REQUEST FOR PROPOSALS
SECURITY SERVICES
Background
The Baylor College of Medicine Children’s Foundation – Lesotho (BCMCFL) also referred to as Baylor Foundation Lesotho is the result of a partnership between Baylor International Paediatric Aids Initiative (BIPAI) and the Government of Lesotho, and is a legal, non-profit/tax-exempted organization in Lesotho. BCMCFL provides free paediatric and family-centred HIV and tuberculosis prevention, care, treatment and support, serving thousands of children and families affected by HIV, TB, or other child health conditions.
Requirements:
Baylor College of Medicine Children’s Foundation Lesotho invites interested locally registered Security Services Companies to submit their proposals for the provision of Security Services for a contract period of one year as per below requirements.
- Security Guarding (Day and Night) and Guard Houses Sites Requirements
| BAYLOR Satellites Centers of Excellence (SCOEs) and Maseru Center of Excellence (COE) | ||||
| Site | No. of Guards | Armed/Night Guard | Unarmed/Day Guard | Guard Houses |
| Qacha’s Nek SCOE | 2 | 1 | 1 | 0 |
| Mokhotlong SCOE | 2 | 1 | 1 | 0 |
| Leribe SCOE | 2 | 1 | 1 | 0 |
| Botha-Bothe SCOE | 2 | 1 | 1 | 0 |
| Mohale’s Hoek SCOE | 2 | 1 | 1 | 0 |
| Maseru COE | 3 | 1 – Armed 1 – Unarmed | 1 | 0 |
| TOTAL | 13 | 7 | 6 | 0 |
| BAYLOR (Karabo Ea Bophelo (KB) Project) | ||||
| Karabo Ea Bophelo Head Office – Maseru | 4 | 1 – Ground Floor 1 – Second Floor | 1 – Ground Floor 1 – Second Floor | 0 |
| BAYLOR (Karabo Ea Bophelo (KB) Project District Hubs) | ||||
| Berea District Hub | 2 | 1 | 1 | 1 |
| Leribe District Hub | 2 | 1 | 1 | 1 |
| Botha-Bothe District Hub | 1 | 1 | 0 | 0 |
| Mokhotlong District Hub | 1 | 1 | 0 | 1 |
| Thaba-Tseka District Hub | 2 | 1 | 1 | 1 |
| Mohale’s Hoek District Hub | 2 | 1 | 1 | 1 |
| Qacha’s Nek District Hub | 2 | 1 | 1 | 0 |
| Quthing District Hub | 2 | 1 | 1 | 1 |
| Mafeteng District Hub | 2 | 1 | 1 | 0 |
| TOTAL | 20 | 11 | 9 | 6 |
| BAYLOR (CoHIP SEC Project) | ||||
| Maseru Head Office | 0 | |||
| Berea | 2 | 1 | 1 | 1 |
| Maputsoe | 2 | 1 | 1 | 1 |
| Leribe | 2 | 1 | 1 | 0 |
| Qacha’s Nek | 2 | 1 | 1 | 0 |
| Quthing | 2 | 1 | 1 | 1 |
| Two- way Radios | 5 | |||
| TOTAL | 10 | 5 | 5 | 3 |
| BAYLOR (LEADR Project) | ||||
| Maseru Head Office | 2 | 1 | 1 | 0 |
| Botha-Bothe | 1 | 0 | 1 | 0 |
| Mokhotlong | 1 | 0 | 1 | 0 |
| Two- way Radio | 3 | |||
| TOTAL | 4 | 1 | 3 | 0 |
Security Guards Scope of Work (SOW)
- Shall deter the commission and omission of crimes by deploying well-trained and alert Security Guards in BCMCFL premises.
- All night security guards must have registered firearms.
- Conduct and effect security deployment, routine check, and patrols to prevent and detect signs of intrusion and ensure security of doors, windows and gates.
- Record all vehicles visiting to premises and verify gate-passes/Identification Cards issued to visitors and clients/patients.
- Records all BCMCFL vehicles times of entry and reasons for leaving the premises.
- Regulate movement and control of motor vehicles entering and leaving the premises and control of parking of vehicles.
- All staff, visitors, and clients to BCMCFL premises to be courteously received, assisted, and directed.
- Report any suspicious behaviors/incidents occurring in the premises without delay to Facilities and IT Officer, Project Admin Officer, Project District Manager, Medical Officer or assigned representatives at the time .
- Secure all exits, doors, and windows.
- Respond to alarms and react in a timely manner.
- Provide armed response at all Foundation sites for the purposes of minimizing risk of burglary, theft, vandalism or fire and to provide safety of the employee of the Foundation at all sites.
- Provide assistance to people in need.
- Maintain a daily Occurrence Book and all security records should be made available to the Facilities and IT Officer, Project Admin Officer, Project District Manager, Medical Officer or assigned representatives at the time.
- Frisk searching of incoming and outgoing of stuff.
