TENDER FOR THE
PROVISION OF SECURITY
SERVICES
AT
<Venue>
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Dear Tenderer,
Name of Organisation (hereinafter referred to as the “Company invites you (hereinafter
referred to as “Tenderer”) to tender for the provision of security services for Name of
Organisation, located at Address of Services Required
The Tenderer shall be deemed to have full notice and knowledge of the contents of the
Tender Documents.
Listed below are the relevant documents to the Tenderer:
The Tender Documents comprise:
Part 1
Part 2
Part 3
Part 4
Part 5
Part 6
Part 7
Part 8
Part 9
Part 10
Invitation to Tender
Instructions to Tenderers
Conditions of Contract
Tender Specifications
Job Description
Form of Tender
Particulars of Tenderer
Letter of Acceptance
Articles of Agreement
Schedule of Rates.
PART 1 – INVITATION TO TENDER
A.
B.
Tender Documents will be issued to invited Tenderers only upon attendance of the
tender briefing and site show around at Address of Services Required and
payment of S$XX being the cost of the Tender Documents. Cheque for the said
amount shall be made payable to Name of Organisation immediately before the
start of the briefing at stipulated date and time.
This Tender Documents must be duly completed and signed and together with all
other necessary and stipulated information, be enclosed in a sealed envelope
marked clearly and addressed to:
“TENDER FOR THE PROVISION OF SECURITY SERVICES AT Name of
Organisation”
Attn: to: Name of Organisation
Registered Address
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C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
The Tender Documents must be submitted and deposited in the Tender Box at the
aforesaid address not later than time on date, i.e. Tender Closing date. Tender
Documents received after this date and time for whatsoever reasons will not be
considered. No tenders submitted may be withdrawn after the prescribed closing
date and time.
Forms of Tender containing erasures or alterations to prices quoted or to other
essential details are liable to be rejected. Prices in the Form of Tender written in
pencil shall render the tender invalid.
If the Form of Tender is spoilt, a fresh form should be used. Use of correction
fluid/tape is not acceptable and may render the tender invalid. The Tenderer may
obtain the fresh form from the above mentioned office at no extra cost.
The pricing of this tender including all rates therein, shall be in Singapore
Currency.
The Tenderer shall bear all costs and expenses in the preparation and submission
of this tender.
The successful Tenderer will be allowed only twenty-one (21) days’ mobilization
period from the date of the issuance of the Letter of Acceptance and this shall be
deemed to have been catered for in the tender schedule.
Any attempt by any Tenderer or by any person on his behalf to canvas, solicit or
approach any officer(s) of the Company in any matter relating to or arising out of
this tender (except for clarification of the Tender document) shall render the
Tenderer disqualified.
The Tenderer shall treat this tender as strictly confidential.
The Company will evaluate the tender proposal based on the Price Quality Method
(“PQM”).
Failure to comply with any of the conditions herein contained shall invalidate the
tender proposal.
In the event that the Company seeks clarification upon any aspect of the
Tenderer’s proposal, the Tenderer shall provide full and comprehensive responses
within three (3) days of notification.
The Company reserves the right as it deems fit to amend any terms or to issue
supplementary terms to the Tender Document at any time prior to the closing date
of the Tender.
The Tender Proposal should adhere to the general layout below:
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7
Section 8
Management Summary
Prices and Charges (Cost Schedule)
Statement of Compliance
Tenderer Information
Proposed Security Services
User References
Goods & Services Tax
Other Information
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Further information can be provided as additional sections, appendices or
annexes. Appendices and annexes must be properly labelled and cross
referenced in the main body of the Tender Proposal.
SECTION 1 MANAGEMENT SUMMARY
1.1
The first section of the proposal shall contain an overview of the Tenderer,
the proposed Security Services, prices and any major assumption made
by the Tenderer. Tables, charts, schematic diagrams and other graphic
representations should be used to summarise the information whenever
possible.
SECTION 2 PRICES AND CHARGES (COST SCHEDULE)
2.1
The Tenderer shall provide the Company with a cost summary of the
security services required by the Company. This cost summary shall be in
accordance with the format as specified.
2.2
The prices shall be quoted in Singapore dollars.
2.3
The prices quoted shall be all inclusive. The pricing should be given at the
item level. The price should include (if applicable) freight charges,
insurance, installation and all required materials, manuals and
documentation. No further charges shall be incurred by the Company.
2.4
All mandatory requirements must be quoted for. Failure to quote shall
render the tender proposal liable to rejection.
SECTION 3 STATEMENT OF COMPLIANCE
3.1
The statement of compliance shall be listed by exception. If no statement
of compliance (listed by exception) is submitted, the Tenderer is deemed
to have complied fully with all parts of the tender. The Tenderer need not
submit any statement of compliance for clauses that they fully comply
with. For exception cases (conditional compliance or non-compliance), the
Tenderer shall include in the Tender Proposal an item by item statement
according to the related part of the tender and list the exceptions that they
are not able to comply with.
3.2
It is imperative that all information requested be supplied accurately and
concisely. Failure to supply such information may render the Tender
Proposal disqualified for further consideration. Late submission of such
information after the close of the Tender shall not be entertained.
SECTION 4 TENDERER’S INFORMATION
4.1
This section shall contain the background information of the Tenderer,
including at least a brief history, scope of operations, staff size and
distribution, and financial standing. An appendix providing concise
answers to questions raised is required.
SECTION 5 PROPOSED SECURITY SERVICES
5.1
This section shall contain a comprehensive description of the proposed
Security Services by the Tenderer.
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5.2
The Tenderer shall provide the Curriculum Vitae of the key personnel and
team members providing the required services using the stipulated format
.
SECTION 6 USER REFERENCES
6.1
The Tenderer shall submit any local user references where such Security
Services are provided and including the site contract period with whom the
Company can contact. The Tenderer shall submit this information using
the format appended in the tender.
SECTION 7 GOODS & SERVICES TAX
7.1
The Tenderer shall provide (if any) Tender Registration Certificate stating
that he is a taxable person under the Goods and Services Tax Act (Cap
117A).
SECTION 8 OTHER INFORMATION
8.1
The Tenderer shall include in this section any other additional information
that is relevant to the Tender Proposal. All attached appendices shall be
properly labelled and cross-referenced to the main body of the Tender
proposal.
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PART 2 – INSTRUCTION TO TENDERERS
1)
Definitions
1.1 In the Contract (as hereinafter defined), the following words and expressions shall
have the meanings hereby assigned to them except where to context otherwise
requires:(a)
(b)
(c)
(d)
(e)
“Company” means Name of Organisation and shall be deemed to include
any officer, agent or representative authorized by the Company to act on its
behalf.
“Tenderer” means a person or his permitted assigns tendering to provide
the Goods and/or Services, and shall be deemed to include two or more
persons if appropriate.
“Tenderer” means the successful Tenderer whose tender has been
accepted by the Company in respect of the Contract for the provision of
security services as specified in the Tender Specification.
“Authorized Representative”/”Superintending Officer” means Name of
Organisation and/or authorized officers of Name of Organisation, or if a
Managing Agent has been appointed, then its representative(s) authorized in
writing from time to time.
“Contract” means the binding contract made on the commencement date
specified in Annex C – Letter of Acceptance by Name of Organisation in
respect of the Tenderer’s provision of security services between Name of
Organisation and the successful Tenderer in accordance with and subject to
the terms and conditions contained herein:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
(f)
Instructions to Tenderers;
Conditions of Contract;
Tender Specifications;
Form of Tender;
Job Description;
Letter of Acceptance;
Articles of Agreement;
Schedule of Rates.
or any other documents related to the Contract, including all amendments
and additions to the same made from time to time.
“Service Price” means the tender price offered by the Tenderer and
accepted by the Company in respect of the terms and conditions as specified
in the Tender Document at the monthly sum listed in the Articles of
Agreement, including any subsequent revisions to the stipulated Price
mutually agreed between the Tenderer and the Company based on the
Schedule of Rates. The monthly contract price could vary month to month
according to the performance based grading system pursuant to Clause 8.2
of the Conditions of Contract.
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(g)
(h)
(i)
(j)
(k)
“Letter of Acceptance” means the acceptance of the Tenderer’s tender by
the Company for the provision of the security services as specified in the
Tender Specification.
“Tender Specification” means the scope of work and job descriptions as
stipulated in Annex B (hereinafter referred to as “Works”), required to be
performed and completed by the Staff deployed in the Company including but
not limited to the recruitment and supply of Staff and advice on all security
issues that may impact the Company.
“Staff” means all employees, security officers, security supervisors and any
personnel of the Tenderer who are deployed by the Tenderer from time to
time to perform the Works, and includes all relief personnel deployed by the
Tenderer to relieve the duties of any Staff.
“Schedule of Rates” means the unit price of each Staff that the Company
may add or deduct from the Contract Price in relation to the numbers of Staff
deployed in the Company from time to time as instructed by the Company or
its Superintending Officer.
“Articles of Agreement” means the terms and conditions of the Agreement
as set out in Annex D hereto including the respective terms and conditions of
the Conditions of Contract, the Tender Specifications, and all annexes
(Annex A – D).
1.2 Words importing the singular only shall also include the plural and words importing
the masculine gender shall include the feminine gender or neuter and vice versa,
and words importing persons shall include bodies corporate.
I/We* confirm that I/We* agree to and accept all the stipulations stated in the
Instructions to Tenderers.
Signature of Tenderer: __________________________________________________
Name and Designation: _________________________________________________
NRIC of the Tenderer: __________________________________________________
Company’s stamp: _____________________________________________________
Address of Tenderer: ___________________________________________________
____________________________________________________________________
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Date/ Company Stamp: _________________________________________________
Signature of Witness: ___________________________________________________
NRIC of the Witness: ___________________________________________________
Name and Address of Witness: ___________________________________________
____________________________________________________________________
Date: ___________________________
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PART 3 – CONDITIONS OF CONTRACT
1.
Inspections of Name of Organisation
Before submitting its tender, the Tenderer shall be deemed to have carefully
inspected and examined the Company and satisfied itself of the adequacy of the
numbers of Staff required to be deployed in meeting the Company’s service
expectations.
2.
Full Knowledge and Satisfaction
The Tenderer shall be deemed to have full knowledge and notice of and shall be
deemed to have satisfied itself as to the present state and condition of the
Company, all the terms and conditions of the Contract, the accessibility to the
Company, the full extend and character of the Works required, all conditions
affecting labour, the transportation of labour and equipment and the performance
of the Works generally.
3.
Security Guard Agency License/ Other Licenses & Approvals
3.1
3.2
The Tenderer shall be PLRD accredited with minimum “B” Grading.
The Tenderer shall at all times during the subsistence of the Contract (including
any renewal thereof) maintain a valid Private Investigation and Security Guard
Agency License issued by the Police Licencing Regulatory Department of the
Singapore Police Force, and shall provide the same to the Company when
required. The Tenderer warrants that it has obtained, and shall at all times during
the subsistence of the Contract (including any renewal thereof) maintain, all
necessary licenses, approvals, permits, consents and/or other authorization
required by the Tenderer in order to fully perform and complete the Works and to
deploy Staff for the performance of the Works.
4.
Duration of Contract
4.1
The Contract shall remain in force for a period of twenty-four (24) months (“Initial
Term”) starting on the commencement date (“Contract Commencement Date”)
specified in the Letter of Acceptance, unless earlier terminated in accordance with
the terms of the Contract.
4.2 Subject to the Tenderer’s satisfactory performance and fulfilment of all its duties,
undertakings and obligations under the Contract, the Company shall have the
option (but shall not be obliged) to renew the Contract for a further twelve (12)
months (“Renewal Term”) in respect of the Company at the same Contract Price
and on the same terms and conditions as those contained in the Contract on
renewal and except to the extend such Contract Price and/or terms and conditions
are amended or supplemented by the mutual agreement of the Company and the
Tenderer. The option to renew will be exercised by the Company giving the
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tenderer at least to (2) months’ notice of renewal. The Renewal Term shall start
from the expiry of the Initial Term.
