October 9, 2023
To interested companies
Request for Proposal No .: RFP-COL-008481 Consultancy for the promotion of a network and strengthening of protective environments through training and provision to community initiatives in the urban area of Tibú, with the aim of increasing its prevention and mitigation capacity in the face of the protection risks associated with the dynamics of the territory.
Dear sir, madam:
The Danish Refugee Council ( DRC ) has received a grant for the implementation of the humanitarian aid operation. Part of this operation is consulting services for Consulting to promote a network and strengthen protective environments through training and provision to community initiatives in the urban area of Tibú, with the aim of increasing its prevention and mitigation capacity in the face of the protection risks associated with the dynamics of the territory. Therefore, DRC asks you to submit your proposal. Use this RFP and the Annex of Terms of Reference ( TdR ) attached Annex F.
Your proposal must be expressed in Spanish and valid for a minimum period of 40 days.
- Tender details
The details of the tender are as follows:
1 RFP published October 9, 2023
2 Deadline for clarifications October 13, 2023
3 Date and time of closing of receipt of Offers October 18, 2023
4 Place of opening of tenders Calle 70A # 7-95, DRC National Office
5 Date and time of opening of offers To be defined
TAKES INTO ACCOUNT: OFFERS WILL NOT BE ACCEPTED AFTER THE DATE AND TIME OF PREVIOUS CLOSING
2. Important information about this RFP:
- This RFP is launched with the purpose of establishing a contract with the provider of the consulting services established in the Terms of Reference.
- DRC can choose to cancel the contract if it deems it necessary.
- The Danish Refugee Council based in Tibú (Norte de Santander), looking for proposals from a consultant to carry out 3 trainings (of 6 hours a day each), and accompany another activity (of 6 hours), together with its deliverables in each one, through which the capacities of 40 community promoters of protective spaces (mainly with a profile of community teachers), in relation to their strategies of social and cultural inclusion from a differential perspective, their social skills and their methodological strategies of programmatic planning.
- The objective of this consultancy is to contribute significantly to the following strategic objectives:
- Directly strengthen the prevention and response capacities of community promoters, in the face of protection risks existing in the respective communities, through the acquisition, by the promoters themselves, of pedagogical skills and tools that facilitate the fulfillment of the community activities carried out, at the same time expanding their scope.
- Strengthen the creation of a local network of promoters of protective environments in the settlements of the urban area of Tibú, which allows, through its articulation and also dissemination through replication activities, promote community capacities for prevention and response to the protection risks associated with the dynamics of the territory.
To contribute to these objectives, the consultant, under the direct supervision of the Norte de Santander Protection Manager and with the support of the Team Leader, Protection Officer and protection assistance of the DRC organization, must prepare and carry out the following activities:
- Module to strengthen social and cultural inclusion strategies from the ethnic differential approach with the Yukpa, Bari, Wayuu community and diverse learning models related to intellectual disability.
- Social skills strengthening module ( in particular, assertive communication and group management ).
- Module to strengthen methodological strategies for programmatic planning.
- Module of strengthening in pedagogical strategies and practices of community promoters towards social and community cohesion ( in this case, the consultant will only accompany a community agent, partner of the implementation strategy, in carrying out the training.
- Preparation and delivery of tool boxes and delivery of pedagogical materials-luddles and equipment to the leading promoters of each initiative of protective spaces.
Therefore, the consultant ( a ) will be obliged ( a ) to:
- Develop the methodology and implement each of the trainings together with the recreational tools required for its good development.
- Generate the schedule of activities to be carried out, which must be contemplated in a maximum time of 4 weeks of execution once this document has been signed.
- Bring the implements, materials, valves, accessories, chemicals and other implements necessary to develop the modules.
- Guarantee transportation to and from the place where the training will take place, throughout the entire execution of the consultancy, thus covering food expenses and eventual lodging expenses.
- Ensure that the professionals who carry out each of the trainings are contributing social security ( Health, Pension, ARL with the level of risk required for their activities in the field ).
- Communicate to DRC personnel any situation or incident that occurs during the development of activities (biological risks, locative risks, physical risks, chemical risks, environmental risks), that prevent the proper development of activities, without this representing DRC’s civil responsibility for said situation.
- Communicate DRC personnel immediately if any security situation or incident occurs before and / or during the development of the consultancy, taking into account the sensitive context in which the training will be carried out to reschedule the activities and execution dates, without this representing civil liability on the part of DRC in this situation.
