INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS
(IFES)
Request for Proposal and Technical Specifications for Public Campaign to
Promote Women’s Political Participation in the Maldives
RFP/15/127
May 14, 2015
Public Campaign to Promote Women’s
Political Participation in the Maldives
RFP/15/127
TABLE OF CONTENTS
1 INTRODUCTION ....................................................................................................................................3
1.1
1.2
PURPOSE .........................................................................................................................................3
COVERAGE & PARTICIPATION.........................................................................................................3
2 GENERAL INFORMATION .................................................................................................................3
2.1
2.2
THE ORGANIZATION .......................................................................................................................3
SCHEDULE OF EVENTS ....................................................................................................................3
3 PROPOSAL PREPARATION INSTRUCTIONS .................................................................................3
3.1
3.2
3.3
3.4
3.5
3.6
SERVICE PROVIDER’S UNDERSTANDING OF THE INQUIRY ...............................................................3
GOOD FAITH STATEMENT ...............................................................................................................4
COMMUNICATION ...........................................................................................................................4
PROPOSAL SUBMISSION ..................................................................................................................5
CRITERIA FOR SELECTION ...............................................................................................................5
SELECTION AND NOTIFICATION ......................................................................................................6
4 SCOPE OF WORK ..................................................................................................................................6
5 FUNCTIONAL REQUIREMENTS .......................................................................................................7
5.1
5.2
TIMELINE ........................................................................................................................................7
LICENSE, CLEARANCE AND APPROVALS .........................................................................................7
6 QUALIFICATIONS & REFERENCES.................................................................................................7
7 BUDGET & ESTIMATED PRICING....................................................................................................8
8 ADDITIONAL TERMS & CONDITIONS ............................................................................................8
8.1
8.2
8.3
8.4
8.5
8.6
8.7
NON-DISCLOSURE AGREEMENT......................................................................................................8
COSTS .............................................................................................................................................8
INTELLECTUAL PROPERTY ..............................................................................................................8
SERVICE PROVIDER’S RESPONSES...................................................................................................8
PARTIAL AWARDING.......................................................................................................................8
NO LIABILITY .................................................................................................................................8
ENTIRE RFP ....................................................................................................................................9
9 SERVICE PROVIDER CERTIFICATION ..........................................................................................9
ATTACHMENT A ......................................................................................................................................11
ATTACHMENT B ......................................................................................................................................12
IFES/Maldives
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Public Campaign to Promote Women’s
Political Participation in the Maldives
1
RFP/15/127
INTRODUCTION
1.1 Purpose
The purpose of this Request for Proposal (RFP) is to invite prospective service providers to submit a
proposal and technical specifications for a public campaign to promote women’s political participation
in the Maldives. The RFP provides service providers with the relevant operational and performance
requirements.
1.2 Coverage & Participation
IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change
any element of the coverage and participation prior to the award without prior notification at any
time without any liability or obligation of any kind or amount.
2
GENERAL INFORMATION
2.1 The Organization
The International Foundation for Electoral Systems (IFES) is an independent, non-governmental
organization providing professional support to electoral democracy. IFES promotes democratic
stability by providing technical assistance and applying field-based research to the electoral cycle
worldwide to enhance citizen participation and strengthen civil societies, governance and
transparency.
Under a grant from the United States Agency for Development (USAID), IFES is implementing a project
to promote the integrity and inclusivity of the electoral process and to support civic education and
the development of Civil Society in the Maldives.
2.2 Schedule of Events
The following tentative schedule will apply to this RFP, but it may change in accordance with the IFES’
needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders.




3
Issuance of RFP on
Technical Questions/Inquiries Due by
Answers/Addenda from IFES on
RFP Closes on
May 14, 2015
May 20, 2015
May 22, 2015
May 29, 2015
PROPOSAL PREPARATION INSTRUCTIONS
3.1 Service Provider’s Understanding of the Inquiry
In responding to this RFP, the service provider accepts full responsibility to understand the RFP in its
entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding.
IFES/Maldives
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RFP/15/127
IFES reserves the right to disqualify any service provider who demonstrates less than such
understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the service
provider has demonstrated such understanding. Such disqualification shall be at no fault, cost, or
liability whatsoever to IFES.
3.2 Good Faith Statement
All information provided by IFES in this RFP is offered in good faith. Individual items are subject to
change at any time. IFES makes no certification that any item is without error. IFES is not responsible
or liable for any use of the information or for any claims asserted there from.
