Request for Quotation Security & Risk Assessment Services. Date: 11 July Dear Sir/Madam:

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1 Date: 11 July 2016 Subject: Request for Quotation Security & Risk Assessment Services Dear Sir/Madam: Democracy Reporting International ggmbh is pleased to share a competitive tendering process for providing security, risk assessment and training services according to enclosed Terms of Reference as Annex-I. Democracy Reporting International (DRI) is a nonpartisan, independent, not-for-profit international organization registered in Berlin, Germany, which promotes political participation of citizens, accountability of state bodies and the development of democratic institutions worldwide. The deadline for submission of proposal with price quotation is Monday, 1 August 2016 by 1500 Hrs. Please submit your proposal on company/firm s letter head with the name, signature and stamp of the concerned official and company s National Tax Number. The company/firm may submit signed and scanned quotation via with mandatory submission of original via courier or in person at the given address. For any further information, clarification, please contact undersigns. Thank you and best regards. Sincerely, Muhammad Nasir Head of Finance & Administration Democracy Reporting International 1st Floor, Ufone Tower, Jinnah Avenue, Blue Area, Islamabad, Pakistan mnasir@democracy-reporting.org.pk 1

2 (RFQ # DRI-PK ) Request for Quotation Security & Risk Assessment Services Overall objective: The overall objective of the required services is to provide a comprehensive assessment of the key risks/threats to the safety and security of DRI personnel, premises and assets in Islamabad, Pakistan including four provincial capitals (Lahore, Karachi, Quetta and Peshawar) and to implement practical mitigation measures to address these that are appropriate to the operational context. Contract Duration & Total Contract Value: DRI will sign a service contract with the selected bidder. The service contract will start from the date of award of contract till 31 st March The service contract may be extended beyond this period in agreement with both parties and without the submission of a subsequent tender. Submission Timeline: The deadline for submission of price quotation is Monday, 1 August 2016 by 1500 Hrs. Please submit your price quotation on company s letter head with the name, signature and stamp of the concerned official and company s National Tax Number. The company/ firm may submit signed and scanned quotation via with mandatory submission of original via courier or in person at the given address, repeated below: (RFQ # DRI-PK ) Security & Risk Assessment Services Head of Finance & Administration Democracy Reporting International 1st Floor, Ufone Tower, Jinnah Avenue, Blue Area, Islamabad, Pakistan mnasir@democracy-reporting.org.pk Contents of this Tender Document: The document consists of the annexes indicated below, and should be read in conjunction with any Addendum that may be issued by the DRI. Annex I: Annex II: Annex III: Annex IV: Terms of Reference Proposer Information Form Form for Submission of Price Quotation Technical and Financial Evaluation Form Disclaimer: The submission for this tender document does not entail any commitment on the part of DRI, either financial or otherwise. DRI may cancel the tender, any time, without assigning any reason. Other Terms and Conditions: 1. Submitted Offers/ Price Quotations shall be in English language; 2

3 2. All amounts shall be in shown in EUR. Payments will be made in PKR, based on Inter-bank rate of DRI EUR to PKR conversion day rate. DRI Pakistan will deduct with-holding tax at source according to Pakistan Law. 3. The contract will be awarded on best value for money basis. 4. The entire evaluation procedure is confidential. 5. The successful tenderer will be informed in writing that its tender has been accepted. 3

4 Annex I: Terms of Reference Section-A: Update of documentation and advisory concerning DRI Pakistan Office / HQ Staff field travel to Provincial Capitals (Lahore/ Karachi/ Quetta / Peshawar) & other field activity areas (One Time Cost) A brief written report on threat analysis pertaining to the areas DRI operates (Islamabad, Lahore, Karachi, Quetta, Peshawar) List of Updated Emergency Contacts (Police/ Hospitals/ Consulate/ Embassies in each of above locations); Update security advice for Islamabad to include new office location and recommended security cleared guest houses in Islamabad (up to 5 guest houses) (list to be given on contract); Provide emergency route maps from new DRI office and security cleared guest houses; Update recommendations on road travel plan / mode of travel, update of basic SOPs during field mission, particularly by road (adapting to new start from DRI Office and return); Advice DRI Security Team in developing the specifications to procure GPS tracking device for the safety and security of its field teams; A limited contingent to provide relevant information on basic security procedures for DRI staff internal travel (one-off). Section-B: Monthly Retainer/ Consulting Rate (Monthly Retainer Fee) SMS/ Security Updates for all DRI Personnel in Pakistan (including DRI International Visitors) on an ad-hoc basis for locations of current DRI operations; Regular short Weekly security analysis for locations of current DRI operations; Retainer to cover 4x ad hoc security advice verbally via phone to provide general in-country safety & security advisory and 2 x written travel security advice for travels within Pakistan, including route planning, recommended accommodation(s) including guest houses, health and medical concerns, etc. Section-C: NOC from Ministry of Interior, Government of Pakistan (Cost / Activity) Obtain Security clearance from Ministry of Interior/ Ministry of Foreign Affairs according to field mission area prior to staff travel as required, estimate 2 persons per month. Section-D: Assistance in Emergency Evacuation (as and when required) (Cost / Day) 24 hour dedicated assistance during acute emergency, city wide terror attack, evacuation, and relocation. Please quote this service with two options: 1) with K&R negotiations, 2) without K&R negotiations. Section-E: Security Awareness Training for DRI Staff (Cost / Training) One-day Security Awareness Training for DRI Staff (Maximum Office Staff Members) 2 x per year (cost inclusive of Training Material, Stationary, Food /Refreshment etc.) Contents of the Training: Situational awareness, First Aid, Emergency Preparedness, Reaction in Hostage Situation, travel security; Crisis prevention and recovery; Disaster and Crisis Drills Management, Office Evacuation Plans; 4

