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Response to a Bioterrorist Attack Project in Mexico and in Trinidad and Tobago

Request For Proposals

General Information
Country:   Multi-country
Notice/Contract Number:   BID 13/10
Publication Date:   Aug 31, 2010
Deadline:   Sep 21, 2010
Buyer:   Organization of American States - Office of Procurement Services
Original Language:   English

Contact Information
Address:   Chet Neymour
Director - Office of Procurement Services
CICTE
1889 F ST NW
Washington, DC 20006
United States
Telephone:   2024583000
Fax:   2024586401
Email:   Click here
Web Site:   http://www.oas.org

Goods, Works and Services

 

Bidding documents and attachments
 
  • Solicitation (434 KB; Aug 31, 2010)
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BID 13/10


REQUEST FOR PROPOSALS

FOR

STAGE III OF THE COUNTER-TERRORISM CRISIS MANAGEMENT SIMULATION EXERCISE: RESPONSE TO A BIOTERRORIST ATTACK PROJECT, IN MEXICO AND IN TRINIDAD AND TOBAGO


SECRETARIAT OF MULTIDIMENSIONAL SECURITY
(SMS)

SECRETARIAT OF THE INTER-AMERICAN COMMITTEE AGAINST TERRORISM
(CICTE)









GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES
(GS/OAS)
Office of Procurement Services

August 31, 2010



TABLE OF CONTENTS




1. Background

2. Objective

3. Terms of Reference

4. Governing Law

5. Bidders’ Inquiries

6. Proposal Submission

7. Evaluation

8. Award

9. Contractual Terms and Conditions

Appendixes

Appendix 1 Terms of Reference

Appendix 2 Contractual Terms and Conditions

Appendix 3 Formats
















- i -


BID No. 13/10

REQUEST FOR PROPOSALS
(RFP)

FOR

STAGE III OF THE COUNTER-TERRORISM CRISIS MANAGEMENT SIMULATION EXERCISE: RESPONSE TO A BIOTERRORIST ATTACK PROJECT, IN MEXICO AND IN TRINIDAD AND TOBAGO


SECRETARIAT OF MULTIDIMENSIONAL SECURITY (SMS)

SECRETARIAT OF THE INTER-AMERICAN COMMITTEE AGAINST TERRORISM (CICTE)


1. BACKGROUND

1.1. The Organization of American States (OAS) brings together the nations of the Western hemisphere to promote democracy, strengthen human rights, foster peace, security and cooperation, and advance common interests.

1.2. The OAS General Assembly established the Inter-American Committee against Terrorism (CICTE) in 1999 to promote international cooperation to prevent, combat, and eliminate terrorism in the Hemisphere. All active OAS Member States are participating members of CICTE. The CICTE Secretariat was established at OAS headquarters in 2002 with the primary responsibility of: providing technical and administrative support for the CICTE sessions of the Member States; providing technical assistance and training to Member States in response to their needs and requests; and, coordinating with other international, regional, and sub-regional organizations.

1.3. CICTE Secretariat continues to successfully serve the Member States in their joint endeavor to prevent, combat, and eliminate terrorism in the Americas, through programs of technical assistance and specialized training, which are organized in five main areas; Strengthening Strategies on Responding to Emerging Terrorist Threats (CBRN/crisis management exercises) is one of eight programs implemented by CICTE Secretariat—under which this project is included.

1.4. CICTE Secretariat is developing a “Counter-Terrorism Crisis Management Simulation Exercise: Response to a Bioterrorist Attack”, in Mexico and in Trinidad and Tobago, which comprises three (3) stages:

1.4.1. Stage I: The design, development and execution of the table top simulation exercise (TTX) itself based on a bioterrorism scenario at a major international airport in a Member State.
1.4.2. Stage II. The design and execution of a Post-exercise Follow-up. Around five (5) months after the TTX (Stage I) is completed, the CICTE Program Manager and the Contractor (that coordinated the TTX) will visit the host countries where the TTX was conducted and perform a follow-up through interviews with host-country participants to ascertain if the TTX achieved its objectives.; and,
1.4.3. Stage III: Technical Mission and Workshop. Approximately three (3) months after the follow-up is completed (Stage II) a technical assistance mission and workshops are executed in the country that hosted the TTX. During the first day of the technical assistance mission the results of the follow-up are presented to high-ranking officials of the beneficiary country; additionally, a two-day (2) workshop is tailored to build capacity on the specific vulnerabilities and challenges identified in the follow-up.

1.5. Stages I and II of the above mentioned exercises in Mexico and in Trinidad and Tobago have been already executed; therefore, Stage III is pending in both countries.

2. OBJECTIVE:

2.1 The purpose of this RFP is to invite prospective Contractors to submit Proposals for the design and execution of Stage III of the Counter-Terrorism Crisis Management Simulation Exercise: Response to a Bioterrorist Attack in Mexico and in Trinidad and Tobago, the “Project”.

2.2 This RFP does not in any manner whatsoever constitute a commitment or obligation on the part of GS/OAS to accept any Proposal, in whole or in part, received in response to this RFP, nor does it constitute any obligation by GS/OAS to acquire any goods or services.

3. TERMS OF REFERENCE

The Terms of Reference (TOR) of the “Project” are outlined in Appendix 1 of this RFP, and, therefore, become part of it.

4. GOVERNING LAW

The selection process of the consultant services are regulated by:

4.1 This RFP.

4.2 The Procurement Contract Rules of the GS/OAS, approved by Executive Order No. 00-1.

4.3 The Performance Contract Rules, approved by Executive Order No. 05-04, Corr. No. 1.

4.4 The Executive Orders, memoranda and other dispositions and official documents of the GS/OAS applicable to this process.

