REQUEST FOR PROPOSALS
SERVICES FOR
Provision for
Designing and Printing of Functional Visibility Material
IOM Cairo
47C Abu el Feda Street
Zamalek, 11211
Cairo, Egypt
19/4/2015
Request for Proposals
The International Organization for Migration (hereinafter IOM) intends to hire a qualified
Service Provider to undertake activities to be carried out within its Migrant Assistance Division
scope of work.
IOM now invites potential Service Provider to provide Technical and Financial Proposals for
the following Services: Provision of design and printing services of functional visibility
material on IOM’s project “A Protection Project: Supporting governmental and nongovernmental partners to protect migrants’ human rights along the East African
Route” (hereinafter referred to as “Protection”).
More details are provided in the Terms of Reference (Section II).
The Service Provider will be selected based on considerations outlined in this RFP.
The RFP includes the following documents:
Section I. Instructions to Applicants
Section II. Terms of Reference
The Proposals must be delivered in a sealed envelope to the reception of IOM’s office at 47C
Abu el Feda Street, Zamalek (addressed to Mr. Rami Othman) or emailed to
iomegbids@iom.int no later than 5.00 pm on Sunday 26 April 2015. No late proposal shall be
accepted.
IOM shall notify the successful bidder in writing within five (5) working days of the bids
unfolding.
Proposals submitted after the above deadline will not be considered. IOM reserves the right
to reject the whole or part of any or all Bids. Service Providers which do not receive
notification before 07 May 2015 can consider their bids unsuccessful.
Please contact Ms. Emanuela Muscara (emuscara@iom.int) for technical inquiries.
Procurement Unit
IOM Cairo
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Table of Contents
Section I - Instructions to Applicants .................................................................................... 3
Section II. Terms of Reference ............................................................................................... 6
Section I - Instructions to Applicants
1.
Introduction
1.1
1.2
1.3
Only eligible Service Provider may submit a Technical Proposal and Financial Proposal. The
proposal shall be the basis for contract negotiations and ultimately for a signed contract with the
successful Service Provider.
Service Providers shall not be hired for any assignment that would be in conflict with their prior
or current obligations to other procuring entities, or that may place them in a position of not
being able to carry out the assignment in the best interest of the IOM.
IOM is not bound to accept any proposal and reserves the right to annul the selection process at
any time prior to contract award, without thereby incurring any liability to the Service Providers.
2. Corrupt, Fraudulent, and Coercive Practices
2.1
IOM Policy requires that all IOM Staff, bidders, manufacturers, suppliers or distributors, observe
the highest standard of ethics during the procurement and execution of all contracts. IOM shall
reject any proposal put forward by bidders, or where applicable, terminate their contract, if it is
determined that they have engaged in corrupt, fraudulent, collusive or coercive practices.
3. Clarifications and Amendments to RFP Documents
3.1
At any time before the submission of the proposals, IOM may amend the RFP. Any amendment
made will be made available in writing to all bidders.
3.2. Service Providers may request for clarification(s) on any part of the RFP. The request must be
sent in writing or by standard electronic means and submitted to IOM at the address indicated in
page # 2.
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4. Preparation of the Proposal
4.1
4.2
4.3
An Service Providers Proposal shall have two (2) components:
a) The Technical Proposal, and
b) The Financial Proposal.
The Proposal, and all related correspondence exchanged by the Service Providers and IOM, shall
be in English. All reports prepared by the contracted Service Provider shall be in English.
In the Financial Proposal and all reports, Service Providers shall express the price of their
services in EGP.
5. Technical Proposal
5.1
The Technical Proposal shall provide the following information using the Service Provider’s
preferred proposal template, not exceeding three pages (excluding work samples):
a) A brief description of the Service Provider’s profile and past performance/experience of the
same type of the requested service;
b) References from other beneficiaries and work samples (included as attachments);
c) Service Provider valid registration documents and taxation certificates;
6. Financial Proposal
6.1
6.2
6.3
The Financial Proposal shall clearly indicate the breakdown of the costs per area of intervention;
The Financial Proposal shall include all costs associated with the assignment, including (i)
remuneration for staff, and (ii) expenses such as transportation, equipment, and software costs.