- Assume full responsibility for the execution of the training, guaranteeing that they are carried out in optimal technical and professional conditions.
- The/the Consultant ( a ) must present and execute a detailed methodology together with the work plan to be developed in a maximum of 5 weeks of execution, indicating each of the tools to be implemented in each session, and with this identify how the project objectives will be achieved.
- Work calendar:
Phase 1 Presentation and Design : Presentation of schedules and implementation strategies of activities to be carried out in a maximum execution time of 4 weeks, including the design of tool boxes and accompaniment strategy in the delivery of pedagogical materials-luddles and equipment to the leading promoters of each initiative of the protective space. A joint will be held with the manager or officer of the DRC protection area. Maximum term: 7 days
Phase 2 Implementation Carrying out 3 training modules aimed at community promoters and accompanying another module led by community leaders. Maximum term: 21 days
Phase 3 Final reportDelivery of a closing report, which should include analysis of the development of activities, the results achieved and recommendations on eventual monitoring needs and/or accompaniment by DRC and conclusions regarding activities . Maximum term: 7 days
The total expected duration to complete the assignment is 5 weeks. The payment of the consultancy will be made at its completion, once the deliverables and reports requested from the consultant are delivered and received to satisfaction, together with the completion of the monitoring and completion certificate.
3. Selection and award criteria
The selection and award criteria are unique for all tenders. The evaluation process consists of three stages:
1 ) Administrative,
2 ) Technical and,
3 ) Financial.
Each stage requires information and documents from the offeror that will determine if the offeror will go to the next stage or not. Here are some examples of documentation requirements. However, the exact criteria for the different evaluation stages will depend on the nature / type of tender.
The criteria for awarding contracts resulting from this Tender is based on the ‘best value for money’. For the purposes of all tenders, DRC defines the best value for money as:
The best value for money should not be equated with the lowest initial offer option. 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 / rate realism, delivery time, reasonableness, need for standardization and other criteria). depending on the item to be purchased).
For all offers considered technically compliant according to the specification set forth in Annex F_Terms of Reference (TdR), DRC will award a weighted combined financial and technical score. The weighted score will determine the award of the contract.
Please note that offers must meet all criteria, or your offer may be disqualified.
4. Administrative evaluation
An offer must pass the administrative evaluation stage before being considered for technical and financial evaluation. Offers that are considered administratively non-compliant may be rejected. The documents listed below will be presented with your offer.
# Annex # Document Instructions
1 A.1 Offer form ( technique ) Complete ALL sections in their entirety, sign, seal and / or send
2 A.2 Offer form ( financial ) Complete ALL sections in their entirety, sign, seal and / or send
3 B Contract Award Recognition Certificate and Tender Complete ALL sections in their entirety, sign, seal and / or send
4 C General Contracting Conditions Complete ALL sections in their entirety, sign, seal and / or send
5 D Provider Code of Conduct Complete ALL sections in their entirety, sign, seal and / or send
6 E Provider profile and registration form Complete ALL sections in their entirety, sign, seal and / or send
7 F Terms of Reference ( TdR ) Review in detail to ensure a proposal according to need
8 G References Complete ALL sections in their entirety, sign, seal and / or send. Send references of similar projects.
9 H Consultant’s Lifetime Sheets ( a ) Send consultant resumes ( a ) or consultants
5. Technical evaluation
For all offers considered technically compliant according to the specification set forth in the Reference Terms Annex ( TdR ), DRC will award a weighted combined financial and technical score. The weighted score will determine the award of the contract.
To be technically acceptable, the offer must meet or exceed the requirements and specifications stipulated in the RFP. An Offer is considered to meet the criteria if it confirms that it complies with the conditions, procedures and specifications of the RFP without departing substantially from them or imposing restrictions on them. If an Offer does not technically comply with the RFP, it will be rejected.
The technical criteria for this RFP and its weighting in the technical evaluation are:
Technical criteria # / Technical criteria / Weighting in technical evaluation
1 Bidder’s qualifications:
Relevant profile experiences ( es ) proposed 30%
2 proposed services ( documented in the technical proposal )
General quality of the technical proposal – structure, content, understanding of the required services, schedule and work plan 60% -70%
3 Interview
Demonstrated technical capacity to complete consulting services. 10%
In case it applies
6. Financial evaluation
All offers that pass the Technical Evaluation will go to the Financial Evaluation. Offers that are considered technically non-compliant will not be financially evaluated.
