Request for Proposal (RFP) for Hiring of Security Services Firm (s) for BISA Operations across India

                                             (Last Date: April 11, 2025)

Borlaug Institute for South Asia (BISA) was established on October 5, 2011, through an agreement between the Government of India (GoI) and the International Maize and Wheat Improvement Center (Spanish acronym CIMMYT) and was bolstered by the globally credible name of Nobel Laureate Norman Ernest Borlaug. The institution draws on the decades of experience and success by CIMMYT, the Consultative Group on International Agricultural Research (CGIAR), and a global network of partners in using research to generate tangible benefits for farmers internationally. BISA is supported by a growing number of national stakeholders in South Asia. It is committed to stronger collaborations for accelerated impact, most prominently with the Indian Council of Agricultural Research (ICAR) and the three state governments (Punjab, Bihar, and Madhya Pradesh) where BISA farms are located.

BISA invites sealed proposals from reputed Security service firm (s) to provide contractual Security guards at BISA research site (mentioned below) for a period of three year (s) beginning Nov 01, 2025:

1. Pusa, Bihar
2. Jabalpur, Madhya Pradesh

Interested Security service firms may apply for all locations or single/ multiple locations listed above.

Email-bisa.procurement@cgiar.org

Scope of Work

No. of Security guard and fixed salary personnel at each site (as on date 2025; this no. may vary from time to time depending upon seasonal / project requirement)

PUSA, Bihar

Option 1

Option 2

Jabalpur, MP

Please specify the option (for PUSA, Bihar) based on which the financial bid is being submitted in proposal.

GENERAL TERMS AND CONDITIONS:

1. Selection Criteria

• The selection will be based on an evaluation of factors such as past performance, business credentials, compliance with labour laws in prior contracts, competency, responsible practices, and service charge being levied on the given operations.
• The lowest financial bid does not guarantee a contract award.

2. Eligibility and References

• Security Service Providers must submit proof (on the client letter head) of at least three ongoing or recently completed similar contracts, including client references with contact details (email/phone) and project duration.

3. Geographical Presence

• Preference will be given to Security service providers with an existing presence in the vicinity of the base location.

4. Micro, Small, and Medium Enterprise (MSME) Status

• Security Service providers claiming MSME status under the MSMED Act 2006 must specify their category (Micro/Small/Medium) and provide valid registration certificates.

5. Subcontracting

• Subcontracting or re-assignment of the contract to any other Security Service Provider is not permitted.

6. Contract Duration

• The contract will be for a period of three year (s) initially and may be extended based on performance satisfaction and as per the discretion of BISA.
• In case of unsatisfactory performance or any other issue found, BISA may terminate the contract with a minimum of 2 months’ notice period.

7. Turnaround Time (TAT) and Variable Requirements

• The Security service provider must specify their average response time for fulfilling manpower requests and ensure compliance with a Turnaround Time (TAT) of 3 days for standard requirements.
• The Security service provider should be capable to handle urgent requests and provide manpower within shorter timelines when necessary.
• The Security Service Provider should be capable of deploying a security guard through its own resources, rather than relying on BISA to supply the necessary references. Also, it will be the full responsibility of the Service Provider for fulfilling all his obligations towards the fulfilment of Security Guard(s) required and shall not sub-contract the services to any other Service Provider.
• The Security Service Provider must be capable of making quarterly visit to the sites, conduct training and induction sessions with deployed security guard, provide proof of the visits by submitting attendance sheet and photographs for which cost will be borne by the service provider.
• The Security Service Provider must have its HR policies & procedures in place for deployed security guard. Employment documents, ID proofs, increment letters or any other employment related document need to be maintained by the service provider. Copy of the same to be submitted to BISA.
• The Security Service Provider to ensure that all deployed security guards have their ESIC cards with them and have knowledge of their EPF/ ESIC contribution in their passbook and to the authority respectively.
• The Security Service Provider must accommodate any increase or decrease in manpower requirements during the contract period under the same terms and conditions, ensuring flexibility without impacting service quality or agreed timelines.
• BISA team will not provide uniforms, whistles, torches, lathi, umbrella, raincoat, etc. to the Security Guards. All these peripherals will have to be provided by the service provider at their own cost. BISA will not bear any additional cost whatsoever, under any circumstances.
• All the personnel deployed will perform their duty in proper uniform. The Service provider shall, provide suitable uniforms (both summer and winter) to their personnel with identity cards which they should always wear while on duty.
• Day and Night patrolling on regular basis across the length and breadth of the entire area covered in this agreement by Security guard and shall report any unusual events in suspicious circumstances occurring in the area/campus.
• The BISA will not provide any residential accommodation to the security staff.
• Documentary proof of like Gun license for security guards in case of armed security guards.
• There should not be any overlapping of duties of any shift/point. No Security Guards should be deployed for double duty.
• The contractor will provide training related to firefighting and security to deployed guards on regular basis.
• The BISA may change the location of the security guard in the interest of Security on the BISA premises depending on the requirements.

