Request for Proposals. Security Advisory Services for the International Executive Service Corps

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1 Request for Proposals Proposal Title: Bid Reference Number: Security Advisory Services for the International Executive Service Corps IESC Security Advisory Services Issue Date: January 21, 2015 Closing Date for Proposals: February 02, 2015 Closing Time: 09:00 a.m. Eastern Standard Time (EST) Deadline for Questions: January 26, :00 p.m. Eastern Standard Time (EST) International Executive Service Corps 1900 M Street NW Ste 500 Washington, DC iesc.org

2 I. Disclaimer: The information contained in this Request for proposals (RFP) (hereinafter referred to as RFP) document is provided to the Offeror(s), by International Executive Service Corps (herein after referred to as IESC). The purpose of this RFP document is to provide Offeror(s) with information to assist them in the preparation of their proposals for the services IESC seeks to source. This RFP document does not claim to contain all the information each Offeror may require. Each Offeror should conduct its own assessment and should check the accuracy, reliability and completeness of the information in this RFP document, and where necessary obtain independent advice from appropriate sources. IESC is under no obligation to make an award as a result of this RFP and at its own discretion may award any resulting contract from this RFP on a best-value basis. IESC may, at its own discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP document. Any contract resulting from this RFP document will be a time and materials contract. II. Background: The International Executive Service Corps (IESC), a not for profit, Washington, DC based international economic development organization, is seeking to engage a firm to provide strategic and operational support for overall security and risk management for our organization and offices globally. IESC is currently implementing international economic development programs in six countries, with additional country offices anticipated, primarily under Cooperative Agreements with the US Agency for International Development. In the past decade, IESC has been operating in high-risk environments as well seen increased risk in lower risk countries with smaller program offices. As a result, our organization has instituted a revised and broader approach to security, requiring a full-time Security Advisor to provide day-to-day services supported by the additional training and support services a security focused company offers. IESC has a commitment to provide duty of care to its staff members. The Offeror and the Security Advisor will ensure that a measured, consistent, but flexible approach to security is applied in their approach to client services. III. Objectives: The Offeror will provide a mix of organizational capacity building security services and a technical management approach for day-to-day security operations. The Offeror will hire, guide and support a dedicated Security Advisor for IESC as well as provide additional ad hoc services as needed. IESC Page 2

3 The Security Advisor will be based full time in the IESC home office and serve as a resource to the IESC Security Management Team and home office staff members, with significant support provided to field office staff members. The greatest part of the time will be spent providing advisory services to IESC s two largest programs located in Afghanistan, which currently have security services managed and provided by two separate risk management companies. The full-time Security Advisor will support and advise IESC staff in managing security risks, provide training and advisory services on field office and travel safety on an on-going basis. The Security Advisor will ensure compliance with our organizational Security Policies and Procedures, ensure compliance with security requirements of the funders of our programs and the host country governments where those programs are based, develop training plans and create additional tools for IESC home and field offices. The Security Advisor will work with the home office Security Focal Point (SFP) and the SFPs in each overseas office to implement security related activities. This role will ensure consistency with new hire orientations, traveler training, traveler tracking and support for new business proposals and new business travel. The largest part of the role will focus on providing security advisory services to IESC s two Afghanistan programs, working closely with each program s Chief of Party and home office point of contact. In this capacity, the Security Advisor has responsibility for the oversight for security planning and provides advice to the Chief of Party on the oversight of the security providers on behalf of IESC on the two Afghan programs, and all other country programs as well. In addition, the Security Advisor will also provide security direction including policy, plans and guidelines to Chiefs of Party and to the IESC home office. The primary responsibilities are to ensure the safety of all project staff, to advise on the IESC relationship with Risk Management Companies (RMCs) or security providers, to ensure compliance with USG and host country security regulations and requirements and to advise IESC project staff and home office management on security issues in country. The Security Advisor will ensure that securityrelated operating procedures and the services delivered by RMCs or security providers are consistent with program implementation and IESC security needs and requirements. IV. Statement of Work: A. IESC Organizational Duties and Responsibilities: The Offeror, through the Security Advisor, will provide strategic management planning and support to overall IESC security activities, provide tools and training to home office and field staff, and provide support for new business efforts. All activities will align with IESC s Security Policies and Procedures. The Security Advisor should be available 24/7 for emergency situations. Organizational Security Advisory Services: Provide technical support to US Home and Field Offices for on-going implementation of Security Requirements. This includes providing on-going monitoring, risk assessments, strategy, planning, recommendations, implementation, reports and remote incident control. IESC Page 3

