Request for Proposal - Design and Spread a Public Information Campaign, Armenia (TIA)

The Targeted Initiative for Armenia (TIA) Project requests proposals from interested companies to design and spread a public information campaign. More details on the services are provided in the Terms of Reference.

The Targeted Initiative for Armenia is the flagship project under the Mobility Partnership between the European Union and Armenia. The overall objective of the project is to strengthen Armenia’s migration management capacities with special focus on reintegration activities for Armenian returning migrants. The project works with state bodies to provide and co-ordinate the provision of re-integration support consisting of medical assistance, targeted trainings, housing support and business grants. The project is implemented by a consortium of 8 EU Member States under the lead of the French Office for Immigration and Integration and is funded by the EU.

Instructions to tenderers

When submitting their tenders, tenderers must follow all instructions, forms(Standard form of contract, Technical Proposal – Standard forms) terms of reference, contract provisions and specifications contained in this tender dossier. Failure to submit a tender containing all the required information and documentation within the deadline specified may lead to the rejection of the tender.

These instructions set out the rules for submitting, selecting and implementing contracts financed under this call for tenders, in conformity with the Practical Guide to contract procedures for EU external actions, (available on the internet at this address:http://ec.europa.eu/europeaid/work/procedures/index_en.htm).

Services to be provided

The services required by the Contracting Authority are described in the Terms of Reference.

Timetable

	DATE	TIME*
Deadline for requesting clarification from the Contracting Authority	15.04.2016	17:00
Last date for the Contracting Authority to issue clarification	21.04.2016	-
Deadline for submitting tenders	30.04.2016	17:00
Presentations by short listed candidates	02.05.2016	-
Completion date for evaluating technical offers	03.05.2016’	-
Notification of award	04.05.2016’	-
Contract signature	05.05.2016*’	-
Start date	06.05.2016*’	-

* All times and dates are in the time zone of the country of the Contracting Authority
' Provisional date

Participation and subcontracting

1. Participation in this tender procedure is open to all legal entities
2. Legal persons are not entitled to participate in this tender procedure or be awarded a contract if they are in any of the conditions mentioned in Section 2.3.3 of the Practical Guide to contract procedures for EU external actions. Should they do so, they may be excluded from tender procedures and contracts in accordance with Section 2.3.4 of the Practical Guide to contract procedures for EU external actions.
3. Tenderers guilty of making false declarations may also be subject to financial penalties representing 2% to 10 % of the total value of the contract being awarded. This rate may be increased to 4 % to 20 % in the event of a repeat offence within five years of the first infringement.
4. Tenders should be submitted by the same service provider or consortium that submitted the application form on the basis of which it was short-listed and to which the letter of invitation to tender is addressed. No change whatsoever in the identity or composition of the tenderer is permitted unless the Contracting Authority has given its prior approval in writing.
5. Short-listed service providers or consortia are not allowed to form alliances with any other firms or to subcontract to each other for the purposes of this contract.
6. No change whatsoever in the identity or composition of the tenderer is permitted unless the Contracting Authority has given its prior approval in writing.

Content of tenders

Offers, all correspondence and documents related to the tender exchanged by the tenderer and the Contracting Authority must be written in English.

Supporting documents and printed literature submitted by the tenderer may be in another language, provided they are accompanied by a translation into the language of the procedure. In case of any differences between English and Armenian versions the language of the procedure has precedence.

The tender must comprise of a Technical offer and a Financial offer, which must be submitted in separate envelopes (see clause 8). Each Technical offer and Financial offer must contain one original, clearly marked ‘Original’, and two copies, each marked ‘Copy’. Failure to fulfil the requirements in clauses 4.1, 4.2 and 8 will constitute a formal error and may result in rejection of the tender.

4.1 Technical offer

The Technical offer must include the following documents:

• Technical Proposal Submission Form (Form TECH-1)
• Service Provider’s Organization and Experience (Form TECH-2), to be drawn up by the tenderer
• Comments and Suggestions on the Terms of Reference (Form TECH-3)
• Description of Approach and Methodology, Media and Means Strategy, Work Plan for Performing the Assignment (Form TECH-4)
• Team Composition and Task Assignments (Form TECH-5)
• Curriculum Vitae (CV) for Proposed Professional Staff (Form TECH-6).

