British Embassy Beirut

Get out the Vote Campaign

Instructions and Bidding Form

Instructions & Evaluation Criteria

Our Reference: Get out the Vote Campaign

Date: 28th November 2016

You are invited to submit a bid to the British Embassy Beirut or its representative, for the provision of Get out the Vote Campaign.

Please read the instructions on the bidding procedures carefully as failure to comply with them may invalidate your bid.

Your bid must be submitted electronically to by 17:00 Friday 13th January 2017.Clarification questions must be asked by 17:00 Wednesday 21th December 2016.

Bids not submitted via will not be considered. If you have any questions about the bidding procedure, please use mentioning the exact name of the project and the name of the Implementing Partner in the subject line of the email.

I look forward to your response.

Yours faithfully,

Bernard Van Dieren

Head of Reform Programmes

INSTRUCTIONS AND INFORMATION ON BIDDING PROCEDURES

  1. These instructions are designed to ensure that all bidders are given equal and fair consideration. It is important therefore that you provide all the requested information and in the format and order specified. All enquiries, questions or requests for clarification by bidders should be directed to ntioning the exact name of the project and the name of the Implementing Partner in the subject line of the email.

INDICATIVE PROCUREMENT TIMETABLE

  1. The timetable for the award of a Contract is as follows:

Issue Invitation to Bid / 1stDecember 2016
Closing date for clarification questions / 21th December 2016 17:00
Receipt of Bids / 13thJanuary 2017 17:00
Completion of Bid Evaluation and moderation / 27th January 2017
Award of Contract / 28thFebruary 2017
  1. The above timetable is indicative and the Embassy reserves the right to vary it during the course of the process.
  1. Please note that the Embassy may circulate the answers to any clarification questions raised by bidders to all bidders subject to considerations of commercial confidentiality. When submitting the questions, bidders should indicate, with reasons, whether all or part of the question is commercially confidential.
  1. The Embassy accepts no responsibility for any estimate or assumptions made by the bidder of the resources which may be needed to meet the assignment specified in these documents or the exact volume of business that will arise out the assignment.

CONDITIONS APPLYING TO THIS BID

Alterations

  1. The Bid shall be signed with all blanks in the Documents, Appendices and Schedules if any, filled in. No alteration shall be made in the Form of Bid, Contract Conditions, Services Scope or other documents.

Incomplete Bid

  1. Bids may be rejected if the complete information called for is not given at the time of bidding.

Return of Bids

  1. Bids should be submitted to ntioning the exact name of the project and the name of the Implementing Partner in the subject line of the email. All contact with FCO relating to this bidding process must also be made to the same way.

Receipt of Bids

  1. Bids will be received electronically up to the time and date stated. Bids submitted after the deadline will not be accepted. Bidders are strongly advised to submit their bids by no later than the deadline. The Embassy may not consider bids received after that time.

Acceptance of Bids

  1. By issuing this invitation the Embassy is not bound in any way and does not have to accept the lowest priced of any bid and reserves the right not to award any Contract or to accept the whole or any specified part of the bid.

Period for which Bids shall Remain Valid

  1. Bids shall constitute offers capable of acceptance by the Embassy and shall remain valid for 3 months from the closing date for receipt of bids.

Amendments to the Bid Documents

  1. The Embassy reserves the right to amend the enclosed bid documents at any time prior to the deadline for receipt of bids. Where amendments are significant, the Embassy may at its discretion extend the deadline for receipt of bids.

Inducements

  1. Offering an inducement of any kind in relation to obtaining this or any other Contract with the Embassy will disqualify your bid from being considered and may constitute a criminal offence.

Costs and Expenses

  1. The Embassy shall have no liability for any costs or expenses you may incur as a direct or indirect consequence of your taking part in this procurement procedure.

Debriefing

  1. Following the award of Contract, debriefing will be offered to the bidders, if requested.

Evaluation and Scoring Criteria

  1. The bid process will be conducted to ensure that bids are evaluated fairly to ascertain the most economically advantageous bid. Your response to our requirement will be evaluated based on the following award criteria based on a80/20 split between the quality aspects to your bid and the pricing thereof.
  1. The bidder must score over 50% of the total Technical score in order to be considered further.
  2. Bids will be automatically disqualified if any question is scored zero (0) points.
  3. The Embassy reserves the right to disqualify any bid in the event the bid receives a score of one (1) point on two (2) or more questions.
  1. The Evaluation Team will apply the following scoring methodology:

Score Key
Assessment / Score / Interpretation
Good / 4 / Satisfies the requirement with minor additional benefits. Above average demonstration by the Bidder of the understanding and evidence in their ability/proposed methodology to deliver a solution for the required supplies/services. Response identifies factors that will offer potential added value, with evidence to support the response.
Acceptable / 3 / Satisfies the requirement. Demonstration by the Bidder of the understanding and evidence in their ability/proposed methodology to deliver a solution for the required supplies/services.
Minor Reservations / 2 / Satisfies the requirement with minor reservations. Some minor reservations of the Bidder's understanding and proposed methodology, with limited evidence to support the response.
Serious Reservations/Non compliant / 1 / Satisfies the requirement with major reservations. Major reservations of the Bidder's understanding and proposed methodology, with little or no evidence to support the response. The response may be deemed non compliant.
Unacceptable/Non compliant / 0 / Does not meet the requirement. Does not comply and/or insufficient information provided to demonstrate that the Bidder has the understanding or suitable methodology, with little or no evidence to support the response. The response may be disqualified as non-compliant
  1. The above scoring methodology will be applied to each of the Sub Criteria detailed on the table below. The Total Score for each Sub Criteria will comprise of the score awarded (0 to 4) converted against the weighted % of each Sub Criteria.
  1. Total points avalable: Technical = 800. Commercial = 200. The Evaluation Criteria and Weightings are detailed in the table below:

Description / Max score
Declarations
Have all Sub-contractors and consortium partners signed a non-disclosure agreement (NDA)? / Mandatory
Criteria / Max Score
Technical: Duty of Care (DoC)
Do you accept responsibility for your staff's security and Duty of Care? / Mandatory
Do you understand the potential risks and have the knowledge and experience to develop an effective risk plan? / Mandatory
Do you have the capability to manage their Duty of Care responsibilities throughout the life of the contract? / Mandatory
Duty of Care (DoC) will sit with the Supplier. a) Explain what systems you have in place to monitor staff risk on a live / on-going basis, or will put in place if you are contracted to deliver services under the Framework Agreement b) Explain what systems and plans you would have in place to manage a Medivac emergency / incident if one arises? Include security arrangements as necessary. Max 2 Pages PDF / 80
Criteria / Points
Operating Environment
Explain the threats and risks as you see them and how these may impact on the delivery of services under this Agreement. Describe how you will manage these risks and contingencies. Consider issues such as sub-contractor failure, temporary unavailability of the site/lock-down or of key or non-key staff, etc. Summarise all the above in a Risk Matrix . Max 2 Pages PDF / 80
Please explain in detail what operational standards and security operating procedures will be applied to the training programme being delivered? Max 3 Pages PDF / 120
Criteria / Points
Methodology and Approach
Explain in detail, your overall approach and methodology to meeting all the services and requirements as indicated in the Terms of References.Include your capacity to deliver the requirements of training and mentoring, identification of needs for resources and equipment, flexibility, and monitoring and evaluating of impact of programming. If working as part of a consortium, bidders should note which supplier would be responsible for each strand of work. Max 5 Pages PDF / 200
Contract Management
A close working relationship with the Embassy, its representatives, and funding partners is essential. Describe your client liaison arrangements, including procedures for dealing with complaints or problems and escalation procedures.
Please include your proposed Quality Assurance procedures, proposals for monitoring and reporting on the quality of services delivered and how you would handle a failure to meet objectives. Max 1.5 Pages PDF / 60
Relationship management with political parties, independents and recipients of the training is crucial to the success of this programme. Describe your relationship management strategy, including, how the strategy would develop throughout the different phases of the contract lifetime, approach to deal with issues such as lack of buy-in and manage the relationship beyond the context of training and mentoring.
Suggest 3 robust Key Performance Indicators to be used by the Embassy to monitor and report on the effectiveness and quality of the supplier relationship management. Max 1.5 Pages PDF / 60
Criteria / Points
Resources
Describe your local in-country administrative arrangements including transport, etc. and who will administer these. In addition explain your due diligence procedures when sub contracting and managing the supply chain. Consider issues such as quality control, fraud, corruption and how you will maintain financial integrity/control . No more than 2 pages PDF / 80
Please outline the experience and qualifications that the Key Staff deployed under the Contract would possess. Describe how you would handle uplifts and downsizing of staff from time to time under this Contract. Include your arrangements for handling staff leave, sick, emergency cover plus handovers for all your staff. No more than 3 pages PDF / 120
Total Technical / 800
Criteria / Points
Commercial
Provide a fully itemised total fixed price for the duration of the project. The pricing format is indicated in ‘Project Bid – ABB’ to be found on the Embassy website and must be populated, renamed ‘[your supplier name]-Get out the Vote Project Bid ABB] and sent to together with the bid. / 200
Total Commercial / 200
Grand total / 1000
  1. The Bidder is requested to use the template bidding form below to submit the bid:

Project Title / Elections Skills Training Campaign
Implementing organisation (s) / Include maximum five sentences about experience, capacity and local footprint of implementing organisation
Geographic coverage
Project Purpose / Short succinct description of the change the project will make (maximum of two sentences)
Context and Need for the Project / In one paragraph (100 words) explain the problem that the project addresses, and how this relates to HMG objectives. Include a sentence about the situation before the project starts and provide evidence of local support and/or beneficiary engagement.
Short Project Summary / In one paragraph (100 words) explain what the project plans to achieve and how.
Summarise the project outputs or expected results, and the main activities that support each output.
Include a sentence about main project risks and how they will be addressed. Where possible, describe proposed steps to ensure sustainability of project.
Duty of Care (DoC) / Max 2 pages
Operating Environment / Max 5 pages
Methodology and Approach / Max 5 pages
Contract Management / Max 3 pages
Resources / Max 5 pages
Commercial / See format ‘Project Bid – ABB’
Total cost of project

1