Security Guard Tender V1 - eproc.punjab.gov.pk

PUNJAB EMPLOYEES SOCIAL SECURITY INSTITUTION (PESSI)

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GOVERNMENT OF PUNJAB


Bidding Document

PROCUREMENT OF SECURITY SERVICES FOR PESSI HOSPITALS AND OFFICES, PUNJAB

(YEAR 2021-22)


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THE PUNJAB EMPLOYEE’S SOCIAL SECURITY INSTITUTION. (HEAD OFFICE)

3-A, GULBERG-V, LAHORE.

1. Tender No. No. PESSI/Admn.IX(1174)/19/

2. Tender cost Rs.1000/- (Non refundable)

3. Description Provision of services of Security Guards (Ex-Service Men & Civilian)

4. Last date & Time of receipt of Tender.

11:00 a.m on 04.11.2021

5. Date & Time of opening the Tender.

11:30 a.m on 04.11.2021

6. Venue PESSI, Head Office,3-A, Gulberg-V, Lahore

7. Period of contract

01-year (extendable for further period on satisfactory performance as per Clause-2 of terms & conditions of Tender Document)

8. Payment of salaries 5th of every month

9. Estimated cost Rs.20-Million Approximately

10. Bid security Rs.90,000/- which is less than the 5% of the salaries.

ELIGIBILITY CRITERIAs The PESSI intend to hire services of 36 Security Guards

(Ex-Service Men & Civilian) for Offices & Hospitals of the Institution against the

vacant posts as well as over & above the budgetary strength of chowkidars from

the reputed Security Agencies registered with Home Department, Government

of the Punjab, already dealing in business of providing security services in the

province of the Punjab having the following minimum eligibility criteria:-

1. Only those Security Agencies who meet all the guidelines and terms & conditions in all respects should submit their tender / bids, alongwith the following documents:- a) Company detail. b) Profile showing experience in similar projects c) Start of business. d) Revenue history (annual reports / balance sheets). e) Liquidity balances (Bank statement etc) f) Any other documents (s) to show financial strength of

company. g) Testimonials of at least 02 clients. h) Profile of staff deployed including their qualifications &

experience. i) Screening and selection procedures. j) Training facilities / equipment provided to guards. k) Additional capabilities to respond to emergencies.


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l) Emergency response setup and management. m) Security services license to operate in entire province of

the Punjab. n) Sufficient valid weapon license to operate across

province of the Punjab 2. The Security agency should be registered under the relevant

act of SECP (copy of Incorporation Certificate to be attached). 3. The agency should be registered with Home Department

Government of Punjab as well as with attached department holding a valid license, National Tax Number etc.

4. The agency should have an annual turnover of Rs.1 Crore and should have sufficient Security staff and should have a minimum experience of 10 years in security agency business in large Multi-National Companies / Industries of repute / Nationalized Bank, etc.

5. The Security Agency / Firm should possess adequate infrastructure in terms of vehicles, electronic / non-electronic gadgets and basic crowd control devices.

6. The agency should be capable of providing a solvency certificate for a minimum value of Rs. 15 Lacs.

7. Having documented evidence of expeditious and unencumbered services in respect of 30-Security Guards or more per shift for at least five clients duly supporting by certificate from the clients concerned.

Terms & conditions

1. The Tender received up to 11:00 am on 04.11.2021 will be opened in the presence of representative of the company / bidders on the same day at 11:30 a.m.

2. The contract term shall be initially for a period of 01-year on probation. However, the contract term would be renewed once or more than one time for further periods on the basis of performance for a maximum period of three years from the date of commencement of the contract. The Contact is renewable on terms and conditions to be mutually agreed upon.

3. The duty hours for each security guard will be twelve hours and their deployment and supervision shall be carried out by Contractor and the authorities of PESSI’s Office / Hospital concerned.

4. a) No property / store of PESSI’s office / hospital of any kind is removed / taken out by any official / private person without a proper gate-pass issued by the concerned authorities of PESSI’s office / hospital concerned. b) Any loss / damage to the goods or property of PESSI’s offices / hospital due to negligence on the part of the security personnel of the Security Agencies shall be made good / replaced by the Security Agencies within 07 days of the date of its communication / intimation by the Institution. Non-compliance of the same shall entail forfeiture of the security deposit alongwith recovery of the loss in part or in full from the


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dues and earnest money of the Security Agencies and / or termination of the contract. c) No report for any loss / damage to the property of PESSI’s office / hospital shall be lodged with police by the Security Agency without the written approval of authorities of PESSI’s office / hospital concerned. d) Shall not allow grazing of any type of animals; disallow unauthorized entry to persons to roam about; cut trees / grass / firewood or damage any civil or electrical work / fitting or to scale or damage the boundary wall from in / out side of the PESSI’s office / hospital. e) Not allow trespassing. f) Not allow any unauthorized person to enter the premises. g) Protect the residence and residents. h) Authority letter for carrying weapon, weapon license.

5. Substitute for guards in case of leave or Guard (s) is not reporting for duty, alternate arrangements shall be made by the contracting agency in writing, immediately without jeopardizing the security of the PESSI’s office / hospital concerned.

6. The registered private security agency shall completely be responsible for any loss to the moveable / immovable property of the area where guards are deployed.

7. The registered private security agencies shall be responsible for the personal conduct of the security guards. If any guard is found involved in any illegal, immoral or criminal activity, concerned person and firm will be held responsible and will be liable to administrative and legal action which may lead to termination of agreement and forfeiture of security.

8. The amount of the security deposit will be returned to the contractor alongwith the earnest money after satisfactory completion / termination of the contract and after adjusting the dues, if, any payable by the contractor to the PESSI’s Office / Hospital concerned.

9. The Security Agencies or his employees shall not use the premises allotted to him / her for any purpose other than the purposes defined and shall not act in any manner as to cause any nuisance or annoyance to the concerned PESSI’s office / hospital.

10. The security agency or his employee shall not aid or participate or support any anti-institutional activity under any circumstances and shall strictly restrict to the work awarded under the contract.

11. The contracting agency or his nominee shall ensure his presence at a short notice when required by the concerned authorities of PESSI’s office / hospital concerned.

12. The Commissioner, PESSI reserves the right to cancel / terminate the contract at any time / stage during the currency of the contract without assigning any reason on one month notice or in extra ordinary circumstances without any prior notice.


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13. The Commissioner, PESSI reserves the right to cancel the tender completely which is not challengeable in any court.

14. APPROVED SPECIFICATIONS AND REQUIRED

DOCUMETNS FOR SCREENING AND SELECTION OF SECURITY GUARDS.

Physical attributes.

i) All guards must have served in Pakistan Army / FC / Police

with clean record and history of service. ii) Height of guards must not be less than 5 ft 6 inches (can be

relaxed with mutual consent in case of good qualification & experience).

iii) Age of guards must not be over 50 years and must not be overweight in comparison to their height.

Educational qualification.

i) All Security guard (Ex-Service Men & Civilian) should be

matriculate. Medical Fitness.

i) All guards must be physically fit with no history of any chronic

disease that can affect or limit the performance of the individual in any circumstances.

ii) All guards must be certified by authorized medical institute / attendant.

iii) Only medical category ‘A’ personnel should be accepted. iv) Medical examination, psychological profile and drug tests are

mandatory.

Background Checks.

i. The Security Company will be responsible to conduct the background verification of their staff prior to deployment, which must include following:

ii. Verification of character and antecedents by local and native police stations.

iii. Military background checks through military records. iv. CNIC verification through National Database Registration

Authority. v. Two References (one reference must be from in service

Government Officer not less than BPS-18.