4 Provide safe, timely and appropriate response to any emergency in coordination with the Chief of Party and home office management. Coordinate with evacuation vendors in the event of medical emergencies. Track emergency communications. Coordinate an integrated staff tracking system, in conjunction with the tracking system used by field offices, to monitor the location of international travelers and project staff members while on in-country travel. Provide technical advice for the development of security related Requests for Proposals (RFPs). Serve on or lead Technical Evaluation Committees as required. Field Office Security Advisory Services: Complete and/or update Security Risk Assessments (SRAs) for each IESC office and travel to non-program, high-risk countries. Complete and/or update Program Security Plans (PSPs) for each IESC office. For programs in which IESC is a sub-awardee, review and approve the prime implementing organization s security plan. Develop Safety and Security Guides for all personnel traveling to the field offices. Manage information and inputs on the security page of the IESC Global intranet site (templates, guidelines, procedures, etc.). Advise and support security for international travelers to and from project countries including pre-departure briefings. Training: Provide an assessment of IESC training needs in the home and field offices and develop plan to implement the trainings. Develop training materials and provide trainings for staff on the IESC Safety and Security Policies. New Business Security Advisory Services: Provide advisory services and recommendations for IESC new business staff for proposal sections related to security, risk management and the health and welfare of proposed staff. Inputs to include short write-ups on security and risk management for inclusion in the management section of the proposal and recommended security services, vendors and arrangements and their associated costs to be included in the budget/cost proposal. Develop risk assessments, security plans and other documents for new business efforts as needed. B. Afghanistan Program Services: IESC s Afghanistan programs have well established security policies, procedures and protocols. The Security Advisor will regularly and collaboratively communicate with the Chiefs of Party (CoPs) advising on the following activities: IESC Page 4

5 General Security Advisory Services: Monitor security related source information and ensuring that the Afghanistan program security position is consistent with the level of threat in all regions of Afghanistan. Advises CoPs and senior IESC management on any changes in the security situation. Work with RMCs to educate IESC employees on all relevant aspects of personal and physical security, with an additional focus on Afghanistan. Serves as one of the Home Office emergency points of contact, with the CoP, in the event of an emergency, security incident, or potential threat. Will serve as the real time POC in order to develop an appropriate response, clear immediate actions and contingency plans with IESC management. Ensures that the RMC and Afghanistan-based program staff have a clear understanding of the steps to be taken and follow up required. Provides financial review and analysis of security budgets and assists in preparation of security related financial projections. Assist in the development of, and approve subsequent changes to, the Country Security Manual and Security Plan, including contingency plans. Risk Management Company (RMC) Advisory Services: The Security Advisor will remotely advise on the management of security operations and the direct relationship with designated RMC, which will be reinforced by semi-regular travel to the field. The Security Advisor will support the CoP in the supervision of operational security planning and implementation, and in providing timely responses to security related data calls from the funding agency, the U.S. Agency for International Development (USAID). Provide advice on the management of IESC s subcontracted RMCs in terms of deliverables and alignment of Standard Operating Procedures and Practices. Assist IESC senior management and CoPs in effectively engaging with the RMC and RMC staff on security planning including spot checks of day to day operations. Collaborate with and advise the CoPs on the efficacy of the RMC, personnel, physical security requirement, communications requirements, equipment requirements, and cost effectiveness of security provisions and recommendations. Reviews security training, personnel and Afghanistan Public Protection Force (APPF) training, and personnel security readiness. Review and approve RMC security plans, security related documents and detailed scopes of work for personnel. Review RMC invoices on a monthly basis and provide concurrence regarding the cost and services. Provide drafts of necessary documents and lead reviews related to RMC specific security contracting and procurement. V. Project Timeframe: The start date of services will be on/or about February 15, The contract will be issued for one year, renewable by agreement of both parties. IESC Page 5

