High Commission of India, Dhaka, Bangladesh www.hcidhaka.gov.in Tender for Supply/Hiring of 33 (Thirty three) local Security Guards in the High Commission of India, Dhaka FOR ONE (1) YEAR. Tender No. : DAC/ADM/551/31/2008 Date: 09 May, 2018 Last date for submission of bids: 06 June, 2018 High Commission of India 1-3 Park Road, Baridhara, Dhaka 1212. No. DAC/ADM/871/04/2015 High Commission of India, Dhaka Administration Wing Dated: 09.05.2018 NOTICE INVITING TENDER High Commission of India, Dhaka invites Tender under two bid system from registered and authorized firms/service agencies for Hiring of 33 (thirty three) local Security Guards for High Commission of India, Dhaka at 1- 3, Park Road, Baridhara, Dhaka 1212. 2. The tender document can be downloaded from the websites http://www.eprocure.gov.in or http://www.hcidhaka.gov.in from May 10, 2018 to June 06, 2018 ( Sunday to Thursday (cid:8211) 10:00 hrs to 16:00 hrs). No tender fee will be charged for the tender documents in case a firm has downloaded the tender document from the official website of the High Commission of India, Dhaka, i.e. www.hcidhaka.gov.in. Please note that any corrigendum/addendum in the above tender document, if required, will be hosted in the website of the High Commission of India, Dhaka, as given above. 3. The interested firms/service agencies should submit the bids in two separate sealed covers, super scribed as (cid:8220)Technical Bid(cid:8221) and (cid:8220)Financial Bid(cid:8221). Both sealed covers should be put in a single enveloped super scribed as (cid:8220)Tender No.DAC/ADM/551/31/2008 for Hiring of 33 (thirty three) local Security Guards(cid:8217)(cid:8217) and addressed to (cid:8220)Head of Chancery, High Commission of India, Plot 1-3, Park Road, Baridhara, Dhaka-1212(cid:8221). The envelope should then be dropped at the Reception of the High Commission of India, Dhaka at the address given above. Please note that tender document will not be accepted after the expiry of stipulated date and time under any circumstances. 4. The Earnest Money Deposit (EMD) of BDT 94,000/- (BDT Ninety four thousand only) in the form of Account Payee Demand Draft/Pay Order drawn in favour of (cid:8220)High Commission of India, Dhaka(cid:8221) is required to be submitted along with tender bids. Bids shall not be considered in case the EMD is not submitted and would be rejected summarily. 5. The bidders have an option to submit, in lieu of EMD of BDT 94,000/-, or a judicially valid Undertaking to the effect that if they withdraw or modify their bids during the period of validity, or if they are awarded the contact and they fail to sign the contract, or to submit a performance security before the stipulated deadline, they will be suspended for a specified time period from being eligible to submit bids for contracts with the High Commission of India. 6. The Technical Bids will be opened on 11.06.2018 at 15:00 hrs by a Committee authorized by the Competent Authority of the High Commission. The financial bids of only those bidders, whose Technical Bids are found responsive, shall be opened by the Committee authorized for the purpose. 7. The Competent Authority reserves the right to reject any or all the bids, or cancel the tender, without assigning any reason and the decision of the competent authority of the Ministry shall be final and binding. (Tseten Nordon Cargyal) Second Secretary (HOC) Tel No. +880-02-55067330 LETTER OF BID Dated: (cid:8230)(cid:8230)(cid:8230)(cid:8230) , 2018 To, Smt. Tseten Nordon Cargyal Head of Chancery High Commission of India, Plot 1-3, Park Road, Baridhara Dhaka-1212. Ref: Invitation for Bid No. DAC/ADM/551/31/2008 Dated May 09, 2018 We, the undersigned, declare that: 1. We have examined and have no reservations to the Bidding Documents, including Addenda issued in accordance with Instructions to Bidders, 2. We offer to execute in conformity with the Bidding Documents for Hiring of 33 (thirty three) local Security Guards at the High Commission of India, Dhaka 1-3, Park Road, Baridhara, Dhaka 1212. 3. Our bid shall be valid for a period of 180 days from the date fixed for the bid submission deadline in accordance with the Bidding Documents and shall remain binding upon us and maybe accepted at any time before the expiry of the period. 4. If our bid is accepted, we commit to submit a Performance Security Deposit in accordance with the Bidding Documents. 5. We also declare that the Government of India or any other Government body has not declared us ineligible or blacklisted us on charges of engaging in corrupt, fraudulent, collusive or coercive practices or any failure/lapses of serious nature. 