8. Statutory Compliances

• Security Service Providers must comply with all applicable labour laws, including but not limited to:
  • Private Security Agencies (Regulation) Act, 2005 (PSARA)
  • Employees’ Provident Fund and Miscellaneous Provisions Act, 1952
  • Employees’ State Insurance Act, 1948
  • Minimum Wages Act, 1948
  • Child Labour (Prohibition and Abolition) Act, 1986
  • Other relevant laws
• Relevant statutory compliance documents must be provided upon request.
• The bonus Act does not apply to BISA, being an International Organization registered under the U.N. Act. Therefore, the financial bid should be exclusive of the Bonus component.

9. Payment Obligations

• Wages must be paid to staff by the 7^th of the following month, irrespective of date of payment by BISA.
• Security Service Providers bear all costs related to employee compensation, including uniform (as applicable), PPE kit, PF, ESI, Insurance and gratuity or any other statutory payments etc. with no extra charge to BISA.
• In case provided security guard or staff need to travel outside base location/office/site then Security Service Provider need to bear the initial cost of boarding/lodging and later claim along with actual expense supporting document and approval from authorized person of BISA. Security Service Provider cannot charge any service charge on these re-imbursements.

10. Site Visits and Proposals

• Security Service Providers are advised to visit the site at their own cost to gather relevant information before submitting proposals.
• Security Service Provider will be bound to furnish one single proposal to the BISA while submitting application for all the locations mentioned in the agreement.

11. Attendance and Supervision

• Security Service Providers must deploy supervisors at each site to manage attendance, oversee operations, and handle emergencies at their own cost.

12. Responsibility for Losses or Damages

• Security Service Providers will indemnify BISA against any liability, loss, or damage caused by negligence of their staff.

13. Security Deposit

• Security Service Provider needs to deposit the security amount in the form of DD/RTGS in favor of BISA as per below conditions:
  • Security Service Provider must deposit minimum security amount will be Rs. 2,50,000 (Rs. Two Lac Fifty Thousand only) for each location.
  • Security deposit amount will be evaluated every year and Security Service Provider needs to top-up security amount, making it equivalent to 10% of annual bill amount.
  • This deposit will be interest-free and refundable upon satisfactory completion of the contract.
  • The security deposit will be released after satisfactory completion of compliance audit through an independent agency which will be hired by BISA after completion of the contract period, for which cost will be borne by BISA.

14. Wages and Rates

• Rates must comply with the minimum wages prescribed by state or central government, whichever is higher regulations and include statutory components like PF and ESI. Any changes in wage rates must be promptly communicated to BISA with relevant documentation.

15. Taxes and Deductions

• Taxes applicable at the time of contract award or imposed subsequently, if applicable, must be borne by the Security Service Provider.
• TDS will be deducted as per government regulations.

16. Health and Safety

• Security Service Provider should also ensure that the personnel deployed are medically fit & Certificate of their medical fitness is to be provided when called for at his own cost.

17. Legal Agreement

• The successful Security Service Provider must enter into a formal agreement (s) with BISA on a judicial stamp paper worth ₹500/-.

18. Rejection

• Quotations lacking required details or found non-compliant with terms will be rejected.
• No party shall be permitted to Apply for work in the BISA in which any of their near relatives is an employee connected with the award and execution of the contract. They shall also intimate the names of persons who are working with them in any capacity or subsequently employed by them and who are near relatives of any employee of the BISA. Any violation of this condition which comes to the Notice of the BISA after the contract is awarded will entitle the BISA to treat the Security Service Providers as having committed a breach of contract and to exercise all the rights and remedies available to the BISA on account thereof.

19. Evaluation Criteria

Award to be made pursuant to this RFP will be based upon the proposal with appropriate consideration given to operational, technical, cost, and management requirements. Evaluation of offers will be based upon the Agency(s) responsiveness to the RFP, and the total price quoted for all requirements covered by the RFP. The following elements will be the primary considerations in evaluating all submitted proposals and in the selection of an Agency or Agencies:

• Expertise in conducting large scale support services provider.
• Adequate human resources for managing support services in respective location.
• The Agencies’ stability, experiences, and record of past performance in delivering similar services.
• Agencies have proper documentation/ record keeping expertise.
• Total cost of agencies financial proposal.
• The Agency preferably should have an office/branch in respective location.
• Bid for this contract will be assessed in accordance with Quality and Cost-based selection method and will involve both technical and commercial evaluation with the following weightage:

1. Technical Evaluation

Technical proposal evaluation criteria shall be as follows:

Details in respect of all the points mentioned above must be attached in the technical bid to arrive at a conclusion of technical fit. If details not attached Agency will be Technically unfit and will not be considered for further action.

