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Catholic Relief Services
We work with organizations around the world to help poor and vulnerable people overcome emergencies, earn a living through agriculture and access affordable health care.
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Name of Tender : Call for Specialized Security Service Providers - Guarding CRS offices / locations in Sudan
Tender Number: CRS-RFP-PSD-17/2024
Deadline Submission date: 26/3/2024– 4 :00 PM Please submit your bid to this email only. tenders.sudan@crs.org
For further information please contact:
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اسم العطاء : التعاقد مع شركات متخصصه في الخدمات الأمنية- تامين مكاتب ومواقع عمل المنظمة في السودان. CRS-RFP-PSD-17/2024. تاريخ انتهاء التقديم: 3/26/ 2024– :00 04: بعد الظهر
الرجاء ارسال عرضكم فقط على العنوان: tenders.sudan@crs.org :
لمزيد من المعلومات يرجى التواصل مع: |
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Dera Sir / Madam, CRS Sudan is looking for specialized Security compagnies to provide the items/services shown at a competitive price and with high quality.
General Requirements 1. Must be registered to conduct business and in compliance with federal government tax regulations in Sudan. 2. Experience supplying International Organizations, Non-Governmental Organizations, or large private companies will be an advantage. 3. CRS retains the right to reject, cancel, negotiate, amend, split and accept any offer, without consideration of the lowest offer. 4. This is an invitation to vendors and is not a promise or obligation that CRS will contract with suppliers through the submitted offers. 5. Relevant bid committee may request for physical samples of some items during evaluation process of bids. |
سيدي / سيدتي العزيز(ة) هيئة الإغاثة الكاثوليكية برامج السودان تبحث عن شركات متخصصه في تقديم الخدمات الأمنية وفق الخدمات المشار إليها أدناه بأسعار منافسة وبجودة عالية. متطلبات عامة: 1. يجب أن يكون مسجلا لإجراء الأعمال التجارية مع ما يتوافق ولوائح الضرائب الحكومية في السودان. 2. الخبرة في تزويد المنظمات الدولية، المنظمات الغير حكومية، أو الشركات الكبيرة الخاصة ستكون ميزة. 3 . تحتفظ هيئة الاغاثة الكاثوليكية بالحق في رفض، إلغاء، التفاوض، تعديل، تجزئة وقبول أي عرض، دون النظر الى أدنى عرض. 4. هذه دعوة للموردين وليس وعد أو التزام من هيئة الإغاثة الكاثوليكية للتعاقد مع الموردين من خلال العروض المقدمة 5. قد تقوم لجنة الإحالة المعنية بطلب نماذج عينية لبعض المواد اثناء عملية تقييم العروض. |
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Payment Terms
3. Payment shall be made upon verification and acceptance of services according to contract Purchase order |
شروط الدفع
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Acceptance of Payment Terms Do you accept the above payment terms?
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الموافقة على شروط الدفع: هل توافق على شروط الدفع اعلاه:
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Requested Information The submission must include:
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يجب تقديم ما يلي: يجب ان يتضمن التقديم ما يلي:
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Bid Requirements Offers that do not meet the following will be automatically rejected regardless of price:
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معلومات ملء العطاء سوف يتم رفض أي عطاء لا يلتزم بالشروط أدناه بغض النظر عن السعر:
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Delivery Instructions: Complete and stamped and signed offer can be submitted by email to tenders.sudan@crs.org Please note, this email address only receives offers, and does not reply to any questions or email. For any inquires or information requests, please send your message to Procurement_Sudan@crs.org
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تعليمات التسليم: يجب تقديم العطاء الكامل والمختوم و الموقع عن طريق عنوان البريد الالكتروني tenders.sudan@crs.org هذا البريد الإلكتروني مخصص فقط لاستلام العروض ولا يمكنه الرد على اسئلتكم او رسائلكم. . في حاله وجود أسئلة او استفسارات الرجاء مراسلتنا على العنوان التالي:
من خلال تقديم الملف المختوم كاملا" بصيغة PDF . يجب ان يذكر البريد الالكتروني المرسل على رقم العطاء وهو (CRS-RFP-PSD-17/2024/) وإلا سيتم استبعاد العطاء. يجب ان لا يتجاوز حجم المرفق 15 ميجابايت على ان لا تتجاوز السيرة الذاتية للشركة اكثر من 10 صفحات.
