Procurement of Services

AFRICAN UNION UNION AFRICAINE UNIÃO AFRICANA African Union Standard Bidding Documents Procurement of Services HIRING OF A SECURITY COMPANY TO SECURE THE PREMISES OF THE AFRICAN UNION CONTINENTAL LOGISTICS BASE AND ITS ASSETS IN DOUALA, CAMEROON. Procurement Number: AUC/PSD/NC/555 Date of Issue: 7 th May 2018 May 2018

Section I. Invitation for Bids Provision of Security Services Procurement Number: AUC/PSD/W/15 The African Union Commission has allocated funds for the procurement of services and now invites sealed bids from eligible bidders for the Provision of Security Services as per attached Terms of Reference. A firm shall be selected under Least Cost Selection criteria. Bids that are responsive, qualified, technically compliant will be ranked according to price. Bids must be delivered to the address below on or before Thursday, 31 st May 2018 at 1500 hours Douala Time). All bids must be accompanied by: q q q q q q Valid tax certificate; Valid business registration documents Must be licensed company. Proof of references (minimum 3) attesting to the Company s knowledge and experience in providing Cleaning and Janitorial Services. Financial Information-Bank statement (Last TWO years) ONE (1) Original and ONE Copy of the Technical and financial proposal Other relevant information indicated in the TOR (Refer to TORs attached for details) Detailed Information: Interested bidders may obtain further information by writing to FayeJ@africa-union.org;MakogeS@africa-union.org; tender@africa-union.org Bid Validity: Bids should be valid for at 60 Calendar days from the closing date. Bid Opening: Bids will be opened immediately after the bid closing hours, in the presence of bidders or bidders representatives who choose to attend at their own cost, at the address below. Late bids will be rejected and returned unopened to bidders. Site visit: Shall be arranged on 14 th and 21 st May 2018 at 1000 hours. Bid Submission: Bidders should ensure that the technical and financial proposals are enclosed in TWO separate envelopes sealed and both should be enclosed in one Outer envelope clearly indicating the title and Procurement number. Address for Bid submission: African Union Continental Logistics Base, African Union Street, Douala, Cameroon, BP: BP 15147 Email: FayeJ@africa-union.org/MakogeS@africa-union.org Email: JosephM@africa-union.org Tel: +237683093774 Tel: +237673950256

SECTION II: Bid Submission Sheet {Complete this form with all the requested details and submit it as the first page of your bid. Ensure that your bid is authorised in the signature block below. If any documentation is attached, a signature and authorisation on this form will confirm that the terms and conditions of this bidding document prevail over any attachments. If your bid is not authorised, it may be rejected.} Bid Addressed to (Employer): Date of Bid: Procurement Number: Subject of Procurement: We offer to provide the Services detailed in the Terms of Reference/Statement of Requirements, in accordance with the terms and conditions stated in this bid document and subsequent contract. We confirm that we are eligible to participate in this procurement process. The validity period of our bid is: days/weeks/months from the time and date of the submission deadline. We confirm that the rates quoted in the financial proposals are fixed and firm for the duration of the validity period and will not be subject to revision or variation. We understand that you are not bound to accept the lowest or any bid you may receive. Services will commence within days/weeks/months from date of Contract. Services will be completed within days/weeks/months from date of Contract. Dated this day of 20. [signature] [in the capacity of] Duly authorised to sign Bid for and on behalf of 1

TERMS OF REFERENCE FOR HIRING OF A SECURITY COMPANY TO SECURE THE PREMISES OF THE AFRICAN UNION CONTINENTAL LOGISTICS BASE AND ITS ASSETS IN DOUALA, CAMEROON. PART 1 GENERAL REQUIREMENTS 1. DESCRIPTION OF SERVICES TO BE CARRIED OUT 1.1 As part of the operationalization of the African Union Continental Logistics Base (CLB) in Douala, Cameroon and its Project Management Plan (PMP) as approved, one of the activities therein is to secure the premises and the assets at the Main Site and the 2 nd Site in Douala, Cameroon as a matter of priority. The African Union Commission (AUC) wishes to hire a Contractor to carry out twenty-fours a day, seven days a week (24/7) Security Services with the view to secure and protect the AU CLB premises and assets on both referenced sites above in Douala, Cameroon. 1.2 The Security Guard Services scope of works is for a one (1)-year Contract Period which is divided into two main elements as follows: a) Ongoing Security Guard Services including deployment of the required number of skilled and well equipped Security Guards and Supervisors; and, b) Security Guard Services as required on a call-out basis. 1.3 The Contractor is also required to provide security services in accordance with the local law, international security agreements, and generally acceptable international security standards and practices. 2. CONTRACT PERIOD The Contract period of the Services is one (1) year with an option to extend for another one year after a successful evaluation of services rendered. 3. DESCRIPTION OF THE SECURITY GUARD SERVICES 3.1 Undertake Security Guard Services to all specified buildings and office premises on a twenty-four (24) hours a day and seven (7) days a week basis for the full duration of the contract period. 3.2 Rendering of call-out Sentry Security Guard services as and when required by the Client. 3.3 Supervision of all Security Guard Services. 3.4 Reporting, liaising, interacting and working with the concerned office of the African Union Commission Continental Logistics Base. 3.5 Monitoring and manning the CCTV Security Surveillance system. 2

