TERMS OF REFERENCE Provision of Outsourced Watchman and Cleaning Services

TERMS OF REFERENCE

Provision of Outsourced Watchman and Cleaning Services.

1. Background

Shaqodoon Organization is seeking to engage a qualified and licensed service provider to provide
professional Watchman and Cleaning Services for its offices and operational locations (Somaliland, Garowe and Mogadishu).

As part of strengthening operational efficiency, compliance, and personnel management, Shaqodoon Org. has transitioned from directly engaging security guards and cleaners to an outsourced service delivery model. The selected service provider will be responsible for recruiting, contracting, supervising, managing, and administering all assigned personnel while ensuring highquality service delivery.

1. Objective

The objective of this assignment is to engage a competent company that can provide reliable,
professional, and accountable security and cleaning services while assuming full responsibility for
the management of the assigned personnel.

1. Scope of Work

The selected service provider shall:

• Recruit, deploy, supervise, and manage qualified security guards and cleaners.
  • Issue employment contracts to all deployed personnel in accordance with applicable labor
  laws.
  • Manage payroll, statutory deductions and all employment-related obligations.
  • Ensure adequate staffing and immediately replace personnel when necessary.
  • Provide uniforms, identification cards, and any essential equipment required for service
  delivery.
  • Maintain high standards of professionalism, discipline, confidentiality, safety, and
  customer service.
  • Conduct routine supervision and performance monitoring.
  • Assign a dedicated focal person to coordinate with Shaqodoon Org.
  • Submit monthly service reports together with invoices.

1. Service Provider Qualifications

Interested companies must meet the following minimum requirements:

• Be legally registered and licensed to operate.
  • Possess a valid business operating license.
  • Demonstrate at least three (3) years of relevant experience in providing security and/or
  cleaning services.
  • Have the organizational capacity to recruit and manage personnel.
  • Have proven experience serving NGOs, private companies, or government institutions.
  • Be financially capable of managing personnel and payroll responsibilities.

1. Proposal Requirements

Interested service providers are invited to submit the following:

1. Administrative Documents
   • Company Profile.
   • Certificate of Business Registration.
   • Valid Business/Operating License.
   • Tax Compliance Certificate (where applicable).
   • Company Organizational Structure.
   • At least three (3) client references.
2. Technical Proposal
   The proposal should include:
   • Understanding of the assignment.
   • Company experience and qualifications.
   • Proposed service delivery methodology.
   • Supervision and quality assurance approach.
   • Recruitment and deployment procedures.
   • Staff replacement mechanism.
   • Reporting arrangements.
   • Risk management approach.
   • Added value the company will provide.
3. Financial Proposal
   The financial proposal should clearly indicate:
   • Monthly management/service fee.
   • Pricing structure.
   • Any applicable taxes.
   • Payment terms.

Note: Shaqodoon Org. will make one monthly payment to the selected service provider. The
service provider will be solely responsible for paying salaries and fulfilling all contractual and
statutory obligations relating to the deployed security guards and cleaners.

1. Contract Duration

The successful service provider will be awarded an initial contract of one (1) year, with the
possibility of renewal based on satisfactory performance and organizational needs.

1. Evaluation Criteria

Applications will be assessed based on:

• Company experience and institutional capacity.
  • Technical approach and methodology.
  • Personnel management and supervision systems.
  • Financial competitiveness.
  • Client references and past performance.
  • Validity of legal and licensing documents.