INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES) RFQ/15/0061

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1 REQUEST FOR QUOTATION INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES) Request for Quotation to supply: in Pakistan RFQ/15/ January 2015

2 Table of Contents 1 STATEMENT OF WORK PURPOSE COVERAGE & PARTICIPATION GENERAL INFORMATION THE ORGANIZATION SCHEDULE OF EVENTS PROPOSAL PREPARATION INSTRUCTIONS VENDOR S UNDERSTANDING OF THE RFQ GOOD FAITH STATEMENT COMMUNICATION PROPOSAL SUBMISSION CRITERIA FOR SELECTION SELECTION AND NOTIFICATION SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS FUNCTIONAL REQUIREMENTS TECHNICAL SPECIFICATIONS TECHNICAL PROPOSAL SECURITY ADVISORY SERVICES, BUDGET LINE ITEM INTELLIGENCE SERVICES, BUDGET LINE ITEM VENDOR QUALIFICATIONS & REFERENCES BUDGET & ESTIMATED PRICING...9 LINE ITEM...9 ITEM DESCRIPTION...9 HOURLY RATE...9 UNIT...9 MINIMUM HOURS...9 MONTHLY TOTAL MOBILIZATION TIMELINE ADDITIONAL TERMS & CONDITIONS NON-DISCLOSURE AGREEMENT COSTS INTELLECTUAL PROPERTY BIDDER RESPONSES GOVERNING LAW PARTIAL AWARDING NO LIABILITY ENTIRE RFQ BIDDER CERTIFICATION SCHEDULE A NOTICE OF INTENTION Page 2 of 12

3 Page 3 of 12 1 Statement of Work 1.1 Purpose The purpose of this Request for (RFQ) is to invite prospective vendors to submit a quote to supply Security Consulting and Intelligence Services to IFES Supporting Electoral Reform in Pakistan Program. This RFQ provides vendors with the relevant operational, performance, application, and architectural requirements of the system. 1.2 Coverage & Participation It is the intent of IFES to award one (1) firm fixed price, fixed rate contract for the Security and Administrative services described herein. 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 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 is a tentative schedule that will apply to this RFQ, but may change in accordance with the organization s needs or unforeseen circumstances. Changes will be communicated by to all bidders who submitted Notice of Intention to bid. Issuance of RFQ Tuesday, 20 January 2015 Technical Questions/Inquiries due Friday, 23 January 2015, EDT Answers/Addenda from IFES Wednesday, 28 January 2015, EDT RFQ Closes Monday, 16 February 2015, 5.00 EDT Estimated Contract Start Date Wednesday, 1 April 2015.

4 Page 4 of 12 3 Proposal Preparation Instructions 3.1 Vendor s Understanding of the RFQ In responding to this RFQ, the vendor 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 vendor who demonstrates less than such understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation 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 Vendors Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and vendors as they relate to this RFQ. Inquiries, questions, and requests for clarification related to this RFQ are to be directed by to: Attention: Geoff Hughes Telephone: 1 (202) Fax: 1 (202) AND Attention: Elizabeth Durbin Telephone: 1 (202) Formal Communications shall include, but are not limited to: Questions concerning this RFQ must be submitted in writing.

5 Page 5 of 12 Errors and omissions in this RFQ and enhancements. Vendors shall recommend to IFES any discrepancies, errors, or omissions that may exist within this RFQ. With respect to this RFQ, vendors may recommend to IFES any enhancements, which might be in IFES best interests. Inquiries about technical interpretations must be submitted in writing. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process. Verbal and/or written presentations and pre-award negotiations under this RFQ. Addendum to this RFQ Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda by Tuesday, 10 February 2015, EDT. All questions, answers, and addenda will be posted online at IFES Buyers Guide website: 3.4 Proposal Submission Quotations must be submitted in electronic copy via , on or prior to Monday, 16 February 2015, 5.00 EDT to both Geoff Hughes, and Elizabeth Durbin, 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 Section 5 below. Evaluation Criteria: 1. Technical Proposal a) Security Advisory Services b) Intelligence Services 2. Vendor Qualifications and References 3. Competitive Budget and Estimated Pricing 4. Mobilization Timeline

6 Page 6 of 12 Evaluation Criteria Grading: 1. Technical Proposal (1-25 Points) 2. Vendor Qualifications and References (1-25 Points) 3. Competitive Budget and Estimated Pricing (1-25 Points) 4. Mobilization Timeline (1-25 Points) 3.6 Selection and Notification Vendors 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 vendors via . Those vendors not selected for the negotiation phase will not be notified. 4 Scope of Work, Specifications & Requirements 4.1 Functional Requirements Geographic Code IFES s project in Pakistan has been funded by a basket fund comprised of the Canadian International Development Agency (CIDA), the European Union (EU), and the UK Department for International Development (DFID). As such, and in accordance with IFES Procurement Policy, services and commodities procured under this award are unrestricted. 4.2 Technical Specifications IFES is seeking a PSC subcontractor to provide security consulting and intelligence services that fully supports IFES project in Pakistan. It is expected that the sub-contractor will provide IFES with services that include, but are not limited to, the following: Intelligence Services 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.

