prequalification of security firms - national …01-51-29securi… · ·...

National Insurance Company Limited 1

National Insurance Company LimitedNIC building, Abbasi Shaheed Road, Karachi.

Tel: (021)99203172

No. Bldg/36(29)/SEC/05/2011 Dated: May 26, 2011

PREQUALIFICATION OF SECURITY FIRMSApplications are invited as per PPRA rules 2004 for pre-qualification of security firms for providing round the clockservices of armed and unarmed private security guards with Security supervisors to be posted at any/ all of the followinglocations:1. NIC building, Abbasi Shaheed Road, Karachi.2. NICL House, Sunset Street, DHA phase 2, Karachi.3. Plot # 29,36 and 37, Korangi, Karachi.4. NIC building, Jinnah Avenue, Islamabad.5. Plot near Airport Lahore.6. Plot No: 128, the Mall, Lahore7. Shahdin Building, Lahore.8. NICL Office, Lahore.Interested Security companies having successfully completed similar types of jobs are requested to express their intereston the prescribed Proforma.

The prescribed proforma may be obtained from the office of the undersigned against payment of Rs.1000.00 (Rupees:One thousand only) in the shape of pay order in favor of National Insurance Company Limited. Application form mayalso be downloaded from the PPRA and NICL official website. The application submitted on downloaded proformamust accompany pay order of Rs. 1000.00 (Rupees: One thousand only) drawn in favor of National Insurance CompanyLimited.

Applications on prescribed proforma must be delivered by hand or by courier service to the undersigned up to June 20,2011 for the above job. Incomplete applications will not be considered. National Insurance Company reserves the rightto reject any or all the applications subject to PPRA rules.All received applications are subject to terms and conditions as provided in the tender documents. Terms of tenderdocuments shall prevail in case of any conflict between the contents of the advertisement and the tender documents.All received applications shall first be checked for responsiveness. Further evaluation as per evaluation criteria shall becarried out only on those applications that pass the responsiveness conditions.If concealment of facts is detected at any stage, it would be sufficient cause to reject the pre-qualification.

--Sd-General Manager (RE)National Insurance Company Limited,3rd Floor, NIC BuildingAbbasi Shaheed Road, Karachi.Phone: (021) 99203172


PRE-QUALIFICAITON DOCUMENTS

FOR

SECURITY COMPANIES


ISSUED TO

M/s. _________________________________________

NATIONAL INSURANCE COMPANY LIMITEDNIC BUILDING, ABBASI SHAHEED ROAD

KARACHI

Tel: (021) 99203172Fax:(021) 35635421


INSTRUCTIONS TO APPLICANTSA. Submission of Pre-Qualification Documents

1. The application shall be submitted by hand or through courier service to

General Manager (RE), National Insurance Company Limited, 3rd Floor,

NIC building, Abbasi Shaheed Road, Karachi. Documents received after

the due date will not be considered. The name and mailing address of the

Security firm shall be indicated on the envelope.

2. All the information shall be filled-in/submitted strictly as per enclosed

forms. If necessary, photocopies of the forms may be made. Each page

of each form should be clearly marked in the right top corner as follows.

Page 1 of Form A, Page 2 of Form B ………… etc.

3. Some of the forms will require attachments (documentary evidence etc.).

Such attachment should be clearly marked as follows. Attachment 1 to

Form A, Attachment 2 to Form A ……… etc. In case the attachments

where required, are not enclosed with the application, no credit will be

given for that particular item.

4. Each sheet shall be duly stamped and signed by the applicant or a person

or persons duly authorized to sign on behalf of the applicant.

5. All documents submitted by the applicants shall be treated as

confidential and will not be returned.


6. The documents duly completed in all respects shall be submitted at the

office of General Manager (RE) on 3rd floor, NIC building, Abbasi

Shaheed Road, Karachi by hand or by courier service on or before the

indicated date and time .

7. National Insurance Company Limited will only inform the successful

Security firms of the result of process. National Insurance Company

Limited reserves the right to reject or accept any application subject to

PPRA Rules.


