Tendering Process
Our present security company which has been providing security in Defence Colony has been here with us since end 2019 and saw us all through the trying times of COVID 19. In our last AGM, our members voiced their appreciation for the security guards and the good work they had done and were doing. The residents were happy with this security vendor, KS Secure Solutions Pvt. Ltd.
Nonetheless, the executive committee of the RWA decided to go in for a tendering process to evaluate other security agencies. It is always a good idea to search the market for other companies and select the best. KS Secure solutions, after all, had this Service Agreement of 2019 vintage and a fresh contract, if the contract was awarded to them seemed like a good idea.
So, in right earnest, the tendering process commenced with advertisements, one each in a popular national English daily and another in a popular national Hindi daily. The response was good and a total of 16 companies picked up the tender documents from the RWA office at the Gumbad. Out of the 16 that picked up the documents, 9 companies submitted the filled papers.
What kind of a security company do we need?
Defence Colony is a porous locality surrounded by three major roads Ring Road in the South, Bhishma Pitamah Marg in the West and Lala Lajpat Rai Marg in the East. We have a major artery, Varun Marg, running right through the colony. There are more than eight schools within Defence Colony. Two gurudwaras, more than three mandirs, a church and a famous mosque. Besides this, we have many commercial establishments like offices for lawyers, accountants, doctors and others. We have several Govt. & public hospitals. We have a market which is largely populated by very popular restaurants and bars. We have restaurants and bars on the periphery of our colony which are within Defence colony. So, it has turned into a commercial and a residential colony. A large population moves in and out from early morning to late at night.
The tender committee had to identify a very suitable vendor, capable and experienced. As we opened the technical bids, there were seven companies which were shortlisted for further technical evaluation.
And yes, the tender committee physically visited each of these seven companies to get a first-hand knowledge if they were fly-by-night, what kind of scale of operations that they had been doing, if they had experience in similar areas like Def Col etc. The aim was also to meet the owners and senior management of these companies and understand if they had the financial strength and capability to provide us security. After a detailed scrutiny, finally three companies were shortlisted which, then, participated in the financial bid.
The financial bids (documents) meanwhile were still in a sealed state and locked in a sealed metal box. They were opened at an appointed date and time in the presence of the six tender committee members and the three representatives of the short-listed companies at the RWA office in the Gumbad. Also present was the officiating HGS. The contract was duly awarded to the lowest bidder who came out to be KS Secure solutions Pvt Ltd. This company, as mentioned earlier, had been providing security services since 2019 and with whom the Defence Colony residents had shown their satisfaction. So be it!!
This has thus made the job for our security sub-committee easier because the security sub-committee had been training the same organization since the last one year plus.
More plans about the security of the colony will be communicated to you in subsequent issues of Samvada
