Tender Specifications

SECURITY SERVICES – 001/2023

1. INTRODUCTION
A call for tender for SECURITY SERVICES is open to companies specialized in this service.
Westlite Accommodation is launching a call for tender to ensure continuity of the services with the
successful bidder based on a signed contract starting 01 January 2024 to 31 December 2024.

The contract is for providing security services at the dormitories of the Westlite Accommodation at:

1. Westlite Dormitory (Pasir Gudang) Sdn Bhd

No 72-79, Jalan Tembusu, Taman Air Biru, 81700 Pasir Gudang, Johor.

2. Westlite Dormitory (Tampoi) Sdn Bhd

Lot 2051, Jalan Bayu, Kempas Baru, 81200 Johor Bahru, Johor.

3. Westlite Dormitory (Tebrau) Sdn Bhd

Plo 250, Jalan Firma 2, Kawasan Perindustrian Tebrau IV, 81100 Johor Bahru, Johor.
2. TECHNICAL SPECIFICATIONS
2.1. Tasks to be executed
Please refer to the following Annexes: -

Annex A : Westlite Dormitory (Pasir Gudang) Sdn Bhd

Westlite Dormitory (Tampoi) Sdn Bhd
Westlite Dormitory (Tebrau) Sdn Bhd

FOLLOWING SERVICES REQUIRED: REMARKS

1. Security Guard Requirement
(a) Pasir Gudang
(2 male at day, 2 male & 1 female guard at night)
(b) Tampoi
(3 male guard at day, 2 male & 1 female guard at night)
(c) Tebrau
(1 male guard at day, 1 male & 1 female guard at night)

2. Time
The security personnel will work in [2] shifts as follows:
(a) Day shift – 12 hours from 7.00am to 7.00pm
(b) Night shift – 12 hours from 7.00pm to 7.00am

3. Security Personnel
(a) The Security Supervisor must be a Malaysian and the
security personnel must be a foreigner at every location.
(b) All security personnel will be unarmed and must be in full
uniform (beret or cap, baton, black shoes, luminous vest,
name tag) while on duty and equipped with whistle,
torchlight, raincoat, walkie-talkie and watchman clock.
(c) The security personnel must adhere to the Company’s
standard operating procedures, standing instructions, house
rules and any other rules and regulations in respect of the
Premises at all times. Clarifications should be sought with
the Company on uncertainty of any procedures, matters
and/or method of enforcement.
(d) The security personnel must not leave the guard post
provided by the Company at the Premises without any
replacement by the Service Provider or any special
instruction from the Company.
3. Security Personnel – cont’d
(e) The security personnel must call and inform the relevant
officers of the Company immediately if there is/are
visitor/visitors before allowing him/them to enter into the
Premises.
(f) The security personnel are prohibited to smoke, under
influence of alcohol or drugs or gamble during the
performance of their duties at the Premises.
(g) The security personnel must familiarise themselves with the
functions and operations of the fire-alarm system, CCTV
system, building security system, emergency evacuation
procedures and other basic equipment at the Premises.
(h) All security personnel on duty must be equipped with
walkie-talkie or mobile phone for communication purpose.
(i) Off-duty security personnel are not allowed to loiter at the
Premises.
(j) The Service Provider must procure the security personnel to
adhere to the Company’s instruction (either verbally or in
writing) from time to time.

4. Registration of Visitors at the Guard Post & Patrolling

(a) The security personnel will check and register all vehicles and
personnel entering and exiting the Premises and maintain
proper records of such vehicles and personnel in accordance
with the standard operating procedure as may be instructed
by the Company from time to time.
(b) The security personnel are to conduct day and night patrols
in all in-building areas and building perimeter and do their
clocking (clocking devices to be provided by the Company) at
all the designated points at such intervals as may be
determined by the Company.
(c) All patrol activities are to be recorded in the patrol report log
book and the log book must be made available for the
Company’s inspection by 10.00am the following working
day.
(d) The Service Provider and/or the security personnel must
notify the Company as soon as reasonably practicable for all
irregularities or incidents discovered by them during the
registration of visitors and/or patrolling.
5. Supervision
The security personnel will be supervised by an inspector or
other senior officer of the Service Provider who will make
periodic check visits.

