REQUEST FOR PROPOSALS - jobs.af · PDF fileREQUEST FOR PROPOSALS ... Proposals must offer services for the total requirements of this ... The award is fully dependent on the outcome

Democracy International, Inc. 7600 Wisconsin Avenue, Suite 1010 Bethesda, MD 20814 USA

Phone: +1.301.961.1660 Fax: +1.301.961.6605 www.democracyinternational.com

REQUEST FOR PROPOSALS

TITLE: SECURITY RISK MANAGEMENT SUPPORT, RFP # OPS002 ISSUE DATE: NOVEMBER 6, 2016 CLOSING DATE: NOVEMBER 27, 2016 at 4:00PM AFT SUBJECT: DEMOCRACY INTERNATIONAL, Cooperative Agreement No. 306-A-00-09-00522-00,

Advancing Effective Reforms for Civic Accountability (AERCA), Project Code 4005-001 Dear Offerors, The purpose of this RFP is to solicit Risk Management Companies (RMC) to assist Democracy International (DI) with armed expat risk management support for Democracy International’s office villa and residence compound in Kabul, Afghanistan. The Contract resulting from this award will be a single Fixed Monthly Price Contract. The period of performance is expected to commence on January 1, 2017 and conclude on June 30, 2017 when the AERCA project is scheduled to end. Contract extensions are contingent on availability of USAID funding. Proposals are due November 27, 2016 at 4:00PM AFT and must be submitted electronically via email to: [email protected]. All questions should be submitted in writing and emailed to [email protected] no later than five (5) calendar days from the issue date of this solicitation. No questions/clarifications will be entertained should they be received by means other than the specified email address. Answers will be compiled and distributed to potential Offerors on November 15, 2016. This RFP is composed of the following sections:

PART 1 – About Democracy International, Inc. PART 2 – Instructions to Offerors PART 3 – Proposal Evaluation Methodology PART 4 – Statement of Work & Specified Tasks PART 5 – General Conditions of the Contract PART 6 – Flow-Down Clauses

We look forward to hearing from you. Yours truly, Democracy International

mailto:[email protected]

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PART 1 – About Democracy International, Inc. Democracy International, Inc. (DI) provides analytical services, technical assistance, and project implementation for democracy and governance programs worldwide for the U.S. Agency for International Development (USAID) and other development partners. Unique among consulting firms, DI’s core capabilities and principal focus are in international democracy and governance (DG) assistance. DI offers expertise and practical, field-based experience across the entire range of DG programming, including: (1) elections and political processes (voter education, political party development, election management and administration, international and domestic election monitoring); (2) governance (legislative and institutional strengthening, local government and decentralization); (3) the rule of law (constitutional and legal reform, justice-sector reform, court administration, legal profession, anticorruption, human rights); and (4) civil society development and advocacy. The firm also has extensive experience with analytical services, including assessments, evaluations, project designs, democracy assistance studies, survey research, quantitative methods, M&E, and strategic communications.

Democracy International in Afghanistan Democracy International has deployed international election observation missions to three full election cycles in Afghanistan: the 2009 presidential and provincial council elections, the 2010 parliamentary elections, and the 2014 presidential and provincial council elections. After the 2009 elections, DI maintained a consistent presence in Afghanistan to work with Afghan stakeholders on implementing the recommendations from that mission. Through December 2015, DI worked to foster an inclusive and productive dialogue on electoral reform among Afghan stakeholders. In January 2016, DI launched USAID’s Advancing Effective Reforms for Civic Accountability (AERCA) project, a new initiative to support Afghan civil society and government entities in their efforts to combat corruption. DI is providing multi-faceted support to: (1) strengthen Afghan civil society organizations’ ability to perform oversight and watchdog functions and (2) support the Government of the Islamic Republic of Afghanistan (GIRoA) to implement reforms that combats corruption. For more information on DI please visit: www.democracyinternational.com

http://www.democracyinternational.com/

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PART 2 – Instructions to Offerors

1. Cost of Proposal: The Offeror shall bear all costs associated with the preparation of their proposal. DI will in no case be held responsible or liable for those costs, regardless of the outcome of the solicitation.

