Embassy of the Republic of Korea to the Republic of Trinidad and Tobago

                REQUEST FOR PROPOSALS FOR THE PROCUREMENT

                               OF

                  SECURITY SERVICE

The Embassy of the Republic of Korea in Trinidad and Tobago (hereinafter referred to as ‘Embassy’) invites qualified bidders to submit proposals to provide Security Service at the premises of the Korean Embassy located in Port of Spain, Trinidad and Tobago.

1. Subject

 Procurement of Security Service for the Embassy of the Republic of Korea in Trinidad and Tobago. 

2. Tender & Contract Method

 Screening test 

3. Service Requirements 

Contractor will be responsible for providing the following services: 

 • Provide One (1) baton security officer, twenty four (24) hours per day, seven (7) days per week (including public holidays) at each of the following two locations :

 - The Embassy of Korea - #36 Elizabeth St, NEWTOWN, POS 

 - The Korean Ambassador’s Residence - #8 Prada St, NEWTOWN, POS 

Security officers will be responsible for the following duties, including but not limited to: 

 • Identify and screen visitors and/or goods and services being delivered.

 • Respond immediately to security and safety violations within Embassy premises, and potential violations near the building in accordance with building security codes, and make records afterward. 

 • Secure and manage all lost and found items in their original state and dispose of them according to relevant laws and regulations. 

 • Keep records related to the performance of security duties.

 • Take prompt actions to prevent or minimize losses, accidents, fires, property damages, safety hazards and security accidents or incidents. 

 • Other similar or related duties as assigned by the Embassy and Residence.

Security Company will be responsible for the following: 

 • Supervise training and discipline of security guards.

 • Maintain command and communication channels on an around-the-clock basis with the Embassy and Residence. 

 • Provide full and timely reports on any security issues, including misbehaviours, accidents or incidents that occur on the premises of the Embassy and Residence. 

 • Conduct daily inspection on security guards.

4. Contract Period

The Embassy intends to implement the procured solutions starting from 1 st May 2024 to 30th April 2025. The base term of the contract shall be for a one (1) year period.

5. Pricing 

• Total Budget : USD 121,491.084 (Including all charges and VAT)

• Estimated Price : USD 107,992.0746(Upper limit before tax) 

• Lowest bid rate limit : 87.995% (USD 106,904.08 Including all charges and VAT)

6. Submission Deadline 

Proposals should be submitted by 12:00 PM on 26th April 2024 via E-mail to koremb.tt@gmail.com or trinidad@mofa.go.kr.

7. Submission Result

On 30th April 2024 (via E-mail or Call) 

8. Evaluation of Proposals 

This procurement is being conducted in accordance with all applicable provisions of the Republic of Korea’s Ordinance of the Ministry of Strategy and Finance, “Enforcement Decree of the Act on Contracts to Which the State is a Party.” It is the intent of the Embassy to award a Contract to the first-highest bidder, in accordance with the evaluation criteria set forth below:

• State of Management (Reference to Credit rating confirmation Form) 25% 

• Appropriateness of Business operational plans 5% 

• Total estimated cost 70% 

TOTAL PERCENT AVAILABLE 100%

9. Qualification Requirements of the Proposer

• Proposer should have submitted all required documents and proposal to the Embassy no later than the deadline. 

• Proposer must have valid license or certificate to provide security service by the appropriate authorities. 

• Proposer should be able to verify that they have provided billed security service for a minimum of three (3) years for a government/private organization that employed more than twenty (20). 

• Proposer must not be a dishonest businessman and conduct its business in accordance with the laws and regulation of the Trinidad and Tobago. 

• Proposer must submit background checks and confirmation of the guarantor (Include Emergency Contacts) for Embassy and Residence Security guards.

10. Required Documents

A) Application for Screening Test 

B) Self-Evaluation for Screening Test and Evaluation sheet 

C) Tender bond Memorandum 

D) Cost Estimate 

E) Business Plan 

F) Police Clearance Certificate Verification 

G) Copy of Business License 

H) Certificate of Insurance 

I) Performance Certificate of Security Service Or Certificate of Security Service Career 

J) Business history for the last five years 

K) Credit rating confirmation form 

*Please see the attached file

11. Proposer Decisions

• The company with the lowest price among the companies that submitted the offer price in excess of 87.995% of the estimated price and less than the estimated price shall be selected. The company may finally be selected if there is no cause to disqualify it.

• If it is determined that the selected company is not qualified before the contract is concluded the contract is then terminated due to the inability to conclude the contract, the next selected company shall be elected. 

• In the case of two of more companies with the same offer, the winning bid shall be chosen by drawing lots.

12. Supply Deposits 

• The tender bond by the participating tenderer shall be 5/100 (5%) of the bid price, in accordance with Article 37 of the Enforcement Decree of the Act on Contracts to which the State Is a Party(Korean Law). However, in this case the tenderer is exempted from the payment of the tender deposit. 

• If there are any changes attributable to Article 9 (3) of the Act on Contracts to which the State Is a Party(Korean Law), amount to be applied shall be paid immediately in cash, in accordance with the Tender Bond Memorandum.

13. Notice 

Submission of a proposal shall be considered as accepting all the terms set forth in this Request for Proposal. All the proposals that have been submitted shall become the sole property of the Embassy. In order to be considered responsive to the solicitation, the firm's proposal should fully conform in all material respects to the solicitation and all of its requirements, including all form and substance. Proposals deemed to be non-responsive shall be removed from further consideration. Firms submitting an incomplete response may be contacted shortly after proposal in an effort to make the proposal complete. Early submission of proposals is encouraged. The selected company must sign the contract within 7 days after the date of notification of the winning bid. When the company signs the contract, the company must complete the confidentiality agreement and the implementation of a memorandum of integrity agreement.

14. Others 

For information concerning procedures for responding to this RFP, please contact 622-9081 or email at koremb.tt@gmail.com or trinidad@mofa.go.kr 

The Embassy’s normal business hours are 8:00 AM to 4:00 PM, Monday through Friday, (excluding Trinidad Tobago Public Holidays and Designated Korean National Holidays).