4. WORKING TIMES AND SHIFTS 4.1 All security Guards of the consecutive shifts must be on site fifteen (15) minute prior to the commencement of the next shift to allow adequate time for proper handing-over from the previous shift. Under unforeseen circumstances should the sites be without security guards, and in case of absences, the contractor shall ensure the availability of relief guards to fill in the gap immediately. 4.2 The Security Guard Services shall be ongoing and continuous every day, seven (7) days a week, every week of every month for the full duration of the contract period including all holidays both statutory and religious. 5. BUILDINGS AND PREMISES 5.1 The buildings and premises to be guarded are listed below and vary in size, extent, format and layout. The Contractor shall confirm the size, configuration and type of areas and points of location to be guarded by obtaining the necessary information from the client 5.2 Notwithstanding the foregoing, the Contractor shall visit every buildings and office premises and carry out proper survey of each facility and acquaint itself with the existing condition, layout and extent of all areas to be guarded in order to carry out the services. The Contractor shall take all these aspects into account while submitting its Technical and Financial proposals. 5.3 The buildings and office premises at which the Security Guard Services are to be carried out are as follows: BUILDINGS, OFFICE PREMISES AND ASSETLOCATED AT: 1. One three-story Administrative building at the main site at Charles de Gaulle Boulevard in Douala, Cameroon at the Old Airport. 2. The second site in Douala, Cameroon close to the Military Engineering Unit. There are no buildings or assets at this location at the present time. 3. Any AU assets at both locations mentioned above. 6. REPORTING AND LIAISON 6.1 Daily, Weekly and Monthly status reports in accordance with the approved planned Sentry Security Guard Services program which are required to be submitted to the AUC Continental Logistics Base representative. 6.2 The Contractor shall include in his reports any Log-sheet records as specified and in accordance with the Contract. 3

6.3 The Contractor is required to liaise with the AUC CLB representative on a daily basis. The contractor must report on any Security Guard and related problems, incidents or violation in a timely fashion and no later than the same day. 7. OPERATING RESOURCES 7.1 The Contractor is to provide all necessary manpower resources of a technical and administrative nature or of any nature to fulfil its obligations and liabilities in terms of the Contract. 7.2 The Contractor is to provide all the necessary transport which shall be for all of its staff and manpower at all and any time for the full duration of the Contract to fulfil its obligations and liabilities as per the Contract Agreement. 7.3 The Contractor is to provide all relevant and related materials, consumables, tools, equipment including two-way radios and safety equipment necessary to fulfil its obligations and liabilities as per the Contract agreement. 8. MONITORING OF CONTRACTORS PERFORMANCE 8.1 Representative of the AUC CLB will carry out monitoring of the Contractors performance. The monitoring process and procedures will include but not be limited to: 1. GENERAL (a) Daily and impromptu inspections at any time and at any location as required related to the Security Guard Services contract. (b) Evaluation as to the level of the Security Guard Services. (c) Evaluation as to the level of promptness of the Security Guard Staff. (d) Evaluation as to the performance in relation to reporting, records and completion of log-sheets & others. PART 2: SCOPE OF SERVICES AND SPECIFICATION The Services shall include everything necessary to carry out the Security Guard scope through the deployment of suitably qualified Security Guards including the provision of equipment and other resources which are required to carry out Security Guard Services at the AUC CLB premises and assets located in Douala, Cameroon. 2. SCOPE OF SERVICES AND DUTIES 2.1. The Contractor shall render the Security Services by deploying qualified security Guards as specified in the Contract. 4