INSTRUCTIONS TO APPLICANTS

Pre Qualification Documents Questionnaire:

The Pre Qualification Documents Questionnaire contains following Forms:-

Form A - Letter of Application

Form B - General Information

Form C - Financial Data

Form D - Litigation / Arbitration information

Form E - List of Clients

Form F - List of equipment owned by the company.

Form G - Detail of Permanent Staff.

Form H - Quality Assurance / Quality Control &

Safety.

Form I - List of Key Personnel to be assigned to theProjects.

Note : All the information shall be strictly submitted in accordance with the above

formats / forms. Pre Qualification Documents Evaluation Security Firms will be doneon the basis of information / data given on these forms / formats after determining theresponsiveness of the firm as per conditions mandatory for responsiveness of firmsfor pre qualification. Company brochures, etc. could be forwarded as supplementarybut will not be entertained in lieu of the prescribed formats and no data will beextracted from such pre-printed documents.


Mandatory conditions for tenders to be responsive for pre qualification

i. The Security Company must be in possession of NOC from Ministryof interior and incorporation certificate from Security and ExchangeCommission of Pakistan.ii. The Security Company must be in possession of license from ICT.iii. The security Company must have minimum four year workexperience.iv. The security Company must have NTN Certificate.v. The security company must be registered for social security and EOBI of hisemployees.vi. The security company must provide income tax return for last 3years.vii. The security company must provide copy of insurance policy of itsemployeesviii. The security company must provide audit report of last three yearscarried out by qualified Chartered Accountant.ix. The security company must be registered with the PTA for wirelessfrequency.x. The security company must provide membership of All PakistanSecurity Agencies Association.xi. The security company must show its existence of company office atthe towns where the projects are located.


Evaluation of Contractors/ Firms / Companies:

1. The factors to be considered shall include but not be limited to:Experience, financial capacity and technical capability (inclusive ofequipment and staff). Each bidder will be compared with apredetermined set of minimum values. The Security Firms must attain atleast the minimum value for each category.

2. The evaluation of Security Firms will be done as per followingcriteria:a. General Information / Company details…………………..10b. Financial capacity…………………………………………20c. Experience…………………………………………………20d. List of Security Equipments………………………………10e. Detail of Permanent Staff………………………………….05f. Quality Assurance / Quality Control & Safety……………20g. Key Personnel to be assigned to the projects………...…..15___________________________________________________Total 100

3. The decision by National Insurance Company Limited to accept orreject any application will be final subject to PPRA Rules.


FORM A : LETTER OF APPLICATION

Registered Business Name:_________________________________________Registered Business Address:_________________________________________Telephone : ________________________Fax : ________________________E Mail : _______________________Mobile Phone : _______________________

To : The General Manager (RE)

National Insurance Company Ltd.

3rd Floor, NIC Building, Abbasi Shaheed Road, Karachi.

Submission of Pre-Qualification Documents

Sir,

1. We hereby submit Pre-Qualification Documents for evaluation withNational Insurance Company Limited as contractor for provision of SecurityServices at any/ all of the following locations:1. NIC building, Abbasi Shaheed Road, Karachi.2. NICL House, Sunset Street, DHA phase 2, Karachi.3. Plot # 29,36 and 37, Korangi, Karachi.4. NIC building, Jinnah Avenue, Islamabad.5. Plot near Airport Lahore.6. Plot No: 128, the Mall, Lahore7. Shahdin Building, Lahore.8. NICL Office, Lahore.

2. I / We authorize National Insurance Company Limited or its authorizedrepresentatives to conduct any investigations and to verify the statements,documents and information submitted and to clarify the aspects of thisapplication from any person, bank, department, agency or firm etc.


3. I / We declare that:-

i. The statements made and the information provided in the documents iscomplete, true and correct in every detail.

ii. This security firm has never been black listed by any GovernmentDepartment, Semi-Government Authority or Private Company orCorporation and not involved in litigation / arbitration with any client.(Separate undertaking may be attached).

Respectfully,

(Name / Designation)(Authorized representative)

Date: ________________


FORM B : GENERAL INFORMATION

1. Name of the Company:__________________________________

Owner’s representative may visit your office premises to ascertaindetails / data provided by you.