3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by a specified
procurement official in charge of managing this RFP process. In no case shall verbal communication
govern over written communication.
3.3.1
Notice of Intention: Service providers’ interested in bidding to this RFQ are encouraged
to notify IFES of their interest as soon as possible by filling and sending to the contact
below the Notice of Intention herewith attached as Attachment A. However, the Notice
of Intention is not mandatory and is does not legally bind the interested service providers.
Attention:
Fax:
E-mail:
3.3.2
Elizabeth Durbin
+1 202 350 6819
[email protected]
Service Providers’ Inquiries. Applicable terms and conditions herein shall govern
communications and inquiries between IFES and Service Providers as they relate to this
RFP. Inquiries, questions, and requests for clarification related to this RFP are to be
directed in writing to:
Attention:
Fax:
E-mail:
Elizabeth Durbin
+1 202 350 6819
[email protected]
3.3.3
Formal Communications shall include, but are not limited to:
 Questions concerning this RFP must be submitted in writing.
 Errors and omissions in this RFP and enhancements. Service Providers shall
recommend to IFES any discrepancies, errors, or omissions that may exist within this
RFP. With respect to this RFP, Service Providers shall recommend to IFES any
enhancements, which might be in IFES best interests.
 Inquiries about technical interpretations must be submitted in writing.
 Addenda to this RFP.
IFES/Maldives
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3.3.4
RFP/15/127
Addenda: IFES will make a good-faith effort to provide a written response to the
questions or request for clarification that requires addenda per the Schedule of Events in
2.2.
3.4 Proposal Submission
It’s mandatory for bidders to send proposals in electronic copy via e-mail to Elizabeth Durbin
([email protected]) and Mariyam Naadha ([email protected]) on or prior to the closing date and time
shown in the Schedule of Events in 2.2.
All proposals should be submitted in English and contain:
1. A detailed, itemized budget showing the total costs in the sample format attached
(Attachment A)
2. A detailed Implementation Plan in the sample format attached (Attachment B)
3. A detailed scope of work, identifying how the bidders proposes to complete all deliverables
listed in the Scope of Work in Section 4.
4. Curriculum Vitae identifying key personnel
5. Portfolio of prior relevant Communications/PR work
6. Any other supporting documentation that will strengthen the proposal
3.5 Criteria for Selection
The evaluation of each response to this RFP will be based on its demonstrated competence,
compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have
the interest, capability, and financial strength to supply IFES with the product and/or service identified
in the Scope of Work.
Evaluation Criteria:
SN
1
2
Criteria
Thorough and detailed project plan, indicating how the bidder will complete the
deliverables listed in the Scope of Work in Section 4, including a completed
implementation plan based on the template provided in Attachment B.
A feasible timeline.
3
A competitive budget with efficient and reasonable cost structure.
30
4
Past Experience, including three references with permission for IFES to contact
Total Score
10
100
IFES/Maldives
Score
30
30
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3.6 Selection and Notification
Service Providers determined by IFES who possess the capacity to compete for this contract will be
selected to move into the negotiation phase of this process. Written notification will be sent to these
Service Providers via mail. Those Service Providers not selected for the negotiation phase will not be
notified.
4
SCOPE OF WORK
The Maldives has existing laws and treaties in place to protect women’s political participation. In
1993, the Maldives became a signatory to the Convention on the Eradication of All Forms of
Discrimination (CEDAW), and has committed to achieve the Millennium Development Goals by 2015.
Domestically, Article 17 of its 2008 Constitution prohibits discrimination based on gender, and
legitimizes temporary special measures or affirmative action to redress inequalities.
Nevertheless, there are structural, social and cultural barriers that prohibit women’s political
participation. Women’s participation in politics and in top government positions is very low in the
Maldives. According to the Inter-Parliamentary Union, the Maldives ranks at 136 of 154 countries in
terms of women Members of Parliament, at 5.88%. The Maldives gender assessment, Women’s
Empowerment in Political Processes in the Maldives, conducted by IFES, identified that socio-cultural
views about gender roles is a key driver of low representation of women in decision making.
IFES conducted a qualitative study with a focus on understanding the root causes of negative
perceptions of women in decision making roles and, more broadly, gender equality.
