REQUEST FOR QUOTATION (RFQ)

Issue date: August 19, 2024

Request No: LEAD-RFQ-2024-016

NOTICE: Prospective Offerors who have received this document from a source other than the LEAD project should immediately contact LGGAprocurement@dai.com and provide their name and mailing address so that any amendments to this RFQ or other solicitation-related communications can be sent directly to them. Any prospective Offeror who fails to register their interest with DAI/LEAD assumes complete responsibility if they do not receive communications prior to the closing date of this RFQ. Any amendments to this solicitation will be issued via email.

Issuance of this RFQ in no way obligates DAI to award a subcontract or purchase order and Offerors will not be reimbursed for any costs associated with the preparation of their quote. No discussions or negotiations are permitted with Offerors under this RFQ. Offerors shall submit their best and final price.

USAID-funded LEAD project

18th Street and Warner Avenue, Sinkor, Apt 2A & 2B

Monrovia, Liberia

Submission of Quotations

LGGAprocurementInbox@dai.com with “LEAD-MON-2024-016, Provision of Security Services” in the email subject line. Any other form of submission will not be accepted.

Clarification Requests

All questions received will be compiled and answered in writing and distributed to all registered Offerors.

Issuance of this RFQ in no way obligates DAI to award a subcontract or purchase order and Bidders will not be reimbursed for any costs associated with the preparation of their quote.

To be considered for award, Offerors must follow the instructions provided in this RFQ, submit a complete quotation (see section 11), meet all of the requirements identified in Sections 12 and 13, and produce a SAM number (see section 14) prior to award.

1. See Attachment A

Response

1. Attachment B – Cover letter
2. Attachment C – Vendor’s technical offer form
3. Attachment D – Price Schedule
4. Manufacturer authorization (Not Applicable)
5. Technical data sheet

Offerors

• Each Offeror is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. Failure to do so will be at the Offeror’s risk.
• All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via email.
• If this RFQ solicitation is amended, then all terms and conditions not modified through the amendment shall remain unchanged.
• By submitting a quote, Offerors fully understand that their quote must be valid for a period of 30 days, which shall be indicated in the cover letter submission.
• Prior to any award the Offeror must meet all determination of responsibility requirements as listed in Box 13.
• Offerors shall submit quotes on company letterhead and sign, date and stamp their quotation.
• Offerors shall complete Attachment B: Price Schedule template in

United States Dollars (USD) only exclusive of Value Added Tax (VAT). DAI will seek VAT exemption in Liberia as permitted under the DAI prime contract.

Responsibility

1. Copy of certificate of incorporation/registration
2. Copy of current and valid Tax Compliance certificate with relevant authorities
3. Evidence of an Unique Entity ID (SAM)(explained below and instructions contained in the Annex) (Not applicable for this procurement unless any of the language from section 16 apply)
4. Confirmation the source, origin and nationality of the services are not from a Prohibited Country (explained below) or include the use of prohibited technology.
5. Ability to comply with required or proposed delivery or performance schedules.
6. Have a satisfactory past performance record as demonstrated by completed past performance information for three current or prior clients.
7. Be qualified and eligible to perform work under applicable laws and regulations.
8. Have an official/company’s bank account for payments.

Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company, or any subsidiary or affiliate thereof, in compliance with FAR 52.204-25.

For those required to obtain a Unique Entity ID (SAM) you may request Attachment C: Instructions for Obtaining a Unique Entity ID (SAM)For those not required to obtain a Unique Entity ID (SAM), you may request Attachment D: Self-Certification for Exemption from Unique Entity ID (SAM) Requirement

Reporting Responsibilities

• Any requests for a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by a DAI employee, Government official, or their representatives, to influence an award or approval decision.
• Any offer of a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by an offeror or subcontractor to influence an award or approval decision.

• Any fraud, such as mis-stating or withholding information to benefit the offeror or subcontractor.
• Any collusion or conflicts of interest in which a DAI employee, consultant, or representative has a business or personal relationship with a principal or owner of the offeror or subcontractor that may appear to unfairly favor the offeror or subcontractor. Subcontractors must also avoid collusion or conflicts of interest in their procurements from vendors. Any such relationship must be disclosed immediately to DAI management for review and appropriate action, including possible exclusion from award.

These acts of corruption are not tolerated and may result in serious consequences, including termination of the award and possible suspension and debarment by the U.S. Government, excluding the offeror or subcontractor from participating in future U.S.

Government business.

Any attempted or actual corruption should be reported immediately by either the offeror, subcontractor or DAI staff to:

• Toll-free Ethics and Compliance Anonymous Hotline at (U.S.) +1-503-597-4328
• Hotline website – www.DAI.ethicspoint.com, or
• Email to Ethics@DAI.com
• USAID’s Office of the Inspector General Hotline at https://oigportal.ains.com/eCasePortal

By signing this proposal, the offeror confirms adherence to this standard and ensures that no attempts shall be made to influence DAI or Government staff through bribes, gratuities, facilitation payments, kickbacks or fraud. The offeror also acknowledges that violation of this policy may result in termination, repayment of funds disallowed by the corrupt actions and possible suspension and debarment by the U.S. Government.

