Federal Department of Foreign Affairs FDFA

Swiss Agency for Development and Cooperation SDC

Terms of reference for

"TECHNICAL ASSISTANCE FOR JOINT ADVOCACY CAMPAIGNS AT

NATIONAL/REGIONAL LEVEL - ROMANIA"

1 Terms and abbreviations

Abbreviation Definition

EA Executing Agencies

PPO Federal Ordinance of 11 December 1995 on Public Procurement

HEKS Hilfswerk der Evangelischen Kirchen Schweiz

NGO Non-Governmental Organisation

PMU Programme Management Unit of the Reform Fund linked to the

Roma Inclusion and other Vulnerable Groups

RIF Reform Fund linked to the Roma Inclusion and other Vulnerable

Groups

SRCP Swiss-Romanian Cooperation Programme

SCO Swiss Contribution Office in Bucharest

SDC Swiss Agency for Development and Cooperation

FDFA Federal Department of Foreign Affairs (Switzerland)

TFA Thematic Fund Agreement

2 Purpose of this document

This document contains the requirements relating to the mandate for the 3 projects

implemented under Line 1 of the “Reform Fund linked to the Inclusion of Roma and other

Vulnerable Groups” part of the Framework Agreement between the Swiss Federal Council

and the Government of Romania concerning the implementation of the Swiss-Romanian

Cooperation Programme (SRCP) to reduce economic and social disparities within the

enlarged European Union. It serves as a template for the bidder to submit his or her offer.

Contracts are awarded according to the invitation to tender procedure according to Art. 35 of

the PPO.

The Swiss Agency for Development and Cooperation (SDC) is looking through the present

invitation to tender procedure, for an organization to fully implement and administer a

Technical Assistance (TA) Programme for Building the Capacity in Developing and

Implementing Joint Advocacy Actions at national/regional level (JNA) of the three consortia

of the Reform Fund linked to the Inclusion of Roma and other Vulnerable Groups (RIF) to

develop and implement sound advocacy actions in order to gain post project support from

government at all levels. The length of the programme would be from December 2016 –

March 2018 and the project would be implemented in close partnership with the Swiss

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Contribution Office (SCO) in Romania. The bidding organization must have experience in

building the capacity of organizations in developing and implementing national advocacy

strategies and have the ability to fluently communicate is both spoken and written Romanian

and English.

The Technical Assistance mandate will cover 16 months. The current bidding process is for a

single phase 2016-2018 that includes administration and service costs, project activities,

capacity development, communication and public relations costs. The budget will comprise

project management with included administration and service costs, capacity development

activities, travelling, communication, and public relations costs.

3 Goal and content of the mandate

3.1 Background

In 2010 a Framework Agreement between the Swiss Federal Council and the Government of

Romania concerning the implementation of the Swiss-Romanian Cooperation Programme to

reduce economic and social disparities within the enlarged European Union was signed. The

Swiss contribution to Romania amounts to CHF 181 million. Switzerland has approved 7

thematic funds and 19 projects aimed at reducing the economic and social disparities until

the end of the commitment period in December 2014. All projects must be completed by

December 2019.

The Annex 4 of the above-mentioned Agreement includes a “Reform Fund linked to the

Inclusion of Roma and other Vulnerable Groups” with a total budget of 14 million CHF. The

respective Thematic Fund Agreement (TFA hereafter) between SDC and the Ministry of

Finance held that the Roma Inclusion Fund consists of two lines of financing. 11 million CHF

were set aside for Line1, “Improvement of living conditions”, 1 million CHF for Line 2

“Empowerment and awareness building”, and 2 million CHF were allocated to Programme

Management Unit and backstopping, funding for project preparation and reserve. Line 1 is

implemented through three large multi-annual projects, focusing mainly on education and

health, followed by other activities such as community development, housing or vocational

training. The implementation of the 2 lines of the RIF is under the responsibility of the

Programme Management Unit (PMU), which provides assistance in management and

implementation to Executing Agencies (EAs) and their partners as well monitors all projects

funded under the 2 lines above-mentioned.

The projects are implemented by three consortia led by Swiss NGOs (Executing Agencies),

in partnership with Romanian NGOs. Other partnership agreements are in place to support

the implementation of the projects which include local authorities, schools or other

stakeholders. Line 1 of the Thematic Fund views the integrated character of the projects’

interventions as key towards the successful realisation of the Thematic Fund’s goals.

