Procurement Notice. Expressions of Interest (EOI) For Printing of Ballot Papers And Voter Registration Books

Transcription

1 AFGHANISTAN Procurement Notice Expressions of Interest (EOI) For Printing of Ballot Papers And Voter Registration Books Issue Date: 18 th June 2013 Closing Date for Receipt of EOI: Tuesday 9 th July 1:30pm Kabul time Address EOI response: IEC main office, Kabul Jalalabad Road, Paktya Kot, Kabul Afghanistan ATT: UNDP ELECT Procurement BACKGROUND: Afghanistan s primary electoral management body, the Independent Election Commission (IEC) has welcomed the possibility of further UNDP-managed support. This began as a two year project ( ) that focused on strengthening the capacity of IEC for enhanced electoral administration. However, at the request of the GoIRA, the project was extended to the end of 2015 to support, in parallel to the capacity development, the conduct of the Presidential and Provincial council elections in 2014 and the parliamentary elections in 2015 PURPOSE: UNDP Afghanistan calls for Expressions of Interest (EOI) from international and national firms, who have the capacity to formulate, manage, and implement specific components of the ELECT II Project, for printing of Ballot Papers and Voter Registration Books, as detailed in the scope of work. Firms having presence and experience within the region are highly encouraged to participate. UNDP may enter into Long Term Agreements (LTA) with the short-listed firms following a competitive bidding process. SCOPE OF WORK The Ballot Papers and Voter Registration books will comprise a variety of materials to be printed in large quantities for the following election activities: 1. Presidential Election (2014): 13,200,000 ballots approx.; 2. Provincial Council Election (2014): 13,200,000 ballots approx. (Provincial Council Elections will be conducted for all 34 Provinces of Afghanistan. Ballots will be specific to each Province; therefore there will be 34 different ballots, the size of the Provincial ballots will also vary with 1, 2, 3, 4, 5 and 6 page ballots needed to be produced); 3. Presidential Run-Off election (2014): 13,200,000 ballots approx. ; 4. Parliamentary Election (2015): 13,200,000 ballots approx. (Parliamentary Elections will be conducted for all 34 Provinces of Afghanistan. Ballots will be specific to each 1

2 Province; therefore there will be 34 different ballots, the size of the Parliamentary ballots will also vary with 1, 2, 3, 4, 5 and 6 page ballots needed to be produced). 5. Voter Registration Books (2014): 40,000 books, consisting of 100 Voter Registration Cards (in total 4,000,000 approx. Voter Registration Cards); 6. Ballot sizes for Provincial Council and Parliamentary elections may also be printed in three (3) sizes, small, medium and large. 7. Total number of ballots 13,200,000 expected to be printed for both the Provincial Council and Parliamentary elections could relate to approx. 50 million sides printed for each election.. The following essential features need to be proved by the firm as part of its submission of EOI. Specific Requirements of Printing Plant Security controls both physical and electronic in place to protect the sensitivity of ballot paper printing and ballot materials on a 24/7 basis; o Physical security in the printing plant on a 24/7 basis, including searches of employees entering and leaving the premises; Adequate stocks of specialized printing paper to meet print job required once finalization of ballots is approved and to meet the short turnaround time processes between the Presidential Election result and a possible Presidential Run-Off Election. Quality control features and procedures, integrity and security of the ballot paper printing, in place. Special inbuilt features, technology and capacity to manufacture ballot material e.g Using of watermarks and unique background designs; Security print methods which may include numismatic fine line and anti-copy features; Producing ballots with sequential numbering on ballots and stubs; Use of colored prints and or symbols (CYMK full colour); o Use of specific artwork using latest software in development of the ballot. Security of the ballot papers Secure, weatherproof storage by the print contractor of all printed ballots, ballot paper stock, printing plates and other ballot reproduction material; All discs and data supplied are to be destroyed and certified that no copies of the data or images remain. All plates used in the printing process must be destroyed and a certificate of destruction signed by the appointed project manager. The rights to reproduce the ballots, or images thereof, remains at all times with the IEC of Afghanistan. Upon completion of the contracted quantity of ballots, the printer may not produce any format or image of the ballot without prior written authority from the IEC. Where special paper stock is used as an integrity control, security would also be required, including: o o o o secure storage of ballot paper stock on the print contractor's premises; contractor's accounting for and secure destruction of all off-cut and waste paper stock and printing spoils; contractor s accounting for all paper stock supplied but not used; All misprint / damaged ballots to be disposed of at no cost to the IEC, with Certificate of Secure Disposal will be required to be presented to the IEC. 2

