INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS...

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS

(IFES)

Request for Quotations and Technical Specifications for Security Services in

Liberia

RFQ/15/074 – REISSUED

February 6, 2015

RFQ Closing Date: March 17, 2015, 5:00 p.m. GMT

Security Services in Liberia RFQ/15/074

Amended & Reissued March 12, 2015

IFES/Liberia of 15

TABLE OF CONTENTS

1 INTRODUCTION ....................................................................................................................................3

1.1 PURPOSE .........................................................................................................................................3 1.2 COVERAGE & PARTICIPATION .........................................................................................................3

2 GENERAL INFORMATION .................................................................................................................3

2.1 THE ORGANIZATION .......................................................................................................................3 2.2 SCHEDULE OF EVENTS ....................................................................................................................3

3 PROPOSAL PREPARATION INSTRUCTIONS .................................................................................3

3.1 SERVICE PROVIDER’S UNDERSTANDING OF THE INQUIRY ...............................................................3 3.2 GOOD FAITH STATEMENT ...............................................................................................................4 3.3 COMMUNICATION ...........................................................................................................................4 3.4 PROPOSAL SUBMISSION ..................................................................................................................5 3.5 CRITERIA FOR SELECTION ...............................................................................................................5 3.6 SELECTION AND NOTIFICATION ......................................................................................................6

4 SCOPE OF WORK ..................................................................................................................................6

4.1 SPECIFICATIONS ..................................................................................................................................6

5 QUALIFICATIONS & REFERENCES............................................................................................... 11

6 BUDGET & ESTIMATED PRICING.................................................................................................. 11

VENDORS SHOULD SUBMIT A FIXED RATE PRICE PER MONTH TO IFES FOR THE SERVICES

PROVIDED. VENDOR’S RATES SHOULD BE CALCULATED IN US DOLLARS (USD) AS FOLLOWS:

11

7 ADDITIONAL TERMS & CONDITIONS .......................................................................................... 12

7.1 NON-DISCLOSURE AGREEMENT .................................................................................................... 12 7.2 COSTS ........................................................................................................................................... 12 7.3 INTELLECTUAL PROPERTY ............................................................................................................ 12 7.4 SERVICE PROVIDER’S RESPONSES ................................................................................................. 12 7.5 PARTIAL AWARDING ..................................................................................................................... 12 7.6 NO LIABILITY ............................................................................................................................... 12 7.7 ENTIRE RFQ ................................................................................................................................. 13

8 SERVICE PROVIDER CERTIFICATION ........................................................................................ 14

SCHEDULE “A” ......................................................................................................................................... 15



IFES/Liberia of 15

1 INTRODUCTION

1.1 Purpose

The purpose of this Request for Quotes (RFQ) is to invite prospective service providers to submit

quotations and technical specifications for office and guest house security services in Monrovia,

Liberia. The RFQ provides service providers with the relevant operational and performance

requirements.

1.2 Coverage & Participation

IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change

any element of the coverage and participation prior to the award without prior notification at any

time without any liability or obligation of any kind or amount.

2 GENERAL INFORMATION

2.1 The Organization

The International Foundation for Electoral Systems (IFES) is an independent, non-governmental

organization providing professional support to electoral democracy. IFES promotes democratic

stability by providing technical assistance and applying field-based research to the electoral cycle

worldwide to enhance citizen participation and strengthen civil societies, governance and

transparency.

2.2 Schedule of Events

The following tentative schedule will apply to this RFQ, but it may change in accordance with the IFES’

needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders.

Issuance of RFQ on February 6, 2015

Reissuance of RFQ on March 12, 2015

Technical Questions/Inquiries Due by March 12, 2015 at 5:00 PM GMT

Answers/Addenda from IFES on March 13, 2015 by 5:00 PM GMT

RFQ Closes on March 17, 2015 at 5:00 PM GMT

3 PROPOSAL PREPARATION INSTRUCTIONS

3.1 Service Provider’s Understanding of the Inquiry

In responding to this RFQ, the service provider accepts full responsibility to understand the RFQ in its

entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding.