2. Contents of Proposal: Proposals must offer services for the total requirements of this solicitation. Proposals only offering part of the requirement, either by omission or error, will be at the Offeror’s risk and may affect the evaluation of their proposal. All proposals will be treated as confidential.

3. Separation of Cost and Technical Proposals: The Technical Proposal and Cost Proposal must be kept

separate from each other. Technical Proposals must not make reference to cost or pricing data in order that the technical evaluation may be made strictly on the basis of technical merit.

4. Clarification of Solicitation: Offerors requiring clarification of this solicitation may do so by email.

DI’s response will be sent to all potential Offerors, provided these have signaled their potential interest by close of business (Kabul) on November 15, 2016. The source of the inquiry will not be identified. All communication should be directed to: [email protected]

5. Language of the Proposal: All proposals and correspondence related to this solicitation must be

submitted in English.

6. Documents Comprising the Proposal: The proposal shall be comprised of the following three components:

a. Technical Component:

i. Provide company background and describe how company is suited to support this task.

ii. Offeror’s confirmation of the provision of security services as outlined in PART 4 Statement of Work (SOW) of this solicitation. The scope of work is based upon activities currently agreed with USAID. Democracy International reserves the right to alter the SOW, including manning levels and contractual period, in accordance with subsequent agreed activities with USAID.

iii. Provide a past performance matrix. iv. Supporting documentation, including but not limited to staff CVs, company license

to operate in Afghanistan, and company organizational chart. v. This component shall not contain any pricing information whatsoever.

b. Financial Component:

i. Offeror’s final total price. ii. Detailed pricing schedules organized to demonstrate a fixed monthly cost. Please

note, DI will directly pay or provide specific items. Please refer to the SOW. iii. Currency used throughout will be US dollars (USD).

c. Vetting Documents:

i. USAID Information Form (Annex A) with Part 1: Sections 1, 5, and 6 completed. ii. Passports of key personnel

iii. Copy of valid Afghan business license

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7. Complete Proposal: All components shall comprise the overall Offeror’s proposal.

8. Period of Validity for Proposals: The proposals shall remain valid for a period of 30 days after the

closing date of the RFP.

9. Responsibility Determination: Award shall only be made to, “responsible” prospective subcontractors. To enable DI to make this determination, the Offeror must briefly describe in the Attachment Section of the proposal that it:

(a) has adequate financial resources including appropriate insurance coverage to perform the work stated herein, or the ability to obtain them;

(b) is able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments;

(c) has a satisfactory performance record; (d) has a satisfactory record of integrity and business ethics; (e) has the necessary technical capacity, equipment and facilities, or the ability to obtain

them; and (f) is otherwise qualified and eligible to receive an award under applicable laws and

regulations.

10. Eligibility of Firms:

The authorized geographic code for the source and origin of the goods and services and for the nationality of our suppliers under this contract is USAID Geographic Code 935. A full discussion of the source/origin/nationality requirements may be found at 22 CFR 228 (see for the full set of references). Offerors whose proposals fail to meet the nationality requirements will be considered non-responsive. In addition to the above and to comply with the Afghan local laws, Offerors must be licensed and authorized to conduct business in Afghanistan.

Only providers who currently, or recently within the past 6 months, have provided similar services to other USAID implementing partners are eligible.

11. Conflict of Interest: The Offeror warrants that no DI employee or contractor has received or will

receive any direct or indirect benefit arising from this solicitation or its subsequent award. All parties agree that the breach of this provision will result in the termination of the contract that may be awarded as a result of this solicitation.

PART 3 – Proposal Evaluation Methodology

1. Evaluation of Proposals: The Principal of DI will appoint an Evaluation Committee to conduct the evaluation of proposals in a three stage process:

Stage 1: The Technical Component will be evaluated on the basis of its responsiveness to PART 4 (SOW) of this solicitation. Any Technical Component that is deemed not to satisfy

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the critical aspects of this solicitation will result in the rejection of the entire Offeror’s proposal at this stage.

