Subject: Solicitation for the Review, Development and Digitalization/Animation of Election Training Materials

Transcription

1 Date: Octber 4, 2016 Ref.: RFP/17/001 Subject: Slicitatin fr the Review, Develpment and Digitalizatin/Animatin f Electin Training Materials The Internatinal Fundatin fr Electral Systems (IFES), invites yur firm t participate in this cmpetitive slicitatin fr pricing, delivery, and terms f ptential sale f the fllwing services fr the IFES ffice in Nairbi, Kenya. IFES reserves the right t reject any and all ffers, t add, delete, r mdify any element f the slicitatin at any time withut prir ntificatin and withut any liability r bligatin f any kind. This RFP des nt bligate IFES t enter int a cntract nr des it bligate IFES t pay any csts incurred in the preparatin f submissin f any respnse. BACKGROUND IFES is an independent, nn-gvernmental rganizatin (NGO) with headquarters registered in the United States f America. IFES supprts citizens rights t participate in free and fair electins. Our independent expertise strengthens electral systems and builds lcal capacity t deliver sustainable slutins. Since 1987, IFES has wrked in ver 145 cuntries frm develping demcracies, t mature demcracies. DESCRIPTION OF SERVICES Functinal Requirements Cntractrs must submit a timeline in the prpsal shwing the perid required t develp, implement, and carry ut their services. Intrductin Fllwing the 2013 electins, the IEBC undertk a pst evaluatin f the entire electral framewrk including training f its fficials. The evaluatin made several bservatins including: That the rganizatin and quality f the training and the three-day training schedule was nt sufficient and the actual training was cnducted amid ther cmpeting electral activities; The cascade apprach that was used did nt sufficiently prepare the trainers t deliver in the technical areas; Nn-experts cnducted training n sme technical areas such as legal and ICT; Training n Electral Vter Identificatin Devices (EVID) System and the Result Transmissin System was nt effective due t inadequate time and the lack f devices fr practical training;

2 In respect t training materials, the Cmmissin develped supprt materials. The materials were inadequate and delivered late due t many reviews. Chesiveness in cntent and timely availability f the materials wuld have been achieved had a prject team apprach been emplyed in material develpment. The evaluatin prcess identified areas fr imprvement n varius areas including training methdlgy and materials. As part f the imprvement in the vter registratin and electral peratin, IFES will wrk with the IEBC t review its training materials, and generate e learning mdules and advise n effective training methdlgy. IFES will wrk with the IEBC t develp traditinal manuals and generate e-training mdules t enable self-learning and prvide electral fficials with reference materials. This will enable mnitring f training, assessment f cnsistency in applicatin, and cmplement the traditinal cascade training methdlgy. The bjectives f the material develpment are: t facilitate practical learning by vter registratin and electral peratin fficials; t enhance cnsistency and efficient vter registratin and electral peratin activities; t facilitate e-learning, mnitring and evaluatin f electral peratins training; and, t facilitate efficient training f all electral fficials within the statutry timeframes and enable fficials t access reference materials. Scpe f wrk IFES wishes t engage the services f a prfessinal firm, n behalf f the IEBC t review, develp, and prduce digitized training materials and peratinal manuals n the electral peratin prcesses. The materials develped will take in cnsideratin f imprved materials generated in 2012 by the IEBC. The materials will include mdules n the entire electral prcess and emphasize practical learning. The practical learning will address the hw t d prcesses custmized t IEBC systems including electral technlgy etc. The digitalized materials will aim t create unifrm learning teaching aids that will ensure that the learners get cnsistent message and quick reference f prcesses. The qualifying cntractr will have the ability t prduce bth vide and animated digital learning materials using a variety f appraches and fr a variety f audiences. Pssible material tpics t include but are nt necessarily limited t: Vter educatin and guides; Vter Registratin; Electral Results Reprting; Electins Dispute Reslutin; Plling Statin Operatin; Electins Security Officers; Plling Statin Diary; Prcurement Prcedures Electins Observers Training; and Plitical Parties Agents Training. Page 2 f 5

