Expression of Interest (EoI)

Framework contract for providing safety and security solutions to GIZ Rwanda premisses project offices & GIZ staff residences in Rwanda

Reference number: 10004395

1. Introduction 

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

1.1. Objective 

Based on duty of care requirements, GIZ Rwanda intends to engage a security guard company for providing security solutions to different premises of GIZ Rwanda such as project offices located in Kigali and in provinces and private residences of GIZ staff in the same areas.

The safety and protection of GIZ staff and assets is paramount to GIZ operations. To achieve this a security guard service is essential to reinforce GIZ’s ability to prevent the risks of intruders, theft or unauthorized persons/vehicles to access GIZ premises. This service will also allow to timely respond to events that threaten the security and safety of its staff and assets wherever they are deployed within the Rwandan territory. 

In this context, GIZ Rwanda is looking for a suitable private security guard company for an anticipated framework contract for the provision of safety and security solutions to different GIZ premises in Rwanda.

In this ToR, GIZ premises refer to GIZ offices or private residence of GIZ staff located in Rwanda territory.

2. Description of the assignment. 

2.1 Tasks to be performed by the Contractor.

GIZ Rwanda is seeking to contract a reliable and experienced security guard service company to provide provision of security solutions adapted to the local context as detailed in, but not limited to, the following points:

• Provision of 24/7 security guard services to GIZ Rwanda projects offices in the country. Provision of 24/7 security guard services to GIZ staff residences as per requirements in Rwanda.
• Provide security guard services to other properties in Rwanda as requested by GIZ Rwanda.
• Provide and install appropriate & technologically updated security devices to enhance access control and prevent unauthorized entry into GIZ premises or staff residences.
• Provide technical maintenance of security devices installed and keep them updated. 
• Act as the first responder and deal with all security related incidents that may affect GIZ premises or private residence of personnel.
• Provide immediate support to GIZ staff affected by security incidents and coordinate necessarily follow up with local law enforcement agencies (RIB, Police…)
• To work closely with GIZ Rwanda Security Risk Management unit and advise on best practices implemented by other clients to enhance the safety and security. 
• Conduct Site Security Assessments for private residences or duty stations to identify potential gaps that may pose risks to GIZ staff or assets.

2.2 Requirements to security guard company 

• The company shall provide physically fit and healthy male and female guards capable of undertaking all daily and emergency tasks as required.
• To constitute and actively manage a pool of replacement guards to cover for the absence of regular guards due to leave, sickness or other reasons. 
• The company must meet the welfare needs of its guards, including annual leave, timely salary payments, health care contributions, pension scheme payments, and any other entitlements as required by Rwandan labour laws or regulator authority.
• The company shall implement and monitor a hygiene and grooming policy to ensure guards maintain high personal hygiene standards.
• The company shall ensure that guards on duty wear, professional and clearly branded uniforms.
• The company shall ensure that all guards have completed the training curriculum certified by Rwandan National Police (the regulatory authority of security service companies).
• The company must be able to provide training records or certificate of each guard upon request by GIZ Rwanda. 
• The company shall inform GIZ in writing of any changes to regular security guard personnel and ensure that GIZ staff is informed in time if guards are replaced (especially on private residences). 
• The company shall inform GIZ Rwanda of any disciplinary action taken by the company against a security guard deployed to GIZ premises or private residences.
• The company shall provide all necessary duty equipment to guards, including uniforms, whistles, torches, raincoats, communication devices (phone or radio), defensive batons, and other relevant tools.
• The company shall display standard operating procedures (SOPs) in the guard shelter, covering areas such as gate access control, firefighting, incident management, patrolling routines, and shift start/end procedures.

