REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF UNARMED, UNFORMED SECURITY GUARDS – ZHI.SHARED.2022.09.197

Title

REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF UNARMED, UNFORMED SECURITY GUARDS - ZHI.SHARED.2022.09.197

Location

Harare

Type of Contract

Call for Suppliers

Deadline

18/09/2022 (Expired)

About

Zimbabwe Health Interventions (ZHI) is a local Zimbabwean non-profit human development organization whose mission is to help the Government of Zimbabwe achieve its health-related goals, with a focus on contributing to HIV/AIDS epidemic control using comprehensive and sustainable human development approaches; conducting research that will guide/inform policy and development of innovative interventions for human development in Zimbabwe. ZHI is currently implementing two 5-year programs funded by the US Agency for International Development (USAID). For more information, please visit www.zhi.co.zw

Scope Of Work/Goods To Be Supplied

1.     Requirements

ZHI’s national office is in Harare, with fourteen (14) district offices around the country and over 400 staff members.  These offices are utilized for important day to day ZHI business including high-level meetings with donors, implementing partners, beneficiaries and other stakeholders. The presence of highly trained, disciplined and qualified security personnel to implement and maintain existing security measures for ZHI is of critical importance to the day-to-day operations of the organisation.

To this effect, the ZHI Procurement Committee invites qualified and experienced service providers to submit your Proposal for the Provision of Security Services for all ZHI offices in the country, within the scope of a Master Service Level Agreement (MSLA) as detailed in Annex 1: Terms of Reference (TORs).

It is anticipated that an award of a Master Service Level Agreement, with initial duration of 1 (one) year, potentially extendable for a further two (2) option periods of 1 (one) year each, will result from this solicitation. The successful bidders will be requested to maintain their quoted price model for the duration of agreement.

The estimated annual requirement of ZHI is specified on Annex 1.

Please note that figures have been stated to enable bidders to have an indication of the projected requirements. It does not represent a commitment that ZHI will purchase a minimum quantity of services. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the Master Service Level Agreement.

Any supplier who submits a proposal without conforming to the solicitation document terms and conditions stated in this RFP will be considered as technically non-compliant and the proposal will be rejected.

2.     Instructions and Terms for Bidders

Your proposal/offer shall be in English, and comprised of the following three (3) sets of documents: –

a. A Mandatory Eligibility Criteria which is evaluated as pass/fail

b. A Technical Proposal/Offer, with a maximum of 70 points

c. A Financial Proposal/Offer, with a maximum of 30 points

3.1 Language – The Proposal, as well as all related correspondence exchanged by the Proposer and ZHI shall be written in English.

3.2 Bid Preparation Cost – The Proposer shall bear any, and all costs related to the preparation and/or submission of the Proposal, regardless of whether its Proposal was selected or not. ZHI shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the procurement process.

3.3 Contents of the Mandatory Eligibility Criteria

1. 1. Certificate of Registration/Certificate of incorporation – minimum of 5 years in business.
   2. Licenses and documentation necessary to operate as a private security company in Zimbabwe
   3. Valid Tax Clearance Certificate for 2022/2023, or Certificate of Tax Exemption, if any such privilege is enjoyed by the Proposer.
   4. Insurance Cover

 3.4 Contents and Format of the Technical Proposal/Offer

Your technical offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information:

3.41 Expertise/Qualifications of the Service Provider – The Service Provider must describe and explain how and why they are the best entity that can deliver the requirements of ZHI by indicating the following:

a. Profile – including printed brochures and product catalogues relevant to the services being procured – describing the nature of business, expertise, licenses, etc, and any information that will facilitate the evaluation of your company’s substantive reliability, financial and managerial capacity to provide the services.

b. Track Record – list of clients for similar services as those required by ZHI, indicating description of contract scope, contract duration, contract value, contact details of clients (preferably NGOs, UN Agencies, international organizations/companies, embassies etc.).

c. Certificates and Accreditation – Quality Certificates ISO etc.) and/or other similar certificates, accreditations, awards, and citations received by the Proposer, if any.

d. References – provide at least 3 contracts/clients whom you are providing/or have provided a minimum of 20 security guards over the past 5 years, which are related or similar in nature to the requirements of the RFP, preferably NGO sector.