2. Nature of the Company: _________________________________Partnership / Private Limited / Proprietorship.

3. Year of Establishment in case of Partnership / Proprietorship.____________

Year of Incorporation in case of Private Limited Company. ____________

4. Please enclose copy of Certificate from Registrar of Firms in caseof Partnership / Proprietorship.

OrCopy of incorporation Certificate in case of Private LimitedCompany.

Certificate No. _________________ Date: _______________

5. Office Address:__________________________________________________

__________________________________________________

6. Ph: ____________ Fax: ___________ E.mail: _____________

Mobile _________________________.

7. Branch office (s) address (if any):__________________________________________________


__________________________________________________

Ph: ____________ Fax: ___________ E.mail: _____________

Mobile _________________________.

8. Name of Company Representative:_________________________________ (State name and positionof your nominated representative to be addressed in futurecommunication).

9. Name of Technical Representative:________________________________ (State Name & Job title)NIC No.

10. Registration with any Government Department:_______________________(Please attach proof)


FORM C : FINANCIAL DATA

The security company/firm must be able to demonstrate they have sufficienteconomic and financial means to fully guarantee finance and execute the securitymeasures over the period of the assignment of the job.

1. Name of Firm / Security Company

2. Name of Banks &Branch

Bank

Bank

Bank

Branch

Branch

Branch3. Certificate From

BankPlease attach current Bankers reference / certificate statingfinancial soundness.

4. National TaxNumber

5. Income Tax Paidduring last threeyears.

6. Professional TaxRegistration No.

7. Sales taxRegistration No.

8. Registration withHome Department,Government ofSindh (License No& Date)

9. No. of SecurityGuards employedby the company.


FORM D: LITIGATION / ARBITRATION INFORMATION

1. Indicate brief details of any litigation / arbitration entered into with anyemployer and result thereof:


FORM E : LIST OF CLIENTS

S.No.

ProjectDescription

Name of Client &Contact Person with

Tele No.

Locationwhere thesecurityServices

areProvided

CoveredArea of the

Project

MonthlyBills

Received


FORM F : EQUIPMENT OWNED BY THE COMPANY

DescriptionNo. ofEach

Year ofManufacture

Ownedor

Leased

Type &Capacity

Performance

PresentLocation

A. Tools Plants & Equipment

B. Weapons Possessedby the Company.

B. Vehicle Trucks, Etc.


FORM G : DETAIL OF PERMANENT STAFF

S.No.

Name Age Years ofExperience

EducationalQualification

Designation Address /Telephone

No.


FORM H : QUALITY ASSURANCE / QUALITY CONTROL &SAFETY

A- QUALITY ASSURANCE / QUALITY CONTROL.

The Firms must demonstrate that he has a quality Management System and

acceptable accreditation’s for quality management and shall submit the

following details:-

i) Quality Management:

Description of System and Copy of Quality Manual

ii) Internal Quality Assurance:

Name of Quality Representative (Management) and Organization

Chart Showing Quality reporting hierarchy etc.

B- SAFETY.

The Security Firms must be able to demonstrate a commitment to safety,

Health and the Environment at workplace. Submit details regarding safety

measures that you shall adopt during execution of security at various

premises including office buildings owned / occupied and lands owned by

National Insurance Company Limited.

Security Firms will have to adopt latest ISO Standards.


FORM I : LIST OF KEY PERSONNEL TO BE ASSIGNED TO THEPROJECTS.

S.No.

Name Age Years ofExperience

EducationalQualification

ProposedDesignation

Address /Telephone

No.