Training.

i. The service provider must have an established training facility and a team of qualified trainers to train the security force.


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ii. The service provider will be responsible to arrange agreed trainings to all security staff before they are employed.

iii. Minimum 40 hrs of class room training on various aspects of guarding and security training module should be approved by the client.

iv. Minimum 30 hrs of practical training including firing of weapons and practical handing of various security gadgets.

v. Complete knowledge and compliance of security procedures of respective locations that will be provided by client.

vi. The service provider will be required to furnish a written certificate of trainings with details of subjects imparted to each person.

vii. The service provider will be responsible to arrange firing drills on half yearly basis. The rules of engagement to be clearly known to every armed person

Inspections.

i. All security personnel to be inspected by the clients

security representative before they are deputed on duty at any premises.

ii. The PESSI’s Directorate / Hospital authorized officers or security supervisor will be responsible to carry out daily inspection and report discrepancies.

Staff turn Over

i. Security personnel, once approved by the client, should

not be changed/ removed without prior approval of the client.

ii. In case of absentees or leave, Security Company will provide qualified reliever to the client satisfaction (for this purpose a sufficient number of trained relievers must be maintained to avoid any short comings).

iii. The Service provider client will furnish and maintain personal dossier of all personnels independently.

Administration

i. The service provider will confirm in writing to the clients

regarding the arrangement, transportation and accommodation of all security personnel employees employed at various locations.

Salary

i. Bills will be submitted on monthly basis after 25th of each

month and shall be payable by the 5th of the following month, by the concerned PESSI’s office / hospital.


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ii. Salary of all guards must be handed over to guards by the contractor before 10th of every month.

iii. Security company must comply with all the applicable laws of Pakistan including Labour Laws e.g following must be adhered:- Compliance with minimum wages. EOBI. Social Security. Workmen compensation.

UNIFORM

Following requirements to be met for appearance of security personnel until mutually agreed. Sky blue shirt, dark blue trouser, black shoes, waist

belt and cap. The service provider will provide 2 pairs of complete

uniform per year. In case the uniform or any item found substandard,

it will be replaced by the service provider / contractor on priority basis.

No military Insignia Medals, decorations allowed. Cloth and pattern should be according to location

and weather. The uniform must include raincoats, jackets for

winter etc.

WEAPON EQUIPMENT

i. The service provider / contractor will ensure worthiness of all weapons and any other security equipment. Monthly armor inspection and certification should also be carried out.

ii. A weapon master sheet must be submitted to the client stating cleaning records and defective weapons or ammunition.

iii. Weapons, ammunition and any other equipment should be as per laid down standards.

IMPLEMENTATION POLICY i. Standardized documentation. ii. External certifications / Audits / Ratings. iii. In house training facilities and refresher programs. iv. Pension, schemes / insurance coverage’s. v. EOBI. vi. Social Security.

Following criteria must be fulfilled for selection and provision of guards. The vendor will be completely responsible for screening of personnel and all necessary documentation must be


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kept in record and should be provided before deployment of guards with the concerned PESSI’s Directorate / Hospital:-

i. All guards must have clean history of service both in Army and other clients they had served (Not discharged on disciplinary grounds or any behavioral issues). All necessary documents and character certificates must be submitted and kept in record to be provided when required.

ii. All guards should possess police verification from the police station of the native town or present living address. Other clearances from Law Enforcement Agencies must also be kept and submitted.

iii. All necessary tools must be provided to them that are required to perform their duties.

15. Copy of draft agreement is also attached at Annex-B for kind perusal of the companies.

SPECIAL INSTRUCTIONS 1. Tenders should be addressed to the Commissioner, Punjab

Employees Social Security Institution, Lahore. 2. Bidders must quote their offers on the prescribed invitation

Tender Form. Cash Receipts (in original or photocopy) in token of having purchased the tender must be accompanied with the Tender Documents.

3. Bidder shall submit CDR / Bank draft amounting to Rs.90,000/- which is less than 5% of estimated salaries.

4. Bidder should quote their firm and final rates both in words as well as in figures.

5. Affidavit on Rs.50/- stamp paper to the effect that the firm is not blacklisted and has no dispute with any Government / Organization shall be furnished.

6. Bidder should specifically indicate their National Tax Number and the General Sales Tax Numbers.

7. Erasing / cutting / crossing etc. if any appearing in the offer must be properly signed / stamped by the person signing the tender. Moreover, all pages of the tender must also be properly signed / stamped. Offers with any over writing shall in no circumstances be accepted.

8. The successful bidder will be required to furnish security deposit @ 5% of the annual contractual value in the form of deposit-at-call in favour of the Commissioner, PESSI (by designation only) within the period specified in the letter of acceptance of the bid.

9. Any offer not received as per terms & conditions of the Tender Enquiry is liable to be ignored; offer shall not be considered if: i. Received without earnest money. ii. Received after the time and date fixed for its receipt. iii. The tender is unsigned. iv. The offer is ambiguous. v. The offer is conditional.


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vi. The offer is from a firm / company, which is blacklisted, suspended or removed from the approved list.

vii. The offer is received by telegram. 10. No incomplete, supplementary or revised offer shall be

accepted after opening of the tender. 11. Tender shall be submitted under the “Single Stage Two

Envelopes System” duly sealed as under:- The envelope No.1 should contain the complete Technical Bid / tender documents, as per list attached at Annex-C, alongwith details of constitution of company and all testimonials in proof of eligibility , earnest money, other documents as mentioned in the list of documents and should be super scribed as “Tender Document” for Security Services at PESSI’s Offices / Hospitals. The envelope No.2 will contain only the price bid including all Govt. taxes to be given on Letter Head of the bidder company (specimen of price bid proforma is attached at Annex-D). Both the above mentioned envelopes should be put in one large envelope, super scribed “This envelope contains two duly sealed envelopes containing Tender Document and the price bid for providing security services-in two separate duly sealed envelopes clearly marked so”. Technical and price bid will be evaluated in accordance with evaluation criteria attached at Annex-E.

12. The bidder must quote his price only as per the bid price proforma of the tender document and put it in Envelop 2. The rate (s) quoted by the tenderer should be inclusive of all kind of taxes of provincial govt. as well as federal govt. The tenderer must quote the rate in figure as well in words.

13. Canvassing in any form by the tenderer will lead to summary rejection of his tender.

14. All pages of the tender document must be signed / stamped by the Chief Executive of the company or his authorized signatory and the power of attorney, if any, in favour of the authorized signatory should be enclosed.

CERTIFICATE

1. Tender enquiry form / document duly filled in and signed alongwith the following certificate is enclosed. i. We hereby confirm to have read carefully all the terms &

conditions of your tender enquiry No.PESSI/Admn.IX (1174)/19/____ due for opening on 04.11.2021 at 11:30 a.m. for provision of services of security guards. In addition to the condition we also agree to abide by all the special instructions attached to the said tender enquiry. We also hereby categorically confirm that the services of security guards offered by us would be in accordance with the laid down procedure / terms in the tender enquiry in all respect.

ii. We accept that if the required earnest money is not furnished or our officer is found lacking in any of the equipment of the tender enquiry, it shall be ignored.


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Signature_____________________________

Name & Address of Tenderer_________________________

________________________________________________

Designation & ID Card No.___________________________

________________________________________________

NTN___________________ No. __________________

GST No._________________

Date____________________ Official seal ______________


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1. Witness Name alongwith Signature___________________________

Designation & ID Card No.__________________________

________________________________________________

Full Address______________________________________

Date________________________

2. Witness

Name alongwith Signature___________________________

Designation & ID Card No.__________________________

________________________________________________

Full Address______________________________________

Date________________________

THE PUNJAB EMPLOYEE’S SOCIAL SECURITY INSTITUTION. (HEAD OFFICE)

3-A, GULBERG-V,LAHORE.