DRC will recalculate any discrepancy between the unit price and the total price, the unit price will prevail, and the total price will be corrected. If the bidder does not accept the final price based on the new calculation and DRC error correction, their offer will be rejected.
DRC will not accept any price variation due to escalation, inflation, fluctuation in exchange rates or any other market factor after receiving the Proposal.
7. Bidding process
The following processes will be applied to this Tender:
- Bidding period
- Bidding closure
- Opening of tenders
- Administrative evaluation
- Technical Evaluation ( 1 or 2 rounds for shortlisted bidders )
- Financial evaluation
- Contract award
- Contract Award Notification
8. Presentation of offers
Offers are solely responsible for ensuring that DRC receives the full offer in accordance with the requirements of the RFP, prior to the specified date and time mentioned above. DRC will consider only those parts of the offers received before the specified closing date and time.
All Answering Offers will be written to the Offer Form DRC ( Annex A.1 and A.2 ).
Beyond the DRC offer form, the following documents must be included with the offer:
- Certificate of Recognition of Contract Award and Tender ( Annex B ), General Contracting Conditions ( Annex C ), Code of Conduct ( Annex D ), the Provider Profile and Registration form ( Annex E ), References ( Annex G ) and Living sheets ( Annex H ).
9. Printed copy of the offers:
Offers that are not presented in Annex A, or that are not received before the date and time indicated as established on page 1, or that they are sent to any other email address or physical address will be disqualified.
Offers sent by postal mail, email or courier service are at the expense and risk of the Bidders and DRC assumes no responsibility for receiving such Offers.
Bidders are solely responsible for ensuring that DRC receives the full Offer in accordance with RFP requirements.
Printed offers will be separated into ‘Financial Offer’ and ‘Technical Offer’:
- The Financial Offer should only contain the financial offer form, Annex A.2
- The Technical Offer must contain all the other documents required by the tender as mentioned in section A. Administrative Evaluation but excluding any price information.
Each part will be placed in a closed envelope, marked as follows:
- Proposal request number:
- RFP-COL-008531
- TECHNICAL OFFER
- Name of the offeror:
- Proposal request number:
- RFP-COL-008531
- ECONOMIC OFFER
- Name of the offeror:
Both envelopes will be placed in a closed outer envelope, with direction and delivery to:
- Proposal request number:
- RFP-COL-008531
- Calle 70A # 7-95, Bogotá D.C.
- Sending offers by email
- Offers can be emailed to the following dedicated, controlled and secure email address:
rfq.col@drc.ngo
When the Offers are sent by email, the following conditions must be met:
- The RFP number will be inserted into the email subject header.
- Separate emails will be used for the ‘Financial Offer’ and the ‘Technical Offer’, and the Email Subject Header should indicate what type the email contains.
- The economic offer must contain only the economic offer form, Annex A.2
- The technical offer must contain all other documents required by the tender, but excluding all price information.
- The required bidding documents will be included as an email attachment in PDF, JPEG, TIF format or the same type of files provided as a ZIP file. Documents in MS Word or Excel format will lead to the disqualification of the offer.
- Email attachments must not exceed 4 MB; otherwise, the offeror must send their offer in multiple emails.
Failure to comply with the above may disqualify the Offer.
DRC is not responsible for the failure of the Internet, network, server or any other hardware or software used by the Bidder or DRC in email processing.
DRC is not responsible for the failure to receive offers sent by email as part of the electronic bidding process.
Offers can be submitted in two ways; on paper or electronically. If the Bidder presents an Offer both in hard copy and electronically, DRC will choose the version that is most advantageous for DRC.
10. Complete the offer form
to. Prices quoted
Any discount offered will be included in the price of the Offer.
b. Currency
The currency of the Offer will be in Colombian pesos (COP). Other coins are not accepted.
c. Language
The Offer Form, and all correspondence and documents related to this RFP must be in Spanish.
d. Presentation
Offers must be clearly legible. Prices entered in pencil will not be considered. All deletions, amendments or alterations must bear the initials of the signatory of the Offer. Do not send blank pages of the Offer Form and / or attachments that are not necessary for your offer. All documentation will be written in Spanish. All Offers must be signed by a duly authorized representative of the Bidder.
and. Divided awards
DRC reserves the right to divide the prizes.
