Request for Quotation (RFQ) for Office Security Guard and Cleaning Services

Request for Quotation (RFQ) for Office Security Guard and Cleaning Services

Date of Issue: 28 August 2025

Submission Deadline: 4 September 2025

Submission Email: Procurement-NP@heifer.org 

Contact Person: Rajan Kumar Nyaupane

1.     Background

Heifer International Nepal (Heifer) is dedicated to ending hunger and poverty while caring for the earth. Since its establishment in 1998, Heifer has transformed the lives of over 400,000 families through agriculture and livestock programs. By fostering Self-Help Groups and Social Entrepreneur Women’s Cooperatives, Heifer helps build resilient communities and promote sustainable livelihoods.

Heifer believes in the power of locally led development to drive sustainable change. By empowering communities to take ownership of their progress, Heifer ensures that solutions are grounded in local knowledge, culture, and context. This approach strengthens the capacity of local leaders and organizations to identify challenges, leverage resources, and implement long-term strategies tailored to the unique needs of their communities.

Through a holistic approach, Heifer works closely with smallholder farmers, in collaboration with local governments, private sector organizations, and other partners, to enhance agricultural practices, support women-led cooperatives, and create lasting economic change. This ultimately helps lift communities out of poverty while advancing toward more inclusive and resilient agri-food systems.

To support its smooth office operation, including the safety and security of the staff and office property, Heifer is seeking quotations from experienced and competent service providers for security guards and cleaning services at its office (Lalitpur-15, Hattiban).

2.     Objective

The objective of this RFQ is to select a reputable and service-oriented firm/company to provide professional security and cleaning services ensuring safety, hygiene, and a well-maintained office environment.

3.     Scope of Work

a.     Security Services

• Deployment of trained, ethical, disciplined and licensed security guards for 24/7 duty.
• Regular monitoring and safeguarding of office premises, assets, and personnel.
• Night patrolling within the office compound
• Maintenance of entry/exit logs for staff, visitors, and vehicles.
• Immediate reporting of any security incidents, irregularities, or breaches.
• Coordination with local authorities in case of emergencies.
• Manage traffic flow in front of the office gate (to avoid an accident) when a vehicle leaves the office premises.
• Monitor CC camera 24/7 and update the supervisor about the situation observed daily.
• Ensure proper operation of the generator and uninterrupted power supply 
• Lock the office doors after office hours.
• Maintain confidentiality of the office.

b.     Cleaning Services

• Daily cleaning of offices, meeting rooms, reception, corridors, and washrooms.
• Waste collection and disposal in compliance with municipal guidelines.
• Dusting, vacuuming, and mopping of all office areas.
• Regular cleaning of windows, doors, and furniture, and keeping glass windows open after cleaning the room in the morning for sufficient airflow in the room.
• Janitorial services two times a day (in the morning and the daytime).
• Proper handling of the office assets/supplies while cleaning the office rooms and premises.
• Maintaining hygiene and replenishing necessary supplies (soap, tissue, etc.).

4.     Minimum Eligibility Criteria

The applying agency must:

• Be a legally registered company in Nepal.
• Have at least five (5) years of proven experience in providing security and/or cleaning services.
• Hold valid labor permits and security guard licenses as applicable.
• Demonstrate prior experience with INGOs, UN agencies, or corporate offices.
• Provide evidence of staff insurance and safety measures.
• Ensure the ability to deploy reliable and trained staff.

5.     Proposal Submission Requirements

Interested agencies must submit the following documents:

• Company profile and experience relevant to this RFQ.
• Valid registration, tax clearance certificates (FY 080/81)
• License for security services
• List of at least three (3) current or past clients with references.
• Details of proposed staff (number, qualifications, training, uniforms, etc.).
• Description of service management approach, monitoring, and reporting system.
• Proposed monthly service charges (separately for security and cleaning).
• Payment terms and conditions.

6.     RFQ Evaluation Criteria

7.     Submission Guidelines

The RFQ must be submitted as per the annex 1 template (Download from Here) with required additional information in your letterhead and above-mentioned documents via email clearly marked as: "RFQ for Security Guard and Cleaning Services” and must be received no later than 4 September 2025, 5 :00 PM.

8.     Additional Information

• Heifer reserves the right to accept or reject any quotation without assigning any reason.
• Only short-listed firms will be contacted for further discussion or presentation.
• Firms may be asked to provide a demonstration of service management or trial deployment.
• Late submissions will not be accepted.