4.2 Financial offer

The Financial offer must be presented in Euro and National currency. The latter will become the currency of contract and payment.

The Financial offer must include the following documents:

• Detaild Budget breakdown (Form FIN-1)

Period during which tenders are binding

Tenderers are bound by their tenders for 90 days after the deadline for submitting tenders or until they have been notified of non-award. In exceptional cases, before the period of validity expires, the Contracting Authority may ask tenderers to extend the period for a specific number of days, which may not exceed 40.

The selected tenderer must maintain its tender for a further 60 days. A further period of 60 days is added to the validity period irrespective of the date of notification.

Additional Information before the deadline for submitting tenders

Tenderers may submit questions in writing to the following address up to 15 days before the deadline for submission of tenders, specifying the contract title:

PUBLIC INFORMATION CAMPAIGN

OFII Representation in Armenia,
Piazza Grande Business Centre, 3rd floor, Office 84, V.Sargsyan street 10, Yerevan, Armenia

or 
[email protected]

The Contracting Authority has no obligation to provide clarification after this date.

Any tenderer seeking to arrange individual meetings with the Contracting Authority and/or the government of the beneficiary country and/or the European Commission concerning this contract during the tender period may be excluded from the tender procedure.

Any clarification of the tender dossier will be communicated simultaneously in writing to all tenderers at the latest 9 calendar days before the deadline for submitting tenders.

No information meeting is planned.

No site visit is planned.

Interviews with the Candidates

Tenderers will be asked to present their proposals to the evaluation committee. The evaluation committee may ask for clarifications of the proposals during the presentations.

Submission of tenders

Tenders should be delivered before 30.04.2016 by 17:00. They must include the requested documents in clause 4 above and be sent

• EITHER by recorded delivery (official postal service) to:

Piazza Grande Business Centre, office 84, V.Sargsyan street 10, Yerevan, Armenia

• OR hand delivered (including courier services) directly to the Contracting Authority against a signed and dated receipt to:

OFII REPRENSENTATION IN ARMENIA

 Piazza Grande Business Centre, office 84, V.Sargsyan street 10, Yerevan, Armenia

Tenders submitted by any other means will not be considered. Tenders must be submitted using the double envelope system, i.e., in an outer parcel or envelope containing two separate, sealed envelopes, one bearing the words ‘Envelope A — Technical offer’ and the other ‘Envelope B — Financial offer’. All parts of the tender other than the financial offer must be submitted in Envelope A.

Any infringement of these rules (e.g., unsealed envelopes or references to price in the technical offer) will lead to rejection of the tender.

The outer envelope should provide the following information:

1. the address for submitting tenders indicated above;
2. the contract title ;
3. the words ‘Not to be opened before the tender-opening session’ and equivalent phrase in Armenian;
4. the name of the tenderer.

The pages of the Technical and Financial offers must be numbered.

Amending or withdrawing tenders

Tenderers may amend or withdraw their tenders by written notification prior to the deadline for submitting tenders. Tenders may not be amended after this deadline.

Any such notification of amendment or withdrawal must be prepared and submitted in accordance with Clause 7. The outer envelope (and the relevant inner envelope) must be marked ‘Amendment’ or ‘Withdrawal’ as appropriate.

Costs of preparing tenders

No costs incurred by the tenderer in preparing and submitting the tender are reimbursable. All such costs must be borne by the tenderer.

Ownership of tenders

The Contracting Authority retains ownership of all tenders received under this tendering procedure. Consequently, tenderers do not have the right to have their tenders returned to them.

Confidentiality

The entire evaluation procedure is confidential, subject to the Contracting Authority’s legislation on access to documents. The Evaluation Committee’s decisions are collective and its deliberations are held in closed session. The members of the Evaluation Committee are bound to secrecy. The evaluation reports and written records are for official use only and may be communicated neither to the tenderers nor to any party other than the Contracting Authority, the European Commission, the European Anti-Fraud Office and the European Court of Auditors.