6. We also accept all the terms and conditions of this bidding document and undertake to abide by them, including the condition that you are not bound to accept highest ranked bid / lowest bid or any other bid that you may receive. Yours sincerely, Authorized Signatory (Authorised person shall attach a copy of Authorization for signing on behalf of Bidding company) Full Name and Designation (To be printed on Bidder's letterhead) DATES TO REMEMBER SI. No. Events Date 1. Tender Publish Date 09.05.2018 (at 1700 hrs) 2. Document Download Start Date 10.05.2018 (at 09:30hrs) 3. Bid submission end date 06.06.2018 (at 17:30 hrs) 4. Opening of Technical Bids 11.06.2018 (at 15:00 hrs) 5. Opening of Financial Bids (of only Date to be intimated later those who qualify in the minimum eligibility criteria) *Note: (cid:8220)The bids will be opened in the Conference Room, High Commission of India, 1-3 Park Road, Baridhara, Dhaka-1212(cid:8221) 1. GENERAL INSTRUCTIONS 1.1 For the Bidding/Tender Document Purposes, the High Commission of India, Dhaka shall be referred to as 'Client' and the Bidder/Successful Bidder shall be referred to 'Contractor and / or Bidder or interchangeably. 1.2 The tender document can be downloaded from the websites of http://www.eprocure.gov.in OR http://www.hcidhaka.gov.in from 10.05.2018 onwards. The last date of submission of bids is 06.06.2018 till 17:30 hrs. 1.3 While all efforts have been made to avoid errors in the drafting of the tender documents, the Bidder is advised to check the same carefully. No claim on account of any errors detected in the tender documents shall be entertained. 1.4 The bidder shall submit the copy of the authorization letter/Power of Attorney as the proof of authorization for signing on behalf of the Bidder. 1.5 All Bidders are hereby explicitly informed that conditional offers or offers with deviations from the conditions of Contract, the bids not meeting the minimum eligibility criteria, Technical Bids not accompanied with EMD of requisite amount/format, or any other requirements, stipulated in the tender documents are liable to be rejected. 1.6 The bidder has the option that in lieu of the EMD, it can submit an a judicially valid Undertaking to the effect that if the bidder withdraw or modify its bid during the period of validity, or if it is awarded the contact and it fail to sign the contract, or to submit a performance security before the stipulated deadline, it will be suspended for a specified time period from being eligible to submit bids for contracts with the High Commission of India, Dhaka. 1.7 The Parties to the Contract/Agreement shall be the successful bidder (to whom the work has been awarded) and the Client, High Commission of India, Dhaka. 1.8 For all purposes of the contract including arbitration there under, the address of the bidder mentioned in the bid shall be final unless the bidder notifies any change of address by a separate letter sent by registered post with acknowledgement due to the High Commission of India, Dhaka. The bidder shall be solely responsible for the consequences of any omission or error to notify any change of address in the aforesaid manner. 2. SCOPE OF WORK OBJECTIVE To provide fully trained and company vetted unarmed Security Guards. TECHNICAL SPECIFICATION In this section the Bidder, is expected to provide the necessary documentation to support their compliance with the required qualifications. It is advised that only listing experience without providing any supporting data to describe where and how such experience was obtained will not be taken into account for evaluation i.e the bidder should clearly demonstrate, in the proposal with supporting documents and records, as to where, when, and how such experience was gained. POINT- RELATED TECHNICAL CRITERIA FOR THE SERVICE PROVIDER Proposals submitted by the Bidders will be evaluated and points will be awarded. The maximum points awarded are summarized as follows: SL NO TITLE MAXIMUM POINTS AVAILABLE 1. Description of the company 10 2. Corporate experience 10 3. License and Certificates 10 4. Range of security services other than manpower services 10 5. Reserve pool and supporting logistics 10 6. Average years of service by guards employed by the company 10 7. Training facility 10 8. International certifications 10 9. Profile of company's management 10 10. Scope and limit of the company 10 Total 100 NOTE: Each bid will be evaluated on the basis of above criterion. Documents and certificates submitted will be scrutinized and points will be awarded to each bid. Bids which fail to obtain minimum cut off will be declared non-responsive and their financial bid will not be opened. The minimum cut off will be the average of points obtained by the top three Bidders. 1) The Bidder to provide a brief of its past experience, service history, achievements of the corporate while providing service to clients with similar size and scope of work. 2) CORPORATE EXPERIENCE: The bidder must supply the details of at least 03 contracts, which continually spans at least three years, completed within the past five years in providing security services to Diplomatic Missions and at least 02 contracts, which continually spans at least three years, completed within the past five years in providing security services to various Government Organizations, which demonstrates experience in fulfilling requirements of similar size and scope of work. The details of such contract should include: a. Title of Contract. b. Brief description of the project's scope and schedule c. The location of the project like city, country etc d. The commencement date and the termination date of such contracts. e. Client references. 