No.SS.Admn.IX(1174)/19/ dated To M/s._________________________________

________________________________________

________________________________________

DY. DIRECTOR (ADMN)


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ELIGIBILITY CRITERIA

(Knock out clauses)

Sr. Eligibility Clause (Please Tick)

Yes No

1. Copy of registration with Home Department, Government of the Punjab

2. Copy of valid NTN Certificate

3. Solvency certificate for minimum value of Rs.15 lakhs

4. Undertaking on judicial paper that firm is not black listed either by Public or Private Sector

5. Registration with Security Exchange Commission of Pakistan (SECP). Copy of incorporation certificate.

6. Testimonials of at least 02-clients


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Annexure ‘A’

LIST OF PESSI‘S DIRECTORATES & HOSPITALS

WHERE THE SECURITY GUARDS CAN BE DEPLOYED

SR# NAMEOF DIRECTORATE / HOSPITAL 1. PESSI Head Office, Lahore. 2. PESSI Data Center, Social Security Hospital, Multan Road, Lahore 3. Directorate of Social Security, Lahore (Gulberg) 4. Directorate of Social Security, Lahore (City) 5. Directorate of Social Security, Lahore (South) 6. CMSD, Defence Road, Raiwind Road, Lahore 7. Directorate of Social Security, Model Town (Lahore) 8. Directorate of Social Security, Sahiwal 9. Directorate of Social Security, Shahdara 10. Directorate of Social Security, Shiekhupura 11. Directorate of Social Security, Faisalabad (East) 12. Directorate of Social Security, Faisalabad (West) 13. Directorate of Social Security, Faisalabad (North) 14. Directorate of Social Security, Sargodha 15. Directorate of Social Security, Multan 16. Directorate of Social Security, D.G. Khan 17. Directorate of Social Security, Muzaffargarh 18. Directorate of Social Security, Bahawalpur 19. Directorate of Social Security, R.Y Khan 20. Directorate of Social Security, Gujranwala 21. Directorate of Social Security, Sialkot 22. Directorate of Social Security, Gujrat 23. Directorate of Social Security, Rawalpindi 24. Social Security, Hospital, Multan Road, Lahore 25. RAIC, PESSI, Multan Road, Lahore 26. Social Security Hospital, MNCH KLP, Lahore 27. Social Security Hospital, Okara 28. Social Security Hospital, Shahdara 29. Social Security Hospital, Faisalabad 30. MNCH, Social Security Hospital, Faisalabad 31. Social Security Hospital, Jauharabad 32. Social Security Hospital, Multan 33. Social Security Hospital, Gujranwala 34. Social Security Hospital, Sialkot 35. Social Security Hospital, Gujrat 36. Social Security Hospital, Islamabad 37. Social Security Hospital, Sheikhupura 38. Social Security Mini Hospital, Sahiwal 39. Social Security Hospital, Jaranwala 40. Social Security Hospital, Jhang 41. Social Security Hospital, MNCH DG Khan. 42. Social Security Hospital, Kasur


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Annex-B

AGREEMENT

This Security Services Agreement (the “Agreement”) is made at Lahore on –-

_________________(Effective Date __________________________) between

Punjab Employees’ Social Security Institution, Head Office, 3-A, Gulberg-V,

Lahore, established under Social Security Ordinance, 1965, working as

Autonomous Body of Labour & Human Resource Department Punjab, having a net

of Directorates, Social Security Hospitals & Dispensaries in Province of the Punjab,

(hereinafter referred to as “PESSI”).

AND

M/s.____________________________________________________________

(hereinafter referred to as the “Contractor”, which expression shall be deemed to

include its successors-in-interest).

PESSI and Contractor wherever the context so permits shall individually be

referred to as the “Party” and collectively as the “Parties”.

WHEREAS

A) PESSI requires security services for its Directorates and Hospitals established in all over province of the Punjab.

B) The Contractor represents and warrants that it is specialized in provision of security services and has the necessary resources, skills and expertise to provide security services and has offered to provide security services to PESSI in accordance with PESSI’s requirements.

C) On representations made and warranties given by the Contractor herein, PESSI accepts the Contractor’s offer to provide security services in accordance with the terms and conditions of this Agreement.

NOW THEREFORE, in consideration of the mutual promises and covenants hereinafter set forth and for other good and valuable consideration the adequacy of which is hereby acknowledged by the Parties and the mutual benefits to be


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derived there from, the representations and warranties, covenants, conditions and promises contained herein below and intending to be legally bound, the Parties agree as follows:

1. SCOPE OF SERVICES

a) The Contractor shall pursuant to the terms of this Agreement, provide security services through the provision of skilled, qualified, appropriately equipped and uniformed and well-trained armed security guards for 24 hours / seven days a week (the “Security Services”) at the locations/ sites mentioned in the Annexure-A of the Agreement, (hereinafter referred to as “PESSI Site(s)”) as per requirement of the “PESSI Site(s)”.

b) For the purposes of this Agreement the word “PESSI Site(s)” shall include existing or additional sites/ guards added to Annexure-A with the prior mutual consent in writing of the Parties from time to time. In such an event Annexure-A shall be revised and amended accordingly. For avoidance of doubt, it is clearly understood by both Parties that PESSI, at its sole discretion, may choose to increase or decrease the Sites/ Number of guards covered under the scope of this Agreement. In case of such decrease the Annexure-A shall stand amended accordingly.

2. TERM OF THE AGREEMENT

a) Term: This Agreement shall be for a period of 01-year from the date of agreement and no extension will be granted.

3. SERVICE CHARGES & TERMS OF PAYMENT

a) PESSI shall pay service charges to the Contractor for the Services provided by the Contractor at the rates quoted/ agreed in the tender. Any Increase or decrease in service charges on account of corresponding changes in the provision of Security Services shall be mutually agreed in writing between the Parties and shall be amended accordingly.

b) The rates for Security Services are inclusive of all applicable taxes, charges, fees, levies etc., remuneration and costs of security guards, including but not limited to salary, costs of uniforms, statutory benefits etc. and it is expressly Understood and agreed by the Parties that PESSI shall not be liable for any other payment to the Contractor other than service charges.

c) The Contractor shall raise monthly invoices by 25th of each month and shall be payable by the 10th of the following month, by the concerned PESSI’s office / hospital @ Rs._________/- per guard/ per month.

d) All invoices shall be subject to verification and approval by concerned authorities of PESSI’s office / hospital.

e) All undisputed payments will be made within stipulated time period of the receipt of the correct invoice and shall be subject to deduction of applicable withholding tax as per applicable law.

4. PROVISION OF SECURITY SERVICES

a) The Guards shall carry unloaded weapon(s) which are duly licensed and in perfect working condition, and suitable for the performance of their duties. However, in accordance with the terms of this Agreement the Guards will also carry the necessary ammunition for their weapons. At PESSI Sites where armed Security Services are required, the Guards will carry weapons with charged magazines. Contractor will submit a monthly safety check certificate for weapons held by its employees.


