Embassy of India

Riyadh, Saudi Arabia

1.

Tendering Authority

Embassy of India, Riyadh

2.

Invitation Ref no & date

No RIY/Admin/813/01/2022

3.

Procurement Method

Open Tendering Method

4.

Source of Fund

Government of India

5.

Tender Name

Hiring of professionally trained 03 Security Guards for Embassy Premises and Embassy Residence.

6.

Earnest Money Deposit/Tender Security Amount

SAR 5400/- (Saudi Riyal five thousand four hundred only) by way of Banker’s cheque/Demand Draft in favour of Head of Chancery, Embassy of India, Riyadh. Any bid not accompanying with Earnest Money Deposit/Tender Security Amount shall be rejected. The EMD of unsuccessful bidder will be returned within 30 days after the award of the contract. The EMD will be forfeited in case the bidder withdraws his bid during the period of bid validity or in case of a successful bidder, the selected bidder fails to sign the agreement in time or furnish performance guarantee or furnishing of any wrong information.

7.

Tender Submission date

Publication Date    : 26.10.2022

Pre-Bid Meeting     : Nil

Last date of submission of bids : 20.11.2023 (1700 hrs)

8.

Tender Opening Date & Time

Technical bids will be opened on 21.11.2023 at 1500 hrs .

Date of Financial bids opening will be intimated later.

Authorized representatives of the bidders may attend the opening of tenders.

9.

Pre-qualification

The invitation of tender is open to all eligible firms/service agents as mentioned below:

1. Security Agency should have a minimum of three years of overall experience in providing security personnel and related services and proven expertise in the field of security in Saudi Arabia and have successfully completed similar type of work in any Govt / Semi Govt. / Autonomous Body/ Embassy/ Consulate.

2. Tenderer must have up to date Trade License.

3.  Tenderer must submit a copy of the security related    topics covered during training schedule of the guards.

4. Tender should have in house training facility for its employees.

[Tenderer must include, as part of the tender, attested copies of documents mentioned above to establish their qualifications to

Perform the contract.]

Embassy of India reserves the right to ask any additional documents from the bidders to substantiate issues related to financial health of the company, local police clearance/verification, partnership agreement etc. in order to establish holistic credentials of the bidding company.

10.

Performance Guarantee

The successful bidder is required to submit a 10% of annual contract amount before the commencement order is given and within 10 days of signing the final agreement. The EMD of the successful bidder may be adjusted in the performance guarantee by depositing the difference in amount of performance guarantee or alternatively EMD could be refunded and a fresh performance guarantee may be issued. The guarantee shall remain valid during the tenure of contract period. The guarantee amount in full or part may be forfeited in the following cases:

1. When the terms and conditions of the contract are breached.

2. When the service provider fails to comply with minimum service levels agreed upon.

3. Failure of the service provider to comply with statutory requirements shall constitute sufficient grounds for annulment of the award and forfeiture of service guarantee.

11

Contract Period

Two years

12.

Name and address of the office receiving and opening of Tenders

Head of Chancery, Embassy of India, PB No. 94387, Riyadh

13.

Bid validity

Bids will remain valid for a period of 90 days

14.

Special instructions

1. Quotation should be valid for 90 days.

2. The tenders should be submitted in two sealed covers – the first sealed cover should be superscribed “Technical Bid” and the second sealed cover superscribed “Financial Bid”. Both the sealed envelopes should be placed in another larger envelope  superscribed “Tender  for hiring of Security Guards” and addressed to “Head of Chancery, Embassy of India, P.O. Box No.94387, Riyadh.

3. The ‘Technical Bid’ should contain

(a) The requisite information duly filled in as per proforma at Annexure-I, Annexure II and Annexure III

(b) Duly signed Bid Security Declaration – Annexure IV

(C) Agency profile including previous experience of man power supply to Government Departments, total number of guards permanently working with the company

(d) Demand Draft/ Banker’s cheque for Earnest Money Deposits

(iv) The ‘Financial Bid’ should contain rates which are to be quoted as proforma at Annexure-V. This should also mention statutory taxes as applicable.

v) The Tenderer shall submit documentary evidence in respect of their financial and technical capabilities and also of their experience in execution of similar nature of work.

vi) The tenderer can submit only one bid. A Tenderer who submits more than one bid will be disqualified.

Vii) The Agency/procuring entity reserves the right to accept or reject any or all the Tenders without assigning any reasons.

Viii) If the Tenderer submit any false/incorrect or forged certificates, his tender will be summarily rejected and the Tender security may be forfeited.

ix) The Tenderer should be compliant with local regulations as regarding hiring of manpower for Security purpose and also with local taxation laws.

15.

Scope of work

To hire 03 professionally trained Security Guards for Embassy Premises and Embassy Residence for a period of two years extendable to another one year, subject to mutually agreed terms and same price.