يجب تقديم العطاء الكامل والمختوم و الموقع مع كافة الوثائق المطلوبة في ظرف مغلق يكتب عليه رقم العطاء CRS-RFP-PSD-17/2024.) ويسلم الى مقر المنظمة في بحى المطار شارع السلك مربع 14 منزل 73
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Experience Reference List
قائمة مراجع الاعمال السابقة
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Name of Organization أسم المنظمة |
Name of Person أسم الشخص |
Name of Project أسم المشروع |
Project Start Date تاريخ المباشرة بالمشروع |
Project duration مدة تنفيذ المشروع |
Phone Number رقم الموبايل |
Email Address البريد الالكتروني |
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Company/owner name: أسم الشركةأو المالك: |
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Legal address: العنوان الثابت: |
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Telephone Number: رقم الهاتف: |
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Email: عنوان البريد الإلكتروني: |
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Representative Name اسم الممثل: |
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Do you have partnerships with any other companies (such as shared management / staff / office / bank account)? Do you cooperate with any other companies in preparing offers or providing of goods or services? هل لديك شراكات مع أي من الشركات الأخرى ( مثل إدارة / الموظفين / المكتب حساب مشترك / البنك) ؟ هل تتعاون مع أي من الشركات الأخرى في إعداد العروض أو توفير السلع أو الخدمات؟ |
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If the answer for previous question is yes, please provide details here including the names of partner companies. إذا كان الجواب عن السؤال السابق نعم ، يرجى تقديم التفاصيل هنا بما في ذلك أسماء الشركات الشريكة |
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Other comments: ملاحظات اخرى: |
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Experience / references for the related work of experience (Please attached any related contract, purchase order, certificate, etc.) that does not exceed 10 pages. References MUST include contact information. يجب ان يحتوي على عناوين الاتصال من مراجع الخبرة المرجع من الخبرة ( الرجاء ارفاق دليل من الاعمال السابقة ذات الصلة من عقود اوراق شراء , ورقة اتمام عمل , اخرى ) لا تتجاوز عشرة اوراق. |
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Signature : التوقيع
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Date:التاريخ:
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INVITATION TO TENDER
CRS Sudan invites competent and qualified security companies to submit their bids for the following.
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S/no |
Category Reference |
Ref: No. CRS-RFP-PSD-17/2024 |
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1 |
Security Services in Port Sudan different states as stated in the SoW. |
06/3/2024 |
Offers submission closing date: 26/3/2024.
CRS seeks to minimize the risk of harm to all staff & partners through the implementation of comprehensive security procedures. CRS also seeks to protect material resources (commodities, equipment and buildings).
Specifications for goods/Services required.
Contractors are required to be guided by the Scope of work attached with all specifications to ensure that each location is secured up to the required standard.
Bidding process
This is a competitive bidding process and prospective bidders are required to make individual bids for the provision of this service which individually relates to their capacity to deliver the required service.
Eligibility: Only qualified & licensed security service companies are invited to bid.
Shifts: Service is based on 24X7 days, 2 guards per location. Shifts are 8 hours per guard but can be extended as per operational requirements up to maximum 12 hours per guard.
Timesheet
Contractor must submit signed timesheet for each location including signature of supervisor and CRS official staff. Specific forms will be attached to the service contract.
Performance Monitoring
CRS will make regular assessments of the general quality of the Services. CRS’ has the right to monitor, regardless of whether exercised, does not relieve Contractor of its obligations under Contract. CRS has the right to nominate certain individuals to be part of the selected company employment and to work in locations to be agreed upon between the two parties.
Past performance
Bidders are expected to show evidence through references of their ability to execute this service by listing their experience and past performance of conducting similar or related works in Sudan. CRS may reach out to the referenced companies as part of awarding process and any falsification of information may lead to disqualification of bids.
Quotes
All bids for this work are to be made in SDG & USD separately and broken down according to Scope of work for each location in attached documents.
Delivery date
Selected company / companies will be required to commence full service in respective locations as stated in the scope of work.
Payment process
CRS will agree on this with the successful bidders and will be included in the final contract that will be signed between CRS and successful bidder.
