20/02/2024
Denya Developers
Airport Residential Area
Accra
Dear Oduraa,
Security Survey Report and Recommendation – Denya Developers.
Thank you for the opportunity to serve you.
Based on Octavian’s expert assessment of your head office, stores and warehouse in Accra we are presenting our security survey report with
recommendations, for your consideration.
Please find the report on the next pages.
We would like to use this opportunity to remind you of our range of facility management services, which include electronic security, janitorial/cleaning,
pest control, property management etc.
We will be happy to discuss our proposed solutions with you and share more light on opportunities and benefits you will derive from engaging our
services.
Sincerely,
Commercial Department.
SITE SURVEY REPORT
INTRODUCTION
Denya Developers requested for a site survey report and recommendations on the current security situation at their Office, stores and warehouse
locations in Accra.
Octavian is submitting this report to you for consideration.
OBSERVATION AT THE HEAD OFFICE
After our visit to the locations and assessment of same, below are our findings.
There were no outsourced security guards on site.
There was a security post on site.
There is a perimeter wall and in good condition.
There are no razor wires on the perimeter wall.
The main entrance is always locked.
CCTV system installed and working with a control room available.
Even though we visited during the day, we were informed that there was adequate illumination at the facility.
OBSERVATION AT THE STORES
After our visit to the locations and assessment of same, below are our findings.
There were no outsourced security guards on site.
There was no security post for the guards on site
There is a perimeter wall but not in good condition
There are no razor wires on the perimeter wall.
CCTV system installed and working.
Even though we visited during the day, we were informed that there was adequate illumination at the facility.
RECOMMENDATION FOR THE HEAD OFFICE
Based on our assessment, we recommend that the following should be done to secure life and property within and around the facility.
The proposed number of guards on the grounds should be 1day and 1night making a total of 2 guards.
With your permission Octavian should be allowed to view the camera screen to ascertain if all blind spots are covered.
We recommend a guard monitoring unit to be installed at various points to ensure that guards are patrolling at regular intervals during their
shift.
We recommend an electric fence on the perimeter wall to fully secure the Head Office.
RECOMMENDATION FOR THE STORES
Based on our assessment, we recommend that the following should be done to secure life and property within and around the facility.
The proposed number of guards on the grounds should be 1day and 2night making a total of 2 guards.
With your permission Octavian should be allowed to view the camera screen to ascertain if all blind spots are covered.
We recommend a guard monitoring unit to be installed at various points to ensure that guards are patrolling at regular intervals during their
shift.
Security post should be provided at the location.
We recommend an electric fence on the perimeter wall to fully secure the Stores premises.
RECOMMENDATION FOR THE WAREHOUSE
Based on our assessment, we recommend that the following should be done to secure life and property within and around the facility.
The proposed number of guards on the grounds should be 1day and 2night making a total of 3 guards.
With your permission Octavian should be allowed to view the camera screen to ascertain if all blind spots are covered.
Security post should be provided at the location.
We recommend an electric fence on the perimeter wall to fully secure the Warehouse premises.
Guards on the facility should be very experienced, high profile and well trained. Their capabilities should include;
a. Ability to read and write.
b. Understanding security processes and requirement for night guard
c. Trained to use various security and firefighting equipment.
d. Ability to handle diverse security situations.
e. Effective communication skills
f. Professional outlook
GUARD NUMBERS AT THE HEAD OFFICE/ WAREHOUSE
Location Head Office Stores Warehouse
No. of Guard(s) 1 1 1
(Day)
No. of Guard(s) 1 2 2
(Night)
OPTIONAL
SERVICES
Dog Handlers/
Dogs
Total Guard(s) = 8
Total Reliever(s) = 1
Shift responsibilities will be as follows.
Day Guards 3 Responsibilities
Guard • Manage access control at the main entrance.
• Follow site access procedures for both staff and visitors.
• Ensure staff and visitors vehicles are searched when leaving the facility.
• Confirm and record information on the movement of goods.
• Ensure that occurrence book and incident reports are properly completed.
• Ensure doors and gates within the premises are opened to allow work to begin.
Night Guards 5 Responsibilities
Guard • Manage access control at the main entrance.
• Follow site access procedures for both staff and visitors.
• Ensure vehicles are checked before entering and exiting the facility.
• Confirm and record information on the movement of goods (if any).
