Request for proposals are invited for Consultancy Services.
Borgergade 10, 3.
1300 Copenhagen
Denmark
27 November 2020
To: [Supplier name]
Request for Proposal No.: RFP/DK/HQC/2020/009 - Consultancy Services
Dear Sir/Madam:
The Danish Refugee Council (DRC) has received a grant from the Dutch Ministry of Foreign Affairs for the implementation of the project entitled ADIP - Afghan Diaspora Information Project. Part of this operation is the supply of Consultancy Service. Therefore, the DRC requests you to submit price bid(s) for the supply of the item(s) listed on the attached DRC Bid Form Annex A.
I. TENDER DETAILS
The Tender details are as follows:
Line Item Time, date, address as appropriate
1 RFP published 30 November 2020
2 Closing date for clarifications 19 December 2020
3 Closing date and time for receipt of Tenders 23:00 local Copenhagen time - 19 December 2020
4 Tender Opening Location Borgergade 10, 3.
1300 Copenhagen
Denmark
65 Tender Opening Date and time 13:00 local Copenhagen time - 22 December 2020
PLEASE NOTE: NO BIDS WILL BE ACCEPTED AFTER THE ABOVE CLOSING TIME AND DATE
II. SELECTION AND AWARD CRITERIA
The criteria for awarding contracts resulting from this Tender is based on ‘best value for money-. For the purpose of all tenders DRC defines best value for money as:
Best value for money should not be equated with the lowest initial bid option. It requires an integrated assessment of technical, organizational and pricing factors in light of their relative importance (i.e. reliability, quality, experiences, and reputation, past performance, cost/fee realism, delivery time, reasonableness, need for standardization, and other criteria depending on the item to be procured).
For all bids deemed technically compliant as per the specification stipulated in Annex F - Statement of Works, DRC will give a weighted combined technical and financial score. The weighted score will determine the contract award.
The technical criteria for this RFP and their weighting in the technical evaluation are:
Technical criteria # Technical criteria
(As per Terms of Reference - Annex F, Section 5) Weighting in technical evaluation
[Total 100%]
1 Company qualifications.
(Documented with the filled-out Supplier Registration Form and a list of last 3 similar research projects executed, including two samples) 20%
2 Proposed services.
(Documented with the technical proposal) 40%
3 Personnel qualifications.
(Documented with CVs of relevant staff involved in the project) 20%
4 Interview.
(To be conducted online after the tender closing date with the 3 bidders that score highest on the technical evaluation. It will assess the points 1 to 3 from this table. 20%
Please note that bids shall respond to all criteria, or their bid may be disqualified.
A. Administrative Evaluation
A bid shall pass the administrative evaluation stage before being considered for technical and financial evaluation. Bids that are deemed administratively non-compliant may be rejected. Documents listed below shall be submitted with your bid.
# Annex # Document Instructions
1 A.1 Bid Form (Technical) Complete ALL sections in full, sign, stamp and submit
2 A.2 Bid Form (Financial) Complete ALL sections in full, sign, stamp and submit
3 B Tender and Contract Award Acknowledgement Certificate Complete ALL sections in full, sign, stamp and submit
4 E Supplier Profile and Registration Form Complete ALL sections in full, sign, stamp and submit
5 D DRC Code of Conduct Complete ALL sections in full, sign, stamp and submit
6 Technical proposal As per Annex F - Terms of Reference, section 4
7 CV(s) updated That clearly spells out the consultant/s qualifications and experience.
8 Detailed budget As per Terms of Reference, section 4 & 5 (last table)
9 Statement of availability For the duration of the consultancy
10 Work samples (one or more) Of similar assignments
B. Technical Evaluation
To be technically acceptable, the bid shall meet or exceed the stipulated requirements and specifications in the RFP. A Bid is deemed to meet the criteria if it confirms that it meets the conditions, procedures and specifications in the RFP without substantially departing from or attaching restrictions with them. If a Bid does not technically comply with the RFP, it will be rejected.
The criteria for the tender are stipulated in Annex A - DRC Bid Form.
C. Financial Evaluation
All bids that pass the Technical Evaluation will proceed to the Financial Evaluation. Bids that are deemed technically non-compliant will not be financially evaluated.