Table 1. Technical Component Evaluation Matrix

Description Sub-Score

Weight

Sub-Score Points

Offerors

A B C D E

1. Confirmation of operations, ability to meet specified tasks (SOW), mobilization ability.

50% 25

2. Key staff qualifications. 20% 10

3. Relevant Past Performance

30% 15

Total Score Technical Proposal HPS 50 Pts

Stage 2: All proposals that successfully respond to Stage 1 will have their Financial Components evaluated.

Table 2. Financial Component Evaluation Matrix

Description Sub-Score

Weight

Sub-Score Points

Offerors

A B C D E

1. Appropriate pricing 60% 30

2. Detailed line item breakdown of costs

30% 15

3. Overall financial proposal presentation, logic, and clarity

10% 5

Total Score Financial Proposal HPS 50 Pts

Stage 3: Proposals will be ranked according to their combined Technical and Financial scores, and will then be evaluated for best value. Best value is determined by a trade-off process between combined merits and costs. DI reserves the right to negotiate with several Offerors and request their best and final offers (BAFO).

2. Award of Contract: DI will award the contract for this solicitation to the Offeror that it considers best able to provide the best value for the services requested. The award will be made prior to the expiration of period of proposal validity (as Section 2, point 8). DI reserves the right to accept or reject any proposal or annul this solicitation process at any time prior to the award of contract, without incurring any liability to the affected Offeror(s). DI is not obligated to inform the affected Offeror(s) of the grounds for rejection. The award is fully dependent on the outcome of vetting.

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This award will result in a Fixed Monthly Price Contract, which means that the budget must be developed for fixed monthly labor, equipment, overhead, and profit costs.

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PART 4 – Statement of Work Required & Specified Tasks

1. DI would like to maintain the current risk management structure, which includes the following onsite armed expat personnel:

Ser Team 1 Team 2

a. 1 x Project Risk Manager 1 x Project Risk Manager

b. 2 x Movement Security Officer 2 x Movement Security Officer

c. 1 x Static Security Officer 1 x Static Security Officer

The two teams provided above are for back-to-back rotations.

The project managers will be required to occasionally act as movement security officers. Job descriptions for these positions are detailed in ANNEX B.

DI currently has a roster of 8 expat security personnel that the offeror would be required to hire and retain as a part of the contract, subject to those personnel being free and interested to continue in their present roles.

2. Develop security/safety SOPs and emergency plans;

3. Supervise local security staff and drivers;

4. Maintain situational awareness on threat info in the area and advise staff on security matters; 5. Maintain liaison with other security stakeholders (USAID PLSO, ANSF, other security actors); 6. Produce Flash Reports on incidents within Kabul, recommendations on security posture and

impact on program delivery; 7. Produce Significant Incident Reports (SIR) on matters that affect DI;

8. Contingency planning (medevac, kidnap, arrest & detention, etc.), and advise a crisis

management team (CMT) should the need arise;

9. Will conduct security orientation briefing session with new expat employees and whole staff security training and rehearsals;

10. Conduct monthly drills with DI staff at the office;

11. Maintain accurate inventory of weapons and ammunition that are used for this contract and

maintain weapons licensing;

12. Democracy International will provide meals and accommodation for Vendor’s personnel at The Baron Hotel;

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13. Democracy International has much of the equipment and infrastructure in place and will directly pay for, or will provide to the Vendor: drivers, armored vehicles, personal protection equipment, fuel for the vehicles, cameras, and other monitoring equipment and radios.

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PART 5 – General Conditions of the Contract

1. Source of Instructions: Vendor personnel will be hierarchically responsive to DI AERCA’s Chief of Party and functionally responsible to DI’s Director of Global Security.

