Reference Number: (PRF # 437) and PAK/NT/2018/001

Impact Evaluation of ‘Pur Azm’ Media Campaign (April 2018)

Reference Number: (PRF # 437) and PAK/NT/2018/001

PAKISTAN

NATIONAL TENDER

for

Impact Evaluation of ‘Pur Azm’

Media Campaign (PRF # 437)

Reference #: PAK/NT/2018/001

TABLE OF CONTENTS

SECTION 1:INTRODUCTION

1.1PROFILE

SECTION 2:INSTRUCTIONS TO TENDER

2.1TENDER

2.2Method of TENDER

2.3Conditions of TENDER

2.4Qualification of TENDER

2.5EVALUATION OF TENDER

SECTION 3:PROPOSAL

3.1FORM of TENDER

3.2proposal

SECTION 4:DRAFT CONTRACT AGREEMENT

SECTION 5:TERMS OF REFERENCE

APPENDICES

SECTION 1:INTRODUCTION

1.1PROFILE

Trócaire is an overseas development agency founded in Ireland and works with some of the world’s poorest people, supporting communities and delivering long-term change to people’s lives. Established in 1973, today Trócaire works in over 20 countries on issues including livelihoods, human rights, gender equality, HIV, climate change and emergency relief. In Ireland, we raise awareness about the causes of poverty through our outreach programmes in the education sector, communities and through our public campaigns and advocacy work. More information about Trócaire can be found on

1.1.1REGISTRATION AND CONSTITUTION

Trócaire is a registered charity in the Republic of Ireland (charity number CHY 5883), granted charitable status under Sections 207 and 208 of the Taxes Consolidation Act 1997. Trócaire is governed by a Trust Deed dated 18 December 1973, as amended on 14 June 2001 and 19 October 2010.

1.1.2trustees and board

Trustees are appointed by the Episcopal Conference. There are six Trustees, all of whom must be an Archbishop or Bishop of the Irish Hierarchy. The Trustees appoint a Board consisting of up to 14 members to advise and assist them in the governance of Trócaire. The members of the Board are subject to retirement by rotation, having held office for three years consecutively. No member of the Board other than a Trustee or an ex-Officio Member shall hold office for longer than six consecutive years.

SECTION 2:INSTRUCTIONS TO TENDER

2.1TENDER

2.1.1Documents

Persons invited to Tender shall hereinafter be referred to as ‘Service Providers’. Trócaire shall hereafter be referred to as the ‘Client’.

The following documents will be made available to Service Providers for Tender:

1. Introduction
2. Instructions to Tender
3. Proposal (form of tender and proposal outlining evaluation strategy, timeline and budget (3 pages)).
4. Draft Contract Agreement
5. Terms of Reference
6. Appendices

The above documents shall hereinafter be called the ‘Tender Documents’.

‘Service Providers’ shall check to their satisfaction that all documents are completed and the submission of a tender shall be accepted as confirmation that ‘Service Providers’ have been in possession of all documents and that the tender is based on these documents.

2.1.2CLARIFICATION

Any queries on or requests for clarification of any ‘Tender Documents’ PAK/NT/2018/001 shall be submitted by email to the below address by 4 pm on Friday 13 April 2018. A response will be sent by email to the potential ‘Service Provider’ to their specific query/clarification by 4 pm on Monday 16 April 2018.

Queries should be addressed to:

2.1.3ADDENDA OR CORRIGENA

Prior to the date for the submission of tenders, ‘Service Providers’ may issue Addenda or Corrigenda to clarify, modify, or add to the ‘Tender Documents’. A copy of each Addendum or Corrigendum will be issued to every ‘Service Provider’ and shall become part of the ‘Tender Documents’; receipt thereof shall be promptly acknowledged by the Service Provider/s in writing.

2.1.4SUGGESTIONS FOR MODIFICATIONS

If a ‘Service Provider’ considers that he/she can offer any advantage by any modification to the Conditions of Contract, the Terms of Reference specified, he/she may submit with his/her ‘Tender Documents’ giving details of such suggested modifications. Each modification shall contain all necessary technical and financial information, clearly indicating the cost implications to the ‘Client’. The ‘Client’ reserves the right to accept or reject any modifications submitted. However, any such offer will only be considered if it accompanies by a bona fide ‘Service Provider’, which itself constitutes a fully priced alternative ‘Tender Documents’.

2.1.5RESERVATIONS OR QUALIFICATIONS

Subject to Condition 2.1.4 above, no ‘Tender Documents’, which incorporates reservations or qualifications, will be regarded as valid unless it is considered by the ‘Client’ that the reservations or qualifications are warranted by special circumstances.