2.3 Tasks of guards on duty

• Guards shall work a maximum of 8 hours per shift per day.
• Guards must be ready for duty 15 minutes before the start of their shift.
• Guard must always be dressed in uniform with the company logo and name tag.
• Guards must ensure that all office access doors are properly closed after working hours.
• Guards will register all visitors to GIZ offices, including their contact details in the logbook.
• Guards must refer all visitors to the GIZ receptionist of GIZ offices for assistance.
• Guards must inspect the content of visitor’s bags entering GIZ office premises.
• Guards must inspect visitors’ vehicles entering in GIZ offices premises. 
• Guards should check that all lighting is fully functional, especially during nighttime shifts.
• Guards will patrol the exterior of the GIZ premises to prevent and detect signs of intrusion.
• Guards must always report any security gaps that could increase the risk of intrusion.
• Guards must ensure a proper handover of the premises at every shift change.
• Guards will report any unusual visitors during or outside duty hours to GIZ SRM.
• Guards must report any incidents to GIZ SRM, such as damaged property, power failures, insufficient lighting, or neighbourhood disturbances.

2.4 GIZ responsibilities

• GIZ will provide to guards the adequate guardhouse and desk/chair while on duty.
• GIZ will provide bathrooms and drinking water while on duty. 
• GIZ will inform guards about exceptions from the regulations for VIPs if any. 
• GIZ will Inform guards, when an event is planned inside the GIZ premises and when visitors will

arrive and leave the premises to allow smooth access.

• Upon informed, GIZ will replace damaged lights or add more where it’s deemed necessary.

3. Specific requirements for the security company. 

The management of the security company will provide the following information for a better explanation on the capacity of the company to implement the service required in this ToR.

3.1 Gender equality

The security company is required to outline in the technical offer, its measures to: 

• To increase the number of females among security guards.
• Prevent incidents related to Gender-Based Violence (GBV) while on duty. 
• Which process in place to manage GBV complaints on duty.

3.2 Operational plan
 

The security company is required to draw up and explain an operational plan for implementing the contract in terms of:

• Alert responsive timeline.
• Theft incident management process.
• Management of ad-hoc request of security guards
• Monitoring plan for the security service level provided.
• Information flow from guard to supervisor and to managers 

3.3 Recruitment process

The security company presents its recruitment process with details on:

• Vetting process of each guard before recruitment.
• Privileged source for the recruitment of new security guards. 
• Type of training provided to recruited guards and period spent. 
• Process of disciplinary decision against a faulty guard on duty.
• Name & location of training center 
• Two (2) recent photos of security guard pass out in 2025 year.

3.4 Service quality monitoring

The company must provide 2 permanent supervisors for the following tasks:

• To manage security guards affected to GIZ premisses
• To perform regular visit to each GIZ premisses for compliance and check-ups.
• Point of contact between GIZ and the security company. 

Qualification of supervisors 

Education: bachelor’s degree in relevant field 

Language: Business fluent English (C1) + Kinyarwanda. French is option.

Specific professional experience: 5 years of experience in security service training or supervision of security guards, preferably with INGO or Embassies. 

4. Data Confidentiality

In the implementation of the security guard service contract, the security guard company will be requested to register private data (visitors name, office address, phone number…). 

Such data taken are confidential and they must be protected in line with the provisions of the European Data Protection Regulation (GDPR). GIZ has an obligation to request its service providers to respect this protection policy.

This step will only concern the successful security guard company that will fill up and sign the AuV (The agreement of outsourcing of data processing) and TOM (Technical Organisational Measures) before starting the service with GIZ Rwanda. 

5. Globally recognized procedures and liability coverage

5.1. ISO certification

Security guards on duty receive guidelines from their home companies on how to protect people and assets. GIZ wished to verify the conformity of these guidelines or methods toward globally recognized procedures. Therefore, it is requested to present in this technical offer 

• a copy of valid ISO 18788 certificate for companies providing security services on land.

It is possible that the company is in ISO audit before getting the ISO certificate, in this context the company may present the Audit notification. 

• A valid copy of ICoCA certificate for International Code of Conduct Association

5.2. Insurance coverage.

In the exercise of security guard service, various mistakes could arise which results to theft, burglary, damage of equipment, injuries, etc. based on the current finance status of the security company, it may be difficult to the company to refund the victim. In this context, each security company will present a valid proof of liability insurance cover from a Rwandan known insurance company. 

