Tender Document Open Procedure Framework agreement Audit Services for The Embassy of Sweden in Kampala Reference File Number: UM2018/09268/KAMP

Transcription

1 Kampala Tender Document Open Procedure Framework agreement Audit Services for The Embassy of Sweden in Kampala Reference File Number: UM2018/09268/KAMP IMPORTANT INFORMATION Bids must be delivered to Embassy of Sweden; 24, Lumumba Avenue; Nakasero, Kampala, Uganda at or before 21st May 2018 at hours. The Embassy of Sweden in Kampala recommends that the tenderer, as soon as possible after receipt of this invitation, take note of the requirements in this dossier. Some of the requested documentation must be obtained from designated authorities, which can result in certain time for handling. The tenderer is advised to have all requested documentation at hand, because it shall be possible to provide information, inlcuding section 3. Requirement for tenderers, without delay. Note that requirements defined as must or shall needs to be part of the tender in order for it to qualify for evaluation. Please note that should the tenderer choose to complete or reuse the ESPD document stored on the European Commission's website, the tenderer is obliged to ensure that all requirements in the section 3.10 Exclusion grounds and the section 3.11 Qualification requirements in this procurement document have been attached to the ESPD see Appendix F Self Declaration by tenderers. Requests for clarification or additions to the procurement document shall be submitted in writing via procurement.kampala@gov.se and marked with UM2018/09268/KAMP. The deadline for submitting questions is: 11th of May Response (QA) to questions submitted to the Embassy will be posted in English on the website of the Embassy at: 1 (23)

2 Contents 1. General orientation Overall description of the procurement Information on the contracting government authority Additional information on the contracting authority Purpose and background of the procurement Description of services to be procured Framework agreement period Volumes The opportunity to tender a bid on all or part of the procurement Reasons relating to the decision not to divide the framework agreement into further subdivisions/subcontracts Attachments Administrative terms and conditions Procurement procedure Prerequisites for tender submission Submission of tender The form of the tender The language of the tender Deadline for submission of tender Period of validity of the tender Variant tenders or alternative tender Clarification, additions, or questions on the procurement document Contract award decisions Confidentiality Examination and evaluation Call-off procedure Contract terms and conditions Requirements for tenderers Information about the ESPD Self-declaration by tenderers Self-declaration for companies whose capacity is invoked and consortium parties Qualification of tenderers Subcontractors on which the tenderer relies (23)

3 3.6 Access to the capacity of other companies Consortia Information about publication Identity of procurer Appendix F: Self declaration form Requirements for services Description of the commission Subcontractors for the implementation of commissions Organisation of the commission Method for implementation Qualifications and competence Evaluation criteria Implementation & Method (total 25p) Organization and availability (total 25p) The organisation and availability will be evaluated in accordance to the criteria as stated below Organization (12.5p) Availability (12.5p) Qualifications and competence (total 50p) Senior Consultant Level 1 Engagement Leader (10p) The proposed Senior Consultant Level 1 should (20p): The proposed Level 2 Junior/Assistant Consultant should (20p): Offer prices Evaluation of tenders (23)

4 PROCUREMENT DOCUMENT 1. General orientation 1.1. Overall description of the procurement The Embassy of Sweden in Kampala has decided to procure Certified Public Accountants (hereinafter called the Auditor) to provide Audit Services on a framework basis. The Embassy of Sweden in Kampala intends to enter into contract with not more than three (3) auditing companies for each sub-division of services to assist the Embassy of Sweden in Kampala in the areas further described below Information on the contracting government authority Embassy of Sweden in Kampala P.O. Box 22669, Kampala Uganda Visiting address: 24, Lumumba Avenue, Nakasero, Kampala, Uganda TIN Number The Embassy of Sweden in Kampala has a broad mandate to promote Swedish-Ugandan relations through political dialogue, development cooperation, trade and investment, cultural exchange and through service to Swedish and foreign citizens with issues related to Swedish authorities. The key objective of the Swedish development cooperation with Uganda is to contribute to strengthening respect for human rights in Uganda and enhance the local population's opportunities to make a living and obtain improved health and freedom from violence Additional information on the contracting authority For more information, please see the Terms of References Appendix B and our website Purpose and background of the procurement The Embassy of Sweden in Kampala works through its development cooperation with reducing poverty in Uganda. Our budget is approximately 290MSEK per year, which is invested in various projects in order to strengthening respect for human rights and freedom from violence in Uganda; enhancing the local population's opportunities to make a living amongst others through enhancing productive employment opportunities and obtain improved health. Our portfolio exists of approximately 25 projects in areas described above. The Embassy of Sweden in Kampala has a continuous need to make internal control assessments of partners before entering into agreements, as well as spot checks, expenditure verifications, investigative and/or forensic audits where irregularities are suspected, assurance audits etc. during the monitoring phase. In addition the Embassy of Sweden in Kampala is also working with capacity strengthening of partners etc. in financial management/audit matters. For this reason the Embassy of Sweden in Kampala has decided to procure an audit framework agreement. 4 (23)

