undertaking the “Scope of Duties and Responsibilities”;
3. The contractor should submit necessary documents to confirm salary payment to staff members on a monthly basis;
4. The contractor  should be able to pay their staff salary and allowances in time (within the first week of the following month) irrespective of when and how they are reimbursed by CHTDF-UNDP SID;
5. The contract should comply with Bangladesh labour laws, including but not limited to minimum wage, leave and conditions of service. Failure to comply with  this may lead to termination of contract;
6. Provide following to the guards/supervisors:

• Two torches with battery for each gurad posts;
• Two sets of complete uniform every year including shoes, socks, winter jacket and head gear for each guard/supervisor;
• ID card;
• Raincoat, umbrella & Gumboot for each staff every year;

1. The head of office/representative should physically monitor CHTDF-UNDP SID offices and submit monitoring reports on a monthly basis to UNDP. Failure of providing such report will delay the payment of bill and may lead to termination of the agreement;
2. The head of office/representative should respond immediately to visit specific CHTDF-UNDP SID office locations where security service needs special attention as requested by CHTDF-UNDP SID;
3. The contractor should provide summary list of deployed security personnel on a monthly basis indicating the duty station;
4. The contractor should be financially solvent and be able for rapid deployment/replacements of guards at short notice (24 hrs);
5. The Contractor needs to obtain necessary police verification of all the security personnel well in advance of assignment to perform services under this contract;
6. The contractor shall provide category-wise CV(s) of the security guards to the CHTDF-UNDP SID management prior to deployment;
7. The contractor must have training or refresher training facilities for providing training to guards;
8. Working hours of the security personnel should not be more than 08 hours/day, overtime should be paid for additional duties and should have one day off weekly;
9. The contractor will be responsible for any case of theft, loss or damage to any person or material within the office premises which is believed to be caused due to neglect, act, conduct or omission by the security personnel and cost recovery measures will be taken accordingly;
10. Subject to the review of prevailing security situation from time to time, the numbers of persons may need to be adjusted (up or down) and in that case, the contractor will have to provide staff as needed and the costs will be adjusted accordingly under the same terms and conditions. The contractor shall be also responsible for the discipline of the security personnel and immediately replace any security person(s) who is accused of indiscipline or incompetence by UNDPSID management;
11. The Contractor should be able to supply the below manpower requirements -

1. Deliverables/Outputs of the assignment/service:

1. Contractor’s workforce and responsibilities

THE RECEPTIONIST:

1. Assist Admin team in receiving/forwarding official phone calls;
2. Receiving and dispatching letters and maintain register;
3. Look after the reception area;
4. Oversee the responsibilities of security guards and supervisors as instructed;
5. Assist in photocopying/scanning/spiral binding etc.;
6. Other duties as instructed by Admin team.

THE SECUIRTY PERSONNEL:

1. Provide safety and security for CHTDF-UNDP SID personnel and the properties including the office premises at the above locations 24 hours a day and 7 days a week (unless mentioned otherwise).
2. Maintain a Security Desk on the entrance gate of the premises  (to be manned by a Security Supervisor), keeping in mind the working hours of CHTDF-UNDP SID offices (presently 08:00- 16:30) in order to-

• Identify all CHTDF-UNDP SID staff by their ID cards;
• Ensure visitor security screening, access and registration  to CHTDF-UNDP SID offices as per the specific instructions provided by Admin team for each office ;
• Monitor Vehicle entrance into the CHTDF-UNDP SID premises and conduct required search. Apply/use the latest technologies, ideas and equipment/materials as requested by the UNDP;