1. Financial Evaluation

Financial proposals will be opened only to those agencies receiving a minimum of 36 (60%) marks out of the maximum 60 in technical evaluation. The financial proposals of those firms who don’t qualify in technical evaluation will not be considered for further process.

Guidelines for Submission for Proposals:

1. Submission:

Signed & stamped sealed proposal on co. letterhead (separate sealed envelopes for technical and financial bid (s) in one master envelope) should be submitted through courier/by hand to the following:

Managing Director

Borlaug Institute for South Asia

CIMMYT-BISA office

G-2, B-Block, NASC Complex, DPS Marg

New Delhi 110012

The envelope should clearly be superscripted “PROPOSAL FOR ANNUAL SERVICE AGREEMENT FOR SECURITY SERVICES FOR BISA” for security services Proposals received after the due date will not be entertained.

1. Technical Proposal in a sealed envelope should include the following:

• Company Profile
• Work Experience of similar nature
• Experience of the firm in the field of providing such services in Central Govt. establishments/ Autonomous bodies of Govt. India /Corporations of Govt. of India /reputed public or private organizations, (3 -5 years’ experience).
• Client List

Detailed client list to be enclosed.

• Recommendation Letters
• Written recommendation letters from three clients on their letter head
• Registration Certificate of the Firm/ Certificate of Incorporation
• Articles of Incorporation and By-laws of the Security Service Provider(s), evidencing the appropriate recording of same with the applicable recording authority.
• Relevant License Copy (s)
• EPF & ESI or any other registration certificate issued/required by local govt.
• The Private Security Agencies (Regulation) Act, 2005 (PSARA) and provide a copy of the valid PSARA license as part of their submission.
• Certification of Security Service Provider Category from applicable authority.
• Proof of address and geographic presence in given area (s)
• Rent Agreement for
• Electricity / Tel Bill
• Any Other.
• ECR Challan Copies

The firm should have a minimum of 30 security guard registered under ESI and EPF, with returns from latest to 6 months.

Total staff strength and copy of ECR pertains to last six months (PF deposit).

• Annual Turnover Proof

The firm must have an annual turnover of at least ₹10 lac if applying as a Security Service Provider for the respective location, as evidenced by audited financial statements for the preceding two financial years.

• Security service compliance audited certificates of last 3 years.
• Audited financial statements of last 3 years.
• CVs of Key personnel.
• ID of legal representative (signatory who will sign the agreement in case the given firm is selected as the Security Service Provider)
• Bank statement/ Cancelled Cheque
• GST Copy
• PAN Card Copy
• Copy of Power of Attorney (If applicable)
• E-Business Details

Security Service Provider shall be required to provide the E-business details of his/her organization (like website, SAP or any other installed ERP system as applicable).

• Do you have company website, if yes URL for website.
• Are you following SAP or other ERP system if yes pls mention.
• Security Service Provider Details – Name, contact number & Email ID of point of contact.
  • Financial Proposal in a sealed envelope should include the following:

• Location (s) for which proposal is being submitted:
• Service Charge % on total cost =
• Any other charges (please specify details)
• Validity of the Proposal – 3 years for the entire contract duration

Note:

Any such document furnished by the Security Service Provider found to be false at any stage, it would be deemed to be a breach of terms of agreement making it liable for legal action against service providing agency apart from termination of the agreement forthwith. Any violation of instruction/agreement or suppression of facts will attract cancellation of agreement without any reference or any notice period.

BISA reserves the right to call for additional information and/or check, verify all the information furnished in the application. BISA also reserves the right to inspect all premises / facilities to confirm the authenticity of information furnished / capabilities mentioned in the application.

A Security Service Provider is not permitted to seek contract in more than one name, including proprietorship/ partnership firms, in a particular Category. BISA reserves the rights to reject, at its sole discretion, all, or any quotations without assigning any reason and the work contract can be cancelled without assigning any reasons at any time and the decisions of the competent authority will be final.

Disclaimer:

1. Selection of Security Service Provider for purchase of goods/ services will be done at the sole discretion of BISA. This RFQ/RFP may also be cancelled at any time without any prior notice to Security Service Provider (s) at the discretion of BISA’s Management without any liability to BISA whatsoever. E-mail or Telephonic queries with regards to selection process/progress of the procurement will not be entertained.
2. The potential Security Service Provider/s may be asked to give a presentation of their product/services to the concern person/s at BISA as a part of the evaluation of the proposal submitted.
3. The list of documents required for Technical and Financial evaluation are just indicative. Further details could be asked by BISA to examine the quotes in detail.
4. BISA provides equal opportunity to all the eligible applicants to partner/ collaborate with us. Selection process is free from any sort of discrimination or nepotism.
5. Any misstatement in the Technical/Financial proposals will lead to debarring of the Security Service Providers from all future procurements at BISA.
6. Multiple quotations by a single entity/organization under the garb of related/sister concerns will be subject to rejection without further evaluation.