5.
Compliance with Labour & Other Relevant Legislations
5.1 The Tenderer shall provide proper employment contracts to the Staff in
accordance to the legal requirements of the Ministry of Manpower’s (“MOM”)
Employment Act with the following:5.1.1 Salaries and Central Provident Fund (“CPF”)
The Tenderer shall:
a) Contribute CPF for its staff according to the prescribed rates by CPF
Board. All staff must have a written employment contract and/or a
letter of appointment stating the terms of employment;
b) Pay its staff salary by GIRO payment not later than seven (7) days
after the due date stated in the employment contract of the staff;
c)
Submit to the Superintending Officer at least one (1) working day in
advance via email the letter of appointment/employment contract
together with the staff’s photograph; and
d) Not deduct from the staff’s salary other than the deductions allowed
in the Employment Act.
e) Submit monthly staff deployment report together with the CPF
Company’s reference number and the Company’s Statement of
Account within fourteen (14) days from the ensuring month. The
prescribed Form CPF 92 which can be downloaded from
http://mycpf.cpf.gov.sg/Members/home.htm may be used for the
submission.
f)
Submit to the Company the monthly Statement of Account showing
the names of each and every staff deployed in the Company by the
Tenderer.
5.1.2
5.1.3
Annual and Medical Leave
The Tenderer shall:
a) Provide its Staff at least seven (7) days annual leave for the first year
of service and an additional day for every additional year in
employment;
b) Ensure that it’s Staff are given at least one (1) rest day per week; and
c)
Provide its Staff up to fourteen (14) days of sick leave each year.
Uniforms
a) The Tenderer shall:
i.
Provide the Staff with clean and neat uniforms including shoes,
socks and belts of approved design by the Superintending
Officer;
ii.
Provide all Staff with badges or name tags bearing the names
of both the Staff and the Tenderer for identification purposes;
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iii.
iv.
Ensure that every Staff is properly attired in the approved
uniform with the badge or name tag prominently displayed at all
times;
Ensure that all Staff comply with the approved dress code at all
times while in the Company;
b) The cost for the above provisos, including customized designed
uniforms shall be deemed to be included in the Contract Price.
5.1.4 Overtime
The Tenderer shall:
a) Ensure that all its Staff do not work more than twelve (12) hours a
day (a copy of the deployment pattern should be provided to
Superintending Officer on a monthly basis).
b) Ensure that the total number of working hours that a Staff performs in
a month must not exceed seventy-two (72) hours;
c)
Pay overtime dues at a rate of one and one half (1.5) times the basic
salary for work exceeding forty-four (44) hours a week;
5.2 The Tenderer shall comply with all tripartite guidelines including Fair employment
Practices and Wage-Structuring and recognize the freedom of its Staff to be
members of trade unions.
5.3 The Tenderer shall comply with the Employment Act, Work Injury Compensation
Act, including other statutory policies and guidelines, laws, regulations and
requirements of any government or regulatory Company from time to time in force
relating to the:
5.3.1 Tenderer’s performance of the Works and compliance with the provisions
of the Contract; and
5.3.2 Tenderer carrying on the business of a security guard agency and
employment of security personnel.
5.4 Deviations
Any deviation or change in any provision of the Tender Specification shall only be
made with the prior approval in writing of the Company.
6.
Performance Standards
6.1 Continuous Operational Improvement
6.1.1 The Tenderer shall demonstrate that they have qualified security
personnel capable of performing services covered by the contract in line
with the rules of good practices and best professional services.
6.1.2 The Tenderer shall provide operational excellence through on-going
reviews and improvements. There should be on-going analysis,
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recommendations, support services and continuous training of security
personnel to ensure quality services and operational efficiency.
6.1.3 In the event of an occurrence/incident, Tenderer is required to conduct an
after action review (AAR).
6.2 Compliance with Instructions
6.2.1 The Tenderer shall observe and comply with all reasonable instructions
given by the Superintending Officer from time to time in connection with
the Contract.
6.2.2 All incident(s), situation report(s), assignment(s), absenteeism, irregularity,
manpower shortage etc. shall be accurately, neatly and clearly recorded
by the Tenderer. The Superintending Officer shall have the right to access
and inspect all record(s). The Tenderer shall not conceal or withhold any
such information or record(s) from the Superintending Officer or his
representatives.
6.2.3 The Tenderer shall escalate all incidents to the Superintending Officer’s
attention via mobile phone or SMS message or any other electronic
device.
6.3 Irregularities Committed
In the event that the Tenderer commits any irregularities such as failure to execute
the Works (whether wholly or partly) to the entire satisfaction of the Superintending
Officer, or use inferior equipment, or supplies unsuitable Staff or fails to provide
Staff in accordance with the Contract or creates a nuisance or inconvenience to
either the Company or its employees, to the Superintending Officer or his
representatives, to the tenants or occupants of the Company or to the public or
commits other such similar acts which are likely to bring the standing of the
Company into disrepute, the Company reserves the right to deduct points during
the weekly audit checks, which will affect the contract sum payment to the
Tenderer. The Company shall also have the right to deduct a sum from the
Contract Price as compensation to the Company for the inconvenience and the
cost of investigation and administration expenses incurred by the Company.
6.4 Site Visits by Tenderer’s Representative
6.4.1 The Tenderer shall arrange supervisory visits/weekly operational meetings
made by its representative to the Company to check on the deployment of
staff. Particulars of such visits such as name, date, time etc must be
recorded. The Tenderer shall inform the Superintending Officer or his
representatives in advance of the time and date when the meeting is to be
held. Any cost incurred in arranging the meeting shall be borne by the
Tenderer.
6.4.2 The Tenderer shall arrange for the representative to arrive at the
Company at the proposed time should there be any emergency call.
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6.5 Response to Complaints
Security Officers on duty are required:
6.5.1 To respond at the proposed timeframe to complaints by the tenants,
occupants, guests or invitees to the Company.
6.5.2 To evict any unauthorized person and persons creating a nuisance from
the Company upon obtaining approval or instruction from the
Superintending Officer.
All complaints shall be reported to the
Superintending Officer immediately.
6.6 Incident Reporting
The Tenderer shall:6.6.1 Record the Staff movements and activities and any irregularities or
incidents discovered whilst on duty.
6.6.2 Report to the Superintending Officer any such irregularities or incidents
discovered as soon as practicable after the discovery thereof and if so
required by the Superintending Officer at any time.
6.6.3 Make the records available for inspection by the Superintending Officer or
by the police.
6.6.4 Not remove the records unless authorized by the Superintending Officer.
6.6.5 Maintain visitor records to record the movements of the Superintending
Officer’s authorized Tenderers.
6.6.6 All such records shall remain the property of the Company. The Tenderer
shall be obliged to surrender the records to the Company upon request of
the Superintending Officer and failure to do so shall constitute a breach of
Contract.
7.
Manpower
7.1
Gender and Racial Mix
The Tenderer shall at all times, have sufficient gender and racial mixture of
Security Officers to accommodate to the various genders of visitors and festive
seasons.
7.2 Increase/Decrease in the Number of Staff
The number of Staff that the Tenderer proposes is not fixed for the entire duration
of the Contract. At the Superintending Officer’s request, the Tenderer shall be
obliged from time to time during the subsistence of the Contract to increase or
decrease the number of Staff (inclusive of necessary equipment) deployed to
perform the Works at the Company, and the Contract Price shall be adjusted
accordingly to take into account such increase or decrease in accordance to the
Schedule of Rates as set out in Annex 4 hereto. In the event of an increase of the
number of staff, such additional staff shall be chargeable to the Company at the
rates stipulated in the Schedule of Rates.
7.3 Requirements of Staff
All Staff must:
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a) Be approved by the Superintending Officer before being deployed at the
Company.
b) Be English Language proficient.
c) Be physically and medically fit to withstand the working hours and able to
conduct the Works in an orderly manner.
7.4 Codes of Conduct
7.4.1 All Staff deployed at the Company are to conduct themselves in a
courteous and exemplary manner that reflects the professionalism and
good sense of a responsible Security Officer and such behaviours are
warranted at all times while in the Company whether on duty or otherwise.
7.4.2 The Tenderer is required to exercise firm control over the conduct of its
Staff at the Company and shall immediately dismiss from the Company
any Staff whose continued deployment at the Company would be
undesirable in the opinion of the Superintending Officer.
7.4.3 In the event that the Tenderer and its staff are found to have assaulted or
intimidated any of the Superintending Officer or Company’s respective
employees, officers, agents or representatives in the course of performing
the Works or otherwise, the Tenderer shall bear all administrative charges
for the investigations and other consequential expenses.
7.4.4 The Tenderer shall ensure that all the staff complies with the following
rules and regulations:
a) Don’ts
i)
Be in possession of alcohol or prohibited drugs, use or be under
the influence of alcohol or narcotics whilst on duty or prior to
reporting for duty.
ii)
Sleep or gamble whilst on duty.
iii) Indulge in unnecessary conversation with fellow officers or
employees including Tenderers, vendors and visitors.
iv) Solicit funds or make personal sales while in the premises.
v)
Be involved in disorderly conduct, possess, distribute, post or
reproduce obscene or lewd materials or literature of any kind.
vi) Be involved in unauthorized use of the Company’s property,
including personal use of company’s telephones, computers
and vehicles for personal usage.
vii) Act in an immoral or indecent manner.
viii) Use abusive or profane language to employees or others,
including fellow colleagues, or otherwise act in a manner
unbecoming of a security officer.
ix) Bring or allow unauthorised visitors to the Company.
x)
Tamper with the Safety or Security system.
xi) Smoke inside the Site premises.
xii) Leave the duty posts unattended until properly relieved of their
duties.
xiii) Be absent from duty without prior notification.
xiv) Use mobile phone, use the Company phone for personal
matters or listen to radio whilst on duty.
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Dos’
i)
Report for duty punctually
ii)
Be neatly attired in accordance with the Company’s standard
decorum.
iii) Keep the security counters and other work places clean and tidy
at all times.
iv) Carry out the required duties in a professional manner with
pride and honour and without favouritism.
v)
Comply with all instructions, standard operating procedures,
rules and regulations.
vi) Maintain vigilance at all times and observe good safety
practices
7.4.5 The Tenderer shall keep all persons under its control and within the
boundaries of the Company. No staff shall be allowed to trespass upon
adjoining properties. The Tenderer shall indemnify the Company against
any claim or damage on account of any trespass or other misconduct of
the Staff.
7.4.6 Notwithstanding Clause 7.4.5 above, the Superintending Officer may
direct and the Tenderer shall be obliged to deploy its staff to an adjoining
location outside the Company as and when the Superintending Officer
deems necessary to do so. In such a case, the Tenderer shall ensure that
their staffs restrict themselves to their assigned tasks only.
Keeping Records of Staff
The Tenderer shall keep proper records of all Staff deployed to perform the Works
under the Contract as follows:7.5.1 Name of Staff (and alias if any)
7.5.2 NRIC No. /FIN No.
7.5.3 Address
7.5.4 Contact Number
7.5.5 Valid Work Permit
NOTE: This information must also be submitted to the client each time a new Staff
is deployed.
Registration of Staff
7.6.1 The Tenderer shall ensure that before the commencement of the Works, all
Staff must register at the Control Room in full uniform using their name as
it appears in their National Registration Identity Card. No nicknames shall
be used.
7.6.2 All such registered Staff shall not be re-deployed to other assignments
unless authorized by the Superintending Officer.
Duty Reporting
The Tenderer shall ensure that staffs deployed reports to roll-calls as and when
initiated by the Superintending Officer.
Service Quality Improvement
The Tenderer is strongly encouraged to step up efforts to raise productivity by
looking at ways to reduce non-wage costs so as to lower the business costs,
b)
7.5
7.6
7.7
7.8
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enhance competitiveness and share the gains from productivity improvements with
the staffs. Taking these factors into consideration, the Tenderer shall:
7.8.1 Reward employees through variable wage components where
appropriate, in line with the companies' performance and workers'
contribution.
