th
Munich, February 9 , 2016
Ref: Request for Proposal for Supporting SEED activities
Dear Sir or Madame,
SEED is conducting a competitive negotiated procedure for the above framework
contract. Additional documents are attached to this letter.
1.
Introduction to tender
The purpose of the tender is for SEED to find the most suitable and cost efficient local
service provider who can support SEED activities from spring 2016 to spring 2018.
SEED is looking for a service provider that can rely on local staff to support in the
following Lots:
Lot 1.5 Catalyser Support to SAG-SEED Winners in Mauritius
Lot 2.5 Training of BDS Providers in Mauritius
Lot 3.5 Supporting the SAG-SEED Starter in Mauritius
The focus on working with locally based staff carries the aim of building up local capacity
and sharing know-how and expertise. The service provider will work in close
collaboration with SEED.
The selected service provider (Contractor) will need to adopt the SEED approach
described in the ToR attached.
2.
Language of proposal and service
All Proposals have to be prepared in English. The working language under this tender
will be English.
3.
Time frame and duration of contract
SEED is looking to issue a two-year framework contract. The quality of services
delivered will decide if an extension will be granted.
The selected service providers will receive a framework contract, based on which they
will be assigned support services (see Annex I ToR for services needed). Please note
that no specific amount is linked to the framework contract. The framework contract
establishes only the general outline of the services to be delivered (see Annex II for a
draft framework contract)
There is the need to sign a specific contract between the contracting authority and the
contractor to place the actual order. Therefore, the framework contract does not imply a
specific order in itself but is implemented through smaller specific global priced contracts
– every specific contract being signed, implemented, invoiced and paid separately.
4.
Location of applicant
All legal entities and legal persons are eligible to apply. SEED will be looking for service
providers with a local base and a strong local network.
The applicant can be based outside of the target countries, support however should be
delivered by staff based in the target countries. Please note that travel expenses will be
assessed in the specific contract as described in the ToR.
5.
Budget and price offer
All expert fees shall be quoted in Euro only and the budget should be submitted in the
format set out in the annexed template (see Annex III tender submission form).
Applicants should review the components outlined in the ToR and quote their daily rates
to implement the components they apply to. Please consult the ToR to see the number
of days needed per component.
Applicants applying for several countries cannot charge for coordination costs.
Please note that no overhead costs can be charged.
Please note that travel expenses for the Contractor will be assessed in the specific
contract as described in the ToR. Travel expenses for the activities participants do not
have to be carried by the applicant. Eventual additional costs for venue and catering will
be assessed in the specific contract as described in the ToR.
6.
Procedural questions
Please address any commercial, technical and procedural questions at an early stage.
Questions will need to be submitted at least five working days before the closing of the
tender to ensure enough time is provided to address those queries. Questions can be
raised by email to: tender@seed.uno
7.
Costs for preparing tenders
No costs incurred by the tenderer in preparing and submitting the tender are
reimbursable. All such costs must be borne by the tenderer, including the cost of
interviewing proposed experts.
8.
Ownership of tenders
The Contracting Authority retains ownership of all tenders received under this tendering
procedure. Consequently, tenderers do not have the right to have their tenders returned
to them.
9.
Evaluation of Offer
We will evaluate the technical and price information in the received bids (see Annex I
ToR). The technical offer has a weighting of T: 50%, the price offer F: 50%. The final
result is an overall ranking, headed by the most cost-effective bid. Contract negotiations
will be initiated on the basis of this overall ranking.
Please note that the award of individual global-priced contracts to support SEED in the
context of the framework contract is depending on the availability of financial resources.
If the quoted daily rates do not fall within the financial frame available, the Contractor is
not obliged to award a framework contract for the respective sub-lot.
10.
Interviews
The Evaluation Committee may interview the key experts proposed in the technically
compliant tenders, after having written provisional conclusions but before concluding the
technical evaluation.
The interview shall be conducted by telephone and the date and time of these interviews
will be confirmed or notified to the tenderer at least two days in advance. If a tenderer is
unable to participate in an interview by force majeure, a mutually convenient alternative
date and time is arranged with the tenderer. If the tenderer is unable to participate in this
second scheduled time, its tender will be evaluated based on the information provided in
the technical and financial proposal submitted.
11.
Date of decision to award contract
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The evaluation of the submitted bids is expected to be completed by March 8 , 2016.
For procedural reasons, no information on the status of evaluation will be given pending
the decision on contract award, and we therefore ask you to refrain from making
enquiries. If your bid is rejected, you will be notified in writing.
12.
Acceptance period and Commencement of work
Work is scheduled to start on 01.03.2016; except in the case of project appraisals, this
date applies only if the project agreement has been entered into by then. Offers are valid
for 14 calendar days after the deadline for submission. You are bound by your bid until
this date.
13.
Notification of intention to bid
Please notify SEED at tender@seed.uno within five working days of dispatch of our
enquiry whether we can expect your bid, stating the transaction number in the subject
heading of the email.
14.
Documents to be submitted as part of the application
All proposals must include information on the company itself, as well as key experts and
budget planned for the relevant component. The information has to be submitted by the
tenderer using the templates provided vie the tender submission form (see Annex III).
15.
How to apply and offer
All documents should be sent in electronic format, preferably as pdf versions, to
tender@seedi.uno with the subject: Application Tender SEED Capacity Building Support
– Lot PLEASE ADD NUMBER – Name of your organisation
Your bid, comprising the technical offer and the price offer, must be clearly marked as
such and submitted as a separate email for each lot. You can submit an offer for one or
more lots.
16.
Submission deadline
If you are interested in providing these services, please submit a bid in accordance with
the bidding conditions and the technical offer via email to tender@seed.uno, no later
than February 23, 2016, 12 pm CET.
We look forward to receiving your tender application before this deadline. If you decide
not to submit a tender, we would be grateful if you could inform us in writing, indicating
the reasons for your decision.
Yours sincerely
Marion Müller vom Berge
Project Manager, adelphi research gGmbH
Annexes
I.
Terms of Reference (ToR)
II.
General conditions of adelphi research gGmbH
III.
Tender submission form
IV.
CV Template
V.
Budget Template