• Will ensure that occurrence book and incident reports are properly completed.
• Will ensure doors and gates within the premises are locked at the close of day.
• Provide hourly patrols at night and record patrol activities and observations.
NB: Any other SOPs may be agreed upon prior to commencement of this contract
Guards will have the following security equipment.
1. GoTa Security Radios
2. Handcuffs
3. Barton
4. Whistle
Our Quick Reactionary Force (QRF).
1. Octavian QRF teams are available 24/7 and will provide support to the guards on the ground where need be.
2. We also have arrangements with the Ghana Police Patrol teams, in case of emergencies.
OUR STANDARD GUARD POST ORDERS
1. Guards are to appear neatly dressed in uniform from home before entering the location for their assigned duties (Hair trimmed, beard shaved,
fingernail cut, boots polished with the uniform having its natural color) Avoid smelling armpits. No uniform nor boot should be hanged or left in
the guardhouse unless otherwise.
2. The Guard house must be neatly kept.
3. Guards are to inspect all post facilities which are part of their handing and taking over thoroughly before handing or taking over post duties.
Guards would not hand over duties on the junction leading to the facility nor by phone. Every item must be inspected, checked, felt, and seen
before handing or taking over duties.
4. Guards would record all vehicular movements 24/7, recording the number of persons on board the vehicle and the driver’s name. The entries
made shall cover vehicular access/egress.
5. The vehicular gate must be controlled by guards. Guards would not leave the gate opened wide without controlling all movements. Both the
vehicular and pedestrian entry should be controlled. Movements of hawkers should be controlled. No hawker is permitted in the facility. Workers
and staff will have to buy from the hawkers outside the premises. Guards would not be used to buy food and other items for anyone on the
premises.
6. Guards would welcome and direct visitors to the appropriate offices after these have been met.
Ascertaining the fact that the visitor is expected and knows which office he/she might be visiting.
Guards will alert the receptionist of a visitor of such caliber and direct/escort them as such after the visitor’s entry book is signed.
Guards may assist any visitor who cannot write.
The visitor’s signature should be appended in the log book. His/her contact number must also be taken.
The vehicle number of the visitor and type of vehicle should be booked in the vehicular monitoring book.
The visitor should be booked upon exiting the facility.
7. Guards are to make entries of all movements which includes staff, contactors, visitors, managers and directors of the facility at all times.
8. Guards would use a minimum force on any visitor who tries to create a problem at the gate but may call the office for assistance when
the situation is out of control. Guards must take charge of the gate in such situations to avoid forced entry.
9. Guards must always assist vehicles to park at their rightful places. The parking should be conducted in such a way that vehicles and persons
mayhave an easy access out of the premises when there is an emergency.
10. Without the notice of management, nothing can be taken from the offices nor brought into the offices. Guards will authenticate and stamp
all items that access and exit the warehouse. NO STAMP, NO ENTRY/EXIT.
11. Guards are to observe whatsoever comes in and out, stamp and log in the occurrence books.
12. Guards will be assigned to patrol from time to time. Patrols conducted must be logged in their respective field notebooks and booked in the
occurrence.
13. We have no search orders therefore guards would not perform a search on any worker. However, staff and workers are to be watched with
aneagle eye when leaving the facility.
14. The security guard house would not be used as a waiting room for anybody. Guards are not to entertain their wives, children and any member
of their family. All visitors are to be welcomed and directed to the receptionist for assistance.
15. No food is allowed to be cooked at the guard house and its environs.
16. No amorous relationship with any person on the facility would be allowed.
17. Sleeping, alcoholism and drunkenness, smoking, lateness and lackadaisical attitudes are not allowed in the
post.NB: Guards would be summarily dismissed or charged should they flout any of these orders.
EMEGENCY CONTACTS:
0302 958083- Octavian Security Head Office
0593971152- Octavian Operations Manager
0559757508- Business Developer/ Client Relations Manager
COST:
Quantity Unit Cost (GHS) Total Cost (GHS)
Guards 8 1,700.00 13,600.00
Reliever 1 1,700.00 1,700.00
Optional Services
Dog(s) 2,500.00
Dog Handler 2,200.00
Total 15,300.00
NB. Cost is exclusive of VAT and NHIL.
Conclusion
We will be open to discuss this report and recommendation with you.