7.8.2 Identify Career Options
7.8.3 Arrangement Flexi Work Hours for selected staffs so that they are able to
enjoy more family time.
7.8.4 Recruitment strategies to select and recruit older workers to adapt to the
re- designed jobs
7.8.5 Reward employees fairly based on their ability, performance, contribution
and experience.
7.8.6 Abide by labour laws and adopt Tripartite Guidelines which promote fair
employment practices.
8.
Deployment
8.1
Particulars & Attendance of Staff
The Tenderer shall within one (1) week after the Letter of Acceptance is signed,
furnish to the Superintending Officer a complete list of the Staff to be deployed on
site. The Tenderer shall continue to be responsible for the notification of any
changes thereof before the changes take place.
The attendance of all staff must be properly recorded and the Tenderer is required
to ensure that all staff report to work on time
8.2 Deployment Plan / Activities
8.2.1 Tenderer shall arrange optimum deployment, working hours and shift
patterns etc. of the security personnel for the Company. The Tenderer
shall also arrange contingency deployment plans in the event of crisis or
pandemic outbreak.
8.2.2 Tenderer shall deploy and display method of logging and capturing both
operational and administrative site records, such as daily attendance, site
occurrences /incidents and contractors’/visitors’ records.
8.2.3 Tenderer shall have regular review of deployment and operation to ensure
that:
a) The Tenderer shall advise the Company of any changes or
improvement necessary to safeguard the Company, including but not
limited to the deployment of manpower. Tenderer is recommended to
implement security services it may involve introduction of
technology/automation or process re-design.
b) Tenderer shall have regular review of deployment and operation to:
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- Ensure that service quality in compliance with the contract is met;
and
- Recommend improvement/enhancement that is necessary to
deliver meet the business needs of the Company or provide valueadd services.
c) The Superintending Officer reserves the right to object and require the
Tenderer to replace forthwith from the Company any person or Staff
employed by the Tenderer who is in the opinion of the Superintending
Officer has misconduct himself, or is incompetent and/or negligent in
the proper performance of his duties, or whose employment is
considered by the Superintending Officer to be undesirable. Such
persons as aforesaid shall not be re-deployed to perform the Works
without the written permission of the Superintending Officer and the
Tenderer shall immediately appoint competent substitutes acceptable
to the Superintending Officer.
d) The Tenderer shall ensure that at least seventy per cent (70%) of the
total Staff strength must be Singaporean and/or Singapore Permanent
Residents and the remaining thirty per cent (30%) may be foreign
workers holding valid work permits, are deployed at the Company at
all times to carry out the Works.
e) The Tenderer shall ensure that all Staff deployed to perform the
Works:
i) Are employees of the Tenderer;
ii) Are at least twenty-one(21) years of age;
iii) Have been approved by the Police Licencing Regulatory
Department of the Singapore Police Force (“PLRD”) to be
employed by the Tenderer as Security Officers, Senior Security
Officers or Security Supervisors (as the case may be);
iv) Have completed all training courses and examinations required by
SIRD or by applicable laws or regulations (or otherwise have been
exempted from such training requirements), prior to being
deployed to perform the Works as a Security Officer or Senior
Security Officer or Security Supervisor respectively/ and
v) Possess the level of skill, care, judgement and physical and
mental fitness which are necessary to properly perform the Works.
f) The Tenderer shall, before deploying such Staff to perform the Works,
provide the Superintending Officer with satisfactory documentary proof
of the Staff’s status and qualifications as described in this Tender
Specification.
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g) The Tenderer shall ensure that all Staff understand and perform the
Job Description of the Security Personnel as specified in Annex B
herein. It is the Tenderer’s responsibility to advise the Company of
any changes or improvement necessary to safeguard the Company,
including but not limited to the occupants and visitors to the Company.
h) The Tenderer shall advise the Company of any changes or
improvement necessary to safeguard the Company, including but not
limited to the occupants and visitors to the Company.
i) The Superintending Officer reserves the right to object and require the
Tenderer to replace forthwith from the Company any person or Staff
employed by the Tenderer who is in the opinion of the Superintending
Officer has misconduct himself, or is incompetent and/or negligent in
the proper performance of his duties, or whose employment is
considered by the Superintending Officer to be undesirable. Such
persons as aforesaid shall not be re-deployed to perform the Works
without the written permission of the Superintending Officer and the
Tenderer shall immediately appoint competent substitutes acceptable
to the Superintending Officer.
j) The Tenderer shall ensure that at least seventy per cent (70%) of the
total Staff strength must be Singaporean and/or Singapore Permanent
Residents and the remaining thirty per cent (30%) may be foreign
workers holding valid work permits, are deployed at the Company at
all times to carry out the Works.
k) The Tenderer shall ensure that all Staff deployed to perform the
Works:
i) Are employees of the Tenderer;
ii) Are at least twenty-one(21) years of age;
iii) Have been approved by the Police Licencing Regulatory
Department of the Singapore Police Force (“PLRD”) to be employed
by the Tenderer as Security Officers, Senior Security Officers or
Security Supervisors (as the case may be);
iv) Have completed all training courses and examinations required by
SIRD or by applicable laws or regulations (or otherwise have been
exempted from such training requirements), prior to being deployed
to perform the Works as a Security Officer or Senior Security Officer
or Security Supervisor respectively/ and
v) Possess the level of skill, care, judgement and physical and mental
fitness which are necessary to properly perform the Works.
l) The Tenderer shall, before deploying such Staff to perform the Works,
provide the Superintending Officer with satisfactory documentary proof
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of the Staff’s status and qualifications as described in this Tender
Specification.
m) The Tenderer shall ensure that all Staff understand and perform the
Job Description of the Security Personnel as specified in Annex B
herein. It is the Tenderer’s responsibility to advise the Company of
any changes or improvement necessary to safeguard the Company,
including but not limited to the occupants and visitors to the Company.
8.3 Staff Attendance & Relief Personnel
8.3.1 The attendance of all Staff must be properly recorded and the Tenderer is
required to ensure that all Staff report to work on time.
8.3.2 The Tenderer shall provide for adequate relief personnel in the event of
sickness, holidays, leave or absenteeism affecting any of the staff. A list
of the relief personnel together with the relevant supporting documents
must be submitted to the Superintending Officer for approval before their
deployment to perform the Works.
8.3.3 The Tenderer is obliged to provide additional staff (at the rates stipulated in
Annex F- Schedule of Rates) upon receipt of the Superintending Officer’s
instruction verbal, written or otherwise in response to events or
emergency, or crisis or similar occurrences, including the need to deal with
heighten security situations as assessed by the Superintending Officer
whose assessment shall be final.
8.3.4 The Tenderer shall ensure that Relief or Replacement Staff are deployed
from the scheduled time of report by the duty Staff.
8.4 Monitoring of Work Site
8.4.1 The Tenderer shall monitor the work site to deter intruders.
8.4.2 The Tenderer shall ensure that the Works are being performed at all times
by providing an experienced and competent duty officer who shall be
monitoring the work site and able to receive and handle all calls and
assignments, manpower shortage, felony or misdemeanour incident(s),
emergency situation(s), complaint(s) and other matters at all time.
8.4.3 The duty officer shall, upon and after receiving such calls and assignments,
act expeditiously in monitoring and attending to the assignment/situation
report as well as co-ordinating and liaising with the Superintending Officer.
8.4.4 The duty officer shall respond to the feedback from the public or anyone
and report to Superintending Officer on receipt of such report.
8.4.5 Investigation of Cases
The Tenderer shall, without additional cost to the Company, deploy
additional Staff to investigate and report on incidents of any nature such as
break-ins, thefts, extortion, gambling, touting, vice-activities and/or fighting
occurring at the Company if deemed necessary by the Superintending
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Officer. Reports of such incidents occurring shall be submitted to the
Superintending Officer immediately.
8.5 The Security Supervisor shall at all times attend to any functions or activities
organized in the Company as well as any emergency matters. The Tenderer shall
ensure that all incident reports attached with photographs, where applicable, are
submitted.
9.
Training
9.1 The Tenderer shall ensure that:All staff is equipped with the basic necessary security knowledge and skills and
has undergone the following basic training courses* prior to deployment at the
Company:
9.1.1 Senior Security Officers/Security Officers
WSQ Security - Enhanced Basic Security Course (WSQ-EBSC); or
equivalent
9.1.2 Security Supervisors
WSQ Security - Supervise Security Officers; or equivalent
9.1.3 Staff with relevant working experience such as services in Military, Police,
Civil Defence Force (Full-Time) depending on number of years of experience
may be exempted from taking the courses mentioned.
9.2 Copies of all the certificates or any other skill training shall be given to the
Company for verification and record. All course fees and incidentals shall be
borne by the Tenderer and shall be included in the Contract Price. The Contract
shall not deduct such fees from the staff salary.
10. Technology & IT
10.1 It is the responsibility of the Tenderer to utilize technology and equipment to
enhance the work efficiency and standards to optimise the utilization of labour for
work performance and productivity.
10.1.1 The Tenderer shall maintain the equipment and technology in good
working condition with zero defects.
10.1.2 All technology/equipment that is deployed on-site must be appropriate to
the security contract and location, as well as the level of risk involved.
They must ensure the safety of both the site and any individual, or
property on it, as well as the staff member. All technology/equipment must
be checked and maintained regularly.
10.1.3 Any IT hard and software used must be adequate for the performance of
the contract and be subject to regular maintenance checks. The
equipment and its use must meet with health and safety guidelines.
10.1.4 All technology/equipment must provide the necessary information and be
properly maintained to ensure continuity of surveillance. Staff using such
technology/equipment must be fully trained in its use and access to
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maintenance personnel must be established. The technology/equipment
should provide evidence of the following:a) the necessary knowledge to operate the system effectively;
b) ability to take care of the installation, or contractual maintenance
services;
c) availability of appropriate experts in service; ability to deal with
maintenance of the technology/equipment or systems
10.2 The Tenderer shall maintain the equipment and technology in good working
condition with zero defects.
10.3 The Tenderer shall immediately report to the Superintending Officer of any defects
or malfunction of any equipment and technology, such report shall be captured in
the Occurrence Book.
10.4 The Superintending Officer reserves the right to engage other Tenderers to carry
out the necessary/rectification works or make good the loss as stated in this
Clause 10.3 and all such cost incurred shall be borne by the Tenderer.
11. Discrepancies
If the Tenderer finds any discrepancy in any provisions of the Contract, he shall
immediately refer the same to the Superintending Officer who shall have the
Company to resolve the discrepancy and whose decision shall be final and binding
on the Tenderer.
12. Security Deposit & Insurance Coverage
12.1 The Tenderer shall, within fourteen (14) days of receipt of the Letter of
Acceptance by the company:12.1.1 Furnish the Company with a sum (hereinafter referred to as “Security
Deposit”) equal to two (2) months of the Contract Price by way of
banker’s or insurance guarantee in form and substance acceptable to the
Company for a period starting from the Contract Commencement Date
and expiring sixty (60) days after the expiry of the Initial Term; and
12.1.2 Effect and keep in effect at all times during the continuance of the
Contract (and any renewal thereof) the following insurance policies
(hereinafter collectively referred to as “Insurance Policies”):
a) A public risk liability policy effected in the joint names of the Tenderer
and the Company for an amount not less than S$1,000,000 in respect
of an single incident and for an unlimited number of claims;
b) A work injury compensation policy; and
c) An insurance policy indemnifying the Company against the Tenderer
workmen’s compensation liability.
12.2 The Company shall be entitled (but shall not be obliged) to deduct from the
Security Deposit amount of any monies (hereinafter referred to as “the Monies”)
due to the Company by the Tenderer under the provision of the Contract or by
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12.3
12.4
12.5
12.6
12.7
reason of any breach by the Contract of provision of the Contract or for any breach
of duty by the Tenderer under general law.
The Tenderer shall not be entitled to use the Security Deposit to offset any Monies
due to the Company by the Tenderer.