1. Be responsible for safe-keeping of all office keys including opening and closing of the offices on regular basis.
2. Ensure that nobody is allowed to enter into the CHTDF-UNDP SID office premises whose credentials are not found to be satisfactory or whose intention and conduct appear to be suspicious. Such event must be brought to the notice of the Administration Services Cluster.
3. Not to allow removal of any office furniture, equipment, accessories or any other CHTDF-UNDP SID property outside the office without proper gate-pass from the authorized official(s).
4. Look after the security of the CHTDF-UNDP SID vehicles at the specified parking areas. Log of the movement of CHTDF-UNDP SID vehicles (in/out) to and from the specified parking areas. Responsible for safe-keeping the keys of CHTDF-UNDP SID vehicles. Vehicles should be inspected at the time of final parking at the end of the duty and reports made for any abnormality, and required records thereof be maintained.
5. Respond to emergencies affecting the CHTDF-UNDP SID personnel and/or properties within the office premises at the time of need.
6. Identify fire/smoke within the premises. Take necessary action to extinguish fire on the premises and rescue CHTDF-UNDP SID personnel and properties from the fire as may be possible. Immediately inform the CHDF-UNDP management of any such incident.
7. Switch on and off lights and other office equipment including generator as instructed.
8. During  a VIP visit, be more vigilant of possible security incidents that may arise due to the presence of a VIP.
9. Report immediately any untoward incidents that may threaten security of CHTDF-UNDP SID offices and personnel.
10. Receive mails and telephone calls beyond the working hours, log them and refer/forward to concerned officials, the following day or as the circumstances demand. 
11. Supervisors must physically check every two hours to ensure that the guards are doing their duty properly.
12. Guards should not be static rather move around the office space from time to time. At night it should be done more frequently.
13. Guards should be vigilant against possible surveillance activities like suspicious movements and taking pictures of office.

1. General  Qualifications for Staff

THE RECEPTIONIST:

1. The Receptionist should have minimum Higher Secondary School Certificate (SSC);
2. Should be well trained, qualified, experienced and skilled;
3. Knowledge of using office machineries like photocopier, fax, scanner etc.;
4. Age should be not below 18 years;
5. Should have pleasant personality with positive attitude.

SECURITY PERSONNEL:

1. Security Supervisors should have minimum Secondary School Certificate (SSC). General Guards should have minimum education qualification of class VIII passed.
2. The security personnel (supervisors/guards) should be well trained, qualified, experienced and skilled in the field of safety and security.
3. They should be of good health free of skin and infectious disease, energetic, honest, smart, and polite.
4. The supervisor(s) should have minimum working knowledge of spoken English.
5. The security guards must have at least minimum ability to communicate in English.
6. Their age should be not below 21 years and not over 55 years.
7. Familiarity with local conditions and local language is desirable..
8. Mandatory training required for the security personnel:

1. Fire Fighting;
2. Vehicle Check;
3. Crowd Control;
4. Building Evacuation;
5. Bomb threat/IED threat
6. Theft/Burglary/Armed robbery;
7. Access Control (Archway door, Hand held metal detector, Scanning, Body searching, Parcel checking);
8. Actions against organized crime;
9. Traffic Control;
10. Self defense.
11. Anti-surveilleance measures.

1.  Period of Assignment/service:

The period of contract will be for the period from 01 January 2017 to 30 June 2017.

1. Tentative Payment Schedule:

Payment will be made in monthly instalments upon certification by the CHTDF-UNDP SIDauthorized representative. The contractor has to submit the bill showing detail breakdown of the monthly expenses

1. Inputs:

A. Input from the Contractor:

Contractor shall provide the following,

• Deploy their regular staff at the UN Offices (casual labour will not be accepted);
• Supply of required materials on regular basis;
• Payment of staff salary/allowances on time (within the 1st week of the following month). Irrespective of payment received from UNDP.
• Ensure appropriate uniform including footwear & ID card. Uniform should be in good condition throughout the contract period.

B. Input from CHTDF:

• Day to day guidance and instructions to maintain the security of the premises and personnel.

PRICE SCHEDULE

The Contractor is asked to prepare the Price Schedule as a separate envelope from the rest of the RFP response as indicated in Section D paragraph 14 (b) of the Instruction to Offerors.

The Price Schedule must provide a detailed cost breakdown. Provide separate figures for each functional grouping or category. Submission of number of units and unit rates are mandatory.

Estimates for cost-reimbursable items, if any, such as travel, and out of pocket expenses should be listed separately.

In case of an equipment component to the service provided, the Price Schedule should include figures for both purchase and lease/rent options. The UNDP reserves the option to either lease/rent or purchase outright the equipment through the Contractor.

The format shown on the following pages should be used in preparing the price schedule. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples.

Price Schedule:

RFP for Security Services for CHTDF-UNDP SID Offices