INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS
(IFES)
Request for Proposal and Technical Specifications for the Election Access
Learning in Europe (EALE) Project in Azerbaijan, Belarus, Georgia, Moldova and
Ukraine
RFP/15/145
May 20, 2015
EALE Project
RFP/15/145
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
DPO’S UNDERSTANDING OF THE INQUIRY ......................................................................................3
GOOD FAITH STATEMENT ...............................................................................................................4
COMMUNICATION ...........................................................................................................................4
PROPOSAL SUBMISSION ..................................................................................................................5
CRITERIA FOR SELECTION ...............................................................................................................5
SELECTION AND NOTIFICATION ......................................................................................................5
4 SCOPE OF WORK ..................................................................................................................................5
4.1 PROJECT BACKGROUND AND OBJECTIVES ...............................................................................5
4.2
4.2.1
4.2.2
4.2.3
DESCRIPTION OF ACTIVITIES...........................................................................................................6
REGIONAL EUROPEAN ELECTION MANAGEMENT BODY (EMB) TRAINING COURSE .......................6
TRAINING OF TRAINERS (TOT) .......................................................................................................6
TRAINING OF EMB OFFICIALS.........................................................................................................7
5 FUNCTIONAL REQUIREMENTS .......................................................................................................7
5.1
5.2
5.3
TIMELINE AND IMPLEMENTATION PLAN .........................................................................................7
GEOGRAPHIC CODE ........................................................................................................................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
DPO’S RESPONSES .........................................................................................................................8
PARTIAL AWARDING.......................................................................................................................8
NO LIABILITY .................................................................................................................................9
ENTIRE RFP ....................................................................................................................................9
9 DPO CERTIFICATION ........................................................................................................................10
ATTACHMENT A ......................................................................................................................................11
ATTACHMENT B ......................................................................................................................................12
ATTACHMENT C ......................................................................................................................................13
IFES/REAPPS
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EALE Project
1
RFP/15/145
INTRODUCTION
1.1 Purpose
The purpose of this Request for Proposal (RFP) is to invite Disabled Persons’ Organizations (DPOs) to
submit a proposal and technical specifications for the Election Access Learning in Europe (EALE)
project in Azerbaijan, Belarus, Georgia, Moldova and Ukraine. EALE will be conducted jointly by IFES
and by one DPO selected from each of the Eastern Partnership countries, specifically Azerbaijan,
Belarus, Georgia, Moldova and Ukraine. The RFP provides interested DPOs 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.
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 20, 2015
May 27, 2015
May 29, 2015
June 15, 2015
PROPOSAL PREPARATION INSTRUCTIONS
3.1 DPO’s Understanding of the Inquiry
In responding to this RFP, the DPO 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 reserves
the right to disqualify any DPO who demonstrates less than such understanding. Further, IFES reserves
IFES/REAPPS
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the right to determine, at its sole discretion, whether the DPO 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: DPOs’ interested in bidding to this RFP 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 Schedule A. However, the Notice of Intention is not
mandatory and is does not legally bind the interested DPOs.
Attention:
Fax:
E-mail:
3.3.2
DPOs’ Inquiries. Applicable terms and conditions herein shall govern communications
and inquiries between IFES and DPOs 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:
3.3.3
3.3.4
IFES/REAPPS
Elizabeth Durbin
+1 202 350 6819
[email protected]
Elizabeth Durbin
+1 202 350 6819
[email protected]
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. DPOs shall recommend to IFES
any discrepancies, errors, or omissions that may exist within this RFP. With respect to
this RFP, DPOs 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.
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.
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3.4 Proposal Submission
It’s mandatory for bidders to send proposals in electronic copy via e-mail to both Elizabeth Durbin
([email protected]) and Augusta Featherston ([email protected]) on or prior to the closing date and
time shown in the Schedule of Events in 2.2.
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:
No. Evaluation Criteria
1.
Technical Proposal – including detailed implementation plan and timeline
2.
Cost Proposal – including competitive budget with efficient and reasonable cost
structure
3.