- Detain any person committing or with reasonable cause is suspected to be in the act of committing a cognizable offence.
- Activate or engage back-up systems in cases of emergencies.
- Ability to summon police, fire brigade and ambulances in cases of emergencies such as fire or presence of unauthorized person.
- Ensure that before any property is removed, authorization is obtained from the relevant authorities.
- In the event of a loss, investigations must commence immediately in conjunction with the police and investigative reports sent to the BCMCFL Facilities and IT Officer, Project Admin Officer, Project District Manager, Medical Officer or assigned representatives at the time for final decision.
- Must keep confidentialities.
- All day and night Security Guard to be always on full uniform.
Compliance to Conditions
Bidders must provide the following documents in addition to the proposal, to be considered:
3.1 Brief company profile not exceeding 3 pages.
3.2 Copy of Valid Relevant Trading License certified at source.
3.3 Copy of Valid Relevant Tax Clearance Certificate
3.4 Copy of VAT Registration Certificate (where applicable)
N/B: Failure to comply/submit any of the above requirements shall lead to automatic disqualification from further evaluation.
The evaluation of Technical Proposal shall be based on Compliance to Tender Conditions and proposed technical solution per the evaluation criteria below:
Technical Requirements
| NO | REQUIREMENT |
| 1 | Proof of qualified and experienced technical key personnel in the form of certificates. |
| 2 | Bidders must have a minimum of 200 Security personnel, list of names of security officers should be provided. |
| 3 | Must provide copies of firearms and two-way radio licenses certified at source.Company’s Motor Vehicles proof of ownership |
| 4 | Proof of insurance from a reputable insurance company: Workmen’s Compensation |
| 5 | Reference or certificate for fire training. |
| 6 | Technical Approach Manpower, equipment, and consumables requirements Detailed Standard operating procedures on the areas of operation Duly filled and stamped Key Performance Indicators (KPI‘s) Incident Reports Management Techniques Training Firearm Safety procedures Emergency procedures (In case of crime and fire) Distribution of firearms Supervision Reporting Payment schedule for personnel under this contract |
| 6 | Relevant experience. 3 letters of References Indicating names of client companies where it has performed a similar assignment, including contact persons, telephone numbers and physical addresses.Must be addressed to Baylor Foundation Lesotho (Procurement Department).Must indicate period of engagementMust indicate contract value |
| 7 | Only companies that get 70% on Technical Evaluation shall be financially evaluated |
Financial Requirements
| NO | REQUIREMENT |
| 1 | Audited Financial statements for the past three years.Bank accounts statements for the past six months. |
Bid Evaluation
| Criteria | Points |
| Administrative Requirements Business documents; Adequate Insurance covers | 10 |
| Past Experience and Capabilities References; Personnel; Training & equipment certificates | 30 |
| Technical Approach | 40 |
| Financial Proposal Cost & Company financial capabilities | 20 |
Contract Award
This Contract shall be awarded by the Baylor College of Medicine Children’s Foundation Lesotho Tender committee to a proposal that would be deemed compliant with requirements and has been determined to be substantially responsive to the technical solution and is considered to offer the most economically advantageous evaluated price with all logistics taken into consideration.
RFP Important Dates:
| No | Event | Date |
| Issue Advert | 11 April 2024 | |
| Expression of interest to Tender deadline | 18 April 2024 | |
| Pre-bid meeting | 24 April 2024; COE Classroom @ 2:00pm | |
| Sites Visits (Mandatory) – Tenders are advised to organise own transport | 29 April to 8 May 2024 2024 | |
| Closing date for submission – No submission will accepted after the closing time | 27 May 2024 @ 2:00pm |
Interested service providers must express their interest to tender by sending an e-mail to [email protected] referencing RFP #: BAYLOR-COE RFP-2024-03 on the subject line on or before the stipulated date above.
Submission Format
- The company must submit one original and two copies of its tender submission document clearly marked “ORIGINAL” and “COPIES” as appropriate for both technical and financial proposals.
- The envelope containing the technical proposal must be sealed, clearly marked “TECHNICAL PROPOSAL”, and the envelope containing the financial proposal must be sealed, clearly marked “FINANCIAL PROPOSAL”.
- Both envelopes must be placed in one outer envelope clearly marked “PROVISION OF SECURITY SERVICES AT BAYLOR FOUNDATION LESOTHO”. Envelopes should not bear any identification of the tenderer.
- The technical proposal should NOT include any financial information.
Clarifications
All requests for clarification regarding this RFP must be sent by email not later than 20 May 2024 to [email protected]
Disclaimer
- Baylor College of Medicine Children’s Foundation Lesotho is not bound to award the contract to a Proposal with the lowest or any evaluated cost.
- Baylor College of Medicine Children’s Foundation Lesotho reserves the right to cancel the tender process, extend the proposals submission date, and accept/reject any or all proposals at any time at its sole discretion without assigning any reasons thereof.