Specifically, the Line 1 of the Roma Inclusion Fund has funded three projects, as follows:

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a) “Together for Empowerment: Inclusion for Rroma & other Disadvantaged Groups –

zefiR”, implemented by a consortium of NGOs composed by Terre des Hommes,

Switzerland (as Executing Agency), and the following partners: Amare Rromentza

Rroma Centre, Împreună Agency for Community Development, PACT Foundation-

Partnership for Community Action and Transformation, Pestalozzi Foundation

Romania; associate partners: Habitat for Humanity and Sastipen. The project is

implemented in Gorj, Olt and Dolj since May 2013 till February 2018.

b) “Social Inclusion and improvement of living conditions for Roma and other

vulnerable groups in Mures, Cluj and Bihor”, implemented by HEKS, Switzerland (as

Executing Agency) and FAER Foundation, Reghin, Diakonia Foundation Cluj-

Napoca, Diakonia Foundation Covasna, Alba Orthodox Philanthropy Association, as

local partners in Alba, Bihor, Cluj, Covasna, Salaj and Mures counties. Its period of

implementation is May 2013 –June 2018.

c) “Inclusion of Roma and Other Vulnerable Groups in Satu Mare and Maramures”,

implemented by Caritas Switzerland (as Executing Agency), Caritas Satu-Mare and

the Resource Centre for Roma Communities, Cluj-Napoca, as local partners in

Maramures and Satu Mare counties. Its period of implementation is February 2014-

December 2017.

Detailed and updated information on projects’ activities can be accessed on

http://romainclusionfund.ro/en/.

In education all the three projects implement several activities to integrate Roma children and

to increase their participation into mainstream education system by establishing,

institutionalizing and up-scaling various supplementary education support such as after-

school classes, catch-up summer kindergarten, other support in pre-school and primary

school level and enhancing inclusive education, enhance the involvement of the parents in

the children’s education and capacitate teachers for providing equally better teaching tools.

In the health and social assistance area the three projects target to improve social services

by informing the Roma and other vulnerable groups about their right to access medical

services and health insurance; offering assistance for medical registration; information and

awareness raising on health issues; medical services, nutrition, hygiene, childcare, family

planning, social counselling.

Two of the consortia (TdH and Caritas) implement community development activities in order

to enhance the participation of the communities in the local decision-making process, their

ownership on the projects’ achievements, strengthen them in the relation with local

authorities and other stakeholders and mobilize themselves in finding solutions to their

issues. Two of the projects (TdH and HEKS) offer support and assistance in in housing

rehabilitation or building new houses for the most in need beneficiaries.

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Till end of 2015 the three projects achieved various results in the areas of intervention,

namely: in education, more than 3500 Roma children of other vulnerable groups benefited of

qualitative services of early education or after school program, while in health and social

assistance there were provided several services (free access to medical services, health

awareness campaigns, social care etc.) to more than 5500 beneficiaries, and in housing

approximately 40 families received support in housing rehabilitation or building new houses;

In terms of community development and empowerment, the progress shows that would be

challenging to maintain the projects’ achievements after the projects are ending solely

through community mobilisation and pressure.

Since the start-up of the projects, the three consortia worked consistently towards raising

awareness and lobbying the local authorities for co-financing the project activities in order to

build up premises for post project sustainability. Their efforts have been focused on

education, health care and social assistance services. Thus, the EAs succeeded to obtain

overall, per project, approximately 20% (average) of co-funding among which the biggest

segment pertains to the after-school programme. In addition, EAs and partners already

identified several European Funds for continuing or multiplying the project activities in the

partnership with the local authorities.

However, in order for the project interventions to be sustainable on a long-term basis there

must be a steady financial back-up, condition that can be fulfilled in the actual financial

context only by the central government which has more stable and predictable pool of

resources and revenue generation. The long-term sustainability is also ensured when the

project achievements are transposed within national policies and are funded at all level of

intervention. Here, again, the national government and bodies hold the exclusive patronage

on research and policy development/approval, as well as on the intergovernmental funding

architecture of the social inclusion policies.

Additionally, within project extensions, EAs foreseen solution is the joint advocacy

interventions, which aim at influencing the decision-makers regarding the provision of access

to its steady and predictable pool of financial resources, at redesigning at all-level

governmental funding structures and at transposing the project achievements into national

policies.

