REQUEST FOR PROPOSAL (RFP) EGPAFCMR001/10/2025: PROVISION OF GUARD SERVICES DOUALA- YAOUNDE- EBOLOWA- BERTOUA 

FIRM DEADLINE/ CLOSING DATE & TIME: 21st October, 5 PM CAMEROON TIME

The Elizabeth Glaser Pediatric AIDS Foundation, a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit http://www.pedaids.org.

1.INSTRUCTIONS, TERMS AND CONDITIONS TO TENDERERS
1.1. This RFP was prepared by Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) and being issued to selected suppliers on the clear understanding that its contents are strictly confidential and as such may not be given to any third party without a prior express permission of EGPAF.
1.2. The specifications prescribed are not in any way limited to any specific tenderer as they are based on generally achievable requirements.
1.3. EGPAF does not bind itself to accept the lowest tender price and reserves the right to reject all submissions, in whole or in part, enter into negotiations with any party, and/or award multiple contracts. 
1.5. Tenders MUST be received on or before the closing date and time and all bids received after the closing date and time will not be considered.
1.6. The quotation MUST include the following:
             1.6.1. Bid Validity Date.
             1.6.2. Unit Price and Total Price including taxes. No submission will be considered for any discovered omissions from the tenderer (s).
1.6.3. Prices to be quoted in XAF all taxes included.

1.7. No advance payment shall be affected.
1.8. The successful bidder will be issued with a Contract.

1.9. Any costs associated with the preparation and subsequent submission of a quotation shall remain the sole responsibility of the supplier irrespective of the outcome of the final selection process.
1.10. This RFP is not an offer to enter into agreement with any party, but rather a request to receive quotations from person(s) interested in providing the goods or services outlined in this RFP.

1.11. Any exceptions to the requirements or terms of the RFP must be noted in the quotation.

2. Submission of quotations and proposed timeline

Interested suppliers can submit their typed quotations on the company’s letterhead 

A- Submission conditions
Each offer, written in French or English in four (04) copies including the original and (03) three copies marked as such, must be submitted in a sealed envelope no later than Tuesday, October 21st, 2025 at 5:00 p.m., deadline and bear the following mention:
(RFP) EGPAFCMR001/10/2025 FOR THE PROVISION OF SECURITY AGENTS.
"To be opened only during the counting session".
B- Where to submit. 
The bids can be deposited either:
- In our offices in Douala located in Bonanjo after the Beau Rivage hotel, former Nigerian consulate
- In our offices in Yaoundé located in Bastos opposite the Bastos post office
- In our offices in Ebolowa located in Nkovo’os, former Nexttel building
By email to the electronic address cameroontenders@pedaids.org with mention RFP (RFP) EGPAFCMR001/10/2025 PROVISION OF SECURITY AGENTS

3. SPECIFICATIONS  
Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) will be requiring Security Guard Services on the following services.

After the initial period of the Contract expires, EGPAF may exercise its option to extend the contract for an additional 2 option periods subject to availability of funding and vendor performance. The anticipated duration of each option period is 1 -year. An extension may also be made on any additional office if the need arises 

Table:

#    ITEM and DETAILED SPECIFICATIONS    UNIT    INITIAL TERM    DURATION OF OPTION PERIODS    ESTIMATED # OF OPTION PERIODS
(1)    Guard Services for Yaounde:
    •    Day Guard 1x12hours
•    Night Guard 1x12hours

     From November 1st, 2025, to September 30th, 2026    11 mois    2
(2)    Guard Services for Ebolowa:
    •    Day Guard 1x12hours
•    Night Guard 1x12hours
     From November 1st, 2025, to September 30th, 2026    11 mois    2
3    Guard services for Douala:    •    Day Guard 1x12hours
•    Night Guard 1x12hours     From November 1st, 2025, to September 30th, 2026    11 mois    2
4    Guard services for Bertoua:    •    Day Guard 1x12hours
•    Night Guard 1x12hours     From November 1st, 2025, to September 30th, 2026    11 mois    2


4. EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS:
All proposals will be evaluated against the criteria below.  Each proposal must contain the items listed in the submission requirements column in the order that they appear below. EGPAF will select the contractor that provides the Best Value to the Foundation.
N°    A.    Administrative Evaluation. NB: Only original documents and certified copies are expected.    YES    NO
A1    A signed copy of this Request for proposal signed at all the page        
A2    A copy of the certificate of matriculation or Registre du commerce aligning with the purpose of this request for proposal         
A3    A certified copy of the legal attestation or authorization to practice as security services in Cameroon (Eliminatory)        
A4    A copy of the legalized taxpayer card (carte de contribuable)         
A5    A copy of a valid tax compliance certificate: Attestation de conformité fiscale en cours de validité (Eliminatory)        
A6    Attestation of solvability issued by the bank of the bidder (Eliminatory)        
A7    A copy of the bank attestation; (Eliminatory)        
A8    Certified copy of the localization plan and the attestation of localization         
The bidder who has not provided the eliminatory documents will not be considered for the rest of the process

B    Technical Evaluation 
    Criteria    Elements of Submission     
B1    Presentation of the structure     General presentation of the company, creation, services provided, detailed organization chart, purposes and various affiliations (Total= 14pts, as follows 4 points for General presentation, 3 points for services provided, 4 points for organization chart and organigrammes, 3 points for various affiliations )    
B2    Profile of the proposed agents    Detailed CVs of the personnel who will be assigned to the different sites with a minimum of 3 years of experience in working with the structures and organizations (If Yes = 16pts, If No = 0pt)- Points will be given only to CV that meets the minimun requirements of 3 years of services and above 2 pts for each CV    
B3        Provide a sample certificate or training guide received by the agents before they are posted (This shall include training modules). (If Yes = 10 points, If No = 0 points)    
B4    REGISTRATION TO THE NISF    The original of the certificate from the National Social Security Fund (NSIF) proving that the bidder is up to date with its contributions until the last due date on the date of submission of bids (If Yes = 10 pts; If No = 0 pts)    
B5    work methodology      Provide a detailed description of the working methodology for security deployment of agents daily, supervision of the agents as well as a description of intervention in case of emergency (If Yes = 20pts, If No = 0pt)    
B6    Past performances      Provide at least three (03) contracts, first and last page, made with organizations in which the same services have already been provided as well as proof of services performed (with Certificate of satisfaction, professional references with telephone and electronic contact details. NB: Points will be given only for structures like bank or embassies representations (If 3 = 30 pts, If 2 = 15 pts, less than 2 = 0 pts)    
    Total    100pts
                       NB: A technical score lower than 80pts/100 will be ineligible for the financial offer.


C    Financial Offer: Prices should be all taxes included
1    Provide a fixed price per agent all taxes included as per your taxation regime for a minimum net salary of XAF 75.000 to be paid per agent. 
    The company with the lowest and reasonable offer will be designated ‘Best-value’
The financial score will be calculated as follows:

A- FINANCIAL SCORE = (lowest bid / Challenger amount) X 100
The lowest-bidding company in this case has a financial score of 100

B- FINAL SCORE (Best Value)

FINAL SCORE: (Technical score) x 70% + (Financial score) x 30%

The bidder receiving the highest score will be considered the Best Value and will be awarded the contract.

Failure to provide any of the above specifications and requirements may be considered non-responsive and disqualify the applicant from final selection.

ETHICAL BEHAVIOUR
As a core value to help achieve our mission, the Foundation embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same.  Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business.  We will not tolerate fraud or corruption, including forging program outputs, kickbacks, bribes, undisclosed familial or close personal relationships between vendors and Foundation employees, or other unethical practices.  If you experience or suspect unethical behavior by a Foundation employee, please contact our Fraud Investigations team at fraud@pedaids.org or the Foundation’s Ethics Hotline at www.reportlineweb.com/PedAids/. Any vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation will have their proposal disqualified and will not be solicited for future work.