TENDER DOCUMENT
FOR
REQUEST FOR PROPOSALS BY INTERESTED FIRMS
For
Behavioral Change Communication (BCC) Services of
a) Developing and telecasting TV Spots, b) Developing and broadcasting Radio Messages and c) Development of IEC material.
Directorate of Malaria Control Ministry of National Health Services Regulations and Coordination Principal Recipient for The Global Fund to Fight AIDS, Tuberculosis and Malaria
First Floor NACP Building National Institute of Health, Chak Shahzad, Islamabad Tel: 051- 9255771, 9255772 Fax: 051 - 9255770
Tender Number: 05/DOMC/NFM/2016 Table of Reference
Section Section Reference
1 Basic Information / Data Sheet 2 Letter of Invitation to Interested Bidders 3 Information for Interested Organizations / Bidders 4 Terms of Reference for the BCC Assignment 5 Form for Submission of Technical Proposal 6 Form for Submission of Financial Proposal 7 Eligibility Criteria for Bidders 8 Evaluation Criteria for Bidders 9 Performance Guarantee 10 Standard Form of Contract to be made with successful bidder 11 Payment Schedule 12 Penalty 13 Document Checklist Section 1: Basic Information Sheet / Data Sheet
1. Name of the Client: Directorate of Malaria Control (DOMC), Ministry of National Health Services, Regulation & Coordination (NHSR&C), Government of Pakistan
2. METHOD OF SELECTION: QUALITY AND COST BASED SELECTION – QCBS 3. The Client’s representative is: Dr. Abdul Baseer Khan Achakzai – Director DMC 4. Client Address: Director Malaria Control Program, 1st Floor NACP Building, NIH, Islamabad 5. Telephone: 051-9255771-3 Fax: 051-9255770 6. E-mail: [email protected]
7. Proposal submission address: PSCM Section, PMU, Malaria Control Program, Ist Floor, NACP Building, NIH, Chak Shahzad, Islamabad. Proposals must be
8. Bid Validity: Proposals must remain valid 90 days after the submission date.
9. Clarifications: may be requested not later than 1 day before the submission date.
10.Bid Money:5% of the bid money will be provided by the firms as part of their financial proposals at the time of submission of proposals. The amount of bid money however will not be mentioned on the envelope. The bids without the bid money will be rejected
Section 2 Letter of Invitation to Interested Bidders
Islamabad the January 2017
Dear______
1. The Directorate of Malaria Control (DOMC), Ministry of NHSR&C has received a grant from The Global Fund and intends to apply a portion of this grant to eligible payments under this Contract.
2. DOMC now invites proposals from interested bidders to provide the following consulting services for BCC activities as under:
a) Development and telecast of TV Spots b) Development and telecast of Radio Spots c) Development of Information and Education Material
3. Firm will be selected under Quality and Cost Based Selection method
Yours sincerely,
PSCM section, Directorate of Malaria Control 1st Floor, NACP Building, National Institute of Health, Islamabad Tel: 00 92 51 9255771, 9255772 Fax: 9255770 Section 3. Information to Interested Organization / Bidders
1. Introduction 1.1 The client named in the Data Sheet will select a firm in accordance with the method of selection on the basis of evaluation criteria
1.2 The firms are invited to submit a Technical Proposal and a Financial Proposal both separately sealed, for consulting services required for the assignment
1.3 The firms must familiarize themselves with local conditions and take them into account in preparing their proposals. To obtain firsthand information on the assignment and on the local conditions, firms are encouraged to visit the client before submitting a proposal and to attend a pre-proposal conference if one is planned by DOMC
1.4 DOMC will provide the necessary inputs; assist the firm in obtaining relevant project data and reports.
1.5 Please note that (i) the costs of preparing the proposal including a visit to the client, are not reimbursable as a direct cost of the assignment; and (ii) the client is not bound to accept any of the proposals submitted.
1.6 Firms shall not be hired for any assignment that would be in conflict with their prior or current obligations to others, or that may place them in a position of not being able to carry out the assignment in the best interest of the DOMC.
1.6.1 Without limitation on the generality of this rule, firms shall not be hired under the circumstances set forth below:
(a) A firm which has been engaged by the client to provide goods or works for a project, and any of their affiliates, shall be disqualified from providing consulting services for the same project. Conversely, firms hired to provide consulting services for the preparation or implementation of a project, and any of their affiliates, shall be disqualified from subsequently providing goods or works or services related to the initial assignment (other than a continuation of the firm’s earlier consulting services) for the same project.
