Security Services - Bid

BID 06/2025 - REQUEST FOR PROPOSALS:

SECURITY SERVICES

The Consulate General of Brazil in Boston invites companies to participate in the Bidding Process 06/2025

1. Solution Description

Provision of security services in the chancery building of the Consulate. The company must assign professionals to remain at the ground floor reception of the building located at 175 Purchase St, Boston, from 8 am to 6 pm, Monday to Friday, or at another time, exceptionally and on demand.

1.1. The professionals must perform the following daily tasks:

1.1.1. Answer the intercom and follow the protocol indicated by the head of the Consular Sector. Service providers must be admitted normally. In the case of visitors who allege reasons other than consular matters, the security guard must call the sector subject to the visit and consult before admission.

1.1.2. After entering through the main door, the security guard must request the entrant to pass through the metal detector, after placing metal objects in a designated basket. The security guard must check and ensure the correct functioning of the detector, reporting any failure to the administration sector. People who claim to use a pacemaker must not be forced to pass through the detector, as well as elderly people, children, or people with obvious physical limitations. People carrying weapons, whether firearms or not, must be prohibited from entering the Consulate.

1.1.3. The security guard must act, whenever requested, in the event of disruption on the Consulate premises, such as: aggressive behavior from consular clients or any people entering the premises, whether through insults, shouting, gestures, or threats of any nature, physical or verbal.

1.1.4. If, at any time, an imminent and serious situation is detected that could jeopardize the physical integrity of Consulate employees or the public, the security guard must take the initiative to act in the situation, regardless of authorization.

1.1.5. In the event that the situations described in 1.1.3 and 1.1.4 exceed the security guard's containment capacity, they must immediately call the police or inform the administration by phone.

2. Requirements

2.1. Company with at least 5 years in the market and licensed to operate in the state of Massachusetts.

2.2 Unarmed security guards with training in self-defense and conflict situation management, as well as in metal detector operation.

2.3. It is desirable that the security guards have a sufficient command of Portuguese or Spanish, in addition to English.

2.4 The presence of the same professional during the 10 daily hours of service is desirable.

2.5 Any substitution of professionals must be communicated in advance to the administration sector.

2.6 In the event of the professional's non-attendance, the company, after being called upon by the Consulate, must provide a substitute within a maximum of two hours.

2.7 Maximum of 50 weekly hours billed monthly, with any overtime being contracted on demand and paid according to the legislation of the state of Massachusetts.

2.8 In addition to the above, the company to be contracted must present a declaration that it has full knowledge of the necessary conditions for the provision of the service as a requirement for signing the contract. The bidder may perform an inspection of the facilities at the service location. The failure to perform the inspection cannot be used as a basis for subsequent allegations of lack of knowledge of the facilities, doubts, or forgetting of any details of the service provision locations, with the winning bidder assuming the burdens resulting from the services. The bidder must declare that they have become aware of all information and local conditions for fulfilling the obligations that are the object of the bid.

2.9 The company shall be responsible for providing workers’ compensation and health insurance coverage to its employee.

3. Contractor's Obligations

3.1. Execute the services according to the requirements above and its proposal, with the allocation of the employees necessary for the perfect fulfillment of the contract.

3.2. Use qualified employees with knowledge of the services to be performed, in accordance with the requirements listed above.

3.3 Employees who are family members of a public agent holding a position in the Contracting entity are forbidden.

3.4 Inform the Administration, within a period of twenty-four (24) hours, of any abnormal occurrence or accident that occurs at the service location;

3.5. Provide all information requested by the Contracting Party or its agents;

3.6. Stop, by determination of the Contracting Party, any activity that is not being executed according to good technical practice or that jeopardizes the safety of people or third-party property.

3.7. Promote the safekeeping, maintenance, and surveillance of materials, tools, and everything necessary for the execution of the services, during the contract's term.

3.8. Conduct the work with strict observance of the norms of relevant legislation, always keeping the service location clean and in the best conditions of safety, hygiene, and discipline.

3.9 Maintain, throughout the contract's term, in compatibility with the assumed obligations, all the qualification and eligibility conditions required in the bidding process.

3.10 Maintain confidentiality regarding all information obtained as a result of fulfilling the contract.

3.11 Bear the burden resulting from any mistake in the dimensioning of the quantities in its proposal, including the variable costs resulting from future and uncertain factors, and must complement them, if what was initially provided in its proposal is not satisfactory for meeting the object of the bid.

