NOTICE OF PROCUREMENT PLAN
FOR SECURITY SERVICE
Date: 18 Feb 2021
Subject: PROVISION OF SECURITY SERVICE
Ref. No.: 011/2021/NSRP-PS
Nghi Son Refinery & Petrochemical Limited Liability Company (NSRP) is planning for procurement of a services package for Outsourcing Security in order to select a suitable contractor for provision of the Services for NSRP. The tentative date of commencement of the Services will be 19th March 2021.
NSRP plans to start the above mentioned procurement process very soon. If your company is interested in this procurement package, please respond to all questions in the questionnaire attached in Part 1 and send back to email@example.com by 5:00 p.m., 25 February 2021.
For the avoidance of doubt, this notice does not constitute any contractual offer, binding promise or guarantee of business by NSRP. Neither shall your satisfaction of all the minimum requirements mentioned above nor your response to this notice creates any promise or guarantee by NSRP that you will be invited to participate in the above-mentioned procurement process.
Please answer the questions below:
SURVEY QUESTIONNAIRE FOR LONG LIST BIDDERS OF OUTSOURCING SECURITY
PART 1. QUESTIONNAIRES
Part 1. Survey questionnaire
QUESTION 1: Do you have a clear intention in supplying Security Services as a service supplier on a long-term basis?
QUESTION 2: Do you have business licenses and permits or equivalent certificates required by applicable laws to provide this service?
If yes, please provide evidence including license(s)/permit(s)/certificate(s) of authorization to provide Security services which is issued by competent Government authorities.
QUESTION 3: Have your organization got experience in providing Security Services equal or more than 03 years?
If yes, please provide relevant supporting documents.
QUESTION 4: Have your organization got experience in providing similar Security Services for any industrial plants.?
If yes, please provide relevant supporting documents.
QUESTION 5: HSSE question. Please answer the list of question as attachment 1 below.
Attachment 1: HSE pre-qualification
|Section 1: HSSE Commitments|
|(i) Commitment to HSE through leadership||a) Are senior managers personally involved in HSE management?|
|b) Is there evidence of commitment at all levels of the organization?|
|c) Is there a positive culture towards HSE matters?|
|Section 2: Policy and Strategic Objectives|
|(i) HSE policy documents||a) Does your company have an HSE policy document?|
|If the answer is Yes, please attach a copy|
|b) Who has overall and final responsibility for HSE in your organization?|
|c) Who is the most senior person in the organization responsible for this policy being carried out at the premises and on site where his employees are working? Provide name, title and experience.|
|(ii) Availability of policy statements to employees||a) Itemize the methods by which you have drawn your policy statement to the attention of all your employees?|
|b) What are your arrangements for advising employees of changes in the policy?|
|Section 3: /Organization, Responsibilities, Resources, Standards and Documentation|
|(i) Organization – commitment and communication||a) How is management involved in HSE activities, objective-setting and monitoring?|
|b) How is your company structured to manage and communicate HSE effectively?|
|c) What provision does your company make for HSE communication meetings?|
|(ii) Competence and Training of managers / supervisors / senior site staff/ HSE advisers||Have the managers and supervisors at all levels who will plan, monitor, oversee and carry out the work received formal HSE training in their responsibilities with respect to conducting work to HSE requirements? If YES, please give details. Where the training is given in-house please describe the content and duration of courses.|
|(iii) Competence and General HSE training||a) What arrangements does your company have to ensure new employees have knowledge of basic industrial HSE, and to keep this knowledge up to date?|
|b) What arrangements does your company have to ensure new employees also have knowledge of your HSE policies and practices?|
|c) What arrangements does your company have to ensure new employees have been instructed and have received information on any specific hazards arising out of the nature of the activities?|
|What training do you provide to ensure that all employees are aware of HSE requirements?|
|d) What arrangements does your company have to ensure existing staff HSE knowledge is up to date?|
|e) If training is provided in-house please give details of content.)|
|(iv) Specialized training||a) Have you identified areas of your company’s operations where specialized training is required to deal with potential dangers? (If YES please itemize and provide details of training given.)|
|b) If the specialized work involves radioactive, asbestos removal, chemical or other occupational health hazards, how are the hazards identified, assessed and controlled?|
|(v) HSE qualified||Does your company employ any staffs who possess HSE qualifications that aim to provide training in more than the basic requirements?|
|staff – additional training|