6 VI. Instructions to Offerors: Proposals submission: Offerors should submit their proposals electronically by the closing date of February 02, 2015 at 09:00 a.m. to Robert Baden at Offers received after the closing date and time will be considered only at the discretion of IESC. The Technical and Cost proposals must be submitted separately as TWO individual files. The Technical proposal must be submitted as a PDF file. The budget for the Cost Proposal must also be submitted as an Excel spreadsheet file with the budget notes submitted as a PDF file. Clarification and Amendment of RFP Documents: Offerors may request clarifications via not later than 12:00 p.m., Washington DC time on January 26, Questions should be submitted to Robert Baden at rbaden@iesc.org. IESC will answer questions before the deadline, and will provide answers to questions asked by all Offerors simultaneously via . No questions will be answered over the phone or in person. Cover Page and Markings: The cover page for the Technical Response should be on your company letterhead and MUST contain the following information: Project or Title: (from the front page of this RFP document) Bid Reference Number: (from the front page of this RFP document) Company Name Company Address Name of Company s authorized representative Office Telephone Number, Cellular Phone Number, and address Duration of Validity of proposal Payment terms Acceptance of Tax Withholding Statement and TIN DUNS # Signature, date and time Eligibility Requirements: Companies that are currently providing security services in Afghanistan, such as Risk Management Companies (RMCs) under license to the Afghan government, to NGOs and to for profit implementers are not eligible to respond. Offerors must have extensive and current experience in conflict countries, specifically but not exclusively Afghanistan. Offerors must demonstrate knowledge of the rules and regulations governing US Government awards. IESC Page 6

7 Candidates for the Security Advisor position must be able to travel with short-term notice and for periods of up to two months. Basis for Award: IESC anticipates that award will be based on best-value principles. Accordingly, the award will be made to the technically acceptable Offerors whose proposals provide the greatest overall value to IESC, price and other factors considered, and whose proposals conform to all solicitation requirements. To determine best value, proposals will be evaluated on the criteria below. The relative importance of each individual criterion is indicated by the number of points assigned, totaling 100 points. Offerors should note that these criteria serve to: (a) identify the significant factors which Offerors should address in their proposals, and (b) set the standard against which all proposals will be evaluated. IESC will conduct in person interviews for Offerors selected as finalists. The final evaluation for each Offeror will be based on a review of both the written submission and oral interview. Technical Proposal: Please read carefully, the following are instructions for preparing proposals: Proposals must be organized into sections corresponding to the sections presented. Technical Evaluation Criteria, and numbered accordingly. Please stay in the page limits given below. Only include the requested information and avoid submitting extra content. Any pages exceeding the page limitation for each section of the proposal will not be evaluated. Proposals will be written in English with each page numbered consecutively. Cover pages, dividers, tables of contents and the following attachments are not subject to the page limit: Resumes/Curriculum Vitae (CVs) Past Performance Summary Table No other attachments will be considered. Any page in the Technical Proposal that contains a table, chart, graph, etc., is counted as a page within the page limitation. Technical Evaluation Criteria: Proposals will be evaluated according to the following criteria. Points will also reflect the overall presentation of the proposal, which should be clear, complete, well organized, and well written. Most importantly, proposals should address all the requirements listed in this RFP. [1] Organizational Capacity and Technical Approach: 4 page limit; points 40 Offerors will describe their organizational capacity and the structure and management of their organization. Offerors must provide a list of security services provided, describe how they have approached similar engagements and addressed the needs of the client. Offerors must IESC Page 7

