Request for proposals are invited for Roster of Mixed Migration Centre Specialists.
Danish Refugee Council HQ
Borgergade 10, 3rd floor
1300 Copenhagen
DENMARK
Date: 11/05/2020
Invitation to Bid No.: RFP-DK-CPH-2020-004 - Roster of Mixed Migration Centre Specialists
Dear Sir/Madam:
The Mixed Migration Centre is a global network consisting of seven regional hubs and a central unit in Geneva engaged in data collection, research, analysis and policy development on mixed migration. All hubs within the MMC network regularly work with consultants (independent consultants and/or consultancy companies) to conduct specific research assignments on mixed migration, as well as for editing and graphic design of publications. To fast-track procurement processes and ensure access to highly qualified professionals, experts on mixed migration and editors and graphic designers, MMC aims to establish a roster of Mixed Migration Centre specialists. Therefore, the DRC requests you to submit technical and financial bid(s) for the supply of the service(s) listed on the attached Annex A: Statement of Works.
I. TENDER DETAILS
The Tender details are as follows:
Line Item Time, date, address as appropriate
1 ITB published 28 May 2020
2 Closing date for clarifications 11 June 2020
3 Publication of Q&A-s 12 June 2020
4 Closing date and time for receipt of Tenders 24 June 2020 13:00 Local Copenhagen Time
5 Tender Opening Location Borgergade 10, 3rd floor
1300 Copenhagen
DENMARK (please note a public bid opening might not be held due to the Covid-19 measures on social distancing)
6 Tender Opening Date and time 25 June 2020 13:00 Local Copenhagen Time
PLEASE NOTE: NO BIDS WILL BE ACCEPTED AFTER THE ABOVE CLOSING TIME AND DATE
II. IMPORTANT INFORMATION REGARDING THIS ITB:
• Selected consultants that are qualified based on the criteria set out in this Statement of Works will sign a Purchase Agreement with DRC for a duration of 24 months initially, with the possibility of two extensions of 12 months each. Once there is a specific assignment, DRC will reach out to rostered consultants for a price confirmation, and, potentially, submission of a detailed technical proposal, for the specific assignment, upon which DRC will chose which out of the rostered consultants that will be contracted. The Purchase Agreement does not bind DRC to sign a contract for a specific assignment.
• This roster will be exclusive to the MMC network and all its regional hubs in Amman, Bogota, Copenhagen, Dakar, Geneva, Nairobi, Tunis and Yangon.
• This tender is divided into 3 LOTs.
• DRC may choose to cancel the agreement if deemed necessary.
• Price offers for each LOT will be submitted on an hourly and daily basis clearly indicating the region(s) bidding for.
• Bidder-s interested to submit quotations for more than one LOT are requested to reply to Bidders Questionnaire (Annex G) for each LOT separately.
• Bidders are requested to separate their financial bid (Annex A2) from the technical documentation requested for each LOT.
• The awarded criteria break down percentage can be found in Annex H - Technical data form.
III. SELECTION AND AWARD CRITERIA
This tender will be awarded to all cost competitive and technically compliant bids according to the evaluation of technical and financial submissions. The technical evaluation criteria are as per the specifications stated in Annex A and Annex H.
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 Statement of Works Reference Document
2 A2 Financial Bid Complete ALL sections in full, sign and submit
3 B Tender and Contract Award Acknowledgement Certificate Complete ALL sections in full, sign and submit
4 H Technical Data Form Reference document for necessary documentation to be submitted per LOT
5 E Supplier Profile and Registration Form Complete ALL sections in full, sign and submit
6 G Bidder questionnaire Complete ALL sections in full, sign and submit for each LOT separately
B. Technical Evaluation
To be technically acceptable, the bid shall meet or exceed the stipulated requirements and specifications in the ITB. A Bid is deemed to meet the criteria if it confirms that it meets all mandatory conditions, procedures and specifications in the ITB without substantially departing from or attaching restrictions with them. If a Bid does not technically comply with the ITB, it will be rejected.
The technical criteria are stipulated in Annex A: Statement of Works and Annex H: Technical Data. Technical Bids that do not match mandatory criteria per Lot, may be rejected and excluded from Financial Evaluation.
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 / 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 ITB 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.2).
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 as mentioned in section A. ADMINISTRATIVE EVALUATION.
Bids 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 ITB 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 ITB 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 as mentioned in section A. Administrative Evaluation, but excluding any 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.
VI. SUBMISSION OF SAMPLES
N/A
VII. COMPLETION OF BID FORM
A. Prices Quoted
To all competitive bids per LOT
B. Currency
The currency of the Bid shall be in Danish Crone (DKR) No other currencies are acceptable.
C. Language
The Bid Form, and all correspondence and documents related to this ITB shall be in English.
D. Packaging
N/A
E. Origin
N/A
F. Presentation
Bids should 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.
G. Split Awards
DRC reserves the right to split awards.
H. Validity Period
Bids shall be valid for at least the minimum number of days specified in the ITB 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 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 ITB Closure.
IX. AWARD OF CONTRACTS
This ITB 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
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