PROVISION OF DAY AND NIGHT SHIFTS MANNED GUARDS (RELAUNCHED)

Job Description

CALL FOR TENDERS 

PROJECT: ALL PROJECTS 

CO N T E N T S 

1 GENERAL PRESENTATION …………………………………………………………………………………………………………………………………….. 2 2 PRESENTATION OF PROJECTS ……………………………………………………………………………………………………………………………….. 2 2.1 BACKGROUND AND OBJECTIVES OF THE PROJECT …………………………………………………………………………………………………………………. 2 3 TECHNICAL SPECIFICATIONS, CUSTOMER EXPECTATIONS AND SCOPE OF WORK…………………………………………………………… 2 4 TERMS OF DEPOSIT……………………………………………………………………………………………………………………………………………… 3 5 SELECTION AND AWARD………………………………………………………………………………………………………………………………………. 4 5.1 CRITERIA ……………………………………………………………………………………………………………………………………………………………….. 4

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES (RELAUNCHED)  – 1 – 

Solthis is an international solidarity NGO whose objective is to improve prevention and access to quality health care  by strengthening the health systems and services of the countries where it operates. Solthis’ action is part of a  sustainable development approach in order to face the long-term challenges of public health in countries with  limited resources.  

2.1 Background and objectives of the project 

Therapeutic Solidarity and Initiatives for Health (SOLTHIS) is an international health NGO dedicated to strengthening  health systems and improving access to quality care in resource-limited settings and vulnerable populations.  

Operating in Sierra Leone since 2011, Solthis has its head office at 7 The Maze, off King Street Wilberforce – Freetown and a regional office at 15 Old Railway Line, Bo. It provides technical support at national, community, and  health facility levels, focusing on HIV, paediatric TB, Mpox and Sexual and Reproductive Health care quality.  

Context of the call for tenders 

To ensure safe, secured and a swift running of the day-to-day office functions, Solthis Sierra Leone is inviting  reputable private security companies in Sierra Leone to submit bids for the provision of Day and Night shift manned  guard security services for its two (2) offices. 

List of detailed technical specifications: 

3.1.1 Customer expectations 

To protect its premises and assets in Freetown and Bo offices, Solthis Sierra Leone is seeking the services of a reliable  and reputable security agency (with experience in manning INGO offices) to provide day and night shifts manned  guards’ services in both offices as quantified in the table above. Prospective agencies are required to share proof of  their eligibility and a proven track record of their experiences in providing satisfactory security services to at least  three (3) clients (must be INGOs) in Sierra Leone. Solthis will conduct a reference check and selection of a successful  agency for a long-term contract will be influenced by the outcome of those checks. Potential applicants are required  to provide a clear payment term including payment method, due time and any other related terms.  

3.1.2 Scope of Work for security guards 

The successful security service provider shall deploy qualified and properly trained security guards to provide  security services at SOLTHIS offices in Freetown and Bo. 

The guards shall be responsible for, but not limited to, the following duties:

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES (RELAUNCHED)  – 2 – 

1. Access control 
2. Control and monitor access to SOLTHIS premises. 
3. Verify the identity of visitors and ensure that all visitors are properly announced and registered at  the security post upon entry. 
4. Prevent unauthorized access to SOLTHIS facilities. 
5. Premises security 
6. Protect SOLTHIS staff, visitors, assets, equipment, and premises. 
7. Monitor all entry and exit points during assigned shifts. 
8. Conduct regular patrols of the compound and surrounding areas where applicable. 
9. Visitor management 
10. Maintain a visitor register. 
11. Ensure visitors remain in designated waiting areas until received by the concerned staff member. 4. Incident reporting 
12. Record and immediately report any security incidents, suspicious activities, accidents, thefts, or  breaches of security to the designated SOLTHIS focal point and the security company supervisor. b. Maintain accurate daily occurrence and incident logs. 
13. Emergency response 
14. Respond appropriately to emergencies, including fire, medical incidents, theft, intrusion, civil unrest,  or other security-related events. 
15. Support evacuation procedures when required. 
16. Office opening and closing procedures 
17. Assist with office opening and closing procedures as instructed by SOLTHIS. 
18. Ensure offices, gates, and access points are properly secured outside working hours. 
19. Professional conduct 
20. Maintain a professional appearance and always wear the prescribed uniform while on duty. b. Demonstrate courteous and respectful behaviour toward staff, visitors, partners, and community  members. 
21. Maintain confidentiality regarding all information obtained during the performance of duties. 8. Compliance 
22. Comply with all applicable laws and regulations. 
23. Adhere to SOLTHIS’ Code of Conduct, Safeguarding Policy, and Security Procedures. 
24. Refrain from consuming alcohol or illegal substances while on duty. The security company shall  ensure adequate supervision of deployed guards and provide timely replacement of absent  personnel to guarantee uninterrupted security coverage. 

The security company shall ensure adequate supervision of deployed guards and provide timely replacement of  absent personnel to guarantee uninterrupted security coverage. 

• The bid will present: 

Potential bidders must submit Administrative, Technical and Financial offers in a sealed envelope with reference  “CALL FOR TENDER FOR THE PROVISION OF DAY AND NIGHT SHIFTS MANNED GUARDS – SOLTHIS SL” and must be  clearly detailed. No external information identifying the bidder should appear on the envelope.

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES (RELAUNCHED)  – 3 – 

✓ Administrative documents in force for the bidder: 

▪ Certificate of business registration  

▪ Recent and updated certificates clarifying regulatory tax declarations, Tax Identification Number (TIN) and  proof of tax payment for the previous year.  

▪ Evidence of Public Liability Insurance.  

▪ Evidence of NASSIT compliance.  

▪ Company profile and organizational chart.  

▪ Description of guard training and supervision arrangements.  

▪ Confirmation that all deployed guards have undergone criminal background checks. 

Please note that administrative documents are mandatory, bidders who fail to present any of these documents will  be eliminated from this call for tenders. 

✓ A synthetic technical proposal showing:  

▪ The mandate of the bidder 

▪ Documents attesting that the bidder can practice in the field requested: a minimum proof of registration  in the required Trade Register.  

▪ The bidder’s references for similar services, at least three (3) recommendation letters from current clients.  

✓ A detailed financial offer specifying in particular: 

▪ Monthly unit costs per guard, amount per location before tax, overall cost after tax (fixed prices, non reversible for the entire offer validity period) 

▪ The validity period of the financial offer should be at least for a year.  

▪ Terms of payment: due date, payment method, etc.  

All the documents mentioned are very useful in the evaluation process and failure to submit any of these documents  will reduce bidders’ chances of selection.  

• Deadline for receipt of offers: before 16:00 GMT on 8th July 2026.  
• Sending method: both technical and financial documents should be sent in a sealed envelope and dropped in  the tender box at Solthis office – 7 The Maze, off King Street, Wilberforce, Freetown. Offers received via other  means and after the submission deadline will not be considered.  

Any request for clarification should be sent by e-mail to the following address: logistician.sl@solthis.org, and copy  dirpays.sl@solthis.org  

5.1 Criteria 

The proposals received will be evaluated by the internal selection committee on the following criteria:

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES (RELAUNCHED)  

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• 5.2. Additional conditions for award 

SOLTHIS reserves the right to conduct reference checks, site inspections, and verification of submitted documents  before making a final award decision. The contract may be awarded to the bidder offering the best overall value for  money rather than the lowest price. 

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES (RELAUNCHED)  – 5 –