Tender Description

CALL FOR PREQUALIFICATION FOR PROVISION OF UNARMED SECURITY SERVICES

Introduction 

ActionAid International Somaliland (AAIS) is a non-governmental organization committed to achieving social justice, gender equality, and poverty eradication. To ensure the safety and security of our premises, staff, and operations, we are seeking a qualified and professional security service provider to deliver comprehensive security solutions.

1. PURPOSE OF THE ADVERTISEMENT

To engage a professional, unarmed security company to provide high-quality guard services for ActionAid’s office premises in Hargeisa, maintaining the safety of staff, visitors, and assets while maintaining a secure and welcoming environment.

1. SCOPE OF WORK

The security company shall:

2.1 Guard Responsibilities

1. Access Control
   • Monitor and control entry and exit of personnel, vehicles, and visitors.
   • Maintain an accurate log of all visitors and vehicles.
   • Prevent unauthorised access to the premises.
2. Premises Protection
   • Conduct regular patrols of the office compound and perimeter.
   • Deploy stationary guards at key access points and high-risk locations as may be identified by the AAIS Finance and Operations Manager. 
   • Identify and report suspicious activities or potential security threats.
   • Ensure gates, doors, and windows are secured after work hours and on holidays.

    

3. Emergency Response
   • Provide immediate and appropriate responses to emergencies, including fire, medical incidents, and security threats.
   • Notify designated contact persons and relevant authorities during emergencies.
4. Asset Protection
   • Safeguard organisational assets, including equipment and vehicles, within the premises.
   • Monitor security systems such as CCTV (if applicable).
5. Support to Staff and Visitors
   • Provide clear guidance to visitors on security procedures.
   • Assist staff in security-related matters as needed and in line with the instructions provided by the AAIS Finance and Operations Manager.

2.2 Company Responsibilities

1. Provision of Equipment
   • Supply guards with necessary tools, including torches, communication devices (e.g., radios or phones), and stationary equipment like logbooks.
   • Maintain all equipment in good working condition.
2. Uniforms and Identification
   • Provide guards with professional, identifiable uniforms and ID badges.
   • Ensure uniforms are well-maintained and comply with professional standards.
3. Training
   • Deliver initial and ongoing training to guards in security protocols, emergency response, and customer service.
   • Submit evidence of training programmes to ActionAid upon request.
4. Supervision and Oversight
   • Appoint a supervisor to ensure guards comply with duties and maintain professional conduct.
   • Conduct regular checks to ensure service quality.
5. Compliance with Laws
   • Operate in compliance with all applicable Somaliland labour, employment, and security regulations.
   • Ensure guards’ contracts, benefits, and working conditions adhere to legal standards.
6. Complaints Handling
   • Establish and maintain a robust complaint handling mechanism.
   • Investigate and address complaints against guards promptly and professionally.
   • Share outcomes of complaints resolution with ActionAid as appropriate.
7. KEY PERFORMANCE INDICATORS (KPIS)

The following indicators will assess the performance of guards and the security company:

3.1 Guard Performance

• Punctuality and attendance for all shifts.
• Professional behaviour, courtesy, and adherence to uniform standards.
• Timely and accurate reporting of incidents and risks.

3.2 Company Performance

• Provision of functional equipment and clean, appropriate uniforms.
• Regular supervisory visits and documented oversight reports.
• Compliance with all legal and contractual obligations.

3.3 Service Quality

• Effective complaint resolution within agreed timeframes.
• Evidence of ongoing guard training and capacity building.
• Proactive engagement with ActionAid on security needs and improvements.

1. REPORTING AND CHAIN OF COMMAND

• Guards will report directly to AAIS Finance and Operations Manager.
• The AAIS Finance and Operations Manager will oversee daily security operations, review reports, and address any immediate concerns.
• The security company’s appointed supervisor will coordinate with the AAIS Finance and Operations Manager for service reviews and incident resolutions.

1. DUTY SCHEDULE AND STAFFING REQUIREMENTS
2. Shift Coverage
   • Day Shift: Two (2) guards from 6:00 AM to 6:00 PM.
   • Afternoon shift: one guard from 12pm – 6pm
   • Night Shift: Two (2) guards from 6:00 PM to 6:00 AM.
3. Guard Deployment
   • One stationary guard at the main entrance to control access and maintain visitor logs.
   • One patrolling guard to conduct regular perimeter checks and ensure premises security.
4. Flexibility
   • Additional guards may be requested for special events or heightened security needs with prior notice.
5. REPORTING AND COMMUNICATION

• Guards must submit activity and incident reports to the AAIS Finance and Operations Manager.
• The security company must submit monthly performance reports and participate in review meetings.
• All incidents must be reported immediately via established communication channels.

1. COMPLAINTS HANDLING MECHANISM

• Guards and the security company are required to maintain a high standard of service and professionalism.
• Complaints from staff, visitors, or other stakeholders must be acknowledged within 24 hours.
• The security company must investigate and provide a resolution plan within seven days.
• Records of complaints and resolutions will be shared during monthly reviews.

1. COMPLIANCE WITH ACTIONAID’S CODE OF CONDUCT

• Guards must attend a mandatory briefing on ActionAid’s Code of Conduct and SHEA (Sexual Harassment, Exploitation, and Abuse) Policies.
• Guards must adhere to these policies at all times, demonstrating professional and ethical conduct.

1. EVALUATION AND TERMINATION

• ActionAid will conduct periodic evaluations based on KPIs and overall satisfaction.
• Persistent underperformance, legal violations, or breach of contract may result in termination.

Skills Required

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