Request for Proposal for the Provision of Security Services

Section 2 – Scope of Procurement

Introduction: The Food for Progress Rwanda Activity, implemented by CNFA and funded by USDA, aims to boost agricultural productivity and food security in Rwanda. It focuses on helping farmers adopt climate-smart practices, improving food safety, and supporting the government in applying international food safety standards. The program also helps farmers, cooperatives, and local markets follow these standards to increase the value of their products. The purpose of this Solicitation is to solicit the procurement of Security Services for staff offices. This Solicitation contains requirements for Items/Services (hereinafter “Items”) to be procured.

Scope of Work: CNFA is soliciting proposals from security providers to provide a comprehensive set of security guard services for CNFA’s Food for Progress Rwanda Activity office(s) in Kigali, Rwanda. These services will include general security, entry control, key control, patrol, inspection, incident reporting, surveillance, and additional services as requested by CNFA to ensure the safety and protection of its personnel, property, and facilities.

Upon selection, the list of premises where security services shall be deployed will be provided. The supplier will be expected to provide a safety and security risk assessment and safety and security guidance based on the determined location(s).

Section 3 – Evaluation Methodology and Criteria

CNFA will use a Weighted Trade-Off Analysis, Including Cost Criteria evaluation methodology for this solicitation. Weighted Trade-Off Analysis selects the offeror providing the best overall value to CNFA, considering both price and technical factors, according to the assigned weights provided in the evaluation criteria. The Technical Evaluation Committee (TEC) will assess offer acceptability in accordance with the following criteria: 

Section 4 – Offer Format Instructions

Offers in response to this solicitation must comply with the following instructions:

• Submissions will be accepted in the following language(s): English
• Include the following in the offer footer:
• Offeror name
• Solicitation Number
• Page Numbers
• Offer in the format provided in Annex 1

Section 5 – Complete Offer

A complete offer must include the following documents:

• Completed Annex 1 – Offer Template
• Copy of the Offeror’s business license – if an individual, a copy of personal identification

Section 6 – CNFA Terms and Conditions

Ethical and Business Conduct: CNFA is committed to integrity in procurement, and only selects offerors based on objective business criteria such as price and technical merit. CNFA does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any organization or individual violating these standards will be disqualified from this solicitation, barred from future procurement opportunities, and may be reported to both CNFA’s Client – as applicable – and the appropriate Office of the Inspector General.

Employees and agents of CNFA are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to CNFA’s Client – as applicable – and the appropriate Office of the Inspector General. In addition, CNFA will further inform these agencies of any Offerors’ offers of money, fee, commission, credit, gift, gratuity, object of value or compensation to obtain business.

Please contact the designated Point of Contact on the Solicitation Cover Page with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to CNFA’s Fraud Hotline in writing via email at FraudHotline@cnfa.org or you may make an anonymous report by phone, text, or WhatsApp to the CNFA Global Fraud Hotline at 202-991-0943.

Terms and Conditions: This Solicitation is subject to CNFA’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

• CNFA’s standard payment terms are 30 calendar days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this Solicitation and identified in the resulting award; payment will not be issued to a third party.
• No commodities or servicesmay be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
• Any international air or ocean transportation or shipping carried out under any award resulting from this Solicitation must take place on U.S.-flag carriers/vessels unless otherwise approved by CNFA.
• United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
• United States law prohibits engaging in any activities related to Trafficking in Persons. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
• The title to any goods supplied under any award resulting from this Solicitation shall pass to CNFA following delivery and acceptance of the goods by CNFA. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to CNFA.
• The offeror is prohibited from providing certain telecommunications equipment or services as a substantial or essential component of any system, or as a critical technology as part of any system, produced by the following covered companies, and their subsidiaries and affiliates, in the performance of any resulting award: Huawei Technologies Company; ZTE Corporation; Hytera Communications Corporation; Hangzhou Hikvision Digital Technology Company; Dahua Technology Company; and any other company as determined by the United States Government. The offeror certifies it will not provide covered telecommunications equipment or services to CNFA in performance of the resulting award. If covered telecommunications equipment or services are offered, the offeror must disclose it.

