REQUEST FOR PROPOSAL (RFP) EGPAFCMR004/09/2024: PROVISION OF GUARD SERVICES DOUALA- YAOUNDE- EBOLOWA

FIRM DEADLINE/ CLOSING DATE & TIME: 24th September, 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, September
24th, 2024 at 5:00 p.m., deadline and bear the following mention:RFP EGPAFCMR003/09/2024 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
EGPAFCMR003/09/2024 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
SPECIFICATI
ONS
UNIT INITIAL TERM DURATION
OF OPTION
PERIODS
ESTIMATED #
OF OPTION
PERIODS
(1) Guard
Services for
Yaounde:
• Day Guard
1x12hours
• Night Guard
1x12hours
From October 1st,
2024, to
September 30th,
2025
1 year 2
(2) Guard
Services for
Ebolowa:
• Day Guard
1x12hours
• Night Guard
2x12hours
From October 1st,
2024, to
September 30th,
2025
1 year 3
3 Guard
services for
Douala:
• Day Guard
1x12hours
• Night Guard
2x12hours
From October 1st,
2024, to
September 30th,
2025
1 year 3
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 Attestation of solvability issued by the bank of the bidder (Eliminatory)
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 A copy of the certificate of matriculation or Registre du commerce aligning
with the purpose of this request for proposal;
A7 A copy of the bank attestation;
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 (If Yes = 15pts, If No = 0)
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 = 15pts, If No = 0pt)
B3 Provide a sample of certificate or training guide received by the agents before
they are posted. (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 (if possible, Certificate of satisfaction, professional references
with telephone and electronic contact details. References from NGOs/Embassies
will be preferred. (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 nonresponsive 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.