Request for Proposals for the Provision of Security Services

Background information

The African Regional Intellectual Property Organization (ARIPO) is an Intergovernmental Organization created in 1976 under the Lusaka Agreement concluded under the auspices of the United National Economic Commission for Africa (ECA) and the World Intellectual Property Organization (WIPO). Membership in the Organization is open to all African Union members (AU) states. Presently, members of the Organization include Botswana, Cape Verde, The Kingdom of Eswatini, The Gambia, Ghana, Kenya, The Kingdom of Lesotho, Liberia, Malawi, Mauritius, Mozambique, Namibia, Rwanda, Sao Tome and Principe, Seychelles, Sierra Leone, Somalia, Sudan, Uganda, United Republic of Tanzania, Zambia, and Zimbabwe. (Total: 22 states).

ARIPO seeks to appoint a duly qualified service provider to provide security services on a yearly contract which will be renewable subject to satisfactory conduct and performance.

Work Specification

The service provider shall be expected to provide the following:

  • i). One (1) Day Shift Security Guard who shall be on site from Monday to Sunday from 06.00am to 6.00pm.
  • ii). Two (2) Night Shift Security Guards who shall be on site from Monday to Sunday starting from 6:00pm to 06.00am.
  • Supervisor to conduct site visits at least once a week to ensure that all duties are being carried out to the satisfaction of the customer.

Deliverables

  • The day shift Security Guard will be expected to:
  • Report for duty 10 minutes before stipulated time smartly dressed in blue/black suit and conduct a proper hand over and takeover of duty with the night shift security guards.
  • Report anything of security interest to the Patrolling Supervisor who will inform Management of both service provider and client. Such incidents must be recorded in the site occurrence book provided.
  • Book all parked vehicles checking radios, view mirrors, hub caps, spare wheels, and scratches. Check if doors and windows are closed and locked.
  • Keep both gates closed and locked during weekends and public holidays and after hours. From Monday to Friday, the gates should be closed and controlled by the security guard on duty using the remote-control system.
  • Make effective patrols to the premises at intervals checking if the entire premises are secured.
  • Not leave his post unattended. Be static at the gate i.e. controlling movement of people and vehicles in and out of the premises at all times.
  • Always be respectful and polite to members of staff, management and all visitors but without compromising security functions.
  • Use of cellphones is prohibited during working hours.
  • Knock off duty at 1800 hours after conducting a proper handover and takeover of duty with the night shift security guards.

Two (2) night shift Security Guards will be expected to:

  1. Report for duty 10 minutes before the stipulated time smartly dressed in complete uniform, carryout checks right round the premises, ensuring that all windows and doors are closed. Ensure that one guard is static by the gate and one at the rear of the premises.
  2. Be equipped with a baton stick, whistle, handheld radio, pepper spray, handcuffs and a torch when on duty.

Requirements

For undertaking the assignment, the service provider should:

  • Be a Registered Company.
  • Have a track record of providing similar services to NGO’s or related institutions, with at least three (3) years’ experience.
  • Provide contactable references from clients where service is being provided or has been provided before.
  • Provide staff that have experience in working in a similar environment, are able to communicate in English at basic level and are presentable.

Submission of Proposals

Interested service providers who are eligible are invited to submit their financial and technical proposals detailing capabilities, experience, and traceable references on or before Friday, 28 October 2022, before 1400 hours. No late submissions will be accepted. Proposals clearly marked “ATIN:2022/09/SECURITY-SERVICES/11” should be addressed to:

The Director General

African Regional Intellectual Property Organization (ARIPO)
11 Natal Road, Belgravia
P O Box 4228
Harare, Zimbabwe

or

E-mailed to: procurement@aripo.org