National Tender Application Pack V0.2

National tender application pack V0.2 Tender reference: 2017 - 004

Request for Proposal, Development of a 5-year strategy for the LRC and the Disaster Management Unit of the Lebanese Red Cross

Lo Item description t No . 1 DMU strategy 2 LRC strategy

The Lebanese Red Cross Society (LRCS) hereby invites sealed bids from Consultants/reputed firms/ registered suppliers for the supply of the following supplies/ services: Lot1: Development of a 5-year strategy for LRC’s Disaster Management Unit (DMU) with implementation tools and recommendations for an organizational design and structure that would allow DMU to fulfil its strategy. We will consider proposals from single or multiple consultants. The ideal consultant will be an established local or international supplier with a recognized experience in supporting non-profit organizations and at least one team member with specific and significant expertise in community based work and/or disaster management programming. Consultants having similar prior experience with the LRC or with Red Cross/Red Crescent Movement national societies will be given preference. Lot2: Development of a consolidated organization wide long term strategy for the Lebanese red cross for the 2019-2023 period. Note: Detailed specifications are defined in Annex 3– Term of Reference to tender All documents can be downloaded from http://www.redcross.org.lb/ (Please select “Tender” from the menu at the top right of the page). Tenderers are advised to check the website regularly as any changes or additional information related to this tender will be updated via the website. Tenders must be submitted either by email or sealed envelope and may be required to submit by pre-supply samples to: Mailing address Lebanese Red Cross Society Head Quarters, Spears Street,Kantari, Beirut, Lebanon Email address [email protected] Contact person Jamileh Mikhael Tender deadline Date: Monday, 02 October, 2017 Time: 5:00:00 PM Bids to be marked “Tender reference: 2017 - 004. Do not open before Monday, 02 October, 2017” Deadline for questions Date: Wednesday 20, September, 2017 Time: 5:00:00 PM

of 14 National tender application pack V0.2 Tender reference: 2017 - 004

Bidder’s checklist To be filled To be filled by LRCS Description by committee bidder Present Include & Comments d? complet e? Step/ document to be submitted with Ye Ye No No tender s s Complete tender package delivered before the deadline specified - Compulsory Addendum - Signed and stamped – Compulsory Annex 1 – LRC supplier registration form – completed, signed & stamped – Compulsory Annex 2 - Bid offer form – completed, signed & stamped – Compulsory Annex 3 - Detailed Specifications (TORs)- signed & stamped – Compulsory Annex 4 - Schedule of delivery – completed, signed & stamped – Compulsory Annex 5 – Past performance & client references – completed, signed & stamped Annex 6 - Letter of authorisation & acceptance statement – signed & stamped – Compulsory Specific Conditions – Signed & stamped Compulsory (if present) Supporting documents Copy of company registration – (Ministry وزارة العدل) ) شهادة تسجيل شركة -(of Justice Compulsory تجارية Copy of tax registration (Ministry of – وزارة المالية) شهادة تسجيل الشركة) )Finance Compulsory Copy of VAT registration (Ministry of وزارة المالية) شهادة تسجيل في ) (Finance Compulsory (if – الضريبة على القيمة المضافة VAT registered)

of 14 National tender application pack V0.2 Tender reference: 2017 - 004 Copies of past contracts/ POs as proof of experience

Eligibl Ineligi To be filled in by LRCS committee only e ble Outcome of administrative check.

Instructions to bidders Tenderers must meet all the requirements specified in the tender documents and therefore advised to go through the tender documents carefully before submission and be certain that they are able to comply with the specified terms & conditions.

Contents

Article 1. Specifications: The detailed specification are given in Annex 3 – Term of Reference Which Tenderers must adhere to. Article 2. Eligibility: 2.1. Bidders must sign on a bid submission register when delivering their bids – any bids that are not listed on the register will not be considered. 2.2. Tender Submissions not addressed and or marked as specified in the Addendum or sent by other means may not be accepted. Address for delivery of offers is listed in the Addendum. 2.3. Tenderer(s) must be formally registered companies in their registered country. 2.4. Any unsealed tenders and tenders received after the submission deadline will not be accepted. 2.5. Tenderer(s) should have the capacity and capability to provide the detailed work plan accordance with the specifications within the prescribed delivery time and the terms & conditions mentioned herein. 2.6. Contracts can be awarded individually or jointly.