IFES reserves the right to disqualify any service provider who demonstrates less than such



IFES/Liberia of 15

understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the service

provider has demonstrated such understanding. Such disqualification shall be at no fault, cost, or

liability whatsoever to IFES.

3.2 Good Faith Statement

All information provided by IFES in this RFQ is offered in good faith. Individual items are subject to

change at any time. IFES makes no certification that any item is without error. IFES is not responsible

or liable for any use of the information or for any claims asserted there from.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified

procurement official in charge of managing this RFQ process. In no case shall verbal communication

govern over written communication.

3.3.1 Notice of Intention: Service providers’ interested in bidding to this RFQ are encouraged

to notify IFES of their interest as soon as possible by filling and sending to the contact

below the Notice of Intention herewith attached as Schedule A. However, the Notice of

Intention is not mandatory and is does not legally bind the interested service providers.

Attention: Salima Wiggins

Fax: +1 202 350 6701

E-mail: [email protected]

3.3.2 Service Providers’ Inquiries. Applicable terms and conditions herein shall govern

communications and inquiries between IFES and Service Providers as they relate to this

RFQ. Inquiries, questions, and requests for clarification related to this RFQ are to be

directed in writing to:

Attention: Parvinder Singh

Fax: +1 202 350 6701

Email: [email protected]

and


Fax: +1 202 350 6701


3.3.3 Formal Communications shall include, but are not limited to:

mailto:[email protected]





IFES/Liberia of 15

Questions concerning this RFQ must be submitted in writing.

Errors and omissions in this RFQ and enhancements. Service Providers shall

recommend to IFES any discrepancies, errors, or omissions that may exist within this

RFQ. With respect to this RFQ, Service Providers shall recommend to IFES any

enhancements, which might be in IFES best interests.

Inquiries about technical interpretations must be submitted in writing.

Addenda to this RFQ.

3.3.4 Addenda: IFES will make a good-faith effort to provide a written response to the

questions or request for clarification that requires addenda per the Schedule of Events in

2.2.

3.4 Proposal Submission

All submissions must be on vendor’s letterhead, including vendor name and address, and must be

delivered by hand to IFES offices at Airfield Main Road, Wrotto Town, Sinkor, Monrovia, Liberia by

5:00 p.m. on March 17, 2015. Proposals received after this deadline will not be considered.

All electronic copy (scanned or PDF) of the physical submission must also be sent to Mr. Parvinder

Singh, [email protected] and Ms. Salima Wiggins, [email protected].

The submission of both the physical and electronic copy must be received in order for the bid to be

consider. Email submission “RFQ/15/074” and vendor name in the subject line.

3.5 Criteria for Selection

The evaluation of each response to this RFQ will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFQ is to identify those suppliers that have the interest, capability, and financial strength to supply IFES with the product and/or service identified in the Scope of Work.

Evaluation Criteria:

IFES will evaluate bids based on the following criteria:

1. Bidder’s response to technical requirements

Demonstrated capacity/ability to conduct the activities required

Soundness and feasibility of technical approach 2. Price/Cost effectiveness

Cost realism

Comparison with other bidders’ proposals 3. Service Provider’s Past, Relevant Experience

Demonstrated strong past performances in providing similar services





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Evaluation Criteria Grading:

Bidder’s response to technical requirements 30 Points Price/Cost effectiveness 35 Points Service Provider’s Past, Relevant Experience 35 Points

3.6 Selection and Notification

Service Providers determined by IFES who possess the capacity to compete for this contract will be

selected to move into the negotiation phase of this process. Written notification will be sent to these

Service Providers via mail. Those Service Providers not selected for the negotiation phase will not be

notified.

4 SCOPE OF WORK

The Contractor will provide an appropriately trained, supervised and managed unarmed guard force to secure and maintain the integrity of the perimeter of IFES office in Monrovia, Liberia. These services will be provided daily over a period of 12 months from 01 April 2015 through 31 March 2016.

