Name of Tender : Call for Specialized Security Service Providers - Guarding CRS offices / locations in Khartoum & Darfur   Tender Number: CRS-RFP-132/2022   Deadline Submission date: 12/12/2022 – 4 :00 PM Please submit your bid to this email only. tenders.sudan@crs.org     For further information please contact: procurement_sudan@crs.org

اسم العطاء :  التعاقد مع شركات متخصصه في الخدمات الأمنية- تامين مكاتب  ومواقع المنظمة في الخرطوم و دار فور. CRS-RFP-132/2022.  تاريخ انتهاء التقديم: 12 /12 / 2022   –  004 : بعد الظهر   الرجاء ارسال عرضكم فقط على العنوان: tenders.sudan@crs.org او ارسالها الي مكتب الجنينة جوار مسجد شيخ شعيب ويودع العطاء في صندوق العطاءات :   لمزيد من المعلومات يرجى التواصل مع: procurement_sudan@crs.org

 

 

Dera Sir / Madam, CRS Sudan is looking for specialized Security compagnies to provide the items/services shown at a competitive price and with high quality.   General Requirements 1.  Must be registered to conduct business and in compliance with  federal government tax regulations in Sudan. 2.     Experience supplying International Organizations, Non-Governmental Organizations, or large private companies will be an advantage.  3. CRS retains the right to reject, cancel, negotiate, amend, split and accept any offer, without consideration of the lowest offer. 4.     This is an invitation to vendors and is not a promise or obligation that CRS will contract with suppliers through the submitted offers. 5.   Relevant bid committee may request for physical samples of some items during evaluation process of bids.

سيدي / سيدتي العزيز(ة) هيئة الإغاثة الكاثوليكية برامج السودان تبحث عن شركات متخصصه في تقديم الخدمات الأمنية وفق  الخدمات المشار إليها أدناه بأسعار منافسة وبجودة عالية. متطلبات عامة: 1. يجب أن يكون مسجلا لإجراء الأعمال التجارية مع ما يتوافق ولوائح الضرائب الحكومية في السودان. 2. الخبرة في تزويد المنظمات الدولية، المنظمات الغير حكومية، أو الشركات الكبيرة الخاصة ستكون ميزة. 3 . تحتفظ هيئة الاغاثة الكاثوليكية بالحق في رفض، إلغاء، التفاوض، تعديل، تجزئة وقبول أي عرض، دون النظر الى أدنى عرض. 4. هذه دعوة للموردين وليس وعد أو التزام من هيئة الإغاثة الكاثوليكية للتعاقد مع الموردين من خلال العروض المقدمة 5. قد تقوم لجنة الإحالة المعنية بطلب نماذج عينية لبعض المواد اثناء عملية تقييم العروض.

 

Payment Terms Quotation should remain valid for a period of at least ninety (90) days from the submission closing date. Payment shall be made via bank cheque or wire transfer within 15 working days from the date of receiving the correct invoice. 3. Payment shall be made upon verification and acceptance of services according to contract    Purchase order

شروط الدفع   يجب ان يكون العرض نافذ لمدة لا تقل عن تسعين (90) يوما من تاريخ إغلاق العطاء سوف يتم الدفع شهريا عن طريق شيك او التحويل البنكي خلال (15) خمسة عشر يوم عمل من تاريخ استلام الفاتورة الصحيحة. سيتم دفع المبلغ بعد التحقق والموافقة على الخدمات وفقا للعقد او امر الشراء.

 

Acceptance of Payment Terms Do you accept the above payment terms? Yes No

الموافقة على شروط الدفع: هل توافق على شروط الدفع اعلاه: اوافق لا اوافق

Requested Information The submission must include: Full legal address and contact details of the company Name of company’s official owner and copy of his/her ID & passport (if available) Copy of company registration certificate Copy of Tax Registration Certificate Reference from previous similar business experience with reference contact information. Bank account information. The vendor must read, sign & stamp the Attachment (2) related to CRS SUPPLIER CODE OF CONDUCT

يجب تقديم ما يلي:      يجب ان يتضمن التقديم ما يلي:                  العنوان الكامل الصحيح وعنوان المالك اسم صاحب الشركة الرسمي مع نسخة من البطاقة القومية او جواز السفر. صورة عن رخصة السيارة صورة عن شهادة التسجيل الضريبي المرجع من الخبرة في الاعمال السابقة المماثلة ومعلومات الاتصال للمرجع تفاصيل معلومات الحساب المصرفي يجب على المؤجر قراءة وتوقيع وختم الملحق (2) والخاص بالقواعد السلوكية التي تنتهجها هيئة الإغاثة الكاثوليكية.