3.12 Comply with, in addition to the prevailing legal postulates, the safety rules of the Contracting Party.

3.13. Keep employees on the predetermined schedules by the Contracting Party.

3.14 Present to the Contracting Party, when applicable, the nominal list of employees who will enter the entity for the execution of the service.

3.15 Observe the precepts of the legislation regarding the workday, according to the professional category.

3.16 Present, when requested by the Administration, a criminal record certificate and civil distribution (antecedents) for all the workforce offered to work at the entity's facilities.

3.17 Comply with the requests of the Contracting Party regarding the replacement of allocated employees, within the deadline set by the contract's inspection, in cases where non-compliance with the obligations related to the execution of the service is verified.

3.18. Instruct its employees regarding the need to abide by the internal regulations of the Contracting Party.

3.19. Instruct its employees about the activities to be performed, warning them not to perform activities not covered by the contract, and the Contractor must report any such occurrence to the Contracting Party, in order to avoid job deviation.

3.20 Be responsible for any work accident in the execution of the services, even if they occur on a public road near the service location.

4. Subcontracting

4.1 Subcontracting of the object of the bid will not be permitted.

5. Subjective alteration

5.1. The merger, spin-off, or incorporation of the Contractor with/into another legal entity is admissible, provided that all eligibility requirements demanded in the original bidding process are observed by the new legal entity; the other clauses and conditions of the contract are maintained; there is no harm to the execution of the agreed object, and there is the express consent of the Administration for the continuation of the contract.

6. Control and inspection

6.1 The contract manager will be responsible for the coordination of inspection activities, as well as the procedural instruction of acts of extension, alteration, readjustment, payment, eventual application of sanctions, termination of contracts, among others.

6.2 The inspector will be responsible for assessing whether the quantity, quality, time, and manner of the object's provision are compatible with those stipulated in the bidding instrument.

7. Payment

7.1 Payment will be made by the Contracting Party within 30 days, counted from the receipt of the invoice.

8. Readjustments

8.1. The prices initially contracted are fixed and non-adjustable for a period of one year, counted from the contract signing date.

8.2 Contract renewals can be subject to price increase upon proof of their economic advantage through market research.

9. Infractions

9.1 The Contractor commits an infraction who:

a) Causes the partial non-execution of the contract;

b) Causes the total non-execution of the contract;

c) Fails to maintain the proposal, except as a result of a duly justified supervening fact;

d) Causes the delay of the execution or delivery of the object of the bid without justified reason;

e) Presents a false declaration or documentation required for the competition or provides a false declaration during the bidding or the execution of the contract;
f) Defrauds the bidding or commits a fraudulent act in the execution of the contract;
g) Behaves in an unsuitable manner or commits fraud of any nature;
h) Practices illicit acts with a view to frustrating the objectives of the bid.

10. Selection Criteria

10.1. The qualification criteria to be met by the supplier will be:

10.1.1. Lowest Price, including all direct and indirect ordinary expenses resulting from the execution of the object, including taxes and/or duties, social security charges, labor, pension, fiscal and commercial charges, administration fee, insurance, and others necessary for the full fulfillment of the object of the contract.

10.1.2 Proven experience in the line of business.

10.2 The decisive judgment criteria for the proposal is the lowest price, provided the other requirements are met.

10.3 In the event of a tie, the selection criteria will be the company with the longest operating time in the market.

11. Timeframe for the bidding process

11.1 Interested companies must submit a proposal containing hourly rates to administra.boston@itamaraty.gov.br no later than 12/01/2025.

11.2 Proposals will be evaluated on 12/02/2025, 10am, at the Consulate office (175 Purchase St, Boston, MA). Bidders can participate.

11.3 The provisional result of the bidding process will be published at the Consulate website, on the “Bids” tab, by 12/03/2025.

11.4 Participants can appeal the committee decision through the email administra.boston@itamaraty.gov.br, until 12/05/2025. The appeal must contain a justifiable reasoning.

11.5 The final result of the bidding process will be published at the Consulate website, section Bids, until 12/09/2025.

11.6 This timeframe can be modified by the Committee’s judgment.

Bidding Committee

Boston, 11/06/2025