2. Subcontractors’ Responsibility to its Employees: The provider shall be responsible for the technical and professional competence of its personnel and will select, for employment on this contract, reliable individuals who will perform as an effective team member, respect local customs and laws, and conform to a high standard of moral and ethical conduct.

3. Sub-Contracting: Not anticipated. Individuals acting as consultants on behalf of vendor do not count

as sub-contracting in terms of this task.

4. Indemnification: The vendor shall indemnify, hold and save harmless, and defend, at its own expense, DI, its officials, agents, servants and employees from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses, arising out of acts or omissions of the Contractor, or the Contractor's employees, officers, agents or subcontractors, in the performance of this Contract.

5. Security Provider Insurance and Liabilities: The Vendor shall provide and thereafter maintain

insurance against all risks in respect of its property and any equipment used for the execution of this Contract. The Vendor shall provide and thereafter maintain all appropriate workmen's compensation insurance, or its equivalent, with respect to its employees to cover claims for personal injury or death in connection with this task. The Vendor shall also provide and thereafter maintain liability insurance in an adequate amount to cover third party claims for death or bodily injury, or loss of or damage to property, arising from or in connection with the provision of services under this task or the operation of any vehicles, boats, airplanes or other equipment owned or leased by the Vendor or its agents, servants, employees or sub-contractors performing work or services in connection with this task.

6. Specific Insurance Requirements: The Vendor shall provide evidence of, or ability to obtain, the

following insurance coverage: a. Liability insurance should include coverage for War Risk and Terrorism; b. General (Public) Liability in the amount of $5,000,000 USD. An Excess or Umbrella Liability

policy may contribute to this limit requirement. Vendor should name Democracy International as an additional insured;

c. Professional or Errors & Omissions Liability insurance; d. Defense Base Act or equivalent coverage for non-US nationals; and e. Liability and Physical Damage to include War Risk and Terrorism on all modes of

transportation that are owned, leased, or operated by the security firm.

7. Title to Equipment: Title to any equipment and supplies that may be furnished by DI shall rest with DI and any such equipment shall be returned to DI at the conclusion of this task or when no longer needed by the Vendor. Such equipment, when returned to DI, shall be in the same condition as when delivered to the Vendor, subject to normal wear and tear. The Vendor shall be liable to compensate DI for equipment determined to be damaged or degraded beyond normal wear and tear.

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8. Confidential Nature of Documents and Information: All maps, drawings, photographs, mosaics, plans, reports, recommendations, estimates, documents and all other data compiled by or received by the Vendor under this task shall be the property of DI, shall be treated as confidential and shall be delivered only to DI authorized officials on completion of work under this task. The Vendor may not communicate at any time to any other person, Government or authority external to DI, any information known to it by reason of its association with DI which has not been made public except with the authorization of DI; nor shall the Vendor at any time use such information to private advantage. These obligations do not lapse upon termination of this Contract.

9. Force Majeure and Other Changes in Circumstances: Force majeure, as used in this Article, means

acts of God, revolution, insurrection, or other acts of a similar nature or force which are beyond the control of the Parties. In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the Vendor shall give notice and full particulars in writing to DI, of such occurrence or change if the Vendor is thereby rendered unable, wholly or in part, to perform its obligations and meet its responsibilities under this Contract. The Vendor shall also notify DI of any other changes in conditions or the occurrence of any event which interferes or threatens to interfere with its performance of this Contract. The notice shall include steps proposed by the Vendor to be taken including any reasonable alternative means for performance that is not prevented by force majeure. On receipt of the notice required under this Article, DI shall take such action as, in its sole discretion, it considers to be appropriate or necessary in the circumstances, including the granting to the Vendor of a reasonable extension of time in which to perform its obligations under this Contract. If the Vendor is rendered permanently unable, wholly, or in part, by reason of force majeure to perform its obligations and meet its responsibilities under this Contract, DI shall have the right to suspend or terminate this Contract on the same terms and conditions as are provided for in Article 15, "Termination", except that the period of notice shall be seven (7) days.

