Terms of Reference (ToRs)
Procurement of Night Security Services for ACE Zambia Headquarters and Jana Christian School
1. Background
Alliance for Children Everywhere Zambia (ACE Zambia) is a child-focused organization dedicated to strengthening family-based care systems, education support, and community services for vulnerable children and families ultimately. To ensure the safety of ACE Zambia staff, learners, premises, and assets, the organization requires reliable and professional night security coverage.
Both the ACE Zambia Headquarters and Jana Christian School operate during daytime hours and therefore require a licensed security service provider to offer robust night security patrols, perimeter monitoring, incident response, and gate supervision during non-operational hours. This service is critical for safeguarding school infrastructure, office assets, and the safety of the surrounding communities.
2. Purpose of the Assignment
The purpose of this assignment is to contract a licensed and professional security company to provide night security services at ACE Zambia Headquarters and Jana Christian School. The selected provider will ensure 17:00–06:00 (or agreed night hours) coverage, deliver high-quality patrol and monitoring services, maintain security reporting standards, and respond effectively to security incidents.
3. Objectives of the Night Security Service
The engaged security provider will aim to:
· Ensure overnight protection of buildings, assets, and school grounds for Jana Christian School as well as office grounds for ACE Zambia HQ
· Prevent unauthorized access, theft, vandalism, and other security breaches.
· Conduct regular perimeter patrols and internal checks (where permitted).
· Provide timely incident reporting, escalation, and coordination with ACE Zambia administration.
· Maintain accurate night logs and daily handover notes for the day Administration team.
· Strengthen overall security readiness through professional staffing, supervision, and communication.
4. Scope of Work for the Service Provider
The contracted security firm will be responsible for delivering the following services:
Night Coverage
o Provide uninterrupted security coverage between 17:00–06:00, or as agreed in the contract.
o Maintain visible presence and continuous vigilance throughout the night shift.
Patrols and Monitoring
o Conduct scheduled and unscheduled perimeter patrols.
o Perform internal inspections where permission is granted (offices, classrooms, corridors, storage areas).
o Monitor gates, fences, doors, and windows for tampering or breaches.
o Respond to alarms and report immediately to designated ACE Zambia staff.
Reporting Requirements
o Maintain a nightly logbook capturing patrols, incidents, observations, visitor activity (if any), and handovers.
o Submit daily handover reports to the ACE Zambia Administration Team.
o Provide monthly security summaries and incident logs.
o Arrange quarterly performance review meetings with ACE Zambia Management.
Incident Response & Escalation
o Respond swiftly to unauthorized entry, suspicious activity, fire, or emergencies.
o Follow agreed escalation procedures including contacting the Deputy Head Teacher, Administrative Officer, or designated emergency contacts.
o Support coordination with community police if required.
Personnel & Conduct
o Deploy trained, licensed, and vetted security officers.
o Ensure that all officers have valid police clearance certificates.
o Provide uniformed guards who adhere to professional conduct and ACE safeguarding guidelines.
o Maintain a security staff rota and provide replacement guards during absences.
Coordination
o Work closely with daytime gate personnel and the Administration teams.
o Participate in handovers, briefings, and scheduled security planning meetings.
5. Key Deliverables
Deliverable
Description
Frequency / Due Date
Nightly Security Logs
Patrols, incidents, visitor notes, observations
Every shift
Daily Handover Report
Summary of night shift activities submitted to ACE Zambia Admin Team
Daily
Incident Reports
Detailed report within 12 hours of any major incident
As needed
Monthly Management Report
Incident summary, patrol analysis
Monthly
Rota & Deployment Plan
Updated list of deployed officers and replacement cover
Monthly or upon changes
Participation in Review Meetings
Contribution to contract review discussions
Quarterly
6. Minimum Supplier Qualifications
· The selected provider must demonstrate:
· Valid company registration and statutory business licenses.
· Valid security service provider permit recognized by relevant authorities.
· Proof of liability and employer insurance coverage.
· Police clearance for all deployed officers.
· Evidence of previous contracts offering similar services, especially for Schools, NGOs, and Office Complexes.
· Ability to deploy well-trained, bonded, and supervised security personnel.
· Reliable communication systems (phones, radios, or agreed reporting tools).
7. Evaluation Criteria
· Bids will be evaluated using the following criteria:
Technical & Compliance – 40%
· Valid licenses, registrations, and insurance.
· Police vetted personnel.
· Demonstrated compliance with Zambian security regulations.
Experience & Capacity – 25%
· Previous experience providing security for schools or NGOs.
· Client references and track record.
· Capability to provide replacements, supervision, and escalations.
Security Approach – 20%
· Proposed patrol schedule, incident response plan, and escalation protocol. (Templates shared if possible)
· Communication, supervision, and reporting structure.
· Availability for additional ad-hoc coverage during events.
Cost – 15%
· Transparent and competitive pricing.
8. Timeframe and Contract Duration
The service contract will initially cover 12 months, subject to:
· A three-month probationary period to assess performance.
· Renewal based on performance, compliance, and organizational needs.
· Termination clauses for non-performance, breach of contract, or safeguarding concerns.
· The provider is expected to commence services immediately after contract signing.
9. Reporting and Supervision
The contracted provider will report to:
· Administrative Officer (HQ)
· School Deputy Head Teacher (Jana Christian School)
· These officers will coordinate daily supervision, performance assessments, and quarterly reviews.
ACE Zambia will facilitate:
· Access during handover
· Orientation on safeguarding and incident reporting
· Coordination with daytime staff
10. Submission Requirements
Interested and eligible security service providers must submit:
· Company profile including licenses and statutory documents
· Technical proposal outlining:
· Understanding of the assignment
· Staffing plan and deployment schedule
· Incident response and escalation procedures
· Patrol strategy
· Financial proposal (detailed, VAT-inclusive)
· Proof of insurance
· Police clearance for officers (or confirmation they will be provided before deployment)
· Two or more references from similar institutional clients
· Sample monthly report or incident log (if available)