2.2 The Security Guards assigned to provide the security services at the specified premises shall perform a wide range of security duties which shall include but not necessarily be limited to: Operation of manual and electronic access control systems Pedestrian and vehicular access control Visitor reception Inspection and verification of Identity Cards Inspection and verification of Material Exit Passes Vehicle and personal searches Security patrols Prevention of the theft or vandalism of AU assets Response to emergency incidents (fire, intruder, accident, etc.) Gatehouse administration Incident Reporting 2.3 The Contractor shall ensure that all Security Guards assigned to provide the security services are fully trained and competent to perform all the duties listed above. 2.4 On commencement of the Contract, the AUC shall issue the Contractor with an Assignment Instructions Schedule which will outline in more detail the specific duties required for each location. 2.5 Part of the Security Guard Supervisor s duties and functions shall include but not be limited to: (a) Supervise the performance of the Security Guards to maintain the standard of the services in accordance with the Contract. (b) On behalf of the Contractor, shall be responsible to report and liaise with the AUC CLB representative. (c) Shall be responsible for checking and reporting the daily attendance as well as organizing a timely replacement for any absenteeism or sick leave. (d) Solve day-to-day problems at all locations to ensure smooth operations of all services. (e) Be available at all times during the Morning Shift and must be at least on-call at all times during the other shifts. 3. DEPLOYMENT OF SECURITY GUARDS AND SUPERVISORS 3.1 The Contractor shall provide all manpower, staff, expertise, or other personnel resources which may be required for the full compliance of its duties, obligations and liabilities in terms of the Client s Requirements and Contract. 5

3.2 The Contractor shall provide a stable workforce including relief guards without intermittent changes so that the Supervisors and Security Guards will become familiar, experienced and well versed in the Security Guard service requirements of the various building and office premises. No supervisor and Security Guard staff shall be removed or replaced from the facilities without the express permission of the AU CLB representative. 4. SECURITY GUARD STAFF AND SUPERVISOR QUALIFICATIONS, SKILLS AND EXPERIENCE 4.1 General 4.1.1 The Contractor shall ensure that all security staff have adequate training and previous experience for undertaking their duties and functions prior to the names being submitted to the AUC CLB for approval. The recruitment process carried out by the Contractor shall include: Career history verification checks, Background criminal record checks & substance abuse screening program, Obtaining Character references, Minimum standards for previous experience and security qualifications, and Medical check to verify health and mobility and the senses of sight and hearing 4.2 Security Guard Staff: 1) Must have a clean (criminal) record. 2) Must be able to speak, read and write English, French and other relevant local languages. 3) Must have completed level 12 schooling or high school diploma. 4) Must be between the ages of 25 and 40 years of age. 5) Must have successfully completed an approved basic Security Guard training course which shall also include affiliated and associated courses and as a result must be competent in the following areas: Local Legislation Access control Loss control Searching of vehicles and people Prevention and detection of crime Patrol duties Observation Basic Fire Fighting course Basic Rescue and First Aid course Emergency response Reporting and report writing Crowd control Traffic Control Radio communications and procedures Customer relations 6

6) Must have reasonable length of previous experience as a Security Guard in all areas stated above. 7) The Contractor s Security Guard Staff must be: o Well dressed with appropriate security guard s uniform, clean in body and generally presentable o Courteous and respectful to all staff of the AUC o Medically fit and healthy 4.3 Security Guard Supervisor Must have a clean (criminal) record. Must be able to speak, read and write English/French. Must be between the ages of 30 and 50 years of age. Must have at least five years experience as a fully trained security Guard Must have completed an approved supervisory course and must have been in a supervisory position for at least two years 5. OPERATING REQUIREMENTS 5.1 Planned Program Schedules The Contractor shall prepare a comprehensive Security Guard Service program for the Security Guard services for the approval of the AU CLB/PSOD. Planned Security Guard Service events reflected on the approved Security Guard Service program schedules shall not be deferred unless authorized by the AU CLB/PSOD. 5.2 Security Guard Record Log-sheets The Contractor shall provide and maintain a record log-sheets at each key Security Guard area within each building or office premise. 5.3 Staff Safety Equipment, Clothing, Etc 5.3.1 The Contractor shall arrange for his Security Guard staff and supervisors to be dressed in the appropriate unique uniform and provide any safety clothing and equipment that it is required to provide in accordance with regulations set down in Government safety regulations 5.3.2 The Contractor shall provide its Security Guards and Supervisors with identification cards, bearing employee photograph and contract number, which shall be approved by the AUC CLB/PSOD representative. 5.4 Mobile Communications The Contractor shall provide its Representative, all supervisors and other key staff with GSM (mobile telephones) to facilitate prompt communications. 6. SECURITY GUARD EQUIPMENT RESOURCES 7