5 Annex II Proposer Information Form (Note: Please complete this section in full) About the Company/Firm: Company/ Firm s Registered Name: Trading Name: NOC from Ministry of Interior, Government of Pakistan (permission to act as Security Company/ Firm): National Tax Number (NTN) (attach certificate): Sales Tax Registration Number (STN) (attach certificate): Company Address with telephone / Proposer s Authorized Representative: (Name/Designation/ Address/ Tel/Cell, Fax/ ) Branch Offices/address (if any): Total years of experience as Security Consulting Company/ Firm: Official Banking Details: Provide Details of Specialized Services (Category Wise): Please add more if needed. 5

6 Annex III Form for Submission of Price Quotation Section Activity Description Quoted Price (EUR) Section-A Section-A: Update of DRI Pakistan Office / HQ Staff field travels to Provincial Capitals (Lahore/ Karachi/ Quetta / Peshawar) & other field activity areas (One Time Cost) A brief written report on threat analysis pertaining to the areas DRI operates (Islamabad, Lahore, Karachi, Quetta, Peshawar) List of Updated Emergency Contacts (Police/ Hospitals/ Consulate/ Embassies in each of these locations); Update security advice for Islamabad to include new office location and recommended security cleared guest houses in Islamabad (up to 5 guest houses) (list to be given on contract); Provide emergency route maps from new DRI office and security cleared guest houses; Update recommendations on road travel plan / mode of travel, update of basic SOPs during field mission, particularly by road (adapting to new start from DRI Office and return); Advice DRI Security Team in developing the specifications to procure GPS tracking device for the safety and security of its field teams; A limited contingent to provide relevant information on basic security procedures for DRI staff internal travel. Section-B Section-C Section-D Section-B: Monthly Retainer/ Consulting Rate The selected Company/ firm will act as DRI Security Consultant in Pakistan and will provide: SMS/ Security Updates for all DRI Personnel in Pakistan (including DRI International Visitors) on an ad-hoc basis for locations of current DRI operations; Regular short Weekly security analysis for locations of current DRI operations; Retainer to cover 4 x ad hoc security advice verbally via phone to provide general in-country safety & security advisory and 2x written travel security advice for travels within Pakistan, including route planning, recommended accommodation(s) including guest houses, health and medical concerns, etc. Section-C: NOC from Ministry of Interior, Government of Pakistan Obtain Security clearance from Ministry of Interior/ Ministry of Foreign Affairs according to field mission area prior to staff travel as required, estimate 2 persons per month. Section-D: Assistance in Emergency Evacuation (As and when required). 24 hour dedicated assistance during acute emergency, city wide terror attack, evacuation, and relocation. Please quote this service with two options: 1) with K&R negotiations, 2) without K&R negotiations. (Monthly Retainer Fee) (Cost / Activity) (Cost / Activity) 6

7 Section Activity Description Quoted Price (EUR) Section-E Section-E: 1 x Security Awareness Training for DRI Staff (Cost / One-day Security Awareness Training for DRI Staff (Maximum Training) Office Staff Members) 2x per year Contents of the Training: Situational awareness, First Aid, Emergency Preparedness, Reaction in Hostage Situation, travel security; Crisis prevention and recovery; Disaster and Crisis Drills Management, Office Evacuation Plans; 7

8 Annex IV - Technical & Financial Evaluation Form S# Description of Technical/ Financial Evaluation Max Marks Obtained TECHNICAL EVALUATION PART (50 Marks): 1. Organizational Profile, total years of relevant experience in 15 security field since inception of business operations (1 mark per year, max marks for 15 years plus experience) 2. Police Clearance Certificate (Senior Management, CEO/ Other) National Tax Number as active tax payer Sales Tax Registration Number Provide letter of appreciations from other Clients with complete references with contacts (authorized representative of the Company/ firm, telephone, fax, ) (DRI may contact for reference check) (1 mark for each letter, maximum 5 marks) 6. Does the provider have an internal statement on ethical standards and behavior (Please provide a brief statement)? 7. Have there been criminal investigations against the provider or individual management staff in the past 3 years? 8. Is management decision-making transparency ensured? Please provide a narrative? 9. Has the provider worked with NGO providers in the past? If so in which field? 10. Geographical Coverage Fully Operational Offices in Islamabad (7.5 Marks) Fully Operational Offices in Provincial Capitals (2.5 Marks) 11. Provision of 24/7/365 days services: 5.0 Marks at office; 5.0 Marks services availability from home on personal cell phone, or landline FINANCIAL EVALUATION PART (50 Marks): Marks Obtained on Price Quoted in Section-A Marks Obtained on Price Quoted in Section-B Marks Obtained on Price Quoted in Section-C Marks Obtained on Price Quoted in Section-D Marks Obtained on Price Quoted in Section-E 10 Marks Allocation Formula: Lowest Financial Proposal/ Proposal Under Review x 10 = The lowest will get full 10 marks and the rest will get proportionate marks as per their financial offer in relation to the lowest bid submitted; Total Marks: 130 8