Invitation to Tender

Transcription

1 Part 1 Covering letter Invitation to Tender Activity: IDINO-0112 Panel for Research Organization(s) Dear Tenderer, As managing contractor for Innovation for Indonesia s School Children (INOVASI), PT Palladium International Indonesia invites eligible organisation to tender as Panel for Research Organisation (s). INOVASI is an ambitious four-year program (with the possibility of an extension for another four). It will collaborate closely with and provide required support to the GOI at the district, provincial and national level to develop and implement action-oriented research and pilots to answer the broad question: What works to improve student learning outcomes in Indonesia? It will focus on three sub-topics of investigation: the quality of teaching in the classroom, the quality of support for teachers, and learning for all. INOVASI is managed by Palladium on behalf of the Government of Australia through the Australian Department of Foreign Affairs and Trade (DFAT), and formally started on 18 th January The following documents include: Part 1: Covering Letter Part 2: Terms of Reference Part 3: Conditions of Tender Part 4: Technical Assessment Criteria Part 5: Tender Particulars Part 6: Financial Assessment Criteria Part 7: Competitive Neutrality Part 8: Tender Form Schedule Please forward your submission to the following address: inovasi.procurement@thepalladiumgroup.com no later than 5 pm Jakarta/West Indonesia, on Sunday, 30 April We look forward to your submission, and if you have any queries, please don t hesitate to contact us on inovasi.procurement@thepalladiumgroup.com. ITT Pack template 1 Covering letter 1 / 2

2 Yours sincerely, INOVASI Procurement Team Telp Ratu Plaza Office Tower 19th Floor, Jl. Jend. Sudirman Kav 9, Jakarta Pusat Indonesia Palladium Make it possible thepalladiumgroup.com Australian Aid Managed by the Palladium Group on behalf of the Australian Government ITT Pack template 1 Covering letter 2 / 2

3 Part 2 Terms of Reference Contents Part 2 Terms of Reference Background Scope of Assignment Deliverables Duration... 3 ITT Part 2 TOR 1 / 3

4 1. Background Over the past decade, Indonesia has substantially increased its spending on education and now many more millions of children are in school. There is a significant void in knowledge about what teachers in Indonesia are teaching in the classroom, what the primary constraints they are facing, and how teaching quality can be more efficiently and effectively improved. The Government of Australia (GOA), through the Australian Department of Foreign Affairs and Trade (DFAT), is seeking to assist the Government of Indonesia (GOI) to fill this void by establishing Innovation for Indonesia s School Children (INOVASI). INOVASI is an ambitious four-year (with the possibility of an extension for another four), AUD 49million program. It will collaborate closely with the GOI at the district, provincial and national level to develop and implement action-oriented research and pilots to answer the broad question: What works to improve student learning outcomes in Indonesia? It will focus on three sub-topics of investigation: the quality of teaching in the classroom, the quality of support for teachers, and learning for all. INOVASI is managed by Palladium on behalf of DFAT, and formally started on 18 January The purpose of Standing Offer Agreements for research organization(s) is to engage reputable and credible Indonesia-based research organizations to implement various research activities as tasked by the Research, Analytics, and Methods Team. The benefit of a Standing Offer contract is that the details of each activity do not have to be known at the time of contracting but are documented in a Tasking Note at the time. 2. Scope of Assignment Under the direction of Education Research Manager, the research organization(s) will: 1. Implement various research activities including but not limited to: a. INOVASI s diagnostics activities, aimed at understanding the local context in INOVASI s partner provinces / districts, including but not limited to: i. Mapping of formal and informal relations among different stakeholders, including their interest in education, influence and identifying preferred communications methods for each stakeholder; ii. iii. iv. Constructing a list of local innovations at the school, community, or district levels through consultations with education stakeholders from school level to district and province level; Supporting the program district baseline and follow up data collection activities at this level; and Organizing consultation sessions / events to identify local problems and create solutions that could be tested. v. Other data collection and analysis as requested b. Qualitative research, either in a leading or a supporting role, on various innovations or promising practices and other relevant research topics as identified by INOVASI. c. Other research duties as relevant and instructed by the Education Research Manager. 2. As part of the above activities, the subcontractor may be required to undertake some or all of the below tasks: Part 2 TOR 2 / 3