The Contractor shall provide two-way radios (and any other equipment necessary) for every building and office premises location in sufficient quantities to carry out the Security guard Service during daily routine and crisis situations. 7. OPERATING RESOURCES 7.1 Transportation 7.1.1 The contractor shall be fully & solely responsible for the transportation of his personnel to, from and within the AU premises and sites. 7.3 The Contractor shall provide a vehicle(s) for the patrolling use of the Supervisor and Assistant Supervisors for the full duration of the Contract. In case there is a malfunction in the car, the car should be replaced immediately with another car. 8. UNIFORMS 8.1 The Contractor shall provide all his work force with a common uniform bearing the name of the Security Guard Company. 8.2 All uniforms shall be tailor made and Security Guard must be at least provided with two new sets every year. All uniforms must be regularly laundered and in a clean and ironed condition every day. The Contractor shall provide each of his work force with two sets of appropriate shoes which must be renewed every year 9. TRAINING The contractor shall have structured training program to its security staff (before deployment and at least every 12 months refreshment training programs). 10. ADDITIONAL SECURITY GUARD CALL-OUT REQUIREMENTS 10.1 Should the AUC require additional Security Guards over and above the specified amount and for particular specified periods of time (which shall not bet less than one hour) then, on the AUC written instruction, the Contractor shall provide the stipulated number of Security Guards and/or Supervisors for the stipulated period of time. The Contractor shall mobilize these Call- Out Security Guards and/or supervisors within 24hrs. 10.2 The instruction to provide additional Security Guards on a call-out basis shall constitute a Variation Order and the contract sum shall be adjusted by the number of Security Guards deployed on call-out for the period of time deployed based on the Scheduled Rates for each Security Guards or Security Guard Supervisor. 11. SECURITY GUARD SERVICES REQUIRED URGENTLY The AUC reserves the right to instruct any of the deployed Security Guard staff of the Contractor to carry out non-scheduled Security Guard services if the need so arises for the wellbeing of the occupants of the buildings and office premises. 8

PART 3 QUALIFYING CONDITIONS: 3.1 Security Agencies with consecutive Ten (10) years experience for security guarding service, holding valid license, registered under Private Security Agencies, having Service Tax registration and successfully carried out at least three (3) security contracts of 20 or more security guards/supervisors in continental, international, or Government bodies, may apply with following details in part-i and Part-II of the Terms of Reference:- i. Attested registration certificate of the Security Agency regulator or association issued by the appropriate authority. ii. Attested copy of valid labor license from the local National Labor Commission for specific number required for the contract iii. Attested copy of valid Service Tax registration certificate iv. Attested copy of registration under Private Security Agencies (Regulation). v. Proof of at least three (3) successfully carried out security contract of 20 or more security guards in each contract, consisting of only ex-servicemen or properly trained security guards/supervisors in a continental, international, or Government bodies (Please enclose satisfactory completion certificate of two contracts issued by continental, international, or Government bodies). vi. Reference of clients served by the Contractor. vii. An undertaking that the security agency has not been blacklisted by any Government Department/Autonomous bodies as on the date of submission of the bid. 3.2 Additional important qualifications required i. The contractor shall be able to supply Proof of license, bonding & insurance from a national accredited insurer (preferably a government insurance company) for itself and its employees listed in its technical proposal. ii. The contractor shall provide full identity and profiles/ qualifications of owners/ executive managers/board members of the contractor iii. The list of security guards and their reliefs that can work in rotation within the CLB two sites in Douala throughout the entire contract period. iv. The list of proposed Supervisors with their respective qualifications. v. The contractor shall pass through a background criminal record checks & substance abuse screening program & submit a copy of the program with its proposal. 9

Technical Evaluation criteria Evaluation Criteria Max Score A Main Criteria: Firm s Experience 25 A1 No. of years: At least 10 years experience 10 Experience with similar organisations- Proof of 3 successfully carried out security contract of 20 or more security guards in each contract, (Please enclose satisfactory completion certificate of three contracts issued by continental, international, or Government bodies).provide references 15 B B1 B2 B3 B4 Main Criteria: Adequacy of the proposed work plan and Methodology in responding to the Terms of Reference Sub criteria Recruitment and selection process of staff Training and development procedure Supervision and Management procedures Explanation on how the Company intends to handle the management of services within the buildings stated in the scope of this work.eg, number of guards to be deployed, how many shifts etc. No of guards to be deployed per site Innovation and creativity in the proposal 37 C List of proposed equipment to be used in the provision of the services 10 D Qualifications and Experience of personnel 28 Supervisors (1 per site) TOTAL 100 10

Financial Offers The bid should be accompanied by a detailed Pricing proposal. The activities mentioned above shall be used as a base therefore where applicable Suppliers can give detailed or specific price breakdown. The pricing proposal should state the Unit rates for different categories of tasks. The financial Offer shall provide a detailed breakdown of the following I. Remuneration II. Equipment and other consumables III. Any other costs to be incurred by the company 11