(b) Firms or any of their affiliates shall not be hired for any assignment which, by its nature, may be in conflict with another assignment of the firms.
1.7 Selected firm will not outsource its work to any other firm
1.8 Any previous or ongoing participation in relation to the assignment by the firm, its professional staff, or its affiliates or associates under a contract with the client may result in rejection of the proposal. Firms should clarify their situation in that respect with the client before preparing the proposal.
1.9 It is the policy of client to observe the highest standard of ethics during the selection and execution of such contracts. In pursuance of this policy, the client;
(a) defines, for the purposes of this provision, the terms set forth below as follows:
(i) “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the selection process or in contract execution; and
(ii) “fraudulent practice” means a misrepresentation of facts in order to influence a selection process or the execution of a contract to the detriment of the borrower, and includes collusive practices among firms (prior to or after submission of proposals) designed to establish prices at artificial, noncompetitive levels and to deprive the borrower of the benefits of free and open competition.
(b) will reject a proposal for award if it determines that the firm recommended for award has engaged in corrupt or fraudulent activities in competing for the contract in question;
(c) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a contract; and
2.Clarification 2.1 Firms may request a clarification of any of the RFP documents before the and Amendment proposal submission date. Any request for clarification must be sent in of RFP writing by paper mail. Documents 2.2 There will be no amendments to the RFPs. It is important to note that clarifications of RFP do not constitute an amendment 3. Preparation of 3.1 Firms are requested to submit proposal in English Language only Proposal Technical 3.2 In preparing the Technical Proposal, firms are expected to examine the Proposal documents constituting this RFP in detail. Material deficiencies in providing the information requested will result in rejection of a proposal.
3.3 While preparing the Technical Proposal, firms must give particular attention to the following:
(i) If firms consider that they do not have all the expertise for the assignment, they may obtain a full range of expertise by associating with individual firm(s) and /or other firms / entities in a joint venture and then submit their proposal as one party clearly mentioning the details of Joint Venture. In such a case the party to the contract will be Joint Venture Organizations jointly. (ii) Proposed professional staff must, at a minimum, have the experience in relation to BCC assignment (iii) Alternative professional staff shall not be proposed and only one curriculum vitae (CV) may be submitted for each position. (iv) Quarterly progress reports to be issued by the firms as part of this assignment must be in English
3.4 The Technical Proposal shall provide the following information. Missing information shall lead to rejection of technical proposal;
(i) A brief description of the firm’s and an outline of recent experience on assignments of similar nature. For each assignment, the outline should indicate, inter alia, the profiles of the staff proposed, duration of the assignment, contract amount and firm’s involvement.
(ii) A description of the methodology and work plan for performing the assignment
(iii) The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member and their timings (Section 3E).
(iv) CVs recently signed by the proposed professional staff and the authorized representative submitting the proposal. Key information should include number of years working for the firm / entity and the degree of responsibility held in various relevant assignments.
(v) Estimates of the total staff input (professional and support staff; staff time) needed to carry out the assignment, supported by bar chart diagrams showing the time proposed for each professional staff team member.
(vi) Audited financial statement for last consecutive three years.
(vii) Bank statement for last one year showing the financial soundness of the Firm/Company.
3.5 The Technical Proposal shall not include any financial information.
Financial 3.6 In preparing the Financial Proposal, firms are expected to take into account Proposal the requirements and conditions outlined in the RFP documents. The Financial Proposal should follow Standard Form provided for the preparation of financial proposal
3.7 The Financial Proposal should clearly estimate, as a separate amount, the local taxes (including social security), duties, fees, levies, and other charges imposed under the applicable law on govt rates
3.8 Commissions and gratuities, if any, paid or to be paid by firms and related to the assignment will be listed in the Financial Proposal submission form (Section 4A).
3.9 The proposal must remain valid for 90 days starting from the date of submission of proposal. During this period, the firm is expected to keep available the professional staff proposed for the assignment. 3.10 The Financial Proposal will have on its sealed envelope mentioned clearly that the financial instrument for the Bid Money is available inside the envelope. The amount of the said instrument however will not be mentioned
4.Submission, 4.1 The proposal shall contain no interlineations or overwriting. Receipt, and Opening of 4.2 An authorized representative of the firm initials all pages of the proposal. Proposals The representative’s authorization is confirmed by a written power of attorney accompanying the proposal.