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b) The Services to be provided by the Contractor in respect of PESSI Sites shall be provided strictly in accordance with Standard Operating Procedures (“SOPs”) outlined in Schedule-A hereto as the same may be amended by written consent of the Parties from time to time. Contractor confirms and undertakes that the Services shall be provided strictly in accordance with the SOPs and shall include but not be limited to the following:

i) Prevention of entry of unauthorized persons into PESSI Sites without valid permission.

ii) Special security procedures to be followed in case of people entering the premises. These procedures shall be devised through mutual agreement between PESSI and the Contractor and in accordance with (viii) below.

iii) Prevention of removal of any property from the PESSI Sites by un-authorized persons.

iv) Raising of alarm and prevention as far as possible in case of injury to person(s), damage to property, fire or riots, or forced entry.

v) Raising of alarm in any other condition where the Guard(s) on duty is / are unable to cope with the situation by themselves.

vi) Requesting assistance from response forces where the Guard is unable to manage the situation.

vii) To ensure the safety of the PESSI Sites and property / fixtures.

viii) Security procedures to be followed shall be advised by the Contractor to PESSI and shall be recorded through mutual agreement which may be amended from time to time.

5. EMPLOYMENT MATTERS

a) Contractor has complete discretion to select and employ its employees including Guards as are necessary and suitable for the performance of the Services required under this Agreement. Contractor shall be responsible for hiring and dismissal of its employees and Guards, as well as for the payment of their wages, overtime and all other benefits due to them under the labour laws of Pakistan including Social Security and Employees’ Old-Age Benefits laws or any other laws for the time being in force and Contractor shall be responsible to get itself duly registered with the Social Security and Employees’ Old-Age Benefits institutions and liable to discharge all its legal obligations towards the said Guards or other employees as their employer under the laws for the time being in force and shall hold PESSI harmless and indemnified against any claims whatsoever in this regard.

b) The employees and Guards provided by Contractor shall be properly attired in uniforms and shall at all times maintain proper decorum and discipline.

c) In the event of any complaint against any employee or Guard provided by Contractor, PESSI shall inform Contractor of the same, and Contractor shall take necessary remedial action to the satisfaction of PESSI. PESSI shall have the right (in its complete discretion) to require Contractor to remove/ replace any such employee or Guard as is unacceptable to PESSI within 48 hours of a complaint by PESSI and provide a suitable substitute to the satisfaction of PESSI.

d) The employees and Guards provided by Contractor shall be workers / employees of Contractor and shall at no time project themselves to be employees of PESSI. Contractor shall be fully responsible for supervising the performance of its employees and Guards and for appropriately


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instructing them as to the manner in which the Services are to be rendered under this Agreement.

e) Contractor and its employees and Guards shall be bound to obey safety rules and regulations applicable on PESSI Sites. Any negligence on the part of Contractor or its employees and Guards to abide by these rules and regulations may result in the termination of this Agreement by PESSI at its sole discretion.

f) Contractor undertakes to ensure that the appointed supervisors shall make random visits in each shift to check on the Guards posted at the various PESSI Sites.

g) Contractor confirms having the facility of a control room(s), of which the contact number is noted below. Contractor confirms that the control room(s) are fully functional 24 hours a day including public holidays and can be easily contacted in case of emergency and represents and undertakes that emergency help shall forthwith be made available at the PESSI Sites as and when requested by PESSI and/ or Guards on duty in order to assist in emergency situations. PESSI has the right to inspect the control room(s) at any time and report any findings. The contact numbers of the “Contractor Control Room(s)” in each city are given in Schedule-B.

h) Contractor undertakes that the Services to be provided by it hereunder shall be of a high standard, and that Contractor shall accordingly be responsible for appointing Guards who are security cleared and are adequately trained for performing the Services hereunder keeping in view the representations (as to quality of service and otherwise) as contained in this Agreement. Security Services shall not include the following:

i) Watering of lawn, flower pots and maintenance of premises. ii) Washing and cleaning of car / area. iii) Fetching of water / tea / utility items. iv) Shifting of luggage from one place to another.

j) Contractor’s employees and Guards once deployed to the mutual satisfaction of PESSI shall not be removed, transferred or assigned duties at other places without prior clearance from PESSI. If a Guard resigns, PESSI shall be immediately notified and a replacement Guard shall be provided in a timely manner.

k) Contractor shall comply with the following service levels and PESSI shall have the right to check these service levels at any time;

Shift length: Shift length must be in accordance with prevailing law. Contractor must maintain sufficient Guards to cover the absence of a Guard.

SOPs : Contractor shall specify and maintain detailed standard operating procedures (SOPs) agreed with PESSI that are well understood by the Guards.

Use of

force:

Contractor shall put in place detailed rules for use of force (including use of weapons) and the Contractor shall share these with PESSI.

Control

room

procedures:

Contractor shall provide control room procedures in each city for Guards to report on a pre-determined schedule. Contractor undertakes to ensure that there shall be no deviation from the schedule.


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Complaint:

resolution:

If required by PESSI, the Contractor and/or the Contractor’s customer manager shall make himself available at the PESSI head office within four (4) hours of a complaint.

Emergency

Response:

Contractor shall deploy at least three armed Guards (including a supervisor) in the case of a security incident.

Quality

assurance:

Contractor shall provide detailed quality assurance procedures, proof of which can be requested by PESSI at its discretion.

m) If the Contractor fails to provide the Services in accordance with the service levels, PESSI shall be entitled to liquidate damages in accordance with Schedule-C attached hereto.

n) PESSI shall provide proper guard posts with a serviceable fan, adequate seating and light at all PESSI Sites.

o) Due to the nature of the Services, which require deployment of a number of Contractor’s employees on sensitive installations of PESSI, the Contractor warrants that all its employees are duly security cleared and have undergone proper police checks and are sufficiently trained and fit to carry out the obligations of the Contractor. A breach by the Contractor of this condition in respect of any single employee will constitute a serious and material breach of the terms of this Agreement by PESSI and shall entitle PESSI at its sole discretion to initiate appropriate action including but not limited to forthwith termination of the Agreement for breach.

p) Subject to agreement between the Parties on existing or additional PESSI Sites, Contractor, shall not more than one week’s advance notice, provide the necessary Security Services/ Security Guard(s) at such existing or additional PESSI Sites.

p) In case of any loss or damage to any property at PESSI Sites, the Contractor shall be solely responsible, on PESSI’s instructions, for registered getting FIR report with the concerned police station having jurisdiction and to pursue all matters ancillary and related thereto.

r) Contractor is and shall at all time act independently and shall have exclusive control over the direction of all its employees engaged in performing the Services under this Agreement.

s) Contractor has no authority to sub contract its obligations under this Agreement for the purposes of providing the Services hereunder without PESSI's prior written consent. Neither Contractor nor its employees shall at any time be deemed to be employed by PESSI. Contractor agrees that it has no right or authority to incur obligations of any kind in the name of or on account of PESSI or to commit or bind PESSI to any contract or obligation or in any manner whatsoever. Contractor shall have sole liability for its costs and expenses including payments to permitted sub-contractors, in connection with provision of Service hereunder and shall hold PESSI harmless and indemnified against any claims whatsoever in this regard.

6. TERMINATION.

a) Termination without cause: PESSI may terminate this Agreement at anytime without assigning any reason, by giving the Contractor thirty (30) days prior written notice.


