REQUEST FOR PROPOSAL - Video Production Services - MENA Jobs For Worldwide Job Vacancies

Eligibility and Qualification of Bidders
1. In order to be awarded the contract, bidders should possess the financial, economic, technical and professional capacity to perform the contract. Bidders should fulfill their tax and social insurance liabilities in the country and should not currently be subject to a debarment penalty.
2. Bidders must adhere to the highest ethical standards, both throughout the bidding process and execution of the contract.
3. WUSC has a zero tolerance for unethical behavior/corrupt practices including:

- Bribery: the act of unduly offering, giving, receiving or soliciting anything of value to influence the procurement process;
  – Extortion or coercion: the act of attempting to influence the process of procuring goods or services, or executing contracts by means of threats of injury to person, property or reputation;
  – Fraud: misrepresentation of information or facts for the purpose of influencing the procurement process;
  – Collusion: an agreement between bidders designed to result in bids at artificial prices that are not competitive;
  – Guilt of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the contract procedure or failing to supply this information;
  – Anti-terrorism: support of any terrorist or terrorist group as defined by donors;
  – Other civil, criminal acts or otherwise illegal activity which would be detrimental to the financial interests of WUSC

1. WUSC may declare the consultancy firms, their boards of directors and/or individual personnel ineligible to register with the organization either indefinitely or for a stated period of time.
2. WUSC will reject a proposal if it establishes that the bidder recommended for award has engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract.
Language of the Proposal

The Proposal as well as all, correspondence and documents related to the proposal shall be written in English Language.

Documents included in the Proposal

The proposal will be prepared, submitted and evaluated in two parts as follows:

1. Technical Proposal Format and Content

The Technical Proposal shall be prepared using the format provided below and shall comprise the documents listed**.** The Technical Proposal shall not include any financial information. A Technical Proposal containing material financial information shall be declared non-responsive.

Section 1 (In case of an open tender where the suppliers are not known to WUSC; the following documents should be requested) for eligibility and compliance check/evaluation

- Covering letter on firms headed paper giving complete details including email addresses, telephone contacts, office location
  – Copy of Certificate of incorporation/registration (Commercial registration)
  – Valid Tax compliance certificate (where applicable)
  – Copy of Current Trading License (Vocational license)
  – Copy of regulatory body certificate (where applicable)

Failure to submit the documents requested in section 1 will lead to rejection of the proposal.

1. Financial Proposal format and content

The Financial Proposal shall be prepared in the format below and it shall list all costs associated with the assignment, including (a) remuneration for Key Experts and Non-Key Experts, (b) reimbursable expenses as follows:

- Summary of Costs
  – Breakdown of Remuneration of the key experts proposed
  – Reimbursable expenses if any

4.2.1 The prices given in the financial proposal must include all taxes and duties in accordance with the laws of the country.

4.2.2 The price offered must remain fixed during the contract performance.

4.2.3 The bid price must be in the requested Currency, which is Jordanian Dinar (JOD).

Clarification and Amendment

WUSC will, within 3 days, respond in writing or electronic mail to any request clarification received in writing or electronic mail no later than 7 days before expiry of the deadline for submission of the bid. The response will be distributed to all bidders without identifying the source of the request. All enquiries should be written to WUSC through ([email protected])

Modification and Withdrawal
1. The bidder may submit a modified bid or a modification to any part of it at any time prior to the proposal submission deadline. The bidder’s withdrawal notice envelope must be marked as “Modification”. No modifications to the bid shall be accepted after the deadline.
2. The bidder may submit a bid withdrawal notice to any part of it at any time prior to the proposal submission deadline. The bidder’s withdrawal notice envelope must be marked as “Withdrawal”. No withdrawals to the bid shall be accepted after the deadline.
Payment and Currency
1. Payment under the Contract shall be made in the currency or currencies in the bid which is (JOD)
2. Payment will be made within 30 days upon submission of invoice and satisfactory receipt of goods.
Format, signing and submission of Proposals
1. An authorized representative of the bidder shall sign the original submission letters in the required format as one original.
2. The original Technical Proposal shall be placed inside a sealed envelope clearly marked “TECHNICAL PROPOSAL” Tittle of assignment, name and address of the Consultant, and with a warning “DO NOT OPEN UNTIL Jan 3rd 2023 16:00.
3. The original Financial Proposal shall be placed inside a sealed envelope clearly marked “FINANCIAL PROPOSAL” Tittle of assignment, name and address of the Consultant, and with a warning “DO NOT OPEN UNTIL (insert the closing date and time)
4. The sealed envelopes containing the Technical and Financial Proposals shall be placed into one outer envelope and sealed. This outer envelope shall be addressed to WUSC and bear the submission address, RFP reference number, the name of the assignment, the Consultant’s name and the address, and shall be clearly marked “Do Not Open Before “(insert the closing date and time). The bidder will submit his bid in a sealed envelope which must be addressed and delivered to: WUSC Jordan Country Office.
Deadline for Submission of Bids

The sealed envelopes containing the bid shall be addressed to WUSC and bear the submission address, RFP reference number, the name of the assignment, must be received by WUSC by 03 January 2023 at 4.00 pm. Bids received after this date will be rejected.