Submission of bids
All bids for this service are to be submitted to the addresses stated below as hard copies sealed in envelopes and clearly stated “Security Services in Port Sudan & Elgatarif” and / or as electronic copies through the email address tenders.sudan@crs.org.
- CRS office Port Sudan, Elsilk street, Elmatar, Block 14, House 73.
Closing Date & Time:
All bids through email or sealed envelopes must be delivered before.
04;00 pm. 26/3/2024
Communication
Incase further clarification of the RFP document please send your full enquiry to sudan.procurement@crs.org
Administration costs
All bidders are required to state separately administration costs by category and duration. A clear breakdown of offer is required to show percentage of individual guard monthly net salary
Scope of work General Procedure, Number, Location and Performance
- Primary Function:
Access control and Documentation
- Responsible of day-to-day CRS Security Compound in all locations. All events in around the site or occurring outside the side should be mentioned in the Site Log Book (SLB).
- Maintain strict access control of the movement into to compound.
- Responsible to record all events in chronological order in the (SLB). It is very important that the correct time, date, place, the register number in the SLB, the name of the person and event description.
- Record details of all visitors into the compound. Make sure security regulation are followed regarding identification of visitors and the visit purpose.
- Patrolling the compound during night shifts and at weekends and record patrolling hours.
- Monitor and record movement of assets and Materials in-out of the location.
- Residents: Arrival and departure of residents, staff and privet VIP visitors are not to be recorded except at the request of the resident.
- Non-Residents: All access of those who are not residents or privet visitors (cleaners, gardeners, partners, electrician, plumper, contractor, supplier etc….) will be given if authorized by the resident (prior information, or after telephone contact….).
- For authorized access the following information will be recorded:
- Date and time of arrival and departure.
- Names of visitors
- Registration plate of the vehicle.
- Purpose of the visit.
- Security Guard must ensure that no unauthorised person will be found on the site after duty hours (e.g. Cleaners, security guards out of service and the staff employed without approval document of staying after the working hours).
- Gate, Entrance / Exit norms
- Gate must remain closed when not in use.
- The security guard should always be found outside the site: gate or very close perimeter (exception for when is using the toilet, which normally inside or performing prayers).
- The gates should be opened only for the residents and authorized visitors.
- All entrance must be closed at any time.
- Breakdown of access gates or access system should be reported immediately.
- The entrance should never be receding from the presence of a security guard.
- All house staff should be able to identify themselves to security guard, if requested to do so.
- Anyone entering the site must be identified by the security guard before being granted entry.
- The security guard must know the specific requirements for documents required for the exit of the housing property, authorized signature for realize of site property and what to check on the document and what to do in case of information does not match the document.
- Patrolling perimeter General procedures
- All unused gates are properly closed; ensure that the locks are in place.
- The walls and /or fencing of the perimeter (pikes, barbed wire, and others) are in good condition and cannot be pierced.
- Ensure the exterior windows are intact, locked and secured.
- The locks are intact and solid.
- No devices or anything else piled up one meter (inside or outside) of the wall/fence perimeter may facilitate unauthorized access.
- Check all the external perimeter every 30 minutes.
- Check the site on a random basis by inspecting the unusual object like (Garbage can, Bush, Carton boxes and Abandoned containers).
- Report any act or unsafe condition observed during the patrol and record them in the SLB.
- All other specific requirements of perimeter security are observed.
- Guardroom is the often the first-place visitors see, when they enter the site. Therefore, the guardroom and surrounding need to be always neat and clean:
This applies to:
- Keep cabinets neat and clean.
- Store brooms and cleaning supplies when not in use.
- No papers on the ground.
- Folders and briefcase kept where indicates.
- No dirty cups and food on the ground.
- Site: Although to keep the site clean is not a security Guard task, the guard must assist the resident:
- Reporting any cleaning problems observed on the site.
- Keeping neat and clean his own are of responsibility.
- Pick up litter wherever possible; never ignore a piece of paper on the ground.
- Task related to Generator and Some Accommodation
- Perform frequent checks on the generator to ensure that it always gas fuel & Oil. This must be done daily as well as every time the generator is started.
- Inform Admin assistant when fuel is running low so that an inventory of fuel and oil always be kept on hand.
- Switch on the generator whenever requested by the admin assistant or his assigned.
- Ensure that there is always enough water in the hand washing containers, refill whenever necessary.
- Ensure the drinking water containers are always adequately filled by checking regularly.