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b) Termination with cause. Either Party shall be entitled to immediately terminate this Agreement by giving written notice to the other if;

i) the other Party commits a breach of this Agreement (other than a breach capable of remedy); or

ii) the other Party commits any breach of any of the provisions of this Agreement which is a breach capable of remedy and fails to remedy the same within 10 days after receipt of a written notice giving full particulars of the breach and requiring it to be remedied; or

iii) if that other Party suspends payment to its creditors or generally is unable to pay its debts as and when they fall due or suffers the making of an administration order or has a receiver (including an administrative receiver) or manager appointed over the whole or any part of its assets or if any order is made or a resolution passed for its winding up (except for the purpose of amalgamation or reconstruction) or if it enters into any composition or arrangement with its creditors or calls a meeting of its creditors with intent to enter into such an arrangement or composition or if it ceases to carry on business or the other party suffers the occurrence of any similar event.

c) Termination of this Agreement shall be without prejudice to the rights and obligations which accrued prior to the termination or which by their terms are intended to operate/continue upon or after termination.

d) In case of termination for any reason whatsoever, the Contractor shall have no claim against PESSI for compensation for the efforts made and expenses if any incurred by them, loss of rights, loss of goodwill or any similar loss.

e) Effect of Termination with or without cause. Upon the termination of this Agreement:

i) The Parties will immediately cease representing to the public any affiliation between them in connection with the subject matter of this Agreement;

ii) Both Parties shall as early as reasonably practicable and possible settle their respective accounts with each other. Upon termination for any reason PESSI shall only be liable for payments for services that are satisfactorily completed till the date of termination.

7. CONFIDENTIALITY

a) Contractor acknowledges that in the course of the performance of this Agreement, it may obtain or have access to information which is sensitive and is privy and confidential to PESSI. Contractor shall, at all times, both during the Term and thereafter for a period of five (05) years keep in confidence and trust all of the Confidential Information which comes to its knowledge in the course of provision of Services hereunder and shall not use such Confidential Information other than as necessary to fulfill its obligations under this Agreement. Contractor shall take reasonable steps to prevent unauthorized disclosure or use of PESSI’s Confidential Information and to prevent it from falling into the public domain or into the possession of unauthorized persons. Contractor shall not disclose Confidential Information of the Disclosing Party to any person or entity other than its officers and employees who need access to such Confidential Information in order to affect the intent of this Agreement and who have been placed under obligation of confidentiality not to disclose such information to any person whatsoever.


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b) Exceptions to Confidential Information. The obligations set forth in this clause shall not apply to the extent that Confidential Information includes information which is:

(i) now or hereafter, through no unauthorized act or omission on the Contractors part, is in the public domain;

(ii) furnished to others by PESSI without restriction on disclosure.

c) Permitted Disclosures. Nothing in this Agreement shall prevent the Contractor from disclosing Confidential Information to the extent that Contractor is legally compelled to do so by any governmental investigative or judicial agency pursuant to proceedings over which such agency has jurisdiction; provided always, that prior to any such disclosure, Contractor shall (i) assert the confidential nature of the Confidential Information to the agency; (ii) immediately notify PESSI in writing of the agency’s order or request to disclose; and (iii) cooperate fully with PESSI in protecting against any such disclosure and/or obtaining a protective order narrowing the scope of the compelled disclosure and protecting its confidentiality.

d) In the event of a breach of this Section Contractor acknowledges and agrees that any disclosure, advertent or inadvertent, of any Confidential Information prohibited herein or any breach of the provisions herein may result in irreparable injury and damage to PESSI and hence PESSI may, in addition to all other remedies available to it at law or in equity, including but not limited to, suit for monetary damages, obtain such preliminary, temporary or permanent, mandatory or restraining injunctions, orders or decrees as may be necessary to protect itself against, or on account of any breach by the Contractor.

8. REPRESENTATIONS AND WARRANTIES.

a) By Contractor. Contractor represents and warrants that:

i) The Contractor is duly organized, validly existing and in good standing under the laws of Pakistan and has the authority to carry on the business as conducted as of the Effective Date;

ii) The execution, delivery and performance of this Agreement has been duly authorized by the Contractor and this Agreement constitutes a valid and binding agreement of the Contractor;

iii) The Contractor will comply, and cause its employees, Guards, agents and permitted subcontractors to comply, in all material respects, with all laws including Labour laws of Pakistan applicable to the Contractors’ performance of its obligations under this Agreement.

iv) The Contractor has all applicable legal and valid permissions from all concerned authorities, whether government or semi government or private for carrying out the Services and is duly registered with Social Security and Employees’ Old-Age Benefits institutions for providing the Services as contemplated in this Agreement.

v) The Services rendered under the Agreement shall be in line with the industry and international best practices.

vi) The Contractor knows of no charges, actions, suits, proceedings, agreements, actual or threatened which would impair it from performing its obligations under this Agreement. Further, it has not entered into any agreement or arrangement with any person or company which may create a conflict of interest.


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vii) That there are no current, pending or threatened actions or proceedings before any court, arbitrator, administrative tribunal or government authority which might materially and adversely affect the business or operations of the Contractor or its ability to perform its obligations under this Agreement.

viii) That its entry into, exercise of rights and/or performance of its obligations under this Agreement does not and will not violate:

(a) any judgment, decree, direction, order, agreement, instrument or other document, restriction or obligation to which it is a party or by which it is otherwise bound; or

(b) any judgment of any court, statutory boards, governmental or regulatory bodies, authorities or agencies, or other governmental or regulatory body in all applicable jurisdictions; or

(c) any terms and conditions of the Contractor’s agreement with any other person/company.

The Contractor further agrees and undertakes to keep PESSI indemnified against any and all costs, claims, losses, damages and other liabilities of any nature made or brought against, incurred or suffered by PESSI by reason or as consequence of breach of this Section.

b) By PESSI. PESSI represents and warrants that:

i) PESSI is duly organized, validly existing and in good standing under the laws of Pakistan and has the authority to carry on the business as conducted as of the Effective Date;

ii) the execution, delivery and performance of this Agreement has been duly authorized by PESSI and this Agreement constitutes a valid and binding agreement of PESSI;

9. LIMITATION OF LIABILITY

a) Except for payment obligations under this Agreement PESSI has no liability whatsoever.

10. LIQUIDATED DAMAGES

a) PESSI shall be entitled to deduct liquidated damages in accordance with Schedule-C hereto from monthly payments due to Contractor if basic services levels stipulated in Schedule-C are not met. Contractor agrees that the quantum of liquidated damages specified in Schedule-C is a reasonable estimation of loss incurred by PESSI as a result of Contractor’s inability to meet the basic service levels.

11. FRAUD

a) For the purpose of this Agreement, “Fraud” shall be defined as any misrepresentation of a matter of fact, whether by words or by conduct, by false or misleading allegations, suggestions, omissions or by concealment of what should have been disclosed, that deceives and/or is intended to deceive PESSI. Fraud shall include a misrepresentation made recklessly without belief in its truth to induce another person to act, unconscionable dealing and the unconscionable use of power arising out of the Parties’ relative positions and resulting in an unconscionable bargain.

b) Notwithstanding anything to the contrary contained in the Agreement, in cases of fraud on the part of the Contractor or its


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respective officers, directors, employees, representatives, licensees and agents, , the Contractor hereby takes full responsibility of any and all such acts committed by the Contractor and/or its directors, officers, employees, representatives, licensees, sub-contractors and agents. The Contractor also undertakes to fully indemnify PESSI and its directors, officers, employees, representatives, licensees, agents, associated companies and customers against any and all such claims that may arise or be brought against PESSI and any losses including but not limited to financial, commercial and/or any loss of good will incurred by PESSI because of the said fraud. The Contractor further undertakes to provide full assistance in any fraud investigations undertaken by or on behalf of PESSI and/or any relevant legal authority.