F. Validity period
Offers will be valid for at least the minimum number of days specified in the RFP (Annex B and Annex A1, A2) from the closing date of the Offer. DRC reserves the right to determine, at its sole discretion, the period of validity with respect to Offers that do not specify any maximum or minimum limitation.
eleven. Acceptance
DRC reserves the right, at its sole discretion, to consider as invalid or unacceptable any Offer that a) is not clear; b) incomplete in any material detail as a specification, delivery times, etc .; or c) not presented in the Offer Form – and to accept or reject any amendment, withdrawal and/or additional information presented after the time and date of the RFP Closing.
12. Contract Award
This RFP does not commit DRC to award a contract or pay the costs incurred in the preparation or presentation of Offers, or the costs incurred in carrying out the necessary studies to prepare them, or to acquire or contract services. Any offer submitted will be considered as an offer made by the Bidder and not as an acceptance by the Bidder of an offer made by DRC. There will be no contractual relationship except in accordance with a written contract document signed by a duly authorized DRC official and the selected Bidder.
DRC can award contracts for partial quantities or individual items. DRC will notify selected Bidders of their decision regarding their Offers as soon as possible after the Offers are opened. DRC reserves the right to cancel any RFP, reject any or all of the Offers in whole or in part, and award any contract.
Suppliers who do not comply with the contractual terms and conditions, including the delivery of different products and of different origin than that stipulated in their offer and coverage contract, may be excluded from future DRC RFPs.
13. Confidentiality
This RFP or any part of it, and all copies of it will be returned to DRC upon request. This RFP is confidential and owned by DRC, contains inside information, part of which may have copyright, and the Bidders communicate it and receive it on the condition that no part of it, or any information related to it, can be copied, exhibit or provide to others without DRC’s prior written consent, except that Bidders may display the specifications to potential subcontractors for the sole purpose of obtaining offers from them. Without prejudice to the other provisions of the RFP, Bidders will be bound by the content of this paragraph whether or not your company submits an Offer or responds in any other way to this RFP.
14. Collusive Offer and Anticompetitive Conduct
Bidders and their employees, officials, advisers, agents or subcontractors will not participate in any collusive bidding or other anti-competitive conduct or any other similar conduct, in relation to:
- The preparation of the presentation of Offers,
- The clarification of the Offers,
- The conduct and content of the negotiations,
- Including the final negotiations of the contract,
Regarding this RFP or acquisition process, or any other acquisition process carried out by DRC with respect to any of its requirements.
For the purposes of this clause, collusive bidding, other anti-competitive conduct, or any other similar conduct may include, inter alia, disclosure, the exchange or clarification with any other Bidder, person or entity, of information (in any form), whether or not such information is confidential commercial information for DRC, any other Bidder, person or entity to alter the results of a bidding exercise in such a way that it leads to a different result than it would have been obtained. through a competitive process.
fifteen. Inadequate assistance
Offers that, in DRC’s sole judgment, have been collected:
- With the assistance of current or former DRC employees, or current or former DRC contractors in violation of confidentiality obligations or through the use of information that would not otherwise be available to the general public or that would provide a non-competitive benefit,
- With the use of confidential and / or internal information of the DRC not made available to the public or other Bidders,
- In breach of a confidentiality obligation with DRC, or against these terms and conditions for the submission of an Offer, it will be excluded from further consideration.
Without limiting the operation of the previous clause, a Bidder will not allow, in the absence of prior written approval from DRC, allow a person to contribute or participate in any process related to the preparation of an Offer or the acquisition process, if the person, At some point during the 6 months immediately preceding the date of issuance of this RFP, he was a DRC official, agent, official or employee, or otherwise hired by, and was directly or indirectly involved in the planning or execution of the requirement, project or activity referred to in this RFP.
16. Corrupt Practices
DRC has zero tolerance for corruption.
The Bidder declares and guarantees that neither he nor any of his potential subcontractors are involved in any form of corruption, defined by DRC as the misuse of the power entrusted to private gain.
This definition is not limited to interactions with public officials and covers both actual and attempted corruption, as well as monetary and non-monetary corruption. The definition includes, but is not limited to, corruption in the form of: facilitation payments, bribery, gifts that constitute undue influence, bribes, favoritism, cronyism, nepotism, extortion, embezzlement, misuse of confidential information, theft and various forms of fraud, such as falsification or falsification of documents, and financial or acquisition fraud. No offer, payment, consideration or benefit of any kind, which can be considered an illegal or corrupt practice, will be made, promised, sought or accepted, directly or indirectly, as an incentive or reward in relation to DRC-financed activities.including bidding, awarding or executing contracts.