3 EXAMPLE ONLY: Election Task Completion Date Initial design of ballot paper and final quantities 7 th October 2013 Finalize labeling, packing requirements and ballot sizes 6 th December 2013 Finalize Presidential and provincial council ballot 6 th December 2013 Prepare all ballot files for print house and send them to printers 7 th December 2013 Ballots arrive in country 5 th January 2014 Election Day 5 th April 2014 After receiving the text from the IEC, the Printing Company will: 1. Print Ballot Papers and / or Voter Registration Books as per agreed design; 2. While performing the different print functions the printer shall also be responsible for a. Submitting the printing layouts for approval; b. Revise the selected layout if required; c. Submit the art work and print samples for proofreading; d. Ensure all corrections have been inserted; e. Obtain a final sign off before submitting electronic files to the printer. 3. Order of production will include (but not limited to) a. Printing the quantity of ballots required; b. Binding ballots as required; c. Packing and labeling of pads; d. Packing and labeling of pallets, including pallet building and inventory lists; e. The printer is responsible for the transport of the ballot papers from the production source to Kabul International Airport (or where stipulated) in Afghanistan. UNDP/IEC may provide a number of staff members to be on-site at appropriate stages of the operation. Designated UNDP and IEC staff will be available during normal working hours and on call 24 hours a day, whilst they are working with the contracted printer. The printer will be requested to provide the following facilities to on-site representative. Office space and furniture Computer assets with internet link Communications facilities Vehicle Qualifications 1. Company must be a specialized in printing ballot papers or have experience of similar projects of a large scale; 2. Company must be experienced in commercial print management; 3. Company must have experience in designing multiple language versions; 4. Company must guarantee timely delivery of printed materials within the timeframe required by IEC. 3

4 Delivery period The framework agreement would cover a period ranging from days of delivery. 5. Information Required in the Response: The provision of the pre-qualification information should include all relevant documents that are essentially required for meeting the pre-qualification criteria as well as enable the project management to undertake the evaluation. Interested companies must provide the information and evidence that they are qualified to perform the printing services required during the course of the proposed project. All companies that wish to participate in the process are required to complete the below application form. The information provided will be used to assess your company s suitability to qualify for pre-qualification for the services mentioned above. Interested applicants must submit the following documents: 1. Company Profile - presentation of your company including number of staff, years in business, system for quality assurance and any experience with any UN organisation and/or international organisations, any previous experience in printing ballots for either the UN organisation and / or direct experience with Election Commissions; 2 List of employees of the firm, professional and technical with their qualification and experience; 3 List of equipment, name and type of machines for printing, binding, etc. 4. Samples of printed material in soft copy form; 5. List of Contracts for printing with the amount a d name and address of client during the previous 3 years; 6. Reference list (of previous work experience) with description of contract amount and contact details such as and telephone number of the focal point; 7. Provision of audited reports and/or financial accounts showing the financial strength of the firm for the last year; 8. Evidence of previous 3 years of experience related to the specific printing required; 9. Legal registration of the company; 10. Your contact information (full name and address); 11. Other relevant supporting documents as per the Application form. The EOI and accompanying documents and fully completed forms must be received by UNDP Afghanistan no later than 9 th July 1:30pm Kabul local time. These should be sent by or courier service to: Address: IEC main office, Kabul Jalalabad Road, Paktya Kot, Kabul Afghanistan ATT: UNDP ELECT Procurement responses must be sent in PDF format to procurement.elect@undp.org and must not exceed 3MB per . Otherwise the will not be delivered to the address. Please state in your first the number of s sent in total. 4

5 The EOIs will be subject to evaluation and only short-listed companies will be contacted. Please note that this EOI does not entail any commitment to award a contract on the part of UNDP or bear the cost of the documents. UNDP reserves the right to accept or reject any or all EOIs without assigning any reason. For the purpose of pre-qualification, the following criteria has been developed, which will be applied to the submitted Expression of Interest. 5

6 Pre-qualification Criteria Obtainable Score Company structure and organization Does the organization & general reputation of the company indicate competence and 40 reliability? 1.2 Quality assurance procedures (ISO 9000 or other certifications) Extent to which any work would be likely to be subcontracted Litigation and arbitration history Based on the overall impression of the pre-qualification. 20 Document, incl. Attached literature, brochures etc. assess the general suitability of this company Expertise and experience Does the supplier have relevant international experience Similar contracts undertaken in the past 3 years? Scale of contracts done in the last 3 years (proof of contracts) Have similar projects been carried out for major UN/international/Government 65 organizations? 2.5 List of equipment/machinery, capacity and technology for printing of ballot 65 materials with security features 2.6 Security measures and controls in place on the ballot materials, storage, employees 65 leaving premises, physical premises 2.7 Regional representation or joint venture possibilities? 60 Financial capability Audited reports/balance sheets for the last year Based on the financial records, what is the quick ratio analysis Is the supplier able to financially meet his contractual commitments How much is the sales & export turnover? 50 Resources General qualifications (management capability) Suitability of the staff for the project: - Professional international experience in 100 specific field TOTAL 1,000 Minimum Score 700 6