Disclaimers: This is a Solicitation only. Issuance of this Solicitation does not in any way obligate CNFA, its project(s), or its Client(s) to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. In addition:

• Offerors are responsible for ensuring their offers are received by CNFA in accordance with the instructions, terms, and conditions described in this Solicitation; failure to adhere to instructions may lead to disqualification
• CNFA may cancel the Solicitation and not award at any time
• CNFA may reject any or all responses received
• Issuance of the Solicitation does not constitute award commitment by CNFA
• CNFA reserves the right to disqualify any offer based on offeror failure to follow the Solicitation instructions
• CNFA will not compensate offerors for response to the Solicitation
• CNFA reserves the right to issue award based on initial evaluation of offers without further discussion
• CNFA may negotiate with offerors for their best and final offer and/or request clarifications from any offeror prior to award
• CNFA reserves the right to increase or decrease its order for quantities or units with the selected offeror
• CNFA may reissue the Solicitation or issue formal amendments revising the original Solicitation specifications and evaluation criteria before or after receipt of proposals
• CNFA may modify the specifications without issuing a formal notice to all offerors when the revisions are immaterial to the scope of the Solicitation
• CNFA may choose to award only part of the activities in the Solicitation, or issue multiple awards, if in the best interest of CNFA
• CNFA reserves the right to waive minor offer deficiencies that can be corrected prior to award determination to promote competition
• Offerors understand that CNFA’s Client(s) is not a party to this Solicitation and the offeror agrees that any protest hereunder must be presented – in writing with full explanations – to CNFA for consideration. CNFA’s Client(s) will not consider protests regarding procurements carried out by CNFA. CNFA, at its sole discretion, will make a final decision on any protest for this procurement.

Annex 1 – Offer Template

The following cover letter must be placed on letterhead – if applicable – and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:

PART 1 – COVER LETTER

To: USDA Rwanda Procurement

procurement@cnfa-rwanda.org

Reference: Solicitation No.7 RFQ-USDA-FFPr-2024-Security Services

To Whom It May Concern:

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced Solicitation. Please find our offer attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced Solicitation. We further certify that the below-named organization—as well as the organization’s principal officers and all commodities and services offered in response to this Solicitation—are eligible to participate in this procurement under the terms of this solicitation and under the applicable regulations.

Furthermore, we hereby certify that, to the best of our knowledge and belief:

• We have no close, familial, or financial relationships with any CNFA, its project staff members, or its Client (as applicable);
• We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced Solicitation;
• We and our principal offerors are not debarred, suspended, or otherwise considered ineligible for receiving US Government funds. We understand that CNFA will not make any award to an entity that is debarred, suspended, or considered ineligible by the US Government;
• The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition;
• All information in our proposal and all supporting documentation is authentic and accurate;
• We understand and agree to CNFA’s prohibitions against fraud, bribery, and kickbacks;
• We understand and agree to CNFA’s prohibitions against funding or associating with individuals or organizations engaged in terrorism or trafficking in persons activities.

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete:

PART 2 – OFFER

Offerors are instructed to complete this form and place it on the Offeror’s letterhead. Once completed, this form serves as the binding proposal in response to this solicitation and is valid for the period identified on the cover page of this Solicitation. Failure to submit the information required herein may lead to disqualification of the offer.

Technical Proposal

Provide a detailed proposal.

1.1 Technical Approach

Provide a detailed approach.

1.1.1 Selection of Personnel and Supervisor and Training Program:

Explain in detail how your guards and supervisors are selected and vetted:

 Explain in detail your company’s training program for newly hired guards and supervisors, including any refresher training your company provides:

1.1.2. Standard Operating Procedures:

Provide an example of your standard operating procedures (SOP) in regard to providing security services to CNFA. The SOP should address the following at a minimum:

• Entry control point procedures for vehicles and personnel,
• Emergency response plans, such as fires, medical emergencies, burglary, break-ins, terrorist-related or active shooter incidents, and earthquakes
• Escalation of force rules
• Guard force general orders
• Roving patrol guidance
• Counter-surveillance measures
• Post logbooks
• Basic physical security measures for office and residence
• Communication plans

1.1.3. Logistics, Supplies, and Communications:

Explain what equipment, uniform, etc. each guard will be issued:

Explain what communications equipment and procedures will be used by each guard and supervisor:

1.1.4. Understanding of Security Environment:

Provide a detailed security risk assessment of CNFA’s property(ies) based on your on-site visit.

1.2 Management, Personnel, and Resources

Propose the number of guards and supervisors for this assignment based on the security risk assessment:

Explain your command and control procedures and span of control of supervisors per guards:

Cost Proposal

Offerors are instructed to complete boxes highlighted in gray. Pricing must be presented in Rwandan Franc. The cost proposal must match the degree of sophistication of the technical proposal. CNFA reserves the right to negotiate the proposed budget or request clarification at its discretion.

Tax Considerations

Offerors are made aware of CNFA’s tax status in Rwanda. The CNFA Rwanda USDA Project is currently not tax-exempt in Rwanda. Offers submitted must comply with these tax considerations.

Bank Account

Offerors are instructed to complete boxes highlighted in gray:

References

Offerors are instructed to complete the boxes highlighted in gray:

Additional Documentation

Offerors are required to include the following documents as attachments to this offer to be considered for evaluation:

• Example of Company Standard Operating Procedures
• Completed On-Site Visit Form of CNFA Property(ies) to include a detailed safety and security risk assessment and location-specific safety and security guidance.