DUB-BDU-6497

GOAL

12-13 Cumberland Street

Dun Laoghaire

Co. Dublin

Ireland

22nd August 2016

Invitation to tender

Reference number: DUB-BDU-6497

Dear Sir/Madam:

GOALis a non-profit, humanitarian agency that provides aid to the most vulnerable in societies all over the world. Since GOAL’s founding in 1977 in India, its programme reach has expanded with GOAL currently implementing projects in 19 countries in Europe, Asia, Africa, the Middle East and Latin America.

GOAL wishes to continue this work as well as widen our support to these and other vulnerable communities and individuals through stronger links with donors in the European Union and European Economic Area.

This invitation to tender is to secure a consultant who can liaise with key stakeholders at both Brussels and country delegation level; as well as advise and assist with proposal development and supporting strategy in individual country programmes.

The details are as follows:

Commodity:EC liaison consultant

Tender Period:22nd August – 12th September2016

Tender Closure Date and Time:12th September 2016 12.00 midday Dublin local time.

Required Minimum validity period:60 days

Closing date for questions or clarifications: 5th September 2016, 12.00 midday Dublin local time.

By submitting the offer, the Bidder accepts in full the conditions of this tender, waiving his/her own conditions of sale.

Please read all instructions, terms and conditions carefully, and ensure your information and documentation is provided on time as failure to do so may result in rejection of your bid.

The following itemsmust be submitted for your Bid to be accepted by the Tender Opening Committee:

  1. Your detailed proposalmust be completed and submitted in accordance with the specifications and instructions in Annex A and the Tender Instructions at Annex C.
  1. The attached Tender and Contract Award Acknowledgement Certificate (Annex B) must completed and signed by you or an authorized company representative and submitted in accordance with the Instructions for Tender at Annex C.
  1. Vendor registration form (Annex D), filled and signed by you or an authorized company representative, including those documents requested at the end of the vendor registration form. Any missing documents must be explained in a letter.
  1. GOAL standard terms & conditions (Annex E), signed by an authorized company representative.

ESSENTIAL criteria

All suppliers must fulfil the following criteria. Any bidder not meeting these criteria will be automatically excluded:

Submission of all requested documents

  • Fulfilment of essential requirements as listed in Annex A

Award Criteria & Weighting

All bids will be scored on the following breakdown

Costs – 30%

Details on previous funding secured from EC sources – 40%

Experience in providing similar services to UN/NGO/International Organizations – 30%

Bids must be sent to the email address below. All attachments must be either in PDF, scan or picture format. No soft copies (Word, PowerPoint or Excel) will be accepted, and any bids submitting documents in soft copy will be automatically rejected.

All email submissions must have the subject line “Tender submission for DUB-BDU-6497, name of individual or company, email x of y”

If your attachments exceed 15MB, please send your bid in separate emails, clearly marked with the sequence – e.g. ‘1 of 3, 2 of 3, 3 of 3’ as appropriate.

The deadline for receipt of your quotation is 12.00 midday local Dublin time on 12th September 2016, at the email address above. Proof of sending does not equal proof of receipt. GOAL is not responsible for any technical faults that may prevent reception of your email.

Hard copy physical submissionsare not compulsory, but if submittedmust be sent by post or delivered by hand to:

Logistics Department

GOAL

12-13 Cumberland Street

Dun Laoghaire

Co. Dublin

A96 HX78

Envelopes must be clearly marked ‘Tender Submission for DUB-BDU-6497’ and marked with the individual or company name. Bids are submitted entirely at the cost of the bidder and will not be returned. GOAL will not accept any customs, postal or courier charges, and any deliveries with charges pending will be rejected and returned to sender.

After tender opening and bid analysis, GOAL may decide to interview shortlisted candidates to assess experience and knowledge. This may be in person or online, as appropriate and decided by GOAL.

All enquires and questions should be addressed to: and the subject line of the email must read “Clarification/enquiry of tenderDUB-BDU-6497”. Questions will be collated and answers published on the GOAL tenders page with the tender documents at The last day for questions to be received and answers to be published will be 5th September 2016, all questions or clarifications must be submitted before 12.00 Dublin local time.

This tender document contains the following:

  1. This covering letter
  2. Annex ATerms of Reference
  3. Annex BTender and contract award acknowledgment certificate
  4. Annex CInstructions and conditions for tender
  5. Annex DVendor registration form
  6. Annex EGOALstandard terms & conditions

Your attention is drawn to Section 3 of Annex C ‘Disqualification Clause’. Bidders must ensure that they are not in one of the situations listed in this Section.

Under GOAL’santicorruption policy bidders shall observe the highest standard of ethics during the procurement and execution of such contracts. GOAL will reject a bid if it determines that the bidder recommended for award has engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, the Contract.

Yours sincerely

______

Mary Jelliti

Logistics Coordinator

GOAL Ireland

ANNEX A

Terms of Reference

General

Reporting to: Global Director, Business Development Unit

Working time: Maximum 10 days per month. Days of work will be agreed with the consultant at the beginning of each month, corresponding to an agreed work plan presented by the consultant by the 25th day of the previous month.

