Request for Proposal

United States Institute of Peace

Volunteer National Defense Organizations (VNDOs) in the Baltic Region: Their Role and Impact in Community Security

Remote

Release Date: July 15, 2024

RFP Due Date: 5:00 pm EST on August 4, 2024

Submit Questions and/or Proposals to:

Mr. Ian Platz Iplatz@usip.org

Dr. Calin Trenkov-Wermuth Ctrenkov-wermuth@usip.org

Shane Goetz sgoetz@usip.org

Pertinent responses to questions will be made available to all offerors by e-mail. Questions will not be accepted after 5:00 pm on July 19, 2024. The final proposal must be submitted by time and date listed above to be considered.

Introduction and Background

The United States Institute of Peace (USIP) is a national, nonpartisan, independent institute, founded by Congress and dedicated to the proposition that a world without violent conflict is possible, practical, and essential for U.S. and global security. In conflict zones abroad, the Institute works with local partners to prevent, mitigate, and resolve violent conflict. For more information, please visit http://www.usip.org.

USIP’s Center for Thematic Excellence (CTE) is built on the premise that there are common tools and approaches to peacebuilding that are adaptive, but applicable to peacebuilding globally. The center serves as a hub of the Institute’s common resources for governments, organizations, and individuals seeking to prevent, mitigate, and resolve violent conflict worldwide. CTE prioritizes evaluation and learning from our programs to adapt and improve our work. CTE is actively engaged in more than 40 fragile and conflict-affected countries around the world.

USIP’s Governance, Justice, and Security (GJS) Program, which supports CTE’s governance, justice, and security efforts, has undertaken an initiative to better understand the complex dynamics surrounding security sector governance in conflict-affected places. USIP’s GJS Program has also undertaken a longer-term effort to study the security sector challenges of eventual post-conflict Ukraine and working on longer-term research tied to the governance challenges within Total Defense security models, which this research will complement and expand on conversations related to opportunities for new security models.

The GJS Program is most interested in the unique roles of Volunteer National Defense Organizations (VNDO) in enhancing community security providing auxiliary support to formal security services in domestic and international crisis management, augmenting security services and organizations in protecting the sovereignty of the region and their respective states. For this project the VNDOs are the Estonian Defense League, Latvian National Guard, and Lithuanian Riflemen Union. This research will support USIP’s larger efforts to better understand the informal and para-state security structures that are often only partially understood by security sector governance (SSG) professionals and will result in a report for publication by the selected contractor/author.

Purpose of the RFP

The purpose of the research project is to examine the formation, evolution, and operationalization of VNDOs in the Baltic states from the late 20th to the early 21st centuries and how they contribute to community, national, and international security. The findings of this research will inform USIP’s broader work on VNDOs in an era of Strategic Competition and the role VNDOs could play in a post-conflict Ukraine. We are seeking researchers experienced in studying national defense organizations and formations, preferably with a research agenda focusing on the Baltics and NATO’s Eastern flank.

Scope of Work

The research will examine the formation, evolution, and operationalization of VNDOs in the Baltic states from the late 20th to the early 21st centuries and how they contribute to community, national, and international security. This research will improve the understanding of the political and social context in which these VNDOs emerged in the post-Soviet period to their reinvigoration after the Russian Federation invaded Ukraine. It also aims to explore VNDO motivations in an era of Strategic Competition between the West and Revanchist Powers, organizational and training structures, and the impact on international security. The report will further analyze the evolving role of these groups in the ongoing regional tensions tied to Russian aggression and their relationships with national governments and other state actors in times of peace and conflict.

The findings of this research will inform USIP’s broader work on VNDOs in an era of Strategic Competition and the role VNDOs could play in a post-conflict Ukraine, which will likely require a formal VNDO to provide auxiliary support, as well as the members of NATO’s Eastern Flank countries that don’t currently have a formalized VNDO.

The central research questions to be addressed are as follows:

1. How do VNDOs within the Baltic States (Estonia, Latvia, and Lithuania) contribute to security in their respective countries and wider region in response to security threats by the Russian Federation’s acts of aggression?
2. What are the security sector governance (SSG) norms and standards tied to these organizations?”
3. What recommendations or insights or experiences from Baltic State VNDOs could be applicable to Ukraine or other frontline states facing threats from Russia?

The contractor will produce an outline of the research methodology; an interim progress report; and a 20,000-word report in English of publishable quality detailing their findings, which will undergo questions and clarifications with USIP experts before being finalized. Please note that human subject research included in the methodology may require IRB approval.

Selected researchers will be expected to submit draft papers for review by USIP and external experts and incorporate revisions prior to submitting a final draft.

Deliverable

Estimated Due Date

Research Methodology Outline

November 2024

Interim Progress Report

March 2025

Final Report for USIP Review

July 2025

Final Report

September 2025

Expected Contract Type: Firm Fixed Price

Submission Requirements

Any proposal that does not contain all items listed below may be considered nonresponsive. For more detail on the selection process, including corresponding evaluation criteria, please see Section IV below. Overall, the proposals should focus on how the researcher will accomplish the goals of the RFP and highlight the researcher’s knowledge of the evolution and composition of modern VNDOs in all three Baltic states. Given the dearth of English-language resources on Baltic State VNDOs, the researcher or research organization must have a strong familiarity with regional languages in the Baltic States and a background in researching security challenges in the region, including national security challenges as well as social and human security challenges in those countries. Moreover, researchers should demonstrate a clear understanding of SSG norms and standards and should be familiar with the history of hybrid security structures meant to counter hybrid threats posed by the
Russian Federation.

Furthermore, the proposals should explore the uniqueness of VNDOs in each Baltic State, considering their respective security governance architecture, threat perceptions, and a brief background on their modern security histories since 2014.