 

 

Bid Requirements Offers that do not meet the following will be automatically rejected regardless of price: Offers must be received before the stated deadline. Offers must include all information requested above.  Unit prices must be provided for all line items. Offers that only include totals will be rejected. Bids that include mistakes in calculations within the Bill of Quantities will be excluded from competition. Bids must be submitted through the email address for receiving bids or through CRS tender box in Khartoum office, Al Taif, SQ23, Res.No.593. Separate bidding offers must be submitted separately. Any missing documents may cause the entire offer to be rejected. Offers can also be submitted in CRS Port Sudan Office. Offers must be clean & clear. The vendor should sign and stamp next to handwritten corrections or corrections made with whiteout.  Offers must be complete, signed in a clear date and stamped on all pages. Only offers over & under 20% from the proposed budget will be consider. Please note that CRS will sign a long term contract Whole One Year with the selected supplier(iers) based on unit prices, while actual quantities will be determined through purchase orders that will be issued later with awarded vendor(s) per CRS actual needs.

معلومات ملء  العطاء سوف يتم رفض أي عطاء لا يلتزم بالشروط أدناه بغض النظر عن السعر: سيتم رفض أي طلب يقدم بعد التاريخ والوقت المحدد لقبول العطاءات. يجب أن تتضمن العروض جميع المعلومات المطلوبة أعلاه. جميع الاسعار يجب ان تكتب لكل بند أو فقرة على حدة، ويتم رفض العطاءات التي تحتوي على الإجمالي فقط.  سيتم استبعاد العطاء الذي يتضمن خطأ في حسابات جداول الكميات  يجب تقديم العروض من خلال البريد الإلكتروني المخصص لاستلام العطاءات او عن طريق صندوق العطاءات بمينى المنظمة بحي الطائف، مربع 23، منزل رقم 593. يجب تقديم عروض المناقصات المنفصلة بشكل منفصل. قد تتسبب أي مستندات مفقودة في رفض العرض بأكمله.  بالإمكان تقديم العطاءات بمكتب المنظمة في مدينه بورتسودان. العروض يجب أن تكون نظيفة وواضحة، يجب التوقيع والختم في مكان أي تصحيح يدوي أو باستخدام قلم التصحيح الابيض. يجب أن تكون العروض كاملة من جميع الجوانب، موقعة بتاريخ واضح ومختومة على جميع الصفحات. يرجى ملاحظة إن العروض التي تكون فقط ضمن 20% أعلى أو أقل من الكلفة التخمينية المقدرة للمشروع سوف تدخل في المنافسة. يرجى ملاحظة أن هيئة الإغاثة الكاثوليكية ستقوم بتوقيع عقد طويل الأمد  لفترة عام مع الشركة (ات ) التي سيتم اختيارها (هم) حسب أسعار الوحدة , في حين ان الكميات الفعلية سيتم تحديدها  من خلال طلبات الشراء التي سيتم إصدارها  لاحقا" مع الموردين الذين يتم اختيارهم و حسب الاحتياج الفعلي للهيئة.

 

Delivery Instructions: Complete and  stamped and signed offer can be submitted by email to tenders.sudan@crs.org Please note, this email address only receives offers, and does not reply to any questions or email.  For any inquires or information requests, please send your message to Procurement_Sudan@crs.org    as PDF file. Email must indicate the number of tender which is (CRS-RFP-132/2022.) or the offer will be excluded. The file should not exceed 15 MBs and the company biography should not exceed 10 pages.   OR   Complete and  stamped and signed offer must be delivered in sealed envelope with tender number on it ((CRS-RFP-132/2022.) to CRS Sudan office located in Al  Taif, SQ23, House No.352.