5 For more information, see Terms, of Reference (ToR) Appendix B Description of services to be procured The audit services will mainly cover the following areas. (1) to give the Embassy of Sweden in Kampala the possibility to undertake different types of auditing and related services including financial assurance audits, non-assurance audits as in accordance with agreed upon procedures, internal control assessments, spot checks, expenditure verifications, value for money audits, performance and compliance audits etc. This could also include certain investigative aspects, especially when conducting spot checks. (2) to assist the Embassy of Sweden in Kampala and counterpart institutions, authorities and organizations in building internal capacity relating to audit activities. (3) to assist on and ad-hoc basis in less complicated audit advice that can be given by telephone or e- mail within a day. (4) forensic/investigative audits. For more information, see Terms, of Reference (ToR) Appendix B Framework agreement period The framework agreement period runs for 24 calendar months. The Embassy of Sweden is entitled (though not obligated) to extend the framework agreement twice with 12 calendar months, with unaltered terms and conditions. The total framework agreement period period shall not exceed 48 calendar months. The contract start date is estimated at: Volumes During the framework agreement period, the estimated total volume is approximately 4 MSEK, excl. VAT, for the 2 years; divided between subdivision 1 with 3 MSEK and subdivision 2 with 1 MSEK. No guarantee of obtaining a certain volume is provided and there is no guarantee that the audit framework will be extended The opportunity to tender a bid on all or part of the procurement Tenders may be submitted for all or part of the procurement. The procurement consists of the following subdivisions: Subdivision 1: Services 1-3 as described in 1.6 Description of services to be procured (various reviews, capacity building, help desk): Services number 1-3 as described above under overall description of procurement, i.e. various audit related services; capacity bulding in regards to audit related services and to assist on ad-hoc basis in regards to audit related matters within one day. Sub-division 2: Services 4 as described in 1.6 Description of services to be procured: (Forensic/investigative audits): 5 (23)

6 Services number 4; i.e. Forensic and investigative reviews. The tenderer shall specify which sub-division is being submitted. If the tenderer submits for both sub-divisions separate documents shall be submitted in regards to section: 4. Requirement for services 5. Evaluation 6. Prices Each subdivision will be evaluated separately Reasons relating to the decision not to divide the framework agreement into further subdivisions/subcontracts The reason why services number 1-3 (sub-division 1) as described above have not been divided into sub-contracts is because a supplier with broad competence is needed since various areas at times overlap. It would in addition be administrative cumbersome to divide these areas in sub-contracts. Service number 4, i.e. forensic/investigative reviews are different from the other areas. A Consultant who can offer services 1-3 might not necessarily be able to conduct forensic audits. This is why this section has been divided into a separate division Attachments The procurement document includes the following attachments: Agreement with the following appendixes: o Appendix A General Terms and conditions, 2002 o Appendix B Terms of Reference for audit framework (ToR) o Appendix C Call off Competitive (only for sub-division 1) o Appendix D Call off Fixed Ranking o Appendix E Fees and consultants Appendix F: Self declaration form Appendix G: CV of Consultants including Reference project Appendix H: Language definition Appendix I: Price basket 2. Administrative terms and conditions 2.1. Procurement procedure The procurement is carried out through an open procedure, in accordance with the Swedish Public Procurement Act (2016:1145), also known as the LOU. The procedure does not allow negotiation. Therefore, it is of great importance that the best possible terms and conditions be submitted in the tender. 6 (23)

7 2.2. Prerequisites for tender submission Submission of tender The tendering documents will be available at Kommers Annons, and the website of the Embassy of Sweden in Kampala, under The tender and all associated attachments shall be submitted to the Embassy of Sweden in Kampala: 24 Lumumba Avenue, Nakasero, Kampala, Uganda in one physical copy and one electronic copy on a USB stick. If the tender versions on these media differ, the paper copy shall be the governing document. The tender shall be marked with UM2018/09268/KAMP and shall clearly indicate contact person, address, phone number and for any potential communication. The tenderer is not entitled to claim compensation for work or other costs associated with participating in the procurement The form of the tender References to information in the form of links to web pages and unsolicited attachments will not be considered to constitute part of the bid, and will not be taken into account in the review and evaluation of the tender. In order to facilitate examination of the tender, it is The Embassy of Sweden in Kampala s strong desire that the tender is formatted in accordance with the procurement document s headings/disposition, that any templates belonging to the procurement document be used and filled in, and that references to any attachments be presented in a clear manner The language of the tender The tender shall be written in English Deadline for submission of tender The deadline for submission of tenders 21st of May 2018 at hours Period of validity of the tender The tender shall be valid for six month after the submission date of tender Variant tenders or alternative tender Variant tenders or alternative tenders are not permitted. If the tenderer submits provisions or reservations pertaining to the conditions in the procurement document, the tender may be rejected. The tenderer is therefore asked to avoid providing information and attachments that have not been requested Clarification, additions, or questions on the procurement document If the procurement document is considered to be unclear, or if some of the requirements set forth are unreasonable, abnormally costly or restrictive of competition in any respect, it is important that 7 (23)