5. BIDDERS’ INQUIRIES

5.1 Bidders may submit any inquiry or request for more information and clarification regarding technical specifications in this RFP no later than five (5) business days prior to the bid closing date.

5.2 The requests must be submitted in a written format to the attention of Mr. Chet D. Neymour, Director of the Office of Procurement Services (OPS), by e-mail to: OPSBIDSubmittals@oas.org with copies to mhaugaard@oas.org and eparada@oas.org or via fax at (202) 458-6401.

5.3 The responses to these requests will be submitted in written format to all Bidders no later than three (3) business days before the bid closing date.

6. PROPOSAL SUBMISSION

6.1 Submittal Format

6.1.1 The Proposals should be submitted in hard copy: one (1) original and two (2) copies. The sealed envelope containing Bidder’s Proposal shall be labeled:

GS/OAS BID No. 13/10 – STAGE III OF COUNTER-TERRORISM CRISIS MANAGEMENT SIMULATION
EXERCISE: RESPONSE TO A BIOTERRORIST ATTACK PROJECT, IN
MEXICO AND IN TRINIDAD AND TOBAGO
_______________________________ (Bidder’s Name)

6.1.2 The Proposals shall be delivered to:

The General Secretariat of the Organization of American States
Office of Procurement Services
1889 F Street, N.W., 4th Floor
Washington, DC 20006
USA

6.1.3 Additionally, the Proposals shall be submitted by electronic mail or fax to the attention of Mr. Chet D. Neymour, Director of the Office of Procurement Services. Proposals sent by e-mail should be in PDF format and sent to OPSBIDSubmittals@oas.org with copies to mhaugaard@oas.org and eparada@oas.org. Proposals sent by fax should be faxed to 202-458-6401 or 202-458-6348.

6.1.4 The Proposals shall be signed by the Bidder’s legal representative.

6.1.5 The Proposals shall remain valid and open for acceptance for a period of at least ninety (90) calendar days after date specified for receipt of proposals. The term of validity of the Proposals must be expressly stated on the same Proposal.

6.1.6 By submitting a Proposal, the Bidder gives express warranty of its knowledge and acceptance of the RFP and the rules and conditions that govern the bidding process. Likewise, the Bidders shall warrant the accuracy and reliability of all information they submit in this procurement process.

6.1.7 The Bidders shall bear any and all costs or expenses associated with or incurred in the formulation or development of a Proposal in response to this RFP.

6.2 Required Documents and Formats in the Proposals

6.2.1 Content of the Technical Proposal:
The Technical Proposal shall include the following:
a) A copy of the certificate of incorporation of the Bidder.
b) A copy of the Bidder’s bylaws.
c) A copy of the Bidder’s license to do business in the corresponding jurisdiction (if required under the law of the duty station where the work is to be performed).
d) A list of the directors, officers, and the names of any stockholder with more than 50% of the stock.
e) A statement where Bidder acknowledges that it has read and understood the Contractual Terms and Conditions as per Appendix 2 of this RFP. The statement should follow Format 1 of Appendix 3. If the Bidder does not agree with any of the Contractual Terms and Conditions of GS/OAS, it should expressly indicate so in its Proposal, offer alternative language, and present the rationale of its proposal.
f) A disclosure statement of conflict of interest. The statement should follow Format 2 of Appendix 3.
g) A copy of the Bidder’s latest general balance sheet of 2008 or 2009; and copy of the Bidder’s latest three (3) audited financial statements, for the years 2006, 2007, 2008 or 2009. These financial statements must be signed and/or appropriately certified by the Chief Financial Officer of the Bidder.
h) A minimum of five (5) references from Bidder’s clients to which similar or relevant services were provided during the last three (3) years. These references should include: the name of the client, contact person, telephone and fax numbers and e-mail address, and a description of the work performed and the duration of the project.
i) A detailed description of the Bidder’s work experience similar or relevant to this Project. The description shall indicate what work it did, when and where it did it, whom it did it for, and what methods it used.
j) Work Plan with an indication of the methodology, deliverables, and an estimated timeline for delivery of the requested services (milestones), in accordance with the TOR, Appendix 1 of this RFP.
If the Bidder plans to perform the Work with subcontractors and/or in joint venture with other firms, the Work Plan should address the interrelationship of the firms and how potential inefficiencies such as organization, communications, and process can be avoided. If the form of a joint venture is considered to submit a Proposal, the Technical Proposal should additionally address joint and several liabilities for all partners.
k) A comprehensive resume of the trainers that will conduct the technical assistance mission and workshop. The resume shall address the qualifications of the individuals and also his/her experience and role on similar projects and in what capacity they would serve. Also specify which trainers will conduct each of the workshops in the respective countries. training sessions.
m) Information of Bidder’s point(s) of contact. Provide the name, position, telephone number, email and fax of the person or persons serving as coordinator or focal point of information of the Bidders concerning this bidding process.
l) Other documentation and/or information that supports each of the technical evaluation factors as per Section 7.4.1, a) of this RFP.
m) A draft version of the training agenda for review by CICTE.

6.2.2 Price Proposal:
The Bidders shall submit a Price Proposal expressed in US Dollars (US$), in numbers and in words, in accordance with the TOR, Appendix 1 of this RFP.

A Fixed Price Contract will be signed with the prospective Contractor, therefore Price Proposals shall include all anticipated expenses in order to ensure a satisfactory fulfillment of the Contract, including but not limited to, fee, travel (airfare, hotel, per diem), and other costs associated with the cost of executing the activities.

The Price Proposal shall include:

a) Total cost of executing the “Project” for each of the following options:
• Only Mexico
• Only Trinidad and Tobago
• Both, Mexico and Trinidad and Tobago

b) Cost structure of the three (3) above mentioned options, specifying costs separately within each option and per each country, including the following cost breakdown:
• Air travel, per diem, and terminal expenses for each trainer shall also be budgeted separately; costs of training site and travel of country participants should not be included in the proposals;
• Preparation and production, including photocopying, of all materials for the project; and
• Final Report (preparation and printing).

c) A payment/compensation schedule, considering that payments will only be furnished upon satisfactorily completed work/deliverables.

