External Evaluation of PIN Ukraine Humanitarian Response

Contract title: External Evaluation of PIN Ukraine Humanitarian Response

Project code: UKRP000237

Tender number: UKRC001396

Procedure:

Negotiated procedure Location: Ukraine

Part 1: Instructions to tenderers

I. SCOPE OF TENDER

Qualified tender offers (bids) are sought from competent contractors for the following services:

PIN Ukraine program is planning to undertake an external evaluation of current humanitarian response for ‘Learning’ from the existing PIN’s emergency response so far to adapt the program accordingly based on the real-time learning from the field. The main goal of this evaluation is to promote learning and more adaptive programming to ensure that humanitarian response program stays relevant and appropriate with regards to change in the context. The gist of proposed evaluation is to answer two key questions (1) What has been done so far? (2) How it can be improved? The evaluation will also focus on integration of key cross cutting areas i.e. Do No Harm, Conflict-Sensitivity, Protection mainstreaming etc. to highlight the best practices and areas of improvements. The indicative timeline for the proposed timeline is 1st October 2022 to 30th November 2022. It is very possible that actual timeline may vary, however evaluation is subjected to concluded by 1st week of December 2022 to allow ample of time for integration of findings and recommendation to revise the response strategy. Detailed description of the scope of tender and expected outputs are in Annex 1 (Terms of Reference ToR).

II. TENDERING

1. Tender documentation with detailed instructions for tenderers and forms to be filled by the tenderers can be obtained upon request via email [email protected]. Tender forms and instructions included in tender documentation must be strictly followed otherwise the tender offer might be excluded.

2. If any of the Tenderers requires any clarification relating to the tender, such question should be sent to PIN by e-mail to the following e-mail address: [email protected]. If PIN answers the question, all other Tenderers will be copied the answer. Communication will be held through e-mail. To ensure that PIN could copy the answer to all tenderers, all Tenderers are advised to send their e-mail contacts to the above specified PIN e-mail address, or otherwise ensure that PIN knows their contact details. In case the Tenderer does not inform PIN about corresponding e-mail address PIN will send the copy of the answer to any e-mail address available to PIN from public sources and then the Tenderer cannot claim that they/it did not know the same information as other Tenderers. Questions could be answered only until 28/10/2022 at 11:59 p.m. CEST time. PIN does not guarantee that all questions will be answered. Tender offers should not be dispatched before expiry of the period for questions under the preceding point II. 2. of this notice – if the Tenderer dispatches the tender offer before expiry of that period they/it cannot claim that they/it did not know all information as other Tenderers.

3. Each Tenderer shall submit only one Tender offer for each quotation, either individually or as a partner in a joint venture. A Tenderer who submits or participates in more than one Tender offer for a quotation will be disqualified from the Tender.

4. Tender offer must remain valid for the period of 60 daysfrom the date of closing unless withdrawn in writing before the close of tenders.

5. The contract is concluded with the winning tenderer. Should the winning tenderer fail to provide to PIN the necessary cooperation to conclude the contract within the period of 30 days upon the tender results notice, PIN can further negotiate with the second best tenderer that shall be considered the winning tenderer. Should they fail to conclude the contract with the second best tenderer within 15 days following the notice, PIN is allowed to cancel the tender. Notice of results shall be deemed the third day following the day of dispatch of the tender results notice.

6. Tender offers have to be submitted to PIN before closing date and time: 31/10/2022 at 11:59 p.m. CEST time. Tender offers shall be submitted by email to: [email protected]

The subject of the email must be: “Tender UKRC001396 for External Evaluation of PIN Ukraine Humanitarian Response – Tender offer”. The Bids received after the closing date & time will not be considered

III. QUALIFICATION AND EVALUATION CRITERIA

1. To accept or reject the tender is the responsibility of the Tender Committee, decision of which shall be final.

2. Each tenderer must provide the following qualification and experience requirements:

• A cover letter of no more than 3 pages introducing the evaluator/the consultancy firm and how the past experiences, skills and competencies meet the expected qualifications, also detailing their relevance to the evaluation with concrete examples. Please also use this cover letter to indicate the consultants’ availability for the proposed period. (Note: The evaluation should start as early as possible in the month of November 2022 and the final evaluation report should be submitted to PIN by the end of December 2022/mid January 2023.)
• An outline of no more than 10 pages of the proposed process and key considerations including:
  • Key considerations for this evaluation;
  • Proposed outline methodology for this evaluation;
  • Indicative work plan with realistic deadlines
• CVs for the proposed team of evaluator (s), including brief details of assignment carried out by evaluators not exceeding 3 pages; • Filled, signed and stamped Sworn Eligibility statement (Annex 2)
• A quote for full consultancy fee in EUR including technical and non-technical cost.
• A one-page budget of the offer, covering all major anticipated technical and non-technical costs;
• Two to three samples of evaluation reports from previous evaluations relevant to this evaluation study (Redacted documents are expected)
• Feedback from previous clients or available references contacts

Other relevant instructions and forms to be filled by the supplier are attached as Annexes to the Tender Notice.