4.3 For each proposal, the Firms shall prepare the number of copies indicated in the Data Sheet. Each Technical Proposal and Financial Proposal shall be marked “ORIGINAL” or “COPY” as appropriate. If there are any discrepancies between the original and the copies of the proposal, the proposal will be rejected altogether.
4.4 The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked “Technical Proposal,” and the original and all copies of the Financial Proposal in a sealed envelope clearly marked “FINANCIAL PROPOSAL” and warning: “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.” Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address and other information indicated in the Data Sheet and be clearly marked, “DO NOT OPEN, EXCEPT IN PRESENCE OF THE EVALUATION COMMITTEE.”
4.5 The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated in the Data Sheet. Any proposal received after the closing time for submission of proposals shall be returned unopened.
4.6 After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the evaluation committee. The Financial Proposal shall remain sealed and deposited with the Chairperson of the evaluation until all submitted proposals are opened publicly.
5. Proposal Evaluation
General 5.1 From the time the bids are opened to the time the contract is awarded, if any firm wishes to contact the client on any matter related to its proposal, it should do so in writing at the address indicated in the Data Sheet. Any effort by the firm to influence the client in the proposal evaluation, proposal comparison or contract award decisions may result in the rejection of the firms’ proposal.
5.2 Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded. Evaluation of 5.3 The evaluation committee, appointed by DOMC as a whole, and each of its Technical members individually, evaluates the proposals on the basis of their Proposals responsiveness to the Terms of Reference, applying the evaluation criteria. Each responsive proposal will be given a technical score (St). A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score of 60 in technical evaluation. Any bidder who fails to achieve minimum technical score, will be considered out of competition and his financial proposal will be returned unopened.
Public Opening 5.5 After the completion of evaluation of technical proposals, the client shall and Evaluation of notify those firms whose proposals did not meet the minimum qualifying Financial marks / points or were considered non responsive to the RFP and Terms of Proposals: Reference, indicating that their Financial Proposals will be returned Ranking (QCBS, unopened after completing the selection process. The client shall simultaneously notify the firms in writing that have secured the minimum Fixed-Budget, qualifying mark, indicating the date and time set for opening the Financial and Least-Cost Proposals. Selection Methods Only) 5.6 The Financial Proposals shall be opened publicly in the presence of the firms’ representatives who choose to attend. The name of the firms, the technical scores, and the proposed prices shall be read aloud and recorded when the Financial Proposals are opened. The client shall prepare minutes of the public opening.
5.7 The evaluation committee will determine whether the Financial Proposals are complete (i.e., whether they have costed all items of the corresponding Technical Proposals and whether the Bid Money instrument is available
5.8 The lowest Financial Proposal (Fm) cost will be given a financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal (lump sum offer for all deliverables shall be considered while calculating financial score and rates of individual deliverable shall not be taken into account)
(T + P = 1) indicated in the Data Sheet: S St T% Sf P% . The firm achieving the highest combined technical and financial score will be invited for negotiations.
6.Negotiations 6.1 There will be no negotiations with any bidder
7. Award of 7.1 The contract will be awarded to the firm securing highest marks in the Contract technical and financial proposal combined.
8.Confidentiality 8.1 Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the firms who submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been awarded the contract. 9. Cancellation of 9.1 DOMC reserves the right to cancel the tender prior to award of contract to a Tender firm without giving any explanation Section 4: Terms of Reference for the BCC Assignment
The firm will carry out the following activities: . Development, Pretesting, Production and Airing of Television Advertisements Development, Pretesting, Production and Airing of Radio Advertisements Development of Information, Education and Communication Material [IEC Material]
1. Production/Development and airing of Television Commercials The firm will be required to develop national and local language based television advertisements for specified time limit in which the message will be prepared in relation to malaria prevention, treatment and diagnostic services available in the targeted areas. Once the firm has developed contents and storyboard of each spot, the same will be shared with DoMC for approval. The produced spots will also be presented to the Directorate forapproval before pre-testing. The spots mentioned below will be aired on every Friday, Saturday and Sunday during the following months. Following is the detailed schedule of TV spots for the period ended December 31, 2017:
Number of advertisements to be aired per month S. No Channels Time Slot Duration Language Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Total PTV Home Urdu 0 0 25 25 25 25 25 25 25 23 198 1 06:00pm - 10:00pm 20 Sec
2 PTV Bolan 06:00pm - 10:00pm Balochi 20 Sec 0 0 25 25 25 25 25 25 25 21 196 10 3 AVT Khyber Pashto 20 Sec 0 0 9 9 9 9 9 9 9 73 11 4 Pasoon Pashto 20 Sec 0 0 9 9 9 9 9 9 9 74 06:00pm - 10:00pm 10 5 Sindh TV Sindhi 20 Sec 0 0 9 9 9 9 9 9 9 73 11 6 KTN TV Sindhi 20 Sec 0 0 9 9 9 9 9 9 9 74 Total 0 0 86 86 86 86 86 86 86 86 688 2 Development and broadcasting of Radio messages.