10. Contract Suspension and Termination: (a) Either party may terminate this Contract for cause, in whole or in part, upon fifteen (15) days’ notice, in writing, to the other party.

(b) DI may suspend or terminate this Contract, in whole or in part, as follows:

(1) If Contractor fails to comply with the terms and conditions of this Contract; DI may take such action with or without notice, immediately or at a time of DI’s choosing; in addition, DI must suspend or terminate this Contract if instructed to do so by USAID;

(2) If the Contractor engages in fraudulent, unlawful, or unethical activities; or (3) If USAID suspends or terminates the Cooperative Agreement or suspends or terminates

funding under the Cooperative Agreement, in whole or in part, for any reason; or (4) As a termination for the convenience of either DI or the U.S. Government, upon written

notice to Contractor. In the case of a termination for the convenience of the US Government, the settlement of costs of Contractor, if any, will be determined and carried out on the same basis, and in the same manner, as the settlement of DI’s costs are determined and carried out by USAID. DI has no obligation to pay Contractor for any costs that the U.S. Government will not reimburse to DI. In the case of a termination for DI’s convenience only, DI will pay only for services or goods that (i) DI ordered and received prior to the date of delivery of written notice of termination to Contractor and (ii) fully comply with the specifications of DI’s order(s).

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11. Settlement of Disputes: The Vendor and DI agree to resolve any disputes between them that arise under, or involve the subject matter of, this Sub-contract without resort to litigation by first attempting, in good faith, to resolve the matter by negotiations between senior executives of the parties who have settlement authority. If negotiations cannot be concluded to the satisfaction of both parties within 90 days, the dispute will be settled by arbitration according to the international arbitration rules of the International Chamber of Commerce. A panel of three arbitrators will be selected, with each party designating a single arbitrator. The location of the arbitration shall be Maryland, USA.

12. Observance of Afghan Laws: The Vendor shall comply with all Afghan and applicable international

laws, ordinances, rules, and regulations bearing upon the performance of its obligations under the terms of this Contract.

13. Authority to Modify: No modification or change in this Contract, no waiver of any of its provisions or any additional contractual relationship of any kind with the Vendor shall be valid and enforceable against DI unless provided by an amendment to this Contract signed by the authorized official of DI.

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PART 6 – Mandatory Contract Provisions for Contracts Under Federal Awards In addition to the other provisions of the Purchase Terms and conditions, the Contractor agrees to be bound by the following provisions. To the extent that any provision below duplicates or overlaps with a provision contained in the Contract, the provision of the Contract shall govern.

(A) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, if this Contract meets the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3, then this Contract hereby includes the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” (D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). To the extent required by Federal program legislation, if this is a prime construction contract in excess of $2,000, then this Contract hereby requires DI and the Contractor to comply with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, Contractor is required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, Contractor must pay wages not less than once a week. DI must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. DI’s decision to award a contract to Contractor and Contractor’s decision to award a subcontract (if permitted by DI) must be conditioned upon the acceptance of the wage determination. DI must report all suspected or reported violations to the Federal awarding agency. This contract and any subcontract (if permitted) requires each party to comply with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). As stated in the Act, Contractor is prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. DI must report all suspected or reported violations to the Federal awarding agency. (E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). To the extent applicable, if this Contract is in excess of $100,000 and involves the employment of mechanics or laborers, then the parties must comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, Contractor must compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. (F) Rights to Inventions Made Under a Contract or Agreement. If the Cooperative Agreement meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and this Contract is with a small business firm or nonprofit organization regarding the substitution of parties, the assignment or performance of experimental, developmental, or research work under that “funding agreement,” then DI and

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Contractor must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. (G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended— If this Contract is in an amount in excess of $150,000, then each party must comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). (H) Energy Efficiency—If this Contract will be performed in a state of the U.S.A., then this Contract hereby incorporates any mandatory standards and policies relating to energy efficiency which are contained in such state’s energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6201). (I) Debarment and Suspension (Executive Orders 12549 and 12689)— This Contract is void and invalid, from the beginning, if it violates 2 CFR 180.220, which prohibits awards to parties listed on the U.S. government wide Excluded Parties List System in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235), “Debarment and Suspension.” The Excluded Parties List System in SAM contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. (J) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—This Contract incorporates the rule that Contractors that apply or bid for an award of $100,000 or more must file the required certification. Contractor certifies to DI that Contractor will not and has not used U.S. Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Contractor must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any U.S. Federal award. Such disclosures will be forwarded by DI to the awarding agency.