In an effort to address the socio-cultural and perception issues that hinder women’s ability to
participate effectively in politics, IFES is looking for a PR/ Communication firm who will work closely
with the working group of national stakeholders convened by IFES to achieve the objectives and to
deliver the outputs detailed below.
OBJECTIVES
1. To increase awareness and educate the public on importance of women’s political
participation
2. To encourage women to participate in politics and public life
OUTPUTS
1. Communication strategy identifying a) key messages to increase awareness on importance
of women’s political participation, as well as encourage women to actively participate in
public life, b) appropriate materials, c) mediums and d) dissemination techniques.
2. Campaign materials promoting women’s political participation.
DELIVERABLES
1. Messaging workshop
IFES/Maldives
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Public Campaign to Promote Women’s
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RFP/15/127
Based on the IFES qualitative study on perception and attitudes towards women in public life, the PR
firm will design and lead a messaging workshop for the working group convened by IFES, to develop
key messages to inform the communication strategy.
2. Develop a communication strategy
Based on the key messages identified, the PR firm will propose a communication strategy, clearly
identifying key messages, appropriate materials, mediums and dissemination techniques. The
communication strategy should propose the most cost-effective means to disseminate key messages
as well as highlight use of social media for dissemination of identified materials. The communication
strategy should be finalized with input from IFES, and the working group.
3. Development of public information campaign materials
Based on the communication strategy, and in close consultation with IFES and the working group, the
PR firm will design campaign materials promoting the key messages. The selected firm is expected to
provide print-ready documents and electronic media e.g. videos, audio messages and infographics
that can be posted on social media, in line with the agreed communication strategy.
4. Dissemination
The firm will support IFES and the working group to identify mediums for dissemination that IFES and
national stakeholders will utilize to promote the campaign. The firm is expected to recommend the
best and most cost-effective channels for distribution of the various types of campaign materials that
it produces.
5
FUNCTIONAL REQUIREMENTS
5.1 Timeline
Service Provider must submit timeline in the proposal showing the time required to produce and
consolidate the products. IFES expects services to be completed on or about July 31, 2015.
5.2 License, Clearance and Approvals
In the presence of any local legal requirement to produce or deliver the products and/or services
described in the Scope of work, the service provider will include the time needed to obtain possible,
licenses, clearances and/or approvals in the timeline.
6
QUALIFICATIONS & REFERENCES
The applying service provider must provide the following information in order for their proposal to be
considered:
1. A brief outline of the company and services offered, including:
 Full legal name and address of the company
 Full legal name of company’s President and / or Chief Executive Officer
IFES/Maldives
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RFP/15/127
 Registration Documents
2. Evidence of successful completion of a project of a similar size and complexity.
3. References: Contact information for no less than three references from projects similar in size,
application, and scope and a brief description of their implementation (including location and
year)
7
BUDGET & ESTIMATED PRICING
Pricing must be in Maldivian Rufiyaa. Unit prices are required and in the case of discrepancies between
unit price and total price, the unit price will be taken as reference basis in the evaluation. Technical
Specifications must be shown per each item. Prices must be valid for 90 days.
Service providers must use the provided budget template in Attachment A.
8
ADDITIONAL TERMS & CONDITIONS
8.1 Non-Disclosure Agreement
IFES reserves the right to require the Service Provider to enter into a non-disclosure agreement.
8.2 Costs
The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred
by a Service Provider or third parties, in connection with the Response. All Responses and supporting
documentation shall become the property of IFES, subject to claims of confidentiality in respect of the
Response and supporting documentation.
8.3 Intellectual Property
The Respondent should not use any intellectual property of IFES including, but not limited to, all logos,
registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES,
as appropriate.
8.4 Service Provider’s Responses
All accepted Responses shall become the property of IFES and will not be returned.
8.5 Partial Awarding
IFES reserves the right to accept all or part of the quotation when awarding the purchase order.
8.6 No Liability
IFES reserve the right to accept or reject any quotation or stop the procurement process at any time,
without assigning any reason or liability.
IFES/Maldives
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IFES shall not be liable to any Service Provider, person, or entity for any losses, expenses, costs, claims,
or damages of any kind:
 Arising out of, by reason of, or attributable to, the Service Provider responding to this RFP; or
 As a result of the use of any information, error, or omission contained in this RFP document or
provided during the RFP process.
8.7 Entire RFP
This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.