The firm will be required to develop Radio advertisements for specified time limit in which the messages will be prepared in relation to malaria prevention, treatment and diagnostic services available in the targeted areas.Once the firm has developed the contents and storyboard of each radio spot, the same will be shared with DoMC for approval. The produced spots will also be presented to the Directorate for approval before pre-testing. The spots mentioned below will be aired on every Monday, Tuesday, Wedneday and Thursday. During the following months, Half of the radio advertisements will be aired during daytime while half during evening time. Following is the detailed schedule of radio spots for the period ended December 31, 2017:
Months / Number of Spots Channels S. Station Time Slot Duration Name No Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Karachi, Hyderabad, Peshawar, Quetta, Larkana, 10am - 12noon 1 FM 101 20 Sec 0 0 70 70 70 70 70 70 70 74 564 Mithi, Bitshah, Kohat, & 4pm to 6pm Bannu Radio D.I.Khan, Khuzdar, Turbat, 10am - 12noon 2 20 Sec 0 0 70 70 70 70 70 70 70 74 564 Pakistan Loralai & 4pm to 6pm Larkana, Mir Pur Khas, 10am - 12noon 3 FM 88 20 Sec 0 0 70 70 70 70 70 70 70 74 564 Sukker & 4pm to 6pm Total 0 0 210 210 210 210 210 210 210 222 1692
3. Development of IEC Material
Information, Education and Communication Material will be prepared on the basis of themes to be provided by DOMC regarding raising the awareness among general public for the malaria early diagnosis, treatment and prevention. Reporting
The Firm will produce a progress report on the performance made during the BCC campaign at the end of every quarter. A similar report shall be submitted at the end of project period encompassing the whole period.
Property Rights
All tools / instruments, IEC material developed, as an outcome of this BCC campaign would be the property of Directorate of Malaria Control. No usage of the TV Spots, and Radio advertisements should be made without prior written permission of the client. The developed TV and Radio advertisements as well as design of IEC will be the property of DOMC and the firm will not use it for any other purpose other than this agreement.
Deliverables
Following will be the deliverables under this contract:
Quarterly progress reports and final report TV and Radio advertisements produced along with Transmission Certificates by third party and TV / Radio channel Information, Education and Communication Material developed as required The firm will be required to provide the final pretested TV and Radio advertisement for review by DOMC for its approval within three weeks of signing of agreement Final draft IEC material will be presented to DOMC for review and approval within one month of the signing of agreement Section 5. Form for Submission of Technical Proposal
A. Technical Proposal Covering Letter
B. Firm’s references.
C. Description of the methodology and work plan for performing the assignment.
D. Team composition and task assignments.
E. Format of curriculum vitae (CV) for proposed professional staff
F. Time schedule for professional personnel.
G. Work Plan Activity schedule.
H. Any other relevant details A. TECHNICAL PROPOSAL COVERING LETTER
[Location, Date]
To: Director DOMC, Islamabad
Respected Sir;
We, the undersigned, offer to provide the consulting services for [Title of consulting services] in accordance with your Request for Proposal dated [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial1 Proposal sealed under a separate envelope. The financial proposal envelop includes the instrument for Bid Money.
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature: Name and Title of Signatory: Name of Firm: Address:
1 B. FIRM’S REFERENCES
Relevant Services Carried Out in the Last five Years That Best Illustrate Qualifications
Using the format below, provide information on each assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted.
Assignment Name: Country:
Location within Country: Professional Staff Provided by Your Firm/Entity(profiles):
Name of : No of Staff:
Address: No of Staff-Months; Duration of Assignment:
Start Date (Month/Year): Completion Date (Month/Year): Approx. Value of Services (in Current US$):
Name of Associated Firms, If Any: No of Months of Professional Staff Provided by Associated Firms:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed:
Narrative Description of Project:
Description of Actual Services Provided by Your Staff:
Firm’s Name: C. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE CURRENT ASSIGNMENT, SAMPLE CONTENTS FOR MESSEGES D. TEAM COMPOSITION AND TASK ASSIGNMENTS
1. Technical/Managerial Staff Name Position Task
2. Support Staff Name Position Task E. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF
Proposed Position:
Name of Firm:
Name of Staff:
Profession:
Date of Birth:
Years with Firm/Entity: Nationality:
Membership in Professional Societies:
Detailed Tasks Assigned:
Key Qualifications:
[Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page.]