6. Guard Post
The Service Provider must ensure the cleanliness, housekeeping
and neat upkeep of all the guard post (i.e. reception counter,
guard desk, etc.) at all times.

7. Reports in writing
(a) The Service Provider will provide consistent and thorough
written reports and documentation to the Company’s
representative (i.e. weekly security report, patrol officer
activity logs, security guards time sheet, other special
reports, etc. in the format prescribed and required by the
Company). All written materials from the security personnel
(logs, reports, gate pass and etc) must be legible, complete
and useable.
(b) The Service Provider is to ensure all security personnel are
fully trained in the use of the reporting forms, note books
and log books either manually or through electronic process

8. Incident Handling Procedure

The Service Provider will and will procure the security personnel
to comply with the Standard Operating Procedure in respect of
incident handling procedure, as may be implemented and
informed by the Company to the Service Provider from time to
time.

9. Reporters
Reporters making any sort of enquiries are to be referred to the
Company. The Service Provider is strictly prohibited from making
any comments or assumptions about the Company when
handling reporters.

10. Salesmen/ women

Salesmen/ women are strictly prohibited from accessing the
Premises. The Security Provider and its security personnel are
strictly prohibited from assisting any salesmen/ women in
peddling their wares or distributing flyers/ brochures to staff of
the Company on behalf of the salesmen/ women.
11. Contractors
(a) The Service Provider must ensure all maintenance/ repairing
works must be accompanied by authorised Permit to Work
form.
(b) All contractors must be issued with the appropriate security
pass marked “CONTRACTOR” and are to adhere to the
prevailing rules and regulations governing visitors/ outsiders.
(c) The security personnel are to note any items of trade
brought into the Premises for demonstration or display. The
Service Provider or its security personnel must ensure that
only these items belonging to the contractors are brought
out/ taken off the Premises upon their exit/ leaving.

12. Password, alarm system and keys

(a) The Service Provider is provided with the pin numbers of
door/ exit/ entrance alarm.
(b) The security personnel must immediately inform the
Company in the event of an accidental-trigger of door/ exit/
entrance alarm.
(c) The Service Provider must ensure that all entrances/ exits to
office are locked after office hours.
(d) The Service Provider is responsible for all the registered
keys/ access cards of the Premises and is accountable for the
whereabouts of the keys/ access cards at all times.
(e) The keys/ access cards must be properly tagged and labelled.
The keys must be kept in the master key cabinet.
(f) The keys/ access cards must not be lent to anyone for any
reason. If the keys/ access cards were lost or stolen, the
security personnel must notify the Company immediately.

13. Closed-Circuited Television (CCTV)

(a) The security personnel must monitor the designated areas
within the view of the CCTV system when not performing
other duties.
(b) The security personnel immediate report to the Company’s
security team on any and all suspicious, criminal or loitering
or unusual activity.
(c) Authorisation is required for any request to download the
recorded video image for replay.
b) Periodic Work Schedule: -
Execution of the above-mentioned tasks must be performed by qualified, physically fit staff that
understands and speaks basic Malay/English.

2.2. Quotation
1. Ad-hoc basis (if required to work outside the hours listed above)

Staff must be approved by Westlite Dormitory Malaysia before taking up duties. The Contractor recruits,
trains, provide uniforms and remunerates the staff and engages this staff under its sole responsibility.

Back-up staff must be trained and familiarized with the duties to be performed at Westlite Dormitory
Malaysia and follow the same working hours and duties.

Staff selected to work at Westlite Dormitory Malaysia must have valid work permits / residential status
and have existing contract with the service provider before taking up the duties at Westlite Dormitory
Malaysia.

Service Provider shall inform Westlite Dormitory Malaysia without delay of staff’s absences (leave,
medical leave, urgent leave and etc.) and any other possible changes of staff working at the office
premises (resignation, etc.)

The service provider must ensure a sufficient number of staff to execute the duties affectively including
back-up situations without delay.

3. SPECIFIC CONTRACT IMPLEMENTATION PROCEDURES

3.1. Statutory Regulations, By-Laws,

The services forming part of this Contract shall comply in all respect with any relevant statutory
regulations, By-Laws and other regulations currently in force.
All codes, acts, standards and regulations shall be the latest published edition unless otherwise stated.