5 a. Recruit skilled and experienced consultants such as researchers and/or enumerators. b. Provide adequate training and quality assure the fieldwork through regular supervision and monitoring. c. Conduct child protection training and ensure implementation of DFAT s child protection policy throughout the activity; d. Manage all aspects of contract and performance management of the personnel, including researchers and enumerators. e. Provide adequate personnel to undertake contract management, including preparation of research reports and financial reports, and other administrative and financial tasks as required. INOVASI might reserve the right to approve or assign suitable personnel f. Explore innovative ways of documenting research and findings, such as videos, social media etc. 3. Other services related to research as required by INOVASI. 3. Deliverables As documented in the Tasking Note but would likely include: 1. Research design, including finalizing the research questions, determining methods, data collection instruments, respondents, sampling approach, budget preparation and organizing the required permits (such as research permit from the local area, ethics clearance). 2. Research reports addressing the research questions in a rigorous manner. 3. Submit raw and processed dataset, including codes used in the analysis, where relevant. 4. Clean data as requested. 5. Produce compelling deliverables as agreed with INOVASI s communications team. 6. Financial reports and other ad-hoc reporting as required by INOVASI. INOVASI will review and approve each step of deliverable, as detailed in the tasking note. 4. Duration 12 months, with a possible of extension subject to satisfactory performance assessment. The selected company should be able to work flexibly, including after hours to ensure all items and services are delivered to quality standards. Part 2 TOR 3 / 3

6 Part 3 Conditions of tender 1. Tender content 1.1. The tender must contain the following: A cover letter to the tender for the activity (IDINO-0112); A technical submission; A financial submission Every Tender shall state in the submission: In the case of an individual, full or given names, surname and address; In the case of a business name, the names and address of all proprietors, the address of the registered place of business and registered business number; In the case of an Australian registered company, the full name of the company, the address of the registered office of the company and its Australian Company Number; In the case of a trust, the full names and addresses of each trustee of the trust; In the case, of registered business, the Business Number of the Tenderer. 2. Tender Assessment Process 2.1. Tenders must comply with the requirements of the Terms of Reference (TOR). Failure to submit a Tender including the information required by the TOR will factor into Palladium s assessment of the level of compliance of the Tender and may result in rejection of the Tender Palladium will evaluate Tenders on the following basis: A technical assessment; A financial assessment; Other factors, which may impact on the Tenderer s performance The Procurement Committee will assess Tenders based on the Technical Assessment Selection Criteria specified in Part 4, and will provide a list of ranked technically suitable tenders Palladium will undertake a financial assessment in accordance with Part Palladium reserves the right: To accept or reject any tender, and to annul the tendering process thereby rejecting all tenders, at any time prior to the award of contract; ITT Pack template - 3 Conditions of tender 1 / 5

7 To cancel or vary the Invitation to Tender process at any time whether before or after the closing date; To reject any tender that does not adhere to the structure and content requirements as outlined in these Terms and Conditions; To recall tenders from any source including those tenderers who have already submitted tenders, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for this action; To accept Tenders for the whole or any part of the requirement; To negotiate with the most favourable tenderer should it be deemed that the offered prices are unreasonable or greater than the targets set in the planning process, as per indicative budget that stated in the part Palladium shall not be bound by any oral advice given or information furnished, but shall be bound only by written advice or information The conduct of this Invitation to Tender is not intended to give rise to any legal or equitable relationship A Tender will not be considered in the Tenderer or a representative of the Tenderer gives or offers anything to an employee or agent of Palladium as an inducement or reward, which could in any way tend to influence the actions of that employee or agent. 3. Technical Assessment 3.1. The Technical Assessment will be undertaken by an internal Procurement Committee The Technical Assessment of the Tender will account for 80% of the overall score using the following formula: Technical Score = Tender s Weighted Technical Score (out of 100) x 80% Highest Weighted Technical Score (out of 100) 3.3. The Procurement Committee, in assessing the technical part of the Tender, will consider the Selection Criteria specified in Part Requirements for the Technical Submission 4.1. The Technical Submission must: Indicate the Tenderer s nominated contact person on the front page; Be in a type font of no less than 12 points; Be in a single column format; Provide attached up-to-date CVs in Part 9 relevant to the activity of the preferred consultant/s (no longer than 4 pages), including contact details for two referees who can comment on recent experience relevant to the application Provide a capability statement addressing the anticipated scope of assignment in Part 2 Term of Reference point 2, and the technical selection criteria as outlined in Part 4 of this ITT Pack Provide tenderer details including company profile and details of similar works completed by the tenderer including appropriate referee contacts The tender submission must be submitted in English language and contain the following information: ITT Pack template - 3 Conditions of tender 2 / 5