تعليمات التسليم: يجب تقديم العطاء الكامل والمختوم و الموقع عن طريق عنوان البريد الالكتروني  tenders.sudan@crs.org هذا البريد الإلكتروني مخصص فقط لاستلام العروض ولا يمكنه الرد على اسئلتكم او رسائلكم. .  في حاله وجود أسئلة او استفسارات الرجاء مراسلتنا على العنوان التالي: Procurement_sudan@crs.org         من خلال تقديم الملف المختوم كاملا" بصيغة PDF . يجب ان يذكر البريد الالكتروني المرسل على رقم العطاء وهو ( CRS-RFP-132/2022. RS-RFP-95/2022) وإلا سيتم استبعاد العطاء. يجب ان لا يتجاوز حجم المرفق 15 ميجابايت على ان لا تتجاوز السيرة الذاتية للشركة اكثر من 10 صفحات.       يجب تقديم العطاء الكامل والمختوم و الموقع  مع كافة الوثائق المطلوبة في  ظرف مغلق يكتب عليه رقم  العطاء  CRS-RFP-132/2022.) ويسلم الى مقر المنظمة في بحى الطائف، مربع 23، منزل رقم 352.

 

 

 

 

 

 

 

 

 

 

 

 

Experience Reference List

قائمة مراجع الاعمال السابقة

 

	Name of Organization أسم المنظمة	Name of Person أسم الشخص	Name of Project أسم المشروع	Project Start Date تاريخ المباشرة بالمشروع	Project duration مدة تنفيذ المشروع	Phone Number رقم الموبايل	Email Address البريد الالكتروني

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Company/owner name: أسم الشركةأو المالك:
Legal address: العنوان الثابت:
Telephone Number: رقم الهاتف:
Email: عنوان البريد الإلكتروني:
Representative Name اسم الممثل:
Do you have partnerships with any other companies (such as shared management / staff / office / bank account)?  Do you cooperate with any other companies in preparing offers or providing of goods or services? هل لديك شراكات مع أي من الشركات الأخرى ( مثل إدارة / الموظفين / المكتب حساب مشترك / البنك) ؟ هل تتعاون مع أي من الشركات الأخرى في إعداد العروض أو توفير السلع أو الخدمات؟
If the answer for previous question is yes, please provide details here including the names of partner companies. إذا كان الجواب عن السؤال السابق نعم ، يرجى تقديم التفاصيل هنا بما في ذلك أسماء الشركات الشريكة
Other comments: ملاحظات اخرى:
Experience / references for the related work of experience (Please attached any related contract, purchase order, certificate, etc.) that does not exceed 10 pages. References MUST include contact information.  يجب ان يحتوي على عناوين الاتصال من مراجع الخبرة المرجع من الخبرة ( الرجاء ارفاق دليل من الاعمال السابقة ذات الصلة من عقود  اوراق شراء , ورقة اتمام عمل , اخرى )  لا تتجاوز عشرة اوراق.

 

 

 

 

Signature التوقيع
Date التاريخ

 

 

 

 

 

 

 

 

 

 

 

INVITATION TO TENDER

 

CRS Sudan invites competent and qualified security companies to submit their bids for the following.

 

S/no	Category Reference	Ref: No. CRS-RFP-132/2022.
1	Security Services in Khartoum & Darfur states	30/ Nov.  2022

 

Offers submission closing date: 12/ Dec.. 2022.

 

CRS seeks to minimize the risk of harm to all staff & partners through the implementation of comprehensive security procedures. CRS also seeks to protect material resources (commodities, equipment and buildings).

Specifications for goods/Services required

Contractors are required to be guided by the Scope of work attached with all specifications to ensure that each location is secured up to the required standard.

Bidding process

This is a competitive bidding process and prospective bidders are required to make individual bids for the provision of this service which individually relates to their capacity to deliver the required service.

Eligibility

Only qualified & licensed security service companies are invited to bid.

Shifts:

Service is based on 24X7 days, 2 guards per location. Shifts are 8 hours per guard but can be extended as per operational requirements up to maximum 12 hours per guard. 

Timesheet

 Contractor must submit signed timesheet for each location including signature of supervisor and CRS official staff. Specific forms will be attached to the service contract.

