DATE: 04/12/2015 INVITATION TO BID#: ITB/SRBBE/ADM SECURITY SERVICES FOR THE ESTABLISHMENT OF A CONTRACT FOR THE PROVISION OF SECURITY SERVICES IN UNHCR PREMISES IN KRUNSKA 58 AND KRUNSKA 61 (TWO BUILDINGS) CLOSING DATE AND TIME: 16/12/2015 10:00 hrs. INTRODUCTION TO UNHCR The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people. In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. To help and protect some of the world s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations please see http://www.unhcr.org. 1. REQUIREMENTS The Office of the United Nations High Commissioner for Refugees (UNHCR), Belgrade, invites qualified service providers to make a firm offer for the establishment of Contract for the provision of Security Services in UNHCR premises in Belgrade, Krunska 58 and Krunska 61 from 1 January 2016 to 31 December 2016 as per the below terms of reference. IMPORTANT: UNHCR reserves the right to accept the whole or part of your quotation. The lowest tender need not be accepted. UNHCR usually undertakes to pay 10/30 days after receipt of invoicing documents in order. UNHCR does not undertake to pay by letters of credit or in advance of delivery. Being under the 1946 convention on the privileges and immunities of the United Nations, UNHCR is exempt from all direct taxes and customs duties. Offer to be made in dinars (RSD), the currency to be used for payment. The offered price will be fixed and valid throughout the contract period (01/01 31/12/2016) 1
2. TERMS OF REFERENCE FOR SECURITY AGENCY PROVIDING SECURITY SERVICES FOR UNHCR OFFICE IN BELGRADE Overall Responsibility The security agency provides security services and protection to the personnel and premises of the United Nations High Commissioner for Refugees Office in Krunska 58 and Krunska 61. The security agency provides security guards trained to perform security services. In case of emergency, the agency ensures adequate response with its own staff and informs UNHCR Field Safety Advisor who informs the police. UNHCR is seeking for the following number of guards: Building in Krunska 58: 1 guard 24 hours/day and 1 guard 9 hours per day from Monday to Thursday (07:30 16:30) and 8 hours per day on Friday (07:30 15:30) Building in Krunska 61 1 guard 24 hours/day UNHCR requires that security agency identifies one person for the main building that will be in charge for day shift only. UNHCR office working hours UNHCR office hours are from 08:00 to 16:30 hours Mondays through Thursdays and from 08:00 to 15:30 hours on Fridays (except UN holidays 10 days per year). Specific Duties and Responsibilities of Security Guard: Controls entry and exit of people, check identification cards and admit visitors; keep the record of visitors as per Annex A: Access Instructions. Ensures physical integrity and safety of the UNHCR Premises (Krunska 58 and 61) and territory. Verifies that the persons entering the premises are either staff possessing UN ID cards, or visitors having an appointment. Visitors to be screened and logged in the Visitors Log Book and issued Visitor Badge. Patrols premises and grounds; monitor electronic surveillance equipment, maintain security of the office premises and goods, inspect exiting goods and report any irregularities. Ensures that unauthorized vehicles are not parked outside the premises. Reports to the UNHCR Field Safety Advisor any security incidents, demonstrations after the security incidents, suspicious activities and persons in the vicinity of the office. Informs relevant local authorities in case of emergency relating to the UNHCR premises such as interference, fire, etc. Immediately informs UNHCR Field Safety Advisor and/or local police of unattended vehicles/suspicious or emergency events in the vicinity of the UNHCR premises. 2
Informs immediately UNHCR Field Safety Advisor in case of receiving information on emergency situation with UN employee(s) or UN Personnel on mission in the country Ensures that all office machines, air conditioners, lights, etc. are turned off after office working hours. Inspects the UNHCR premises building and its territory after working hours every other hour outside of regular working hours. Ensure that windows are closed, electricity switched off, no water leakage. Acts politely and attentively with the visitors and while responding to the telephone calls. Informs immediately the relevant UNHCR Field Safety Advisor of any important security related messages received. Informs immediately the UNHCR Field Safety Advisor on all the detected weaknesses in the security system and violations of the pass regime. Controls admissions of authorized personnel and movement of UNHCR property into and out of the premises. Control/monitors the fire/security control alarm equipment. Ensure that alarm activations are handled promptly and properly. Provides fire prevention and fire fighting services (fire fighting course completed) During winter season ensures that area around the building is cleared from snow. If required performs clerical duties after office working hours (for example: faxing, photocopying). Perform other duties as required in agreement with the security agency. Prohibitions (during working hours): To do work that does not relate to the guards' duties; To sleep. To read books. To play table games; To watch movies or to perform any other activity that distracts the guards; To take alcohol; To desert the post; To delegate guarding to someone else without appropriate permission; To receive personal visitors at any time. Qualification Requirements For the Security Agency: To be officially licensed for provision of security services and registered with the competent authorities in full compliance with the laws of the Republic of Serbia. For Security Guards: High school diploma Appropriate security and firefighting training Previous work experience needed Good knowledge of English language required Computer literacy is an advantage Written confirmation from the police that person does not have a criminal record 3