8 5. Financial Assessment A completed Schedule A.1, up to ten pages, providing a capability statement addressing the anticipated scope of assignment in Part 2 Term of Reference point 2, and the technical selection criteria as outlined in Part 4 of this ITT Pack A completed Schedule A.2, up to seven pages, providing tenderer details including company profile and details of similar works completed by the tenderer including appropriate referee contacts Following consideration of the technical merit of Tenders, the financial assessment will represent 20% of the overall score Tenderers should note that financial submissions for those Tenders assessed by the Procurement Committee as not technically acceptable will not be subject to financial assessment The financial component of the Tender in Part 6 must be an unconditional offer and fixed for the duration of the Project A completed Schedule B providing the rate for personnel and management fee. 6. Acceptance of Tenders 6.1. Palladium is not bound or required to accept the lowest priced Tender or any Tender A Tender will not be deemed to be accepted unless and until a Contract based on the Contract Conditions and acceptable to Palladium, is signed by Palladium Palladium reserves the right to enter into negotiation with any other Tenderer if contract negotiations cannot be concluded with the preferred Tenderer. 7. Alternative Tenders 7.1. Palladium reserves the right to accept and consider alternative Tenders providing they: Are submitted with a compliant Tender; Clearly identify the differences and improvements offered in the Alternative Tender Alternative Tenders will be considered only after completion of the Technical Assessment of compliant Tenders. 8. Non-Compliant Tenders 8.1. Tenders will be regarded as non-compliant if they do not comply with any part of the requirements of the TOR Palladium may however, in its absolute discretion evaluate any non-compliant Tender. 9. Lodgement of Tenders 9.1. It is the responsibility of the Tenderer to ensure that the Tender is received at Palladium by the closing date and time prescribed in this Invitation to Tender. A Tender lodged after the closing date is a late Tender A late Tender will normally not be considered unless it can be demonstrated by the Tenderer that the Tender would have arrived at the tender point by the required date and time as prescribed in this Invitation to Tender. Palladium may allow a late Tender to be assessed at its absolute discretion Palladium will not consider or entertain any queries about a decision to assess or reject a late Tender. ITT Pack template - 3 Conditions of tender 3 / 5

9 9.4. Tenders are to be in English and all pricing and costs are to be in AUD and provide the exchange rate of IDR 10,000 that will used for currency in IDR. 10. Tenderer Costs Tenderers are responsible at their own cost for: Making all arrangements and obtaining and considering all information relating to the TOR; The preparation, delivery and lodgement of their tender; Dealing with any issues, including disputes that may arise out of the tendering process. 11. Competitive Neutrality Tenders submitted by government owned organisations must comply with the Commonwealth government s policy in respect of competitive neutrality. All government tenderers must read and return a signed copy of the attached Statutory Declaration (Part 7). 12. Basis of Payment Payments will be based on points discussed in Part 10: Schedule B. Payments will be made in Australian dollars or Indonesian rupiah and subject to performance as identified by milestones or deliverables specified in the Contract All Tenders should be aware that under A New Tax System (Goods and Services Tax) Act 1999 (GST Act), Palladium will be treated as a taxable enterprise Implications of the GST for the Contractor include: All Australian consultants hired as sub-contractors must have an ABN number; All contracts that the sub-contractor enters into in relation to the performance of the services (after July 1, 2000) will need to include GST in pricing; Invoices for goods and services provided by the sub-contractor after July 1, 2000 need to comply with the ATO requirement for Tax Invoice in order to obtain payment from Palladium. 13. Confidentiality Tenderers must keep any discussions or contact with Palladium in connection with the Invitation to Tender and any Contract negotiations, confidential. 14. Employment Opportunities for Aboriginal and Torres Strait Islander People Tenderer s attention is drawn to the Commonwealth s policy to maximise employment opportunities for Aboriginal and Torres Strait Islander people A Tender must, where opportunities exist, indicate in its Tender: How it will provide employment opportunities; The nature and duration of the employment it proposes to provide; Where those people would perform work in relation to the Project; The number of people who would be involved. ITT Pack template - 3 Conditions of tender 4 / 5