7 INSTRUCTIONS FOR COMPLETION OF THE PRE-QUALIFICATION FORM The form should be typewritten in uppercase (or written in capital letters) and completed clearly and accurately ensuring that all questions are answered. The numbers below correspond to item numbers on the registration form. 1 Full name of Company 2 Profile of your company and specialization 3 Full legal address 4 Telephone number, including correct country and area codes 5 Fax number, including country and area codes 6 address 7 Internet address 8 Provide name of person (including title) or department to whom correspondence should be addressed 9 Full legal name of parent Company, if any 10 Provide names and addresses of all subsidiaries, associates and overseas representatives, if any (on a separate sheet if necessary) 11 Tick one box only. If "Other" is ticked, please specify 12 Indicate the year in which the organization was established under the name shown in Item 1 13 Indicate the total number of full-time personnel in the Company 14 Provide license number under which the Company is registered and validity period of the license 15 Provide VAT number and validity period 16 Provide Tax ID number and validity period 17 Please indicate the UN Global Marketplace (UNGM) registration code if your company is already registered there. 18 Provide total annual sales in US Dollars (mil), of the Company, for the last 3 financial years 19 Provide copy of the Company's most recent Annual Report or audited financial report. If available, 20 List any Quality Assurance Certificates (e.g. ISO 9000 series) that have been issued to your Company, and provide a copy of the latest certificates 21 List all countries where the Company has local offices or representation 22 Please list up to 10 of the core goods/services offered. List the National/International Quality Standard to which each item conforms 23 Enter the name(s) of UN organizations, other international aid agencies, multi-national local companies that your Company has dealt with recently. Provide the value and the year of the contract, the goods/services supplied. Also please indicate contact details for the references. If you have had more than 15 such contracts, please attach a separate sheet indicating the others. Documentary evidence of such contracts is required, e.g. copies of purchase orders. 24 List all disputes your Company has been involved in over the last 3 years. If more space is required, please use a separate sheet 25 Provide details of all national and international trade or professional organizations to which your Company belongs 26 This form should be signed by the person completing it, and their name and title should be typed, along with the date. NOTE ON JOINT VENTURE: Application as a Joint Venture. Service Providers may bid in a Joint Venture to enhance their offering. In a joint venture, the companies are jointly and severally responsible for the tasks assigned. The pre-qualification request must identify one member as prime applicant and be clearly state the role to be played by each member of the joint venture in providing the services envisaged under the Scope of Work. 7

8 Vendor Pre-qualification Form SECTION 1: COMPANY DETAILS AND GENERAL INFORMATION 1. FULL LEGAL NAME OF COMPANY: 2. PROFILE/SPECIALIZATION: 3. STREET ADDRESS: CITY: COUNTRY: 4. TEL NO: 6. ADDRESS: 5. FAX NO: 7. INTERNET ADDRESS: 8. CONTACT NAME AND TITLE: 9. PARENT COMPANY (Full legal name): 10. SUBSIDIARIES, ASSOCIATES AND/OR OVERSEAS REPRESENTATIVE(S): (Attach list, if necessary) 11a. NATURE OF BUSINESS (Tick one box only): Manufacturer: Trader: Authorized Agent: Consulting Company: Other (specify): 11b. TYPE OF BUSINESS: Corporate/Limited: Partnership: NGO: University: Other (specify): 12. YEAR ESTABLISHED: 13. NUMBER OF FULL-TIME EMPLOYEES: 14. TRADE LICENCE / REGISTERATION: VALID TILL 15. VAT NUMBER : VALID TILL 16. TAX IDENTIFICATION: VALID TILL 17. UNGM registration number (if any): 8

9 SECTION 2: FINANCIAL INFORMATION 18. ANNUAL VALUE OF TOTAL INCOME FOR THE LAST 3 YEARS: (2011 US$ million 2012 US$ million 19. PLEASE PROVIDE COPIES OF THE COMPANY'S LAST YEARS AUDITED FINANCIAL REPORT AND/OR BALANCE SHEETS SECTION 3: TECHNICAL CAPABILITY AND INFORMATION ON SERVICES OFFERED 20. PLEASE PROVIDE A COPY OF YOUR LATEST QUALITY ASSURANCE CERTIFICATION (e.g. ISO 9000 or equivalent). 21. INTERNATIONAL OFFICES/REPRESENTATION: (Countries where the Company has local offices/representation) SECTION 4: EXPERIENCE 22. RECENT CONTRACTS WITH UN and/or OTHER INTERNATIONAL AID AGENCIES, MULTI- NATIONAL LOCAL COMPANIES (last 3 years ): Organization Contact details for References Value in US$ Year Type of Services Supplied SECTION 5: OTHER 23. PLEASE LIST ANY DISPUTES YOUR COMPANY HAS BEEN INVOLVED IN WITH THE UNITED NATIONS ORGANIZATIONS OVER THE LAST 3 YEARS: 24. LIST ANY NATIONAL, OR INTERNATIONAL TRADE OR PROFESSIONAL ORGANIZATIONS OF WHICH YOUR COMPANY IS A MEMBER: 9

10 25. CERTIFICATION: I, the undersigned, warrant that the information provided in this form is correct and, in the event of changes, details will be provided as soon as possible: Name Functional Title Signature Date PLEASE RETURN THE COMPLETED FORM TO THE CONTACT ADDRESS BELOW: IEC main office, Kabul Jalalabad Road, Paktya Kot, Kabul Afghanistan ATT: UNDP ELECT Procurement By (Max. 3MB for each ) 10