6.3 Closing Date for Receipt of Proposals

6.3.1 Both the sealed and electronic proposals must be received by the GS/OAS no later than close of business (COB), 5:30 p.m. EST, on September 21, 2010.

6.3.2 Proposals submitted after the deadline will not be considered.

6.4 Limited Use of Data

If the Proposal includes data that the Bidder does not want to disclose to the public for any purpose or used by the GS/OAS except for evaluation purposes, the Bidder shall include in its Proposal a statement signed by its legal representative with the following legend:

USE AND DISCLOSURE OF DATA

This Proposal includes data that shall not be disclosed outside the GS/OAS and shall not be duplicated, used, or disclosed— in whole or in part—for any purpose other than to evaluate this Proposal. If, however, a contract is awarded to this Bidder as a result of—or in connection with—the submission of this data, the GS/OAS shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the GS/OAS' right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets].

7. EVALUATION

7.1 Evaluation Authority

The Proposals will be evaluated by the Contract Awards Committee (CAC) of the GS/OAS.

7.2 Requests for Clarifications

7.2.1 In order to enhance the CAC understanding of Proposals, allow reasonable interpretation of the Proposal, or facilitate the CAC’s evaluation process, the CAC may submit, in writing, any inquiry or request to the Bidders for explanation, substantiation or clarification of certain aspects of its Proposals.

7.2.2 Likewise, during the evaluation process, the CAC may offer the Bidders an opportunity to eliminate minor irregularities, informalities, or apparent clerical mistakes in its Proposals.

7.2.3 Requests for clarifications shall not be used to cure Proposal deficiencies or material omissions that materially alter the technical or cost elements of the Proposal, and/or otherwise revise the Proposal.

7.2.4 Inquires or requests for clarification will be addressed to the point of contact indicated by the Bidders in its Proposal.

7.3 Evaluation Process

7.3.1 The evaluation of the Proposals will be performed as a whole, in two (2) phases: Technical Evaluation and Price Evaluation. The purpose of the Technical Evaluation is to analyze and evaluate the Technical Proposal, and the purpose of the Price Evaluation is to analyze and evaluate the price offered.

7.3.2 Proposals will be admitted for evaluation only if they comply with the mandatory minimums contained in the TORs. Once admitted, the CAC shall analyze and rate those Proposals using the evaluation factors set forth in paragraph 7.4.

7.4 Award Criteria

7.4.1 The CAC will review, evaluate, and compare all Proposals according to, but not necessarily limited to, the following criteria:

a) Technical Criteria:

1. Responsiveness. Whether the Bidder’s Technical Proposal conforms in all material respects to the RFP.

2. Financial Capability. Assesses the financial condition of the Bidder to perform the Contract through the review of the Bidder’s financial statements.

3. References Check. The GS/OAS will request performance information from Bidder’s previous clients.

4. Responsibility. Whether the Bidder’s Technical Proposal meets the RFP’s technical specifications in order to determine its capability, tenacity, and perseverance to perform the Contract.

5. Relevant Experience / Past Performance. Assesses Bidder’s capability, comprising of three (3) elements: i) observation of the historical facts of Bidder’s work experience (what work it did, when and where it did it, whom it did it for, and what methods it used); ii) qualitative judgments about breadth, depth, and relevance of that experience based on those observations; and iii) qualitative judgments about how well the Bidder performed, also based on those observations.

Bidder’s relevant experience and past performance will be evaluated in respect to past or current efforts similar or relevant to this Project and in the following fields:

5.1 Development of large-scale table top exercises (TTX) in crisis management;
5.2 Multisectoral approach to addressing biological threats, involving all entities and agencies with a stake and expertise in different critical aspects of the issue, like health, law enforcement, intelligence, defense, transportation, trade, agriculture, science, education, development, and foreign affairs;
5.3 Law enforcement, applicable legislation, roles and responsibilities of relevant government and statutory authorities;
5.4 Training related to strengthening international bio-surveillance, detection, treatment, response and recovery mechanisms related to a bioterrorism incident;
5.5 Training related to bioterrorism-related exercises, crisis management exercises, contingency planning and incident command systems.
6. Key Personnel. Assesses the qualifications and relevant experience of the key personnel that the Bidder intends to use to perform the Contract, and its organization. Selection by the Bidder of the best instructors available is crucial to the success of this project, and will be a key element for the evaluation of the Proposal. Ability of the contractor to conduct the Project in host country language or to provide an affordable alternative. The provision of host country language speaking instructors will be given priority consideration.

7. Schedule Compliance. Analyses the ability of the Bidder to comply with the required performance schedule.

8. Work Plan. Assesses the completeness of the Proposal in order to determine timely performance and technical compliance. Also assesses the ability to provide technical assistance and workshops in host country language or to provide an affordable alternative.

9. Innovation / Enhancements. Favorable consideration will be given to those Bidders that offer greater performance through enhancements, to the work called by the TORs, such as those that may have a positive impact in the quality of the technical assistance and workshops to be delivered, and therefore in the overall objective of the Project.

b) Price Criteria:

1. Price Proposal.

7.5 Discussions and Negotiations

Before awarding the Contract, the GS/OAS may choose to negotiate the terms, conditions and deliverables of the Contract with the Bidders that, in the opinion of GS/OAS, are within the competitive range. After the negotiations, the GS/OAS will issue a request for Best and Final Offer (BAFO) so those Bidders will have the opportunity to revise or modify its initial Proposal. The CAC shall analyze and rate those BAFOs using the evaluation factors set forth in paragraph 7.4.