2.1.6RETURN OF ‘TENDER’

‘Service Providers’ must submit their ‘Tender Documents’ to:

Administration Department, Trócaire, 3rd Floor, Western Half, Benazir Plaza, Jinnah Avenue, Block H, Blue Area, Islamabad, Pakistan.

‘Tender Documents’ must be submitted in sealed envelopes, marked “not to be opened before 4 pm on Friday 20 April 2018” and should bear the Tender reference PAK/NT/2018/001 on the outside of the envelope for identification purposes. Complete ‘Tender Documents’ must be delivered in hard copy to the above address by 4 pm on Friday 20 April 2018.

2.1.7CONFIDENTIALITY

Trócaire will treat the content of all tenders as being confidential and information provided in the tenders will be used solely for the purpose of deciding on the award of a contract as described in this document.

2.2Method of TENDER

2.2.1REALISTIC PRICES

It is expected that all items in the budget are realistically priced. Payments will not be made based on the quantities of services provided, but on the agreed contract sum.

A nil price or an omission is not considered a realistic price. Should a ‘Service Provider’ fail to comply with this requirement, the ‘Client’ reserves the right to reject the ‘Tender Documents’ without further consideration.

2.2.2ERRORS OF EXTENTION OR ADDITION

In the event of there being any errors of extension or addition in the budget, they shall be corrected, the rates being taken as correct.

In such a case, the effect will be that the total amount of the ‘Tender Documents’ will be altered so that this amount agrees with the amount arrived at after the errors have been corrected.

2.2.3SCHEDULES AND ATTACHMENTS

The ‘Service Provider’ shall complete all schedules and attachments, which shall be submitted as part of the ‘Tender Documents’. Failure to do so may render the ‘Tender Documents’ liable to rejection without further consideration.

2.3Conditions of TENDER

2.3.1ACCEPTANCE OF TENDER

The ‘Client’ does not bind himself to accept the lowest ‘Tender’ or any ‘Tender’ in whole or in part thereof. Should any erasure, omission or addition be made to the form or ‘Tender’, or should any particulars not be completed in every respect, the ‘Tender’ may be considered invalid. The ‘Client’ reserves the right to cancel the ‘Tender’ process and reject all ‘Service Providers’ at any time prior to awarding a contract without rendering the ‘Client’ liable to ‘Service Providers’ nor will the ‘Client’ be responsible for or pay for any expenses or losses incurred by the ‘Service Providers’ in the preparation of his/her ‘Tender’.

2.3.2RETURN OF DOCUMENTS

This document together with documents listed in Section 2.1.1 above shall be returned complete and intact with the ‘Tender Documents’. Otherwise, the ‘Tender’ may be rejected.

2.4Qualification of TENDER

All Service Providers shall include the following information and documents with their ‘Tender’:

1. Completed Section 3.1 Form of Tender, including bank account and NTN details
2. Bank statement as of March 2018
3. Organisation profile responding to the eligibility requirements
4. Proposal outlining evaluation strategy, timeline and budget (3 pages).
5. Curriculum Vitae of all personnel engaged under this service (maximum two pages/person).
6. 2 recent impact evaluation reports of a media campaign.

2.5EVALUATION OF TENDER

All companies should at least meet following minimum criteria:

• Minimum of 8-10 years experiencing conducting impact evaluations of media campaigns developed by international organisations.
• Technical and operational expertise in gender equality/women’s empowerment and behaviour change communication.
• Proven ability to collect, analyse and synthesise complex data to form a cohesive and convincing report.
• Proven experience of working in Khyber Pakhtunkhwa and Sindh.

The successful tenderer will be the one who, in the opinion of Trócaire, submits the most economically advantageous proposal applying the following award criteria:

Criteria / Source Document / Weight
Experience conducting impact evaluations of media campaigns / Organisational profile, Curriculum Vitae and samples of 2 previous impact evaluations / 25
Expertise in gender equality and behaviour change / Curriculum Vitae and proposal / 25
Turn complex data into a cohesive and convincing report / Proposal and samples of 2 previous impact evaluations / 15
Experience of working in Khyber Pakhtunkhwa and Sindh / Organisational profile / 10
Value for money / Proposal / 15
Commitment to safeguarding programme participants from exploitation and abuse / Organisational profile and proposal / 10
Total / 100

No unsolicited communications from tenderers will be entertained during the evaluation period.

A short list of those who have tendered may be drawn up and a certain number of those who have tendered may be invited to make a final presentation.

Trócaire intends to inform all tenderers of the outcome by the 30 April 2018.

