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 Servicesfor a contract period of one year as per below requirements.
- Security Guarding Sites Requirements – Day and Night
| 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 | N/A |
| Mokhotlong SCOE | 2 | 1 | 1 | N/A |
| Leribe SCOE | 2 | 1 | 1 | N/A |
| Botha-Bothe SCOE | 2 | 1 | 1 | N/A |
| Mohale’s Hoek SCOE | 2 | 1 | 1 | N/A |
| Maseru COE | 3 | 1 | 2 –(one day and one night) | N/A |
| Two- way Radios | 6 | |||
| TOTAL | 13 | 6 | 7 | 0 |
| BAYLOR (Sekhametsi -CoHIPSEC and LEADR Projects) | ||||
| Sekhametsi – Maseru | 2 | 1 | 1 | |
| CoHIPSEC Project | ||||
| Site | No. of Guards | Armed/Night Guard | Unarmed/Day Guard | Guard Houses |
| Berea | 2 | 1 | 1 | 1 |
| Maputsoe | 2 | 1 | 1 | 1 |
| Leribe | 2 | 1 | 1 | N/A |
| Qacha’s Nek | 2 | 1 | 1 | N/A |
| Quthing | 2 | 1 | 1 | 1 |
| Two- way Radios | 6 | |||
| TOTAL | 10 | 5 | 5 | 3 |
| BAYLOR (LEADR Project) | ||||
| Botha-Bothe | 1 | 1 | 1 | N/A |
| Mokhotlong | 1 | 1 | 1 | N/A |
| Two- way Radio | 2 | |||
| TOTAL | 2 | 1 | 1 | 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 premises and verify gate-passes/Identification Cards issued to visitors and clients/patients.
- Records all BCMCFLvehicles’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.
- 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 provide safety of the employee of the Foundation at all sites.
- Aid people in need.
- Maintain a daily Occurrence Book andall security records should be made available to the Facilities and IT Officer, Project Admin Officer, Project District Manager, Medical Officeror assigned representatives at the time.
- Frisk searching for incoming and outgoing stuff.
- Detaining 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.
- The ability to summon police, fire brigade and ambulances in cases of emergencies such as fire or the presence of unauthorized people.
- 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 BCMCFLFacilities and IT Officer for final decision.
- Must keep confidentiality.
- All day and night Security Guard to be always on full uniform.
- Compliance with Conditions
Bidders must provide the following documents in addition to the proposal, to be considered:
- Brief company profile not exceeding 3 pages.
- Copy of Valid Relevant Trading License or Business Identity Card from the Ministry of Trade and Industry.
- Copy of Valid Certificate of Registration from Ministry of Home Affairs
- Copy of Valid Relevant Tax Clearance Certificate
- Copy of VAT Registration Certificate (where applicable)
- Authorization as signatory letter or board resolution
- Other Conditions
- Proposals must be valid for 60 working days from date of submission
- Proposals shall clearly state the unit prices and total bid price in Lesotho Loti
- Lesotho taxation laws shall be applicable
- Interested service providers must express their interest to tender by sending an e-mail to [email protected]referencing RFP #: BAYLOR-COE RFP-2025-03 on the subject line on or before the stipulated date on H below.
- Bidders must attend a compulsory pre-bid meeting as scheduled on H below.
- Bidders should be prepared to attend the MANDATORY site visits and are advised to organize own transport. Site Visit schedule shall be provided during pre-bid meeting.
- Late submissions shall not be accepted.
N/B: Failure to comply with any of the above conditions and/or submit any of the above requirements shall lead to automatic disqualification from further evaluation due to non-compliance
The evaluation of the Technical Proposal shall be based on Compliance to Tender Conditions and proposed technical solutions 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 thisyear (2025) with any two companies. This should include the names of security personnel and proof of salary payments for security personnel, stamped by the bank, for the most recent three (3) months |
| 6 | Relevant experience for similar assignments conducted for the past three years. 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 |
2. Financial Requirements
| NO | REQUIREMENT |
| 1 | Audited Financial statements for the past three years.Stamped Bank accounts statements for thepast six months with detailed transactions. |
- Bid Evaluation
| Criteria | Points |
| Administrative Requirements Business documents; Adequate Insurance covers | 10 |
| Experience and Capabilities References; Personnel; Training & equipment certificates | 30 |
| Technical Approach | 40 |
| Financial Proposal Cost & Company financial capabilities | 20 |
G. 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
H. RFP Important Dates:
| No | Event | Date |
| Issue Advert | Thursday 4th July 2025 | |
| Expression of interest to Tender deadline (Mandatory) | Friday 11th July 2025 at 5:00pm local time | |
| Pre-bid meeting (Mandatory) | Tuesday 15th July 2025;Main Office (COE) Classroomat 10:30am local time | |
| Sites Visits (Mandatory) – Tenders are recommended to organise own transport and accommodation | 21st to 31st July 2025 | |
| Closing date for request for clarifications | Wednesday 6th August 2025 | |
| Closing date for submission – No submission will be accepted after the closing time | Tuesday 12th August 2025 at 1:00 pm local time |
Interested service providers must express their interest to tenderby sending an e-mail to [email protected]referencing RFP #: BAYLOR-COE RFP-2025-03on 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.
- Bid Opening
Bids shall be opened in the presence of bidders or their representatives who choose to be present on 12th August , 2025 at 2:30 pmLocal time at Baylor Foundation Lesotho Offices Botsabelo, near Queen Mamohato Hospital.
- Clarifications
All requests for clarification regarding this RFP must be sent by email not later than Wednesday6th August 2025 to[email protected]
L. 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.
ANNEX 1
- BCMCFL OFFICES PHYSICAL ADDRESSES PER DISTRICT
| District | COE | CoHip Sep | LEADR |
| Maseru | Botsabelo near Queen Mamohato Hospital | Sekhametsi Building, Second floor | Sekhametsi Building, Second floor |
| Berea | Along TY one way, next to OK furniture. Property is owned by Farouk Gani | ||
| Leribe | Maputsoe: Along Seretse Khama Road, Opposite Metro, First shop is the Hardware, our office is the second. Hlotse : Green Field Mall, next to Police Station, Motseki Building | ||
| Butha Buthe | From the Butha Buthe main circle, take the route to Butha Buthe hospital. On the left before reaching Hospital Gate there is Karabo ea Bophelo sign board. (In the same compound with KB) | ||
| Mokhotlong | Next to PEP store behind the garage (In the same Compound at KB) | ||
| Quthing | Sesoane Rd, Next to Metropolitan, Loti Brick Compound | ||
| Qacha’s Nek | Seilatsatsi Complex (Ha-Khoromeng) |