3.4.2 Proposed Methodology and Approach for the Provision of Services – in this section, the Service Provider must describe how it will address/deliver the demands of the RFP and respond to the TOR, providing the following:

a).  A description of your organization’s capacity and experience in providing the services,

as well as compliance with the requirements stated in the TORs and highlight the following issues: –

• Objectives and scope of work
• Proposed strategies on managing safety and security incidents
• Security Guard Welfare
• Deployment Schedule
• Uniform and Security equipment

 b). Providing a detailed description of the essential performance characteristics                              proposed; reporting conditions and quality assurance mechanisms that will be put in place and demonstrate how the proposed methodology meets or exceeds the specifications, while ensuring appropriateness of the approach to the local conditions and the rest of the project operating environment. Include issues of

3.4.3 Management Structure and Key Personnel (Proposed staff) – This section should include a description of your organization’s capacity to respond to the requirements inclusive of the following:

a. Proposed key personnel profiles and experience – curriculum vitae (CVs) of key personnel that will be assigned to support the implementation of the proposed methodology, CVs should establish competence and demonstrate qualifications in areas relevant to the TOR

b. Clearly defining the roles and responsibilities of the Key Staff vis-à-vis the proposed methodology.

c. Description of your organisations’ processes in terms of the following:

• employment process,
• training and implementation of security procedures and processes
• procedures for disciplinary actions and how you handle additional staff requirements
  1. A declaration of assurance and confirmation by the Proposer that the Key personnel being nominated are available for the Contract on the dates proposed and any deliberate substitution arising from unavoidable reasons, including delay in the implementation of the project of programme through no fault of the Proposer shall be made only with ZHI’s acceptance of the justification for substitution, and  approval of the qualification of the replacement who shall be either of equal or superior credentials as the one being replaced.

3.5 Contents of the Financial Proposal

The financial proposal should include and respond to the following:

a. Cost/fees shall be quoted in US dollars (US$) only

b. The financial offer must cover ALL the services to be provided (price “all inclusive”).

c. Cost for the requested services should include all associated fees and taxes (including VAT, if applicable)

d. Bid Validity Date – All information submitted in connection with this RFP will be valid for ninety (90) days from the RFP due date.ZHI will make its best effort to select a service provider within this period.

e. Payment terms

4. Evaluation and Selection

4.1 Evaluation Criteria

The evaluation and selection of the successful Contractor will be made based on BEST VALUE, i.e. the bid that provide most economically advantageous services to ZHI based on service quality, favourable costs as well as other factors such as delivery capabilities, experience and references). The following specific criteria will be evaluated and must be addressed in the proposal:

       Evaluation Criteria

5. Preliminary Examination of Proposals

ZHI shall examine the Proposals to determine whether they are complete with respect to mandatory documentary requirements, whether or not the Proposer is on the US government debarment list, and on ZHI’s list of suspended and removed vendors, and whether the Proposals are generally in order, among other indicators that may be used at this stage. ZHI may reject any Proposal at this stage.

6. Evaluation of Proposals

The evaluation team shall review and evaluate the Technical Proposals based on their responsiveness to the Terms of Reference and other documentation provided, applying the evaluation criteria, sub-criteria, and point system specified in the RFP.  Each responsive Proposal will be given a technical score. A Proposal shall be rendered non-responsive at this stage if it does not substantially respond to the RFP particularly the demands of the Terms of Reference.  Absolutely no changes may be made by ZHI in the criteria, sub-criteria and point system indicated in the RFP after all Proposals have been received.

In the second stage, only the Financial Proposals of those Proposers who achieve the minimum technical score will proceed for evaluation for comparison and review. The overall evaluation score will be based on a combination of the technical score and the financial offer, i.e. combined scoring.

ZHI reserves the right to undertake a post-qualification exercise aimed at determining, to its satisfaction the validity of the information provided by the Proposer.