8 the Embassy of Sweden in Kampala be contacted as soon as possible so that misunderstandings can be avoided. The Embassy of Sweden in Kampala is under no obligation to request additions or clarifications by the tenderers, and the opportunities for correcting shortcomings in submitted tender are limited and depend on the nature of the deficiency. It is therefore important that the tenderer ensure that all requested information and documents are provided in the tender. Requests for clarification or additions to the procurement document shall be submitted in writing via The deadline to submit questions is ten (10) days prior to the closing date 21 st of May 2018, i.e. 11 th of May The Embassy of Sweden cannot guarantee that questions received later than ten (10) days before the closing date will be answered. Answers to questions will be published no later than six (6) days before the closing date, i.e. 15 th of May Full information regarding the procurement can only be guaranteed on under Published questions and answers, as well as any clarifications and additions submitted during the tender period, constitute part of the procurement document, and will be published in on under It is the tenderer s responsibility to regularly check for questions and answers published. All questions will be displayed anonymously. The deadline for submitting questions is: 11 th of May Contract award decisions Award decisions will be sent to all tenderers by via the addresses stated by the tenderers as soon as possible after a decision to award the contract has been made. Information on award decisions will also be published on the Embassy of Sweden in Kampala s webpage under The reception of a notification regarding the award decision does not mean that a binding framework agreement has been signed between Embassy of Sweden in Kampala and the winning tenderer. A framework agreement only becomes legally binding when it has been signed by both parties. Framework agreements will be signed no sooner than ten (10) days after the date on which the notification of the award decision is sent to the tenderers Confidentiality As soon as the award decision has been sent to all tenderers, all documents relating to the procurement, including tenders, shall become subject to the principle of public information access. If a tenderer considers that it may suffer damages if information provided by the tenderer in the tender should become public, the tenderer shall submit a written request for confidentiality in said tender, which must specify a) the information to which the request for confidentiality pertains and b) what damages would be suffered by the tenderer should said information be divulged. 8 (23)

9 Upon request for the submission of tenders, The Embassy of Sweden in Kampala will in each case review any request for confidentiality submitted by a tenderer. The Embassy of Sweden in Kampala s assessment regarding confidentiality may be subject to examination by an administrative court. Sweden can therefore not guarantee that the information in the tender will not be disclosed to the public Examination and evaluation Framework agreements will be awarded to the most economically advantageous tender, as determined according to the following basis: Best price-quality ratio The examination and evaluation of tender will be carried out in steps (described below), on the basis of the information provided in the tender, together with the supporting documents. Step 1 Examination of bids In the first step, The Embassy of Sweden in Kampala will examine whether the submitted tender is complete and whether the requirements outlined in the section 2 Administrative terms and conditions have been met. The Embassy of Sweden in Kampala will also examine whether the Self Declaration for tenderers have been submitted as requested in section 3. Requirements for tenderes. The bids that meet the requirements advance to Step 2; all other bids will be rejected. Step 2 Examination of the object of the procurement In Step 2, The Embassy of Sweden will examine whether the bid meets the compulsory requirements associated with the objectives of the procurement, which are outlined in the section 4 Requirements for services. The tenders that meet these requirements will advance to Step 3; all other tenders will be rejected. Step 3 Evaluation In Step 3, the tender is evaluated in accordance with section 5 Evaluation criteria and section 7 Evaluation of tenderers. Step 4 Qualification of tenderers Prior to offering to draw up framework agreements, The Embassy of Sweden in Kampala will check whether the tenderer meets the requirements set forth in the section 3 Requirements of tenderers Call-off procedure Combined call-off order Call-off orders for sub-division 1 are implemented through a combination of a fixed ranking system and renewed competition. Call-off orders for sub-dvision 2 are implemented through a fixed ranking system 3 contractors will be accepted for each sub-division, provided that as many eligible tenders are received. For more detailed information on the call-off procedure, see draft Agreement including Appendix B Terms of Reference Contract terms and conditions The tenderer shall accept the attached draft framework agreement draft, including all appendices. 9 (23)