3. The tender evaluation committee will evaluate and award the contract on the basis of the following evaluation criteria:

1st Evaluation stage – technical evaluation

Criteria # Criteria

Technical scoring

1 Quality of an outline methodology presented by Consultant – Evaluation Weighting: 60 points

1.1 Action plan with realistic deadlines. Should go in line with ToR requirements – Evaluation Weighting: 15 points

(Ability to meet the deadline by the end of December 2022/mid January 2023.

Deadline is tentative.)

1.2 Key considerations and proposed methodology outline keeping the evaluation of humanitarian action in consideration – Evaluation Weighting: 25 points

1.3 Approach to ensure the participatory approach in evaluation design and data collection for with sampling strategy or other alternative approach 20 points 2 Previous experience in humanitarian context – Evaluation Weighting: 30 points

2.1 Quality level of at least two samples of reports from previous projects relevant to this evaluation study (10 marks for each report x 2 = 20 marks) – Evaluation Weighting: 20 points

2.2 Relevant feedback/reference from at least two previous clients (5 marks for each reference x 2 = 10 marks) – Evaluation Weighting: 10 points

3. CV quality for staff performing the task – Evaluation Weighting: 10 points

Evaluation Total 100 points

Note: Minimum 80 out of 100 marks are mandatory to pass the technical bid. Bidders who will pass the technical evaluation, will be invited for a presentation of proposed methodology (in person or remote depending on actual situation).

2nd Evaluation stage

Financial evaluation – 20%

Evaluation result of the Financial Criterion equals to the following formula: Price A/ Price B* criteria weight.

Price A = lowest price from all submitted offers; Price B = actual price offered by the tenderer.

Technical evaluation – 80%

Evaluation result of the technical criterion equals to following formula: Points B/ Points A * criteria weight. Points A= highest points from all submitted offers; Points B = actual points score received from committee. In case of equal number of points, the winning bid will be the one with the lowest price. Detailed information on technical evaluation criteria and evaluator´s qualification and expression of interest are in Annex 1 (ToR).

IV. OTHER PROVISIONS

Further negotiations with a tenderer the about price and conditions are allowed if the negotiation is directed at making the bid more favourable for PIN. In justified cases after receiving bids and/or during the negotiation (especially if it becomes apparent, that none of the tenderers can execute the contract in its full extent) is PIN entitled to split the contract between two or more suppliers so, that each of them will supply part of the contract.

This decision must be announced to all bidders so, that they have chance to modify their bids. In case additional services would prove to be necessary for finalization of the activity for which this tender is published, PIN reserves the right to procure them from the winner of this tender under a negotiated procedure on the basis of a single tender if the potential extension of the contract for a value and duration wouldn´t exceed the value and the duration of the initial contract awarded under this tender.

Tenderers will be notified about the results of the tender via e-mail within 10 working days after the termination of the tender.

V. Summary of requirements on tender offer

Tender offer (bid submitted by the tenderer) shall consist of the following documents:

No. Document

01 Cover letter

• Remarks No more than 3 pages introducing the evaluator/the consultancy firm and how the past experiences, skills and competencies meet the expected qualifications, also detailing their relevance to the evaluation with concrete examples. Please also use this cover letter to indicate the consultants’ availability for the proposed period.

02 Outline of proposed process and key considerations

• No more than 10 pages including key considerations for this evaluation; proposed outline methodology for this evaluation; indicative work plan with realistic deadlines.

03 CVs for the proposed team of evaluator(s)

• CV(s) including brief details of assignment carried out by evaluators not exceeding 3 pages;

04 Sworn Eligibility statement

• filled, signed and stamped. Template in Annex 2

05 Quote for full consultancy in EUR

• Quote including technical and non-technical cost

06 One-page budget of the offer

• Budget covering all major anticipated technical and non-technical costs

07 Two to three samples of evaluation reports

• Samples of evaluation reports from previous evaluations relevant to this evaluation study. Redacted documents are expected.

08 Feedback/reference

• Feedback from previous clients or available references contacts

Part 2: Terms and conditions

I. EXCLUSION AND DISQUALIFICATION

1. PIN shall exclude from the tender any bid of a tenderer falling into any of the following cases:

a) They are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

b) They or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a judgement that has the force of res judicata;

c) They have been guilty of grave professional misconduct proven by any means that the contracting authority can justify;

d) They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or those of the Czech Republic or those of the country where the contract is to be performed;

e) They or persons having powers of representation, decision making or control over them have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity;

f) They do engage in the employment of children, disrespect basic social rights and working conditions based on international labour standards;

g) They have engaged in the trafficking in persons and have provided any support (direct or indirect) of terrorism, including the financing of terrorism, or transactions with persons connected with terrorism;

h) They are currently subject to an administrative penalty imposed by donor or have been listed by the donor as ineligible for participation in award procedures financed by donor´s money;

i) Candidate might be excluded on the basis of another procurement procedure or grant award procedure financed by PIN or donor of the project, under which they have been declared to be in serious breach of contract for failure to comply with their contractual obligations;

j) They or any of their employees, associates or other persons related to them provided technical assistance to PIN under that same procurement procedure.