8. AWARD

8.1 The tradeoff analysis decisional rule will be applied for the evaluation of the Proposals. Under this rule, the GS/OAS will evaluate both price and non-price factors and will award the Contract to the Bidder proposing the combination of factors which offers best value to the GS/OAS.

8.2 All technical evaluation factors, when combined, are significantly more important than cost or price.

8.3 The GS/OAS reserves the right to consider awarding the Contract to other than the lowest price bidder or the highest technically rated bidder.

8.4 The GS/OAS reserves the right to award the Contract to multiple contractors rather than a single contractor,

8.5 The GS/OAS reserves the right to reject any or all Proposals, and to partially award the Contract.

8.6 The award will be notified to the winning Bidder. Such communication shall not be construed as a Contract with the GS/OAS. The award is contingent upon the winning Bidder’s acceptance of the terms and conditions of the proposed Contract, which will be drafted by the GS/OAS based on this RFP and the winning Proposal. Consequently, the Contract shall come into effect when signed by both GS/OAS and the duly authorized representative of the wining Bidder.

9. CONTRACTUAL TERMS AND CONDITIONS

9.1 Data Information Usage

9.1.1 Contractor shall be liable for improper or incorrect use of the data collected or information disclosed to Contractor by GS/OAS in connection with its Proposal, and/or in connection with any subsequent contract negotiations between GS/OAS and the Contractor.

9.1.2 The data and related information are legal documents and are intended to be used as such.

9.1.3 Contractor shall give an express warranty as to the accuracy, reliability, utility or completeness of the information that Contractor submits in connection with its Proposal.

9.2 Privileges and Immunities

9.2.1 Nothing in the Contract shall constitute an express or implied agreement or waiver by the GS/OAS, the OAS, or their personnel of their Privileges and Immunities under the OAS Charter, the laws of the United States of America, or international law.

9.2.2 Contractor is not entitled to any of the exemptions, privileges or immunities, which the GS/OAS may enjoy arising from GS/OAS status as a public international organization.

9.3 Indemnification to Third Parties for Contractor’s Negligent or Wrongful Acts

9.3.1 Contractor shall fully indemnify and hold harmless the Organization of American States, GS/OAS, and its officials, employees, agents, affiliates, successors and assigns from and against: (i) all claims, damages, actions, liabilities, losses, fines and penalties, and expenses, including but not limited to attorneys' fees, arising out of or resulting from Contractor’s negligence or deliberate wrongful acts in relation to the Contract, and (ii) worker compensation claims and actions presented by Contractor’s employees and agents.

9.3.2 GS/OAS shall notify Contractor as soon as reasonably practicable after any claim covered by this Section is made against it or, with respect to any such claim made against any other person or identity entitled to indemnification under the Contract, within a reasonably practicable time after having been notified of that claim.

9.3.3 Contractor is liable to GS/OAS and shall indemnify GS/OAS for losses to GS/OAS’ property sustained through any acts committed by Contractor's employees, agents, and/or subcontractors acting alone or in collusion. Such acts include, but are not limited to, actual destruction, disappearance, or wrongful abstraction of property, money, or securities.

9.3.4 The provisions of this Section shall not be so construed as to affect any waiver of subrogation rights on the part of any insurance company, as provided in any policy of insurance covering GS/OAS.

9.4 Due Diligence and Information on the Contract

9.4.1 By submitting a Proposal, the Bidder represents and warrants that it has studied and is thoroughly familiarized with the requirements and specifications of the Contract, and that the information submitted with its Proposal is reliable and accurate. This includes familiarity with the Contract Documents attached to the RFP, with all current equipment, labor, material market conditions, and with applicable laws, such that the Bidder accepts responsibility for and is prepared to execute and shall completely fulfill all obligations under the Contract.

9.4.2 By submitting a Proposal, the Bidder also accepts that it shall bear any and all costs due to Bidder’s misinterpretation or misunderstanding of the Contract requirements, or because of any information which is known or should have been known to the Bidder, such as Bidder’s labor or material costs.

9.5 Insurance

9.5.1 For the duration of the Contract, Contractor shall purchase and maintain in a company or companies, to which the GS/OAS has no reasonable objection, such insurance as will protect the Contractor, the GS/OAS, and the OAS, from claims set forth below, which may arise from operations under this Contract by Contractor or by a subcontractor of Contractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts they may be liable. Contractor is required to carry insurance with limits equal to or greater than those set forth in the Table below:

Commercial General Liability $1,000,000 Personal/Bodily Injury
$1,000,000 Each Occurrence
$2,000,000 Products/Completed Operations Aggregate
$2,000,000 General Aggregate, per premises aggregate
Business Automobile $1,000,000 Each Accident
Worker's Compensation Statutory Limits or $500,000, whichever is greater, based on the benefits levels of the deemed state of hire
Employer's Liability $1,000,000 Bodily Injury by Accident Per Employee
$1,000,000 Bodily Injury by Disease Per Employee
$1,000,000 Bodily Injury by Disease Policy Limit
Umbrella/Excess Liability $4,000,000 Each Occurrence.
$4,000,000 Aggregate, per Project.

9.5.2 Contractor shall name the GS/OAS as an additional insured under such policies, and shall provide the GS/OAS with a certificate evidencing the above insurance coverage.

9.5.3 Contractor shall require all subcontractors to have insurance having the same or similar coverage as that specified above in paragraph 9.5.1. Contractor is required to provide GS/OAS with proof of those insurance policies on request.

9.5.4 Contractor’s liability insurance shall include contractual liability insurance sufficient to cover Contractor’s obligations under paragraph 9.5.1, above.