Security Agency Terms of referencesArrangements:i. The company shall provide 8-hour basis armed security Guards in eachlocation to provide security cover round the clock seven days a week as perschedules.ii. The company shall provide and ensure that each guard on duty has receivedand understood written instructions of basic duties and has the following in hispossession.1. Company card and copy of national identity card.2. A torch for guards on evening and night duty.3. A uniform of agreed form; and4. A weapon of agreed kind and quality.iii. The armed guard will be called “Standing security Guards” and will remainalert, patrolling and vigilant through out their duty hours, and any mishap will bethe responsibility of the company under all circumstances.iv. The company shall be bound to execute the directives of the NationalInsurance Company’s standing security orders which will be conveyed to thecompany.v. The company shall be responsible to provide satisfactory services at all keypoints/offices of the National Insurance Company premises with the followingconditions:a. The company shall maintain extra guards to be readily available with thecompany as the substitute for the supervisors/Guards who become absent/short/sick at the company’s own enrollment for which the National InsuranceCompany Management will not make any extra payment.b. The company shall deploy trained, energetic, smart and healthy preferably Ex-servicemen with perfect turn out, smart uniform and fully competent to meetsecurity requirements /demands at sensitive/vulnerable points of the NationalInsurance Company and its allied offices/ premises in consultation with thesecurity in charge of the National Insurance Company Management designatedfor the purpose.c. On unsatisfactory performance of the supervisor/guards as determined by theNational Insurance Company Management, this agreement shall be terminatedby giving one-month notice to the security company. Unsatisfactory includes:

Absence of Guard from dutyNon-Attendance of office in timeCasual performance of duty by guardDuring the period of agreement, the responsibility of any loss and damage due

to such and unsatisfactory performance will be that of the security company.d. Daily attendance shall be marked in the register at the point by the securitysupervisor as well as daily attendance sheet by the security company headoffice. Month wise bill be submitted to National Insurance Company office on1st of every month regularly. Payment will be made against the services renderedsatisfactorily by 10th of every month.


e. The guard services consists of three consecutive eight hourly shifts each daywith different guard at each shift shall be provided by the company at locationsmentioned above.f. The company shall maintain a supervisory network of its own to ensurepresence of active performance of duties by the security guards and activation ofmechanical security system round the clock seven days a week.

The guards Duties Shall, inter Alia include the following.a. Prevention of entry into offices /installation premises trusted in the charge ofthe company, of any person not authorized by National Insurance CompanyManagement or any person who lacks proper identification.b. Prevent pilferage of items /equipments/property belonging to NationalInsurance Company from the premises placed under the charge of the companyas per written instructions issued by the authorized officer of the NationalInsurance Company Management. Proper inventory list will be prepared andchecked by both the parties or any part of property will not be removed without aproper gate pass.c. Inform concerned authorized officer of the National Insurance CompanyManagement promptly and accurately of any occurrence detrimental to thesecurity of the installation primises and property of the National InsuranceCompany placed under charge of the company.d. To take proper action in case of emergencies like:i. Fire, raising of alarm and proper communication to fire brigade and officer incharge of the installation and arrange rescue activities.ii. Forced Entry will be promptly reported to the local police station, inchargeinstallation and Security Company’s head office for appropriate action.iii. Law and order situation will be promptly reported to the local police station,incharge of installation and the security company head office of the company forappropriate action. All entry points shall be closed under such situation.iv. Assist National Insurance Company Management in providing medicalassistance to any person injured in the premises. The provision of medicalcoverage and its cost shall be the responsibility of the National InsuranceCompany Management in case if the negligence is in part of the NationalInsurance Company.v. To carry out daily checking of all security lights, entry points and lockedpremises for their effectiveness during off hours.vi. Patrolling/picketing the installation as per specific written orders peculiar to theinstallation prepared by the company and approved by the National InsuranceCompany Administration.vii. To properly brief the relieving guard about any situation concerning thesecurity.e. Security guards must have under gone formal fire fighting training andelimination of the subversive activities. Further coordination with concernedsecret agencies; special police, local police and civil defense authorities will bedone at site. They shall also take immediate remedial measures.