|(vi) Assessment of suitability of subcontractors/ other companies||How do you assess:|
|i) HSE competence|
|ii) HSE record of the subcontractors and companies with whom you place contracts?|
|(vii) Standards||a) Where do you spell out the standards you require to be met?|
|b) How do you ensure these are met and verified?|
|c) Is there an overall structure for producing, updating and disseminating standards?|
|Section 4: Hazards and Effects Management|
|(i) Hazards and effects assessment||a) How do you identify, assess the hazards?|
|b) How do you control the hazard and recover from its release?|
|(ii) Exposure of the workforce||How do you monitor the exposure of your workforce to chemical or physical agents?|
|(iii) Handling of chemicals||a) Do you have the Material / Chemical Safety Data Sheet for all chemicals you use in this contract?|
|b) How does you people get to know of this document?|
|(iv) Personal protective equipment||a) Are PPE provided as standard issue to all personnel?|
|b) How do you make sure they remain suitable and fit for use?|
|(v) Waste management||a) Does your company have waste management procedure?|
|b) How does you identify and classify waste? And how to minimize environmental impact?|
|Section 5: Planning and Procedures|
|(i) HSE or operations manuals||a) Do you have a company HSE manual (or Operations Manual with relevant sections on HSE) which describes in detail your company approved HSE working practices relating to your work activities?|
|If the answer is YES, please attach a copy of supporting documentation.|
|b) How do you ensure that the working practices and procedures used by your employees on-site are consistently in accordance with your HSE policy objectives and arrangements?|
|(ii) Equipment control and||a) Does your company have a policy/procedure to manage the safety & reliability of tool & equipment? IF YES, give the evidence.|
|maintenance||How many critical safety equipment does your company own? And how many percent of tool & equipment have been verified/certified/calibrated/registered? Give evidence|
|(iii) Road Safety Management||a) What arrangements does your company have for combating road and vehicle incidents?|
|Section 6: Implementation and Performance Monitoring|
|(i) Management and performance monitoring of work activities||a) What arrangements does your company have for supervision and monitoring of performance?|
|b) What type of performance criteria are used in your company; give examples|
|c) What arrangements does your company have for passing on any results and findings of this supervision and monitoring to your:|
|i) Base management|
|ii) Site employees?|
|(ii) HSE performance achievement awards||a) Has your company received any award for HSE performance achievement?|
|(iii) Statutory notifiable incidents||a) Has your company suffered any statutory notifiable incidents in the last five years (safety, occupational health and environmental)?|
|/dangerous occurrences||b) Answers with details including dates, most frequent types, causes and follow-up preventative measures taken.)|
|(iv) Improvement requirement and prohibition notices||a) Has your company suffered any improvement requirement or prohibition notices by the relevant national body, regulatory body for HSE or other enforcing authority or been prosecuted under any HSE legislation in the last five years?|
|b) If your answer is YES, please give details|
|(v) HSE performance records||a) Do you keep a record of your incidents and HSE performance for the last three years?|
|If YES, please give following details for each year, number of Lost Time Injuries, number and type of injuries, total hours worked by workforce for each corresponding year, Frequency Rates, your company definition of a Lost Time incident).|
|b) How do you monitor your health performance?|
|c) How do you monitor your environmental performance?|
|d) Who reviews your company’s HSE performance and how often?|
|(vi) Incident investigation and reporting||a) Who investigate an incident, and has he been trained to identify root/underlying causes;|
|b) How are the findings following an investigation, or a relevant incident occurring elsewhere, communicated to your employees?|
|c) Do you report near misses?|
|Section 7: Audit & inspection|
|(i) Audit & inspection||a) Do you have a written policy/regulation on HSE audit/inspection and how does this policy specify the standards for auditing/inspection?|
|b) Does your company HSE Plans include schedules for auditing/inspection? How finding/recommendation rising from audits/inspections shall be managed?|
|Section 8: HSE Management Review- Additional Features|
|(i) HSE Management review||a) Does your company organize an annual management review of HSE management system and its overall performance?|
|b) If your answer is YES, please give latest result of HSE management system review|
SUMMARY OF SCOPE OF SERVICES
Contractor must provide the Security services (Services) to NSRP including the following:
– The Contractor shall provide security service for the Refinery for onshore & offshore areas
– The Contractor shall supply all the manpower and equipment required to deliver the Services including equipment for security operations onshore and offshore.