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ANNEX A: USAID Information Form Part I: Information About Proposed Activities (all parts mandatory)

1. Name of the proposed awardee of USAID contract or assistance (Firms must include a copy of applicable, currently valid licenses to do business in Afghanistan)

2. Type of proposed award or other assistance (check one): Contract or Subcontract Grant or Subgrant Training Equipment Other

3. US$ amount and estimated start/end date of proposed award or assistance: Dollar amount: $ Start: End:

4. Purpose of proposed award or assistance:

5. Organization proposed to receive award or other assistance:

a. Name:

b. Address (include village/town/city, state/county/province, and country):

c. Telephone: d. Fax: e. Email:

6. Information on Key Individuals associated with the organization named in 5 above who are not U.S. citizens or permanent legal residents , or, if no organization is

listed, information on each individual to receive cash or in-kind assistance (including technical assistance). Use continuation sheets as necessary. ** = mandatory information.

A. Name (As in passport or other government-issued photo ID):** Government-issued photo ID number, type of ID and country of issuance:**

Place of birth** village/town/city: state/county/province: country:

Date of birth:** (Example: 3 May, 1979)

Title in organization (Example: President/Vice President/CFO):

Other names used (may include nicknames, pseudonyms not listed under “Name”):**

Gender:**

Current employer and job title:

Occupation:

Address of residence** village/town/city: state/county/province: country:

Citizenship(s):** (Afghans: Tribal Affiliations, Father’s Name and Grandfather’s Name)

Email: Phone:

Is the individual a U.S. citizen or legal permanent resident?** Yes No

Part II: Contractor/Grantee/Recipient Certification: (to be completed by Prime Awardee chief of party, program director or their designee)

Potential Awardee certifies in submitting this form that it has taken reasonable steps (in accordance with sound business practices) to verify the information contained in this form. Contractor/Grantee/Recipient understands that the U.S. Government may rely on the accuracy of such information in processing this vetting request.

Name: Signature:

Title/Organization: Date:

Part III: Submission details (to be completed by USG vetting official)

Vetting request number

Staff member who initiated request

Project name

Date submitted for screening

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USAID Information Form Continuation Sheet for Part I, Section 6: List of Individuals (Use additional continuation sheets as necessary):

B. Name (As in passport or other government-issued photo ID):** Government-issued photo ID number, type of ID and country of issuance:**





Gender:**


Occupation:



Email: Phone:


C. Name (As in passport or other government-issued photo ID):** Government-issued photo ID number, type of ID and country of issuance:**





Gender:**


Occupation:



Email: Phone:


D. Name (As in passport or other government-issued photo ID):** Government-issued photo ID number, type of ID and country of issuance:**





Gender:**


Occupation:



Email: Phone:


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INFORMATION FORM INSTRUCTIONS Please provide information for key individuals of all organizations receiving funds from USAID, including grantees, sub-grantees, contractors, and vendors, who work in Afghanistan. Part I Question 1 – Self-explanatory Question 2- Indicate the proposed type of mechanism to be utilized by placing a check mark on the line in front of the appropriate term Question 3 – Enter the amount of award or assistance (or sub-award) in U.S. dollars and indicate the start and end date of the award (or sub-award) using a mm/dd/yyyy format Question 4 – Indicate the purpose of the award or assistance. Use additional sheets and attach to page one of the vetting form if necessary Question 5 a-i – Self-explanatory. Attach a copy of the relevant, currently valid Afghan business license.