1. DAI/LEAD invites proposals from firms/Security service providers/ organizations to provide security guard Services at the locations and requirements below.

Locations:

• Bong Office, Gbarnga, Bong County
• Bassa Office, Buchanan, Grand Bassa County
• Nimba Office, Ganta, Nimba County

2. Period of Services: One year from Contract Signature, including the time needed to mobilize personnel, equipment, and other resources. This period is subject to extension upon needs assessment and agreement by both parties (LEAD and the service provider). The purpose of the assignment is to provide security guard Service on a regular and on-call basis in the above-mentioned locations as per the duty schedule provided by DAI/LEAD respective offices.

3. Duties and Responsibilities Guards:

• To ensure the physical integrity and safety of DAI/LEAD’s Office premises and assets.
• Screen and control all arriving visitors/staff/vehicles as per DAI/LEAD’s standard.
• Verify that the persons entering the office premises are either staff possessing a valid ID card/badge or visitors having an appointment. Visitors will be screened, logged in the “Visitors Logbook”.
• To check the visitors/visitors’ luggage, if required.
• To Monitor and log all the movements of the office property and vehicles in and out of the premises.
• To inform immediately responsible DAI/LEAD’s staff and relevant local authorities in case of emergency relating to the office premises such as interference, crowd, fire, etc.
• To receive the incoming document while observing the safety measures. Each package and parcel received should be carefully examined and informed immediately to the staff member concerned on the arrival of the package or parcel, especially during weekends.
• Immediately inform responsible DAI/LEAD’s staff or local police of unattended vehicles/suspicious or emergency events near the office Premises.
• Ensure all rooms are closed and locked, electricity is switched off, and there is no water leakage after office hours.
• To leave the place of duty only with permission from the Safety & Security DAI/LEAD’s staff.
• To be polite and attentive with the visitors while responding to telephone calls. To inform the relevant staff immediately of any important security-related messages received.
• To inform the DAI/LEAD’s staff immediately of all the detected weaknesses in the security system and violations of policies.

4. Prohibitions (during working hours):

• To do work that does not relate to the guard’s duties.
• To sleep, read books, play table games, or use social networks.
• To take/drink alcohol during duty hours.
• To desert or leave duty post without prior notice and approval.
• To delegate guarding duty to someone else without appropriate permission.

Additional requirements:

• Conversational knowledge of English is mandatory.
• Female guards are highly encouraged to be amongst the security guards.

6. Supervision:

a. The management of the Security Agency is responsible for the direct supervision of deployed security guards.

b. The Staff of the respective DAI/LEAD’s offices will laisse with Agency Security Focal person for managing, supervising, coordinating, and deploying security guards.

7. Required Personnel:

a. 4 Guards in total per county, with 1 guard running 8-hour-first shift (morning), 1 guard running on 8-hour shift (afternoon) and 2 guards running 8 hours shift (night)

8. Qualification and experience of the Guards:

Guards are expected to have the following qualifications and experiences:

a. The company will supply uniforms and trained civil guards.

b. Minimum of five years’ experience in office security and guard duty in a reputed organization. c. Age is between 25 to 45 years.

Cost and Payment:

a. The firms/Security service providers/ organizations should mention the rate per security guard basis per month and applicable taxes.

b. Payment will be based on the complete month’s work, which means security guards have been deployed for duty after the invoice and monthly security situation report are submitted.

c. At the end of the month, the company will submit a request for payment along with a bill and security situation report.

d. Applicable taxes will be deducted from the stated amount at the time of payment as per the laws of the Republic of Liberia.

12. Requirements for the security service Providers

• The security company must be registered/licensed and possess all required legal permits for the provision of unarmed security services.
• All personnel deployed by the security company to perform work within the scope of the contractual agreement should be fully qualified as Security Guard service, in accordance with all relevant laws of the Republic of Liberia.
• The security company shall also be required to provide additional security personnel on an as-and-when-required basis, following the receipt of an authorized written request from the DAI/LEAD’s Offices, at the rates set out in the Contract.
• The company will supply uniforms and trained civil guards for the duty.
• The list of the security personnel to be deployed on duty will be shared with DAI/LEAD upon the start of the agreement. Any changes in personnel should be communicated immediately in writing.
• The Company should be liable to cover (Insurance) of its security personnel for personal accidents and death while they are performing their duties.
• The company will provide adequate supervision to ensure the proper performance of the deployed personnel in accordance with the prevailing assignment instruction agreed upon by the two parties.
• All necessary reports and other information will be supplied on a mutually agreed basis, and regular meetings will be held with DAI/LEAD regarding security personnel’s performance.
• The deployed security personnel will take proper and reasonable precautions to preserve any loss, destruction, waste, or misuse of the area of responsibility given to them by DAI/LEAD.
• The security personnel will not accept any gratuity or reward in any shape or form while on DAI/LEAD’s duty.
• DAI/LEAD will have the right within reason to remove the deployed personnel if considered undesirable or inappropriate.
• The company will ensure the safety and security of DAI/LEAD’s property and equipment entrusted to its deployed personnel.

Required Documents

The service provider should submit the documents mentioned below along with the proposal.

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