In the event of any deductions made by the Company to the Security Deposit in
accordance with aforesaid Clauses, the Tenderer shall on demand by the
Company immediately further deposit with the Company the amount so deducted
by the Company, by way of banker’s or insurance guarantee in form and
substance acceptable to the Company, so that the Security Deposit shall at all
times be maintained at the aggregate two (2) months of the Contract Price
banker’s guarantee.
In the event that the Company renews the Contract for the Renewal Term, the
Tenderer shall furnish the Company with a fresh banker’s or insurance guarantee,
in form and substance acceptable to the Company (hereinafter referred to as
“Renewal Security Deposit”), of which the sum shall be equal to (2) months of
the Contract Price for a period starting from the first day of the Renewal Term and
expiring sixty (60) days after the expiry of the Renewal Term.
If the Tenderer shall fail to pay any premiums in respect of any of the Insurance
Policies, the Company shall have the option (but shall not be obliged to) to pay
such premiums due and to deduct the amount paid from any monies due to the
Tenderer or to proceed to recover from the Tenderer by either deducting the same
from the monthly Contract Price or recover the said amount as a debt.
Where the Tenderer elects to furnish the Security Deposit (including any additional
amount to be deposited by the Tenderer pursuant to Clause 12.4 of these
Conditions of Contract or the Renewal Security Deposit by way of an insurance
guarantee), the Tenderer shall grant the Company right of first refusal to issue
such insurance guarantee and the Tenderer acknowledges and agrees that the
Company shall have the option (but shall not be obliged) to grant the same in is
absolute discretion and subject to such terms and conditions as the Company
may require from time to time.
13. Contract Price
13.1 The Company/its Authorized Representative and the Tenderer shall go on
stipulated site inspections to determine the quality of the services provided and the
functionality of the equipment used. Monthly meetings should also be conducted
to provide.
13.2 The monthly Contract Price shall be determined by the Tenderer’s satisfactory
performance of the Works and the Tenderer’s fulfilment of the terms and
conditions of the Contract during the weekly site inspections. The payment will be
on a performance based grading system and on a tiered basis according to Table
2 below.
13.3 The stipulated site inspection scoring indicators shall be agreed between the
Company, the Tenderer and any other Authorized Representative.
Performance/Deployment of manpower will be the main focus during the weekly
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site inspection while Training and Mechanization will only be measured at the end
of each month.
13.4 The Tenderer shall achieve greater than or equal to two hundred (200) points of
the overall result as provided in the Clause 13.5 herein below on a stipulated
assessment basis, failing which the Company reserves its right to:
13.4.1 Pay the Tenderer the Monthly Contract Sum according to Table 1 as
mentioned;
13.4.2 Revoke the Contract and claim for damages arising from the need to recall tender for a replacement Tenderer.
13.5 The stipulated site inspection will cover the following:13.5.1 Key Performance Indicators (KPIs);
13.5.2 Training Work Plan and
13.5.3 Effective use of Technology.
13.6 The Contract Price shall be inclusive of:
13.6.1 all costs and expenses arising from the Tenderer’s performance of the
Works and the Tenderer’s fulfilment of the terms and conditions of the
Contract, including without limitation the costs and expenses for the
maintenance of all relief Staff, customized designed staff uniforms, ties,
socks, communication sets and accoutrements, whistles, raincoats,
torchlight, batteries, stationery, transportation of Staff to and from the
Company, meals, overtime allowances, insurance policy premiums and
license/approval fees; and
13.6.2 all taxes (including goods and services tax), duties, fees or other
government levies or charges which may be imposed on or with respect to
the Works and the Contract.
13.7 Performance reviews
Review of SP’s performance to include (not limited to)
13.7.1 Manpower readiness
13.7.2 Operational efficiency
13.7.3 Technology adoption
13.7.4 Conduct & Bearing
13.7.5 Emergency response time
13.7.6 Customer satisfaction
13.7.7 Training and development of staff
13.7.8 Smooth operational/administrative processes
13.7.9 Quality control methods and practices
13.8 National Wage Council (NWC) Wage Guidelines
The Tenderer is encouraged to make reference to the recommendations of the
NWC wage guidelines to grant the Staff an annual built-in basic wage increase.
The Tenderer may make provisions for this annual wage increment for the Staff
and may factor this increase to the Contract Price. The Tenderer shall, as
appropriately provide proposals to such annual wage increment in the tender
proposal.”
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KEY PERFORMANCE INDICATORS : M3
KPI
Deployment
Operations
Readiness
Manpower
Manpower
shortfalls
Managing
access control
Manpower
turnout and
bearing
Machinery
Usage of
technology
Optimizing
surveillance
Equipment
/Technology
efficiency
Methodology
Existence of
processes
Proper screening
& patrol checks
Functionality of
operational and
technological
processes
NOTE: The KPIs given above are a baseline for recommendation. The Company
is encouraged to review, if necessary, suggest improvements to the above table.
PERFORMANCE BASED CRITERIA (PBC)
DEPLOYMENT –
1
MANAGING SHORTFALLS
a
b
Evidence of re-deployment to address operational concerns
Evidence of contingency plans to address shortfalls
2
USAGE OF TECHNOLOGY
a
b
Evidence of using technology to augment shortfalls
Evidence of multi-tasking existing manpower and technology
3
EXISTENCE OF PROCESSES
a
b
Evidence of processes to augment shortfalls (SOP)
Evidence of integration of existing manpower and technology
PERFORMANCE BASED CRITERIA(PBC)
OPERATIONS –
1
MANAGING ACCESS CONTROL
a
b
c
Evidence showing entries of unauthorised persons / materials have been
rejected
Evidence of recording all visitors / Contractors entering and leaving premises
Evidence of passes issued to all visitors / Contractors
2
OPTIMISING SURVEILLANCE
a
b
c
Evidence of an effective surveillance plans
Evidence of random surveillance conducted through CCTV
Evidence of random checks conducted on CCTV’s upkeep
3
PROPER SCREENING AND PATROL CHECKS
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a
b
c
Evidence to show routine patrol checks conducted in accordance with the
site’s SOP
Evidence of checks made to ensure both personnel and materials are
checked
Evidence of checks made to ensure site intellectual property and facilities are
secured
PERFORMANCE BASED CRITERIA (PBC)
DEPLOYMENT –
1
MANAGING SHORTFALLS
a
b
Evidence of re-deployment to address operational concerns
Evidence of contingency plans to address shortfalls
2
USAGE OF TECHNOLOGY
a
b
Evidence of using technology to augment shortfalls
Evidence of multi-tasking existing manpower and technology
3
EXISTENCE OF PROCESSES
a
b
Evidence of processes to augment shortfalls (SOP)
Evidence of integration of existing manpower and technology
PERFORMANCE BASED CRITERIA(PBC)
OPERATIONS –
1
MANAGING ACCESS CONTROL
a
b
c
Evidence showing entries of unauthorised persons / materials have been
rejected
Evidence of recording all visitors / Contractors entering and leaving premises
Evidence of passes issued to all visitors / Contractors
2
OPTIMISING SURVEILLANCE
a
b
c
Evidence of an effective surveillance plans
Evidence of random surveillance conducted through CCTV
Evidence of random checks conducted on CCTV’s upkeep
3
PROPER SCREENING AND PATROL CHECKS
a
Evidence to show routine patrol checks conducted in accordance with the
site’s SOP
Evidence of checks made to ensure both personnel and materials are
checked
Evidence of checks made to ensure site intellectual property and facilities are
secured
b
c
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PERFORMANCE BASED CRITERIA(PBC)
READINESS –
1
MANPOWER TURNOUT AND BEARING
a
b
c
Evidence of staffs being properly dressed and equipped
Evidence of staffs reporting on time
Evidence of staff behaviour towards clients / visitors / public
(complimentary versus complaint)
2
EQUIPMENT / TECHNOLOGY EFFICIENCY
a
b
c
Evidence of effective use
Evidence of regular upkeep / maintenance of equipment and technology
Evidence of maintenance plan to support equipment and technology
3
FUNCTIONALITY OF OPERATIONAL AND TECHNOLOGICAL
PROCESSES
a
b
c
Evidence of operational processes that have been validated
Evidence of technological processes that have been validated
Evidence of periodic reviews of both processes
The above matrix provides both the Buyer and the Tenderer with a detailed scoring
card. After Action Reviews can be conducted effectively as the matrix highlights
areas that warrant concerns.
13.9 The following is a suggested table of performance based payment –
TABLE 1
PERFORMANCE BASED PAYMENT
Scoring of Service Provider
250 – 300
200 - 249
150 - 199
Below 149
Contract Amount
Bonus payment - 103%
Full payment – 100%
Partial payment – 90%
80%
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13.10 Scoring matrix for performance based contracting
S/NO
DESCRIPTION
WEIGHTAGE
1
DEPLOYMENT
(3 sub-factors
each scoring 40
points)
OPERATIONS
(3 sub-factors
each scoring 40
points)
READINESS
(3 sub-factors
each scoring 20
points)
40%
2
3
SCORING RANGE
MAX
SCORING
POINTS
120
REMARKS
Refer to PBC
(Deployment)
40%
120
Refer to PBC
(Operations)
20%
60
Refer to PBC
(Readiness)
TOTAL
100%
300
The above matrix provides both the Buyer and the Tenderer with a detailed scoring
card. After Action Reviews can be conducted effectively as the matrix highlights
areas that warrant concerns.
13.11 Incentive payments
If the Tenderer is able to achieve a score of between 200 to 300 points, a bonus
payment of 3% of the monthly contract sum will be given. The Tenderer is required
to propose ways in which to share this incentive with its staff.
13.12 Liquidated Damages
In the event the Contractor fails to execute any part of the core specific work
required under Operations listed in Annex A for any period or stipulated time
during this Contract:
i.
ii.
iii.
Managing access control
Optimizing surveillance
Proper screening & patrol checks
The Buyer shall have the option to treat the works as non-performance and omit
such work as a variation notwithstanding any liquidated damages imposed. This
omission shall not relieve the Tenderer from his obligations and liabilities under
this Contract. For the avoidance of doubt, this clause shall not entitle the Buyer to
double compensation of damages.
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14. Mode of Payment
14.1 The Tenderer shall submit to the Superintending Officer, with reference to Clause
13.2, a monthly invoice in arrears (in duplicate) for the Contract Price by the third
day of the month for Works performed in the previous month.
14.2 The Company shall be requested to fulfil payment within thirty (30) days from the
due date or upon receiving such bills and any deductions, whichever is the later,
provided that the Works (covered by such bill) have been duly performed in
accordance with the Contract and to the complete satisfaction of the
Superintending Officer, and subject always to the Company’s rights to deduct
monies according to the performance based grading system (Table 1) due to the
Company by the Tenderer pursuant to the provision of the contract.
15. Water and Electricity
Water and electricity needed for the proper and efficient performance of the Works
could be provided without charge by the Company. The Tenderer shall exercise
every effort to prevent the abuse of this privilege and to economize in the use of
water and electricity (including switching off lights and turning off water taps), and
to ensure that all rules and regulations prescribed by the Company for the use of
the same are strictly complied with by the Staff.
16. Work Place Safety
16.1 The Tenderer shall at all times observe and comply with Workplace Safety &
Health Act, all other applicable laws, regulations and requirements of any
government or regulatory Company relating to safety, and shall bear all costs and
expenses connected with the observance and compliance of the same.
16.2 The Tenderer shall be responsible to take all safety precautions to eliminate risk to
its Staff, the occupants and visitors in the Company and the general public.