The Bidder agrees to accurately communicate DRC’s policy regarding Third Party Anticorruption. Further, the Bidder agrees to inform DRC immediately of any suspicions or information it receives from any source alleging a violation of this policy to the contact details of specific DRC operations in the country throughwww.drc.dk/where-we work, or through the Complaint Mechanism of the DRC Code of Conduct:www.drc.dk/relief-work/concerns-complaints/code-of-conduct-reporting-mechanism. Reports of suspected corruption can also be reported directly to DRC headquarters encoconduct@drc.dk.
17. Conflict of interest
A Bidder shall not, and shall ensure that its employees, officials, advisers, agents or subcontractors are not placed in a position that may, or in fact, give rise to a real, potential or perceived conflict of interest between DRC’s interests and the interests of the Bidder during the recruitment process.
If during any stage of the process of acquisition or execution of any DRC contract a conflict of interest arises, or seems likely to arise, the Bidder must notify DRC immediately in writing, establishing all relevant details of the situation, including those cases in which the interests of the Bidder conflict with the interests of DRC, or cases in which any official, employee or person hired by DRC may have, or appear to have, an interest of any kind in the Bidder’s business or any type of economic link with the bidder. The Bidder will take the measures that DRC may reasonably require, to resolve or address the conflict to DRC’s satisfaction.
18. Withdrawal / Modification of Offers
Requests to withdraw an Offer after the Closing Time of the Offer will not be accepted. If the selected Bidder withdraws his Offer, DRC will duly record said Offer and evaluate it along with all other Offers received. If the selected Bidder has provided an Offer Guarantee, the DRC will retain that Offer Warranty until the problem is resolved.
Withdrawal of an Offer may result in its suspension or removal from the DRC Provider List.
A Bidder can modify his Offer before the closing of the RFP. Any modification of this type must be presented in writing and in a closed envelope, marked with the original Offer number. No modification will be allowed after the closure of the RFP.
19. LATE OFFERS
All offers received after the closure of the RFP will be rejected.
twenty. Opening of the RFP
The Opening of Offers will take place at the place and time indicated above.
Any attempt by a Bidder to influence the Evaluation Committee in the process of examining, clarifying, evaluating and comparing offers, obtaining information on the progress of the procedure or influencing DRC’s decision on the award of the contract will lead to immediate rejection of the offer.
twenty-one. Contract conditions
All Bidders must recognize that the General Conditions of the DRC Contract or the Special Conditions of the Contract, as appropriate, are acceptable.
22. RFP cancellation
In case of cancellation of an RFP, DRC will notify the Bidders. If the RFP is canceled before the outer envelope of any Offer has been opened, the closed envelopes will be returned unopened to the Bidders.
The RFP can be canceled in the following situations:
- when no Offer has been received that is worthwhile from a qualitative or financial point of view or there has been no response;
- the economic or technical parameters of the project have been fundamentally altered;
- exceptional circumstances or force majeure make normal project execution impossible;
- all technically compliant Offers exceed available financial resources; or
- There have been irregularities in the procedure, particularly when they have impeded fair competition.
DRC will not be liable for damages, whatever their nature ( in particular, damages for loss of earnings ) or relationship with the cancellation of an RFP, even if DRC has been warned of the possibility of damage. Publishing a hiring notice does not commit DRC to implement the advertised program or project.
2. 3. Consultations on this RFP
For inquiries about this RFP, contact the Procurement department, Rosa Randisi, Supply and Purchasing Chain Manager, rosa.randisi@drc.ngo
All questions related to this RFP must be sent in writing to those mentioned above. In the subject line, enter the RFP number. Offers will not be sent to the previous email.
All questions during the bidding period, as well as associated answers, will be shared with all invited providers, or for open tenders will be published in: Reliefweb.
24. RFP documents
This RFP document contains the following:
- This cover letter
- Annex A: DRC offer form (technical offer and financial offer)
- Annex B: Certificate of Recognition of Contract Award and Tender
- Annex C: General Contracting Conditions of the DRC
- Annex D: Code of Conduct for DRC Providers
- Annex E: Provider and registration profile
- Annex F: Terms of reference
- Annex G: References
- Annex H: Leaves of life
Under the DRC Anti-Corruption Policy, Bidders must observe the highest level of ethics during the acquisition and execution of such contracts. DRC will reject an Offer if it determines that the Recommended Applicant for the award has engaged in corrupt, fraudulent, collusive, or coercive practices when competing for or executing the Contract.
Sincerely,
Danish Refugee Council ( DRC )