Terms of Reference -Provision of Office security Services

1. **Organization**

Terre des hommes is the leading Swiss child relief agency. We are committed to improving the lives of millions of the world's most vulnerable children. Children are the first to suffer in times of war, natural disasters and because of poverty. At Terre des Hommes, our goal is to steadily improve the conditions of the most vulnerable children worldwide.

## 2.0 Objective

The contract with the selected security service provider will cover safety, security, and related services, including guarding duties, office security management, access control, visitor registration and record keeping, parcel and personal searches, vehicle searches for individuals entering Tdh-Kenya premises, and any other security-related duties. The provider will also advise on measures to reduce safety and security risks and coordinate with Tdh-Kenya management.

Tdh-Kenya currently needs one (01) guard during day and two guards (02) at night (Total of three guards)

## Safety and Security Policy

Security service provider (contractor) is expected to provide and be compliant with the following requirements;

- The security service provider should issue uniforms to the security guards which exemplify the company logo as well as the uniforms.
- The security service provider must assign guards to a single shift only and ensure they receive adequate time off to rest and recover.
- Security guards must be trained in basic security management and receive ongoing refresher training at the security service provider’s expense.
- Tdh-Kenya official language is English and Kiswahili; therefore, the individual security guards who are deployed to Tdh-Kenya office should be conversant in English (Speaking, writing and reading).
- A high level of discipline and punctuality is essential for performance.
- Guards deployed must be adults with physical fitness, competent, experienced, of integrity and ability to perform the assigned duties.

## Scope of Work

The services required under these Terms of Reference shall include, but not limited to, the following;

### Duties and Responsibilities of the contractor/Service provider:

- To ensure physical integrity and safety of the Tdh-Kenya Office premises and assets.
- To screen, control of all arriving visitors/staff/vehicles as per Tdh-Kenya’s standard.
- Verify that all people entering the office premises have valid ID cards or badges, or that visitors have appointments.
- Screen all visitors, record them in the Visitors Logbook, and issue visitor passes where necessary.
- To Monitor and log all the movements of the office property and vehicles in and out of the premises
- To inform immediately responsible Official/Security focal person, relevant local authorities in case of emergency relating to the office premises such as interference, crowd, fire etc.
- Carefully inspect each item received and immediately notify the relevant staff member upon arrival, especially during weekends.
- Immediately inform responsible security focal person or local police of unattended vehicles/suspicious or emergency events in the vicinity of the office Premises.
- Ensure all rooms are closed and locked, electricity is switched off, and there are no water leaks after office hours.
- Provide the necessary facilitations, meals and working tools for the guards
- To leave the place of duty only with permission of the Security Focal Point.
- To be polite and attentive with the visitors and while responding to the telephone calls. To immediately inform the relevant security focal person/Tdh-Kenya of any important security related messages received.
- To inform immediately to Security Focal Point on all the detected weaknesses in the security system and violations of policies
- Provide 24-hour 7 days (24/7) security management of the office while ensuring 24-hour man guarding service at the Tdh-Kenya premises.

### Requirements for the Service Provider (contractor)

1. All personnel deployed by the security Contractor for performance of work within the scope of the contractual agreement should be fully qualified as Security Guards, in accordance with all relevant laws of government of Kenya.
2. The security Contractor shall also be required to provide additional security personnel on an as-and when-required basis, following the receipt of authorized written request from the Offices, at the rates set out in the Contract.
3. The Contractor will supply the uniform and train guards for the duty.
4. The name list of the security personnel to be deployed on Tdh-Kenya duty to be provided to be shared by Tdh-Kenya focal point upon start of the agreement. Any changes in personnel should be notified immediately of the respective security focal person.
5. The security personnel supplied will be employees of the Contractor and all statutory liabilities will be paid for by the Contractor, such as their monthly salary, provident fund, medical insurance and other compensations whatsoever.
6. The Contractor should be liable to cover (Insurance) its security personnel for personal accident and death whilst while performing the duty.
7. The Contractor will provide adequate supervision to ensure proper performance of the deployed personnel in accordance with the prevailing assignment instruction agreedupon between the two parties.
8. All necessary reports and other information will be supplied on a mutually agreed basis, and regular meeting will be held with Tdh-Kenya regarding security personnel’s performance.
9. The deployed security personnel will take proper and reasonable precautions to preserve any loss, destruction, waste or misuse the area of responsibility given to her/him by Tdh-Kenya
10. The Contractor will be responsible to ensure safety and security of Tdh-Kenya’s property and equipment entrusted to its deployed personnel.
11. Maintain control of the parking access,
12. Conduct ad hoc inspections to ensure that all services are guaranteed by the security guards of the company.
13. Advise the Tdh-Kenya on possible security measures to improve security service delivery in the Tdh-Kenya premises
14. Conversational knowledge of English is mandatory for the deployed guards
15. Any others will be as per prevailing laws of Kenya or as per mutual discussion and agreement.
16. The management of Security Agency is responsible for the direct supervision of deployed security guards.

## Deliverables

- Office premises and Tdh-Kenya staff are always kept safe and secure,
- All visitors to Tdh-Kenya office are checked and registered including the particulars of any vehicle or motorcycles used,
- Visitors book maintained in good condition with all the required details,
- Timely security advice provided to Tdh-Kenya,
- Proactive notification of changes to security laws, policies and other related topics that may be deemed to have a material impact on Tdh-Kenya’s operations in country provided.
- Any security threats to Tdh-Kenya office averted,
- Office premises are always guarded,

### Mandatory requirements

The following documents are mandatory when submitting bids.

- Proof of membership in security bodies like the Kenya Security Industry Association (KSIA).
- Applicable registration/license, valid operation permits from the police force of the proposing firm;
- Demonstrated experience on a good track record in serving international organizations, embassies and medium to large multinational corporations.***(Reference letters from at least three previous corporate clients)***
- Valid Certificates of Good Conduct for all directors and trustees.
- Evidence of highly qualified, competent and experienced security consultants.
- Evidence of appropriate insurance for liability mitigation.
- Business registration documents for companies ***(Valid Certificates of Good Conduct for all directors and trustees)***
- **Detailed Financial proposal-** In your proposal please be specific on the cost inclusive of all applicable taxes. Tdh-Kenya’s preferred terms are thirty (30) days from