9.6 Key Personnel

9.6.1 The personnel listed in the Contractor’s Proposal are considered essential to the work being performed under this Contract. Before removing, replacing, or diverting any of the specified personnel, the Contractor shall (1) notify the GS/OAS reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract.

9.6.2 The Contractor shall make no diversion without the GS/OAS' written consent; provided, that the GS/OAS may ratify in writing the proposed change, and that ratification shall constitute the GS/OAS' consent required by this clause.

9.7 Subcontractors

9.7.1 The Contractor may enter into a contract or contractual action for the purpose of obtaining supplies, materials, equipment, or services under the Contract.

9.7.2 GS/OAS’s written consent is required for the Contractor to enter into a particular subcontract.

9.7.3 Contractor is fully responsible for Contract performance, regardless of any team arrangement between the Contractor and its Subcontractors.

9.8 Other Contractual Terms and Conditions

9.8.1 Appendix 2 of this RFP contains the Contractual Terms and Conditions of GS/OAS’ standard Performance Contract (CPR).

9.8.2 No changes to the General Terms and Conditions shall be accepted after the contract award. Once the Contract is awarded, the Contractor shall be bound by the General Terms and Conditions either as stated herein in the RFP or as mutually modified by the Parties.



APPENDIX 1

TERMS OF REFERENCE (TOR)

STAGE III OF THE COUNTER-TERRORISM CRISIS MANAGEMENT SIMULATION EXERCISE:
RESPONSE TO A BIOTERRORIST ATTACK PROJECT, IN
MEXICO AND IN TRINIDAD AND TOBAGO


1. The Project: “Stage III of Counter-Terrorism Crisis Management Simulation Exercise: Response to a Bioterrorist Attack in Mexico and in Trinidad and Tobago”

1.1. In November 2009 and March 2010, respectively in Cancun, Mexico, and in Port of Spain, Trinidad and Tobago, CICTE Secretariat executed a table top simulation exercise of a bioterrorist attack on an international airport. The objectives of these bioterrorism table top exercises were to 1) strengthen Member States’ crisis management and national response plans and capacity; and, 2) increase awareness among high-level government officials of the nature of the bioterrorism threat and the need for international cooperation to deal with bioterrorism preparedness and response capabilities, as well as to detect biological threats quickly and mitigate their consequences.

1.2. Both exercises, in Mexico and in Trinidad and Tobago, comprise three stages as it is indicated in Section 1.4 of this RFP; Stages I and II have already been executed, as follows:

1.2.1. Stage 1: Table Top Simulation Exercise (TTX)
This Stage consisted of the design, development and execution of a table top simulation exercise (TTX) based on a bioterrorist scenario which took place at a major international airport in a Member State. The TTX participants were senior decision-makers officials in charge of preventing, responding and recovering from a bioterrorist crisis. The TTX was intending to highlight specific issues of contingency planning and threat mitigation. Engaging with counter-terrorism experts, participants played through a terrorism scenario designed with the unique requirement of a state, primarily, and a group of states, secondarily. The scripted scenario highlighted a specific potential bioterrorist threat and challenged the players to devise real time responses to problems presented. A post-simulation discussion provided to decision-makers with professional critiques assisting them in improving their national contingency planning and coordination. Theoretical sessions and presentations were also part of the activity.

1.2.1.1. The TTX intended to raise awareness on the following issues:

a. An effective international strategy to combat bioterrorism.
b. Cooperation among Member States and all countries to detect biological threats quickly and mitigate their consequences.
c. Strengthening international bio-surveillance, detection, treatment, response, and recovery mechanisms.
d. Contingency planning and the establishment of an Incident Command System.
e. Better information exchange and communication between countries and also among the relevant government ministries/agencies within a country in the development of the crisis management plan and during the crisis itself.
f. Identification of the appropriate governmental entities and agencies to specifically address the institutional and security needs of a crisis.
g. Identification of the appropriate agencies with authority over airports and planes.
h. Training in public health, forensics, and decontamination.
i. Open lines of communication with the private sector and for appropriate handling of public information.

1.2.1.2. After each TTX was completed, (Mexico and Trinidad and Tobago) the Contractor delivered a detailed Final Report, which included:

a. An introduction with background on the unique and multisectoral nature and threat of bioterrorism and the importance of addressing the threat through an international framework;
b. A description of the objectives, methodology, timetable, design of the TTX scenario, and the factors taken into account in that process;
c. A summary description of the conduct of the exercise and responses made by the participants;
d. A summary of the essential elements identified by the participants as necessary for a national response plan to a bioterrorist attack;
e. A summary of indications during the TTX of offers of international cooperation (training, technical expertise, knowledge and materials) to the participating countries, including the countries or organizations that offered such cooperation and what kind of cooperation;
f. A summary of requests expressed by participants for additional international cooperation, specifying what kind of assistance needed and by which participating countries;
g. A list of lessons learned during the exercise and from the post-exercise “hot wash” that would help improve execution of similar exercises in the future;
h. The list of participants by country;
i. The results of a post-TTX evaluation; and,
j. Conclusions and recommendations.

1.2.2. Stage II: Post-Exercise-Follow-Up
Around five (5) months after each TTX was completed, CICTE Program Manager and the contractor that coordinated the respective TTX visited the host country (Mexico and Trinidad and Tobago) and performed a Follow-up through interviews with host-country participants to ascertain if the TTX achieved its objectives; e.g., if it had any impact on 1) the development or strengthening of crisis management and national response plans; and, 2) on increasing awareness among high-level government officials of the nature of the bioterrorism threat and the need for international cooperation to deal with bioterrorism preparedness and response capabilities, as well as to detect outbreaks quickly and mitigate their consequences. indicators considered included: awareness and delineation of the roles and responsibilities of the different government agencies; evidence of improved coordination and communication among government agencies and with the private sector; new or revised contingency plans; the creation and/or planning for an Incident Command System or similar structure; revised public health procedures; and, any other results or efforts to integrate the capabilities of the different government agencies with respect to the management of and response to a crisis.