Education:
[Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.]
pg. 29 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm Employment Record:
[Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments. For experience in last ten years, also give types of activities performed and references, where appropriate. Use about two pages.]
Languages:
[For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.]
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. I will be available for Malaria BCC assignment to (name of firm)Date: [Signature of staff member Day/Month/Year
Full name & signature of staff member: ______Full name & signature of authorized representative: ______
pg. 30 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm F. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL
Months (in the Form of a Bar Chart) Name Position Reports 1 2 3 4 5 6 7 8 9 10 11 12 Number of Due/Activities Months/days
Subtotal (1)
Subtotal (2)
Subtotal (3)
Subtotal (4)
Full-time: Part-time: Reports Due: Activities Duration: Signature: (Authorized representative)
Full Name:
Title:
Address:
pg. 31 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm G. Work and Reporting SCHEDULE
A. Work Schedule
[1st, 2nd, etc. are months from the start of assignment.]
1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th
Activity ______
______
______
______
B. Reporting Schedule
Reports Date
1. Inception Report
2. Interim Progress Report (a)First Quarter Report (b)Second Quarter Report
3. Final Report
pg. 32 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm H. ANY OTHER RELEVANT DETAIL
pg. 33 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm Section 6. Form for submission of financial proposal
A. Financial Proposal Covering Letter
B. Summary of costs
C. Bid Money
pg. 33 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm A. FINANCIAL PROPOSAL COVERING LETTER
[Location, Date]
To: [Name and address of DOMC ]
Respected Sir;
We, the undersigned, offer to provide the consulting services for [Title of consulting services] in accordance with your Request for Proposal dated [Date] and our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the sum of [Amount in words and figures]. This amount is exclusive of the applicable taxes. Applicable taxes amount to [Amount in words and figures] Rs……. The total proposal cost will be [Amount in words and figures] Rs.
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature: Name and Title of Signatory: Name of Firm: Address:
pg. 34 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm B. SUMMARY OF COSTS
Television 1. Production Cost for TV Spots 2. Telecast Cost xxxxx 3. Taxes involved xxxxx
Radio 4. Production Cost for Radio Messages 5. Broadcast Cost xxxxxx 6. Taxes involved xxxxxx
Information Education Material 7. Designing Cost of IEC Material 8. Taxes Involved xxxxxx Total yyyyyy
C. Bid Money
The firm will be required to provide Bid Money equivalent to 5 % of the total proposed value along with the sealed financial proposal. Section 7: Eligibility Criteria For Bidders
The bidder should have at least 15 years of experience in BCC Validity period of the financial bids shall be 3 months (90 days) Only legally registered firms / Companies can apply Provision of Financial Statements for at least three years audited by a firm of Chartered Accountants registered with Institute of Chartered Accountants of Pakistan is required The bidder will be required to use licensed versions of any softwares used The original instrument [PO/DD] for bid money [5% of gross contract price] must be available in the package of financial proposal while a confirmation letter must be made available in the package of technical proposal that the original earnest money instrument is available with the financial proposal. This is to ensure that the bids received are accompanied with the required security deposit while at the same time hiding the 5 % amount and in turn working out the contract price prior to opening the financial proposal package. Winner of contract will be required to pay 5 percent of total contract value, performance guarantee in form of bank guarantee / Insurance Bond. The life of instrument for performance guarantee shall be 12 months from the date of the issuance of completion certificate by the Procuring Agency. The guarantee and bid money shall be released at the successful completion of the contract Any erasers / cutting / crossing / overwriting etc appearing in the offer documents must be properly signed by the person signing the bid. Registration for NTN, GST and Active Tax Payer List [ATL] will be mandatory
pg. 36 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm Section 8: Evaluation Criteria
The bids will be evaluated by an evaluation committee appointed by Director DOMC in the following manner:
A minimum of 60 percent marks will be required to be achieved by the bidders in the Technical Evaluation of the bids. Following will be the technical evaluation criteria and respective marks allocation. Only bids which are received with complete required documentation will enter the process of technical evaluation while rest will be returned to the suppliers without opening. No marks will be given for any of the following aspects for which the bidder does not provide adequate documentation.