Article 3. Price: 3.1. Price should be best and final offer 3.2. Include discounts for early payment, if any 3.3. All prices should be denominated in the currency that is specified in the Addendum attached. 3.4. Applicable VAT/duty rates should be clearly stated per item in the offer as to facilitate any tax/ duty exemptions/ reimbursement 3.5. Note that if two bids are received for the same value where one bidder is VAT registered and the other not - preference will be given to the VAT registered bidder. Article 4. Required documents/certificates: The supporting documents/certificates required are: 4.1. With the Tender: 4.1.1. Completed, signed and stamped copies of

of 14 National tender application pack V0.2 Tender reference: 2017 - 004 4.1.1.1. Specific Conditions (if present) 4.1.1.2. Addendum 4.1.1.3. Annex 1 – LRC supplier registration form 4.1.1.4. Annex 2 - Bid offer form 4.1.1.5. Annex 3 – Term of Reference 4.1.1.6. Annex 4 - Schedule of delivery 1.1.1.1. Annex 5 – Past performance & client references 4.1.1.7. Annex 6 - Letter of authorisation & acceptance statement 4.1.2. Documents in support of Tenderer(s) profile: شهادة تسجيل شركة تجارية (Company registration (Ministry of Justice .4.1.2.1 ((وزارة العدل شهادة تسجيل الشركة (Copy of tax registration (Ministry of Finance .4.1.2.2 ((وزارة المالية المضافة شهادة تسجيل في (Copy of VAT registration (Ministry of Finance .4.1.2.3 Note that this is only compulsory if (الضريبة على القيمة (وزارة المالية registered for VAT. 4.1.3. Letters/certificates of performance in previous 3 years. 4.1.4. At least 2 most recent references with their contact details. 4.1.5. Confirmation / Certificate of weight, quality and origin of country of goods (when applicable). 4.2. With delivery of material (if successful and when applicable): 4.2.1. Delivery Notes with packing details (weight, volume etc.) 4.2.2. Commercial invoice - 2 copies (on delivery) Article 5. Language: The documents submitted will be accepted in English language only. The certificate, etc. from local government or local authorities (if applicable) could be provided in actual language but a copy of translation in English language duly notarised should be provided as well. All markings and labelling should appear in English only. Article 6. Bid Validity: Your offer must remain valid for the period specified in the Addendum after of Tender submission deadline. If the bid is successful and contracted the bid will remain valid for the duration of the contract. Article 7. Your offer should clearly state the following: 7.1. Unit prices / Total prices, etc. as per Annex 2 - Bid offer form 7.2. Price should be net after deduction of any discount and should be compatible with the appropriate INCOTERMS specified in the Addendum and conform to price elements specified in Article 5 7.3. Firm dates for starting and completion of delivery at delivery points. 7.4. Confirmation to comply with the specifications as per Annex 3 - Term of Reference, if you can meet the specifications. If not, state clearly. 7.5. Confirmation to agree to accept the terms and condition as per this tender document and the general terms and conditions attached at Annex 6 - Letter of authorisation & acceptance statement. Article 8. All or None Clause: The LRCS reserves the right to accept or reject any or all the offers. Failure to comply with any of the above requirements will justify rejection of the offer. Successful Tenderers will be required to sign, stamp and return one copy of the Contract confirming your acceptance of the specification and agreed terms and conditions. Article 9. Conditions for submitting offers: Tenderers are responsible for the submission of their tender on time and in accordance with the instruction within the tender documents.

of 14 National tender application pack V0.2 Tender reference: 2017 - 004 9.1. LRCS will not be responsible for any failure or delay in collection or submission of tender documents before the given deadlines. 9.2. Expenditure on preparation & delivery of tender submissions shall be borne by the Tenderer. 9.3. All requests for information, queries / questions should be requested through the details provided in the Addendum.

General conditions General conditions are available from www.redcross.org.lb

Specific Conditions None

Addendum Section in Item: Specification: instructions to bidders: Price Currency USD Exchange rate @ 1USD = LBP1,500 INCOTERMS© Terms of delivery DDP – Delivery Duty Paid Tender delivery Delivery address Lebanese Red Cross Society Head Quarters, Spears Street, Kantari, Beirut, Lebanon Delivery contact Jamileh Mikhael Delivery email [email protected] Goods/ services Start period ASAP delivery period Delivery deadline None Marking/ labelling 2017 – 004 Language Tender document English language Samples Samples to be delivered No with bids? Bid validity Offer to be valid for 120 calendar days Liquidated damages Damages per calendar day 0.5% of contract value of delay Maximum delay damages 5% of contract value Payment Invoice to be raised on Each batch/ final delivery delivery of Payment terms 45 calendar days after submission of all required documentation Tender deadline Date: Monday, 02 October, 2017 Time: 5:00:00 PM Bids to be marked “Tender reference: 2017 - 004. Do not open before Monday, 02 October, 2017” Deadline for questions Date: Wednesday 20, September, 2017 Time: 5:00:00 PM General Conditions Article 1 Dispute Adjudication Rules Lebanese defined by Contract jurisdiction Lebanon