Points (a) to (d) do not apply to the purchase of supplies on particularly advantageous terms from either a supplier which is definitively winding up its business activities, or the receivers or liquidators of a bankruptcy, through an arrangement with creditors, or through a similar procedure under national law

Tenderers shall declare they are in none of the situations listed above by the signature of Sworn eligibility statement form (Annex 2).

2. Bids of tenderers shall be disqualified from the tender who, during the procurement procedure:

a) tenderer is subject to a conflict of interest;

b) tenderer has not stated true facts or has misinterpreted information required by PIN, or fails to provide timely such information or to provide required documents stated by PIN as condition for participation in the tender;

c) tenderer does not meet the PIN qualification criteria or requirements stipulated in the tender documentation.

d) tenderer has fulfilled the exclusion condition mentioned above in preceding article (Part 2, Article I.), points c) or i) during the last 2 years prior to the launch of the tender.

II. CODE OF CONDUCT FOR SUPPLIERS

In addition to the above conditions for disqualification, Code of Conduct for Suppliers defines all areas that PIN expects all of its suppliers at minimum to respect, and operate in ways that meet fundamental responsibilities in human rights, labour, environment and anti-corruption. The Code of Conduct is defined by the Ten principles of the UN Global Compact1

• Support and respect the protection of internationally proclaimed human rights;
• No involvement in human rights abuses;
• Freedom of association and recognition of right to collective bargaining;
• Employment is freely chosen, not forced or compulsory;
• No exploitation of children and child labour;
• No discrimination in respect of employment and occupation;
• Support a precautionary approach to environmental challenges;
• Accept greater environmental responsibility promotion;
• Encourage the development and spread of environmentally friendly technologies;
• Adhering to highest standards of ethical conduct behaviour, including: working against corruption and all its forms, conflict of interest disclosure, respect to local laws.

III. CANCELLATION OF THE TENDER/NON-CONCLUSION OF THE CONTRACT WITH THE WINNING TENDERER

PIN may cancel the announced tender or not conclude contract with the winning tenderer in the following cases:

CASE

a) PIN has not received any bid, or none of the bids received was qualitatively and/or financially worthwhile or all the bids received have been disqualified from the tender

• PROCEDURE

PIN has the right to cancel tender and proceed according to chapter Application of exemptions (exemption A.b) or A.e))

CASE

b) Major discrepancies have been found in the Tender Notice or other supporting documentation of the tender;

• PROCEDURE

PIN has the right to cancel tender and announce a new tender

CASE

c) Serious circumstances have occurred during the tender which prevent PIN to continue the tender

• PROCEDURE

PIN has the right to cancel tender and proceed according to chapter Application of exemptions (exemption A.a))

CASE

d)Only one bid, complying with the tender conditions, has been submitted

• PROCEDURE

PIN has the right to cancel tender and proceed according to chapter Application of exemptions (exemption A.c))

CASE

e)The winning tenderer refuse to sign contract with PIN, have not stated true facts in their bid or their bid is at dumping price or otherwise jeopardizes free competition in the market (e.g. forbidden supplier agreements, cartels, abuse of the leading position in the market).

• PROCEDURE

PIN is entitled to either accept the bid of the bidder whose bid has ended at the second or other places or cancel the tender and announce a new tender

IV. GENERAL CONDITIONS

1. The Tenderer shall bear all costs associated with the preparation and submission of the Tender, and PIN will in no case be responsible or liable for such costs.

2. The tenderer hereby declares and warrants that has seen and understood the terms of the below mentioned policies and it complies and shall comply with all applicable terms and conditions specified therein: PIN Policy on Ethical Conduct, PIN Code of Conduct, PIN Anti-Corruption Policy and other related policies referred to therein, which are incorporated by reference and represent an integral part of this tender notice. Electronic copies containing the complete text are available at: www.clovekvtisni.cz/policies

3. The tenderer will immediately and without undue delay inform PIN of any event which interferes or threatens to materially interfere with this Tender notice, including suspicion of or actual fraud, corruption, bribery, theft, terrorist financing or other misuse of funds. Such information should be passed in the first instance to [email protected]. All information will be treated with the upmost confidentiality. Information can also be reported directly to the PIN programme team where appropriate, these will be immediately passed on to the above-mentioned e-mail address.

4. PIN reserves the right to cancel the tender without giving any reason.

List of Annexes:

Annex 1: Terms of Reference for services,

Annex 2: Eligibility (sworn) statement forms

How to apply

Tender offers have to be submitted to PIN before closing date and time: 31/10/2022 at 11:59 p.m. CEST time.

Tender offers shall be submitted by email to: [email protected]

The subject of the email must be: “Tender UKRC001396 for External Evaluation of PIN Ukraine Humanitarian Response – Tender offer”.

The Bids received after the closing date & time will not be considered.