REQUEST FOR PROPOSAL (RFP) - Manpower Services – Security Guards for Residencial Society

Shanti Botonica Service Society

For Site Visit – Call 9924050703
Date: 28-04-2026

1. Introduction

Shanti Botonica Service Society invites sealed proposals from reputed, experienced, and registered manpower agencies for providing trained, disciplined, and reliable personnel for Security Guard services at the Society premises.

2. Manpower Requirement - as per 2.1 or 2.2 above.

Note:

• In case of unavoidable circumstances, a maximum of 24 hours continuous duty may be allowed for any guard.

3. Eligibility Criteria

The bidder must:

3.1 Be a registered manpower/service provider
3.2 Have a minimum of 3 years of experience
3.3 Possess valid PAN, GST, PF, ESI, and other statutory registrations
3.4 Provide trained, uniformed, and police-verified staff

4. Scope of Work

4.1 Daily Duties

• Gate control & visitor management

• Visitor log maintenance

• Verification of delivery personnel, domestic staff, drivers & contractors

• Vehicle checking & access control

• Regular foot patrolling & night rounds

• Reporting suspicious activities

• Emergency response handling

• Operation of water pumps & common lighting

• Event coordination

• Prevention of vendor misuse

• Any work assigned by the Management Committee

4.2 As & When Required

• Emergency response (medical/fire/theft)

• Disaster evacuation support

• Assistance to elderly & children

• Parking management

• Complaint reporting

• Escorting women at night (on request)

4.3 Weekly

• CCTV monitoring

• Reporting system faults

• Suspicious activity pattern reporting

4.4 Fortnightly

• Boundary and gate inspection

• Prevention of unauthorized dumping/parking

4.5 Monthly

• Staff attendance submission

• Boundary security inspection

4.6 General Duties

• Stray animal control coordination

• Snake/reptile rescue coordination

• Notice board updates

• Any additional duty assigned by the Society Committee

5. Deployment & Discipline

5.1 Staff must be punctual and well-groomed
5.2 Replacement must be provided in case of absence
5.3 Misconduct staff must be replaced immediately
5.4 Agency must provide:

• Uniform

• Shoes

• Stick (Lathi)

• ID Card

6. Payment Terms

6.1 Monthly consolidated invoice submission
6.2 Payment within 7 days of invoice receipt
6.3 Statutory compliance is mandatory

6.4 Billing Structure

Two separate invoices must be submitted:

• Invoice 1: Cleaning Staff, Gardeners & Society-appointed Supervisor

• Invoice 2: Security Guards

6.5 Payment Schedule

• Cleaning, Gardening & Supervisor payments: Between 3rd–4th of every month

• Security payments: Released only after clearing cleaning, Supervisor & gardening dues

6.6 Service Charges

• ₹500 per person (for housekeeping, gardener, supervisor) payable to agency

7. Earnest Money Deposit (EMD) & Security Deposit

7.1 EMD: ₹5,000 (Refundable)

• To be submitted via cheque in favour of Shanti Botonica Service Society

7.2 Security Deposit: ₹25,000

• To be paid within 7 days of work order issuance

• Refundable after contract completion

8. Proposal Submission

8.1 Documents Required

1. Company Profile along with security license copy

2. Experience Details

3. Manpower Cost Break-up

4. Copies of PAN, GST, PF, ESI

5. Client References

6. EMD Cheque (₹5,000)

8.2 Submission Details

• Submit to:
  Admin Office, Shanti Botonica Service Society
  BAPS School Road, Raysan, Gandhinagar

• Addressed to:
  The Chairman, Shanti Botonica Service Society

• Submission Mode:
  Sealed envelope (to be submitted personally on the date mentioned below)

8.3 Important Dates

• Date: 10 May 2026, 11:00 AM

• Opening Date: 10 May 2026, 11:30 AM

9. Manpower Eligibility

9.1 Age: 25–40 years
9.2 Must have security application operating experience

10. Uniform & Equipment

10.1 Guards must wear proper uniform and shoes
10.2 Must carry baton (lathi)
10.3 Boom barrier must be handled responsibly

11. Disciplinary & Penalty Clauses

11.1 Sleeping on Duty (Within a Month)

• 1st Instance → Written warning

• 2nd Instance → Second warning & counseling

• 3rd Instance → Final warning

• 4th Instance →

  • Wage deduction for 4 days

  • Immediate removal

  • Replacement within 24 hours

Failure to replace = Contract violation

11.2 Drunken Misconduct

• Immediate removal

• 3-day wage penalty

• Immediate replacement mandatory

12. Communication Facility

12.1 Society will provide official SIM card
12.2 Recharge cost borne by agency
12.3 SIM must be returned after contract completion

13. Statutory Compliance & Undertaking

The agency must confirm:

13.1 Registration as a Government-approved agency
13.2 Compliance with all labour laws (EPF, ESIC, Minimum Wages Act, etc.)
13.3 Full responsibility for deployed personnel
13.4 Acceptance of all terms and conditions

14. Evaluation Criteria

Proposals will be evaluated based on:

14.1 Experience & past performance
14.2 Statutory compliance
14.3 Cost competitiveness
14.4 Quality of manpower

15. Rights of the Society

Shanti Botonica Service Society reserves the right to accept or reject any or all proposals without assigning any reason.