III. TENDER PROCESS
The following processes will be applied to this Tender:
• Tender Period
• Tender Closing
• Tender Opening
• Administrative Evaluation
• Technical Evaluation
• Financial Evaluation
• Contract Award
• Notification of Contract Award
IV. SUBMISSION OF BIDS
Bidders are solely responsible for ensuring that the full bid is received by DRC in accordance with the RFP requirements, prior to the specified date and time mentioned above. DRC will consider only those portions of the bids received prior to the closing date and time specified.
All responsive Bids shall be written on the DRC Bid Form (Annex A.1 and A.2).
Beyond the DRC Bid Form, the following documents shall be contained with the bid:
• Tender & Contract Award Acknowledgment Certificate (Annex B), and if required the Supplier Profile and Registration form (Annex E), plus any other documents required.
Bids not submitted on Annex A, or not received before the indicated time and date as set forth on page 1 or delivered to any other email address will be disqualified.
Bids submitted by email is at the Bidders risk and DRC takes no responsibility for the receipt of such Bids.
Bidders are solely responsible for ensuring that the full Bid is received by DRC in accordance with the RFP requirements.
A. Email submission
Bids can be submitted by email to the following dedicated, controlled, & secure email address:
[email protected]When Bids are emailed the following conditions shall be complied with:
• The RFP number shall be inserted in the Subject Heading of the email
• Separate emails shall be used for the ‘Financial Bid- and ‘Technical Bid-, and the Subject Heading of the email shall indicate which type the email contains
o The financial bid shall only contain the financial bid form, Annex A.2
o The technical bid shall contain all other documents required by the tender, but excluding all pricing information
• Bid documents required, shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or excel formats, will result in the bid being disqualified.
• Email attachments shall not exceed 4MB; otherwise the bidder shall send his bid in multiple emails.
Failure to comply with the above may disqualify the Bid.
DRC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or DRC in the processing of emails.
DRC is not responsible for the non-receipt of Bids submitted by email as part of the e-Tendering process.
V. SUBMISSION OF SAMPLES
N/A
VI. COMPLETION OF BID FORM
A. Prices Quoted
Any discount offered shall be included in the Bid price.
B. Currency
The currency of the Bid shall be in EUR. No other currencies are acceptable.
C. Language
The Bid Form, and all correspondence and documents related to this RFP shall be in English.
D. Presentation
Bids shall be clearly legible. Prices entered in lead pencil will not be considered. All erasures, amendments, or alterations shall be initialed by the signatory to the Bid. Do not submit blank pages of the Bid Form and/or schedules which are unnecessary for your offer. All documentation shall be written in English. All Bids shall be signed by a duly authorized representative of the Bidder.
E. Split Awards
DRC reserves the right to split awards.
F. Validity Period
Bids shall be valid for at least the minimum number of days specified in the RFP from the date of Bid closure. DRC reserves the right to determine, at its sole discretion, the validity period in respect of Bids which do not specify any such maximum or minimum limitation.
VII. ACCEPTANCE
DRC reserves the right, at its sole discretion, to consider as invalid or unacceptable any Bid which is a) not clear; b) incomplete in any material detail such as specification, terms delivery, quantity etc.; or c) not presented on the Bid Form - and to accept or reject any amendments, withdraws and/or supplementary information submitted after the time and date of the RFP Closure.
VIII. AWARD OF CONTRACTS
This RFP does not commit DRC to award a contract or pay any costs incurred in the preparation or submission of Bids, or costs incurred in making necessary studies for the preparation thereof, or to procure or contract for services or goods. Any bid submitted will be regarded as an offer made by the Bidder and not as an acceptance by the Bidder of an offer made by DRC. No contractual relationship will exist except pursuant to a written contract document signed by a duly authorized official of DRC and the successful Bidder.
DRC may award contracts for part quantities or individual items. DRC will notify successful Bidders of its decision with respect to their Bids as soon as possible after the Bids are opened. DRC reserves the right to cancel any RFP, to reject any or all Bids in whole or in part, and to award any contract.
Suppliers who do not comply with the contractual terms and conditions including delivering different products and of different origin than stipulated in their Bid and covering contract may be excluded from future DRC RFPs.
IX. CONFIDENTIALITY
This RFP or any part hereof,
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