10 3. Requirements for tenderers 3.1. Information about the ESPD The European Single Procurement Document is a company's own statement of its financial position, capacity, and suitability to compete in a public procurement procedure. The document is available in all EU languages and is used as preliminary documentation for the fulfilment of the terms and conditions set forth for public procurement procedures throughout the EU. Thanks to this document, the tenderer will no longer need to submit comprehensive documentary evidence and the different forms that were previously used for EU procurement. This constitutes a considerable simplification of access to cross-border procurements. The European Commission provides a free web service for purchasers, tenderers, and other parties interested in filling in the document by electronic means. The online form can be filled out, printed, and then sent to the purchaser along with the other bid of tender documents. If the procedure is handled electronically, the document can be exported, saved and submitted electronically. A single document submitted in a previous public procurement procedure can be reused, provided that the information is accurate. Tenderers may be excluded from the procedure or prosecuted if the information provided in the document is seriously misleading or if relevant information is withheld or cannot be supplemented with the relevant supporting documents. For more information about the ESPD, please see All firms that intend to participate in the tendering process are encouraged to familiarize themselves with this Document as it is a mandatory requirement of EU law that the Embassy of Sweden in Kampala must comply with Self-declaration by tenderers The tenderer shall either respond to all requirements in the section 3 Requirements for tenderers in this procurement document by answering all questions in Appendix F Self Declaration by tenderers or shall complete the ESPD-document on the European Commission website. Alternatively, it may reuse a previously completed ESPD. Tenderers interested in filling out the ESPD electronically are advised to refer to If the tenderer chooses to complete or reuse an ESPD document stored on the European Commission's website, the document shall be downloaded and attached to the tender. Should the tenderer choose to complete or reuse the ESPD document stored on the European Commission's website, the tenderer is obliged to ensure that all requirements in the section 3.10 Exclusion grounds and the section 3.11 Qualification requirements in this procurement document have been attached to the ESPD see Appendix F Self Declaration by tenderers Self-declaration for companies whose capacity is invoked and consortium parties Tenderers who invoked the capacity of other businesses (in accordance with the section 3.6 Access to other companies capacity in this procurement document) shall provide a special declaration of assurance in their tender regarding all of the requirements in the section 3.10 Exclusion grounds in this procurement document for each of the companies whose capacity is invoked. The tenderer is obliged to ensure that all requirements in the section 3.10 Exclusion grounds have been addressed in the enclosed declaration. 10 (23)

11 Tenderers who intend to submit a tender as a consortium (in accordance with the section 3.7 Consortia in this procurement document) shall provide a special declaration in the tender regarding all of the requirements in the section 3.10 Exclusion grounds for each of the companies participating in the consortium. The tenderer is obliged to ensure that all requirements in the section 3.10 Exclusion grounds have been addressed in the enclosed declaration. A special declaration for companies whose capacity is invoked or consortium parties shall be completed on the European Commission's website; see Any special declarations shall be downloaded and attached to the bid Qualification of tenderers Whenever it is deemed necessary for the further processing of the tender, The Embassy of Sweden in Kampala may request information or evidence to verify fulfilment of the requirements set forth in the section 3 Requirements for tenderers. This information/evidence is referred to as supporting documents. Evidence that the tenderer is not to be excluded under Chapter 13, Section 1 of the LOU 1 (i.e., the section A: Grounds relating to convictions in criminal proceedings in this procurement document) shall primarily consist of an extract from a criminal records database, or else an equivalent document issued by a competent government authority. If neither of these forms of evidence can be provided, the tenderer may submit a declaration of honour before an authorised body, or a similar declaration. The evidence is to be listed in descending order of importance. Under the current rules, the types of extracts from the criminal register that can be issued in Sweden are not such excerpts from the criminal record databases as are referred to in the requirements of the law. There is also no competent government authority in Sweden that issues equivalent documents. The first and second evidence options are thus excluded for Swedish contractors. The only option that remains is that a representative of the Swedish contractor submit a declaration of honour. Pursuant to Chapter 15, Section 10 of the Swedish Penal Code (1962:700), a representative who has issued such a statement can be sentenced for the crime of submitting a false or negligent declaration if it becomes apparent that his/her statement was false or inaccurate. The Embassy of Sweden in Kampala will request the supplementary documents listed below (information/evidence) of those tenderers to whom The Embassy of Sweden in Kampala intends to award (a) framework agreement. Declarations of honour supporting the claim that there is no reason to exclude a Swedish tenderer on the grounds relating to criminal convictions, according to the above-mentioned order of precedence. Documentation supporting the claim that there is no reason to exclude a foreign tenderer on the grounds realting to criminal convictions according to the above-mentioned order of precedence. If necessary, the following documents (information/evidence) will also be requested: 1 LOU refers to the Swedish Act (2016:1145) on Public Procurement ("LOU") English version to be found under 11 (23)