8 demonstrate a knowledge and understanding of the Afghanistan security and regulatory environment by the firm and/or its principles. Offerors will describe how they anticipate the Security Advisor will advise the Chiefs of Party and engage with the RMCs already contracted in Afghanistan. Offerors will address their experience and approach to implementing the items listed in the Statement of Work for: 1) IESC overall organizational security 2) IESC field offices 3) IESC new business 4) Afghanistan general and RMC security advisory services [2] Personnel Experience and Capacities: 2 page limit (not including resumes); possible points 40 The technical proposal shall include a staffing section and include the CVs of a minimum of three proposed Security Advisors. The staffing section should detail the number of years of relevant experience for each candidate in providing security advisory services for organizations in the international development field and their experience managing or providing security/risk management operations for civilian contractors in Afghanistan and other high risk countries under USAID and other US Government funded programs. The proposal should identify and include the CV of the Offeror s home office contact who will oversee the contract and manage the Security Advisor. The principal should have experience in providing client services to organizations with primarily USAID funded programs and budgets, and in invoicing and maintaining backup documentation. CVs should be included as attachments and do not count within the page limitations of this section. This section will be marked on the extent to which the Offeror s personnel have experience with providing the required security advisory services at the organizational level as well as in conflict environments. For technical and budgeting assumptions, minimum qualifications, for the Security Advisor position, are provided below: Security Advisor: Bachelor's Degree, or equivalent level of education and training, is required. Sound knowledge of risk management, security, contingency planning, and crisis management in the international development context. Over five years of experience in public and private sector security and risk management for development assistance programs at all levels of operation, from overall security programming and coordination to field program and protection services. Over five years of experience developing security plans and standard operating procedures for development programs in the challenging security environments for IESC Page 8

9 wide ranging and complex project operations requiring flexibility, adaptation to local operating environments, and close coordination with program technical staff. Five years of experience in emergency response, client extraction, securing locations, and coordinating critical actions with senior program management in response to incidents. Demonstrated success in working closely with the contractor client to facilitate program success while maintaining the safety of staff and accomplishing project objectives. Experience in advising clients on security management as well as on physical security improvements, equipment, and cost effectiveness measures. Experience working and traveling in moderate and high risk countries with limited infrastructure. Physically able to travel to Afghanistan on a semi-regular basis and to other countries as needed. Ability to travel on short notice and up to 50% of the time. Excellent oral and written communication skills in English (An additional language will be an advantage). Advisor must be available to be on call for 24/7 emergencies. [3] Offeror s past performance and references: 3 page limit (not including samples of previous work); possible points 20 The proposal must provide a detailed account of the Offeror s record in implementing similar activities to those outlined in the tasks and activities. This part should include sufficient information regarding any major sub-contracted projects, and elements demonstrating the Offeror s performance for the above the tasks and activities. Offerors should provide a minimum of three references for on-going contracts or contracts that have a closing date of no later than six months prior to the release date of this RFP. The section should include a brief description of the Security Advisory services provided and contact information for the client. Cost Proposal Evaluation: The Offeror shall submit a Cost Proposal, which is separate from the Technical Proposal. In the final copy, please make sure you separate the technical and cost proposals and that you do NOT include any cost information in the technical portion. As stated, IESC anticipates awarding a Time and Materials contract resulting from this solicitation. Offerors should present a cost proposal with detailed budget notes to demonstrate and explain how costs were developed or estimated. The budget narratives should be in a separate document and detail how the cost was obtained and why the unit cost represents a reasonable cost. In preparing cost estimates, the following assumptions may be used: IESC Page 9

10 IESC will purchase services from the firm for training and overall management on an as needed basis. The Security Advisor will be budgeted on a fixed daily rate basis, based on an 8-hour day. Travel to overseas location will be reimbursed at cost, without markup, and must comply with IESC Travel Policies to meet the US Government rules and regulations. Only economy class tickets, complying with Fly America will be reimbursed. IESC will provide office supplies, stationary and computer equipment for the Security Advisor in IESC s offices. Marks for the Cost criteria will be evaluated separately and will consider factors including cost effectiveness, cost control and cost realism. While IESC believes in cost savings, budgets should be realistic and value for the services should be clearly demonstrated. A proposal with the lowest estimated cost will not necessarily win the bid. IESC Page 10

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