Serial Aspects of Technical Evaluation of Technical Proposals Maximum marks 1 SUPPLIER PROFILE
1.1 Prior experience of developing health related TV and Radio Advertisements [2 10 marks per assignment] Experience certificate by the relevant clients will be needed as an evidence 1.2 Prior experience of developing Malaria related TV advertisements and Radio 10 Advertisements [2 marks per assignment 1.3 Details of Federal / Provincial / Regional (Islamabad 10 /KPK/Sindh/Balochistan/FATA) offices [Clear description of address and location of each office should be mentioned in the proposal in order to qualify for points for provincial / regional offices] 2. METHODOLOGY 2.1 Description of Methodology 15 2.2 Adequacy of Work Plan 10 2.3 Sample Content for TVand Radio Messages [5 mark per TV/Radio / IEC material 15 message] 3 KEY PROFESSIONAL STAFF QUALIFICATION AND COMPETENCE FOR THE ASSIGNMENT 3.1 Team lead:
a) Experience: Fifteen years of experience for managing BCC campaigns -1 mark per 3 years. Total 5 marks 10 b) Qualification: Masters or above in Mass Communication / Journalism: 5 Marks,
CV will be needed as a statement of experience for the purpose of evaluation and Copy of Degree duly attested by Notary Public will be needed as an evidence 3.2 Media Specialist:
a) Experience: Ten years of experience for managing BCC campaigns (0.5 10 marks per year.Total Marks 5 b) Qualification: Masters in Mass Communication: 5 Marks CV will be needed as a statement of experience for the purpose of evaluation andCopy of Degree duly attested by Notary Public will be needed as an evidence
pg. 37 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm c) Social Scientist d) 5 years’ experience of managing projects in public health and social development. [1 mark per year of experience] 10 e) Qualification: Masters in Social Sciences [5marks]
The minimum technical score St required to pass is: 60 Points
pg. 38 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm Section 9: Performance Guarantee
Performance guarantee for 5 % of total contract value will be provided by the successful firm in the form of Bank Guarantee. The Bank Guarantee will then be released at the successful completion of contract, once the firm has discharged all its responsibilities.
Section 10: Standard Format For Contract to be made with successful bidder
This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of [month], [year], between, on the one hand, Directorate of Malaria Control, (hereinafter called the “”) and, on the other hand, [name of Firms] (hereinafter called the “Firms”).
[Note: If the Firms consist of more than one entity, the above should be partially amended to read as follows: --- (hereinafter called the “”) and, on the other hand, a joint venture consisting of the following entities, each of which will be jointly and severally liable to the for all the Firms’ obligations under this Contract, namely, [name of Firms] and [name of Firms] (hereinafter called the “Firms”).]
WHEREAS (a) DOMC has requested the Firms to provide certain consulting services as per Terms of Reference and the required deliverables and DOMC upon receipt of such services will pay the amounts to the firm in line with the payment schedule
(b) the Firms, having represented to DOMC that they have the required professional skills, and personnel and technical resources, have agreed to provide the required Services in accordance with the Terms of Reference provided in the Bidding Document.
(c) the client has received grant from The Global Fund towards the cost of services and intends to apply a portion of the proceeds of this grant to eligible payments under this Contract, it being understood (i) that payments by the Global Fund will be made only at the request of the and upon approval by the GFATM (ii) that such payments will be subject, in all respects, to the terms and conditions of the agreement providing for the grant.
1. GENERAL PROVISIONS
1.1 Unless the context otherwise requires, the following terms whenever used in this Contract Definitions have the following meanings:
(a) “Applicable Law” means the laws and any other instruments having the force of law in the Pakistan (b) “Client” means the Directorate of Malaria Control, Ministry of NHSR&C, Islamabad (c) “Contract” means the Contract signed by the Parties, to this contract
1.2 Law This Contract, its meaning and interpretation, and the relation between the Parties shall be Governing governed by the Applicable Law. the Contract
1.4 Notices Any notice, request, or consent made pursuant to this Contract shall be in writing and shall be
pg. 39 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm deemed to have been made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent by registered mail, telex, telegram, or facsimile to such Party at the address specified in the SC.