1.2.2.1. After each Post-exercise Follow-up was completed, the Contractor delivered a follow-up report detailing the findings of the Follow-up, with conclusions and recommendations.

1.3. After the Contract is signed by the Contractor and the GS/OAS, the Contractor is expected to receive a copy of the final reports of Stages I and II referred in Sections 1.2.1.2 and 1.2.2.1 of TOR and to maintain close contact with the CICTE Secretariat Project Manager.

2. Scope of Work of the Contract: Technical Assistance Mission and Workshop

2.1. The Contractor based on the results of Stages I and II, will design and execute Stage III the “Project”, including the successful completion of the following four (4) tasks:
2.1.1. Task 1: Analyze the final reports of the TTX executed in Mexico and in Trinidad and Tobago in order to link its results to the “Project”. A copy of these reports will be provided to the Contractor by CICTE Secretariat after the Contract is signed by both Parties.
2.1.2. Task 2: Analyze the conclusions and recommendations included in the final reports of the post-exercises follow-up executed in Mexico and in Trinidad and Tobago in order to link its results to the Project. These reports will be provided to the Contractor by CICTE after the Contract is signed by both Parties.
2.1.3. Task 3: One month before the technical assistance mission and workshop are executed, (Task 4) the Contractor shall submit to CICTE Secretariat a Plan of Action for the Project for each one of the countries (Mexico and Trinidad and Tobago) that respond specifically to the information contained in the reports referred to in 1.2.1.2 and 1.2.2.1 of TOR. The Plan of Action should:

a. Include a description of the objectives, methodology, timetable and contents;
b. Demonstrate the importance of having a national response plan, ascertaining the roles and responsibilities of each participating government entity or agency, airport facility authorities/operators; and of coordinating all response activities and available resources under the given objectives and scenario;
c. Address the need for, and provide, guidelines for contingency planning; determination of initial response priorities; discussion of the four (4) phases of Emergency Planning: Preparedness, Response, Recovery, and Mitigation;
d. Address the importance and roles of an Incident Command System;
e. Recognize the need to conduct a vulnerability analysis to identify potential emergencies at a national level, and specifically for airport facilities;
f. Address the measures needed for an effective international strategy to combat bioterrorism, such as:

1. Strengthening international bio-surveillance, detection, treatment, response, and recovery mechanisms;
2. Greater cooperation among Members States and all countries to detect biological threats quickly and to pursue epidemiologic and eventually criminal investigations;
3. Development of mechanisms for efficient international distribution of medical countermeasures, including stockpiling of vaccines;
4. Effective public health and forensic procedures; swift treatment to reduce morbidity and mortality and to limit the spread of contamination;
5. Strengthen cross- border preparedness and response mechanisms;
6. Approaches to mitigate the consequences of a bioterrorism incident and its repercussions;

g. Address the need for better mechanisms of communication across borders, among government agencies and with the private sector; public information needs and procedures;
h. Consider the availability of international cooperation on the development or enhancement of the national response plans;
i. Address any other issue in order to raise awareness on the issues described in Sections 2.1.3 and 3.2.2 of the TOR and,

2.1.4. Task 4: Conduct the assistance technical mission and workshop according to the following specifications:

2.1.4.1 Stage III of the Project will involve a five-day (5) technical assistance mission and workshop to Mexico and to Trinidad and Tobago. These three-day (3) consultations and two-day (2) workshop will be tailored to the specific needs of each country and will be based on the results of the follow-up of the TTX. The main objective of the technical assistance mission and workshop will be to specifically address the vulnerabilities and challenges identified in each country, raise awareness among high-ranking officials on the importance of solving these issues as a key preventive step, and effectively build capacity in those vulnerable areas through the implementation of the workshop.

2.1.4.2 In order to do so, in the date specified by CICTE, a technical assistance mission comprising of CICTE staff, the Contractor and international experts will visit the beneficiary country and will hold three-day (3) consultations with relevant high-ranking officials to discuss the results of the Post-exercise Follow-up and present the program of the two-day (2) workshop that will be conducted during the same visit.

2.1.4.3 The high-level consultations will aim to inform senior government officials about the identified vulnerabilities of their respective countries to such bioterrorist attacks; the kind of attacks that could be perpetrated; the potential damage to the tourism and hospitality industry, to international trade relations, to public health, and to the economic, political and social stability in their countries. The workshop will address all the particular issues identified in each country, as well as response steps or plans based on best practices of other nations, and preventive measures to be put in place to mitigate the negative impact of such bioterrorist attacks.

3. Deliverables and Reports

Deliverables and reports shall be submitted in accordance with the Scope of Work set out in Section 2, above, and shall include:

3.1. Plan of Action: Fifteen days (15) after the contract is signed by the Contractor and the GS/OAS, the Contractor shall put forward a proposed Plan of Action for the execution of the Project and shall meet to discuss it with the CICTE Secretariat Project Manager. The Plan of Action shall include objectives, timelines, consultations as may be required and suggested presenters and facilitators, as well as the related details set out below.

3.2. Milestones:

3.2.1. Design, development, and delivery of the Plan of Action for the technical mission/workshop. The Contractor shall submit the proposed plan for CICTE’s review and approval in keeping with Section 3.1 above.
3.2.2. Delivery and completion of the Project according to the approved Plan of Action. It includes provision and transportation of materials.
3.2.3. Delivery of the Final Draft Report for review and comment by CICTE within fifteen (15) days of the completion of the Project, in keeping with Section 2.1.4 above.
3.2.4. Delivery of the Final Report within ten (10) days of receipt of CICTE’s comments in keeping with Section 2.1.4 above. The Final Report shall also include an executive summary and a written narrative of the discoveries and problems encountered during the technical mission and workshop. The Final Report shall include conclusions and a list of recommendations for on-going activities and/or additional training for the consideration of the host government to further the lessons learned during similar training exercises.