12. INDEMNIFICATION.

a) By Contractor: Contractor will, at its own expense, indemnify and hold harmless PESSI, and its respective officers, directors, employees, representatives, licensees and agents from and against and in respect of any and all claims, liabilities, allegations, suits, actions, investigations, judgments, deficiencies, settlements, inquiries, demands or other proceedings of whatever nature or kind, whether formal or informal, brought against PESSI or any of its respective officers, directors, employees, representatives, licensees or agents, by any third parties against and in respect of any and all damages, injury including death, liabilities, losses, costs, charges, fees and expenses, including without limitation reasonable legal fees and expenses, as and when incurred, arising out of or in connection with the provision of Services hereunder and attributable to the negligence or willful misconduct of the Contractor or its employees or agents or permitted sub contractors. Contractor agrees that it may not, without PESSI’s prior written consent, enter into any settlement or compromise of any claim that results in any admission of liability or wrongdoing on the part of PESSI.

b) Contractor shall be solely and directly responsible for any loss or damage to any PESSI property due to negligence, willful misconduct, act or omission of the Contractor or any of its employees or Guards.

c) To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless PESSI, its respective officers, directors, employees, representatives, licensees and agents from and against claims, damages, losses and expenses, including but not limited to legal fees, arising out of or resulting from performance of the work under this Agreement in relation to any claim, damage, loss or expense attributable to bodily injury, sickness, disease or death to the Contractor’s employees or Guards or any third party hired by the Contractor or to injury to or destruction of tangible property.

13. NOTICES

a) Any notice under this Agreement shall be in writing and may be served by personal delivery, first class post, facsimile, or electronic mail to the addresses set out below, or such other addresses as each Party may notify to the other from time to time.

b) Any notices so given shall be deemed to have been received on the next business day following the date it was personally delivered, if mailed, on the fifth business day following the date of posting and if


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sent by facsimile or electronic mail, upon written confirmation from the other Party of receipt of the notice through the same medium on which the notice was sent.

IF to PESSI Name & Designation: Address: Email: Contact Number: IF to Contractor Name & Designation: Address: Email: Contact Number:

14. GOVERNING LAW.

This Agreement shall be governed by and construed under the laws of Pakistan without regard to its conflict of laws principles and the courts of Islamabad shall have exclusive jurisdiction in regard thereto.

15. DISPUTE RESOLUTION & ARBITRATION.

a) Both Parties shall use their best efforts to settle amicably any claim of controversy, any dispute arising out of the formation, performance, interpretation, nullification, termination or invalidation of this Agreement or any supplemental agreement or arising there from or related thereto in any manner whatsoever by referring the dispute to the senior management of the Parties.

b) If the Parties fail to settle the disputes amicably within 30 days, either Party may refer such dispute to arbitration in Lahore, Pakistan under the Arbitration Act 1940 (“Act”) and the rules (“Rules”) made there under. The arbitration shall be carried out by two (2) arbitrators, one to be appointed by each Party and in the event of a disagreement between the arbitrator by an umpire to be nominated by the arbitrators prior to entering upon the reference. The venue of the arbitration shall be Lahore, Pakistan.

c) The award made by the arbitrators or the umpire, as the case may be, shall be final and binding on the Parties and may be enforced in any court of competent jurisdiction.

d) Notwithstanding any provision to the contrary in this Agreement, this section shall survive any expiration or termination of this Agreement or any other provision hereof, and upon such event shall take effect as an independent arbitration agreement.

16. PARTIES ENTIRE UNDERSTANDING.

This Agreement constitutes the entire agreement and understanding between the Parties hereto with respect to the subject matter hereof and supersedes all prior or contemporaneous, express or implied, written or oral, agreements, representations and conditions between the Parties with respect thereto.

17. WAIVERS.

No failure or delay by either Party in exercising any right, power, or remedy under this Agreement shall operate as a waiver of any such right, power, or remedy. Any waiver by either Party of any provision of this Agreement shall be in writing and signed by the Party against whom, enforcement of the waiver is sought and such waiver shall not be construed as a waiver of any other provision of this Agreement, nor shall such waiver operate as or be


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construed as a waiver of such provision respecting any future event or circumstance.

18. SEVERABILITY.

In the event any provision of this Agreement (or portion thereof) is determined by a court of competent jurisdiction to be invalid, illegal, or otherwise unenforceable, such provision shall be deemed to have been deleted from this Agreement, while the remainder of this Agreement shall remain in full force and effect according to its terms.

19. SURVIVAL.

Provisions contained in this Agreement that by their sense and context are intended to survive completion of performance, termination or expiration of this Agreement, shall so survive.

20. ASSIGNMENT & SUB-CONTRACTING

a) Contractor shall not assign any rights or delegate any duties under this Agreement without PESSI’s prior written consent,

b) Except as otherwise provided under this Agreement, Contractor shall not subcontract any part of its work under this Agreement to a third party without the prior written authorization and consent of PESSI. In the event such authorization is granted, the subcontractor shall abide by all terms of this Agreement on confidentiality. Contractor shall remain fully responsible for any action of its sub-contractor as if they were its own actions. Furthermore the Contractor shall be liable to reimburse PESSI for any loss, damage accrued due to any action or inactions of the sub-contractor.

c) PESSI may not assign any rights or delegate any duties under this Agreement without the Contractor’s prior written consent, except that PESSI can assign this Agreement or any of its rights or obligations arising hereunder to the surviving entity in a merger, acquisition or consolidation in which it participates, or to a purchaser of substantially all of its assets. Subject to the foregoing, this Agreement shall be binding upon and shall inure to the benefit of the respective successors and assigns of PESSI.

21. AMENDMENT.

No amendment or variation of the terms of this Agreement shall be valid and binding unless made in writing and signed by authorized representatives of each Party.

22. COUNTERPARTS.

This Agreement may be executed in two or more counterparts, any or all of which shall constitute one and the same instrument.

23. COMPLIANCE WITH LAWS.

Each party shall comply with all applicable state, federal and local laws in the performance of this Agreement.

24. HEADINGS

The article, clauses and paragraph headings contained in this Agreement are for reference purposes only and shall not affect in any way the meaning or interpretation of anything contained in this Agreement.

25. PUBLIC RELEASES


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Contractor shall not, unless required by law, issue a news release, public announcement, advertisement or other form of publicity concerning the existence of this Agreement without obtaining prior written approval from PESSI.

26. ENGLISH LANGUAGE

This Agreement and its related documents have been drawn up in the English Language and the English version shall prevail over any translation thereof in any other language.

27. GOOD FAITH

The Parties shall deal with each other in good faith at all times with respect to the matters under this Agreement.

IN WITNESS WHEREOF, the Parties have entered into this Agreement with effect

from the date set out above and are bound to abide by the terms & conditions

mentioned herein agreement as well as tender documents.

FOR AND ON BEHALF OF

Punjab Employees Social Security Institution

FOR AND ON BEHALF OF

M/s. _______________________

Director (Admn.), PESSI Chief Executive_______________.