1.6 Personnel authorized by the parties to the contract to enter into an agreement and to Authorized represent their respective organization in the matters related to this agreement Representa tives
1.7 Period The period of contract will be………………… of Contract
2. COMMENCEMENT, COMPLETION, MODIFICATION, AND TERMINATION OF CONTRACT
2.1 Effectiveness This Contract shall come into effect on the date the Contract is signed by either parties. of Contract
2.2 The Firms shall begin carrying out the Services with effect from the date of signing of Commencement contract by the two parties. of Services
2.3 Expiration of The contract will terminate at the end of the contract period. Contract
2.5 Force Majeure
For the purposes of this Contract, “Force Majeure” means an event which is beyond 2.5.1 the reasonable control of a Party and which makes a Party’s performance of its Definition obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances.
The failure of a Party to fulfill any of its obligations under the contract shall not be 2.5.2 No considered to be a breach of, or default under, this Contract insofar as such inability Breach of arises from an event of Force Majeure, provided that the Party affected by such an Contract event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event.
2.5.3 Any period within which a Party shall, pursuant to this Contract, complete any action or Extension of task, shall be extended for a period equal to the time during which such Party was Time unable to perform such action as a result of Force Majeure.
2.6 Termination
The Client may terminate this Contract, by not less than thirty (30) days’ written notice 2.6.1 By of termination to the Firm, to be given after the occurrence of any of the events DOMC specified in paragraphs (a) through (d) of this Clause 2.6.1 and sixty (60) days’ in the case of the event referred to in (e):
pg. 40 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm (a) if the Firms do not remedy a failure in the performance of their obligations under the Contract, within thirty (30) days after being notified or within any further period as the may have subsequently approved in writing;
(b) if the Firms become insolvent or bankrupt;
(c) if, as the result of Force Majeure, the Firms are unable to perform a material portion of the Services for a period of not less than sixty (60) days; or
(d) if the Firm, in the judgment of the has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause: “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the selection process or in contract execution. “fraudulent practice” means a misrepresentation of facts in order to influence a selection process or the execution of a contract to the detriment of the Borrower, and includes collusive practice among Firms (prior to or after submission of proposals) designed to establish prices at artificial non-competitive levels and to deprive the Borrower of the benefits of free and open competition. (e) If DOMC, in its sole discretion, decides to terminate this Contract.
The Firms may terminate this Contract, by not less than thirty (30) days’ written notice 2.6.2 By the to DOMC, such notice to be given after the occurrence of any of the events specified in Firm paragraphs (a) and (b) of this Clause 2.6.2:
(a) if DOMC fails to pay any monies due to the Firms pursuant to this Contract and not subject to dispute pursuant to Clause 7 within forty-five (45) days after receiving written notice from the Firms that such payment is overdue; or
(b) if, as the result of Force Majeure, the Firms are unable to perform a material portion of the Services for a period of not less than sixty (60) days.
Upon termination of this Contract DOMC shall make the following payments to the 2.6.3 Payment upon Firms for remuneration for Services satisfactorily performed prior to the effective date Termination of termination.
3. OBLIGATIONS OF THE FIRMS
3.1 General The Firms shall perform the Services and carry out their obligations with all due diligence, efficiency, and economy, in accordance with generally accepted professional techniques and practices, and shall observe sound management practices, and employ appropriate advanced technology and safe methods. The Firms shall always act, in respect of any matter relating to this Contract or to the Services, as faithful advisers to DOMC, and shall at all times support and safeguard the ’s legitimate interests in any dealings with Sub Firms or third parties. 3.2 Conflict of Interests The firm will avoid the situations involving conflicts of interest
pg. 41 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm 3.2.1 Firms Not to The remuneration of the Firms pursuant to Clause 6 shall constitute the Firms’ sole Benefit from remuneration in connection with this Contract or the Services, and the Firms shall not Commissions, accept for their own benefit any trade commission, discount, or similar payment in Discounts, etc. connection with activities pursuant to this Contract or to the Services or in the discharge of their obligations under the Contract, and the Firms shall use their best efforts to ensure that their Personnel and agents similarly shall not receive any such additional remuneration.
The Firms agree that, during the term of this Contract and after its termination, the 3.2.2 Firms and Firms and their affiliates, as well as any Sub-Firm and any of its affiliates, shall be Affiliates disqualified from providing goods, works, or services (other than the Services and any Not to be Otherwise continuation thereof) for any project resulting from or closely related to the Services. Interested in Project
3.3 The Firms, their Sub-Firms, and the Personnel of either of them shall not, either during the term or within two (2) years after the expiration of this Contract, disclose Confidentiality any proprietary or confidential information relating to the Project, the Services, this Contract, or the ’s business or operations without the prior written consent of the .