Question 6 - A “Key Individual” means (i) Any person who exercises effective control of the organization; (ii) a principal officer of the

organization's governing body (e.g., chairman, vice chairman, treasurer or secretary of the board of directors or board of trustees); (iii) the principal officer and deputy principal officer of the organization (e.g., executive director, deputy director president or vice president); (iv) the program manager or chief of party for the USAID-financed program; (v) any person receiving significant commissions (defined as a sum, either fixed or a set percentage of the value involved, paid to an agent or person acting in a similar role in the activity involved) or similar earnings from the Award in an amount exceeding $25,000; and (vi) any other person with significant responsibilities for administration of USAID-financed activities or resources (while a comprehensive list is not possible, this would include any person acting in a role substantially similar to those outlined in (i)-(v). For Private Security Services, this would include leadership roles down to the level of field commanders). Complete for each of these six categories or indicate “N/A” if a category does not apply. Use additional pages as needed. Only Key Individuals who are not U.S. citizens or permanent legal residents need to be submitted. Attach copies of photo ID for each non-U.S. “Key Individual”. In addition, for all non-U.S. Key Individuals in possession of passports, passport copies must be attached. Note: If a “Key Individual” is a U.S. citizen or permanent legal resident, proof of citizenship or residency must be attached. Part II The representative of the prime Awardee (chief of party, program director or their designee) must fill out the form, read the certification and print their name where indicated, sign where indicated, print their title and the name of their organization where indicated, and print the date where indicated. Part III This section will be completed by the USG vetting official.

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ANNEX B: Job Descriptions Job Description: Project Risk Manager The Project Risk Manager (PRM) has day to day responsibility for the safety and security of the DI-AERCA staff and facilities in Afghanistan. The PRM is the security subject matter expert tasked to maintain the static site, personnel, movement, and physical security measures for DI’s office and residence at the Baron Hotel and to ensure that all staff are aware and respond to security measures. The PRM is contractually accountable to the DI-AERCA Chief of Party in all daily operations to ensure Democracy International’s capacity to meet all security measures as defined in SOPs, contingency plans, etc. The PRM will propose and gain approval for any amendments of SOPs, contingency plans indicated by changes in context and/or DI’s operational scope. Specific duties include but are not necessarily limited to:

Develop, sustain, evaluate and upgrade physical and operational security measures;

Constantly assess the security situation and propose changes to security measures to adapt to new threats as necessary;

Provide current and efficacious security assessments and plans to safeguard DI staff and facilitate program activities;

Provide direct technical supervision and oversight of Vendor contracted security operators, both Static Surveillance Operators and Movement Security Officers

Respond to all security incidents affecting DI staff and facilities, and serve as the Incident Management Team Leader

Ensure that all security policies and procedures are modelled upon and consistent with Democracy International standards

Advise the CoP and program staff on security matters, including proactive discussion on program criticality where decisions on activities are weighed against security threats.

Represent Democracy International in the local security community and network, including towards USAID Partner Liaison Security Officers (PLSO).

As an embedded contracted officer, to protect Democracy International’s reputation as a responsible business entity and protect it from liability by ensuring Duty of Care obligations are appropriately met.

Notarized copies of all certification to be maintained by LPD and shared to DI prior to contracting. Criteria for position:

Minimum of two years working experience in Afghanistan or similar insecure context such as Iraq;

Minimum of two years working experience as security operator to a USAID contracted development agency or equivalent in the primary interface role at operational level with client management, program and support personnel;

Minimum of two years working experience managing international and national security personnel;

Committed to collaborative working approaches, treating national and international colleagues and other interlocutors from different cultural backgrounds with dignity and respect;

Diplomatic and courteous in all interactions with colleagues and counterparts;

Completion of CP course or PSD course or industry recognized equivalent;

Completion of FPOS medical course or industry recognized equivalent;

Registered with British SIA and possess clean SIA license or industry recognized equivalent;

Preference to ex-military or ex-police;

Preference to candidates with both certification and experience in training.