Proposals submitted must be valid for 90 days from the bid submission date.

Bid Opening
1. WUSC evaluation committee shall conduct the opening of the proposals immediately after the bid submission time in the presence of the bidders authorized representatives who choose to attend (in person, or online if this option is offered). The opening date, time and the address are stated above.
2. At the opening of the proposals, only the envelop with the Technical proposal shall be opened while Financial Proposal shall remain sealed and shall be securely stored. bids the following shall be read out: (i) the name and the country of the bidder (ii) any modifications to the bid submitted prior to proposal submission deadline; (iii) the presence or absence of a duly sealed envelope with the Financial Proposal (iv) any other information deemed appropriate. This information will be filled in the bid opening form.
Evaluation of Technical Proposals
1. The evaluators of the Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded
2. The tender committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference and the RFP, applying the evaluation criteria, sub-criteria, and point system specified below. Each responsive Proposal will be given a technical score.

A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP or if it fails to achieve the minimum technical score.

During evaluation of bids, WUSC may request of the bidder, in writing using mailing address or email address, to provide clarification of his bid. No change in price or substance of the bid shall be sought, offered or permitted.

Proposal Evaluation Criteria

Criteria, sub-criteria, and point system for the evaluation of the Technical Proposals:

Points

Technical ( which includes; doing an evaluation for the video quality, equipment & creativity – (70 points)
Financial Proposal (30 points)

Total points for the four criteria: 100**

The minimum technical score (St) required to pass is: 55

The minimum Overall score 70

Evaluation of Financial Proposals
1. The Financial Proposals of the bidders who attain the minimum technical scores are opened (can be made public to all bidders who participated, and if a public opening is called all bidders must be informed in advance of their technical scores and those qualifying informed that their financial proposals will be opened during the public opening and those who did not attain the minimum points are informed that their financial proposals will be returned unopened after the contracting process is complete ) and the summary of cost prices read out and recorded in the bid opening form by the tender committee. All other Financial Proposals are returned unopened after the Contract negotiations are successfully concluded and the Contract is signed.
2. Arithmetical errors will be rectified in the following manner. If there is a discrepancy between the unit price and the total price, obtained in multiplying the unit price by quantity, the unit price will prevail. If there is a discrepancy between the words and figures, the amount in words shall prevail. If the bidder disagrees with such his bid will be rejected.

Proposal Evaluation Criteria

The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100.

The formula for determining the financial scores (Sf) of all other Proposals is calculated as following:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the proposal under consideration.

[or replace with another inversely proportional formula acceptable to the WUSC]

The weights given to the Technical (T) and Financial (P) Proposals are:

T = [70], and

P = _______[30]

Proposals are 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; T + P = 1) as following: S = St x T% + Sf x P%.

Confidentiality
1. No bidder will contact WUSC on any matter related to his bid except for requests related to clarifications of the bid. Information concerning procurement process and evaluation of bids is confidential. Any clarification related to the selection process, shall be done only in writing.
2. Any attempt by the bidder to influence improperly WUSC officials in the evaluation of the bid or Contract award decisions may result in the rejection of its bid, and may be subject to the application of prevailing WUSC’s debarment procedures.
Notification of Award
1. The Consultant with the Most Advantageous Proposal, which is the Proposal that achieves the highest combined technical and financial scores, will be notified of award of contract by WUSC in writing.
2. At the same time WUSC notifies the successful bidder, WUSC will notify all other unsuccessful bidders and provide a debrief where one is sought in writing within 3 days.
3. The notice of acceptance will be given by the successful bidder within 7 days of the notification of award.
Award of Contract
1. WUSC will award the contract to the bidder whose bid is determined to be substantially responsive and who offered the best evaluated bid.
2. WUSC reserves the right to accept or reject any bid or all bids and to cancel the bidding process at any time prior to award of the contact without thereby incurring any liability to bidders without being required to inform the bidders of reasons for such actions.
Signing of Contract and Performance Security
1. WUSC will send the successful bidder the Contract. The bidder will sign and date the contract and return to WUSC within 14 days of receipt of the notice of award.
2. Together with the signed Contract, the bidder will furnish WUSC with a Performance Security, if required to do so.
3. If the successful bidder fails to submit the performance security, if required to do so, within 14 days, then it shall be sufficient grounds to revoke the award of the contract. In this case, WUSC will award the contract to the next bidder.
4. A performance security may be required in cases where the supplier is given an advance payment. Performance Security must be in the form of a Bank Guarantee or a bond from an Insurance Company licensed by the Bank.
Settlement of Disputes

Disputes that may arise during the performance of the Contract shall be settled in accordance with the laws of the country, by arbitration or mutual agreement between the parties.