3.3. Consultations: In the development and design of the Project, the Contractor may determine that consultations with the host country are necessary for the accuracy of the Project. The Contractor shall conduct those consultations by phone, email, or visit to the host country, cost of same to be borne by the Contractor. The Contractor shall carry out those consultations at its own initiative and/or at the request of the CICTE.

3.4. Incident Report: The Contractor shall report immediately to the CICTE Program Manager any incidents, conditions and circumstances considered by the Contractor to be detrimental to the Project and the objectives of the Scope of Work in Section 2 and/or in Section II above. All such incidents shall be subsequently documented in a progress report to be prepared by the Contractor and submitted to CICTE.




APPENDIX 2

CONTRACTUAL TERMS AND CONDITIONS

1. Contractor is neither an employee nor a staff member of GS/OAS and is not entitled to any of the rights, benefits, and emoluments of GS/OAS staff members.
2. Contractor undertakes to perform Contractor’s functions under this Contract and to regulate Contractor’s conduct in conformity with the nature, purposes, and interests of the GS/OAS. Contractor shall complete the Work in accordance with the highest professional standards and shall conform to all governmental pertinent laws and regulations.
3. Contractor accepts full legal responsibility for the Work, including all liability for any damages or claims arising from it, and agrees to hold GS/OAS and its staff members harmless from all such damages or claims. Contractor shall provide certificates of insurance coverage as GS/OAS may require for proof of ability to cover such liability.
4. Contractor does not legally represent GS/OAS, shall not hold himself out as having such powers of representation, and shall not sign commitments binding GS/OAS.
5. Contractor shall not have any title, copyright, patent, or other proprietary rights in any Work furnished under this Contract. All such rights shall lie with GS/OAS. At the request of GS/OAS, the Contractor shall assist in securing the intellectual property rights produced under this Contract and in transferring them to GS/OAS.
6. All information (including files, documents, and electronic data, regardless of the media it is in) belonging to GS/OAS and used by Contractor in the performance of this Contract shall remain the property of GS/OAS. Unless otherwise provided in the Terms of Reference (Annex I), Contractor shall not retain such information, and copies thereof beyond the termination date of this Contract, and Contractor shall not use such information for any purpose other than for completion of the Work.
7. Administrative Memorandum No. 90 "Information Systems Security Policy", Executive Order No. 95-07 "Prohibitions against Sexual Harassment", and Executive Order No. 05-07 “Prohibition Against Workplace Harassment”, are readily available at http://www.oas.org/legal/intro.htm. Contractor certifies that he has read those documents and agrees to comply fully with them.
8. The Gross Compensation paid Contractor constitutes full consideration for the Work. It covers all fees, expenses, and costs incurred by Contractor in providing the Work, as well as Contractor's direct compensation for same.
9. Because Contractor is an independent contractor, GS/OAS is not responsible for providing social security, workmen's compensation, health, accident and life insurance, vacation leave, sick leave, or any other such emoluments for Contractor and his employees under this Contract. Contractor is solely responsible for providing those benefits, and the Parties have agreed upon the Gross Compensation hereunder to enable Contractor to satisfy that responsibility. At the request of GS/OAS, the Contractor will provide satisfactory evidence of workman's compensation and other insurance coverage that may be required for all its employees or such Contractors.
10. Contractor warrants that his performance of the Work will not violate applicable immigration laws, and Contractor shall not employ any person for the performance of this Contract where such employment would violate those laws.
11. Unless otherwise specified in this Contract, Contractor shall have the sole responsibility for making Contractor’s travel, visa, and/or customs arrangements related to and/or required for the performance of this Contract, and GS/OAS shall have no responsibility for making or securing such arrangements.
12. This Contract shall be null and void in the event the Contractor is unable to obtain a valid visa and other permits or licenses necessary to complete the Work in the country where the Contract is to be performed.
13. Unless otherwise specified in this Contract, Contractor shall neither seek nor accept instructions regarding the Work from any government or from any authority external to the GS/OAS. During the period of this Contract, Contractor may not engage in any activity that is incompatible with the discharge of Contractor’s obligations under this Contract. Contractor must exercise the utmost discretion in all matters of official business for GS/OAS. Contractor may not communicate at any time to any other person, government, or authority external to GS/OAS any information known to him by reason of his association with GS/OAS which has not been made public, except in the course of the performance of Contractor’s obligations under this Contract or by written authorization of the Secretary General or his designate; nor shall Contractor at any time use such information to private advantage. These obligations do not lapse upon Contract termination. Failure to comply with these obligations is cause for termination of this Contract.
14. Unless specifically provided for in this Contract in accordance with CPR Rule 5.13.1, the Contractor may not directly supervise a GS/OAS staff member or direct a project or mission that requires the Contractor to supervise GS/OAS staff members.
15. Contractor shall not openly participate in campaign activities for or otherwise openly support and or promote any candidate for elected positions in the OAS; nor shall Contractor use the facilities of the GS/OAS and/or its staff provided to him under this Contract to support and promote the candidacy of any candidate for an elected position in the OAS.
16. GS/OAS may terminate this Contract for cause with five days notice in writing to the Contractor. Cause includes, but is not limited to: failure to complete the Work in accordance with professional standards or to otherwise deliver conforming goods and services; failure to meet deadlines; conduct which damages or could damage relations between the OAS and a member state; fraudulent misrepresentation; criminal indictment; sexual harassment; workplace harassment; bankruptcy; conduct incommensurate with the requirements for participation in OAS activities; and breach of any of the provisions of this Contract.
17. Either party may terminate this Contract for unforeseen circumstances by giving at least thirty days notice in writing to the other. Unforeseen circumstances include, but are not limited to, modifications to the Program-Budget of the OAS; lack of approved funds in the OAS Program-Budget for the corresponding program or project; failure of a donor to provide fully the specific funds which were to finance this Contract; an act of God; and the Secretary General’s or a member state's desire to discontinue the Work.
18. In the event this Contract is terminated with or without cause, Contractor shall submit to GS/OAS all of the Work completed and shall receive payment for only that portion of the Work completed to the satisfaction of GS/OAS up until the date of termination.
19. Contractor certifies that:
a. Neither the Contractor nor any of its senior officers and employees, on the date of the signing of this Contract, is a relative of any GS/OAS staff member above the P-3 level or of a representative or delegate to the OAS from an OAS Member State. The term “relative” includes spouse, son or daughter, stepson or stepdaughter, father or mother, stepfather or stepmother, brother or sister, half brother or half sister, stepbrother or stepsister, father or mother-in-law, son or daughter-in-law, brother or sister-in-law.
b. He is not incompetent to enter into this Contract, is not on trial in a criminal court of any of the member states, and has never been convicted of a felony or of any crime involving dishonesty, fraud or theft in any member state.
c. Completion of the Work shall not interfere with the completion of work for which he is responsible under any other contract with GS/OAS.
20. Contractor shall not employ a staff member of GS/OAS or a relative of a staff member as defined in Paragraph 19 (a) above to perform the Work, nor shall Contractor permit any staff member of GS/OAS or any relative of the staff member, as defined in that Paragraph, to receive any personal financial benefit deriving from this Contract or the Contractor's contractual relationship with GS/OAS.
21. Contractor shall not assign this Contract or any element thereof, without the prior written consent of GS/OAS.
22. Upon written notice by either Party to the other, any dispute between the Parties arising out of this Contract may be submitted to either the Inter-American Commercial Arbitration Commission or the American Arbitration Association, for final and binding arbitration in accordance with the selected entity’s rules. The law applicable to the Arbitration proceedings shall be the law of the District of Columbia, USA, and the language of the arbitration shall be English.
23. Nothing in this Contract constitutes an express or implied waiver by GS/OAS of its privileges and immunities under the laws of the United States of America or international law.
24. This Contract shall enter into effect on the date on which it is signed by both Parties. Provided, further, that this Contract shall have no legal effect until it has been signed by both Contractor and a duly authorized representative of the GS/OAS.
25. The law applicable to this Contract is the law of the District of Columbia, USA.
26. This Contract, including Annexes I-III, constitutes the entire agreement between the Parties, and any representation, inducement, or other statements not expressly contained herein shall not be binding on the Parties and shall have no legal effect.
27. The masculine terms employed in this Contract should be understood to apply to males, females and legal persons; singular pronouns should be understood to apply to the plural, when appropriate.