Performance Monitoring

CRS will make regular assessments of the general quality of the Services.  CRS’ has the right to monitor, regardless of whether exercised, does not relieve Contractor of its obligations under Contract. CRS has the right to nominate certain individuals to be part of the selected company employment and to work in locations to be agreed upon between the two parties.

Past performance

Bidders are expected to show evidence through references of their ability to execute this service by listing their experience and past performance of conducting similar or related works in Sudan. CRS may reach out to the referenced companies as part of awarding process and any falsification of information may lead to disqualification of bids.

Quotes

All bids for this work are to be made in SDG & USD separately and broken down according to Scope of work for each location in attached documents.

 

Delivery date

 Selected company / companies will be required to commence full service in respective locations on 1^st Jan. 2023.

Payment process

CRS will agree on this with the successful bidders and will be included in the final contract that will be signed between CRS and successful bidder.

Submission of bids

 All bids for this service are to be submitted to the addresses stated below as hard copies sealed in envelopes and clearly stated “Security Services in Khartoum & Darfur” and / or as electronic copies through the email address tenders.sudan@crs.org.

• CRS office Khartoum, Eltayef, Block 23, House 352.

Closing Date & Time:

All bids through email or sealed envelopes must be delivered before.

04;00 pm, 12/ 12/ 2022.

Communication

Incase further clarification of the RFP document please send your full enquiry to sudan.procurement@crs.org

Administration costs

All bidders are required to state separately administration costs by category and duration. A clear breakdown of offer is required to show percentage of individual guard monthly net salary

 

 

Security Service

Scope of work General Procedure, Number, Location and Performance

 

• Primary Function:

Access control and Documentation

1. Responsible of day-to-day CRS Security Compound in all locations. All events in around the site or occurring outside the side should be mentioned in the Site Log Book (SLB).
2. Maintain strict access control of the movement into to compound.
3. Responsible to record all events in chronological order in the (SLB). It is very important that the correct time, date, place, the register number in the SLB, the name of the person and event description.
4. Record details of all visitors into the compound. Make sure security regulation are followed regarding identification of visitors and the visit purpose.
5. Patrolling the compound during night shifts and at weekends and record patrolling hours.
6. Monitor and record movement of assets and Materials in-out of the location.
7. Residents: Arrival and departure of residents, staff and privet VIP visitors are not to be recorded except at the request of the resident.
8. Non-Residents: All access of those who are not residents or privet visitors (cleaners, gardeners, partners, electrician, plumper, contractor, supplier etc….) will be given if authorized by the resident (prior information, or after telephone contact….).
9. For authorized access the following information will be recorded:

• Date and time of arrival and departure.
• Names of visitors
• Registration plate of the vehicle.
• Purpose of the visit.

10. Security Guard must ensure that no unauthorised person will be found on the site after duty hours (e.g.  Cleaners, security guards out of service and the staff employed without approval document of staying after the working hours).
11. Gate, Entrance / Exit norms

• Gate must remain closed when not in use.
• The security guard should always be found outside the site: gate or very close perimeter (exception for when is using the toilet, which normally inside or performing prayers).
• The gates should be opened only for the residents and authorized visitors.
• All entrance must be closed at any time.
• Breakdown of access gates or access system should be reported immediately.
• The entrance should never be receding from the presence of a security guard.
• All house staff should be able to identify themselves to security guard, if requested to do so.
• Anyone entering the site must be identified by the security guard before being granted entry.
• The security guard must know the specific requirements for documents required for the exit of the housing property, authorized signature for realize of site property and what to check on the document and what to do in case of information does not match the document.

12.  Patrolling perimeter General procedures

• All unused gates are properly closed; ensure that the locks are in place.
• The walls and /or fencing of the perimeter (pikes, barbed wire, and others) are in good condition and cannot be pierced.
• Ensure the exterior windows are intact, locked and secured.
• The locks are intact and solid.
• No devices or anything else piled up one meter (inside or outside) of the wall/fence perimeter may facilitate unauthorized access.
• Check all the external perimeter every 30 minutes.
• Check the site on a random basis by inspecting the unusual object like (Garbage can, Bush, Carton boxes and Abandoned containers).
• Report any act or unsafe condition observed during the patrol and record them in the SLB.
• All other specific requirements of perimeter security are observed.