12 Declarations of honour supporting the claim that there is no reason to exclude a Swedish subcontractors whose capacity is invoked on the grounds relating to criminal convictions according to the above-mentioned order of precedence. Documentation supporting the claim that there is no reason to exclude a foreign subcontractor whose capacity is invoked on the grounds relating to criminal convictions, according to the above-mentioned order of precedence. Commitment in the form of a parent company guarantee, cooperation agreements, or the like from all companies whose capacity is invoked. A copy of the consortium agreement, signed by all consortium parties. Alternative proof of economic and financial position, in accordance with the section Key financial ratios see appendix F Self Declaration Form. Documentation attesting to compliance with respect to registration, the payment of taxes and fees, etc., for foreign tenderers. Documentation attesting to registration in a register that is equivalent to the Swedish Register of Companies or trade register, or a similar register, for foreign tenderers. The tenderer is advised to have the documentation at hand, because it should be possible to provide the information without delay. If the tenderer submits information/evidence in a language other than Swedish or English, then the tenderer must submit (upon request) a translation of the original document into Swedish or English. If the tenderer cannot submit information/evidence in accordance with the above translation requirement, an explanation shall be attached. Should The Embassy of Sweden in Kampala deem the explanation to be insufficient, the tenderer may be excluded from the procurement, which may have consequences for the tender in its entirety. The tenderer shall be informed of the reason(s) for exclusion from the procurement process if such circumstances arise. Tenderers are not required to submit supplementary documents if the Emabssy of Sweden in Kampala already has access to the information or has the possibility of accessing the information by electronic means (in a manner that is free of charge). 3.5 Subcontractors on which the tenderer relies A tender can rely on other companies capacity in order to meet the requirements relating to economic and financial standing or technical and professional capacity. Other companies include natural or legal persons who (for example) are business partners, subsidiaries or sister companies within a group. Tenderers who invoke the capacity of other businesses shall provide a special declaration of assurance in their tender regarding all of the requirements in the section 3.10 Exclusion grounds in this procurement document for each of the companies whose capacity is invoked. At the request of the Embassy of Sweden in Kampala, tenderers who wish to exercise this right, shall specify the function that the company will fulfil, and shall submit a declaration of contractual obligation by the company in question or otherwise demonstrate that the tenderer will have the necessary resources at its disposal at such time as the contract is executed. Such proof may consist of a parent company guarantee, a cooperation agreement, or similar legally binding documentation. The tenderer shall, on request and without delay, provide documentation in accordance with the section 3 Requirements of tenderers" in this tender document. Such documentation must support the claim that the above mentioned requirements are fulfilled. 12 (23)

13 3.6 Access to the capacity of other companies A bidder can rely on other companies capacity in order to meet the requirements relating to economic and financial standing or technical and professional capacity. Other companies include natural or legal persons who (for example) are business partners, subsidiaries or sister companies within a group. Tenderers who invoke the capacity of other businesses shall provide a special declaration of assurance in their bid regarding all of the requirements in the section 3.10 Exclusion grounds in this procurement document for each of the companies whose capacity is invoked. At the request of the Embassy of Sweden in Kampala, tenderers who wish to exercise this right shall specify the function that the company will fulfil, and shall submit a declaration of contractual obligation by the company in question or otherwise demonstrate that the tenderer will have the necessary resources at its disposal at such time as the contract is executed. Such proof may consist of a parent company guarantee, a cooperation agreement, or similar legally binding documentation. The tenderer shall, on request and without delay, provide documentation in accordance with the section 3 Requirements for tenderers" in this tender document. Such documentation must support the claim that the above mentioned requirements are fulfilled. 3.7 Consortia Joint tenders refer to the situation in which the tenderer is not a single legal or natural person who relies on other companies capacity, but rather is comprised of a consortium of numerous legal or natural persons. Consortia are permitted to submit a tender in this procurement. Tenderers who intend to submit a tender as a consortium shall provide a special declaration in the tender regarding all of the requirements in the section 3.10 Exclusion grounds for each of the companies participating in the consortium. The qualification requirements shall be fully met by the consortium. At the request of the Embassy of Sweden in Kampala, any tenderer that submits a tender as a consortium shall submit a copy of each of the consortium parties signed consortium agreement. The tenderer shall, on request and without delay, provide documentation in accordance with the section 3 Requirements for tenderers" in this tender document. Such documentation must support the claim that the above mentioned requirements are fulfilled Information about publication For procurement procedures in which a call for competition has been published in the Official Journal of the European Union, the information required under Part I (of the ESPD) will be automatically retrieved, provided that the electronic ESPD-service is used to generate and fill in the ESPD Identity of procurer Embassy of Sweden in Kampala P.O. Box 22669, Kampala Uganda Visiting address: 24, Lumumba Avenue, Nakasero, Kampala, Uganda TIN Number (23)