6. Contract period and number of security guards to provide 

The contract duration is from 01st April 2026 – up to 31st March 2028. 

Number of security guard to provide immediately: 233 permanent guards.

The overview of premisses to serve is as follow:

Premisses in Kigali	Premisses - out of Kigali
GIZ offices: 5   GIZ staff residences: 50	Offices  In Huye district: 1 In Kirehe district: 1   Residences  In Huye district: 1 In Musanze district: 1
NB: each post is services by 3 security guards per day (morning, afternoon & night)

7. Submission of offer: 

Please read the requirements above carefully and comply with all submission guidelines. Failure to comply with guidelines may disqualify your offer. 

• The submission language is English
• Validity of your offer: 90 days from the submission date.
• Currency of cost calculation: Rwandan francs (Rwf)

8.1. Eligibility criteria and documents 

1. A cover letter expressing your interest in this assignment
2. Business Registration Certificate from RDB.
3. Latest RRA Tax clearance certificate.
4. Proven quality service in Rwanda with at least 3 references from INGO or Embassy.
5. Valid operating certificate delivered by Rwanda National police (the regulator).
6. Proof of presence nation-wide. The proof can be in the form of valid & running contract or permanent office in one of each 5 provinces of Rwanda (so 5 proofs in total). 

8.2. Guidelines and policies

Potential companies providing this service should also note that a primary requisite for GIZ is to obtain the most advantageous offer on the current market. Whenever possible, offers are required on a competitive basis and all prices offered will be subject to negotiation, to ensure that reasonable price contract is obtained

Offer package

This request of expression of interest should not be considered as an award or a contract. It is intended solely for the information of prospective service providers.

Review of offer package 

Potential service providers are solely responsible to carefully examine all the terms and conditions of this request package, failure to do so will be at the risk and expense of the potential service provider. Any ambiguities in the technical offer or inconsistencies between or among the various provisions of the financial offer package shall be rectified against the potential service prover.

 8.3. Technical proposal:

Your technical documents must show the following:

1. A cover letter expressing your interest in this assignment
2. Company profile with a clear physical address and Contacts.
3. Business Registration Certificate from RDB.
4. Latest RRA Tax clearance certificate.
5. Self-declaration of eligibility.
6. Valid operating certificate delivered by Rwanda National police (the regulator).
7. Proven quality service in Rwanda with at least 3 references from INGO or Embassy.

8.4. Financial Proposal: 

Financial offer will indicate the all-inclusive total price for a full equipped guard, supported by a breakdown of all costs as described in the tableau below

Important: GIZ considers that a security guard job must be remunerated by a decent salary, therefore the minimum net salary for a security guard must be 150 000 Rwf. 

Kindly, you are requested to present your financial offer based on the net salary mentioned above including all other costs & expenses you deem are relevant for this service.

NB: The table below is an indication of which cost you must show. But the right format to use for your financial offer (called: Price sheet) is provided as annex and you must use it.

Item	Amount in rwf
Monthly charges - net paid to security guard per month (at least / or minimum)	150 000 rwf
Taxes paid as per employment law
Sum of other costs: including:    Overhead paid for operations Margin of the company  Any other cost
Total cost before VAT for 1 guard per month

8. How to submit your offers 

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until latest 23.03.2026:

1. The technical offer has to be submitted in 2 PDF file format (eligibility/technical) and as attachment to the email with the subject: 10004395-Technical offer.
2. The financial offer has to be submitted in PDF format and as attachment to the email with the subject: 10004395-Financial offer.

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted
through https://filetransfer.giz.de/, as indicated. The subject of recipient notification must be edited with the subject indicated above and the notification message must include the password to access the files. 

Offers submitted through any other sharing platform, as google documents or similar will not be
considered.

Without the subject mentioned, your offer may not be considered

Offers submitted in hard copy will not be considered.

GIZ reserves all rights. 

Annexes:

• Eligibility assessment grid
• Technical assessment grid 
• Self-declaration of eligibility