Nevertheless, the capacity of the Executing Agencies to advocate together for the integration

of good practices within larger existent national/regional policies and priorities, to enhance

partnerships and to join efforts around it, remains a critical concern. The current situation is

determined by:

- The lack of experience of the Executing Agencies in the area of policy development

at national level;

- The poor awareness of the Executing Agencies on the potential advocacy allies and

stakeholders as well as on the legal policy framework and reforming procedures;

- The lack of awareness among Executing Agencies, partners and donor on the types

and quality of the policy evidences produced by all projects;

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- The challenge for Executing Agencies and their partners to work together strategically

and in synergy in a common area of interest, such as the after-school programme or

early childhood education.

All these challenges are happening within a policy making context which records variations in

several sectorial areas of the social inclusion. This status is mainly determined by the

different level of openness of national public institutions towards reform and of the political

pressure from several key influencers, such as EU, other intergovernmental institutions,

donors and NGOs.

Furthermore, the process of policy development at national level is shaped by several

challenges, such as:

- The general weak political will towards Roma issues;

- The Parliamentary elections to be held in autumn 2016 (which may change the

political environment and the policy interests);

- The frequent changes of ministries or/and heads of national institutions due to

changes within political coalitions;

- The division of responsibilities regarding social inclusion among several ministries

and national agencies which requires partnerships with all institutions in order to

secure their participation and support;

- The shifting of the financial responsibility from the state budget to the European

Funds (which will be exhausted till 2020).

Because of all these challenges, the need for technical assistance for Executing Agencies in

developing and implementing the national/regional advocacy campaigns is a must in order to

support them to overtake the obstacles and to increase their chances of success. Further,

the technical assistance till the end of the projects will provide a very good start-up and will

build up a steady foundation for future advocacy actions for Executing Agencies and their

partners. Specifically, Executing Agencies will be able to test the abilities and skills obtained

in already implemented advocacy actions, will become active partners in the existent

advocacy coalitions and known to all stakeholders.

3.2 Objectives

- To enhance the Executing Agencies’ capacity to develop and implement sound

advocacy actions in order to gain post project support from government at all levels;

- To raise the profile of Executing Agencies and their partners among government,

donors, and other stakeholders in view of strengthening commitments and

investments in the project’s activities which turned into good practices;

3.3 Content of the mandate, terms of reference

SDC will assign the mandate for the implementation of the project to an international/national

organization selected through the present invitation procedure (hereafter called “Bidder”).

The winning bidder will be in charge of implementing the project, in line with the project

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document, log-frame and budget in view of achieving the outcomes. It will be held

responsible for delivering the results.

3.3.1 Profile of the bidding organizations

The binding entity shall have:

- Minimum experience of 3 years in providing technical assistance in advocacy and

lobby at national level to legal entities in Romania or

- Minimum experience of 5 years in implementing national advocacy campaign for

policy development in area of social inclusion of Roma or other vulnerable groups;

- In-depth knowledge of national context of policy development and financing in

Romania;

- Extensive experience in policy development in projects areas of intervention

benefiting Roma and other vulnerable groups would be an advantage;

The organization shall not be an Executing Agency that are implementing the projects co-

financed within the Reform Fund linked to the Inclusion of Roma and other vulnerable

groups.

The experts of the binding organizations should fulfil the following minimum criteria:

- Extensive knowledge and experience of result-based management, as well as

participatory monitoring and evaluation methodologies and approaches;

- Extensive knowledge and experience of capacity building in advocacy and lobby;

- Extensive experience in developing research;

- Extensive experience in advocacy, networking, communication and media, NGO

branding;

- Demonstrated analytical, communication and report writing skills;

- Training and facilitation experience;

- Fluency in written and spoken in English and Romanian;

- The experts should not have been involved in the project design or implementation of

projects funded by Thematic Fund for Roma and other vulnerable groups.

3.3.2 Scope of work

In order to reach the above-mentioned objectives, the contractor will undertake the following

tasks:

A. To conduct an assessment concerning the advocacy and lobbying capacities of

the Executing Agencies and Partners to implement potential advocacy plans

towards a sound sustainability of the projects’ activities;

The assessment would be structured on the following issues:

- Identification of the good practices developed by the projects which can be scaled up

in technical norms for developing/improving national policies related to the project

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activities and the structural obstacles which hinders the implementation of the

national policies at local level;

- Detailed information on the abilities of the Executing Agencies and their partners in

developing and implementing wide national joint advocacy campaigns in the areas of

the projects in which good practices/structural constraints were identified;

- A map all stakeholders, partners or potential allies, target audiences, and key

influencers (including those who might argue opposing views) active in the areas of

the projects;

- An inventory of similar advocacy interventions in the areas of the proposed joint

advocacy campaigns for the purpose of establishment of valuable networking with

actors already engaged in similar advocacy actions.