The security services provided will be consistent with, facilitate and support the desire for IFES to maintain a presence within the community that is low profile and in keeping with the day-to-day character of the residential area.

4.1 Specifications

Profile

IFES maintains a low profile within the community in all places where it delivers programs. This profile is managed by maintaining:

A low profile residential footprint within the community.

A low profile movement profile within the community.

A low profile personal and social profile adopted by IFES staff and sub-contractors.

A low profile online presence that protects IFES corporate identity, locations, workplaces, identities of staff, financial considerations and travel information.

Authority

IFES will establish Standard Operating Procedures (SOP’s) for Access Control, Log Books, and Emergency Procedures to ensure security at the premises.



IFES/Liberia of 15

The selected vendor is to ensure that its employees who perform security guard services implement, maintain and comply with IFES SOP’s, and any regulations and procedural requirements additional to those SOP’s, including and all special written or verbal instructions issued by IFES.

Background Screening

The vendor shall take all necessary steps to establish the identity and background of all personnel who are employed or engaged by the contractor in connection with the performance of the contract and in line with local legal constraints. All guards will have a background check of adequate working history.

No vendor’s personnel may take up duties at an IFES site until they have been screened and found suitable. IFES reserves the right to inspect personnel files and evidence of screening at any time.

Quality of Service

The contractor shall establish and maintain written policies and procedures for general operations in addition to site specific SOPs. These policies and procedures shall be shared with IFES before commencement and contract and whenever amended or changed.

The services shall be carried out to the satisfaction of IFES in accordance with the policies and procedures of the Contractor, the scope of services identified in the conditions for contract and in alignment with the Service Level Agreement proposed by the contractor and agreed by IFES. IFES maintains the right to audit compliance with any of the requirements set out in this document.

The Contractor is to ensure that an accurate description of duties and roles is maintained and signed off by IFES in order to ensure maximum performance levels of the security guards.

The Contractor is to ensure that guards do not work more hours in any week than are allowable under the labor laws of Liberia, specifically those relating to shift workers.

Appearance & Behavior

The security team shall conform to all requirements regarding behaviors and IFES rules, including all specific written or verbal orders issued by IFES and its representatives. When on duty, guards must be smartly dressed in matching uniforms which should fit correctly, be in good condition, clean and properly pressed. Any Supervisor visiting an IFES site should be outfitted in plain and professional clothes with comfortable and appropriate footwear consistent with his role and duties.

Emblems and badges will be displayed in accordance with any applicable law of Liberia or, in the absence of such a law, in accordance with the direction of IFES Chief of Party.

Footwear is to be appropriate to the duties of a guard and uniform across all guards at an IFES site.

The Security Team will be required to display Contractor identity badges identifying them by name in Latin alphabet and containing a portrait photo. The contractor is to provide each security officer with the following items of uniform as a minimum. For those required to be outdoors, temperate clothing should be issued during the appropriate season.



IFES/Liberia of 15

• 3 x trousers

• 5 x shirts

• 3 x jumpers

• 1 x overcoat

• 1 x footwear

• 1 x headgear

• 1 x gloves

Equipment

The contractor will supply all equipment relating to the delivery of the service, including communication equipment.

Accommodation

IFES will supply suitable space to shelter the guards on the office premises. IFES will supply sufficient fresh water for the daily refreshment of guards on duty. Guards will have access to and use of an IFES restroom on the premises.

Remuneration

Contractor shall comply with relevant labor laws of Liberia. All Contractor personnel working at the IFES compound are to be above Liberia’s minimum wage requirements.

Regular work hours for guards and supervisors shall not exceed the maximum allowed for shift workers according to the labor laws of Liberia.