9
Service Provider Certification
This certification attests to the Service Provider’s awareness and agreement to the content of this RFP
and all accompanying calendar schedules and provisions contained herein.
The Service Provider must ensure that the following certificate is duly completed and correctly executed
by an authorized officer of your company.
This proposal is submitted in response to RFP/15/127 issued by IFES. The undersigned is a duly authorized
officer, hereby certifies that:
(Service Provider Name)
agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and
provisions of the referenced RFQ and any addenda thereto in the event of an award. Exceptions are to be
noted as stated in the RFQ. The proposal shall remain in effect for a period of 90 calendar days.
The undersigned further certify that their firm (check one):
 IS
 IS NOT
currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree
to notify IFES of any change in this status, should one occur, until such time as an award has been made
under this procurement action.
Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:
Name:
Title:
Signature:
Date:
Name:
Title:
IFES/Maldives
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Public Campaign to Promote Women’s
Political Participation in the Maldives
Signature:
RFP/15/127
Date:
Signature of Authorized Officer:
Name:
Title:
Signature:
Date:
IFES/Maldives
Page 10 of 12
ATTACHMENT A
BUDGET TEMPLATE
*This is a sample template, to be altered according to requirements of
Project Period
Total
MM/DD/2015-MM/DD/2015
this RFP. All budgets are to be in Maldivian Rufiyaa.
Base
Rate
Title/Category
Name
1. DIRECT LABOR - (Labor & Benefits)
Project Staff Salaries
Project Staff 1
Name
Project Staff 2
TBD
Project Staff 3
TBD
Per
Current Rate
0 /day
0 /day
Subtotal Project Staff Salaries
1. Total Direct Labor - (USN & TCN)
2. CONSULTANTS
Local Consultants
Consultant -1
Consultant -2
0 /day
0 /day
Subtotal Local Consultants - (In the Field)
Units
Rate
0
0
Amount
Amount
$0
$0
0
0
$0
$0
0
$0
0
$0
0
$0
0
$0
$0
$0
0
0
$0
$0
$0
0
$0
0
0
0
0
Units
0
0
0
2. Total Consultants
$0
$0
3. TRAVEL, TRANSPORTATION & PER DIEM
In-Country Travel (Field)
Airfare (Origin/Destination)
Perdiem (Lodging) - City
Perdiem (M&IE) - City
Airport Transportation
0
0
0
0
/round trip
/day
/day
/trip
0
0
0
0
0
0
0
0
Subtotal In-Country Travel (Field)
Field Office - Local Transportation (Field)
Local Transportation
0 /month
0 /each
0 /day/person
0
0
0
0
$0
0
0
Subtotal In-Country Travel (Field)
Travel Services
Interpreter/Facilitator
Travel Insurance
$0
$0
$0
$0
$0
$0
0
$0
0
0
0
0
Subtotal Travel Services
3. Total Travel, Transportation & Per Diem
$0
$0
$0
$0
$0
$0
$0
$0
0
0
$0
$0
$0
$0
$0
$0
4. OPERATIONAL EXPENSES
Operational Costs-Expenses
0 /each
0 /each
0 /each
0
0
0
0
0
0
4. Total Operational Expenses
5. SPECIAL EVENT EXPENSES
Project Activities
Briefings
Meetings
Workshops
0
0
0
$0
0 /month
0 /month
0 /workshop
0
0
0
0
0
0
5. Total Special Event Expenses
6. OTHER DIRECT COSTS
Other Expenses (Field)
Bank Charges
Translation
$0
$0
$0
$0
$0
$0
$0
0
0
0
$0
0 /year/type
0 /month
0
0
0
0
$0
$0
$0
$0
$0
$0
$0
$0
$0
0
0
$0
$0
6. Total Other Direct Costs
$0
$0
SUB-TOTAL DIRECT COSTS (1-6)
$0
$0
TOTAL COSTS (1-6)
$0
$0
IFES/Maldives
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ATTACHMENT B
IMPLEMENTATION PLAN TEMPLATE
Project Title: Public Campaign to Promote Women's Political Participation in the Maldives
Activity
June
1
2
3
4
1
July
2
3
4
August
1 2 3 4
September
1 2 3 4
1
1.1.
1.2
2
2.1.
2.2.
2.3.
Note: The markings on this implementation plan are only an example. Additional lines for activities may be added as seen appropriate.
IFES/Maldives
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