10 15. Affirmative Action The Affirmative Action (Equal Opportunity for Women in the Workplace) Act 1999, requires private sector employers of 100 or more employees and also higher education institutions, to establish affirmative action programs If: 16. Pricing The Act applies to the Tenderer; The Tenderer has been deemed as not complying with its obligations under the Act; The Tender does not submit a Certificate of Compliance with the Tender; the Tender will be considered as non-compliant and maybe excluded from consideration Except for variations in the rate of duty or foreign exchange, Tenderers shall state whether the prices offered are: Firm, that is prices offered shall not be varied either up or down for any reason; Firm for a period, in which case the period must be stated; Subject to other price variations either up or down. 17. Request for Information Any prospective tenderer may within a reasonable time before the closing date request information on any point of clarification in this Tender. The information requested shall be given in writing by Palladium as soon as practicable, and where in the opinion of Palladium the information could have an effect on other Tenderers, that information shall be given in writing to all known prospective Tenderers. 18. Unsuccessful Tenders Unsuccessful Tenders will be notified in writing and shall be entitled to a feedback session regarding their tender. 19. Tenderer Acceptance of Conditions A Tender lodged in response to this Invitation to Tender does so with agreement to these Conditions of Tender unless any departures from these Conditions are detailed in the tender submission. Palladium reserves the right to reject any departure from these Conditions of Tender, and thereby determine that the tender submission is non-conforming for that reason. ITT Pack template - 3 Conditions of tender 5 / 5

11 Part 4 Technical assessment selection criteria INOVASI will assess each submission based the organization s ability to meet the requirements using the following criteria: I. Management Capacity (30%): High quality, appropriately experienced senior researchers who will be leading or involved in the fieldwork (up to 5 one-page CVs). Ability to quickly mobilize teams of researchers. II. Approach and Methodology (40%): Demonstrated track record of producing and managing sustained high quality research outputs at international level, or for international funders. A track record in education research is highly preferred. Demonstrated track record of using various research methods, both qualitative and quantitative and innovative methodologies, including social media. III. Experience (30%): A proven track record of conducting fieldwork in various areas in Indonesia, including remote areas. Existing field presence will be of advantage. Maximum up to five experience sheet and provide the abstracts or descriptions of research activities (including budget and name of funder) completed since The technical submission format must clearly address the criteria above as this will impact on the assessment process. GBL PC01 SOP01 TL12 ITT Pack template 4 Technical assessment selection criteria 1 / 1

12 Part 5 Tender particulars 1. Closing Time: Sunday, 30 th April 2017, 5 PM Western Indonesia Time 2. Contact Person: Eka Daswindar, Procurement Contract and Grant Coordinator 3, Tender Validity Period: 12 weeks, this tender be advertised for 25 days 4. Number of Hard Copies of Tender: 0 Please submit electronic copies via 5. Delivery Address: inovasi.procurement@thepalladiumgroup.com Any enquiries that tenderers may have must be in writing and directed to dedicated above no later than 5 days prior to the closing time. GBL PC01 SOP01 TL12 ITT Pack template 5 Tender particulars 1 / 1