Compliances

Bidders must submit valid certificates of compliances from the relevant bodies as requested.

Annex 1:Terms of Reference (TOR)

Women’s Economic Linkages and Employment Development (WE LEAD)

Video production services for WE LEAD Project

Terms of Reference

Background:

The WE LEAD Project (2017/2024), run jointly in consortium between World University Service of Canada (WUSC) & the Canadian Leaders in International Consulting (CLIC), funded by Global Affairs Canada (GAC). The project works in three targeted areas (East Amman, Irbid, and Zarqa). WE LEAD aims to increase the number of Jordanian women and female youth in the workforce while addressing the underpinning causes of female unemployment: social norms, safe & reliable public transportation, lack of adequate childcare services, and inclusive work environment. Additionally, WE LEAD Project creates linkages between the training provider and the private sector to find the suitable employment opportunities in the workforce.

Objective:

One of the Communication unit objectives for year six is to continue exposing the visibility of the WE LEAD Project first-hand and conducting full media coverage for all ongoing activities in the targeted areas. In the community led-initiative component, two initiatives will be selected to be captured and published on social and traditional media channels. This task includes: producing video and collecting professional raw footage and photos.

The table below summarizes key dates for the bidders:

Table 1: Important Dates

RFP Key Activities

Date

Announcement date: Dec 21th, 2022

Pre-bid clarification (Q&A) and provide samples for previous work: Dec 28th , 2022

Deadline for submission: Jan 03rd,2023

Sign the agreement: Jan 05th, 2023

Filming : 4 days between (Jan 10th,2023 – Mar 20,2023)

Submit first patch of photos & draft videos: One week after the shooting day

Submit Final videos: Two weeks after receiving the first draft

Scope of Work

The media production company or freelancer will be responsible for the following:

The main filming of the two videos will be with partners, stakeholders and project beneficiaries
Provide two videos (three to four minutes for each) that capture the interviews with initiatives’ founders, raw material for ongoing activities, and interviews with beneficiates
Allow for at least five rounds of edits for the first submitted draft
Translation for the video and provide subtitles in English
High-quality resolution for the video graphics.
Provide the raw footage for WUSC
The initial plan is to film in Amman, Irbid and Zarqa.
Provide 30 photo for each initiative.
Final submission of photos should be in RAW and high-res JPEGS format.
Photo coverage of the events must include speakers’ photos, group photos, photos of material presented

Qualifications requirement:

Video production company or a freelancer with a proven work record in Jordan
Familiar with the Jordanian development context
Previous experience with INGOs/NGOs is desired
Familiar with filming and video production with beneficiaries
Innovative and creative

Proposal Submission Deadline:

Proposals should be electronically submitted no later than Jan 03rd ,2023 – 16:00 hrs.

Price and payment
Quoted price would be open to negotiations, WUSC reserves the right to choose certain items from the itemised budget submitted.
Price are inclusive of all taxes and fees
25% payment will be made upon signing after receiving the appropriate invoice
25% payment will be made halfway though the period.
50% payment will be made after submitting the final draft.
All payment are subject to 5% service tax deduction (as per ISTD regulations)
Legal responsibility
All produced materials under this TOR is the property of WUSC-WE LEAD and cannot distributed or to be used by any agencies.

Annex 2: Declaration of No Conflict of Interest

I, —————————————————, declare to WUSC that:

I have no, any obligation to persons with whom WUSC deals with as a contributor, supplier of goods and services or as a recipient of services or funds from WUSC
I have no, any personal interest in a transaction or with parties to a transaction involving a material contract or proposed material contract with WUSC.; and/or
I have no any material interest in a company or person to be regarded as interested in any contact made with that company or person.

In the event of conflict or the risk of perceived conflict, I will immediately inform WUSC

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Signature Date

How to apply

Closing date for receipt of proposals will be «03/01/2023» at«16:00 Amman Local time» –

Sealed proposals must be delivered to WUSC Office

Amman – Shmisani

Abdulhameed Badees Street, Building 57

Second floor

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