Travel: This consultancy does not require international travel. The consultant will need to be present in Brussels for meetings on approximately 5 days per month. GOAL will not pay for travel to and from Brussels, nor will travel time form part of the daily rate.

Contracted dates: 3 month contract (October to December 2016 inclusive)

No budgetary responsibility, no line management.

Job Purpose

To represent GOAL with relevant EC representatives and departments, strengthen GOAL’s forecasting and analysis on Europe Aid funding opportunities and support country programmes on EU delegation engagement.

Key Outputs and Objectives:

  • Develop guidelines for responding to EC funding calls. Guidelines should be approximately 15-20 pages plus annexes and include:
  • how to forecast and prepare for EU calls,
  • information on the structure of the EC and its funding streams relevant to GOAL,
  • how to analyse EC calls,
  • how to engage with the EC during the proposal development process, and
  • how to put together a strong EC proposal using the EC templates. The consultant will take this document through a refinement process in consultation with several GOAL departments, including Operations and Business Development.
  • Develop a guidance document for GOAL’s in-country management in engaging with the EC delegations at country level. This will complement the guidelines above and should include:
  • the usual structure, roles and responsibilities of EC delegation members, and
  • strategies for making an approach and maintaining a good working relationship.
  • Represent GOAL with relevant EC geographical and sectoral desks, developing strong working relationships. Provide written reports on all meetings and maintain a written record of all communications via phone/skype etc.
  • Track upcoming/expected EC calls and ensure country teams are informed of these opportunities as far in advance as possible.
  • Provide analysis on all new EC calls which are relevant for GOAL, feeding into the go/no go decision-making process.

Deliverables:

  • Guidelines for Responding to EC Calls
  • Guidelines for Engaging with the EC Delegation
  • Database of upcoming calls (created by the consultant and updated throughout the consultancy period)
  • Meeting notes for all contact with EC representatives
  • Register of all communications with EC representatives via skype/email/phone (created by the consultant and updated throughout the consultancy period)

Essential criteria

Individuals not meeting these criteria will be automatically rejected.

  • 7+ years’ experience in institutional fundraising, programme development and/or donor planning.
  • Specific experience of EC grant making, gained through securing significant funding from European Union sources, or from working within the EC system.
  • Demonstrable experience in supporting international development programmes, preferably gained in a multi-site international organisation.
  • Knowledge of EC donor compliance, procurement and grant management
  • Proven effectiveness in building capacity and working in cross-cultural settings.
  • Ability to develop own priorities and work with limited supervision to achieve deliverables
  • Proficiency in French
  • Educated to Masters level or higher.

Submission requirements

The following documents must be submitted for any offer to be considered:

  1. Technical offer, in the form of a narrative outlining your suitability against the Terms of Reference (this annex A) and particularly the Essential Criteria contained therein. Please also include your standard CV/the CV of the employee being suggested.
  2. Financial offer, outlining your daily rate and all expected additional costs.
  3. Annexes B, D and E, signed. Annex D must be supported by the requested documents, where applicable.