The stocktaking of the advocacy capacity of Executing Agencies and of the above-

mentioned issues would be realised based on a methodology which will include various

tools, such as desk review, interviews with EAs and their partners, local, regional and

national stakeholders etc.

The tender proposal will present an analysis of the advantages and disadvantages of the

sources and methodology to be used and the techniques to be employed to deal with

potential risks. It is expected the desk review to include publicly available documents

(printed and electronic) as well as information obtained from individual experts. Where

interviews are foreseen, indicative lists of questions and interview schedules must be

provided in the tender.

Further, the tender proposal must outline the timetable and the human resources which

would be involved in these tasks, underlining the expertise and presenting the CVs of the

respective experts.

Results expected and deliverables:

1. A presentation to PMU and SCO Romania, supported by a brief (5 page) set of main

findings, conclusions and recommendation and including a brief competency-based

analysis of the technology transfer that has taken place during this assignment, latest 3

months after the assessment;

2. A draft of the final report including all the elements of the scope of work to be

presented at least 4 months after the inception of the assessment;

3. The final report will be delivered 4 weeks after receiving comments from the PMU and

SCO Romania;

4. A term of reference for development of joint advocacy action plans on each component

of the three projects, prospective areas of capacity development.

The terms of references on joint advocacy strategies will include: the identified good

practices that could be institutionalised and the structural policy constraints; potential

areas for intervention; the map of stakeholders and trends for each area of intervention;

proposed tools in advocacy (case for support, policy briefs etc.) and cooperation with the

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other project implementers at programme level; and analysis of the forecasted success of

the proposed joint advocacy campaigns.

The terms of references would be presented to PMU and SCO Romania in 3 months since

the inception of assessment for feedback and would be finalised in 4 weeks after receiving

comments from the PMU and SCO Romania.

B. To organize and implement a package of capacity building in advocacy

workshops.

Follow up the assessment of the capacity of the three consortia and in accordance with

the findings the winning Bidder would organize minimum 4 workshops (3 days) on

capacity building in advocacy for which would invite maximum 2 representatives of all the

members of the three consortia who are responsible with advocacy campaign

implementation.

The workshops will provide participants the opportunity to learn skills for designing and

implementing a structured joint advocacy strategy, including:

- Choosing advocacy priorities;

- Setting measurable objectives;

- Mapping target audiences;

- Working in partnerships for advocacy;

- Monitoring and evaluating advocacy.

The training material and Agenda for the Workshops should aim to showcase any

relevant tools, techniques, best practice examples, and could provide examples from

successful joint advocacy campaigns approaches used in the projects’ fields in which

good practices or policy implementation constraints were identified.

The workshops will be extremely practical, giving participants the chance to apply the

planning approaches to their advocacy agenda. Participants will be given the opportunity

to work on their own advocacy plan, applying the tools to their country/work context. They

should be able to leave the training with a draft plan for advocacy on the issue of their

choice. They will employ a range of approaches enabling the participants to learn through

group work, presentation, and other stimulating techniques. The workshops will be

facilitated by a combination of training specialists in advocacy and lobby, networking,

media campaigns etc.

The winning Bidder would be responsible with the planning of all the logistics regarding

the workshops, including to invite the participants and to organise the venues. During the

contract period the winning Bidder will be provided with inputs into the preparation of

materials and agenda for trainings and the workshop reports.

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Results expected and deliverables:

- A Detailed Workshop Plan drafted which will include:

- Background to the workshops and materials;

- The learning objectives per each workshop;

- Short description of the training tools and materials to be used;

- Expected results, potential location;

- Baseline data on initial level of knowledge and skills in developing and

implementing national advocacy campaigns in the projects area of

interest for policy development and financing;

- Tools of evaluation of the workshops’ impact;

- Tools of monitoring the implementation of the plan.

- Minimum 4 workshops prepared and delivered with minimum 15 participants per

workshop;

- A training manual;

- Reports on outcomes and responses from participants on each workshop;

- Final comprehensive report regarding the impact of workshops on enhancement of

the members of the three project consortia in developing and implementing joint

advocacy campaigns.