17. Warranties
17.1 The Tenderer represents and warrants to the Company as follows:
17.1.1 The Tenderer has the full legal right, power and Company and has
obtained all necessary licenses, approvals, permits and consents, and has
taken all requisite corporate and other action, required to enter into,
execute and deliver the Contract, to fully perform the Works, and to
perform and comply with its obligations and undertakings under the
Contract;
17.1.2 The Works shall comply in all respects with their descriptions as contained
in the Contract;
17.1.3 The Works will be carried out with due care, skill and diligence and in a
proper, professional, workmanlike, efficient and timely manner; and
17.1.4 The Staff deployed to perform the Works have been duly approved by the
Police Licencing Regulatory Department of the Singapore Police Force
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(“PLRD”), are suitably trained, hold the necessary qualifications and
possess the level of skill, care, judgment and physical and mental fitness
which are necessary to properly perform the Works.
18.
Liability and Indemnities
18.1 The Tenderer agrees that the Company shall not be liable or responsible to the
Tenderer, its Staff, employees, servants, agents, independent Tenderers and/or
sub-Tenderers for any action, claim, demand, proceedings, liability, damage, loss
(whether direct, indirect or consequential), cost or expense of any kind suffered
or incurred by the Tenderer, its Staff, employees, servants, agents, independent
Tenderers and/or sub-Tenderers as a result of or in connection with any
occurrence, accident, loss or damage, breakage, leakage, death and/or injury
occurring within or outside of the Company.
18.2 The Tenderer indemnifies and holds harmless the Company, its employees,
officers, servants and agents from and against all actions, claims, liabilities,
demands, proceedings, damages, losses (whether direct, indirect or
consequential), costs (including legal costs on a full indemnity basis) and
expenses of every kind suffered or incurred by the Company, its employees,
officers, servants and/or agents or for which the aforesaid parties shall or maybe
be or become liable, arising out of or in connection with:
18.2.1 any act, omission, default, negligence or fraud by the Tenderer, its Staff,
employees, servants, agents, independent Tenderers and/or subTenderers;
18.2.2 any actual or alleged breach or non-performance or non-observance of
any of the Tenderer’s obligations, undertakings, duties, representations
and/or warranties under the Contract by the Tenderer, its Staff,
employees, servants, agents, independent Tenderers and/or subTenderers
18.2.3 the termination of the Contract by the Company pursuant to Clause 14 of
these Conditions of Contract or any other provision of the Contract;
18.2.4 the negligence, use, misuse, waste or abuse of water or electricity by the
Tenderer, its Staff, employees, servants, agents, independent Tenderers
and/or sub-Tenderers; and/or
18.2.5 any occurrence, accident, loss or damage (including loss or damage to the
Company), breakage, leakage, death and/or injury from any cause
whatsoever occurring within or outside of the Company caused or
contributed to by any act, omission, default, negligence or fraud by the
Tenderer, its Staff, employees, servants, agents, independent Tenderers
and/or sub-Tenderers.
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19. Set-Off
19.1 To the extent permitted by law and in addition to any other remedy the Company
may have, the Company may, without prior notice, set-off any payment obligation
owed by the Company to the Tenderer (under or in connection with the Contract)
against any payment obligation owed by the Tenderer to the Company (under or
in connection with the contract). If payment obligation is un-liquidated or
unascertained, the Company may set-off an amount estimated by the Company
in good faith to be the amount of that payment of obligation.
20.
Bribery
20.1 The Tenderer, it’s Staff, employees, servants, agents, independent Tenderers
and sub-Tenderers are forbidden to offer any bribes, inducements, commission
or gift to the Company’s employees, officers, servants, agents and
representatives. In the event of a breach of this Clause, the Company may at its
option:
20.1.1 Immediately terminate the Contract without prior notice; and/or
20.1.2 Forfeit the Security Deposit or the Renewal Security Deposit (as the case
may be) and forfeit all monies then due and payable to the Tenderer. In
addition, the Tenderer shall be fully liable to the company for all direct and
indirect consequential losses resulting from the breach and termination of
the Contract.
21.
Termination of the Contract
21.1
The Company may immediately terminate the Contract upon the occurrence of
any of the following events without prejudice to the rights or remedies of the
Company subsisting as at the date of termination and without releasing the
Tenderer from any existing liability in respect of its breach, non-observance or
non-performance of any provisions of the contract:
21.1.1 If without reasonable cause the Works are wholly or partially suspended
by the Tenderer for any duration; or
21.1.2 The Tenderer delays in the performance of the Works (or any part of it), or
fails to perform the Works (or any part of it) to the entire satisfaction of the
Superintending Officer whose decision in this respect shall be final; or
21.1.3 Any breach or non-performance or non-observance of any of the
Tenderer’s obligations, undertakings or warranties under the Contract by
the Tenderer, its Staff, employees, servants, agents, independent
Tenderers and/or sub-Tenderers; or
21.1.4 The Tenderer becomes or becoming insolvent, or any proceedings are
commenced for the liquidation, dissolution or bankruptcy of the Tenderer
and are not discharged within sixty (60) days of its commencement, or if
the Tenderer becomes bankrupt or goes into liquidation either voluntarily
or compulsorily (except for the bona fide purpose of amalgamation, merger
or re-construction), or the Tenderer makes any composition or
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21.2
21.3
21.4
21.5
22.
arrangement with its creditors or an assignment for their benefit, or the
Tenderer shall suffer any distress, seizure or execution to be levied
against any of its assets, or having a receiver, administrative receiver,
administrator, judicial manager or similar officer appointed over any of the
Tenderer’s assets; or
21.1.5 If the Tenderer shall fail to provide insurance during the contract period
(and any renewal thereof).
In addition to and without prejudice to Clause 16.1 the Company shall have the
right to terminate the whole or any part of the Contract by giving the Tenderer
one (1) month written notice.
Upon the termination of the Contract by the Company pursuant to Clause 16.1 of
this Conditions of Contract or any other provision of the Contract, the Company
shall have the right to forfeit the Security Deposit or the Renewal Security
Deposit (as the case may be) PROVIDED ALWAYS THAT this Clause 16.3 shall
not apply in the event of a termination of the Contract by the Company pursuant
to Clause 16.2.
21.3.1 The Company’s rights exercisable under Clauses 16.1 and 16.2 of these
Conditions of Contract shall be in addition to and without prejudice to The
Company’s rights and remedies at law or in equity as against the
Tenderer.
The termination of the Contract howsoever caused shall be:21.4.1 Without prejudice to the rights and remedies of the Company against the
Tenderer which are subsisting as at the date of termination; and
21.4.2 Without prejudice to any clause which by operation of law survives or is
specifically stated to survive the termination of the Contract.
In the event the Tenderer does not perform any of the Works fully or at all or
performs any item of the Works not in strict compliance with the Tender
Specification or any other relevant provision of the Contract, the Company has
the option (but shall not be obliged) to engage third parties to perform, rectify or
complete the Works (without the Company having to terminate the Contract) and
in such event, the Tenderer shall be responsible for any loss, damage, increased
costs and expenses incurred by the Company in so engaging such third party.
Assignment/Transfer
22.1 The Tenderer shall not, without the Company’s prior written consent, assign, subcontract, delegate or transfer any of the Tenderer’s rights, duties and/or
obligations under the Contract (or any part of it) to a third party.
22.2 The Company may, at any time in its absolute discretion and without requiring the
Tenderer’s consent, assign, delegate or transfer all or any one or more of the
Company’s rights, benefits, interest and/or obligations under the Contract (or any
part of it) to one or more third parties.
22.3 In addition and without prejudice to Clause 17.2, in the event that the Company
sells the Company to which the Contract relates, the Company shall have the
option (but shall not be obliged) to assign all its rights, benefit and interest and to
transfer all its obligations under the Contract in respect of the Company to the
31 | P a g e
relevant purchaser(s) of the Company. The Tenderer is deemed to have
consented to such assignment, novation and/or transfer. The Tenderer agrees
that it shall execute such as assignment, novation, transfer or other agreement
as the Company may require in order to give effect to such assignment and/or
transfer, such document(s) to be prepared by and at the expense of the
Company.
23.
Non-Exclusive Arrangement
23.1 The Company reserves the absolute right at its discretion to engage at any time
(whether before, during or after the subsistence of the Contract) any other
Tenderer or Tenderers to execute any works and/or to perform any type of
services for the Company. The Tenderer shall not delay, obstruct or interfere with
such other Tenderers.
24.
Contracts (Rights of Third Parties) Act (Chapter 53B)
24.1 A person or entity who is not a party to the Contract shall have no right under the
Contracts (Rights of Third Parties) Act (Chapter 53B) to enforce any provision of
the Contract, except and to the extent that the Contract expressly provides that
such third parties have the right to enforce the Contract.
25.
Jurisdiction
25.1
The Tenderer hereby agrees to submit to the non-exclusive jurisdiction of the
Singapore Courts.
26.
Governing Law
26.1
The Contract shall be governed by and construed in accordance with the laws of
the Republic of Singapore.
27.
Amendment to the Contract
27.1
No amendment or addition to any of the provisions of the Contract shall be
binding or effective unless it is in writing and signed by both the Company and
the Tenderer.
28.
Notices
28.1 The Tenderer shall notify the Superintending Officer in writing of the address
where notices, instructions and correspondence under the Contract may be
served upon him.
28.2 In the event the Tenderer fails to notify the Superintending Officer of any change
in its address, all notices, instructions and correspondence when sent by
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registered post to the Tenderer’s address stated in the contact shall be deemed
to have been duly served on the Tenderer.
29.
Independent Tenderers
29.1
The relationship between the Company and the Tenderer under the Contract
shall be that of independent Tenderers, and nothing contained in the Contract
shall be construed or constituting a joint venture, partnership, agency, a
relationship of Company and employee, or any other association between the
Company and the Tenderer.
I/We* confirm that I/We* have read and I/We* agree to and accept the provisions of the
Conditions of Contract.
Name & Signature & Company/Business Stamp: ______________________________
Designation of Authorized Signatory: _______________________________________
Name of Tenderer: ____________________________________________________
NRIC of Tenderer: ____________________________________________________
Date: ________________________________
Name of Signature of Witness: ___________________________________________
NRIC of Witness: ______________________________________________________
Address of Witness:
_________________________________________________________
_________________________________________________________
_________________________________________________________
Date: ________________________________
*Delete whichever is not applicable
33 | P a g e
PART 4 – TENDER SPECIFICATIONS
1.
Scope of Works – Company to add in any additional area
1.1 The provision of Security services at Registered Address The area of coverage
includes (but not limited to):Company to provide an overview of site and its key installations and facilities
2.
Company
2.1 Tenderer shall propose factors in addition to the basic requirements pursuant to
the Conditions of Contract, which will set themselves apart from other Tenderers.
2.2 Tenderer shall propose ways of productivity gain sharing with the workers when
performance KPIs are reached.
3.
Deployment & Manpower
3.1 Tenderer shall propose factors in addition to the basic requirements pursuant to
the Conditions of Contract, which will set themselves apart from other Tenderers.
3.2 Tenderer shall propose the time taken:
3.2.1 To escalate all incidents; and
3.2.2 For the representative to arrive at the Company should there be any
emergency call; and
3.2.3 For Staff on duty to respond to complaints by the tenants, occupants,
guests or invitees to the Company; and
3.2.4 For Staff to be available for roll-calls when initiated by the Superintending
Officer; and
3.2.5 To provide additional Staff upon receipt of the Superintending Officer’s
instruction verbal, written or otherwise in response to events or emergency,
or crisis or similar occurrences; and
3.2.6 To respond to the feedback from the public or anyone and report to
Superintending Officer on the receipt of such report; and
3.2.7 To submit incident reports as well as methods of incident reporting.
3.3 Tenderer shall propose the method(s):
3.3.1 To record the Staff movements and activities and any irregularities or
incidents discovered whilst on duty; and
3.3.2 For the Staff on how the monitoring of premises shall be conducted and
how records shall be captured; and
3.3.3 Preventions / Reduction of incidents of any nature such as break-ins, thefts,
extortion, gambling, touting, vice-activities and/or fighting occurring at the
Company from occurring; and
3.3.4 To safeguard the Company, including but not limited to the occupants and
visitors to the Company; and
3.3.5 To monitor the work site to deter intruders.
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3.4 Tenderer shall propose the plan:
3.4.1 For optimum deployment, working hours and shift patterns etc of the
security personnel for the Company; and
3.4.2 For optimum deployment in the event of crisis or pandemic outbreak; and
3.4.3 For relief or replacement Staff to be deployed from the scheduled time of
report by the duty Staff; and
3.4.4 For the number of supervisory visits/weekly operational meetings made by
its representative to the Company to check on the deployment of staff.