14 Appendix F: Self declaration form For see Appendix F Self declaration by tendererers Please note that as stated in 3.2 above Self-declaration by tenderers : Should the tenderer choose to complete or resuse the ESPD document stored on the European Commission s website, the tenderer is obliged to ensure that all requirements in Appendix F Self-declaration by tendererers has been attached to the ESPD. 4. Requirements for services 4.1. Description of the commission The description of the commission and agreement defines the conditions for the implementation of the commission. See attachment Terms of Reference Appendix B Description of the commission and Draft Agreement. The tenderer shall accept the prerequisites for the implementation of the commission and agreement, which are presented in Attachments as specified above Subcontractors for the implementation of commissions The term subcontractor refers to any contractor that acts in the framework agreement supplier s stead to provide parts of the procurement contract. The subcontractor provides goods or services that are directly related to the object of the procurement, and the delivery of which are absolutely necessary in order for the framework agreement supplier to uphold its end of the contract. Such contractors as supply various goods and services to the framework agreement supplier are not to be considered as subcontractors. If subcontractors are to be hired by the tenderer, then the complete name and company registration number of the subcontractor(s) must be provided. Furthermore, it should be clear which duties the subcontractor will perform, as well as how the tenderer will make use of the resources of the subcontractor that are necessary to the accomplishment of the commission. Subcontractors must not have a direct contractual relationship with the Embassy of Sweden in Kampala. The framework agreement supplier has the same responsibility for the work of the subcontractor as it does for its own work. The framework agreement supplier is also responsible for ensuring that the subcontractor adheres to the requirements, criteria, and conditions set forth in the framework agreement. At the request of the Embassy of Sweden in Kampala, a tenderer that hires a subcontractor to execute the commission must (by providing a certificate or a copy of the signed cooperation agreement) demonstrate a cooperative working relationship with the subcontractor that applies throughout the framework agreement period, including any extensions. If the tenderer is not able to demonstrate a cooperative working relationship with the subcontractor, the subcontractor may be excluded from the tender, which may have consequences for the tender in its entirety. Where such a decision is made by the Embassy of Sweden in Kampala, the tenderer (contractor) will be informed promptly Organisation of the commission The tenderer shall: 14 (23)

15 Present a brief description of the tenderer (facts about the company, competence and capacity, and possibly market position, plans for development or as else considered appropriate by the tenderer); The presentation shall include information on how many consultants the tenderer has available for each competence needed to deliver the resepective sub-division that is tendered for Method for implementation The tenderer shall: Present quality assurance system and routines that ensure that audits are implemented according to their terms of reference and are of high quality, as well as of international standards. 4.5 Qualifications and competence Personnel for the Performance of the Services Tenderers shall offer two different levels of consultants: Level 1 and Level 2. These two levels are described below. The tenderer shall supply at least three (3) consultants (individual) for each Level. The tenderer shall offer a maximum of five (5) consultants (individuals) per level. If a tenderer offers more than five consultants (individuals), only the first five (5) listed will be considered. The names of the consultants shall be filled in Appendix E for each sub division and attached to the tender. The proposed consultancy team shall include members who have a very good knowledge of English (written and spoken). Level 1 Senior Consultant The consultants who fulfills the requirements below will be listed as approved consultants see Appendix E, that are allowed to be used within this framework. Additional consultants that the organization wants to engage for assignments in specific call-offs shall fulfill requirements as specified below. The person(s) responsible for the performance of each specific audit assignment shall be Senior Consultant(s) and have a very high level of competence within his/her area. The Senior consultant(s) shall be able to work as a team-leader. A very high level of competence is defined as the consultant (individual) meeting all of the requirements below: Must have at least seven years relevant working experience in a senior position to assignments in the auditing sector that are relevant to the sub-division of services being tendered for. Must have a degree from a college/university with relevance to performing assignments in the Auditing Sector or alternatively equivalent substantiated knowledge acquired through fifteen years of working experience. Must have been responsible for and/or carried out at least five assignments in the last five years with relevance to auditing donor funded projects or programmes in development cooperation and the sub-division of services being tendered for. 15 (23)