Date……………………………............ Date………………………………………

WITNESSES WITNESSES

1. ______________________________

1. ______________________________

2.______________________________ 2.______________________________


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SCHEDULE “A”

STANDARD OPERATING PROCEDURES (SOPs)

1. The following procedures shall apply:

i) At the time of exchange of duty all necessary information will be given to the new Guard. Both the individuals will sign the duty change register (provided by the Contractor). At the time of relief, the guard shall confirm to the Control room of Contractor. The Guard shall not leave his post till the time new guard is fully ready to take over his duty. In case of any delay of new guard, will inform the operations room after waiting for 15 min.

ii) During duty timings, the Guard would check all the incoming guests and will deal with ladies respectfully and will properly guide all guests.

iii) The Guards will keep a vigilant eye on the activities of workers/servants and will inform the Security Staff and operations room of Contractor in case of any suspicion. In case of rooftop site. For anything suspicious the Guard should immediately inform the operations room during his time of duty.

iv) Gate of the PESSI Sites will always remain closed. During duty timings, the Guard will be responsible for correct functioning of the walkie talkie (If available), their weapon and cleanliness.

v) Whenever a new guard is appointed at PESSI Sites, he must acquaint himself with the surroundings at the earliest.

vi) Guards may only permit guests in after entering their names in the visitor register and after getting prior permission from the authorized person of PESSI. The Guard would inform about the particulars of the visitors to the authorized person at the particular PESSI Site, shall have the vehicle parked at a reasonable place and close the door after letting the visitor’s in; official ID card of the office visitors will be checked before letting them in.

vii) The Guards will give clearance report to the operations room after every one hour and in case of any problem, will inform immediately.

viii) The Guard would keep their uniforms tidy. ix) At all times weapons must be carried and may not be left unattended. x) Security staff of PESSI shall carry out surprise checks and endorse

remarks in the register. xi) The Guards would only allow authorized individuals to enter the

particular PESSI Site. This may include PESSI Technical staff and Security staff.

xii) If some unknown individual asks suspicious questions, the Guard should immediately inform the control room.

xiii) Contractor shall ensure the punctual transport of the Guards to the respective PESSI Sites.

xiv) Contractor shall appoint supervisors who shall supervise the Guard(s) at PESSI Sites. The guidelines for these supervision activities will be provided by PESSI.

2. The following should be carried out at the time of exchange of duties:-

Both the guards will be available while giving the charge and following steps shall be adopted i) Will apply safety to the weapon.

ii) Will remove the magazine. (if required). iii) Will check the chamber of the weapon and ensure that it is empty. iv) Having ensured that the chamber is empty will show empty chamber

to the new guard.


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v) After making sure that the chamber is empty he will point the muzzle of the weapon towards the loose earth pit at a designated place and will press trigger (PESSI shall ensure availability of loose earth pit and will designate a point for the same).

vi) After this the new guard will insert the magazine (if required) himself in the weapon and will inform the operations room about his arrival for the duty and will give all ok report.

vii) Both the individuals will enter all this procedure in the register.

The Services shall be provided as per agreed levels, and security cover at all PESSI sites shall be provided 12 or 24 hours a day, 7 days a week, and 365 days a year, as per requirements of PESSI Site(s). Contractor shall ensure that PESSI Sites shall at all times be guarded in accordance with the above requirements and the Contractor shall ensure that the Guards do not leave PESSI Site(s) unattended (whether on expiration of a shift or otherwise) unless appropriately replaced by other Guard(s) appointed by the Contractor.

5. GUARDS

a) Contractor will ensure that the Guards have received and understood all instructions (written or otherwise) of the duties set out in this Agreement and shall carry the following on their person at all time during duty hours:

i) Contractor Identity card.

ii) Whistle,

iii) Torch in good working order for Guards on evening or night duty,

iv) Contractor Uniform- in clean and serviceable condition – no rips or obvious marks- and carrying Contractor identity card.

v) Portable metal detector in good working condition and under carriage mirror, if required.

vi) Wireless Communication equipment or Mobile phone - in serviceable condition with spare battery (charged).

vii) Rain coat for wet weather

viii) Weapon – Repeater Shotgun, Pistol, Semi Automatic (as agreed between the Parties) in clean and god workable condition.

ix) Ammunition - Guards to carry:

60 rounds for Semi-Automatic

30 rounds for Pistol

15 cartridges for Repeater Shotgun

b) The following criteria are the minimum standards of skills, experience and behavior required of the Guards.

i) Punctual – Guard to sign in at the specified time and remain until relieved/replaced.

ii) Courteous – Guard expected to be courteous and discrete.

iii) Bearing - Guards are to maintain an appropriately military bearing and are not to ask for money/gifts.

iv) Weapon to be carried at all times.


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v) Alertness – Guard to remain awake and alert throughout the shift. Guards are to report-in to a control room on a pre- determined schedule.

vi) Access control – Guard is not to grant access to the PESSI Site without authorization.

vii) Sustainment – Guards to report for shift with meals and sufficient fluids. Contractor to arrange for their food supplies.

viii) Patrolling – Guards to conduct random patrols of the PESSI Sites. Patrols are to be of specified durations.

ix) Weapon proficiency - Guard is to be qualified and proficient in the use of the weapon(s) being carried.

x) Experience – Guards deputed have to be 60- 70% trained ex-military background and 30-40% as trained civilians. Preference should be given to ex-military background.

xi) Careful – Guard to take care of facilities provided by PESSI for his use.

xii) Emergency management – Guard should be well versed in PESSI’s response procedures in the event of a security incident or an emergency situation and should know how to operate a fire extinguisher.

xiii) Professional - Guard will remain and protect PESSI Site until relieved.

xiv) Preparedness - Guards to receive a comprehensive shift brief from out going Guard at each handover (format to be determined in consultation with PESSI Security Department).

e) PESSI has the right to check any of the above standards and skills of the Guards and reject any Guards not fulfilling his criterion.

3. Contractor shall be responsible for regular refresher trainings of its Guards.


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SCHEDULE “B”

CONTROL ROOM DETAILS

[Insert details]


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SCHEDULE “C”

LIQUIDATED DAMAGES

PESSI shall deduct liquidated damages mentioned below in the event

the Contractor fails to meet these basic service levels, from the Contractor’s

monthly fee. The Contractor agrees that the quantum of liquidated damages

mentioned below is a reasonable estimation of and shall require no further

validation or proof of loss incurred by PESSI as a result of the Contractor’s

inability to meet the basic service levels.

Performance Indicator

Description Liquidated Damages

Remarks

Guard

Guard to sign in at the specified time and remain present at his detail until relieved. If a Guard is absent and the post is filled by a guard on a back to back shift or a guard who has not received training. If a guard abandons his post and there is no relief present.

½ Day Rate

Full Day Rate

Full Day Rate

N/A

Investigation will be conducted and Contractor will be expected to take

disciplinary action.

Failure to comply could lead to

actions towards contract

termination.

Courtesy Guards expected to be courteous and discreet

If complaints are received of guards being intrusive or

impolite PESSI will expect a warning

to be issued to the guard. If the

incident is serious enough or there

are further incidents the guard is to be removed.

Bearing Guard is to maintain appropriate bearing and carry weapon with him at all times.

Warning for bearing.

Full Day Rate for leaving weapon

unattended.

If the incident is serious enough or there are further

incidents the guard is to be removed.

Alertness If a guard is reported as sleeping on duty.

Full Day Rate Security Provider will be expected to provide a written warning to the

Guard and remove


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second time offenders.

Access Control

If visitors are allowed to enter that have not been authorized by the resident and/or have not been registered in the log book. Guards are to report-in to a control room on a pre-determined schedule.

½ Day Rate for each visitor.

½ Day Rate per lapse.

Sustainment Guards to commence shift with sufficient sustenance.

½ Day Rate Resident may provide additional

sustenance however guard must be self-

sufficient. Patrolling At the request of the

resident, the guard may conduct random patrols of the internal perimeter at night or whenever residents are absent for sustained periods.

½ Day Rate Patrols are to be of no more than five minutes duration.

Weapon proficiency

Guard is to be proficient in the use of the weapon(s) being carried.

½ Day Rate

Negligent Discharge

The accidental or unauthorized firing of weapons

Two Full Days Rate

The Guards involved would be

removed immediately.

Experience/ Background

Guard must be of ex-military background.

Full Day Rate

Care Any damage to PESSI or resident provided equipment caused by negligence must be replaced by the Security Provider.

Replacement of equipment.

Language Should be able to speak and read Urdu.

Warning to company.

Repeated failure to comply could lead to actions towards

contract termination.