APPENDIX 3

FORMAT 1

ACCEPTANCE OF THE CONTRACTUAL TERMS AND CONDITIONS STATEMENT



General Secretariat of the Organization of American States
1889 F Street, N.W., 4th Floor,
Washington, D.C. 20006
USA

Attention: Office of Procurement Services

Subject: GS/OAS BID No. 13/10 – STAGE III OF COUNTER-TERRORISM CRISIS MANAGEMENT SIMULATION EXERCISE: RESPONSE TO A BIOTERRORIST ATTACK PROJECT, IN MEXICO AND TRINIDAD AND TOBAGO



I ____________________, representative of ___________________ (Bidder’s name), declare that that ______________ (Bidder’s name) has read, understood and accepted the Contractual Terms and Conditions as per Appendix 2 of the Request of Proposals of the BID 13/10


Sincerely,



________________


APPENDIX 3

FORMAT 2

CONFLICT OF INTEREST STATEMENT



General Secretariat of the Organization of American States
1889 F Street, N.W., 4th Floor,
Washington, D.C. 20006
USA

Attention: Office of Procurement Services

Subject: GS/OAS BID No. 13/10 – STAGE III COUNTER-TERRORISM CRISIS MANAGEMENT SIMULATION EXERCISE: RESPONSE TO A BIOTERRORIST ATTACK PROJECT, IN MEXICO, AND IN TRINIDAD AND TOBAGO



I ____________________, representative of ___________________ (Bidder’s name), declare that ______________ (Bidder’s name) does not fall under the following prohibitions:

a) A staff member of GS/OAS;

b) Any person who has held the post of Secretary General or Assistant Secretary General, or a position of trust unless the contract is approved by the Secretary General or the Chief of Staff of the Secretary General;

c) Any delegate, diplomatic representative, or other government employee of an OAS Member State;

d) Any relative of a GS/OAS staff member above the P-3 level or a relative of any other GS/OAS staff member who has authority to issue the subject contract;

e) Any relative of a representative or delegate of a Member State to the OAS;

f) Any person who has entered into a performance contract terminated by GS/OAS for cause under Chapter 8 of the Performance Contract Rules;

g) Any person employed by an institution that is receiving funds from the GS/OAS as part of a GS/OAS project, except in those cases where the employee is on leave without pay from that institution;

h) Any person who is legally incompetent; any person who is on trial in a criminal court of any OAS Member State; or any person convicted of a serious criminal offense in one of the Member States;

i) Any person who has defaulted on and/or failed to perform satisfactorily an existing or previous performance contract or procurement contract with GS/OAS;

j) Any person who does not have a valid visa to work in the country where the performance contract is to be performed and who cannot obtain one prior to the contract initiation date;

k) Any elected official of an OAS Organ, unless the performance contract is not for or in relation to the organ on which the official serves.

Sincerely,



________________
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