Tender forms Annex 1 – LRC supplier registration form Please fill in this questionnaire in order to register. Information given in this questionnaire will be handled confidentially. Please attach all other documents requested in the questionnaire. All bidders should completely fill up this form. If found blank, then the bidder's tender shall not be included in the Final Evaluation 1. NAME OF COMPANY: Mailing Address Country: Contact Person (s) Telephone No Fax: Email Website Owner(s) Name(s): Nationality: VAT Number Date of Registration of VAT 2. ORGANISATION Year Established: Under the laws of: REGISTRATION: No. of Employees: No. of Branches: No. of International Offices: 3. SIZE OF BUSINESS Location of Factories: No. of Plants: No. of Warehouses Name Address 8. AFFILIATED/HOLDING/ Nature of Affiliation SUBSIDIARY COMPANIES:

Annex 2 - Bid offer form

The offer should be detailed as follow: LOT1:  Detailed work plan for the consultancy subject to the approval of LRC Management, to be submitted a maximum of 3 weeks after start of engagement.  Before the start of the assessment phase: a summary of the consultant’s understanding of existing documentation, which should be presented to and cross-checked with LRC’s working group (Management, key DM staff and key partners)  At the end of the assessment phase: 1. Complete As-is report including all components mentioned in Section 4 2. Summary As-is report for presentation to stakeholders in PPT format ◦ recommendations for the elements listed in Section 4, paragraph 5  Recommendations document on implementation road-map  Summary report on recommendations for presentation to stakeholders in PPT format  Organization of two workshops with relevant LRC stakeholder to present findings and recommendations All deliverables should be tailored to the LRC and should take into consideration the context and constraints of LRC and the particularities of the Red Cross Red Crescent Movement.

LOT2:  A project charter, project plan, project timeline and focus group/key informant interview list

of 14 National tender application pack V0.2 Tender reference: 2017 - 004  document with the consolidated 5-year strategy for LRC for the period 2019-2023, including: a.i. a comprehensive as-is assessment of the LRC and the context in which it operates (including all operational departments, support departments and cross-cutting programmes) a.ii. key objectives by department/programme, organized by priority a.iii. high level roadmap with milestones illustrating how the strategy will be achieved and including specific recommendations on the changes required within the organisation  a PowerPoint presentation summarizing the 5-year strategy  an operational plan for years 1 and 2 of the strategy including organization-wide KPIs and KPIs by department/programme, as well as a monitoring tool and dashboard for the overall strategy  A template for a new, comprehensive LRC annual report

Annex 3 Term of Reference Check TOR enclosed

Annex 4 - Schedule of delivery Lot1: The consultant is expected to provide the above mentioned deliverables within a period not exceeding 5 months from the date the contract is signed

of 14 National tender application pack V0.2 Tender reference: 2017 - 004 Lot2: The consultant is expected to provide the above mentioned deliverables within a period not exceeding 4 months from the date the contract is signed Annex 5 – Past performance & client references No. Description Customer Unit Quantity Contract Contract value date (USD) 1 2 3 4 5 6 Please provide the details of two companies for your reference check. For these companies it is compulsory to attach a scan/ photo copy of the Contract/ Purchase order/ Completion certificate/ Reference letters as proof. Reference 1 Company name Mailing address

Contact person Contact title Phone number Email address Reference 2 Company name Mailing address

Contact person Contact title Phone number Email address

Annex 6 - Letter of authorisation & acceptance statement

Dear Sir/Madam

We, M/S ______

Hereby authorize Mr / Ms ______

To represent, deal, negotiate and sign the contract on our behalf for the above referenced tender. His/her details and specimen of signature are as below.

Furthermore, we hereby declare our acceptance of the LRCS:

 General conditions  Specific Conditions (if present)  Addendum  Annex 1 – LRC supplier registration form  Annex 2 - Bid offer form  Annex 3 - Detailed Specifications (TOR)  Annex 4 - Schedule of delivery

And confirm that the details provided in the supplier registration form are accurate and representative of our company. For the purposes of validating our past performance we hereby give our permission to LRCS to contact our given references.

We acknowledge and accept that any misrepresentation in this regard will lead to our bid being excluded from the current tender and/ or the cancellation of any subsequent contract/ purchase order without compensation.

On behalf of Authorized Person (if different)

Name: Name: Designation: Designation:

Cell / Tel No: Cell / Tel No:

Email: Email:

Dated: Dated:

Signature & Stamp: Signature