Procurement Notice. Expressions of Interest (EOI) For Third Party Monitoring

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1 AFGHANISTAN Procurement Notice Expressions of Interest (EOI) For Third Party Monitoring Issue Date: 18 th June 2013 Closing Date for Receipt of EOI: 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: Third Party Monitoring Lot 1 Monitoring face to face activities; Lot 2 Monitoring of Mass Media Campaigns; Lot 3 Monitoring of Large Scale Training, specific components of the Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) - Phase II as detailed in the scope of work. Firms and institutions, associations and/or consortiums may express interest in all lots, individual lots or parts thereof. 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 Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) - Phase II is looking for firms that can provide Monitoring and Evaluation services in the following 3 areas: 1

2 Lot 1: Monitoring Face to Face Activities This will entail the monitoring and evaluation of voter education, informational activities and other public outreach events conducted in the thirty four (34) Provinces and Sub Districts throughout Afghanistan by the means of face to face activities including but not limited to, discussions, forums, meetings and survey responses. The company would be required to present detailed reports on its monitoring of Face to Face activities to be presented to UNDP for further analysis of their results. The firm (s) needs to have expertise of monitoring grass root / on ground level activities. Lot 2: Monitoring Mass Media Campaigns on Radio and TV activities This will entail monitoring and evaluation of voter education, informational activities and other public outreach events conducted / carried out through the use of radio and TV media. The company would be required to present detailed reports on its monitoring of Radio and TV media to be presented to UNDP for further analysis of their results. The firm (s) needs to have expertise of monitoring mass media related activities. Lot 3: Monitoring and Evaluation of Large Scale Trainings, Workshops and Seminars conducted in Provincial and Sub Districts of Afghanistan(approx. 3,000 workshops). This is a key component of the project, and services of a firm (s) are needed to undertake monitoring of large scale trainings, workshops and seminars conducted in provincial and sub district level for various numbers of attendees. These trainings, workshops and seminars will cover a range of topics and will be conducted in all thirty four (34) Provinces and sub districts of Afganistan. The company would be required to present detailed reports on its monitoring of these workshops, trainings and seminars to be presented to UNDP for further analysis of their results. The firm (s) needs to have expertise of monitoring and evaluation of workshop, training, seminar related activities. Interest Parties should submit the following in addition to the other requirements: - A comprehensive firm profile (include resumes of individual who could be engaged by the firm to conduct the relevant component by lot or part thereof of the project); - A description of the nature and extent of activities similar to the selected component lot that the firm has provided to former clients; - A description of the firm s experience in providing the selected services to international development agencies or organizations or governments; - A specific list of engagements, currents or prior in the UN, UNDP and or UNDP funded activities if any. QUALIFICATIONS Firm must be in similar business with experience of similar projects. Firm must have experienced and technically qualified staff to carry out these services. DURATION The framework agreement would cover a period ranging from days of delivery. 2

3 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; (please include brochures and literatures as may be appropriate) 2 List of employees of the firms, professional and technical with their qualification and experience. 3 List of resources (eg vehicles, offices (name regions), etc, 4 Sample final reports in soft and/or hard form 5 List of Contracts for similar services with the amount and name and address of client 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 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. 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. 3

4 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 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 resources, presence in regions, capacity and technology third party 65 monitoring 2.6 Security measures and controls in place on third party monitoring, including proof of 65 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 turnover? 50 Resources General qualifications (management capability) Suitability of the staff for the project: a) Professional international experience in specific field 50 b) ability to speak the local language 50 TOTAL 1,000 Minimum Score 700 4

5 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 financial year 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. 5

6 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): 6

7 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: 7

8 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 ) 8