13. Guardroom is the often the first-place visitors see, when they enter the site. Therefore, the guardroom and surrounding need to be always neat and clean:

This applies to:

• Keep cabinets neat and clean.
• Store brooms and cleaning supplies when not in use.
• No papers on the ground.
• Folders and briefcase kept where indicates.
• No dirty cups and food on the ground.

14. Site: Although to keep the site clean is not a security Guard task, the guard must assist the resident:

• Reporting any cleaning problems observed on the site.
• Keeping neat and clean his own are of responsibility.
• Pick up litter wherever possible; never ignore a piece of paper on the ground.

15. Task related to Generator and Some Accommodation

• Perform frequent checks on the generator to ensure that it always gas fuel & Oil. This must be done daily as well as every time the generator is started.
• Inform Admin assistant when fuel is running low so that an inventory of fuel and oil always be kept on hand.
• Switch on the generator whenever requested by the admin assistant or his assigned.
• Ensure that there is always enough water in the hand washing containers, refill whenever necessary.
• Ensure the drinking water containers are always adequately filled by checking regularly.
• Check the water jugs in the latrines several times a day and refill them when necessary.
• Make sure on Thursday that there is enough water in the reserve containers to last until they can be refilled on Saturday.
•  Water the plants on the compound as per instruction from the supervisor.

16. Security guards shall respond to all requests for emergency assistance regardless of the nature and the time of the emergency.
17. Contact police and/or other emergency response department/personnel as required in the event of an emergency.
18. All other related duties as required.

 

• Rules and Regulation:

 

1. CRS forbids any smoking, drinking, drugs, and substance abuse by service provider staff during working hours.
2. The Guard is expected to treat all staff and visitors with respect. While in duty guard must be friendly and polite in dealing with the resident and staff but avoiding familiarity.
3. Under no circumstances shall the guard entertain personal visitors within the compound.

(EXCEPT AS APPROVED BY IMMEDATE CRS STAFF)

4. Security Guards shall always wear uniforms and must clearly identify the name of the security company and the name of the individual security guard and maintain full appearance.
5. Service provider shall ensure that continuous coverage is maintained during shifts changes. Under no circumstances, will there be a total absence of security service personnel during working hours, a reserve must be sent immediately to replace the missing guard.
6. Security guards are not allowed to borrow or accept money from the resident.
7. Security guards are not allowed to sit, touch, or try to drive resident vehicles.
8. No security Guard may get into the reserved areas, if he has not received permission to do so.
9. Security guards must comply with acceptance standers of hygiene.
10. No security Guard will leave the site before the arrival of his replacement.
11. No security Guard will leave the site if the handover of tasks and equipment is not done and recorded and signed in the Site Log Book SLB (both guards have to sign): if a new security guard is assigned (permanent/temporary) to the location, its mandatory to make a tour of the location and to be briefed regarding the sensitive issues and standard procedures also the admin and security should departments be informed.
12. All the replacement of the guards in the residence and accommodation needs to be notified 24 hours in Advance via email, Phone call, Text MSG or physically. If for any unforeseen reason, the change is done just before the stat of the shift, the resident will be notified using the same method.
13. The email/ SMS / CALL should contain the reason of replacement, name of the new guard, period of replacement.
14. Provision of full supervision and monitoring the performance of the security guards.
15. Clean pressed uniform and boots polished
16. Personal Hygiene- male guards could be clean shaven. Female guards keep hair above collar height, if not wearing hijab.
17. Security Agents report on duty 15mins before time and conduct proper handover and check can be done. Ensure there is a Security Agent on the duty as others perform handover check.
18. Incident whilst on duty should be reported to both CRS Health-Safety-Security Manger and the Security Agent supervisor.
19. Introduction of CRS visitor’s badge. A visitor will leave their identification with the guard and will pick it up when leaving and handover back the CRS Visitor ID badge.
20. Ensure proper crowd control at CRS premises and before the introduction of a front office member. Whenever there is a guest at CRS office, a guard should escort the visitor up to the CRS Front-Desk Receptions.