16 Must have a very good knowledge of English (written and spoken) at least as per Language Level 2, Full Professional Proficiency in Appendix H, Language Level Definition. Level 2 Junior/Assistant Consultant The consultants who fulfills the requirements below will be listed as approved consultants see Appendix E, that are allowed to be used within this framework. Additional consultants that the organization wants to engage for assignments in specific call-offs must fulfill requirements as specified below. The Junior/Assistant Consultant must have a good level of competence within his/her area and be able to work independently. A good level of competence is defined as the consultant (individual) meeting all of the requirements below: Must have at least three years working experience of assignments with relevance for performing assignments in the Auditing Sector that are relevant to the sub-division of services being tendered for. Must have a degree from a college/university with relevance for performing assignments in the Auditing Sector or acquired similar competence through experience working within the sector. Must have participated in at least three assignments during the last five years within the Auditing Sector and the sub-division of services being tendered for. Must have a very good knowledge of English (written and spoken) at least as per Language Level 2, Full Professional Proficiency in Appendix H, Language Level. Documents that must be enclosed (for item Level 1 senior consultant and Level 2 junior consultant) with the tender a) Information stating which persons the tenderer intends to use to carry out the assignments. The persons must be introduced in an enclosed Curriculum Vitae (CV) set out according to Appendix G Template for CV and contain name, theoretical competence, experience and assignments carried out that show that the requirements regarding Consultant Level 1 and 2 have been met. The presentation of the assignments carried out must also detail the type of assignments that have been carried out, showing experience in relation to the relevant sector. Relevant certifications shall be specified. The CV must also show which consultant level the person belongs to. b) A brief description of two assignments per person that meet the requirements of the consultant level in question (Appendix G). The assignments must have been performed within the relevant sector that is being tendered for. The Embassy of Sweden in Kampala may verify information given in the tender by contacting the client for those previously performed assignments. If more than two assignments are included per consultant only the first two assignments will be considered for the evaluation. c) The template for List of consultants in Appendix E must be used by the tenderer to list all consultants. 16 (23)

17 4.5.2 Engagement leader of the framework agreement The tenderer must indicate which Level 1 consultant who will be in charge of the framework agreement and the Embassy of Kampala s primary contact for all matters relating to this agreement Support Services When carrying out an individual assignment, the loss of an individual shall not affect the tenderer s ability to supply the agreed competence or resources. The tenderer shall be able to supply persons with similar competence and experience when carrying out the assignment. A general description of how this requirement will be met shall be enclosed with the tender. 5 Evaluation criteria The tenderer s proposal based on the requirements in this document will be assessed in accordance with the evaluation criteria and method stated below. The proposal might be requested to be presentated to an evaluation group at the Embassy of Sweden in Kampala. If so, the relevant evaluation criteria will partly be assessed through the presentation. 5.1 Implementation & Method (total 25p) Based on the requirements, in the ToR, the tender shall present the methodology the tenderer intends to use for carrying out assignment and in particular specify how the method will comply with the requested objectives. The presentation shall show that the tender is able to conduct the audit services according to the ToR and cover the following: - the understanding of the services the proposal should show that the tenderer has a good grasp of the services and its role and task (8.3); - the proposal should show that the tenderer has experience and knowledge of the type of services included in the sub-division being tendered for (8.3p); - the tenderer should describe the tenderer s methods used to carry out the different types of applicable services for each sub-division tendered for (8.3p); 5.2 Organization and availability (total 25p) The organisation and availability will be evaluated in accordance to the criteria as stated below Organization (12.5p) The tenderer shall specify the organizational set up for the performance of the services. The specification shall meet the requirements set up in the ToR and cover the following: - the organization should be designed to secure that personnel with adequate qualifications and experience are designated for the services (3.1p); - the interface between the client and the Consultants should, on the Consultants side, consist of as few contact persons as possible and the distribution of responsibilities should be as clear and transparent as possible (3.1p); 17 (23)