Ethics clauses / Corruptive practices

1. a) Any attempt by a tenderer to obtain confidential information, enter into unlawful agreements with competitors or influence the Evaluation Committee or the Contracting Authority during the process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of its tender and may result in administrative penalties.
2. b) The tenderer must not be affected by any conflict of interest and must have no equivalent relation in that respect with other tenderers or parties involved in the project.
3. c) The European Commission reserves the right to suspend or cancel project financing if corrupt practices of any kind are discovered at any stage of the award process or during the execution of a contract and if the Contracting Authority fails to take all appropriate measures to remedy the situation. For the purposes of this provision, ‘corrupt practices’ are the offer of a bribe, gift, gratuity or commission to any person as an inducement or reward for performing or refraining from any act relating to the award of a contract or execution of a contract already concluded with the Contracting Authority.
4. d) Tenders will be rejected or contracts terminated if it emerges that the award or execution of a contract has given rise to unusual commercial expenses. Such unusual commercial expenses are commissions not mentioned in the main contract or not stemming from a properly concluded contract referring to the main contract, commissions not paid in return for any actual and legitimate service, commissions remitted to a tax haven, commissions paid to a payee who is not clearly identified or commissions paid to a company which has every appearance of being a front company.

Contractors found to have paid unusual commercial expenses on projects funded by the European Union are liable, depending on the seriousness of the facts observed, to have their contracts terminated or to be permanently excluded from receiving EU funds.

1. The Contracting Authority reserves the right to suspend or cancel the procedure, where the award procedure proves to have been subject to substantial errors, irregularities or fraud. If substantial errors, irregularities or fraud are discovered after the award of the Contract, the Contracting Authority may refrain from concluding the Contract.

Signature of contract

13.1.    Notification of award

The successful tenderer will be informed in writing that its tender has been accepted.     

13.2.  Signature of the contract

Within 7 calendar days of receipt of the contract already signed by the Contracting Authority, the selected tenderer shall sign and date the contract and return it to the Contracting Authority.

Failure of the selected tenderer to comply with this requirement may constitute grounds for annulling the decision to award the contract. In this event, the Contracting Authority may award the tender to another tenderer or cancel the tender procedure.

The other tenderers will, at the same time as the notification of award is submitted, be informed that their tenders were not accepted, by means of a standard letter, including an indication of the relative weaknesses of their tender by way of a comparative table of the scores for the winning tender and the unsuccessful tender. The second best tenderer is informed of the notification of award to the successful tenderer with the reservation of the possibility to receive a notification of award in case of inability to sign the contract with the first ranked tenderer. The validity of the offer of the second best tenderer will be kept. The second tenderer may refuse the award of the contract if, when receiving a notification of award, the 90 days of validity of their tender has expired.

The Contracting Authority will furthermore, at the same time, also inform the remaining unsuccessful tenderers and the consequence of these letters will be that the validity of their offers must not be retained.

Cancellation of the tender procedure

In the event of cancellation of the tender procedure, the Contracting Authority will notify tenderers of the cancellation. If the tender procedure is cancelled before the outer envelope of any tender has been opened, the unopened and sealed envelopes will be returned to the tenderers.

Cancellation may occur when:

• the tender procedure has been unsuccessful, i.e., no qualitatively or financially worthwhile tender has been received or there is no valid response at all;
• there are fundamental changes to the economic or technical data of the project;
• exceptional circumstances or force majeure render normal performance of the contract impossible;
• all technically compliant tenders exceed the financial resources available;
• there have been irregularities in the procedure, in particular if they have prevented fair competition;
• the award is not in compliance with sound financial management, i.e. does not respect the principles of economy, efficiency and effectiveness (e.g. the price proposed by the tenderer to whom the contract is to be awarded is objectively disproportionate with regard to the price of the market).

Appeals

Tenderers believing that they have been harmed by an error or irregularity during the award process may file a complaint. See section 2.4.15 of the Practical Guide.

Source: www.armacad.info/a/request-for-proposal-design-and-spread-a-public-information-campaign-armenia