National tender application pack V0.1

Tender reference: 2016 - 018

Request for proposal–External Communications Consultancy

The Lebanese Red Cross Society (LRCS) hereby invites proposals from reputed firmsfor the provision of the following consultancy services:

  1. Perform a desk review of relevant existing documents and practices
  2. Assess the current capacities and practices of the Communications department
  3. Produce an “as-is” report of the external communications function in LRC and present to LRC stakeholders
  4. Develop a long term vision for external communications and an implementation roadmap
  5. Facilitate workshops with relevant LRC stakeholders to communicate and discuss the objectives, strategy and plan of action

All documents can be downloaded from (Please select “Tender” from the menu at the top right of the page). Bidders are advised to check the website regularly as any changes or additional information related to this tender will be updated via the website.

Bidders must be submitted either by email or sealed envelope to:

Mailing address / Lebanese Red Cross Society Head Quarters,
Spears Street,
Kantari,
Beirut, Lebanon
Email address /
Contact person / Daniel Bettega
Tender deadline / Date: Friday 21, October, 2016
Time: 5:00:00 PM
Bids to be marked / “Tender reference: 2016 - 018. Do not open before Friday 21, October, 2016”
Open meetings with suppliers (bidders must register in advance if they wish to participate) / Date: Monday 3, October, 2016
Time: 13:00:00 PM
Deadline for questions / Date: Monday10, October, 2016
Time: 5:00:00 PM

Bidder’s checklist

Description / To be filled by bidder / To be filled by LRCS committee
Included? / Present & complete? / Comments
Step/ document to be submitted withtender / Yes / No / Yes / No
Complete tender package delivered before the deadline specified in the Addendum –Compulsory
Addendum - Signed and stamped – Compulsory
Proposed cost schedule (itemised) - Signed and stamped – Compulsory
Past experience - examples of similar past experience together with client contact details –Compulsory
Work plan - proposed work plan not exceeding 4 months - Compulsory
Tender form 1 - Supplier registration form – completed, signed & stamped – Compulsory
Tender form 2 - Terms of Reference – completed, signed & stamped – Compulsory
Tender form3 - Letter of authorisation & acceptance statement –signed & stamped – Compulsory
Supporting documents
Copy of company registration – (Ministry of Justice)-وزارة العدل) ) شهادة تسجيل شركة تجاريةCompulsory
Copy of tax registration (Ministry of Finance((وزارة المالية)شهادة تسجيل الشركة– Compulsory
Copy of VAT registration (Ministry of Finance) (وزارة المالية) شهادة تسجيل في الضريبة على القيمة المضافة– Compulsory(if VAT registered)
Copies of past contracts/ POs as proof of experience
To be filled in by LRCS committee only / Eligible / Ineligible
Outcome of administrative check.

Instructions to bidders

Bidders must meet all the requirements specified in the tender documents and therefore advised to go through the tender documents carefully before submission and be certain that they are able to comply with the specified terms & conditions.

Contents

Request for proposal – External Communications Consultancy

Bidder’s checklist

Instructions to bidders

General conditions

Specific Conditions

Addendum

Tender forms

Tender form 1 - Supplier registration form

Tender form 2 - Terms of Reference

Tender form 3 - Letter of authorisation & acceptance statement

Article 1.Requirements: The Terms of Reference are given in Tender form2 - Terms of Reference

Article 2.Eligibility:

2.1.Bidders must sign on a bid submission register when delivering their bids – any bids that are not listed on the register will not be considered.

2.2.Tender Submissions not addressed and or marked as specified in the Addendum or sent by other means may not be accepted. Address for delivery of offers is listed in the Addendum.

2.3.Tenderer(s) must be formally registered companies in their registered country.

2.4.Any unsealed tenders, tender submissions made to any other email address other than the one specifiedor tenders received after the submission deadline will not be accepted.

2.5.Tenderer(s) should have the capacity and capability to supply the items in accordance with the specifications within the prescribed delivery time and the terms & conditions mentioned herein.

2.6.Contracts can be awarded individually or jointly.

Article 3.Price:

3.1.Price should be best and final offer

3.2.Include discounts for early payment, if any

3.3.All prices should be denominated in the currency that is specified in the Addendum attached.