- Check the water jugs in the latrines several times a day and refill them when necessary.
- Make sure on Thursday that there is enough water in the reserve containers to last until they can be refilled on Saturday.
- Water the plants on the compound as per instruction from the supervisor.
- Security guards shall respond to all requests for emergency assistance regardless of the nature and the time of the emergency.
- Contact police and/or other emergency response department/personnel as required in the event of an emergency.
- All other related duties as required.
- Rules and Regulation:
- CRS forbids any smoking, drinking, drugs, and substance abuse by service provider staff during working hours.
- The Guard is expected to treat all staff and visitors with respect. While in duty guard must be friendly and polite in dealing with the resident and staff but avoiding familiarity.
- Under no circumstances shall the guard entertain personal visitors within the compound.
(EXCEPT AS APPROVED BY IMMEDATE CRS STAFF)
- Security Guards shall always wear uniforms and must clearly identify the name of the security company and the name of the individual security guard and maintain full appearance.
- Service provider shall ensure that continuous coverage is maintained during shifts changes. Under no circumstances, will there be a total absence of security service personnel during working hours, a reserve must be sent immediately to replace the missing guard.
- Security guards are not allowed to borrow or accept money from the resident.
- Security guards are not allowed to sit, touch, or try to drive resident vehicles.
- No security Guard may get into the reserved areas, if he has not received permission to do so.
- Security guards must comply with acceptance standers of hygiene.
- No security Guard will leave the site before the arrival of his replacement.
- No security Guard will leave the site if the handover of tasks and equipment is not done and recorded and signed in the Site Log Book SLB (both guards have to sign): if a new security guard is assigned (permanent/temporary) to the location, its mandatory to make a tour of the location and to be briefed regarding the sensitive issues and standard procedures also the admin and security should departments be informed.
- All the replacement of the guards in the residence and accommodation needs to be notified 24 hours in Advance via email, Phone call, Text MSG or physically. If for any unforeseen reason, the change is done just before the start of the shift, the resident will be notified using the same method.
- The email/ SMS / CALL should contain the reason of replacement, name of the new guard, period of replacement.
- Provision of full supervision and monitoring the performance of the security guards.
- Clean pressed uniform and boots polished.
- Personal Hygiene- male guards could be clean shaven. Female guards keep hair above collar height, if not wearing hijab.
- Security Agents report on duty 15mins before time and conduct proper handover and check can be done. Ensure there is a Security Agent on the duty as others perform handover check.
- Incident whilst on duty should be reported to both CRS Health-Safety-Security Manger and the Security Agent supervisor.
- Introduction of CRS visitor’s badge. A visitor will leave their identification with the guard and will pick it up when leaving and handover back the CRS Visitor ID badge.
- Ensure proper crowd control at CRS premises and before the introduction of a front office member. Whenever there is a guest at CRS office, a guard should escort the visitor up to the CRS Front-Desk Receptions.
- Ensure all security guards at CRS offices comply with industry safeguarding standards including prohibiting all forms of harassment, sexual harassment, exploitation, and abuse, including sexual exploitation and abuse, and trafficking in persons. All sexual activity with a child, defined as person under the age of 18 years, is considered sexual abuse regardless of local age of consent.
- CRS may request from services provider immediate dismissal of the guards as result from the following:
- Drinking alcoholic beverages, being in a drunken state, showing characteristics of drugs or other substance abuse.
- Theft of any equipment, commodity or item that belongs to CRS.
- Gross negligence of allocated tasks.
- The performance rate is less than the accepted rate for the guard and company performance, that may lead to change the guards or notified warning to the company.
- Failure to comply with any of the above- mentioned regulations.
- The area to focus :
The company should provide detailed information on the below request items.
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Description |
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#Of years of Experience |
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The Company Management system |
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Company Security Guard SOPs |
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Site Security and Management Plan |
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Guard selecting criteria and contracts |
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Performance & Evaluation of Guard procedures |
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Reserve Plan and shifts time |
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Training programs |
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The procedures for un obligation manner of guard, absents. |
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Supervision |
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Emergency response and Communication procedures |
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Uniform & Equipment |
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Rate of Staff benefits (net salary and others) from total amount 100% the expected not less than 65%. |
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Dealing with CCTV, reporting and reception procedures. |
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Coverage & present in Sudan |
- Equipment
- Flashlight (Torches).