3 REQUIREMENTS Prspective cntractrs must submit the fllwing infrmatin in their respnse: 1. A technical prpsal in English addressing all elements described in Sectin 4, Scpe f Wrk, Specificatins and Requirements, and demnstrating the fllwing: Understanding f training and capacity building thrugh knwn methds f adult learning; Demnstratin f capacity fr material develpment fr material develpment; Ability t d synchrnus and asynchrnus training materials; Ability t incrprate vide and animatin; Ability t incrprate cmprehensin testing; Ability t prduce materials that resnate with audiences with lw rates f literacy r physical disabilities; Can suggest slutins apprpriate t envirnments with lw bandwidth; and, Prven ability t prduce multiple prjects simultaneusly. 2. A budget in (lcal currency fr vendrs registered in Kenya) with all applicable taxes/charges clearly identified, prvided against each f the categries f services described in this request. 3. Relevant past experience t include: (1) examples f similar prjects; (2) list f clients, and; (3) Names, addresses, and telephne numbers f three business references, and apprval t cntact the listed references. 4. A cntact name, address, and telephne number t facilitate cmmunicatin between IFES and the prspective cntractr. 5. If a gvernment, its agents, r agencies, have an wnership r managerial interest in the cmpany, the prspective cntractr must indicate this when submitting its ffer. Failure t d s will result in the prspective cntractr s ffer being remved frm cnsideratin. 6. A brief utline f the cmpany, including: a. Full legal name and address f the cmpany r individual; b. Crprate and tax registratin dcuments c. Full name f the legal representative (president r managing directr) f the cmpany (nt applicable fr individuals); d. Name f any individuals r entities that wn 50% f mre f the cmpany; e. Year business was started r established; and 7. The prspective cntractr must disclse in writing with its respnse any subcntracting that will take place under an award. Failure t disclse subcntracting relatinships will result in the prspective cntractr s ffer being remved frm cnsideratin. (if permitted by the slicitatin) / N subcntracting is allwed under this slicitatin. 8. Prspective cntractr must be legally registered under the laws f the cuntry in which they are rganized and pssess all licenses, permits and gvernment apprvals necessary fr perfrmance f the wrk. Delivery Address: IFES Kenya, Rshanmaer Plaza, Lenana Rad, Nairbi Page 3 f 5

4 EVALUATION IFES will evaluate bids based n the fllwing criteria: 1. Demnstrated cntractr s expertise and rganizatinal experience (20% weight) 2. Demnstrated understanding f the RFP Requirements and ability t accmplish tasks referenced in Descriptin f Services (30% weight) 3. Timeline (20% weight) 4. Reasnableness f cst prpsal (30% weight) Evaluatin Criteria Grading fr Each Criterin: Highly Exceeds Expectatins 5 Pints Slightly Exceeds Expectatins 4 Pints Meets Expectatins 3 Pints Meets mst but nt All Expectatins 2 Pints Des Nt Meet Expectatins 1 Pint SCHEDULE OF EVENTS Release f RFP Octber 4, 2016 Questins Due Octber 10, 2016 by 5:00 PM Nairbi lcal time Answers frm IFES Octber 13, 2016 RFP Clses All Bids Due Octber 18, 2016 by 5:00 PM Nairbi lcal time All ffers must be submitted t Ms. Salima Wiggins at swiggins@ifes.rg and Ms. Jenny Xu at jxu@ifes.rg r in a hardcpy sealed bid which must be n a cmpany s letterhead with cmpany s cntact name and address. Preference will be given t bids submitted via , hwever, sealed bids may be delivered by hand t IFES ffice in Kenya at Rshanmaer Place, Lenana Rad, Nairbi, Kenya. submissins must state RFP/17/001 and the cntractr s name in the subject line. GENERAL TERMS AND CONDITIONS 1. IFES will nly cnsider respnsive qutes frm respnsible cntractrs fr award. 2. Cllusin is strictly prhibited. Cllusin is defined as an agreement r cmpact, written r ral, between tw r mre parties with the gal f limiting fair and pen cmpetitin by deceiving, misleading, r defrauding a third party. 3. Prices quted must be valid fr entire length f cntract. 4. Unit prices are required and in the case f discrepancies between unit price and ttal price, the unit price will be taken as reference basis in the evaluatin. 5. All prcurement will be subject t IFES cntractual terms and cnditins, and cntingent n the availability f dnr funding. 6. IFES reserves the right t accept r reject any qutatin r stp the prcurement prcess at any time, withut assigning any reasn r liability. 7. IFES reserves the right t accept all r part f the qutatin when awarding the cntract. Page 4 f 5

5 8. All infrmatin prvided by IFES in this RFP is subject t change at any time. IFES makes n certificatin as t the accuracy f any item and is nt respnsible r liable fr any reliance n r use f the infrmatin r fr any claims asserted therefrm. 9. IFES reserves the right t require any prspective cntractr t enter int a nn-disclsure agreement. 10. The RFP des nt bligate IFES t pay fr any csts, f any kind whatsever, which may be incurred by the prspective cntractr r any third parties, in cnnectin with the Respnse. All Respnses and supprting dcumentatin shall becme the prperty f IFES. 11. All questins and respnse must adhere t the schedule nted abve and shall be t the attentin f Ms. Salima Wiggins at swiggins@ifes.rg and Ms. Jenny Xu at jxu@ifes.rg. All cntractrs must submit the dcumentatin requested abve, including details f refund and prduct warranty plicies. IFES has zer tlerance fr fraud. Fraud is any act r missin that intentinally misleads, r attempts t mislead, t btain a benefit r t avid an bligatin. If yu have cncerns abut ptential fraud in any way related t IFES prjects, cntracts r activities, please cntact IFES Cmpliance Htline at cmpliance@ifes.rg r at END OF RFP Page 5 f 5