 

 

• CRS may request from services provider immediate dismissal of the guard as result from the following:

 

1. Drinking alcoholic beverages, being in a drunken state, showing characteristics of drugs or other substance abuse.
2. Theft of any equipment, commodity or item that belongs to CRS.
3. Gross negligence of allocated tasks.
4. The performance rate is less than the accepted rate for the guard and company performance, that may lead to change the guards or notified warning to the company.   
5. Failure to comply with any of the above- mentioned regulations.

 

• Equipment

1. Flashlight (Torches).
2. Cell phone with full subscription for communication between security guards and supervisors.
3. Rubber stick (non-electric).
4. Raincoats and Rain boots.
5. Winter coats.
6. Whistles.

 

• Numbers of the Guards by location:

 

• Khartoum:

S/N	Location	Number of Guards required
	Khartoum office & Guesthouse	9
	Khartoum Guesthouse	6
Total Number of the guards in KHT		15

 

• West Darfur:

S/N	Location	Number of Guards required
	Geneina Main office – large office compound 3 premises	11
	Guest house 4.	6
	Guest house 5 compound.	6
	Geneina Warehouse	3
	Mornei Office and Guest house compound.	4
	Mornei Warehouse compound.	6
	Habila Office and Guest house compound – large office compound	6
	Habila warehouse compound.	6
	Forobaranga Office	3
	Forobaranga Guest house	3
	Forobaranga warehouse compound	6
Total Number of the guards in WD		60

 

 

• Central Darfur:

S/N	Location	Number of Guards required
	Zalingei Office and Guesthouse	8
	N. Guesthouse	6
	Mukjar Office and Guest house.	7
	Bendisi warehouse	6
	Garsila warehouse	6
	Delajie warehouse	6
	Umkher warehouse	6
	Umdukhun Office and Guesthouse	6
	Umdukhun food warehouse	6
	Golo office & Guesthouse	7
	Rokiro warehouse	7
	Funga warehouse	6
Total Number of the guards in CD		77

 

• East Darfur:

S/N	Location	Number of Guards required
	EL Daein Main office – large office compound 2 premises	9
	EL Daein Guest house	6
Total Number of the guards in ED		15

 

• South Kordofan: (for the future office that is planned to be opened)

S/N	Location	Number of Guards required
	South Kordofan Main office	7
	South Kordofan Guest house	6
Total Number of the guards in SK		13

 

• Total Number of Guards 

S/N	Location	Number of Guards required
	Khartoum	15
	Central Darfur	60
	West Darfur	77
	East Darfur	15
	South Kordofan	12
Total Number of the guards in Sudan - CP		180

 

 

• Payment of Guards:

Guard Salaries is playing an important and main part in the security services to ensure that the Guard will perform in level of professionalism of Guarding and taking care of the location also applying the

Supplier offers must detail guard monthly salaries separately from the company administrative fee / profit. The administrative fee (including management costs, training, uniforms, etc) shall not exceed 35% of the total offer.

The payment will be based on the actual number of security Guard during the month that is shown on the security Guard attendance sheet in each location shared by the Operation / Security focal person.

Supplier is responsible for all payroll taxes, benefits, leave, and other requirements per Sudanese labor law. CRS reserves the right to request and review monthly payroll documents.

• Evaluation of Company (KPIs):

The supplier performance will be monitored via a set of clear Key performance indicators (KPIs) as set out in the table below. CRS Operation and Security leads will monitor performance and rate the supply at each location using the system below:

 

CRS KPI’s (Guard's)

FY23

Item

Performance Evaluation Rating Per Month – Rate ( 1 – 5 )

Month

Jan

Feb

Mar

Apr

May

June

July

Aug

Sept

Oct

Nov

Dec

Punctuality (are staff on site in a timely manner)

Uniform (are staff clean and tidy,)

Is there an up-to-date copy of Guard orders and procedures in the Gate (These are the suppliers orders not CRS)

Are supervisory visits being performed

Is there evidence of refresher training

Incident reporting. Are incident reports delivered in a timely manner.

Does the supplier turn up for scheduled monthly meetings.

Does the supplier react to requests in a timely manner.

Total

 

Score
Less than 20	Supplier to provide remedial action plan (failure to reach objectives by next performance period may result in contract termination).
20 to 30	Satisfactory performance but requires improvement immediately.
31 above	Supplier operating to or beyond CRS requirements.