3.4.Applicable VAT/duty rates should be clearly stated per item in the offer as to facilitate any tax/ duty exemptions/ reimbursement

Article 4.Required documents/certificates: The supporting documents/certificates required are:

4.1.With the Tender:

4.1.1.Completed, signed and stamped copies of

4.1.1.1.Specific Conditions (if present)

4.1.1.2.Addendum

4.1.1.3.Tender form 1 - Supplier registration form

4.1.1.4.Tender form 2 - Terms of Reference

4.1.1.5.Tender form3 - Letter of authorisation & acceptance statement

4.1.2.Documents in support of Tenderer(s) profile (such as copies of Tax/VAT Registration certificate, Trading Licence copy, etc.).

Article 5.Language: The documents submitted will be accepted in English/ French/ Arabic language only. The certificate, etc. from local government or local authorities (if applicable) could be provided in actual language.

Article 6.Bid Validity: Your offer must remain valid for the period specified in the Addendum after of Tender submission deadline. If the bid is successful and contracted the bid will remain valid for the duration of the contract.

Article 7.All or None Clause:The LRCS reserves the right to accept or reject any or all the offers and decrease or increase the quantity of items or reduce the quantity of any item/s and the lowest tender need not be accepted. Failure to comply with any of the above requirements will justify rejection of the offer. Successful Tenderers will be required to sign, stamp and return one copy of the Contract confirming your acceptance of the specification and agreed terms and conditions.

Article 8.Conditions for submitting offers: Tenderers are responsible for the submission of their tender on time and in accordance with the instruction within the tender documents.

8.1.LRCS will not be responsible for any failure or delay in collection or submission of tender documents before the given deadlines.

8.2.Expenditure on preparation & delivery of tender submissions shall be borne by the Tenderer.

8.3.All requests for information, queries / questions should be requested through the details provided in the Addendum.

General conditions

General conditions are available from

Specific Conditions

None

Addendum

Section in instructions to bidders: / Item: / Specification:
Price / Currency / USD
Exchange rate @ / 1USD = LBP1,500
Tender delivery / Delivery address / Lebanese Red Cross Society Head Quarters,
Spears Street,
Kantari,
Beirut, Lebanon
Delivery contact / Daniel Bettega
Delivery email /
Goods/ services delivery period / Start period / ASAP
Delivery deadline / None
Language / Tender document language / English
Bid validity / Offer to be valid for / 90 calendar days
Payment / Payment terms / 45 calendar days after submission of all required documentation
Tender deadline / Date: Friday 21, October, 2016
Time: 5:00:00 PM
Bids to be marked / “Tender reference: 2016 - 018. Do not open before Friday 21, October, 2016”
Open meetings with suppliers (bidders must register in advance if they wish to participate) / Date: Monday 3, October, 2016
Time: 13:00:00 PM
Deadline for questions / Date: Monday10, October, 2016
Time: 5:00:00 PM

Tender forms

Tender form 1 - Supplier registration form

Please fill in this questionnaire in order to register. Information given in this questionnaire will be handled confidentially. Please attach all other documents requested in the questionnaire. All bidders should completely fill up this form. If found blank then the bidder's tender shall not be included in the Final Evaluation

  1. NAME OF COMPANY:

Mailing Address
Country:
Contact Person (s)
Telephone No / Fax:
Email
Website
Owner(s) Name(s):
Nationality:
VAT Number
Date of Registration of VAT
  1. ORGANISATION REGISTRATION:
/ Year Established: Under the laws of:
  1. SIZE OF BUSINESS
/ No. of Employees: No. of Branches:
No. of International Offices:
Location of Factories:
No. of Plants:
No. of Warehouses
  1. AFFILIATED/HOLDING/ SUBSIDIARY COMPANIES:
/ Name Address Nature of Affiliation

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National tender application pack V0.1

Tender reference: 2016 - 018

Tender form 2 - Terms of Reference

Please see attached document

Tender form3 - Letter of authorisation & acceptance statement

Dear Sir/Madam

We, M/S ______

Hereby authorize Mr / Ms ______

To represent, deal, negotiate and sign the contract on our behalf for the above referencedtender. His/her details and specimen of signature are as below.

Furthermore, we hereby declare our acceptance of the LRCS:

  • General conditions
  • Addendum
  • Tender form 1 - Supplier registration form
  • Tender form 2 –Terms of Reference

And confirm that the details provided in the supplier registration form are accurate and representative of our company.

We acknowledge and accept that any misrepresentation in this regard will lead to our bid being excluded from the current tender and/ or the cancellation of any subsequent contract/ purchase order without compensation.

On behalf of / Authorized Person (if different)
Name: / Name:
Designation: / Designation:
Cell / Tel No: / Cell / Tel No:
Email: / Email:
Dated: / Dated:
Signature & Stamp: / Signature

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