3) LICENSE AND CERTIFICATE a. True copies of license/certificate of registration of the company, showing authorization to operate as a security services company in Bangladesh. b. Evidence of registration certificate of the company under the statutory regulation under labour laws. 4) A description, by the Bidder, about other range of security services provided by the company other than manpower services. The description should include: a. Different types and number of security gadgets which the company is able to provide. b. Whether the company has trained dogs for security purposes. c. Other security services, if any. 5) RESERVE POOL AND SUPPORTING LOGISTICS A description, by the bidder, on the number of security guards and logistics available with them at any given point of time to mitigate any kind of exigency. The description should include: a. Size of the trained reserve pool. b. No of response teams available to mitigate any exigency. c. Patrol vehicles available with the company. d. Communication tools for efficient means of communication with the guards. e. Control room facilities available with the company. f. Other logistical arrangements, with the company, if any 6) AVERAGE YEARS OF SERVICE RENDERED BY THE GUARDS AND TAKE HOME ALLOWANCES OF THE GUARDS The Bidder to give a statistics on the average number of years of service rendered, to the company, by the guards employed by them. They will also submit details on the take home salaries and other allowances granted to guards by submitting supporting documents like pay slip, bank account statements etc. 7) TRAINING FACILITIES The description, with supporting certificates and documents, should include: a. Details of training facilities available with the company which will include i. Title of the facility ii. Location of the facility iii. Infrastructure available with the facility iv. Qualification of the instructors employed by the facility b. The curriculum followed in the facility. c. Duration of the courses imparted to the guards and supervisors. d. Process of recruitment of guards 8) CERTIFICATIONS BY ORGANIZATIONS. The Bidder to submit true copies of International certifications like ISO or any other security certifications, if any. 9) PROFILE OF THE COMPANY'S MANAGEMENT A description about the company's management which should include: a. On whether they are trained in security aspects. b. Whether they were serving in defense or homeland security. c. The general rapport of the company's management with the local police. d. Any other information, if any. 10) SCOPE AND LIABILITY OF THE COMPANY IN CASE OF A SECURITY FAILURE A description by the Bidder on the scope and liability of the company in case of a security failure by the guards deployed by them, as the Company will be responsible, financially, for loss of Mission property due to Guard negligence. The description should include: a. How the company plans to compensate the damage caused by security lapse of its guards. b. Are they employing any kind of insurance to cover such damages. c. Does the company have enough resources to compensate such damages. 3. TECHNICAL SPECIFICATION FOR HUMAN RESOURCES PROVIDED BY THE SERVICE PROVIDER 1) All guards employed by the Company should be their core employee, ie not a sub-contracted employee. 2) All guards must be security vetted via a background and criminal record check, by the Security Department of the Government: they must have passed medical and physical fitness tests: and should be trained before being deployed at the Mission. 3) The Company is to provide at least two types of guards: the Guards and the Supervisory Guard, with the following qualifications: (a) The guards provided by the company should not be more that 50 years of age and the supervisor should not be of more than 55 years of age. (b) Guards must pass their company fitness and medical tests, for performing the kind of duties prescribed in the scope of work. They must be re-tested on a yearly basis and their results (both pass or fail), should be made available to the MISSION. (c) The physician must certify that the guard is not suffering from any illness or disease which would prevent the Guard for performing duties assigned to him/her. (d) The guards should be at least Matriculation or equivalent pass. 4) TRAINING The company must provide training to Guards assigned to the Mission, prior to their deployment with the Mission. Also, the Guards must undergo Annual Refresher Training. All costs of training, including labour, are the responsibility of the Company. All training is to be conducted by certified