– The Contractor must buy insurance and be self-responsible for their employees who work at the Refinery. The Contractor shall submit medical check note of all employees to NSRP before they start working in the Refinery and shall yearly organize health checking for all employees.
– All the security guards assigned to work at the Refinery must obtain the certificates granted from the relevant authority prior performing the duties.
– The Contractor and all of their employees including the security guards shall follow the Rules and Management Plans of NSRP to ensure the safety and security of the Refinery.
– The Contractor shall designate experienced security leader/deputy security leaders, who will be fully authorized on its behalf, to supervise its security guards to ensure that the Services are properly performed, and to coordinate with NSRP HSSE&S Division’s representative on all the activities related to provision of the Services.
– The Contractor must ensure that its security guards immediately inform NSRP HSSE&S Division’s representative of all security incidents and abnormal conditions not in line with good security practices. Based on the information, initial incident reports will be developed by NSRP HSSE&S Division.
– If requested by NSRP HSSE&S Division, the Contractor shall investigate the root cause of security incidents, develop mitigation measures, and make final incident reports.
– The Contractor must make itself familiar so that it can properly utilize the security systems of NSRP.
– The Contractor shall be responsible for keeping safe the key of security systems in the Refinery as allocated in the CCTV room.
– The Contractor must provide NSRP with a written notice in regard to any new assigned or transferred of security guards with advanced approval by NSRP HSSE&S representative.
– The Contractor must submit daily, weekly, monthly, semi-annual reports to NSRP HSSE&S representative which summarize the actual activities of the Refinery and highlight key security and safety matters including security incidents.
– The Contractor shall analyze the current security situation of the Refinery and the local factor, propose the protection and security procedures, and improve it subject to NSRP’s approval.
– The Contractor must comply with regulations from the relevant authorities and HSSE&S Management Plans and Procedures in respect of providing the Services to NSRP.
– The Contractor must train security guards based on training plan to maintain their competency and NSRP security policy. The training materials and plan must be approved by NSRP before training is implemented.
– The Contractor must establish and maintain good supportive relationship with local authorities such as police and border police.
– In consultation with NSRP, the Contractor shall coordinate with border police to dispatch border guard officers on patrol boat for offshore security work against fishermen.
– The Contractor must develop the procedures including how to utilize the security systems for carrying out their duty prior to mobilization to the Refinery based on the contract with NSRP.
– All of security guards shall be familiar with the community grievance process formulated by NSRP and notified to Contractor and ensure their activities do not escalate any community issue.
– The Contractor shall work closely with NSRP Social Section and Security Team to ensure community grievance matters are managed correctly in line with the NSRP Community Grievance Management Plan.
– The Contractor shall prevent and take measures to protect all properties and assets within the Refinery site, marine area and its surrounding areas against fire, explosion, disaster, thief, criminal, or the likes that may cause damage, disorder, to the NSRP properties and/or assets.
– The Contractor shall support NSRP to set up security plans, coordinate with local authorities (Police, Border Guard, Customs, Port State Control (THMA)…) and assisting NSRP in working with those local authorities. On selection, the contractor shall have formal coordination agreement with local authorities.