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 Page 2 of 13 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 Page 3 of 13 EALE Project RFP/15/145 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. Page 4 of 13 EALE Project RFP/15/145 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 Page 5 of 13 EALE Project RFP/15/145 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.) Page 6 of 13 EALE Project RFP/15/145 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 Page 7 of 13 EALE Project RFP/15/145 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. IFES/REAPPS Page 8 of 13 EALE Project RFP/15/145 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 Page 9 of 13 EALE Project 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 Page 10 of 13 EALE Project RFP/15/145 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 Page 11 of 13 EALE Project RFP/15/145 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 Page 12 of 13 EALE Project RFP/15/145 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 Page 13 of 13
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