13 Part 6 Financial assessment selection criteria 1. The financial component must: 1.1 Provide the rate of Senior Researcher; 1.2 Provide the rate of Junior Researcher; 1.3 Provide the rate of Management Fee. Management Fee is to include: (a) Profits, including commercial margins and mark-up for personnel and project management; (b) Financial management costs, including the cost of financial charges and financing costs, if any; (c) Insurance costs as required by this Contract; (d) Taxation, as applicable; (e) Costs associated with any subcontracting and procurement of goods and services; (f) Recruitment costs; (g) Any other overheads required to perform the Services in accordance with the Contract; (h) All escalators for the Management Fees for the term of the Contract; and (i) Any allowance for risks and contingencies. 2. The following financial aspects need to be taken into consideration: 2.1 All activity preparation costs are the responsibility of the preferred contractor; 2.2 The program requires the preferred contractor to submit deliverables on schedule for payment. All costs associated with the preparation and submission of these deliverables are the responsibility of the preferred contractor; 2.3 Payment of contractor fees and reimbursable costs may be withheld due to non-approval by INOVASI managers of the deliverables. 3 The successful bidder is expected to hold adequate insurance coverage, including insurance cover for all of its staff subcontracted to work on the event implementation, in compliance with the bidder s company policies. Evidence of this coverage may be requested. ITT Part 6 Financial assessment selection criteria 1 / 1

14 Part 7 Competitive neutrality (To be completed by publicly-owned Bidders Only) Competitive neutrality requires that government business activities do not have net competitive advantages over their private sector competitors simply as a result of their public ownership. Publicly owned bidders are required to formally declare that their bid complies with competitive neutrality principles. These principles include: the activity s full costs are taken into account, including the share of overhead costs and non-costs like depreciation and cost of capital; the in-house activity does not enjoy regulatory advantages; actual, or equivalent, taxation arrangements are put into place; and there is an appropriate rate of return. More information on the application of competitive neutrality can be found at the following Internet web sites at xxxx and xxxx/ The Tenderer has complied with the principles of competitive neutrality in preparing its bid (publicly owned bidders only). And I make this solemn declaration by virtue of the xxxx [applicable law/act/legislation] and subject to the penalties provided by that xxxx for the making of false statements in statutory declarations, conscientiously believing the statements contained in this declaration to be true in every particular. (Signature of person making declaration) Declared at ( ) on the ( ) day of ( ) Before me, (Title of person before whom the declaration is made) ITT Pack template - 7 Competitive neutrality 1 / 1

15 Part 8 Tender Form Tender Schedule Form A.1 Capability Statement The response to Tender Schedule A.1 must directly address the Selection Criteria as outlined in Part 4 of the ITT Pack with reference to the Scope of Assignment as outlined in Part 2, point 2 of the ITT Pack. Capability Statement and Response to Selection Criteria must be no more than five A4 pages, plus up to five one-page CVs. Capability Statement and Response to Selection Criteria GBL PC01 SOP01 TL12 ITT Pack template 5 Tender particulars 1 / 3

16 Tender Schedule Form A.2 Company Profile and Experience The response to Tender Schedule A.2 must directly address the company profile and experience including details of similar works completed by the tenderer since 2013 including budget, name of funder and appropriate referee contacts. Company Profile and Experience must be no more than two A4 pages, plus maximum up to five project experience sheets. Company Profile and Experience GBL PC01 SOP01 TL12 ITT Pack template 5 Tender particulars 2 / 3

17 Tender Schedule Form B Financial Proposal The response to Tender Schedule B must directly address the Selection Criteria as outlined in Part 6 of the ITT Pack. Fee rates will be fixed for the duration of the Agreement up to one year contract period. 1. Management Fee Provide details of management fee below: Management Fee (%): Provide any additional clarification or basic calculation in relation to management fee below: Tenderers are invited to provide details of any adjustments or other considerations associated with management fee in the box above. 2. Personnel Fees Provide details of fees of the key personnel who will deliver the services: Position Rate per month in AUD Senior Researcher Junior Researcher Using exchange rate of IDR 10,000 GBL PC01 SOP01 TL12 ITT Pack template 5 Tender particulars 3 / 3