ANNEX B

Tender and Contract Award Acknowledgement Certificate

This attachment must be signed and submitted with the Bid

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  1. In compliance with the Instructions and Conditions for Invitation to Bid (Annex C), Standard terms & conditions (Annex E), I/we the undersigned, offer to furnish some or all of the items quoted for, at the prices entered in the attached offer for the tender DUB-BDU-6497, delivered to the destination specified therein.
  1. I/We accept the terms and conditions set forth in the Instructions and Conditions for Invitation to Bid (Annex C) and the following requirements have been noted and will be complied with where applicable:
  1. I/We confirm that for any offer made where the place of business is not as requested in the tender, that GOAL reserves the right to disregard the offer.
  2. That conditional Bids cannot be accepted.
  3. That the currency of the Bid should be inEUR.
  4. GOAL reserves the right, at its own discretion:
  5. To award a contract for a lesser or greater quantity than the total quantity Bid for.
  6. To reject any or all Bids and/or enter a contract with a Bidder other than the lowest Bidder (see Instructions to tender, Section 6).
  7. Successful Bidders who are awarded contracts will be notified by the receipt of an official email.
  8. Any samples requested, either with the Bid, or at a later date, will be in accordance with the specifications of the required item(s). Failure to comply with this may result in the Bid not being considered.
  9. I/We confirm that the validity of this offer is for ______calendar days from the date of the tender closure
  10. I/We agree to the terms and conditions set forth in the GOAL standard terms & conditions (Annex E).
  11. I/We certify that the below mentioned company/individual has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, any Contracts.
  12. I/We agree to abide by the GOALStandard Terms & Conditions as attached as AnnexE.
  1. I/We further certify that the below mentioned company/individual:
  1. Is not bankrupt or being wound up, having its affairs administered by the courts, has not entered into an arrangement with creditors, has not suspended business activities, is not the subject of proceedings concerning those matters, or is not in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
  2. Has not been convicted of an offence concerning its professional conduct by a judgment which has the force of res judicata;
  3. Has not been guilty of grave professional misconduct proven by any means;
  4. Has fulfilled its obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which it is established or with those of Ireland or those of the country where the contract is to be performed;
  5. Has not been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the European Communities' financial interests;
  6. Has not, following another procurement procedure or grant award procedure financed by the European Community budget, been declared to be in serious breach of contract for failure to comply with our contractual obligations.
  7. Is not currently under investigation for any of the above reasons.
  1. I/Our company (and our subcontractors) has/have the following nationality: ______
  1. I/We are submitting this application in our own right and/or as partner in the consortium led by ______[insert name of the Leader] for this tender. We confirm that we are not bidding for the same contract in any other form. We confirm, as a partner in the consortium, that all partners are jointly and severally liable by law for the performance of the contract, that the lead partner is authorized to bind, and receive instructions for and on behalf of, each member, that the performance of the contract, including payments, is the responsibility of the lead partner, and that all partners in the joint venture/consortium are bound to remain in the joint venture/consortium for the entire period of the contract's performance.
  1. I/We are not in any of the situations excluding us from participating in contracts that are listed in the Instructions and Conditions for Invitation to Bid (Annex C). In the event that our Bid is successful, we undertake to provide the proof usual under the law of the country in which we are established that we do not fall into the exclusion situations listed. The date on the evidence or documents provided will be no earlier than 180 days before the deadline for submission of Bids and, in addition, we will provide a sworn statement that our situation has not altered in the period which has elapsed since the evidence in question was drawn up.

I/We also understand that if we fail to provide this proof within 15 calendar days after receiving the notification of award, or if the information provided is proved false, the award will be considered null and void.

  1. I/We will inform GOAL immediately if there is any change in the above circumstances at any stage during the implementation of the contract. We also fully recognize and accept that any inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts.
  1. I/We note that GOAL is not bound to proceed with this tender and that it reserves the right to award only part of the contract. It will incur no liability towards us should it do so.

I/We agree to the above terms and conditions.

Submitted by:

Company/individual Name

Place

Date

Title/Position

Print Name

Signature

A duly authorized company representative

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ANNEX C

INSTRUCTIONS AND CONDITIONS FOR TENDER

GOAL will receive and consider Bids in response to official Invitations to Bidsubject to the instructions and conditions detailed hereunder

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  1. Submission of Bids

Bid Form

Bids must be submitted by email as outlined in the cover letter, with attachments as listed addressed to:

Subject line: Tender submission to DUB-BDU-6497, individual orcompany name, email x of y

Submit to:

The tender closing date and time is:

12th September 2016, 12.00 midday Dublin local time.

Bids must be received before the indicated time and date as set forth above.

Bidders are solely responsible for ensuring that the full Bid is received by GOAL in accordance with the tender requirements, prior to the specified date and time above. GOAL will consider only those portions of the Bids received prior to the closing date and time specified and that any Bids received after that time may not be considered.

All Bids received by email or post are at the Bidders own risk. Proof of sending is not considered proof of receipt, GOAL accepts no responsibility for technical faults that cause problems in submission.

GOAL has a 15MB attachment limit on emails, if your attachments exceed 15MB, please send separate emails clearly marked, e.g. ‘1 of 3, 2 of 3..’

The Bid must be submitted by email or post, with documents attached in PDF, scan or picture form. No soft copy (word/excel) documents will be accepted. Failure to comply with this requirement may result in the Bid being rejected.

  1. Submission of hard copy/physical bid

If you wish, you may submit your bid in physical hard copy. Each envelopemust be clearly marked ‘Tender submission for DUB-BDU-6497’ and your company name, and delivered by hand or post to:

Logistics Department

GOAL

12-13 Cumberland Street

Dun Laoghaire, Co. Dublin

A96 HX78

Bids are submitted entirely at the cost of the bidder and will not be returned. GOAL will not accept any customs, postal or courier charges, and anything delivered with charges pending will be rejected and returned to sender.

  1. Completion of Bid Form

Currency

The currency of the Bid should be in Euro. However, if other currencies are used they should be clearly indicated e.g.US Dollar, British pound. GOAL will use GOAL’s internal monthly set exchange rate to convert all bids to Euro for comparison between bids in different currencies

Language

The Bid Form, all correspondence and documents related to the tender exchanged by the Bidder and GOAL must be in English.

Presentation

Bids should be typewritten; if hand written they should be clearly legible. Prices entered in lead pencil will not be considered. All erasures, amendments, or alterations must be initialled by the signatory to the Bid. Do not submit blank pages of the Bid Form and/or schedules which are unnecessary for your offer. A completed duplicate of your offer should be retained by the Bidder for record purposes. All documentation must be written in English. All Bids must be signed by a duly authorized representative of the Bidder.