4. Training –
4.1 Tenderer shall propose factors in addition to the basic requirements pursuant to
the Conditions of Contract, which will set themselves apart from other Tenderers.
4.2 On top of the basic training mentioned in Clause 9.1 pursuant to the Conditions of
Contract, Tenderer shall propose any additional value-added training which Staff
should have/will attend to improve their productivity and customer service. The
training shall include but not limited to the following:
4.2.1 WSQ Certificate in Security Operations;
4.2.2 WSQ Advanced Certificate in Security Supervision (“ACSS”);
4.2.3 Certified Service Professional;
4.2.4 WSQ Handle Counter Terrorism Activities;
4.2.5 First Aid and CPR skills;
4.2.6 Conducting Crowd and Traffic Control;
4.2.7 IT Skills;
The Tenderer shall provide training that is in alignment with PLRD’s Grading
Exercise.
4.3 Tenderer shall propose mechanism to facilitate continuous improvement and
training of Security personnel.
4.4 Tenderer shall propose and submit training programmes that will help to enhance
the staff’s better understanding of the site to the Superintending Officer upon
award of the Contract and work closely with the Superintending on the
implementation of the training programmes.
5. Technology
5.1 The equipment currently deployed on site are as follows:5.1.1 CCTV; and
5.1.2 Car park Gantry; and
5.1.3 Card Access system;
5.2 Tenderer shall propose actors in addition to the basic requirements pursuant to the
Conditions of Contract, which will set themselves apart from other Tenderers.
Tenderer shall propose the equipment, Information Technology (IT) and tools
needed at the Company to enhance the work efficiency and standards to optimise
the utilization of manpower for work performance and productivity. The Tenderer
shall propose to rectify any security breaches or inadequacy and ensure that the
premises are fully secured.
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5.3 Tenderer shall leverage on technology to deliver good quality security services
without having to deploy manpower to work overtime.
5.4 Tenderer shall maintain the equipment and Information Technology (IT) in good
working condition, i.e. functioning at least 99.5% at all times with proposed
standby equipment and maximum turnaround time if anything happens to it.
6) Evaluation Criteria
A) Exclusion Critieria
6.1 The tenderers shall be excluded from the tender procedure if:i.
they are not graded by Police Licensing & Regulatory Department
ii.
they are bankrupt or being wound up, are having their affairs administered by
the courts, have entered into an arrangement with creditors, have suspended
business activities, are the subject of proceedings concerning those matters,
or are in any analogous situation arising from a similar procedure provided for
in national legislation or regulations;
iii.
they have been convicted of an offence concerning their professional conduct
by a judgment which has the force of res judicata;
iv.
they have been guilty of grave professional misconduct proven by any means
which the Contracting Authority can justify;
v.
they have not fulfilled obligations relating to the payment of social security
contributions or the payment of taxes in accordance with the legal provisions
of the country in which they are established or with those of the country of the
Contracting Authority or those of the country where the contract is to be
performed;
vi.
they have been the subject of a judgment which has the force of res judicata
for fraud, corruption, involvement in a criminal organisation or any other illegal
activity detrimental to the Communities' financial interests; and
B)
Selection Criteria
6.2 The tender will adopt the Price-Quality Method (“PQM”). The Price and Quality
criteria are assigned with weightings and translated into quantitative scores which
are then totalled up to give a combined score during tender evaluation.
6.3 The Tenderer shall submit the proposal with focus on the following three (3)
elements:
6.3.1 Deployment Plan & Key Performance Indicators (KPIs) for on-site team,
including productivity gain and sharing with workers when KPIs are met;
6.3.2 Training Plan for Staff; and
6.3.3 Technology / IT Plan.
6.4 The above mentioned in the proposal shall be utilised in the Price-Quality Method
where meeting basic criteria will achieve minimum points while any value-added
items will attain additional points.
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6.5 NOTE TO TENDERER
Weighted emphasis will be placed on the integration of effective manpower
deployment and optimum usage of technology. Tenderers are highly encouraged
to strategize deployment plans with the use of technology to achieve total security.
6.6 The Total Tender Price-Quality criteria are weighted at a ratio of 30% Price and
70% Quality respectively. Table 1 below serves to clearly outline the parameters.
Table 1
PRICE-QUALITY METHOD (“PQM”): TO EVALUATE TENDERER STANDING
Weightage
Total
20%
 If tender meets buyer’s
valuation > 2/3 points of full
score given
10%
 If tender above valuation >
Price
30%
lesser points given
 If tender below valuation >
more points given, capped at 30%
30%
Performance
5%
30%
 The management team
- Structure, organizations
& skills of management
team
- Contract specific know
ho of the management
team
3%
 The Operation Manager
- Skills and experience
- Contract specific know
how
- Availability
- Response time
2%
 Recognised accreditation,
track record and financial
stability
Quality
5%
 Deployment
- deployment
plan/methodology
- back-up capacity
- general & client-specific
procedures
- reporting
- client contact
15%
 Value-added services
- Support services
- Innovation that exhibits
effective and efficient
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-
-
 Aligned with MOM
Regulations and Policies
 Recruitment and selection
methodology
 Staff Hand book
 Salary and benefits
 Working conditions
 Other criteria
HR
Skills
capabilities
Technology
security services, not
limited to manpower
deployment
Effort to enhance
productivity through
continuous process
improvement and
adoption of technology
Effort to share
productivity gain with
staff
&
 Training Road Map
- Basic training
- Additional training
- Contract specific training
- Recurring training
 Progression Career Pathway
 Non WSQ programmes
 Other Related Security
Programs
 Tenderer to proposed the
usage of technology to
augment manpower and
achieve better productivity
2%
2%
1%
2%
2%
1%
4%
2%
10%
10%
2%
2%
20%
20%
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PART 5 – JOB DESCRIPTION
A. JOB SCOPE
The Tenderer shall ensure that his Security Personnel carry out the following
specific duties and any other duties as may be directed from time to time by the
Superintending Officer :1. Manage all law and order incidents until the arrival of the proper authorities.
2. Man the fire command centre, security command centre, security/reception
counters, loading/unloading bays, car parks and other stipulated locations.
3. Assist and direct members of the public to the various locations within the Site
at all times.
4. Conduct indoor and outdoor security patrols.
5. Prevent unauthorised entry, trespass, intrusion and acts of vandalism.
6. Prevent abuse of facilities provided in the Site by occupiers (including visitors).
7. Implement crowd management procedures in the Site.
8. Ensure doors are securely locked at all times
9. Lock and unlock roller shutters, lifts, doors within the Site at certain times of the
day as stipulated by the Company from time to time.
10. Provide security watch after office hours during Addition and Alteration Works in
the Site.
11. Control and direct traffic movements in the car park and driveways.
12. Man the drop off point during peak traffic hours and direct vehicles along the
driveways whenever required.
13. Ensure that all tenants, Tenderers, suppliers and visitors register at the
designated security/reception counters and issue visitor pass in exchange for
valid photo identification documents.
14. Keep track and ensure that all visitor passes are accounted for at the end of
each shift. Should there be any visitor passes that are not returned at the end of
each working day, Security Supervisor shall contact the visitor to return the
visitor pass back to the Company and report the case to the Company on the
next working day.
15. Conduct audit check on security passes to ensure only authorized occupants
(staff, tenants, Tenderers etc.) gain access into the offices.
16. Detect any irregularities or abnormalities e.g. water seepage, flooding, sparks
from light switch, oil leakage, etc. and report such incident(s) immediately to the
designated representatives and relevant authorities immediately.
17. Detect and remove any person(s) found loitering in the Site without a valid
purpose, or conducting activities of a suspicious/unusual nature. Such incidents
shall be immediately reported to the designated representative.
18. Detect and remove unauthorised vendors of food, drinks or other merchandise
from the Site.
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19. Detect, apprehend and detain up to the arrival of the Police, intruders and or
others persons who have been or are a potential hazard to persons and/or
property in the Site.
20. Expel any unruly and or undesirable elements e.g. drunkards/vagrants, etc.
from the Site.
21. Report immediately to the security command centre any malfunction in facilities
within the boundary of the Site.
22. Control and direct Tenderers and suppliers to use the service lifts for the
transportation of their goods especially those using trolleys and carrying bulky
items, including providing direction and guidance to the visitors.
23. Manage/monitor security/fire protection systems such as access control system,
CCTVs, door monitoring devices, fire alarm systems, intrusion detection
systems, etc. and to react/respond immediately to activations in accordance
with established procedures until the arrival of the relevant authorities.
24. Form part of the Site’s fire-fighting and first-aid team, as required by SCDF
(Singapore Civil Defence Force) in the event of an emergency or an outbreak of
fire.
25. Respond to any out-breaks of fire and act as an Emergency Response Team
(ERT) component before the arrival of the SCDF Fire Brigade.
26. Provide basic first aid to injured persons in the event of any fire incident or
accidents within the premises.
27. Manage and safe keep keys to Sites/security areas/doors, etc. and to ensure
only authorised personnel draw out such keys for official use. Should there be
any loss of keys during the term of the Contract, Security Personnel shall be
liable to bear all costs to have the missing keys duplicated or to replace all the
door locks if it is proven negligence on the part of Security Personnel resulting
in the loss of the keys.
28. Manage "Lost and Found" properties or assets in accordance with established
procedures.
29. Provide and maintain proper and legible records of events, activities or
occurrences in the following books / forms:
a.
b.
c.
d.
e.
f.
g.
h.
Occurrence Book
Key Register Book
Attendance Book
Deployment and Duty Roster Forms
Tenderer and Visitor Registration Books
Event Instructions File
Work Info Notification File
Lost & Found Record File
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i.
Incident reporting form
30. Able to operate and/or monitor the CCTV System, Car Park System, Lift,
Security Card Access System, Visitor Management System, etc. and man the
Security Command Centre at all times.
31. Support and participate in training to manage safety/security incidents in the
Site.
32. Remove all potential fire hazards such as disused items or unauthorized
structures etc. and ensure that all Fire Exits, escape routes and doors are free
from any obstruction, or to alert the relevant authorities or designated
representatives of such occurrences.
33. Assist the Company in conducting the monthly fire alarm testing and annual fire
drill exercises.
34. Check and ensure no parking of cars at unauthorized places within and around
the Site. Issue warning notice &/or wheel clamp for unauthorized parking of
cars. Any collection shall be handed over to the Company promptly.
35. Report to the relevant authorities or designated representatives of people
smoking around / within the Site.
36. Administer the scanning of the under carriage of vehicles (to be provided by the
Company), scanning of people using handheld metal detector (to be provided
by the Company) Training on the use of such emergency equipment shall be
undertaken by the successful Tenderer.
37. Ensure all facilities are locked down by the stipulated timings.
38. Operate and assist in troubleshooting problems originating from the car park
machines and barrier arms.
39. Collect parking fare in the event the car park system is not able to capture the
vehicle details or system is faulty. The collection shall be handed over to the
Company the following working day.
40. Allow access for authorized users of the auditorium and training rooms and to
ensure that all doors and windows of training rooms and auditorium are closed
and all equipment are switched off after use and the surrounding areas are
secured.
41. Assist in putting up signage for any functions at the request of the Company
held within the Site.
42. Check, switch off and/or alert the Company of any lights / air-con / electrical
appliances in the Site that are not in use. At the same time, they are to check
and ensure that all doors and/or windows are secured at all times, especially
when not in use.
43. Conduct guard tour as and when instructed (or according to the approved guard
tour proposed by the Tenderer) for the whole Site to ensure that the entrances
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and exit doors are locked and apprehend any unauthorized personnel within the
premises.
