Terms of Reference (ToR) for Security Services at Rikolto

Terms of Reference (ToR) for Security Services at Rikolto

Terms of Reference (ToR) for Security Services

 Background

Rikolto Tanzania is an international non-profit organisation working to build sustainable, inclusive, and resilient food systems. To ensure the safety of its staff, visitors, property, and information, Rikolto seeks to engage a qualified and reputable security service provider to deliver professional security services at its office premises located in Manyoni, Singida.

 Objective of the assignment

The objective of this assignment is to contract a competent security company to provide continuous, reliable security services in line with established industry standards, ensuring a safe working environment and safeguarding Rikolto assets.

Scope of Work

The selected security service provider will be responsible for:

Security Personnel

• Deploying trained and vetted security guards on a 24-hour basis (day and night shifts).
• Ensuring guards are punctual, disciplined, presentable, and identifiable through uniforms and IDs.
• Ensuring guards are equipped with basic security tools (batons, whistles, torches, communication devices, etc.).
• Ensuring guards maintain daily occurrence books and incident reports.

Protection of Property and Personnel

• Controlling entry and exit of staff, visitors, vehicles, and goods.
• Conducting routine security checks around the premises.
• Preventing unauthorized access, theft, vandalism, or security breaches.
• Promptly reporting suspicious activities, incidents, or potential threats.
• Supporting safe evacuation during emergencies.

Safety and Security Compliance

• Maintaining adherence to Tanzanian security laws and regulations.
• Complying with Rikolto’s internal security and safety protocols.
• Ensuring guards receive regular refresher training on safety, emergency response, and customer care.

 Duration of Contract

The initial contract duration will be for [12 months] with the possibility of renewal based on satisfactory performance.

Deliverables

• Fully staffed security posts 24/7 with no gaps in staffing.
• Provision and replacement of uniforms and security tools as needed. 
• Timely submission of invoices with correct breakdowns of services provided. 
• Compliance with legal requirements (licenses, insurance, social security payments). 
• A final assignment report at the end of the contract period summarizing key achievements, challenges, and recommendations.

Service provider Requirements

To be eligible, the security firm must meet the following:

Legal Requirements

• Valid registration as a security company in Tanzania.
• Valid operational license issued by the Ministry of Home Affairs.
• Tax Identification Number (TIN) and current Tax Clearance Certificate.
• Copies of statutory compliance documents (NSSF/PSSSF, WCF contributions).
• Valid insurance coverage for security personnel, including Worker’s Compensation.

Technical and Operational Requirements

• Minimum three (3) years of proven experience providing security services to NGOs, companies, banks, or institutions.
• Demonstrable capacity to deploy trained and fit security guards.
• Availability of a strong supervisory structure and rapid response capability.

Human Resource Requirements

The provider must ensure all deployed guards meet the following:

• Minimum age of 21 years and physically fit.
• Proper background checks and clearance from relevant authorities.
• Ability to read, write, and communicate clearly in Kiswahili and basic English.
• Professional appearance and conduct.
• Trained in using security equipment.

Equipment and Tools

The firm must supply:

• Uniforms and identification cards
• Torches, batons, whistles
• Communication devices (e.g., mobile phones or radios)
• Occurrence books and reporting templates
• Any additional tools needed for effective security management

Past Performance Requirements

• At least three (3) recent reference clients.
• Evidence of past similar contracts (reference letters, contracts, or completion certificates).

 Performance Monitoring

Rikolto will monitor performance through:

• Weekly spot checks
• Guard attendance records
• Incident reports review
• Random performance audits
• Quarterly evaluation meetings with the provider

Non-performance or failure to meet standards may lead to:

• Written warnings
• Payment deductions
• Replacement of guards
• Contract termination

 Evaluation and Monitoring

Performance will be evaluated based on:

• Technical capacity & experience
• Qualification of guards & training
• Understanding of scope and methodology
• Feedback from office personnel.

 Termination Clause

The contract may be terminated by either party with a [30-day] written notice in the event of unsatisfactory performance or breach of contract terms.

 Submission Requirements

Interested companies must submit:

• Company profile.
• List of clients and references.
• Proof registration and compliance with legal requirements.
• Detailed quotation, including scope of services, cost breakdown, and payment terms.

Application details

Please send your applications -proposals, Company profile, through the following Email Address:

eastafrica. recruitment @ rikolto.org

• Please indicate the region you are applying for.
• The application deadline is 20th February 2025
• Only qualified applicants will be notified.