HOURS OF WORK:

Day Shift (D) Hours: 0700 - 1500 hours, seven days a week Guard Posts at IFES Office: Four (4), including one (1) supervisor Shift Duration: 8 hours Evening Shift (E) Hours: 1500 - 2300 hours, seven days a week Guard Posts at IFES Office: Four (4), including one (1) supervisor Shift Duration: 8 hours Night Shift (N) Hours: 2300-0700 hours, seven days a week



IFES/Liberia of 15

Guard Posts at IFES Office: Five (5), including one supervisor Shift Duration: 8 hours

Day off (O)

The contractor will ensure no individual guard works more than eight hours per day, or greater

than 40 hours in any one week, or any consecutive 7 day period.

The contractor will ensure that guards get at least two days off per 40 hours of work, and those

days off are consecutive at least once during any 30 day period.

Number of Shifts The total number of shifts per day will not exceed 3 Reconciliation The contractor will reconcile the monthly invoice by submitting a Roster of Duty with the invoice that denotes:

1. The Name of each guard

2. The Month and Date

3. The shift (D, E, N or O) that the guard worked on that day.

Guard Duties

a) Guarding access points and controlling authorized access;

b) Implementing and managing Security Alert measures;

c) Patrolling the perimeter of the premises on a regular basis;

d) Searching vehicles and visitors entering the premises where and if necessary;

e) Emergency incident support;

f) Supervision and control of keys and visitor cards;

g) Responding to, reporting and recording security breaches;

h) Dealing with unauthorized entry;

i) Dealing with theft, lost property and damage to property;

j) Maintaining a visitor’s log;

k) Receipt and written recording of hand delivered mail;

l) Supervising and managing the issue of access passes;



IFES/Liberia of 15

m) Monitoring all security systems and responding to breaches/alarms;

n) Supervising delivery and dispatch of post out of operating hours; and

o) Any / all other duties as specified in the Assignment Instructions.

Guard Qualifications

The Contractor shall provide qualified, competent guards having an appropriate biographical background, the appropriate professional experience and the relevant license for the fulfillment of the functions described in the Scope of Work and SOPs. If IFES is dissatisfied with the performance of any person engaged by the contractor, the contractor will provide a competent substitute within 24hrs.

The contractor is required to provide all documentary evidence of the qualifications and licenses of all Security Team members before commencement of service. This also applies to any change of personnel during the contract whether temporary or permanent.

IFES considers essential that the Contractor has capacity to increase, given reasonable notice, and with appropriate remuneration, the number of similarly qualified and trained guards deployed to IFES as, and if, the IFES program expands.

Training

All members of the Security Team will receive ongoing training throughout the period of the contract to ensure understanding and compliance with SOPs and Emergency Procedures. Such training will take place at the Contractor’s expense. The contractor is to detail the strategy for training and provide updated information regarding training planned and conducted within the monthly report. Training requirements are outlined below:

The threat. Including the weapons and methods likely to be used by intruders.

Observation. To look for, recognize and interpret potential security threats including the recognition of explosive devices.

Searching. To search people, bags, vehicles and premises, including legal constraints regarding the conduct of searches.

Crime Prevention.

Powers of Arrest, Detention & Restraint Techniques. To understand the principles, application and consequences of using force inappropriately.

Conflict resolution. To understand the strategies for dealing with, and appropriate response to, conflict situations.



IFES/Liberia of 15

Incident management. To contain, control and report security and emergency incidents. To comply with facility specific procedures, instructions, contingency plans and liaison with emergency services.

Patrolling. Patrol procedures scope and purpose.

Additional training may be provided by IFES on bespoke site systems. All members of the Security Team will be competent with all elements of the security system to ensure inter-changeability between posts.

Contractor shall keep a log of which personnel have been trained on what and when. Contractor shall ensure that new staff assigned to IFES is brought up to the training standards of the Security Team before commencement of duties.