18 - the organization should be clear, transparent and well suited to the purpose and objectives of the services (3.1p); - the tenderer should describe of availability for meetings on short notice for planning and/or follow-up of assignments (3.1p) Availability (12.5p) Sub-division 1: The tenderer must state the time needed for preparation before a specific audit service under the Framework Agreement can be commenced. The tenderer must confirm that less complicated advice can be given by telephone or within a day. In the Terms of Reference, assignments are categorized according to their length in the following way: 1. Short-term assignments include up to and including 200 hours 2. Long-term assignments exceed 200 hours For short term assignments of maximum 200 working hours the ranking order from the procurement evaluation is valid, where the tenderer that is ranked number one will be called off first. For long-term assignments, renewed competition will be made based on template in Appendix C, where an will be sent to all three framework agreement holders, with requirements sought for the specific service requested. For the two assignment categories, the tenderer should state the availability to perform the assignment after request and Terms of Reference have been received and if applicable, after reward of contract for the particular assignment. The tenderer should motivate how the availability level will be adhered to. Short-term assignments (<200 hours) Long-term assignments (>200 hours) a) 1-5 days (6.25 p) a) 1-2 weeks (6.25 p) b) 6-9 days (5.3 p) b) 3-4 weeks (5.3 p) c) days (4.3 p) c) 5-6 weeks (4.3 p) d) 7-8 weeks (3.3 p) Sub-division 2: The tenderer must state the time needed for preparation before a specific audit service under the Framework Agreement can be commenced. The tenderer should state the availability to perform the assignment after request and Terms of Reference have been received. The tenderer should motivate how the availability level will be adhered to. 18 (23)

19 Short-term assignments (<200 hours) Long-term assignments (>200 hours) d) 1-5 days (6.25 p) a) 1-2 weeks (6.25 p) e) 6-9 days (5.3 p) b) 3-4 weeks (5.3 p) f) days (4.3 p) c) 5-6 weeks (4.3 p) d) 7-8 weeks (3.3 p) 5.3 Qualifications and competence (total 50p) The tender should include information on qualifications and competence of the proposed personnel see section 4.5 Qualification and competence under 4 Requirement for services. The information will be evaluated and compared to the following requirements: Senior Consultant Level 1 Engagement Leader (10p) Apart from criteria as specified in the engagement leader will be evaluated against the following criteria: a) have excellent interpersonal skills (3.3p) b) have excellent management and communication skills (3.3p) c) have extensive experience in managing client relationships where experience from managing similar framework agreements is an added advantage (3.3p) The proposed Senior Consultant Level 1 should (20p): d) have extensive professional experience from relevant audits depending on the sub-division tendering for (2.8p) e) have extensive experience in relevant audit projects in donor-funded projects or programmes in East Africa (2.8p) f) have extensive experience in accounting and financial management rules, procedures and practices in Uganda (2.8p) or another East African country (1.4 p) g) be acquainted with polices for procurement applied by the different sectors in Uganda or other countries with comparable setup (2.8p) h) have experience in carrying out training activities (2.8p) for sub-division 1 only i) have extensive education and experience in regards to forensic services (2.8p) for subdivision 2 only j) have experience from working with Sida and/or other development agencies in East Africa (2.8p) k) have requested language skills in English and relevant local languarges according to language definition Appendix H, with highest point being for native speaker proficiency. (2.8p) The proposed Level 2 Junior/Assistant Consultant should (20p): l) have extensive professional experience from relevant audits depending on the sub-division tendering for (2.8p) 19 (23)

20 m) have extensive experience in relevant audit projects in donor-funded projects or programmes in East Africa (2.8p) n) have extensive experience in accounting and financial management rules, procedures and practices in Uganda (2.8p) o) be acquainted with polices for procurement applied by the different sectors in Uganda or other countries with comparable setup (2.8p) p) have experience in carrying out training activities (2.8p) for sub-division 1 only q) have extensive education and experience in regards to forensic services (2.8p) - for subdivision 2 only r) have experience from working with Sida and/or other development agencies in East Africa (2.8p) s) have requested language skills in English and relevant local languarges according to language definition Appendix H, with highest point being for native speaker proficiency. (2.8p) 20 (23)

21 6. Offer prices The tender shall specify the fee/hour for each of the two categories (level) of proposed personnel in the tender according to Appendix I, Price Basket. Only one fee may be specified for each category. All fees and costs in tender must be stated in USD exclusive of VAT and must include all other taxes and levies. For reference purposes, for this bid, the USD/UGX exchange rate is set to The financial evaluation will be performed based on the tender price hourly fee according to the enclosed form Price Basket, appendix I. The hourly fee must include any costs for travel to and from place of delivery, i.e. in normal circumstances prevailing in Kampala. The Consultant shall be entitled to reimbursement for business travel outside place of delivery unless otherwise stated in the call-off invitation to tender. The Firm shall only be entitled to reimbursement for the least expensive means of travel and reasonable accommodation costs unless otherwise agreed in the call-off Abnormally low tenders If a tender appears to be abnormally low, The Embassy of Sweden in Kampala is obligated to request that the tenderer explain the low price or cost. If the tenderer has failed to explain the low price or cost in a satisfactory manner, The Embassy of Sweden in Kampala will reject the tender. The tenderer shall be notified promptly where such a rejection of tender occurs. The tenderer shall be notified promptly where such a rejection of tender occurs. 21 (23)