Invitation to tender

Date of publication Simap: 20.10.2020

1. Contracting authority

1.1 Official name and address of the contracting authority

Contracting authority/Authority of assignment: Federal Department of Foreign Affairs FDFA
Procurement authority/Organizer: Embassy of Switzerland (to Kenya, Rwanda, Burundi, Uganda and Somalia)
Rosslyn Green Estate, P.O. Box 2600,  attn Dr. Thomas Oertle, Rosslyn Green Drive, off Red Hill Road,  00621  Nairobi,  Kenya,  E-mail:  thomas.oertle@eda.admin.ch

1.2 Offers should be sent to the following address

PLEASE DO NOT OPEN – BID
Dr. Thomas Oertle
Embassy of Switzerland (to Kenya, Rwanda, Burundi, Uganda and Somalia)
Rosslyn Green Estate, P.O. Box 2600,  attn Dr. Thomas Oertle, Rosslyn Green Drive, off Red Hill Road,  00621  Nairobi,  Kenya,  E-mail:  thomas.oertle@eda.admin.ch

1.3 Desired deadline for questions in written form

03.11.2020

Remarks: No information is given by telephone. Any questions must be addressed by 03.11.2020 in the forum space on www.simap.ch in anonymised form (i.e. without disclosing any information that could reveal the identity of the questioner). Questions submitted late cannot be answered. The answers are published on SIMAP by 13.11.2020. Bidders are themselves responsible for downloading the answers from SIMAP and for taking them into consideration in the preparation of their bids.

1.4 Deadline for submitting offers

Date: 18.12.2020, Specific deadlines and formal requirements:  Bids contain all documentation in accordance with Section 5 Structure and content of the bid and are to be submitted in a sealed envelope as follows:
a. one original signed hard copy labelled «Original»
b. one signed copies labelled, «Signed Copy»
c. one data storage device (e.g. CD, DVD or Memory Stick) of all requested documents
d. Alternative for submission of offers due to exceptional situation of Covid-19:
Due to the exceptional situation of Covid-19 the bidders can by way of exception submit the bid by email only. In this case bidders send the bid (format PDF) to e-mail address: Oertle Thomas EDA OTM <thomas.oertle@eda.admin.ch>, with copy to: Crivelli Fernandez Santos Dominique Kali EDA CRO <dominique.crivelli@eda.admin.ch>; and: Nyamweno Cyprian EDA NYACY <cyprian.nyamweno@eda.admin.ch> by 18.12.2020, 23:59 (CET). The maximum size of the email should be around 10 MB. If it is not possible to send all information in one email, more than one email may be sent. If so, bidders should add the information “email 1 of x, 2 of x...” in the reference line, with each email having a maximum of 10MB. Bids received late cannot be taken into consideration. They will be returned to the bidder.
The email must mention " Tender to SDC for Third Party Monitoring Digital Platform Services, April 2021 - December 2024 (core services) and January 2025-December 2028 (optional services)" in the reference line. And bidders must confirm in the email the binding force of the bid.
The receipt of the bids submitted via email will be acknowledged via email on the date received.

Language(s) for bids: English

1.5 Date of the opening of bids:

11.01.2021, Remarks:  The bids are not opened publicly. In accordance with PPO Art. 8 para. 1d, the contracting authority safeguards the confidential character of all information provided by the bidder. The information to be published after the award of the Mandate and the information to be disclosed in the framework of the PPA Art. 23 para. 2 and 3 remain subject to reservation.

1.6 Type of contracting authority

Confederation (Central federal administration)

1.7 Type of procedure

Open procedure

1.8 Type of order

Order for services

1.9 Scope of international treaties

Yes

2. Objects of procurement

2.1 Service category CPC:

[7] Data processing and associated activities

2.2 Project title of the acquisition

«Third-Party Monitoring Digital Dashboard Services» Duration 01.04.2021-31.12.2024 (Core services) and 01.01.2025 – 31.12.2028 (optional services)

2.3 Reference / project no.

7F-10324 / 7F-10326

2.4 Division into lots?

No

2.5 Common Procurement Vocabulary

CPV:	72200000 - Software programming and consultancy services

2.6 Subject and scope of the contract

Switzerland introduces a Framework for Risk Governance and Adaptive Programming in Somalia. It comprises a system of remote monitoring of humanitarian and development programmes to inform decision-making, ensure accountability and feedback. The object of this tender is a Digital Platform, developed in an agile approach, which will receive, verify, store and display data, collected by a Third-Party Monitoring provider, in dashboards to present performance assessments to multiple stakeholders.