trainers (proof of which needs to be produced upon demand). Further, the Mission may also provide additional training at its discretion. Training must consist of the following subjects, and will be subjected to the review by the Mission: (a) Basic Guard duties like access control, how to conduct anti sabotage checks, how to regulate traffic, how to deal with public, mob control, observation techniques to identify, report and record suspicious acts of persons, maintenance of post logs and preparation of Incident Reports. (b) Use of equipments: how to use baton, handcuffs, under vehicle scanner, HHMD, DFMD, X Ray Baggage Inspection System and other gadgets identified during the on-site visit. (c) Use of communication equipments, procedures of communication to be followed in case of emergency, how to use radio equipment. (d) Handling of arms. (e) Unarmed defense which include defending against physical attack, procedures for restraining other, guidance on the use of force. (f) Soft skill training on procedures used when conversing with Mission employees and general public, actions to be taken when confronted with hostile or mentally disturbed individuals, tending visitors with disabilities. (g) Procedures followed for emergency response to bomb threats, fire alarms, medical emergencies, discovery of weapons and any other threat that may emulate under such scope of work. (h) First Aid: basic First Aid, including CPR (i) Guards responsibilities, conduct and penalty for violating orders. Special emphasis may be given to on what information can be revealed or should not be. 5) Guards must be able to competently read, write and communicate in Bangla and must have functional knowledge of English (Reading and Speaking). 6) Uniforms and Equipments: It is the uniform that clearly identifies and distinguishes a Security Guard from other. So, the Guards should perform their duties in smart, neat and clean uniforms. Each Guard must be equipped with the following uniforms and equipments, which is to be supplied by the Company. The equipment used must be pre approved by the MISSION and it is to be replaced when lost or damaged. Each guard must be issued with the following equipment: (a) Shirts : 04 nos (b) Trousers : 04 pair (c) Sweater/pull over :01 nos (d) Black shoes : 01 pair (e) Black socks : 02 pair (f) Full length rain coat : 01 nos (g) Black trouser belt : 01 nos (h) Caps with appropriate emblem : 02 nos (i) Whistle : 01 nos (j) Heavy duty flashlight : 01 nos (k) Wooden baton with holder : 01 nos (l) Pocket size note book : 01 nos (m) Any other related items necessary for the Guards to perform their duties. 7) The Company has to maintain a pool of adequately trained Guards, to be used as replacement/supplement in the event of sickness, vacation, disciplinary action etc. It will be the responsibility of the Company for arrangement to replace Guards, as soon as, such a requirement arises. 8) The MISSION, are permitted to conduct surprise visits to posts. If any Guard is found sleeping or otherwise incapable of carrying duties assigned to him/her, MISSION, is empowered to take appropriate action. 9) The MISSION can request that a Guard to be replaced within 02 hours, with a fully trained individual, should their conduct deemed unsuitable for the duties assigned to him/her. 10) The company has to provide radio communication sets for the Guards to maintain constant channel of communication, among them. 11) The Mission is not responsible for any transportation cost incurred by the Company's personnel to travel to and from their place of duty. 12) The Company must adhere to all safety measures respecting personnel and fire hazards recommended by Nation Codes. 13) DUMMY CHECK The company is required to verify that the Guards are using the access control tools as per Mission standards. These test must be conducted anonymously with the cooperation of the MISSION. Such test should be preapproved by MISSION. The results must be submitted to the MISSION and the Guards must be provided remedial training if deficiencies have been noted. 14) The Company must prepare and maintain a Weekly Deployment Chart (WDC), for all Guard posts that lists the name of each Guard to be assigned to each post and for each shift. The Supervisor Guard must provide the MISSION with a copy of the WDC, for all employees by 1200 hrs of the last working day of the week, for the upcoming week. The WDC will show the name of the post, the name of the Guard assigned and the shift assigned in terms of hours of the day. The Supervisory Guard must notify MISSION, three days before any change of a permanent Guard (Specific individual) to a post. 15) The Company is to provide a security information service for the region of Dhaka. The Company is to monitor the open channel available in Bangladesh on a 24/7 basis and any information pertaining to security should be reported to MISSION via email and sms. The information related would include: (a) Traffic incident