USIP is open to receiving proposals based on collaborative arrangements between SSG experts and those with specialized expertise in security matters in Estonia, Latvia, and Lithuania.

To be considered under this RFP, please submit the following:

Technical Narrative Proposal

The technical narrative proposal should be no more than 5 pages and include the following sections:

1. Past Experience: Describe at least two projects of similar scope and complexity the offeror has worked on previously. Provide a point of contact with telephone number and email address for each of the described projects.
2. Overall Approach and Methodology: Based on the information provided, describe the proposed approach to field research, data collection, data analysis, research methodology, and development of conclusions in detailed action plan. As noted above, the final research methodology will be developed in consultation with USIP.
3. Key Personnel, Staffing, and Specific Expertise: Describe the key personnel, their role, their level of knowledge, and how their experience is related and beneficial. Describe the overall staffing plan for the project. Please note that staff may be non-US citizens and do not require a security clearance.
4. Implementation Timeline: Please include the timeline according to which you intend to carry out the research project, and provide the respective deliverables.

Curriculum Vitae (CVs)

For each of the key personnel, please provide a CV of no more than three pages. CVs will not count towards technical narrative proposal page limit.

Cost Proposal

The cost proposal shall include a detailed budget and budget narrative that outlines the cost of providing the services described above. Budget must be in U.S. dollars and in a spreadsheet format (e.g., Excel). Please note that USIP allows nonprofit organizations to include up to 15% indirect cost recovery on total direct costs for contracts.

Certification Page

Complete and sign the Certification Page below and submit with the proposal.

Selection Process

Schedule

Date

Schedule

July 15, 2024

RFP issued

July 19, 2024

Questions concerning RFP and project emailed to iplatz@usip.org, Ctrenkov-wermuth@usip.org, and sgoetz@usip.org no later than 5:00 pm EST.

July 24, 2024

Answers to questions will be made available to all offerors.

August 4, 2024

Proposals are due no later 5:00 p.m. Eastern Standard Time. Late submissions may not be accepted.

August 14, 2024

Notification to selected offeror

October 01, 2024

Estimated project commencement date

USIP may adjust dates in the schedule or cancel this RFP at any time prior to contract award.

Evaluation Criteria

Proposals will be evaluated based on the criteria below. For more detail on each submission requirement, see Section IV of this RFP. The USIP Selection Committee will review all proposals received on time using the evaluation criteria established below based on the best value offered to USIP. The Selection Committee reserves the right to reject any or all proposals, in whole or in part, to award multiple contracts, and/or to enter into negotiations with any party, in the best interests of the Institute.

Evaluation Criteria

Weight

Technical Narrative Proposal

Overall Approach and Methodology

35%

Past Experience

10%

References

10%

Specific Expertise

10%

Timeframe of Implementation

10%

Total Cost

25%

General Instructions and Terms

1. Complete proposals must be submitted by email to Iplatz@usip.org, sgoetz@usip.org, and Ctrenkov-wermuth@usip.org by 5:00 pm EST on August 04, 2024.
2. The Institute is not liable for any costs incurred by offerors prior to issuance of an executed contract with the Institute.
3. Submissions must be typed and submitted electronically and must include all submission requirements outlined in the Submission of Requirements section of this RFP. No changes or corrections to a response will be allowed after the deadline.
4. All submissions should be in English and US dollars.
5. Any questions concerning this RFP should be directed to Ian Platz, Shane Goetz, Calin Trenkov-Wermuth at Iplatz@usip.org, sgoetz@usip.org Ctrenkov-wermuth@usip.org. Pertinent responses will be made available to all offerors by email. No inquiries will be accepted after specified time and date.
6. Any proposal not addressing all RFP requirements may be considered non-responsive. Late proposals may be rejected as non-responsive.
7. This RFP is not an offer to enter into an agreement with any party, but rather a request to receive proposals from offerors (organizations or persons) interested in providing the services outlined herein. Such proposals shall be considered and treated by USIP as offers to enter into a contract.
8. USIP shall not be obligated for the payment of any sums whatsoever to any recipient of this RFP until and unless a written contract between the parties is executed.
9. Unless stated otherwise within this RFP, the selected Contractor shall be responsible for providing all equipment and/or supplies required to perform the services.
10. The selected Contractor shall not discriminate against any person in accordance with Federal, state, or local law.
11. The submission of any materials to USIP in response to this RFP will constitute (i) a representation that the Offeror owns or has unrestricted license to use and license such materials and all intellectual property expressed therein; and (ii) the grant of a non-exclusive license to USIP to use such materials and intellectual property for any purpose, including specifically the evaluation, negotiation, and documentation of a contract with any party.
12. Offeror will commit to adhering to the attached USIP Terms & Conditions, else risk removal from consideration. Exceptions to these terms must be clearly outlined in an annex to the Technical Narrative Proposal. Please reach out to IPlatz@usip.org to request a copy of USIP Terms and Conditions if they are not attached to the solicitation.

Certification Page
(Please submit with the proposal)

1) The Offeror certifies that: (1) Prices in the offer have been arrived at independently without consultation, communication, or agreement with any other competitor; (2) Prices in the offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other competitor before bid opening or contract award unless otherwise required by law; and (3) No attempt has been made or will be made by the offeror to induce any other competitor to/not to submit an offer for the purpose of restricting competition.

2) Has the offeror received funding from USIP? Yes/No
If yes, provide the grant or contract number and the offeror’s main point of contact at USIP: ___________________________________________________________________________________

On Behalf of Offeror:

Name of Organization or Independent Contractor

Signature of Authorized Official

Printed Name of Authorized Official

Title

Date