Must have a Police Clearance Certificate / Criminal Record Clearance Certificate from the Country of origin / must have a clean record.

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Job Description: Static Security Officer The Static Security Officer (SSO) has day to day task to provide security for DI-AERCA staff and facilities in Afghanistan. The RMC serves to protect the static site and personnel at DI’s office and residence at the Baron Hotel and to ensure that all staff are aware and respond to security measures whilst physically present in the hotel compound. Exceptionally, the SSO may be called upon to engage in confronting such threats in accordance with clear Rules of Engagement and international laws of armed conflict. The SSO is contractually accountable to the Project Risk Manager contracted to DI-AERCA. Specific duties include but are not necessarily limited to:

Monitor and coordinate the movements of DI personnel and vehicles around Kabul;

Liaison with the security personnel of the Baron Hotel compound concerning security measures and clearances for DI personnel and visitors at the compound;

Brief and orientate new staff and visitors on security measures at the Baron Hotel;

In coordination with the PRM, to develop, sustain, evaluate and upgrade physical and operational security measures applicable to DI staff at the Baron Hotel;

Participate in running simulations with other security personnel and DI staff as contingency actions in response to key threats (e.g. kidnap, active shooter, IED, complex assault)


Respond to all security incidents affecting DI staff and facilities, if necessary engaging armed attackers in accordance with national rules for use of force. Become familiar and act in accordance with all DI security policies and procedures;

Act with initiative to intervene when actions of DI staff may inadvertently increase exposure to threats;

As an embedded contracted officer, to protect Democracy International’s reputation as a responsible business entity.

Notarized copies of all certification to be maintained by vendor and shared to DI prior to contracting. Criteria for position:

Minimum of two years working experience in Afghanistan or similar high risk environment such as Iraq;

Minimum of two years working experience as security close protection operator to a USAID contracted development agency or equivalent in the primary interface role at operational level with client management, program and support personnel;







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Vendor has the responsibility to describe equivalency of any experience or comparable qualification to that specified above.

Job Description: Movement Security Officer The Movement Security Officer (MSO) has day to day task to provide security for DI-AERCA staff and facilities in Afghanistan. The MSO primarily serves to protect personnel during movements throughout Kabul and whilst personnel are visiting facilities or meeting counterparts. A secondary responsibility is the security of personnel at DI’s office compound and to ensure that all staff are aware and respond to security measures at the Baron Hotel Residence. This is achieved through monitoring and effecting an armed deterrence against violence threats. Exceptionally, the MSO may be called upon to engage in confronting such threats in accordance with clear Rules of Engagement and international laws of armed conflict. The MSO is contractually accountable to the Project Risk Manager contracted to DI-AERCA. Specific duties include but are not necessarily limited to:

Escort DI staff on program movements throughout Kabul in accordance with location threats assessment (i.e. list of go and no go locations) ensuring adherence of drivers and passengers to DI protocols for movements;

Develop, sustain, evaluate and upgrade physical and operational security measures;

Participate in running simulations with other security personnel and DI staff as contingency actions in response to key threats (e.g. kidnap, active shooter, IED, complex assault)


Provide current and efficacious security assessments and plans to safeguard DI staff and facilitate program activities;

Respond to all security incidents affecting DI staff and facilities, if necessary engaging armed attackers in accordance with national rules for use of force. Become familiar and act in accordance with all DI security policies and procedures;

Act with initiative to intervene when actions of DI staff may inadvertently increase exposure to threats;

As an embedded contracted officer, to protect Democracy International’s reputation as a responsible business entity.

Notarized copies of all certification to be maintained by vendor and shared to DI prior to contracting. Criteria for position:

Minimum of two years working experience in Afghanistan or similar high risk environment such as Iraq;

Minimum of two years working experience as security close protection operator to a USAID contracted development agency or equivalent in the primary interface role at operational level with client management, program and support personnel;







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Vendor has the responsibility to describe equivalency of any experience or comparable qualification to that specified above.