3.2. Price Revision

Price is fixed for the first year of contract, price revision during initial period is not allowed.

3.3. Payment

Payment shall be executed by cheque in MYR after the delivery of the services. Payment shall be made
within 30 days upon receipt of an invoice.
3.4. Contract Period

The contract will for an initial period of 1 year. In the event either party desires to terminate this
Agreement or any Services hereunder, the party shall provide at least thirty (30) days prior written
notice of the termination date to the other party; provided, however, that the receiving party may
agree, in writing, to a shorter notice period.

4. CRITERIA

4.1. Documents to be submitted

Tenderers should submit:

 A quotation form;
 Vendor Pre-Qualification 2022 Westlite Malaysia - Vendor Name);
 SSM & Business Licenses.

All costs incurred during the preparation and submissions of tenders are to borne by the tenderers and
will not be reimbursed.

4.2. Declaration that there are no conflicts of interest

Tenderers should declare:

 That they do not have any conflict of interest in connection with the contract. A conflict of
interest could arise in particular as a result of economic interests, political or national affinities,
family or emotional ties, or any other relevant connection or shared interest;
 That they will inform the contracting management without delay, of any situation constituting a
conflict of interest or which could give rise to a conflict of interest;
 That they have not made and will not make any offer of any type whatsoever from which an
advantage can be derived under the contract;
 That they have not granted and will not grant, have not sought and will not seek, have not
attempted and will not attempt to obtain, and have not accepted and will not accept, any
advantage, financial or in kind, to or from any party whatsoever, constituting an illegal practice
or involving corruption, either directly or indirectly, as an incentive or reward relating to the
award of the contract.
4.3. Exclusion criteria

Tenderers shall be excluded from participation in a procurement procedure if:

 They are bankrupt or being wound up, are having affairs administered by the courts, have
entered into an arrangement with creditors, have suspended business activities or are in any
analogous situation arising from a similar procedure provided for in national legislation or
regulations;
 They have been convicted of an offence concerning their professional conduct by a judgement
which has the force of res judicata;
 They have been guilty of grave professional misconduct proven by any means which the
contracting authority can justify;
 They have not fulfilled obligations relating to the payment of social security contributions or the
payment of taxes in accordance with the legal provisions of the country in which they are
established or with those of the country of the contracting authority or those of the country
where the contract is to be performed;
 They have been the subject of a judgement which has the force of res judicata for fraud,
corruption, involvement in a criminal organisation or any other illegal activity detrimental to the
Communities’ financial interests;
 Following another procurement procedure or grant award procedure financed by the
Community Budget, they have been declared to be in serious breach of contract for failure to
comply with their contractual obligations.

4.4. SELECTION CRITERIA

Tenderers should have the necessary financial, economic, technical, and professional capacity to perform
its obligations under the contract. In particular, the tenderer must:

 Be a company duly established and existing under the laws of the country of its incorporation
and be registered with all relevant registration bodies in the Malaysia;
 Have the right and power to possess, use and dispose of its assets, conduct its business as
presently conducted and to enter into the proposed contract and perform any obligations that
may arise from or in connection with the contract;
 Make sure that the decision to enter into the contract was duly made by the company (including
any necessary corporate approvals) and does not conflict with any provisions of the company
foundation documents or the applicable legislation;
 Be not engaged in nor, to the best of its knowledge, threatened by any litigation, or
administrative proceedings the outcome of which might have a material adverse effect on
performance of contractor’s obligations;
 To the best of its knowledge and belief after due enquiry, be not in violation of any legislative
requirement relevant for the performance of contractor’s obligations.
4.5. AWARD CRITERIA

Contract will be awarded to the tenderer whose tender is complete, has a good understanding of the
needs of Westlite Accommodation and offers best value for the money. Westlite Accommodation
reserves the right to award based on overall merit, nor based solely on lowest tender price.

Please send the form by e-mail to cathy.low@westlite.com.my (Cathy Low) and

kwchan@westlite.com.my (Steven Chan) by Friday, 26 December 2022, 12pm.

The quotation form will remain valid for 2 months from the date of submission of the tender.

I hereby declare that there is no conflict of interest in connection with this contract.

Signed by : ________________________________

Position : ________________________________

Name of Company : ________________________________

Company’s stamp : ________________________________

Date : ________________________________