Scope of Work:

1. Perform 12 hrs duty (day shift) and 12 hrs (night shift) x 7 days a week.

12 hrs Day shift will be from 6AM to 6PM while 12 hrs night shift will be from 6PM to 6AM.

2. Take periodic patrolling and surveillance for suspected activities of visitors in premises.

3. Keep watch over for any sabotage, damage, fire and safeguard the property, men, material, machines and document system at site.

4. Frisking of visitors at the Entry gates and checking vehicles seeking entry in to Embassy premises.

5. Monitor X-ray machine, use of Hand Held Metal Detector, Door Frame Detector and assist in regulating visitors to the premises while being polite and courteous with visitors.

6. To be alert and detect unattended packages and strange objects and respond in emergency situations like fire, law & order, medical etc.

7. Security Guards to be very alert on duty, both physically and mentally throughout the shift and report any issues immediately to the supervisory officer in the Embassy.

8. Company will ensure to maintain proper supervision over the security personnel with regards to their discipline, alertness, proper uniform, conduct in the course of their duty and carry out periodic surprise inspections.

9. Perform all security duties assigned by the Embassy of India, Riyadh.

10. Transport for Pick and drop services for Security Guards will be the responsibility of the Company.

Note: Only Security Guards of Indian nationality or those from friendly countries, who are security vetted by the Embassy & Local Govt Security Department, should be deployed. Embassy of India reserves  the right to accept/reject any Security Guard deployed.

For any tender-related inquiry/query/clarification please contact:

Head of Chancery

mail: adm.riyadh@mea.gov.in

S.NO

ITEM/DESCRIPTION

RESPONSE*

1

Provide the list of other clients like Embassies, international organizations, reputed companies etc. to whom the company is serving in Saudi Arabia as well as in other countries, if any

2

Submit a brief of past experience, service history and achievements of the company.

3

Submit evidence of registration of the company under relevant statutory regulations such as labour laws, arms license etc..

4

Any other security services other than man power services provided to the clients should be enumerated.

5

Provide the information on current size of the reserve pool of guards and logistics such as response teams, patrol vehicles, security/communication equipment, control room facilities under use etc..

6

Attrition rate of security guards and supervisors (the average period for which a security guard remains with the company.

7

Provider should clearly mention whether it has its own training facilities or avail the facility of another provider or a company that only focuses on training. Also indicate curriculum and duration of training of the security guards and the supervisors.

8

Industry certification obtained by the provider for its quality from the specialized security certification bodies. Also to specify service providers relationship with local police.

9

Scope and limit of liability of the company in terms of compensation for its security failures in monetary terms.

10

Provide the information on take home pay and other allowances of the security guards. (In PGY monthly figures)

S.No

Item/Description

REMARKS

1

LSGs should not be more than age of 50 and supervisor, whatever necessary, should not be more than 55 years of age.

2

LSGs should be physically and mentally fit. Service Provider should submit Medical Fitness Certification respect of every LSG from an authorized hospital/Medical practitioner.

3

LSGs should have been vetted by local government’s security department(s) in terms of past record, character and antecedents. The provider should provide background details of LSGs and also proof of their vetting.

4

LSGs should possess training in basic security duties such as handling gadgets like fire extinguishers, access control, conduct anti-sabotage checks including use of X-Ray Baggage Scanner, Vehicle Scanner, HHMD, DFMD, CCTV monitoring, letter scanners etc..

5

LSGs should have at least 10th standard or equivalent.

6

LSGs should be proficient in Arabic language and possess minimum English language skill to communicate with the Mission’s officials.

7

LSGs should perform duties in smart uniform and their over all appearance should be neat and clean.

8

LSGs should be thoroughly proficient and trained in handling of arms and other security equipment they are supposed to carry/use

9

Service provider should have provisions for real time check  of functioning of the security guards to ensure that the quality of the provided staff and the service they render is always the benchmark. The provider should be able to provide proof of this to Embassy.

S No

Job Particulars/category

No of Guards

Rate per guard (SR)

Total invoice Amount per month in SR

Remarks

1.

Security Guards for 12 hrs Day shift duty in Chancery Premises

(6 AM to 6 PM)

2

2.

Security Guard for 12 hrs duty night shift in Embassy Premises

(6 PM to 6 AM)

1

Total

03

Note: Perform 12 hrs duty (day shift) and 12 hrs duty (night shift) x 7 days a week. Day shift will be from 6 AM to 6 PM while 12 hrs night shift will be from 6 PM to 6 AM. The service provider has to provide lots of smartly uniformed guards having minimum education of 10th standard & below 50 years of age to be screened before deployment. The selected guards must support with medical fitness certificate issued by authorized medical practitioner along with proof of character & antecedents vetting by local Govt. security department. All the guards must possess training in basic security duties of access control & anti-sabotage checks besides use of HHMD, DFMD, CCTV monitoring, baggage & letter scanners etc.