Provision of a Vendor Vetting System Tender, Denmark - 27657935

Procurement Summary

Country : Denmark

Summary : Provision of a Vendor Vetting System

Deadline : 02 Nov 2018

Other Information

Notice Type : Tender

TOT Ref.No.: 27657935

Document Ref. No. : RFP/DRCHQ/2018/003

Competition : ICB

Financier : Other Funding Agencies

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : DANISH REFUGEE COUNCIL (DRC)
Borgergade 10, 1300 Copenhagen
Denmark
Email :tender@drc.ngo / c.o.conduct@drc.dk
URL :www.drc.dk/

Tender Details

Request for proposals are invited for Provision of a Vendor Vetting System.

12-10-2018 - Request for Proposal, provision of a Vendor Vetting System (DRC HQ)

(Reference: RFP/DRCHQ/2018/003)

The Danish Refugee Council (DRC) hereby announces a tender for the supply of a Vendor Vetting System.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.

RFP Issuing Date: 12 October 2018

RFP Closure Date: 02 November 2018 (12:00 Copenhagen Time)


Danish Refugee Council
Borgergade 10,
1300 Copenhagen
Denmark


12-10-2018


To: [Supplier name]


Request for Proposal No.: RFP/DRCHQ/2018/003


Dear Sir/Madam:

The Danish Refugee Council (DRC) hereby announces a tender for the supply of a Vendor Vetting System. 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 12-10-2018
2 Closing date for clarifications 26-10-2018
3 Closing date and time for receipt of Tenders 02-11-2018 12:00
4 Tender Opening Location Danish Refugee Council HQ, Borgergade 10, 1300 Copenhagen
5 Tender Opening Date and time 02-11-2018 14:00


PLEASE NOTE: NO BIDS WILL BE ACCEPTED AFTER THE ABOVE CLOSING TIME AND DATE

II. IMPORTANT INFORMATION REGARDING THIS RFP:
• DRC may choose to split the contract award to more than one supplier.
• DRC intends to award a Service Contract for the provision of Vetting Services for approximately 5000 vendors in DRC database

III. 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

Mandatory Criteria
1 Inclusion of Donor databases of banned vendors
2 A cloud-based system
3 Periodic (monthly, quarterly, half-yearly) automatic report on all vendors from the databases
4 Sporadic, one-off, searches by users
5 Compliance with EU GDPR (2016/679)
Weighted Criteria
5 Additional vetting databases available
6 Integration with Microsoft Dynamics 365, including exchange of data between proposed software and Microsoft Dynamics 365
7 Ability to assign different users/switch between users by Administrator
8 Real-time alerts on vendors upon update of the databases by the Donors
9 Delivery of reports and vetting results to multiple e-mails/users
10 Ability for advanced searches (parent/daughter company; same owner)
11 Mode of delivery of reports
12 Possibility of adding additional vendor vetting databases

Please note that bids shall respond to all mandatory criteria, or their bid may be disqualified.
In addition, if your solution meets the above requirements, the are requested to provide: a detailed technical/specifications sheet of the software, a demo/trial version of the software for testing the interface, and two references from other companies/organizations operating on a global scale.

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 Demo of the product Trial version to be provided as a downloadable product or through web access
6 Two references From other companies/organizations operating on a global scale
7 Detailed technical/specification sheet


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.

IV. 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

V. 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, or physical address will be disqualified.

Bids submitted by mail, email or courier by so 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. Bid Submission
Bids can be submitted by email to the following dedicated, controlled, & secure email address:
tender@drc.ngo

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.

Bids can be submitted in one of two ways; hardcopy or electronically. If the Bidder submits a Bid in both Hardcopy and electronically, DRC will choose the version that is the most advantageous to DRC.

VI. SUBMISSION OF SAMPLES

The bidders are required to deliver a sample with their bid, in the form of a trial version of the proposed system, either as a downloadable application or through a web-based solution with log-in credentials.

VII. 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 USD. Other currencies offered will be converted in accordance with the DRC Exchange Rates List on the month of the bid closing for comparison purposes.

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.

VIII. 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

Documents

 Tender Notice