SECTION 3:PROPOSAL

3.1FORM of TENDER

Tender Title: Impact Evaluation of ‘Pur Azm’ Media Campaign (PRF # 437)

Submitted To:Administration Department, Trócaire, 3rd Floor, Benazir Plaza, Blue Area, Islamabad

Dear Trócaire,

1. Having examined the Instructions to Service Providers; Proposal; Conditions of Contract and Terms of Reference for the execution of the above named service, we the undersigned, offer to effects therein in conformity with the ‘Tender Documents’ for the fixed price through the ‘Contract’ duration:

for the ‘Tender Total’ of PKR (in figures)

for the ‘Tender Total’ of PKR (in words)

or such other sums as may be ascertained in accordance with the said conditions.

1. ‘Tender’ total is subject to adjustment based on actual services provided, as per the Terms of Reference.

1. In the event of there being any errors of extension or additions on the priced Terms of Reference, we agree to their being corrected, the rates being taken as correct.

1. We undertake, if our ‘Tender’ is accepted, to commence service provision within the period stated in the Contract Agreement after receipt of the ‘Client’ notice to commence, and complete service provision comprises in the Terms of Reference Agreement within the time for completion stated in the Contract Agreement.

1. It is understood that it is the sole responsibility of the ‘Service Provider’ to deliver upon the Terms of Reference and that this will in no way cause further payments or any extension of time.

1. We agree to abide by this Tender for a period of 30 days from the date fixed for receiving the same and it shall remain binding upon us and may be accepted at any time before the expiration period.

1. Unless and until a formal Contract Agreement is prepared and executed, this ‘Tender’, together with your written acceptance thereof shall constitute a binding ‘Contract’ between us.

1. We understand that you are not bound to accept the lowest ‘Tender’ or any ‘Tender’ the ‘Client’ may receive.

It is understood that if the ‘Contract’ is terminated for any cause, that the ‘Client’ has the right to acquire and use for the completion of the ‘Contract’, any or all of the Service Provider's resources, materials etc. required to complete service provision, as outlined above. Upon completion of service provision, those resources, materials etc. not expended may be restored to the ‘Service Provider’.

Acceptance

Date:
Signature:
In the capacity of:
Duly authorised to sign as ‘Service Provider’ for/and on behalf of:
Address:
Witness:
Address:
Occupation:

Bank Account and National Tax Number

Account Title:
Account Number:
Bank:
Bank Branch and Address:
Swift Code:
National Tax Number (Pakistan service providers only):
Computerised National Identity Card Number (Pakistan service providers only):

3.2proposal

Proposal outlining evaluation strategy, timeline and budget (3 pages).

SECTION 4:DRAFT CONTRACT AGREEMENT

Impact Evaluation of ‘Pur Azm’ Media Campaign (PRF # 437)

PREAMBLE

This Contract is made on (date)

Between

Trócaire, 3rd Floor, Western Half, Benazir Plaza, Jinnah Avenue, Block H, Blue Area, Islamabad, Pakistan (herein after referred as ‘Client’), represented by John O’ Brien, Country Director, on one part

And

(insert supplier/service providers name, address and contact number) (herein after referred as ‘Service Provider’), represented by (insert responsible person’s name and position at supplier/service provider), on the other part

WHEREAS the ‘Client’ intends to deliver a (insert procurement title), as per the Terms of Reference.

WHEREAS the ‘Client’ intends to deliver an impact evaluation of ‘Pur Azm’ Media Campaign for Challenging Gender Based Violence Programme, Pakistan, as per the table of Terms of Reference.

AND WHEREAS the ‘Service Provider’ has agreed to undertake said service provision subject to the terms and conditions hereunder.

Definitions

‘Contract’ means the Instructions to Service Providers; Proposal, Budget and Work plan of Tender; Conditions of Contract and Terms of Reference and the written acceptance thereof, together with all other documents as shall be agreed by the Parties to the Contract.

‘Tender Total’ means the total of the Priced Terms of Reference at the date of acceptance of the Service Provider’s Tender for the Service.

‘Services’ can be defined as the provision of intellectual (e.g. consultant evaluating a programme) or non-intellectual (e.g. transport services) activities required on a short or fixed term contractual basis to directly or indirectly support programme activities.

‘Client’s Representative’ means a person being the Country Director or delegate/s as appointed from time to time by the Client and notified in writing to the Service Provider to perform the functions set forth in writing by the Country Director.

NOW THEREFORE THE CLIENT AND THE SERVICE PROVIDER AGREE ON THE FOLLOWING TERMS AND CONDITIONS:

1.1GENERAL CONDITIONS OF CONTRACT
1.1.1Law of the Contract

The Contract will be governed by the Laws of the Islamic Republic of Pakistan.