3.4 Firms’ Actions The Firms shall obtain the ’s prior approval in writing before taking any of the following Requiring DOMC’s actions: Prior Approval (a) appointing such members of the Personnel not listed by name in Appendix C (“Key Personnel and Sub-Firms”) 3.6 Reporting The Firms shall submit to DOMC the reports and documents as specified by DMC. As Obligations a minimum the quarterly progress reports will be shared with DOMC showing the performance targets achieved against the planned targets.
3.7Documents All plans, drawings, specifications, designs, reports, and other documents and Prepared by the software submitted by the Firms to DOMC and shall become and remain the property Firms to Be the of DOMC, and the Firms shall, not later than upon termination or expiration of this Property of DOMC Contract, deliver all such documents and software to DOMC, together with a detailed inventory thereof. The Firms may retain a copy of such documents and software. Future use of these documents without prior approval by DOMC is restricted
4. FIRMS’ PERSONNEL
4.2 Removal (a) No changes shall be made in the Key Personnel as shared by the firm at the and/or time of submission of technical proposal. If, for any reason beyond the Replacement of reasonable control of the Firms, it becomes necessary to replace any of the Key Personnel Personnel, the Firms shall provide as a replacement a person of equivalent or better qualifications.
(b) If the client finds that any of the Personnel have (i) committed serious misconduct or have been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied with the performance of any of the Personnel, then the Firms shall, provide as a replacement a person with qualifications and experience acceptable to the client .
pg. 42 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm (c) The Firms shall have no claim for additional costs arising out of or incidental to any removal and/or replacement of Personnel.
5. OBLIGATIONS OF THE FIRM
5.2 If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties which increases or decreases the cost of the services rendered by Change in the Firms, then the remuneration and reimbursable expenses otherwise payable to the the Firms under this Contract shall be increased or decreased accordingly Applicable Law
5.3 Services The DOMC shall provide the necessary information to the firm needed for the execution and Facilities of their activities. This may include the back ground of malaria disease and the core message theme to be provided through the TV and radio spots and IEC.
6. PAYMENTS TO THE FIRMS
6.1 The Firm’s total remuneration shall not exceed the Contract Price and shall be a fixed lump-sum cost, 10% will be released as an advance after signing of the contract Lump-Sum Remunerati on
6.2 Contract The price payable in local currency is ………………... Price
6.4 Terms and Payments will be made to the account of the Firms and according to the payment Conditions of schedule. For each payment the firm will be required to provide a detailed invoice in line Payment with the payment schedule along with evidence for the achievement of the targets. DOMC will verify the evidence prior to the payment. DOMC may require further information needed to corroborate the evidence provided by the firm prior to release of payment. Payment shall be made within 45 days of receipt of the invoice and the relevant documents specified in Clause 6.4, and within 60 days in the case of the final payment. Provided that the invoice and the progress report must be submitted not later than 20 days of the closing date of the period to which it pertains.
7. SETTLEMENT OF DISPUTES
7.1 The Parties shall use their best efforts to settle amicably all disputes arising out of or in Amicable connection with this Contract or its interpretation. Any dispute, controversy, or claim Settlement arising out of or relating to this contract, or the breach, termination, or invalidity thereof, shall be settled by arbitration in accordance with the Arbitration laws of Pakistan as at present in force
pg. 43 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm Section 11: Payment Schedule
Payments will be made to the Firm on the following basis:
a) 10% of the total contract value as Mobilization Advance b) 30 % of the total contract value upon completion of first quarter of services c) 30 % of the total contract value upon completion of second quarter of services d) 20 % of the total contract value upon completion of second quarter of services e) 10 % of the total contract value upon completion of contract
Section 12: Penalty
Penalty will be imposed for 2 % of total agreement value if the firm fails to perform according to the targets given under this agreement. This will be deducted from the final payment of the firm. However if the reasons are given by the firm for not being able to perform as per targets and if DOMC finds those reasons to be genuine, Director DOMC may reduce or remove the penalty amount
Section 13: Documents Checklist
Other than the documents required as mentioned above in the document, following documents are to be submitted along with the tender: Suppliers who do not provide this information will not be able to participate in the bidding process: National Income Tax Registration Certificate and National Tax Number. In case of tax exemption status, unexpired Income tax exemption certificate should also be provided Sales Tax Registration Certificate Letter in technical proposal package confirming the availability of original security deposit instrument in the Financial Proposal package
pg. 44 Authorized Repreentative of Directrate of Malaria Control Authorized Representative of Firm