7 Page 7 of 12 A low profile online presence that protects IFES corporate identity, locations, workplaces, identities of staff, financial considerations and travel information. Technical Proposal The Technical Proposal will address, specifically, each of the Requirements listed in the Scope of Work. 5 Technical Proposal 5.1 Security Advisory Services, Budget Line Item Consulting The bidder will provide IFES with a quote for consulting services estimated at 8-25 hours per month. Consulting Services will include, but not be limited to: Risk / Threat Assessments of the environment, and/or event; Physical Security Assessments of premises; Development of security LANs around new premises; Provision of training and/or briefing to local national staff; Provision of training to IFES Local National guard force; Provision of training and/or briefing of International staff; and Short term Crisis Management response in the event of a significant incident affecting IFES staff. IFES seeks the work to be carried out by a NATO country International consultant with a demonstrable history in the security industry, and who has sound knowledge of : 1. Pakistan, and 2. Development organizations such as IFES. The bidder should supply IFES with Curriculum Vitae of the consultant(s) proposed to conduct the work on IFES behalf within the offer document. Bidders should provide an hourly rate for such work to IFES, considering a guaranteed minimum 8 hours of work per month.

8 Page 8 of 12 IFES preference is for a NATO country international consultant resident in Pakistan. Bidders unable to demonstrate this capacity are not precluded from bidding, but should provide a comprehensive outline on how they can meet IFES technical consulting expectations. 5.2 Intelligence Services, Budget Line Item Reporting The bidder will have in place an intelligence collection and reporting mechanism that identifies threat trends within Pakistan with: 1. The specific intent of informing movement planning in Pakistan to minimize, as far as is possible, the risk to IFES staff on a daily basis; 2. A general intent of supporting IFES field office day-to-day and long term security management and planning; and 3. The capacity to inform IFES of incidents, protests, road blockages or similar phenomena at the time they occur, or are occurring, by way of SMS or electronic reporting. The mechanism should account for Daily, Weekly, and Monthly reports to IFES, and include not only a summary of incidents, but analysis that predicts future trends. The bidder will provide a fixed monthly rate to IFES that accounts for all criteria of the service required. 6 Vendor Qualifications & References All vendors must provide the following information in order for their proposal to be considered: Licensing information demonstrating lawful entitlement to provide security services in Pakistan A brief outline of the vendor company and services offered, including: 1. Full name of the corporate entity placing the bid; 2. Company address; 3. Company outline; 4. Company history, including: a. Background b. Year of Establishment c. Corporate History

9 Page 9 of 12 d. Relevant History in Pakistan e. Corporate Philosophy f. Management Structure 5. Insurance information. Interested bidders should provide details of their past performance in Pakistan, inclusive of general incident information and/or statistics; experience with NGO s and development organizations; and experience with CIDA, EU, DFID and/or other donor mechanisms. References: Contact information for five (5) references from projects similar in size, application, and scope and a brief description of their implementation (including location and year). 7 Budget & Estimated Pricing All bidders must fill out the following cost breakdown for the implementation of their solution for IFES project as described in this RFQ. The bidder must agree to keep these prices valid for minimum 60 calendar days as of 16 February Pricing must be in US Dollar (USD) for all non-pakistan based firms. Firms fully owned and operating in Pakistan should provide pricing in Pakistani Rupees (PKR). Unit price is required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. Line Item Item Description Hourly Rate Unit Minimum Hours Monthly Total 001 Consulting Services /hour Intelligence Services /month 1 Grand Total 8 Mobilization Timeline Bidders must outline their time required to mobilize resources in in order to meet the requirements of their Technical Proposal. Bidders whose mobilization timeline requires start-up costs should indicate those costs within their Budget and Estimated Pricing table Bidders unable to supply a NATO country international consultant resident in Pakistan, but whom intend to bid, should fully describe their mobilization timeline within this section.

10 Page 10 of 12 9 Additional Terms & Conditions 9.1 Non-Disclosure Agreement IFES reserves the right to require any bidder to enter into a non-disclosure agreement. 9.2 Costs The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any 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. 9.3 Intellectual Property The bidder 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. 9.4 Bidder Responses All accepted responses shall become the property of IFES and will not be returned. 9.5 Governing Law This RFP and the responses provided by bidders shall be governed by the laws of the District of Columbia. 9.6 Partial Awarding IFES reserves the right to accept all or part of the quotation when awarding the purchase order. 9.7 No Liability IFES reserve the right to accept or reject any quotation or stop the procurement process at anytime, without assigning any reason or liability. IFES shall not be liable to any bidder, person, or entity for any losses, expenses, costs, claims, or damages of any kind: Arising out of, by reason of, or attributable to, the Respondent 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. 9.8 Entire RFQ This RFQ, any addenda to it, and any attached schedules, constitute the entire RFQ.

11 Page 11 of Bidder Certification This certification attests to the bidder s awareness and agreement to the content of this RFQ and all accompanying calendar schedules and provisions contained herein. The bidder 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/15/061 issued by IFES. The undersigned is a duly authorized officer, hereby certifies that: (Vendor 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 60 calendar days as of 29 March 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: Signature: Name: Signature: Title: Date: Title: Date: Signature of Authorized Officer: Name: Signature: Title: Date:

12 Page 12 of 12 Schedule A Notice of Intention RFQ/12/055 NOTICE OF INTENTION REQUEST FOR QUOTATION From: [VENDOR ORGANIZATION NAME] [AUTHORIZED REPRESENTATIVE] [TELEPHONE NO.] [FAX NO.] [ ] Please state your intention with regard to the Request for Quotation RFQ/15/061 by selecting one of the following: [ ] Intends to respond to this IFES Request for Quotation [ ] Does not intend to respond to this IFES Request for Quotation TO: International Foundation for Electoral Systems Elizabeth Durbin, Contracts and Grants Administrator 1850 K Street, NW Washington, DC Tel: Fax:

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