1.1.2REPRESENTATIVES OF THE PARTIES AND CONTRACT DETAILS

The ‘Client’ will be represented by John O’ Brien, Country Director, and have the authority to act on behalf of the ‘Client’.

The ‘Service Provider’ will be represented by (name and designation), and have the authority to act on behalf of the ‘Service Provider’.

Both parties will notify one another of any changes in their postal addresses, telephone and fax numbers and e-mail addresses to be used for correspondence.

1.1.3INSTRUCTIONS

Instructions from the ‘Client’ to the ‘Service Provider’ shall be in writing. If an instruction is given orally the ‘Service Provider’ shall act on it and the instruction should be confirmed by the ‘Client’ in writing within four days.

The ‘Service Provider’ shall comply with any instruction given by the ‘Client's Representative’ in order to further service provision, provided that the instruction is given within the authority of the representative as notified to the ‘Service Provider’ by the ‘Client’.

1.1.4GENERAL TERMS AND CONDITIONS

The ‘Contract’ shall be governed by Trócaire’s General Procurement Terms and Conditions, available at:

1.2General Obligations

1.2.1WORKING RELATIONSHIP

The ‘Client’ and ‘Service Provider’ shall work together in a spirit of co-operation and goodwill with the aim of completing the service in a timely manner, to the appropriate standard and to the benefit of all parties involved.

1.2.2SERVICE PROVIDERS GENERAL RESPONSIBILITES

The ‘Service Provider’ shall with due care and diligence carry out and complete service provision in accordance with the provisions of the ‘Contract’. The ‘Service Provider’ will supply all necessary background documents, tools, stakeholder contact details and guidance to carry out service provision, unless specified otherwise in the ‘Contract’.

1.2.3QUALITY OF SERVICE

The ‘Service Provider’ will carry out the services to the standard certified by the ‘Client’. The ‘Client’ may reject and withhold payment for any service/s which in his/her opinion is not in accordance with normally acceptable standards as detailed in the Terms of Reference.

1.2.4SAFETY

The ‘Service Provider’ is responsible for the safety of all operations and any injury sustained to any person or property as a result of operations.

1.2.5LIABILITY OF THE SERVICE PROVIDER

The ‘Service Provider’ shall keep the ‘Client’ harmless against all claims arising from loss or damage to third parties.

1.2.6CLIENT GENERAL RESPONSILBILITIES

The ‘Client’ shall pay the ‘Service Provider’ the sum of money due to the ‘Service Provider’ in accordance with the provisions of the ‘Contract’.

1.2.7SAFEGUARDING PROGRAMME PARTICIPANTS

Trócaire is committed to safeguarding programme participants from any form of exploitation or abuse as a result of our programmes or activities. Anyone working for or on behalf of Trócaire must share this commitment. Trócaire’s Position Statement on Exploitation and Abuse and Trócaire’s Child Safeguarding Policy Summary document outline expectations in this regard, including a Code of Conduct.

A copy of these documents are attached, along with a Declaration Form and a Self-Declaration Form which must be signed by you (and any member of the staff of the consultancy firm who will be working on this contract) and returned along with the contract.

1.2.8SUBCONTRACTING

In the event that the ‘Service Provider’ requires the services of subcontractors to perform any obligations under the ‘Contract’, the ‘Service Provider’ shall be solely responsible for all services and obligations performed by its subcontractors. The terms of any subcontract shall be subject to, and shall be construed in a manner that is fully in accordance with, all of the terms and conditions of the ‘Contract’.

1.3Time

1.3.1SERVICE

The ‘Service Provider’ shall commence the service within commence the service within 7 days after signing of this contract after signing of this contract- unless subject to special instructions from the ‘Client’. The whole of services should be completed within a time period of completed within a time period of 60 days (ending on 30th June, 2018) including the including the 7 days referred to in 4.3.1- referred above- from signing of this contract or such extended time as may be allowed under the ‘Contract’ or agreed between the parties.

1.3.3LATE COMPLETION

For each day the ‘Service Provider’ is late in completing the service the ‘Client’ shall be entitled to deduct the sum of 2% per day from the final sum due to the ‘Service Provider’, as liquidated damages for delay.

1.4CONTRACT TERMINATION

1.4.1CONDITIONS OF CONTRACT TERMINATION

If the ‘Service Provider’ fails to commence the service within the specified time or gives reason to believe that he/she may not complete the service within the specified time or there are delays beyond the completion date or he/she fails to adhere to the ‘Tender Documents’ as defined in Section 1.1.1, or any revisions to these documents, or pays no attention to the instructions issued by the ‘Client’, notably the Country Director, or designate, the ‘Client’ shall be entitled to terminate the ‘Contract’ and engage a new Service Provider to carry out the service.