Communications and Visibility Consultancy At Danish Refugee Council

Request for Proposal No.: DRC/RFP/03102023/CCY/SAH – Communications and Visibility Consultancy.

Dear Sir/Madam:

The Danish Refugee Council (DRC) is the lead agency for Cash Consortium of Yemen and has received a grant from several donors for the implementation of the humanitarian aid operations. CCY aims to improve the living conditions of socio-economically vulnerable conflict-affected people in Yemen by maximizing the effectiveness of cash assistance and supporting the transition to longer-term resilience programs. CCY is seeking proposals from a consultant to support the implementation of a communications and visibility plan (CVP). The CVP was developed for the DG ECHO-funded Action currently implemented by the CCY. The implementation of the CVP will include the production and distribution of various multimedia content to highlight the impact of CCY’s humanitarian efforts in Yemen. Therefore, the DRC requests you to submit your proposal. Please be guided by this RFP and the attached Terms of Reference (TOR) Annex F.
Your proposal must be expressed in English and valid for a minimum period of 30 days.

Technical Evaluation
To be technically acceptable, the bid shall meet or exceed the stipulated requirements and specifications in the RFP. A Bid is deemed to meet the criteria if it confirms that it meets the conditions, procedures and specifications in the RFP without substantially departing from or attaching restrictions with them. If a Bid does not technically comply with the RFP, it will be rejected.
For all bids deemed technically compliant as per the specification stipulated in Annex F – Terms of Reference (TOR), DRC will give a weighted combined technical and financial score. The weighted score will determine the contract award.

Financial Evaluation
All bids that pass the Technical Evaluation will proceed to the Financial Evaluation. Bids that are deemed technically non-compliant will not be financially evaluated.
Any discrepancy between the unit price and the total price shall be re-computed by DRC, and the unit price shall prevail, and the total price shall be corrected. If the bidder does not accept the final price based on DRC’s re-computation and correction of errors, its Bid will be rejected.
No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by DRC after it has received the Proposal.

TENDER PROCESS The following processes will be applied to this Tender:
• Tender Period
• Tender Closing
• Tender Opening
• Administrative Evaluation
• Technical Evaluation
• Financial Evaluation
• Contract Award
• Notification of Contract Award

IMPORTANT INFORMATION REGARDING THIS RFP:
• This RFP is launched for the purpose of establishing a contract with the provider for the consultancy services for communication and visibility.
• DRC may choose to cancel the contract if deemed necessary.
• The expected duration of this service shall be six months and the final delivery of the services shall not exceed 30 April 2024. DRC may terminate the contract if supplier fails to deliver services on time.
• No advance payment will be paid to the awarded supplier. The awarded supplier is expected to mobilize its own resources for the provision of the contracted services.

SELECTION AND AWARD CRITERIA
The criteria for awarding contracts resulting from this Tender is based on ‘best value for money’. For the purpose of all tenders DRC defines best value for money as:
Best value for money should not be equated with the lowest initial bid option. It requires an integrated assessment of technical, organizational and pricing factors in light of their relative importance (i.e., reliability, quality, experiences, and reputation, past performance, cost/fee realism, delivery time, reasonableness, need for standardization, and other criteria depending on the item to be procured).
For all bids deemed technically compliant as per the specification stipulated in Annex F – Terms of Reference (TOR), DRC will give a weighted combined technical and financial score. The weighted score will determine the contract award.

SUBMISSION OF BIDS
Bidders are solely responsible for ensuring that the full bid is received by DRC in accordance with the RFP requirements, prior to the specified date and time mentioned above. DRC will consider only those portions of the bids received prior to the closing date and time specified.
All responsive Bids shall be written on the DRC Bid Form (Annex A.1 and A.2) – Annex A.2 template is optional; the bidder can provide their own financial bids. ToR, working plan.
Beyond the DRC Bid Form, the following documents shall be contained with the bid:
• Tender & Contract Award Acknowledgment Certificate (Annex B), and the Supplier Profile and Registration form (Annex E), plus all mandatory requirements indicated above in section A-Administrative Evaluation and the term of reference -Annex F, Plus any other documents required.
Bids not submitted on Annex A, or not received before the indicated time and date as set forth on page 1, or delivered to any other email address, or physical address will be disqualified.
Bids submitted by mail, email, or courier by so is at the Bidders risk and DRC takes no responsibility for the receipt of such Bids.