f. The guard shall perform duties including security of the National InsuranceCompany personnel, installations, its property and fire fighting in any eventualityof a fire disaster or any other likely attack by the human being or group of humanbeings.g. It shall be the responsibility of supervisor/guards of the company to check upfire fighting equipment installed in National Insurance Company building/premises and give his comments in a register to be counter signed by theconcerned officer of National Insurance Company, who will advise the concernedsecurity supervisor and its regular maintenance.h. During the Validity of this agreement, in case damage occurs to the property orpersonnel of the National Insurance Company and due to out break of fire or anyother eventuality caused by the negligence of the security guards, the companyshall be wholly responsible and liable for paying for the losses occurred toNational Insurance Company as a result of their negligence, to be decided by acommittee consisting of representatives, in equal number, of the parties whichwill decide the matter after considering the following.i. Negligence of security guards amounting to an act of omission or commissionas a result to which loss occurs as enlisted in the indemnity clause.ii. Negligence of guards in case of the fire, or other disaster, which is caused byany act omission and commission of security guard .Any fire/disaster, whicherupts from out side as a result of any calamity and accident and is beyond thecontrol of security guards, will not fall under the indemnity clause.iii. The Company shall notify its representatives who will be contacted forimmediate replacement in the event of unsatisfactory performance of deputedpersonnel.

IndemnityDetail rules concerning indemnity will be formed and provided separately byNational Insurance Company Management to the security Company.

Responsibilities of the Company.a. In addition to the services to be performed by the company specified above,the company shall provide at no additional cost to the National InsuranceCompany such supervision of its employees as in necessary to adequately fulfillits obligation under this agreement.b. The company is responsible for ensuring that all its employees performing theservices are physical fit, without unhygienic habits, have no communicabledisease and are in good health in all respects to perform duties.c. The Company is an independent contractor and accordingly is fully responsiblefor any accident or injury to its personnel or caused by its personnel and agreesthat neither the National Insurance Company nor any of its personnel shall beheld liable for either of the above in any manner.d. The personnel of the company shall not in any manner indulge in any unionismnor have any linked activity with National Insurance Company employees.


e. The company is responsible for recruitment, discipline and all other servicematters of its personnel. They shall not in any case communicate with thepersonnel of the National Insurance Company management regarding theirservice matters that is the sole responsibility of the company.f. The National Insurance Company Administration may refuse to accept servicesfrom any of the personnel of the company whose work has been foundunsatisfactory or not in the accordance with the requirements of this agreement.g. The process of recruiting, interviewing and hiring personnel of the companyincluding any actions with respect to alleged discrimination of other employmentpractices are the sole responsibility of the company.h. The deployment of security guards at all vulnerable points as per agreementwill be placed from DATE. However for any new site, for which order ofdeployment will be issued by National Insurance Company management, thecompany shall be responsible to deploy security guards and install the securitysystem after the issuance of work order within seven days. In case of delay andduring the period of delay if any incident takes place it shall be covered under theindemnity clause.i. The Security Company will use its own frequency for communication (WalkiTalkies) free of cost to the National Insurance Company. However liveintercommunication will be provided by the National Insurance Companymanagement.

Restriction of Assignment /Take overa. The company shall not assign or sub-contract any of its duties or rights underthis agreement, Including but not limited to any benefit or interest herein or thereunder, any such assignment or sub-contacting by the company shall entitle theNational Insurance Company to terminate this agreement forthwith.b. If the company makes any arrangement with or assignment in favour of itscreditors or amalgamates with any other concern or is taken over, the NationalInsurance Company shall be entitled to terminate this agreement forthwith.

The Failure To Exercise Powers And Rights Does Not Amount ToA Waiver Of Said Power And RightsIn any case in which any of the powers and rights conferred upon the NationalInsurance Company by agreement with the security company shall have becomeexercisable but shall not have been exercised, this failure to do so shall notconstitute waivers of the aforesaid powers and rights and such powers and rightsnevertheless shall be exercisable in the future.

DisputesAll Questions, disputes, controversies arising directly or consequent toagreement between the security company and National Insurance Companyexcept matters which are the sole discretion of the National Insurance Companyunder the Terms of this agreement, shall be settled by mutual negotiations.Should such negotiation fail the matter shall be referred to arbitration to beappointed by secretary Law, Justice and Human Rights Division .The sole arbiter


shall be a retired judge of the Supreme Court of Pakistan and his award andrights shall be final and binding on the parties. The Successful Company shallenter into an agreement with National Insurance Company Karachi.