Emergency management

Guard is well versed in company response procedures in the event of a security incident or other emergency situation (fire etc).

Full Day Rate Security Provider will be expected to provide a written warning to the

Guard and remove second time

offenders. If the incident is serious enough the guard may be removed

immediately. Preparedness Guards to receive a

comprehensive shift brief from out-going guard at

Full Day Rate If the incident is serious enough the

guard may be


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each handover (format to be determined in consultation with PESSI Security Department).

removed immediately.

Equipment

Radio If radios are not serviceable, cannot communicate clearly with control post, do not have spare batteries and are not being held/carried by the Guard.

½ Day Rate

Uniform Serviceable and without visible rips and dirt marks.

½ Day Rate

Weapon Must be serviceable and clean. Weapons must be carried in the state directed by PESSI Security Manager. Weapons must be carried in a manner that allows them to brought into action immediately if required. The PESSI Rules for use of Armed Force are to be observed.

Full Day Rate

Ammunition Must have serviceable ammunition (60 rounds minimum for semi automatic weapons, 30 rounds minimum for a pistol, and 15 cartridges for a repeater or single shot rifle). Semi Automatic and pistol ammunition must be loaded in serviceable magazines that are attached to the Guard. Shotgun Repeater ammunition must be held in a pouch constantly attached to the Guard.

½ Day Rate

Contractor

Shift length The Contractor must maintain sufficient guards to cover the enforced absence of a guard.

Full Day Rate

SOPs Contractor to have detailed standard

1/2 Day Rate


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operating procedures (SOPs) that are well understood by guards. A copy of the SOPs should be available on all PESSI sites.

Use of force Contractor to have detailed rules for use of armed force (including opening fire).

Minimum of Full Day

Rate

The failure to adequately train and brief guards in the rules for use of armed

force may lead to contract

termination. Control room

procedures

Contractor to provide control room procedures for guards to report on a pre-determined schedule. SP to investigate where schedule is missed.

½ Day Rate

Supervision Supervisor to visit each site once a night on a random schedule.

Full Day Rate

Complaint resolution

If required by PESSI, Customer Manager to attend Head Office within four hours of complaint.

½ Day Rate

Emergency Response

In the event of a security incident it is expected to deploy at least three armed guards (including a supervisor and vehicle) to the residence within 20 minutes of the incident. The Contractor is also to inform the Police and the PESSI Security Manager.

Full Day Rate

The failure to respond to

emergencies will initiate an

investigation that could lead

to contract termination.

Quality assurance

Contractor to provide detailed QA procedures, proof of which can be requested by PESSI as required.

½ Day Rate The failure to provide proof of QA procedures upon demand will initiate an investigation

that may lead to contract

termination.


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ANNEX-C LIST OF DOCUMENTS TO BE SUBMITTED ALONGWITH THE TENDER ENVELOPE No. 1__________________________________________________ 1. Registration Document/Details of the Company. 2. Earnest money deposited in favour of Commissioner PESSI. 3. Profile of the Company 4. Details of Constitution of firm / Company and its registration with competent

authority. 5. Proof of Qualification with regard to:

a. Annual turnover of Rs.20 million (minimum). b. Minimum experience of 10 years in security agency business in large

multinational companies / industry of repute / national labs / PSU / Nationalized Bank etc.

c. Proof of providing security staff of 15 or more per shift for three clients.

d. Registration with Labour Department Government of Punjab as well as with attached departments such as Punjab Employees Social Security Institution.

e. Latest Income Tax clearance certificate. f. Balance sheet and profit and loss account statement for the last three

years. g. Clientele list at the Province of Punjab indicating number of security

personnel deployed at each unit/establishment. h. Latest solvency certificate from a nationalized bank for a minimum

value of Rs.20 lakhs. i. Power of attorney in favour of authorized signatory, if required so.

6. Undertaking to be given by the tenderer informing the Institute that he / they have read the tender documents and have understood the contents fully and accordingly had submitted their quote in the price bid (Envelope 2) abiding to the terms and conditions laid down thereat.


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ANNEX-D

PRICE BID – ENVELOPE-2

NAME OF CONTRACT:

Contract for providing Security Services to PESSI’s Offices / Hospitals.

SR.NO. DEPLOYMENT

RATE OF WAGES (IN DIGIT / WORDS)

1. Wages / Payment in respect of Services of one Security Guard.

2. Wages / Payment in respect of Services of 36-Security Guards.

3. Total wages / payments per month

4. Total wages / payments per annum

Note: Rate analysis supporting the above quoted rates should be enclosed along with this price bid clearly indicating the minimum wages, other statutory levies/ taxes and other charges etc. The tax deductions will be made by the Institution from the salaries/ quoted rates for transferring to quarter concerned.

Signature of the Bidder with seal

Address: ___________________________

_________________________________

_________________________________


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ANNEX-E EVALUATION CRITERIA FOR SECURITY AGENCIES

(Bidder complying with all mandatory parameters and obtaining 70% Marks shall be declared as Responsive Financial Bids of only Responsive Bidders shall be opened) Sr. Parameters Marks

(i)

Experience of the Firm

Sr. Parameter Maximum Score

a.

* Experience in Security Services 01-05 Relevant Projects (10 Marks) 05 and above Relevant Projects (15 Marks) 15

b. ISO 9001:2015 Certificate (5 Marks) 05

c.

** Business Length / History of the services provider 5-10 Years (5 Marks) 10-15 Years (10 Marks) 15 and above (15 Marks)

15

d. *** Quality of clients (5 Marks)

* The Bidder shall have to provide Satisfactory Performance Certificate.

** Business History shall be calculated from the date of establishment of the

firm. The firm shall have to provide relevant documents in this regard.

*** Attach clientage list.

40

(ii)

Capacity of the Firm

Sr. Parameter Maximum

Score a. Security companies provide Last 06 month salary

record (through bank account statement) of security guards and numbers of security guards will not be less than 100

15

b. * No. of Ex-Army Guards 1-50 Relevant Personnel (5 Marks) 50-100 Relevant Personnel (10 Marks) 100 above Relevant Personnel (15 Marks)

15

c. Provide detailed security approach, Plan and Methodology for comprehensive security of applied hospitals

15

* For Ex-Army Guards the firm must submit Service Certificate.

45


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(iii)

Financial Strength Sr. Parameter Maximum

Score a. Average Annual Turnover for last Year (provide

annual income tax return 2020) 20-40 Million (5 Marks) 40-60 Million (10 Marks) 60 and above Million (15 Marks)

Note: In case of history of show cause notice and termination letter issued to any company participating in this tender 10 numbers will be deducted from technical evaluation Performa.

EVALUATION CRITERIA

Sr. Category Marks

i. Experience of the Firm 40

ii. Capacity of the Firm 45

iii. Financial Strength 15

Total 100

Minimum Marks Required 70

FINANCIAL EVALUATION

The financial evaluation of the bid shall be according to the financial

evaluation as given in Financial Bid. Incomplete bids shall stand rejected.

Redressal of Grievances

1. The Procuring Agency shall constitute a committee, according to Rule 67 of

Punjab Procurement Rules, 2014, comprising odd number of persons, with

proper powers and authorizations, to address the complaints of bidders that

may occur during the procurement process.

2. Any bidder feeling aggrieved by any act of the Procuring Agency after the

submission of their bid may lodge a written complaint concerning his

grievances not later than 10-Days after the announcement of Bid Evaluation

Report.

3. The committee shall investigate and decide upon the complaint as per rule

67 of PPR-2014.

Note: Mere fact of lodging of a complaint shall not warrant suspension of the procurement process.