2.7 Location where service is to be delivered

It is expected that the Winning Bidder is able to deliver the project entirely remotely. If face-to-face consultations in the field (Nairobi) were necessary, this would be assessed and agreed upon between Winning Bidder and the Contracting Authority.

2.8 Duration of the contract, framework agreement or dynamic purchasing system

Start: 01.04.2021, End: 31.12.2024

This contract is subject to renewal: Yes

Description of renewals: Subject to milestone reviews at 12 months, 2 years and 4 years. Optional services to commence pending review, start: 01.01.2025 – 31.12.2028.

2.9 Options

Yes

Description of options: Optional services to commence pending review, start: 01.01.2025 – 31.12.2028.

2.10 Award criteria

AC 1.1 Mandate Overview & Team Resources  Weighting 15% 
AC 1.2 Project Proposal  Weighting 20% 
AC 1.3 Technical Proposal  Weighting 20% 
AC 1.4 Dashboard Mockups  Weighting 15% 
AC 1.5 Financial Proposal  Weighting 30% 

2.11 Will variants be accepted?

No

2.12 Are partial offers permitted?

No

2.13 Implementation date

Start 01.04.2021 and finish 31.12.2024

Remarks: Subject to milestone reviews at 12 months, 2 years and 4 years. Optional services to commence pending review, start: 01.01.2025 – 31.12.2028.

3. Conditions

3.1 General conditions of participation

None

3.2 Deposits/guarantees

None

3.3 Conditions of payment

None

3.4 Costs to be included

None

3.5 Consortium of bidders

Consortia of bidders are not permitted.

3.6 Subcontractor

Sub-contractors are permitted, subject to the prior approval of the awarding entity. If the bidder engages subcontractors in order to carry out the work, the bidder will assume overall responsibility. It will list all the subcontractors involved, together with the roles allocated to them, in annex 1 "Bidder information".
Any contractual delegation by the contractor of performance of all or part of the present contract to subcontractors shall be subject to the prior written consent of the contracting authority. Subcontractors and their personnel must satisfy all conditions stipulated in the present contract and the appendices thereto. The contracting authority shall be liable solely to the contractor. In the event that the contractor delegates performance of all or part of the contract, the contractor shall bear sole liability for the acts of any subcontractors.

3.7 Eligibility criteria

Based on the criteria given in the documentation

3.8 Evidence required

Based on the evidence required in the documentation

3.9 Conditions for obtaining the tendering documentation

Costs: none

3.10 Languages

Languages for offers: English

3.11 Validity of offers

180 days after deadline for receipt of offers

3.12 Supplying source of the tendering documentation

at www.simap.ch
Documents of the invitation to tender are available from: 20.10.2020  until  18.12.2020
Languages of documents: English
Further information for obtaining the tendering documentation: Further information to obtain the tender documentation: The documentation on the public call to tender for the project mentioned can be downloaded from the platform www.simap.ch under: Running procedures, Confederation, Invitations to tender. In order to do so, you first have to register in the mentioned project. You will then be able to log in and use the password that you will have been sent by e-mail to download the documentation desired.

4. Other information

4.1 Conditions for tenderers from Non-Member States of the WTO Agreement on Government Procurement

None

4.2 Terms of business

These General Terms and Conditions for IT Services (GTC IT Services) and General Terms and Conditions for IT Works Contracts and Contracts for the Maintenance of Individual Software (GTC IT Maintenance) shall be deemed accepted by the contractor on submission of the offer.

4.3 On-site visit

remain reserved

4.4 Essential requirements

The contracting authority awards public contracts for services provided in Switzerland only to bidders who ensure compliance with the health and safety regulations and employment conditions for employees, as well as equal pay for women and men.
If the service is provided outside Switzerland, the participant must ensure at least compliance with the International Labour Organization’s fundamental conventions in accordance with Annex 2a PPO.
The self-declaration form “Compliance with working conditions, workplace health and safety regulations and requirement of equal pay for men and women: Declaration by the supplier” has to be signed and is to be submitted with the participant application.

4.6 Additional information

The option of directly awarding follow-up mandates is reserved.

4.7 Official organ of publication

www.simap.ch

4.8 Procedures for appeal

In accordance with Art. 30 of the Law on Public Procurement an appeal can be lodged in writing within 20 days of publication of the above instruction with the Federal Administrative Court, Postfach, 9023 St.Gallen. The complaint is to be submitted in duplicate and must contain the request, the reasons supporting it including indication of the evidence and the signature of the complainant or his/her representative. The complaint must be accompanied by a copy of the present publication and by available evidence.