44. In addition to the above duties, Security Supervisor shall:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
B
Submit daily incident report within 2 hours of incident to the Company. The
format of this report shall be subjected to the approval of the Company
Check whether the Security Personnel are on duty at their stations;
Take attendance of the Security Personnel upon taking over of the shift.
Immediately arrange for replacement of staff should there be a shortfall of
the Security Guards for the particular shift;
Check whether the Security Guards are properly attired in their uniforms;
Be responsible and take remedial action on the spot on any incident that
may arise at all times, especially during the night;
Stand in and release security personnel on the shift for breaks;
Attend to requests for security assistance by staff, tenants, visitors, etc. as
and when requested;
Attend to major incidents (e.g. incidences which Security Guards deployed
are unable to handle the situation) personally.
Manage and provide all logistics preparation and support on VIP visits /
events;
Ensures that the taking over and handing over of duties of every shift are
done in an orderly manner, including keys, incidences and outstanding
matters via emails and/or in the occurrence book;
Sit in the Fire Safety Committee and assist in the monthly fire alarm testing
and fire drills required by the Singapore Civil Defence Force.
Security Supervisors shall ensure that the procedures as approved by the
Company are adhered to during the handing and taking over of duties at
each and every change of shift with no disruption to the routine and
assigned duties.
PATROL PROCEDURES AND PATROLLING OF COMMON AREAS
1. Patrol the internal areas of the Site including common corridors, lifts/entrances,
lobbies, common areas, staircases, toilets, plant-rooms and roof deck.
2. Patrol the external areas of Site including drive-ways, pedestrian walkways,
plaza, landscaped areas and other external areas within the boundary of the
Site.
3. Detect and prevent break-ins, burglary, vandalism or theft, detection of fire,
leaking pipes, faulty lifts and lighting etc. The Security Personnel shall also have
42 | P a g e
to ensure that no undesirable or unauthorized persons loiter or remain within
the Site.
4. Detect and prevent the misuse and mishandling of lifts and lobbies so that the
same will not be damaged, dirtied or polluted. The Tenderer shall be deemed to
bear the responsibility and costs of rectification works for the damages of the
Company’s properties arising from the negligence and failure of its Security
Personnel to exercise due care and diligence in executing his security services.
5. When patrolling the car park decks and other common areas of the Site, the
Security Personnel shall pay special attention on prevention and detection of
vandalism, sabotage against the Company's properties (including mechanical
and electrical installations) and the Company’s vehicles.
6. Security Personnel shall carry out external visual scan of the Site grounds to
better determine unusual activities in the premises.
7. Security Personnel conducting the patrolling have to ensure that they follow the
route as approved and programmed into the system by the Company. At every
clocking point, Security Personnel shall spend an average of 5 minutes to check
that all doors are properly secured, there are no unattended baggage in the
Site, no authorized personnel loitering in the Site without a valid reason, all the
facilities and/or systems around the clocking point are functioning properly, etc.
8. Along the route of patrol, security guards should clock at the designated
clocking points which the Tenderer shall propose and subject to the approval of
the Company.
9. Security Personnel on patrol for all shifts shall be required to fill up a check-list /
logbook provided by the Company and submits through the Security Supervisor
to the Company or his representatives for noting and appropriate follow-up
action on any abnormalities detected.
10. Security Personnel shall check and prevent the occurrence of illegal activities
including gambling, unlicensed or unauthorized hawking, and parking at
unauthorized places in or around the Site.
11. Patrols should be done in pairs at regular intervals (to be proposed and
approved by the Company) for the night shift.
C
GUARD TOUR SYSTEM
1. The Tenderer shall propose, provide and install a guard tour system as part of
the total tender proposal. The tools and systems to be provided shall be able to
meet the requirements of the proposed guard tour routing and frequency.
2. The Tenderer shall supply adequate sets of Guard Tour System with Electronic
Sensor for data collection. The system is used mainly by security officers and
patrol agencies to conduct patrolling for internal and external Site areas and can
43 | P a g e
3.
D
also be used for incident time tracking. The cost of design & installation shall be
fully borne by the Tenderer
The successful tenderer shall provide daily guard tour reports (in softcopy excel
format) to the Company showing that patrolling is on time, and according to the
proposed routing.
SECURITY MANAGEMENT SERVICES
1. The Tenderer shall ensure that his Security Supervisor carries out the following
specific duties and any other security-related duties as may be directed from
time to time by the Superintending Officer: a.
Compile and submit a monthly management report including but not
limited to the following:Incidences / complaints / feedbacks;
Defects Checklists;
Daily attendance;
Summary of the patrol report (to report on any deviations / non
compliances);
v) Changes in the deployment list (to include resignation / retirements,
vi) transfers, and/or changes in the daily roster);
vii) Supporting documentations of newly recruited security personnel for
the month
viii) Day/Night spot check reports;
ix) Recommendations for improvements in all aspects of operations;
i)
ii)
iii)
iv)
b.
c.
d.
e.
f.
Management of duty roster and scheduling of security personnel. A timetable plan and duty rosters showing the names of the workmen and the
items of the works to be carried out shall be submitted to the Company
every end of the week for the coming week.
Coordination of maintenance works, reactive works and emergency works
by the designated security equipment vendor as instructed by the
Company.
Investigation of incidents and submission of incident reports to the
Company within 8 hours - with an interim report within 2 hours after an
incident.
Annual review of the security operations and infrastructure and report to
the Managing Agent or the Superintending Officer, and propose
improvement works to improve the efficiency of the security function.
Manage the issuing of security access cards/passes
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g.
h.
E
Manage the daily security operations and management of events and VIP
programmes
Assist the Company in the operation of security equipment such as
undercarriage mirror, handheld metal detector, thermal scanner, etc, and
coordinate with third party vendors on reactive works, emergency works,
maintenance, or as instructed by the Company.
DISCIPLINE AND WORK PROCEDURES
1. The Tenderer shall familiarize himself with any verbal instructions, written
Patrolling Schedule and Standing Instructions on discipline, work schedules or
procedures as issued by the Superintending Officer from time to time and
ensure that all instructions are duly complied with by all his employees. The
Tenderer shall ensure that all his employees adhere to, but not limited to, the
following: a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
Report for duty punctually at the respective duty posts.
Be alert at all times
Be courteous, tactful and professional at all times when dealing with staff,
tenants, Tenderers and members of the public.
Wear only approved uniform and ensuring a neat and smart appearance at
all times with a decent haircut. The Company shall be at liberty to remove
from the Site any Security Personnel employed by the Agency who is not
in uniform or untidily attired; and be liable to pay the Company liquidated
damages as specified in Annex A Schedule of Liquidated Damages.
All male Security Personnel employed under this Contract shall not keep
long hair which is not in accordance to existing acceptable norms.
Shall not be under the influence of any alcohol or drugs/medicine that will
affect the alertness and performance of the Security Personnel before
reporting for duty and whilst on duty.
Shall not sleep/listen to music e.g. portable radios, Walkman, read
newspapers/magazines while on duty.
Shall not leave the place of duty without relief or proper handing over the
duty to another Security Personnel.
Shall not divulge any information concerning the premises or their scope of
duties to any third party.
Obey all instructions given by Superintending Officer.
Be conversant with all security and fire safety procedures specified by the
Company.
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l.
m.
n.
o.
p.
q.
Shall not indulge in unnecessary, idle conversations with staff, Tenderers
/workers or members of the public. However, the security Personnel shall
be cordial, polite and courteous to them.
Shall not get too acquainted with the workers, Tenderers and/or their staff.
Shall not allow their personal friends/acquaintances/present and ex
colleagues, etc. to visit them at the Site.
Shall not smoke cigarettes, cigars, pipes or rolled tobacco, etc. and
gamble whilst on duty.
Shall not make unnecessary telephone calls while on duty.
Shall not be involved in canvassing.
F
TENDERER’S STANDARD OPERATING PROCEDURES & EMERGENCY
PROCEDURES
1. A copy of the agency’s standard procedures & emergency procedures for
security guards is to be submitted with the tender at the time of submission of
tender.
G
SECURITY OPERATIONS MANUAL
1. The Tenderer shall adhere to the security procedures listed in the Security
Operations Manual. The Security Operations Manual shall be kept confidential by
the Tenderer and shall be returned upon termination or completion of this
contract. The Security Operations Manual will be provided to the Successful
Tenderer. Where necessary, the Tenderer shall propose and assist the Company
in making changes/improvement to improve the security manual to suit the
current site operation or due to a change in the environment.
H
SUPERVISION OF SECURITY PERSONNEL
1. The Operation Manager shall carry out day and night spot checks on Security
Personnel deployed in the premises. The frequency of checks (i.e. minimum of at
least 2 checks a week, of which one of the checks must be carried out between
12am to 4am) shall be agreed upon in writing at the commencement of the
Contract. All attendance shall be recorded in the Occurrence Book. A report is
required to be submitted to the designated representatives of the Company by
the next working day or within 8 hours, whichever is earlier. Format of report shall
be submitted and approved by the Company.
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I
TENDERER'S REPRESENTATIVES
1. The Tenderer shall appoint his own representative(s) (eg Operation Manager), to
handle all matters under this Contract, including all administrative matters,
logistic preparations of any events, deployment of manpower, counselling,
discipline and performance of guards/supervisors, etc.
2. The Tenderer's representative(s) shall attend all regular meetings and submit
monthly reports to the Company. Format of the monthly report shall be submitted
and approved by the Company before the commencement of the Contract.
3. The Tenderer's representative(s) shall remain contactable 24 hours a day via
both telephone and e mail
PART 6 – FORM OF TENDER
TO:
Name of Organisation
Registered Address
Form of Tender for the Provision of Security Services at Registered Address for a
period of XX months
Dear Sir/Mdm,
1.
I / We having attended the tender briefing and site show around at Name of
Organisation & Registered Address, (hereinafter referred to as “the Company”)
and having inspected and carefully examined the following Tender Documents:a.
Invitation to Tender;
b.
Instructions to Tenderers;
c.
Conditions of Contract;
d.
Tender Specifications;
e.
Form of Tender;
f.
Job Description;
g.
Articles of Agreement;
h.
Schedule of Rates.
I/We of _______________________________________________________________
(Name of Firm/ Company in Block Letters)
hereby offer to execute and supply all necessary labour, equipment and materials for
the provision of security services at the Site(s) (the “Works”) for a period of XX (no.)
months commencing from the date as indicated in Company’s Letter of Award (the
“Contract Period”), in conformity with all the stipulated terms and conditions in the
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Tender Document and to the entire satisfaction of the Company or its Managing Agents,
for the total contract sum (hereinafter referred to as the “Contract Price”) of:Singapore Dollars (S$)
_____________________________________________________________________
____________________________________________________(S$______________
per month)
2.
3.
4.
5.
6.
7.
8.
9.
I/We hereby agree that in the event of any discrepancy between the words and
figures of the above tender price, the former shall prevail.
The Total Contract Price is deemed to exclude the Goods and Services Tax
(“GST”). However, I/we understand that GST will be paid by the Company only
upon receipt of a certified true copy of my/our GST registration and the original tax
invoice in a prescribed form. The GST will not be paid retrospectively.
I/We* fully understand and agree that the Total Contract Price payable to me/us
shall be the said tendered amount as specified in this tender.
I/We* hereby agree that notwithstanding the fact that the Total Contract Price as
herein quoted by me/us is applicable to security services to all such areas as
described in the Specifications, the Company reserves the absolute right at any
time to add to or to omit from the Contract any area in the Estate it may deem
necessary. In such an event, the said Total Contract Price shall accordingly be
increased or decreased, by adding thereto or deducting therefrom, the amount
produced by multiplying in the area(s) to be added or deducted from the Contract
by the relevant unit rate(s) quoted in the Schedule of Rates. Under the
circumstances, I/we have made allowances in my/our prices as herein quoted to
cater for such eventualities.