Organizational Capacity - the ability to comply with the managerial, financial and
administrative requirements of IFES.
4.
Past Performance/Experience –including three (3) references with permission and
with sufficient information (phone number and email address) for IFES to contact.
Percentage
30%
20%
25%
25%
3.6 Selection and Notification
DPOs 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 DPOs via
mail. Those DPOs not selected for the negotiation phase will not be notified.
4
SCOPE OF WORK
4.1 Project Background and Objectives
The Election Access Learning in Europe (EALE) project will strengthen the capacity of electoral officials
in the Eastern Partnership countries – i.e. Armenia, Azerbaijan, Belarus, Georgia, Moldova, and
Ukraine – to conduct their election responsibilities in accordance with global standards and best
practices on disability rights. It will simultaneously enhance the capacity of disabled people’s
organizations (DPOs) to advocate for their political rights and establish DPOs as a resource for election
management bodies (EMB).
The project will mainstream disability rights into the USAID-funded Regional Elections Administration
and Political Process Strengthening (REAPPS) program, implemented by the International Foundation
for Electoral Systems (IFES). As a result of EALE activities, election managers will demonstrate
IFES/REAPPS
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measurable improvements in their capacity to develop disability inclusive procedures and regulations;
likewise, DPOs in the region will develop an increased capacity to advocate for the rights of disabled
persons and will be better positioned to serve as a resource to EMBs in the region.
EALE will be conducted jointly by IFES and by DPOs from each of the Eastern Partnership countries,
specifically Azerbaijan, Belarus, Georgia, Moldova and Ukraine provided that DPOs with the
necessary capacity apply from each country. The Disabled Center for Development of Education and
Culture (PAROS), an Armenian DPO, will be IFES’ lead partner in designing, implementing and
evaluating the project.
4.2 Description of Activities
4.2.1 Regional European Election Management Body (EMB) training course
IFES and DPO partners will develop capacity-building training sessions for regional election
administrators concerning the rights of persons with disabilities, the U.N. Convention on the
Rights of Persons with Disabilities (CRPD), and how to better facilitate equal access to elections.
In support of this effort, each selected DPO will:

Develop, in coordination with PAROS and IFES, a curriculum and materials for training
sessions with regional EMBs, which includes adapting sections of the curriculum to
focus on relevant domestic law in their country. The selected DPO will review laws,
documents, regulations and procedures that focus on compliance with the standards
set out in international legal instruments (such as the CRPD) and that describe the
commitments their government has made to ensure that persons with disabilities
enjoy their right to participate in political and public life on an equal basis.
4.2.2 Training of Trainers (ToT)
Each selected DPO will send two representatives to be trained as trainers, through the election
access training module referenced above. The ToT will provide participants with techniques for
delivering powerful, professional and practical trainings, and will position people with disabilities
to serve in leadership positions with the knowledge and confidence to serve as resources to EMB
officials. In order to encourage knowledge transfer among trainees, IFES will establish a group
blog in which trainees can share their experiences engaging with their EMB. In support of this
effort, each selected DPO will:

IFES/REAPPS
Select two (2) representatives from the Disabled Persons community to participate in
a 3-day workshop at IFES’ regional Europe office in Prague (Note: IFES will cover the
costs of the venue, printing of training materials, translation services, including
participants’ lodging and meals during the ToT workshop in Prague, Czech Republic.
Transportation to/from DPO country of origin will be the responsibility of the selected
DPO. A portion of the envisioned grant funding is intended to support this travel.)
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

Provide feedback to PAROS and IFES on training materials
Contribute two (2) times per month minimum to a group blog discussing their
experiences with working with EMBs.
4.2.3 Training of EMB officials
The trained trainers will conduct IFES’ regional Project Coordinator will support implementation
of each full day training for 20 EMB officials conducted by the previous trained trainers in each of
respective countries. In support of this effort, each selected DPO will:




5
Develop an agenda and supporting materials, including but not limited to
presentations, participant handouts and other reference materials for the full-day
EMB training workshop. The selected DPO will then provide feedback to PAROS and
IFES on the training materials.