Other important requirements for the Security Agency: - All security guards engaged in UNHCR premises must be hired by the Security Agency with fully regular employment contracts in accordance with the Labour Law in Serbia. Engagement of personnel with other types of contracts will constitute the breach of contract with UNHCR - Minimum wage as prescribed by Law for the year 2016 has to be paid to the security guards - All other benefits prescribed by Law have to be paid to security guards: social contributions, meal allowance, annual leave, sick leave, public transport allowance, health insurance for the security guards and their family members, and all other taxes prescribed by Law paid. The security agency shall be fully responsible for all work and services performed by its security guards, and shall for this purpose employ qualified, competent and well trained guards to perform the services under the Contract; The security agency shall take all reasonable measures to ensure that the its personnel conform to the highest standards of moral and ethical conduct. The UNHCR may, at any time, request in writing the withdrawal or replacement of any personnel of the security agency assigned to perform work or services under this Contract. The security agency shall, at its own cost and expense, withdraw or replace such personnel forthwith. A request by the UN for withdrawal or replacement of the security agency s personnel shall not be deemed as termination of the Contract; UNHCR shall not be liable for any action, omission, negligence or misconduct of the security agency s employees, agents, servants, or subcontractors nor for any insurance coverage which may be necessary or desirable for the purpose of this Contract, nor for any costs, expenses or claims associated with any illness, injury, death or disability of the security agency s employees, agents, servants, or subcontractors, performing work or services in connection with the Contract. Delivery: Service to commence as of 1 January 2016 following confirmation of an eventual order. Your offer, preferably in English, must clearly state and include the following: Firm price per hour in RSD (the price per hour should include full administrative and operational management of security guards, all above mentioned important requirements and provision of uniforms) It is strongly recommended that this Invitation to Bid and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process. Note: this document is not construed in any way as an offer to contract with your firm. 3. BIDDING INFORMATION 3. 1. ITB DOCUMENTS The following annexes form integral part of this Invitation to Bid: 4
Annex A: Access Instructions Annex B: UNHCR General Conditions of Contracts for the Provision of Services 2010 Annex C: Technical Offer (to be submitted in a separate envelope and marked SECURITY SERVICES - Technical Offer ) Annex D: Financial Offer (to be submitted in a separate envelope and marked SECURITY SERVICES - Financial Offer ) 3.2 SUBMISSION OF BID Your company s name must be visible on the envelopes. Offers must be received by registered mail or courier in double sealed envelopes marked not to be opened by registry latest by 16 December 2015-10.00 CET and should be addressed to: Secretary of the Local Committee on Contracts UNHCR Belgrade Krunska 61 11000 Belgrade Serbia ITB/SRBBE/ADM SECURITY SERVICES Not to be opened by registry Offers not addressed as such will not be considered 3.3 VALIDITY Your quotation should remain valid until 31 December 2015, during which period a purchase order, if placed, will be accepted by you. 3.4 BID ACCEPTANCE UNHCR reserves the right to accept the whole or part of your bid. UNHCR may at its discretion increase or decrease the proposed content when awarding the contract and would not expect a significant variation of the rate submitted. Any such increase or decrease in the contract duration would be negotiated with the successful bidder as part of the finalization of the Purchase Orders for Services. UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by UNHCR at its own initiative or in response to a clarification requested by a prospective supplier. Please note that UNHCR is not bound to select any of the firms submitting bids and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the bid considered most responsive to the needs, as well as conforming to UNHCR s general principles, including economy and efficiency and best value for money. 5
3.5 UNHCR GENERAL CONDITIONS OF CONTRACTS FOR THE PROVISION OF SERVICES Please note that the UNHCR General Conditions of Contracts for the Provision of Services 2010 (Annex B) will be strictly adhered to for the purpose of any future contract. The Bidder must confirm the acceptance of these terms and conditions in writing. 4. REQUESTS FOR CLARIFICATION Bidders are required to submit any request for clarification or any question in respect of this ITB by e-mail to Vesna Mitrovic at mitroviv@unhcr.org. The deadline for receipt of questions is 14:00 hrs on 10/12/2015. Bidders are requested to keep all questions concise. IMPORTANT: Please note that Bid Submissions are not to be sent to the e-mail address above. Thank you and regards, UNHCR Supply Unit - Belgrade 6