I/We* will take up and maintain adequate insurance policies covering liability to
third parties and workmen’s compensation in the joint names of the Company,
Managing Agent (if applicable), the Tenderer and any sub-Tenderers, in
accordance with Clause 7 of the Conditions of Contract. The insurance coverage
shall be S$1,000,000/- per claim. I/We will submit these certificates to the
Company before the commencement of this Contract. The insurance policies shall
coincide with the contract period (plus any maintenance period where applicable).
I/We* confirm that I/We have at least two (2) years’ experience in carrying out the
required security services. As such, I/we attach a certificate of job references for
your reference.
I/We* agree that the Company shall evaluate the Tender using the Price Quality
Method (“PQM”). I/We also agree that the Company/Managing Agent has the right
to award this Tender in one Contract or separate Contracts.
I/We* agree that the Company shall have the sole right and discretion to assign or
transfer this Contract whether in whole or in part to any of its subsidiaries or
associated companies.
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10. I/We* agree to execute with the Company a formal agreement in accordance with
the Articles of Agreement attached hereto. Until such a formal agreement is
prepared and executed, this Tender together with your written acceptance thereof,
shall constitute a binding contract between the Company and me/us.
11. This tender is valid for a period of ninety (90) days after the closing date of the
tender. I/We understand and agree that this Tender may not be amended or
withdrawn by me/us within the said period.
12. I/We* undertake to give you any further information which you may require. Our
address/email for receipt of further update(s) or answer(s) to tender queries or
clarification is
_________________________________________________________________________
I/We*___________________________________________________in the capacity of
(Name of authorized Signatory)
________________________ duly authorized to make submit, sign this tender, receive
(Designation in the Firm/Company)
instruction, give any information, accept any contract and act for and on behalf of
__________________________________________ do hereby make the above offer.
(Name of Firm/Company),
______________________________
Authorized Signature & Company Stamp
Address:
_____________________________________________________________________
_____________________________________________________________________
Singapore (
)
Tel No: ______________________________ Fax No: ________________________
Email Address:
____________________________________________________________________
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Date: ________________________________
* Delete whichever is not applicable
THIS TENDER (FORM OF TENDER, INSTRUCTIONS TO TENDERER, CONDITIONS OF CONTRACT,
TENDER SPECIFICATIONS, ETC) IS TO BE DEPOSITED UNDER SEALED COVER AND LABELED
AS
PER
HEADING
ON
PAGE
30
IN
THE
TENDER
BOX
LOCATED
AT:
Registered Address
NOT LATER THAN XX (TIME) ON XX (DATE AND DAY).
LATE SUBMISSIONS WILL BE DISQUALIFIED.
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PART 7 – PARTICULARS OF TENDERER
PARTICULARS OF TENDERER FOR THE PROVISION OF SECURTY SERVICES AT
Name of Organisation
1.
Particulars of Tenderer:
Registered Name of Firm/Company:
_____________________________________________________________________
Registered Address:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Date of Business Registration: ____________________________________________
Number of Business Registration:
_____________________________________________________________________
Date of Incorporation:____________________________________________________
Form of Business: ______________________________________________________
Telephone Number: _____________________________________________________
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2.
Particulars of Sole Proprietor/ Partners/ Company Directors:
Full Name
3.
NRIC No.
Position in Company
% of Shares
Financial Information
Y/E 2008
Y/E 2009
Y/E 2010
Annual Turnover
Net Profit before Tax
Paid-Up Capital
(Please attach Balance Sheet, Profit & Loss Statements and Cash Flow Statements for
the period mentioned above)
4.
Name and Address of Bankers: _______________________________________
________________________________________________________________
5.
Description of nature of work/trade engaged other than security services:
________________________________________________________________
________________________________________________________________
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DECLARATION
I/We*_________________________________________________________________
declare that the information contained herewith is to the best of my/our* knowledge and
belief in all respects true in substance and fact and should there be any false statement,
I/We* understand that my/our* tender will be invalidated or if already awarded will be
immediately terminated without prejudice to the Company’s right to claim damages and
costs.
I/We* hereby undertake to inform the Company of any change of partnership/director of
Firm/Company taking place during the term of the Contract.
_____________________
Date
_______________________________
Authorized Signatory & Company Stamp
*Delete whichever is not applicable
IMPORTANT NOTES:
a) All items in this section of the Tender document must be completed. Any item not
applicable should be so stated. Please submit in a separate form in the given
format, if there is insufficient space.
b) For Tenderers that are Sole Proprietorships or Partnerships, these particulars of
Tenderer must be accompanied by a photocopy of Form B (Application to Registrar
of Business, for the Current Year) obtainable from the Accounting & Corporate
Regulatory Company (ACRA).
c) For Tenderers that are Limited Companies, these particulars of Tenderer must be
accompanied by a Memorandum and Articles of Association with the latest True
Copy of Statement of Particulars of Directors (certified by a Director or the
Secretary of the Tenderer) and the latest copy of Statutory accounts.
d) This Form of Tender must be signed by a person or persons legally empowered to
act and sign on behalf of the Tenderer.
e) The information submitted by Tenderers will be used for evaluation purposes only.
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PART 8 – LETTER OF ACCEPTANCE
Tender for the Provision of Security Services at Name of Organisation
________________________________________
________________________________________
Singapore (_________________)
Attention: ___________________________
Dear Sirs,
LETTER OF ACCEPTANCE FOR PROVISION OF SECURITY SERVICES AT Name
of Organisation (“Works”)
We, Name of Organisation (“Company”), refer to the Tender Documents submitted to us
on _____________________________ (date) and are pleased to award to you
(“Tenderer”) the Contract for the provision of the Works on the terms and conditions as
set out in the Tender Documents (“Contract”). This Contract shall be for a term of
twenty-four (24) months commencing from _____________________ (date) to
_______________________ (date) and is for a monthly Contract Price of Singapore
Dollars __________________________________
____________________________________(S$________________________)
For the avoidance of doubt, the Tender Documents and this letter shall form the entire
Contract between parties in respect of the provision of the Works and any modification
or amendment to the same must be made in writing and executed by both parties.
Kindly acknowledge receipt of this Letter of Acceptance by signing and returning the
duplicate of this letter by ____________________________ (date).
Yours faithfully,
___________________________
Name
Designation
Name of Organisation
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Tender for the Provision of Security Services at Name of Organisation
ACKOWLEDGEMENT OF LETTER OF ACCEPTANCE FROM Name of Organisation
DATED
FOR THE PROVISION OF SECURITY SERVICES AT
Registered Address
I/We*___________________________________________
(“Tenderer”),
hereby
confirm our acknowledgement of the above award subject to the above stated terms
and conditions.
Date:_________________________________
FOR AND ON BEHALF OF THE COMPANY
SIGNATURE
: ______________________________________
NAME
: ______________________________________
POSITION
: ______________________________________
COMPANY STAMP : _______________________________________
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PART 9 – ARTICLES OF AGREEMENT
Tender for the Provision of Security Services at Name of Organisation
ARTICLES OF AGREEMENT
THIS AGREEMENT is made on the (DATE) BETWEEN Name of Organisation, a
company
incorporated
in
Singapore
(Company
Registration
Number:
______________________)
having
its
registered
office
at
___________________________________ (hereinafter referred to as the “Company”
of the one part and (TENDERER NAME), a company incorporated in Singapore
(Company Registration Number: _____________________________) having its
principal place of business at (TENDERER’S ADDRESS) (hereinafter referred to as the
“Tenderer” of the other part).
WHEREAS the Company is desirous of entering in a Contract with the Tenderer for the
provision of security services (hereinafter referred to as the “Works”) at the Company
(hereinafter referred to as “the Company” for a period of ________ (___) months
commencing from __________________ to __________________ subject to the terms
and conditions herein AND WHEREAS the Tenderer is desirous of entering into such a
contract to execute the Works in accordance with the Tender Specification and the
Conditions of Contract annexed hereto, subject to the terms and conditions herein.
NOW IT IS HEREBY AGREED as follows:
a) The Company will pay the Tenderer the Contract Price as set out in the Form of
Tender hereto.
b) In this Agreement, the words and expressions shall have the same meaning as are
respectively assigned to them in the Conditions of Contract hereto.
c) The following documents shall be deemed to form and be read and construed as
part of this Agreement and shall be incorporated by reference hereto:a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
Invitation to Tender;
Instructions to Tenderers;
Conditions of Contract;
Tender Specifications;
Form of Tender;
Particulars of Tenderer;
Job Description;
Letter of Acceptance;
Articles of Agreement;
Schedule of Rates; and
All correspondences as listed hereof:
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IN WITNESS WHEREOF the parties hereto have by their respective duly authorized
representatives has executed this Agreement as of the date first above written.
Signed by
:
_________________________________
(Signature)
_________________________________ [Name]
_________________________________ [Designation]
For and on behalf of _____________________________
In the presence of:-
___________________________________
(Signature of Witness)
____________________________________ [Name of Witness]
____________________________________ [Designation]
Signed by
:
_____________________________________
(Signature)
Mr. __________________________________
Designation
For and on behalf of NAME OF ORGANISATION
In the presence of:-
_____________________________________
(Signature of Witness)
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PART 10 – SCHEDULE OF RATES
SCHEDULE OF RATES
1.
Unit Rates
Pursuant to Clauses 2.7 and 2.15.3 of the Tender Specifications, the following
unit rates, inclusive of CPF and all related Staff costs and expenses, shall be
valid during the entire duration of the Contract, including the Renewal Contract:
S/N Designation
1
2
NB:
2.
Unit Rate
(S$/ Hour/ Staff)
(S$/ Shift/ Staff)
(S$/
Staff)
Month/
Security
Officer
Security
Supervisor
a) Unit Rates are exclusive of GST.
b) Hourly & Shift rates start from the time of registration, i.e. sign-in time
and ends at completion time. i.e. sign-out time on the attendance record.
The Staff must be properly attired in uniforms before registration.
Additional Staff
The Tenderer shall provide at any time upon request by the Company and the
Company shall agree to pay the aforesaid unit rates for any addition of Staff
requested during the Contract Period. The Tenderer shall provide a list of these
additional Staff as a float team. This float team must be briefed and be familiar
with the Company and its operational procedures prior to deployment.
3.
Obligation
The Tenderer undertakes to make available and deploy the additional Staff within
_____ (no.) hours upon request by the Superintending Officer.
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I/We* confirm that I/we* have read and I/we*agree to and accept the provisions of the
Schedule of Rates.
Name & Signature & Company/Business Stamp: ______________________________
Designation of Authorized Signatory: _______________________________________
Name of Tenderer: ____________________________________________________
Date: _______________________________________
Name of Signature of Witness: ____________________________________________
Address of Witness:
______________________________________________________________________
Date: ______________________________
*Delete whichever is not applicable
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Annex A
List of specific core work scope:
The Tenderer shall ensure the staff to:
1. Conduct indoor and outdoor security patrols (including clocking points)
2. Ensure that all tenants, contractors, suppliers and visitors register at the
designated security/reception counters and issue visitor pass in exchange for
valid photo identification documents.
3. Keep track and ensure that all visitor passes are accounted for at the end of each
shift. Should there be any visitor passes that are not returned at the end of each
working day, Security Supervisor shall contact the visitor to return the visitor pass
back to the Authority and report the case to the Authority on the next working
day.
4. Report immediately to the security command centre any malfunction in facilities
within the boundary of the Building.
5. Manage and safe keep keys to buildings/security areas/doors, etc. and to ensure
only authorised personnel draw out such keys for official use.
6. Provide and maintain proper and legible records of events, activities or
occurrences in the following books / forms:
a.
b.
c.
d.
e.
f.
g.
h.
i.
Occurrence Book
Key Register Book
Attendance Book
Deployment and Duty Roster Forms
Contractor and Visitor Registration Books
Event Instructions File
Work Info Notification File
Lost & Found Record File
Incident reporting form
In the event the Tenderer fails to execute any part of the above for any period or
stipulated time during this Contract, the Buyer shall have the option to treat the
works as non-performance and omit such work as a variation notwithstanding
any liquidated damages imposed.
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GLOSSARY
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