Implement a full-day training for twenty (20) EMB officials
Assist election officials in the development of an action plan for inclusion of persons
with disabilities in electoral processes.
Identify two “disability champions” within the EMB to participate in an extended
training conducted by IFES and PAROS at IFES’ regional Europe office in Prague.
FUNCTIONAL REQUIREMENTS
5.1 Timeline and Implementation Plan
DPO must submit a timeline and detailed implementation plan in the proposal showing the time
required to complete the work required. DPOs should use the provided sample implementation plan
in Attachment B.
5.2 Geographic Code
IFES’s REAPPS project is funded by United States Agency for International Development (USAID) under
Source and Nationality (S/N) Geographic Code 937 (for more information please refers to
22CFR228.03).
5.3 License, Clearance and Approvals
In the presence of any local legal requirement to produce or deliver the services described in the
Scope of Work, the DPO will include the time needed to obtain possible, licenses, clearances and/or
approvals in the timeline.
6
QUALIFICATIONS & REFERENCES
The applying DPO must provide the following information in order for their proposal to be considered:
IFES/REAPPS
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1. A brief outline of the organization and services offered, including:
 Full legal name and address of the organization
 Full legal name of the organization’s President and / or Chief Executive Officer
 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) that IFES may contact.
7
BUDGET & ESTIMATED PRICING
The applying DPO should be in the format of the budget template found in Attachment C as part of their
proposal. An Excel version of the Budget Template may be requested by contacting Elizabeth Durbin
(email: [email protected]) The DPO must agree to keep these prices valid for minimum 90 calendar days.
Pricing must be in the local currency of the DPO’s country of implementation. 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.
ADDITIONAL TERMS & CONDITIONS
7.1 Non-Disclosure Agreement
IFES reserves the right to require the DPO to enter into a non-disclosure agreement.
7.2 Costs
The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred
by a DPO 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.
7.3 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.
7.4 DPO’s Responses
All accepted Responses shall become the property of IFES and will not be returned.
7.5 Partial Awarding
IFES reserves the right to accept all or part of the quotation when making the award.
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7.6 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 shall not be liable to any DPO, person, or entity for any losses, expenses, costs, claims, or damages
of any kind:
 Arising out of, by reason of, or attributable to, the DPO 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.
7.7 Entire RFP
This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.
IFES/REAPPS
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8
RFP/15/145
DPO Certification
This certification attests to the DPO’s awareness and agreement to the content of this RFP and all
accompanying calendar schedules and provisions contained herein.
The DPO 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/15/145 issued by IFES. The undersigned is a duly authorized
officer, hereby certifies that:
(Organization’s Name)
agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and
provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be
noted as stated in the RFP. 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:
Signature:
Date:
Signature of Authorized Officer:
Name:
Title:
Signature:
Date:
IFES/REAPPS
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ATTACHMENT A
NOTICE OF INTENTION
RFP/15/145
From:
Name:
Contact:
Phone:
Fax:
Email:
[INSERT COMPANY NAME]
[INSERT NAME OF AUTHORIZED REPRESENTATIVE]
[INSERT TELEPHONE NO.]
[INSERT FAX NO.]
[INSERT E-MAIL]
Please state your intention with regard to the subject Request for Proposal by selecting one of the
following:
[ ] Intends to respond to IFES Request for Proposal
[ ] Does not intend to respond to IFES Request for Proposal
TO:
International Foundation for Electoral Systems
Attention:
Elizabeth Durbin
Fax:
+1 202 350 6819
E-mail:
[email protected]
IFES/REAPPS
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ATTACHMENT B
Sample Implementation Plan
Project Title: Election Access Learning in Europe – Country “X”
Activity
July
1
2
3
4
1
August
2
3
4
September
1 2 3 4
October
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/REAPPS
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Project Period
ATTACHMENT C
Sample Budget
Total
MM/DD/2015-MM/DD/2015
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/REAPPS
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