Tender Notice – Drafting Global Methodology to Analyse Enablers and Incentives of Election Related FIMI

Tender Notice – Drafting Global Methodology to Analyse Enablers and Incentives of Election Related FIMI

International IDEA – The International Institute for Democracy and Electoral Assistance

Tender Reference No: 2024-04-055
Assignment Name: Drafting global methodology to analyse enablers and incentives of election related FIMI
Project Name: Combating Electoral Foreign Information Manipulation and Interference (FIMI)

Deadline for Submissions: Proposals must be submitted on or before 23:59 (CET), 9 June 2024. Late submissions will not be considered for evaluation.

Address for Submissions: E-mail: tendersubmissions@idea.int

This email address is set up with auto-response to acknowledge emails received. In the event that you did not receive an autoreply, please send a text message prior to submission date (NO CALLS, CALLS WILL NOT BE ANSWERED) to this number +46725375735. In your text message, please provide the following:

• Tender reference no. and title/assignment name;
• Email address you used for submission;
• Date and Time, you sent your submission (e.g. 01 December 2021, 12:30 CET);
• Please also forward the above details to tender@idea.int prior to the submission deadline.

Format for Submissions: Proposals must be submitted by email. Technical and Financial proposals must be submitted in separate files and marked accordingly. Price should not be mentioned in the Technical Proposal.

The following text should be put in the subject field of the email: Tender No. 2024-04-055 Technical and Financial Proposals – Do not open before 23:59 (CET), 9 June 2024.

Email Address for Clarifications: E-mail: tender@idea.int

Clarifications may be requested via e-mail no later than 31 May 2024 at the above email address. Note a response to a request for clarifications will be issued to all tenderers on our website http://www.idea.int/. Therefore, tenderers are advised to check the website regularly during the process.

Note: there are two different email addresses as outlined above, one to be used for Submission of your final proposal and the second one to be used for clarifications and other related correspondence.  

REQUEST FOR PROPOSALS

Section 1 General Information

1.1 The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization established in 1995, with member states across all continents, which aims to support sustainable democracy world-wide and assist in the development of institutions and the culture of democracy. At the interface between research, fieldwork and the donor community, IDEA provides a forum for dialogue, builds networks of experts, develops training materials and provides strategic advice at international, regional and national level, cooperating with a range of organizations.

1.2 International IDEA now invites proposals from qualified consultants (firms, organizations, individuals) for Drafting global methodology to analyze enablers and incentives of election-related FIMI. The services include conducting an analysis of the tangled network of actors behind election-related FIMI and identifying the financial, political, and legal enables and incentives in four Francophonie countries identified by International IDEA. A detailed description of the assignment is provided in the Terms of Reference attached to this Request for Proposals.

1.3 Tentative timeframe: It is anticipated that the services will commence mid to end of June 2024 and they will have to be completed before 1 April 2025.

1.4 Estimated budget: EUR 18,000-EUR 20,000 (including VAT and other applicable taxes).

Section 2 Preparation of Proposals

Essential Requirements

2.1 Language: The official language for the proposal, contract, reports and any other documents in relation to the assignment is English.

2.2 The proposal should provide the following information:

1. A brief description of the individual/company/organization and an outline of recent experience on assignments of a similar nature;
2. The proposed methodology and work plan for performing the assignment, along with any comments or suggestions on the Terms of Reference;
3. CV(s) of consultant(s), including information on their previous experience in similar assignments;
4. Sample or links to samples of previous work on an assignment of a similar nature, including on broader issues of information integrity in elections;
5. A completed and signed declaration of honour form (enclosed).

Financial Proposal

2.3 The price broken down in lump sum based on the daily rate and estimated number of days to complete the assignment (please refer to enclosed TOR). Price should be tax inclusive.

2.4 International IDEA is not tax exempt and does not have VAT number. The Bidder must act in accordance with their country’s tax laws as it relates to providing services/goods to the customers/clients. The Bidder shall be responsible for their own tax obligations as per laws of the respective country.

2.5 The assessment of the financial offer will be based on the price indicated in the bidder’s proposal.

Section 3 Submission of Proposals

3.1 Proposals should be submitted in electronic format by e-mail. Technical and Financial Proposals must be submitted in separate files and marked accordingly. The full details on how to submit proposals is under Tender Notice at the beginning of this document.

3.2 Proposals must remain valid for at least 90 days following the deadline for their submission stated under the Tender Notice. During this period, the consultants are expected to keep available the professional staff proposed for the assignment.

Section 4 Evaluation of Proposals

Technical Evaluation

4.1 The proposals will be evaluated and scored against the following technical criteria with respective corresponding weights:

1. Specific experience in similar assignments or activities or project regions (maximum 35 points);
2. Adequacy of the proposed methodology and work plan in responding to the ToR and in alignment with the project objectives (maximum 35 points);
3. General, demonstrable and relevant knowledge of the subject (maximum 30 points).

The maximum technical score (T) is 100 points.

Financial Evaluation

4.2 The currency used for evaluation is EURO.

4.3 The financial scores (F) will be computed as follows:

The lowest evaluation price proposal (E_m) will be given a financial score (F_m) of 100 points.

The financial scores of the other proposals will be computed applying the formula:

F = 100 x E_m/E, where:

• E_m is the lowest evaluation price; and
• E is the evaluation price of the proposal under consideration.

Consolidated Technical and Financial Score

4.4 The final consolidated scores (S) will be computed by applying the formula:S = t x T + f x F, where: t is the weight given to the technical score, f is the weight given to the financial score.

The weights given to the technical and financial scores are:

• t = 80%;
• f = 20%.

4.5 The consultant ranked highest will be invited to negotiate the contract and if negotiations are successful the selected consultant will be awarded the contract. Should the negotiations fail; the second ranked consultant will be invited to negotiations.

4.6 International IDEA reserves the right during the negotiation stage to vary at the time of award of contract, the quantity of services and/or goods, or scope of work by up to a maximum of twenty-five per cent (25%) of the original TOR. This negotiation will not permit any changes to unit fee rates or other terms and conditions outlined in the tender proposal.

4.7 International IDEA reserves the right to directly award a follow up contract to the contractor selected for the tender to carry out potential future work related to this initial assignment. This will depend on satisfactory delivery of the tender assignment.

Section 5 Final Considerations

5.1. International IDEA will not be bound to select any of the proposals.

5.2 The following documents are enclosed with this Request for Proposals:

• Terms of Reference;
• Declaration of Honor form;
• Contract General Terms.

5.3 Further information on International IDEA may be found on our website http://www.idea.int/.

5.4 Both the successful and unsuccessful bidders will be notified in writing following the completion of the evaluation and contract award process.

Complaints regarding any aspect of the tender process should be addressed in writing to both the Internal Auditor and the Executive Director at International IDEA. The address is tender.complaints@idea.int.

The Tender Notice and Request for Proposal, Terms of Reference, Declaration of Honour Form and Contract General Terms and Conditions are available at: https://www.idea.int/about-us/procurement-and-tenders.