- Cell phone with full subscription for communication between security guards and supervisors.
- Rubber stick (non-electric).
- Raincoats and Rain boots.
- Winter coats.
- Whistles.
- Numbers of the Guards by location:
- Red Sea:
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S/N |
Location |
Number of Guards required |
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Port Sudan office & Guesthouse |
7 |
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Total Number of the guards in PS |
7 SG |
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S/N |
Location |
Number of Guards required |
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Geneina Main office |
10 |
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Geneina Store |
6 |
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Genina GH NO.4 |
6 |
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Genina GH NO.5 |
6 |
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Mornei Office + GH |
6 |
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Mornei Warehouse |
6 |
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Habila Office + GH |
7 |
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Habila warehouse |
6 |
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Forobaranga Office & GH |
6 |
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Forobaranga Warehouse |
6 |
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Total Number of the guards in WD |
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- Central Darfur:
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S/N |
Location |
Number of Guards required |
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Zalingei Office |
7 |
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Zalingei GH |
7 |
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Zalingei Store |
6 |
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Um Dukhun Office & GH |
7 |
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Um Dukhun Warehouse |
6 |
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Mukjar Office + GH |
7 |
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Garsila Warehouse |
6 |
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Bendisi Warehouse |
6 |
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Delage Warehouse |
6 |
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Umkhair Warehouse |
6 |
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Rokero Office & GH |
7 |
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Rokero warehouse |
6 |
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Funga Warehouse |
6 |
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Golo Office & GH |
7 |
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Total Number of the guards in CD |
90 SG |
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- East Darfur:
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Location |
Number of Guards required |
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EL Daein Main office |
7 |
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EL Daein Guest house |
6 |
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Total Number of the guards in ED |
13 SG |
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- EL Gadaref, Kassala, River Nile & Northern States:
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S/N |
Location |
Number of Guards required |
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EL Gadaref office and GH |
7 |
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Kassala office and GH |
7 |
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River Nile office and GH |
7 |
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Northern office and GH |
7 |
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Total Number of the guards in Gedaref/Kassala/River Nile/ Northern S |
28 SG |
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Total Number of Guards per each State
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S/N |
Location |
Number of Guards required |
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Red Sea |
7 |
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Central Darfur |
90 |
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West Darfur |
65 |
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East Darfur |
13 |
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EL Gadaref |
7 |
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Kassala |
7 |
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River Nile |
7 |
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Northern |
7 |
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Total Number of the guards in Sudan |
203 SG |
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Payment of Guards:
Guard Salaries is playing an important and main part in the security services to ensure that the Guard will perform in level of professionalism of Guarding and taking care of the location also applying the
Supplier offers must detail guard monthly salaries separately from the company administrative fee / profit. The administrative fee (including management costs, training, uniforms, etc) shall not exceed 30% of the total offer.
The payment will be based on the actual number of security Guards during the month that is shown on the security Guards attendance sheet in each location by the Operation / Security focal person.
Supplier is responsible for all payroll taxes, benefits, leave, and other requirements per Sudanese labour law. CRS reserves the right to request and review monthly payroll documents.
- Evaluation of Company (KPIs):
The supplier performance will be monitored via a set of clear Key performance indicators (KPIs) as set out in the table below. CRS Operation and Security leads will monitor performance and rate the supply at each location using the system below:
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CRS KPI’s (Guard's) |
FY24
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Performance Evaluation Rating Per Month – Rate ( 1 – 5 ) |
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Month |
Apr |
May |
June |
July |
Aug |
Sept |
Oct |
Nov |
Dec |
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Punctuality (are staff on site in a timely manner) |
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Uniform (are staff clean and tidy,) |
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Is there an up-to-date copy of Guard orders and procedures in the Gate (These are the suppliers orders not CRS) |
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Are supervisory visits being performed |
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Is there evidence of refresher training |
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Incident reporting. Are incident reports delivered in a timely manner. |
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Does the supplier turn up for scheduled monthly meetings. |
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Does the supplier react to requests in a timely manner. |
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Total |
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Score |
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Less than 20 |
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20 to 30 |
Satisfactory performance but requires improvement immediately. |
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31 above |
Supplier operating to or beyond CRS requirements. |
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