5 QUALIFICATIONS & REFERENCES

The applying service provider must provide the following information in order for their proposal to be

considered:

1. A brief outline of the company and services offered, including:

Full legal name and address of the company

Full legal name of company’s President and / or Chief Executive Officer

Year business was established

Proof of registration to conduct business in Liberia

U.S. companies must indicate if they are a registered Small Business (Woman owned,

veteran-owned, Minority-owned, Disabled, Service Disabled Veteran-owned)

2. Evidence of successful completion of a project of a similar size and complexity.

3. References: Contact information for no less than three references from projects similar in size,

application, and scope and a brief description of their implementation (including location and

year)

6 BUDGET & ESTIMATED PRICING

Vendors should submit a fixed rate price per month to IFES for the services provided. Vendor’s rates

should be calculated in US Dollars (USD) as follows:

(Rate per Shift x Number of Shifts per Day x Number of Days per Year) / 12 Months = Monthly Rate

(USD Rate per Shift x 3 x 365) / 12 = Monthly rate (USD)

Contractor will provide premium pay for shift work on Public Holidays. The Budget Proposal will itemize these dates and the required rate increases for each shift.

The price per month should be inclusive of all the vendors’ costs including, but not limited to:



IFES/Liberia of 15

1. Wages

2. Uniforms

3. Training

4. Travel

5. Meals

6. Incidental Expenditure

7 ADDITIONAL TERMS & CONDITIONS

7.1 Non-Disclosure Agreement

IFES reserves the right to require the Service Provider to enter into a non-disclosure agreement.

7.2 Costs

The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred

by a Service Provider or third parties, in connection with the Response. All Responses and supporting

documentation shall become the property of IFES, subject to claims of confidentiality in respect of the

Response and supporting documentation.

7.3 Intellectual Property

The Respondent should not use any intellectual property of IFES including, but not limited to, all logos,

registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES,

as appropriate.

7.4 Service Provider’s Responses

All accepted Responses shall become the property of IFES and will not be returned.

7.5 Partial Awarding

IFES reserves the right to accept all or part of the quotation when awarding the purchase order.

7.6 No Liability

IFES reserve the right to accept or reject any quotation or stop the procurement process at any time,

without assigning any reason or liability.

IFES shall not be liable to any Service Provider, person, or entity for any losses, expenses, costs, claims,

or damages of any kind:



IFES/Liberia of 15

Arising out of, by reason of, or attributable to, the Service Provider responding to this RFQ; or

As a result of the use of any information, error, or omission contained in this RFQ document or

provided during the RFQ process.

7.7 Entire RFQ

This RFQ, any addenda to it, and any attached schedules, constitute the entire RFQ.



IFES/Liberia of 15

8 Service Provider Certification

This certification attests to the Service Provider’s awareness and agreement to the content of this RFQ

and all accompanying calendar schedules and provisions contained herein.

The Service Provider must ensure that the following certificate is duly completed and correctly executed

by an authorized officer of your company.

This proposal is submitted in response to RFQ/15/074 issued by IFES. The undersigned is a duly authorized

officer, hereby certifies that:

(Service Provider Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and

provisions of the referenced RFQ and any addenda thereto in the event of an award. Exceptions are to be

noted as stated in the RFQ. The proposal shall remain in effect for a period of 90 calendar days.

The undersigned further certify that their firm (check one):

IS

IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree

to notify IFES of any change in this status, should one occur, until such time as an award has been made

under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFQ are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer:

Name: Title:

Signature: Date:



IFES/Liberia of 15

SCHEDULE “A”

NOTICE OF INTENTION

RFQ/15/074

From:

Name: [INSERT COMPANY NAME]

Contact: [INSERT NAME OF AUTHORIZED REPRESENTATIVE]

Phone: [INSERT TELEPHONE NO.]

Fax: [INSERT FAX NO.]

Email: [INSERT E-MAIL]

Please state your intention with regard to the subject Request for Quotation by selecting one of the

following:

[ ] Intends to respond to IFES Request for Proposal

[ ] Does not intend to respond to IFES Request for Proposal

TO:

International Foundation for Electoral Systems

Attention: Parvinder Singh

Fax: +1 202 350 6701


and


Fax: +1 202 350 6701

E-mail: [email protected]



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