C. To provide on-going support & to coach the Executing Agencies during the

implementation of the advocacy strategies.

The winning Bidder will draft a methodology for providing on-going assistance in building

up and implementing joint advocacy campaigns in the areas of projects’ interventions

based on the findings of the assessment of the capacity in advocacy of the three

consortia implementing the Line 1 projects and in accordance with the terms of reference

in advocacy.

The methodology should include individualised plan of assistance for each joint

advocacy intervention selected by the three consortia based on several criteria

mentioned in the terms of reference. The plans will describe in detail but not limited to:

- The tools of assistance to be used such as mentoring sessions, scheduled

conference calls, in-person meetings support and online platform for discussions;

- The steps in providing the assistance which would be measured through a set of

objectives expected results;

- Types of interventions for providing technical assistance;

- Potential risks and their mitigation;

- Tools of periodic monitoring and evaluation of the technical assistance provided.

Results expected and deliverables

- A methodology sent for feedback to the PMU Romania in 2 weeks from the inception

of workshop;

- The plans of assistance;

- An online platform for communication with the three consortia;

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- Minimum 30 face-to-face coaching sessions (per organisation/per consortia/per joint

advocacy campaign);

- Minimum 16 conference calls;

- Quarterly monitoring reports of the technical assistance;

- Final Report sent for approval to the PMU Romania.

3.4 Time frame, target dates

Deadline Activity

2nd September

2016

Publication of the mandate on: www.eda.admin.ch

12th September

2016

Expression of interest in submitting an offer by email

15th September

2016

Deadline for submitting questions by email

22th September

2016

Deadline for SDC for sending answers by email to all interested

bidders

7th October 2016 Deadline for submission of complete offers

October- Mid

November 2016

Evaluation (negotiations remain reserved) of the offers submitted

November 2016 Communication on decision to all bidding organizations, publication

of award

End of November

2016 Signing of Contract between SDC and implementing organization

1st December 2016 Mandate begins

4 Formal aspects of the invitation to tender

4.1 Contracting authority

Swiss Agency for Development and Cooperation manages the award procedure and is also

the direct mandating party for the bidder.

4.2 Type of procedure

Procurement by the invitation to tender is in accordance with the Federal Ordinance of 11

December 1995 on Public Procurement, PPO, SR 172.056.11.

The award of contract cannot be contested. Additional services can be directly awarded in

exceptional cases for service mandates that are awarded in the invitation to tender FOPP,

Art. 36, para. 2, lit.d.

The contractor reserves the right to directly award additional services to the successful

bidder of a given award procedure if changing service providers is not possible for economic

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or technical reasons, or would entail significant difficulties or incur disproportionate costs for

the contractor.

The three Executing Agencies implementing projects within Line 1 of the RIF, including their

project employees, are not eligible to apply for this tender nor are they allowed to give

information to other bidders. All other are welcome to give in a bid.

4.3 Composition and content of the offer

The bid can be written in the form of a project proposal whereas the format is at the

decision of the bidder, but should not exceed 30 pages excl. annexes. The bid shall

be used as an integral part of the contract. The offer shall include the following

elements below.

Please respect the following structure for your offer, which is compulsory:

Chapter Description

0 Covering letter with signatures

1 Portrait of the organization

1.1 Description of the applicant's structure (organization, company, group, legal

form, core activities), organizational chart/structure of the organization and

designation of the legal representative if any and information on respective

roles and competences leader.

1.2 Description of the ability of the organization to mobilize the requested

expertise within and outside the organization to secure implementation.

1.3 List of reference projects/programmes which prove knowledge and field

experiences in technical assistance in advocacy/development of national

advocacy and/or lobby campaigns. Description of at least three relevant

projects/programs of the bid organization and their main results.

1.4 Economic/financial capability

The bidder has sufficient economic/financial capability to carry out the

mandate and no debts.

Annexes: Excerpts from the commercial register, not older than 3 months (in

original or copy). Bidders from abroad are required to present comparable

current foreign official certificates (in original or copy). Bank statement.

2 Concept note/technical proposal

2.1 Description of methodology for assessment of advocacy capacity of the EAs

and partners, mapping the stakeholders, drafting an inventory of the of

similar advocacy interventions in the areas of the proposed joint advocacy

campaigns

2.2 Description of the methodology to provide technical assistance through

workshops and on-going support and coaching.