Activities and items in the Technical Proposal but not priced shall be assumed to be included in
the prices of other activities or items.
Terms of payment and payment method shall be clearly identified in the proposal.
7. Evaluation
7.1
IOM shall evaluate the Proposals on the basis of their responsiveness to the ToRs and
compliance to the RFP requirements, as well as the following:
(i) Experience and past performance of the Service Provider relevant to the assignment;
(ii) The Financial Proposal;
(iii) Terms of payment;
(iv) Compliance with the submission deadline. If the deadline has not been met, the application
will automatically be rejected; and,
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7.2
8.
(v) The Proposal contains all information specified in articles 4, 5 and 6. If any of the
requested information is missing or is incorrect, the application may be rejected on that
sole basis and the application will not be evaluated further.
The Proposals that pass the first administrative check will be evaluated on the relevance and
design of the proposed action. The main award criteria is the best value for money.
Negotiations
8.1
8.2
Contract negotiation is expected to take place in the week commencing 03 May 2015 at 47C
Abu el Feda Street, Zamalek, Cairo.
Negotiation will include discussion and finalization of: (a) scope of services; (b) payment
terms; (c) Financial Proposal submitted; (d) delivery terms; and (e) the purchase order. All
agreements coming out of the negotiations will be incorporated into the contract.
9. Award of Contract
9.1
10.
Following negotiations, a purchase order will be awarded to the selected Service Providers.
Service Providers which do not receive notification before 07 May 2015 can consider
their bids unsuccessful.
Confidentiality
10.1. IOM shall not disclose any information in the applications to any third party. IOM will
however archive all applications for auditing purposes.
10.2 Information relating to the evaluation of proposals and recommendations concerning awards
shall not be disclosed to the Service Provider who submitted Proposals or to other persons not
officially concerned with the process.
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Section II – Terms of Reference
1. Background Information
IOM is issuing this Request for Proposals for an Service Provider to design and organize functional
visibility material (such as t-shirts, banners, roll-up banners, posters, booklets, agendas and calendars) on
activities carried out under the project “Protection”, which aims at supporting governmental and nongovernmental partners to protect migrants’ human rights along the East African Route.
This 24 month project has been designed to support efforts to protect and promote the human rights of
migrants, asylum seekers and refugees along the East Africa Route, with a focus on those most vulnerable
to exclusion and exploitation, such as women and children. The project’s specific objectives include:
i)
to strengthen governmental and non-governmental capacities to uphold and monitor migrants’
human rights in Egypt, with special consideration to vulnerable groups;
ii)
to raise awareness on safe migration and the risks associated with irregular migration among
vulnerable communities in origin and transit countries and provide sustainable and humane
solutions to detained and/or stranded migrants in Egypt; and
iii)
to enhance cooperation and dialogue on migration management (and, in particular, “mixed
flows”) between relevant actors in origin, transit and destination countries, reinforcing and
building upon other recent and parallel processes.
2. Objectives
The call for proposals will serve to hire a Service Provider that will effectively design and print functional
visibility material to highlight the project’s activities’.
3. Overall timeframe and duration
The delivery of the visibility material is to be carried out within two month’s period from Mid of May 2015
to Mid of July 2015.
4. Tasks and responsibilities of the Service Provider:


Suggest different types of functional visibility material (as mentioned above) and present various
layouts and design options then IOM to select the most suitable options for further quotations.
In coordination with IOM, the Service Provider will design and print visibility material(s) illustrating
project achievements and project activities such as, but not limited to:
- Direct assistance to victims of trafficking and vulnerable migrants;
- Assisted voluntary return and reintegration of migrants;
- Health assistance to stranded migrants;
- Capacity building of governmental non-governmental counterparts.
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(More information on IOM and its core activities are available at www.iom.int. Please see also IOM Cairo
Mission website: www.egypt.iom.int/).



The material is developed and printed in both languages, English and Arabic.
Intended target audience is IOM counterparts including Donors, Governments, NGOs, Populations,
etc.
IOM and Donors’ Logos and visibilities’ criteria will be considered in all the materials.
5. Budget
The design of the materials, including printing/production of +/- 500 different items.
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