To: All potential registered companies Interested and providing Guards/Security Services.

Subject: Call for Expressions of Interest for Guards/Security Services at Management Sciences for Health (MSH) Offices premises

BACKGROUND AND SCOPE OF WORK FOR PROVISION OF OFFICE SECURITY

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Provision of Security Services to Management Sciences for Health (MSH) Office premises at Kigali City, Gasabo district, Kacyiru Sector, Kamatamu Cell, Urugwiro Village, KG 5 Ave 48, for a period of twelve month as follows:

• Provide 2 guards per shift – night and day.
• During the daytime and nighttime shifts, there is a stand post at the office main gate located at the entrance to the compound on Kigali City, Gasabo district, Kacyiru Sector, Kamatamu Cell, Urugwiro Village, KG 5 Ave 48.The post should be manned at all times.
• Make hourly physical inspection of the perimeter both day and night; ensure doors and windows are secure and premises are clear.
• During the day shift, ensure that all visitors are announced to the reception desk PRIOR to being admitted; let the visitor in only if authorized by reception. Visitors are not allowed to enter the premises outside of normal office hours or on weekends unless specific authorization is provided IN WRITING prior and visitor is accompanied by an MSH staff person.
• Log all visitors in, including arrival time, departure time, name of visitor and business they represent and the person he/she is visiting, vehicle details and license number. Visitors should leave their identification before proceeding to office.  NO EXCEPTIONS.
• Check that all stock items removed from the premises, such as computer and audio visual equipment, are accompanied by a fully signed gate pass document authorizing their release, duly signed by the Director Financial Management & Operations (DAF) or duly designated representative. Keep one copy of this document. Maintain a copy for the files. 
• Guards will NOT receive/hold keys or packages – NO EXCEPTIONS. All deliveries, packages, etc. are to be officially received and distributed by reception.  Receiving keys, packages or performing duties outside of those in your guard orders may result in removal from post.
• Do not provide any information about employees of MSH to anyone. If someone insists on information take note of the person’s details, or car driven, and report to your Shift Supervisor and DAF.
• The guards will maintain constant surveillance of the grounds, being alert for any problems or disturbances. In the event of any notable insecurities, the guard will immediately notify the Shift Supervisor.
• The guard has rights to deny access of any persons to the premises.
• The guard will be on constant alert for criminal surveillance directed at the office or staff. If hostile surveillance is detected, the guard will report it to the Shift Supervisor and the DAF Also, an Incident Report will be prepared and an entry in the Post Log will be made.
• In cases of insecurities or crimes in process, the guard may summon the mobile patrol guards on patrol in the area or local police for assistance.
• Inspect all vehicles with a mirror detector.
• All equipment (including radios, search mirrors etc.) will be provided by the Security Services
• Night shift guards must be equipped with a flashlight and spare batteries. 

HOURS OF WORK

1. 12hrs from 0700hrs-1900hrs - day shift.
   • Lunches and breaks are to be rotated between two guards, to ensure constant guard presence at post.
2. 12hrs from 1900hrs-0700hrs - night shift.
   • Lunches and breaks are to be rotated between two guards, to ensure constant guard presence at post. 

GENERAL DUTIES AND REQUIREMENTS OF A SECURITY OFFICER ON DUTY

1. While on duty should be alert and sober.
2. Dressed in smart official company uniform which is in good repair.
3. Should keep time, including arrival at work and return from lunch or breaks.
4. Should not engage in long and unnecessary conversation with visitors or other guard, including phone calls.
5. Should do frequent patrols and record each patrol in Occurrence Book.
6. Should only hand/take over duties from a security officer dressed in official uniform, and the handing/taking  over  must  be  recorded  in  the  provided Register.
7. Where in doubt she/he should request the incoming guard to produce an official duty slip issued and signed by a designated Security Group company representative.
8. Since the tour of duty covers 12hrs a shift, the security officer should make provision for carrying packed meals when she/he reports for duty. Meals are not provided by MSH.
9. Should ensure that he/she adheres to “Code of Conduct” of MSH. 

ACCESS CONTROL

1. Should record all visitors in the Visitors Book.
2. Should conduct searches on persons, luggage and vehicles entering and leaving the premises.
3. Should record details of contractors to the company in the Occurrence Book.
4. Should get clearance of any intending visitor before he/she is allowed in.
5. Ensure that all gates are locked at all times.
6. SPECIAL INSTRUCTIONS
7. Ensure that you know how to operate the generator.
8. Should know how the gates are operated.
9. Ensure that you do not tamper or remove any item from the assignment without permission from MSH.
10. Should not enter any vehicle or restricted areas within the premises.
11. Should be prepared and equipped (phone, radio or panic button) to contact Security Control and/or local police, fire or ambulance in the event of emergencies.
12. Should shout and whistle to scare intruders and  alert  people  in  the neighborhood.

DISCIPLINE

1. Should dress according to company dress regulations.
2. Should be clean and well groomed.
3. Be courteous, polite, and firm during one’s time of duty.
4. Be punctual and report on duty in a sober, rested state.
5. Should comply with the company regulations and instructions.
6. Should not abandon his/her duty post until one is relieved by incoming security personnel.

COMMUNICATION

1. Any incident must be reported to Security Group control room.
2. If uncertain of an incident, request assistance from control room/supervisor and client.
3. The Assignment is subject to inspections by Security Group supervisors, duty officers and inspectors at any time after proper identification.

SECURITY OFFICERS SHOULD NOT ALLOW THE FOLLOWING.

1. Do not accept food from strangers.
2. Do not accept gifts or receive bribes.
3. Do not allow unauthorized people to access the premises e.g. food vendors, hawkers, private visitors etc.
4. Do not be rude to visitors or staff.
5. Do not allow unauthorized vehicles to park in the parking yard reserved for MSH visitors, this includes after hours.
6. Do not fetch water from the client premises.
7. Do not abandon guard post until after handing over/taking over properly to the reliever.
8. Do not light fire at the premises or use unauthorized heaters. 

Interested bidders who fulfill the requirements are requested to submit their Expression of Interest via e-mail to: nhabimana@msh.org and dparadis@msh.org no later than COB, Friday, 21^st July 2023. All EOI responses must be submitted with the subject line: “EOI-Guards/Security Service Provider” and include the following information:

1. Company’s Full Legal Name and registration certificate in Rwanda.
2. Company’s Full Legal Mailing Address in Rwanda.
3. Company’s Website URL.
4. Full Name, Telephone, and email address of authorized official to whom our communication will be sent.
5. How many years has your Company been providing Guards/Security Services in Rwanda?
6. Evidence of past engagements e.g. Contract letters, purchase orders etc..
7. Recommendation letters from other organizations which you are currently providing services to or have provided services to in the past.