2.3 Description of the monitoring and evaluation the project.

2.4 Possible risks and their mitigation.

3 Description of the structure of the project team and their qualifications

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3.1 Description of the structure of the project.

3.2 Profile of key project staff/experts and description of their tasks in the

activities proposed by the tender (advocacy, research and training),

presentation of number of hours/days for fulfilling the tasks, and deliverables

expected to produce; Experience in the region and speaking Romanian is

an advantage. CVs of the experts involved must be annexed to the tender

proposal.

4 Financial Offer – Please submit the financial proposal in accordance with

budget template in annex, with the costs provided in CHF.

All bids must be submitted electronically in pdf-format.

4.4 Budget

The budget will comprise project management with administration and service costs

included, capacity development activities, travelling, communication and public relations

costs.

The budget for the management (e.g. project steering / management, administrative support

staff) should not exceed 30% of the total budget for the mandate. Administration costs are

included in the fees of the management experts and consultants (see “fee rates” below). The

project management team should not be contracted for more than 330 days.

The consultants should not be contracted for more than 210 days.

Fee rates

All fee rates must cover:

- Remuneration paid to Key Staff;

- Administrative costs of employing Key Staff;

- The margin covering the consultant’s overheads, profit and backstopping facilities

such as o general administration and administration related to the Services

(management, personnel administration, secretarial services, book keeping, IT

administration, other support, etc.);

- Contractors may not charge more than for 8 hours in one day. The fees should be

realistic and in accordance with the length of the period necessary for obtaining the

expected results and deliverables requested by the Client.

There would not be a separated chapter for Administration costs as these would be included

in the costs of the management experts and consultants.

Local travel within Romania.

Travel costs for mission to be undertaken by key staff as part of the assignment away from

the base of operation in the country of the assignment.

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Such travel expenses may comprise: Travels by air/ground by the most appropriate means of

transport and the most direct, practicable route, and shall be on what corresponds to

economy class using existing discount schemes.

No reimbursement can be made for the bidder's work in preparing and submitting his or her

offer.

Terms of Remuneration

Payment of invoices will be made on the basis of the acceptance, by the Client, of expected

deliverables. Deliverables that generate payments are identified above in section 3.3.2

Scope of work, subheading “Results expected and deliverables” (pages 5-7).

4.5 Contractual terms

The contract to be concluded is subject to the general terms and conditions for Mandates

Type A and B. The general terms and conditions are considered to be accepted when an

offer is submitted.

5 Suitability criteria

The bidder can verify his or her ability to fulfil the mandate in technical, financial and

commercial terms, resp. shall confirm this with a self-declaration.

SC Suitability Criteria Verification

SC1 General portrait of the organization

The bidder has to fill in the bidder

information.

Written presentation of the

organization;

Written confirmation, signed by

the bidder according to annex 1.

SC2 Experience

The bidder’s organization has enough

experience in managing projects

comparable with the present mandate

in terms of scope and complexity. He

proves this experience with exactly 3

references of projects implemented in

the last 5 years specifically dealing with

technical assistance in advocacy or in

developing and implementing

advocacy campaigns in the projects

interventions.

Reports which will contain data

of at least three projects:

- Time and place of execution

of the mandate;

- Volume of the executed

mandate;

- Description of the provided

services.

The contracting authority

reserves the right to contact the

contact persons indicated.

SC3 Economic/financial capability

The bidder has sufficient

Excerpts from the commercial

register may not be older than 3

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economic/financial capability to carry

out the mandate.

months (in original or copy).

Bidders from abroad are

required to present comparable

current foreign official

certificates (in original or copy).

Written confirmation that

contracting authority reserves

the right to ask for bank

statement before signing the

contract (ECO /FIN).

SC4 The bidder is able to deploy key

persons who can communicate in

Romanian, both orally and in writing,

and are able to compile and supply the

project results and documentation in

English.

Written confirmation with clearly

understandable documentation

about the language skills of the

key persons.

SC5 Self-declaration of bidder on ability to

carry out the mandate.

Application letter.

6 Award criteria

Of the valid offers submitted, the contract will be awarded to the economically most

favourable bid.

Offers will be assessed according to the following award criteria and weighting:

AC Award Criteria Weighting

AC 1 Technical Proposal 70%

AC 1.1 Profile of implementing organization; Experience in

managing similar projects.