7. General Conditions

a.     ZHI does not bind itself to accept the lowest tender price and reserves the right to reject all submissions, in whole or in part, enter into negotiations with any party, and/or award multiple contracts; or to terminate the RFP process.

b.     ZHI reserves the right throughout this process to select any servicing option that best meets its business requirements and to hold discussions with any and all respondents.

c.     Bidders are solely responsible for their own expenses in preparing, and submitting proposals and for any meetings, negotiations, or discussions with ZHI in any way to select the winning bidder(s), or to proceed to negotiations for a Contract, or to award any Contract, and the ZHI reserves the complete right to at any time reject all Proposals, and to terminate this RFP process.

d.     By submitting a Proposal and participating in the process as outlined in the RFP, bidders expressly agree that no contract of any kind is formed under, or arises from the RFP, prior to the signing of a formal written Contract.

e.     A bidder shall disclose in its proposal any actual or potential Conflicts of Interest and existing business relationships it may have with ZHI, its elected or appointed officials, Board or employees.

f.      All submissions become the property of ZHI and will not be returned to the bidder. All submissions will be held in confidence by ZHI unless otherwise required by law.

8.  Child Labour

The contractor/consultant represents and warrants that neither it, nor any of its suppliers is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child’s education, or to be harmful to the child’s health or physical mental, spiritual, moral or social development.  As well as the Zimbabwe’s Children’s Protection and Adoption Act (No. 22 of 1971) (Chapter 5).

9. Ethical Behaviour

Zimbabwe Health Interventions (ZHI) adheres to the highest standards of ethics, honesty, and integrity as part of its corporate governance initiatives. ZHI believe that ethics, honesty, and integrity are foundations for healthy business practices, and expects its business partners to do the same.  ZHI has ZERO tolerance for fraud, theft, corruption, kickbacks undisclosed conflicts of interest especially in its procurement processes which ZHI endeavours to ensure are open, fair and allow for equal opportunity to all service suppliers including small and women led organisations.  Therefore, if you experience or suspect unethical behaviour by a ZHI employee, please contact the Deloitte Tip-offs Anonymous on: Toll free cell: 0808 5500/ 4461 (Econet Subscribers Only) Toll free cell: 0716 800 189/ 0716 800 190 (Netone subscribers only) Toll free cell; 0732 220 220/0732 330 330 (Telecel subscribers only) Whatsapp: 0772 161 1630 and on e-mail: reportszw@tip-offs.com

Any vendor/consultant who attempts to engage, or engages, in corrupt practices will have their proposal disqualified and will not be solicited for future work.

10.  Terrorism

ZHI shall use its best endeavours to ensure that funds provided under this tender do not provide direct or indirect support or resources to organizations and individuals associated with terrorism, promote, or advocate the legalization or practice of prostitution or sex trafficking and assistance to drug traffickers. If, during this tender, ZHI discovers any link whatsoever with any organization or individual associated with any or all of these, they shall be excluded or disqualified from the tendering process.

11. ZHI Equal Employment Opportunity Statement

ZHI is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical handicap, or financial ability.

13.  ZHI Rights and Disclaimers

• ZHI reserves the right to disqualify any offer based on failure of the offeror to follow solicitation instructions
• ZHI may cancel the solicitation and not award
• ZHI may reject any or all responses received
• Issuance of the solicitation does not constitute an award commitment by ZHI
• ZHI will not compensate any offeror for responding to solicitation
• ZHI reserves the right to issue award based on initial evaluation of offers without further discussion
• ZHI may choose to award only part of the activities/items in the solicitation, or issue multiple awards based on the solicitation activities/items
• ZHI reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition.

ATTACHMENT A: GENERAL TERMS AND CONDITIONS – See below link

Terms and Conditions

Application Requirements

4. SUBMISSION OF PROPOSALS

• All Proposals MUST be submitted electronically via email to: procurement@zhi.co.zw and are due by 23:59pm, on Wednesday, 18 September 2022.  No physical submission will be accepted, and late submittals will be rejected.