Issue Date: November 21, 2025

Proposal Due Date: January 6, 2026

Bidder Selection/Notification by: January 13, 2026

Planned Service Start Date: January 26, 2026

Budget Available: Up to $100,000 USD for a one-year period of performance

To Whom It May Concern:

IREX (International Research & Exchanges Board), an organization with approximately 300 staff, offices in 6 countries, and wider operations globally – including in high-risk environments –  is seeking proposals from qualified respondents to provide a comprehensive range of security services globally for the organization on a part time/on-call basis. 

IREX reserves the right to withdraw this request for proposals at any time up to the award of the contract. 

Proposal Requirements

Organizations and/or individuals interested in providing this service must submit a proposal for a one-year contract that demonstrates the respondents’ capacity to respond to the below:

Scope of Work 

• Monitor global security threats with the potential to affect IREX staff and operations, including levels of acceptance in all countries where IREX operates.  Based on data collected, define and communicate any preventative measures necessary to staff, and advise teams of said measures in a timely manner.
• Develop and deliver safety and security training (organization-wide) based on IREX policies, customer requirements, aiming at continued cultivation of a security-intelligent culture at IREX with all relevant training, certification, and awareness components.  Training must be adjusted according to risk settings as defined by the US Department of State.
• Support IREX with review of security aspects of office openings and closings, supporting new and existing activities to ensure fluid operational processes are developed, resourced, and adhered to.  Make security recommendations informing go/no-go decisions for operational presence.
• Manage the planning and execution of regular global office security and compliance reviews.  Collaborate with the Enabling Services Hub to conduct said reviews as part of annual joint country assessments, as needed.
• Brief IREX Executive Management and Senior Management on operational ramifications of security situations that could potentially impact the organization’s activities around the world.
• Plan and execute team briefings for IREX staff and/or program participants on security contexts around planned programmatic or organizational travel and events around the world.
• Work with IREX staff to support maintenance and updating of the organizational Crisis Management Plan and associated training  and implement the plan during periods of activation (war, civil strife, natural disasters, evacuations, etc.) as and when required. Lead security aspects of crisis response and collaborate with representatives of other IREX units for non-security responses.  Train key players and stakeholders on crisis response inputs required.
• Support global security focal points (SFPs) and country/program leadership regarding security related matters including potential interactions with donors/customers to meet their requirements.
• Provide inputs to IREX business development teams during  the preparation of proposals for high- risk environments or off- cycle initiatives.  

Day to Day/On-call  Tasks 

• Manage and oversee the IREX Security Program in its entirety including Travel Safety, Security, Global Office Security and DC (District of Columbia) Office Security.
• Advise and support IREX on the integration of good security practices in project/program sites, working closely with Security Focal Points and program management.
• Monitor the quality and compliance of security activities, including the management of budgets and human resources.
• Provide and monitor an on-call contact number to ensure availability and support in the event of a crisis or emergency.
• Periodically review internal security systems and policies in place, identify operational risks, and establish priorities for improvement based on industry best practices, and incorporating risk intelligence. Coordinate and collaborate with country offices to troubleshoot, improve and/or streamline security systems, processes, and procedures.  Enforce application of said policies throughout IREX collaboratively.
• Manage and coordinate execution of IREX’s Security Crisis Management Plans (CMP) as needed, and the institution and maintenance of individual country office CMPs in coordination with IREX’s EMT, Enabling Services Hub POC and leadership, functional units and/or program teams in country as required. This may include the definition of country- specific/crisis- specific procedures as needed, including reporting to donors when required.
• Manage and coordinate IREX’s response to security incidents as appropriate in coordination with Enabling Services Hub POC.
• Promote, track, and enforce compliance by staff at all levels of the organization.
• Conduct security assessments for the DC Office, prospective country office locations, and existing country offices, and provide recommendations for improvement, as necessary.
• Design and follow a systematic plan for monitoring developments in countries where IREX operates and proactively provides guidance and resources as appropriate.
• Oversee the eternal provision of security-focused risk intelligence services, monitoring the delivery and effective impact to the organization of such services in a consistent, timely, and accurate manner.
• Provide direct support to manage security incidents when they occur and play an active role on the Crisis Management Team (CMT) providing Crisis Management Plan (CMP) training and other capacity-building to team members.
• Actively monitor and support the need for rest in place, relocation or evacuation should they arise in any location where IREX operates.
• Work collaboratively with the Facilities and Administration team within the Enabling Services Hub to assess, and as necessary or appropriate, adjust, IREX business insurance policies to procure appropriate coverage based on levels of risk and exposure from a security standpoint, for in-country activities and international travel.
• Work with and communicate effectively with colleagues at all levels of the organization and in all geographic and cultural settings in keeping with IREX values and best practices in the international community such as but not limited to Safeguarding, Respectful Workplace, Trafficking in Persons, Cultural Sensitivity etc.
• Manage multiple incidents and crises concurrently, as needed.
• Provide support and solutions across time zones, borders and cultures with mature cultural sensitivity.
• Respond swiftly as circumstances require while in direct contact with assigned IREX Enabling Services Hub POC.  

Proposal Content

• Company’s profile and resume(s) of key personnel (no more than 2 pages per CV).
• Technical Proposal: Description of approach to each of the Scope of Work elements above. Page Limit: 8
• Technical Qualifications. Description of last three relevant engagements/ assignments (including client name and dates of service) and references for each
• Cost Proposal: a clear breakdown of costs per component, and a brief narrative.  Please note that IREX is a non-profit, and taxes should not be included in the estimate.  

Proposal Submission Requirements

If you are interested in providing this service, please e-mail a proposal to Akubera@irex.org Attn: Amber Kubera. Questions regarding the RFP will be considered up to 5:00 pm Eastern Standard Time on December 10th, with questions and responses posted as an update to this RFP on the IREX website by December 15th.

If you decide to submit a proposal, it must be received no later than 5:00 p.m. Eastern Standard Time on the closing date indicated above. Late submissions will only be considered if in the best interests of the project, and then at IREX’s sole discretion. All proposals submitted must be valid for a period of not less than sixty (60) calendar days from the closing date indicated above. 

Proposal Evaluation

The criteria are listed in descending order starting with the most important factors to be evaluated.

• Qualifications of key personnel (30%)
• Overall Price Competitiveness (30%)
• Sufficiency of methodology outlined (20%)
• Relevant past experience (15%)
• Demonstrated flexibility & ability to respond to changing needs (5%)

Preference will be given for demonstrated understanding of, and experience working with international development organizations, non-profits, and organizations with offices or project activities in global and insecure environments. 

Demonstrated understanding of United States Government (USG) security frameworks and regulations and related compliance requirements. Familiarity with international development donor security requirements (DFAT, FCDO, EU, Foundations, etc.) and reporting are a plus. 

IREX may, at its discretion, ask for additional information or perform site visits. IREX may accept multiple bidders and partial bids for the services requested. 

Renewal

The initial period of performance will be set for one year. IREX reserves the right, based on availability of funding and vendor performance, to enter into subsequent contractual agreements with the winning vendor for a period of up to five years without issuing a new RFP.

Contact Information

Name: Amber Kubera

Title: Senior Director, Global Operations and Management

IREX

1350 I Street NW, Suite 1100 

Washington, D.C.  20005