15%

AC 1.2 Quality of the technical proposal, containing:

a. The presentation of the methodology regarding

assessment of the capacity of the consortia in

developing and implementing national advocacy;

b. The description of the workshops and mentorship

component;

c. Risk analysis and risk management;

d. Monitoring and evaluation process;

e. Log frame (Outcomes/Results expected with outputs

and activities).

45%

AC 1.3 Qualification and experience of the proposed experts for the 40%

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project management and implementation.

AC 2 Financial Proposal 30%

AC 2.1 Clarity of the proposed costs: realistic estimation of the

costs; are costs covering all the activities; market

conformity of salaries and fees for project staff and

consultants.

40%

AC 2.2 Financial offer - Overall price in CHF

The overall price is to be submitted only together with

the budget form as per Annex 3:

Fees of the consultants;

Travelling expenses;

Capacity development activities;

Communication and Public Relations Expenses;

Other expenses related to the achievement of the

expected results and deliverables.

The overall amount (excl. VAT) across the mandate

will be estimated using the following formula

Score= (Pmin×max.Points

P)

P = price of bid being assessed

P min = price of cheapest bid

max. Points = 5

60%

Award criteria are evaluated on a scale of 0 to 5.

Score Fulfilment and quality of the criteria

0 Cannot be established Information not available

1 Very bad fulfilment Information is incomplete

Data quality is very poor

2 Bad fulfilment Information relates inadequately to the requirements

Data quality is poor

3 Average fulfilment

Information globally responds inadequately to the

requirements

Data quality is adequate

4 Good fulfilment Information focuses well on requirements

Data quality is good

5 Very good fulfilment Information clearly relates to the achievement of outputs

Data quality is excellent

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7 Additional points to be noted by the bidder

7.1 Address for submission of offers

Swiss Agency for Development and Cooperation

thomas.krajnik@eda.admin.ch

7.2 Language of documents, language of bids

The invitation documents are drafted and available in English only. The bid can be submitted

only in English.

7.3 Expression of interest in submitting an offer and receiving documents

Interested bidders can express their interest by submitting an offer per email until 12th

September 2016 (23:59 EAT) at the e-mail provided under point 7.1 and will receive the

terms of reference and additional documents by email in return.

7.4 Answering question

Questions concerning the awarding of the mandate in question can be sent by email till 15th

September 2016 to the contact person named under point 7.1. Please send in questions in

writing by email. By 22nd September 2016, the answers will be made available by email to all

bidders who have expressed an interest in submitting an offer.

7.5 Deadline for submitting a bid and validity

The bid must be sent by email to the contact person named under point 7.1 by 7th October

2016 (23:59 Swiss Time (GMT+2)) at the latest.

The bid is valid for up to 90 days after the aforementioned date for submission.

Please submit the financial proposal in CHF. Receipt of the e-mail will be acknowledged

within 24 hours.

7.6 Negotiations

Remain reserved.

7.7 Confidentiality

All information of any kind that comes to the attention of the bidder in connection with the

tendered mandate of the awarding authority is to be treated as confidential. The content of

the present tender may only be made available to persons taking part in the preparation of

the bid.

17/17

The tender documentation may not be used for any other purposes than preparation of the

bid, even in extracts.

Bidders treat facts as confidential that are not public knowledge or publicly available. In

cases of doubt, facts are to be treated as confidential. This obligation to secrecy remains

valid even after conclusion of the tender procedure.

The awarding authority undertakes to maintain confidentiality about this bid towards third

parties subject to the reserve of statutory publication requirements.

7.8 Integrity clause

Bidders undertake to take all necessary measures to avoid corruption, especially not to offer

or accept payments or other advantages.

Bidders who violate the integrity clause are required to pay a contractual penalty to the

contracting authority amounting to 10% of the contract sum or at least CHF 3,000 per

violation.

The bidder notes that a violation of the integrity clause leads as a rule to the cancellation of

the award or to early termination of the contract by the contracting authority for important

reasons.

The Parties shall inform each other in case of any well-founded suspicions of corruption.

7.9 Protected rights

All protected rights that arise from executing the mandate shall be transferred to the

contracting authority.

8 Annex

The annexes will be sent by e-mail to the interested bidders after expression of interest,

see point 7.3 above.

1. Bidders Information;

2. General Terms and Conditions for Mandates Type B;

3. Budget Template Form Fill in Mandate Type B;

4. Information E-Billing;

5. Logframe Template