PRESELECTION NOTICE FOR A SOCIAL MARKETING ORGANISATION FOR HAITI Requirements for the Qualification Document Ref: German Financial Cooperation with the Caribbean, BMZ ID 2006 66 404 Financing: KfW (German Development Bank) Project: Caribbean HIV/AIDS Prevention and Reproductive Health Promotion Programme 1. INTRODUCTION The Caribbean Community (CARICOM) is the recipient of German Financial Cooperation (FC) funds via the German Development Bank (KfW) for a regional social marketing Programme in the Caribbean. CARICOM has delegated the implementation of the Programme (known as CARISMA 2) to Options Consultancy Services (Options). Options, known as the Regional Consultant, will subcontract Social Marketing Organizations (SMOs) to conduct social marketing activities across the Caribbean region. Options is calling for Qualification Documents (QDs) from SMOs or other interested organisations who wish to implement a 36 month Reproductive Health Programme in Haiti under this programme. Please note that this RH programme is not intended to cover HIV/AIDS. The programme’s aims are likely to include: increased consistent use of contraceptive methods and positive changes in terms of health seeking behaviour; a reduction in the number of unplanned pregnancies among youth; improved uptake of testing/treatment for Sexually Transmitted Infections (STIs); increased access to contraceptive services in rural areas and increased male involvement in Sexual and Reproductive Health. Information about the programme can be downloaded from www.carisma-pancap.org. The Terms of Reference and the LogFrame for the overall programme will be made available to shortlisted bidders with the tender documents at the next stage of the bid process. This contract award procedure shall be governed by the KfW Guidelines for the Assignment of Consultants in Financial Cooperation – see www.kfw- entwicklungsbank.de/ DE_Home/Service_und_Dokumentation/ Online_Bibliothek/PDF- Dokumente_Richtlinien/Consultingrichtlinie_E_11_200615701.pdf. Should the SMO be involved in commodity procurement, the KfW Guidelines for Procurement of Supply and Works Contracts - www.kfw- entwicklungsbank.de/DE_Home/Service_und_Dokumentation/Online_Bibliothek/PDF- Dokumente_Richtlinien/ Vergaberichtlinie_E_05_2007.pdf shall apply. Issuance of this preselection notice does not commit to an award. No payment or reimbursement will be made for costs incurred in QD preparation and submission. The total estimated ceiling amount established for this contract is approximately €1,000,000. It is assumed that this contract shall start on or about 1 January 2010 and with an end date of 31 December 2012. The deadline for submission of QDs is Monday 14 September 2009, no later than 17:00 (London time) to: firstname.lastname@example.org and copied to email@example.com and firstname.lastname@example.org. An original copy of the QD shall also be submitted to: Sue Dean Contracts and Procurement Specialist Options Consultancy Services 20 – 23 Greville Street London EC1N 8SS United Kingdom QDs submitted after the deadline will not be accepted and will be returned unopened. Any questions concerning this notice should be submitted in writing via email to the attention of Sue Dean email@example.com and copied to firstname.lastname@example.org and email@example.com. The latest date for receipt of questions regarding this notice is no less than two working weeks before the submission date. 2. THE QUALIFICATION DOCUMENT 2.1 Content and Length The purpose of this document is for prospective bidder to demonstrate that they have the required knowledge, experience and capacity to implement the Programme. Specifically, the qualification document should include and/or demonstrate: A certification of declaration of free, fair and competitive awarding. A form for this certification is provided in Annex 1. Confirmation that none of the other reasons for exclusion apply (see paragraph 1.04 of the KfW Procurement Guidelines, the web link for which is provided on the previous page). Evidence of relevant technical experience Details of the bidder’s experience in the execution of comparable projects (to include details of the client/funder, brief description of the project, its value and project dates) in one or more of the following areas: Reproductive health, HIV/AIDS/STIs, social marketing, BCC campaigns, research & outreach/interpersonal communications; Evidence of relevant experience in Haiti or comparable country Details of the bidder’s experience in Haiti or other comparable countries, preferably in a relevant sector (to include the same details as for the bullet point above); Details of the bidder’s experience in Haiti working with the Government and/or aligning the bidder’s activities with Government priorities (to include the same details as for the bullet point above). No more than a total of 10 references covering the above two categories should be submitted. Suitability of personnel, or other technical resources Availability of qualified personnel (in the technical areas outlined in the third bullet above) and appropriate facilities and equipment. CVs are not required in the qualification document, but brief details of key personnel should be provided; Adequate institutional capacity The organisation has been in existence for more than 3 years Adequate financial capacity. This should be in the form of a letter, not more than six month’s old, from the bidder’s bank, confirming that the bidder has adequate financial resources to implement the Programme. Strong organisational management and control systems are in place. If the bidder is a consortium, a declaration on associated firms should be submitted in which each consortium member separately confirms that they agree to associate with the lead bidder. The qualification document should be submitted in English and be no more than 3 pages long, including reference but excluding annexes, with a minimum font size of 11 points. A corporate brochure or other capability statement may also be separately included. 2.2 Evaluation of the Qualification Document The envelope, or email, containing the qualification document will be opened and examined for completeness. Any incomplete qualification document will be automatically disqualified. The document will be evaluated according to the criteria specified in 2.1 above and in line with the evaluation matrix below: Figure 1: Evaluation Matrix for the Qualification Document Criteria % Evidence of relevant technical experience 35 Evidence of relevant experience in Haiti or comparable country 25 Suitability of personnel, or other technical resources 25 Adequate institutional capacity 15 Any qualification document scoring 70% or more will be considered to be successful and shortlisted for the next stage. Full invitations to tender, including terms of reference, inviting submission of technical and financial proposals will then be sent to each of the shortlisted bidders. ANNEX 1: BIDDER’S CERTIFICATION: QUALIFICATION AND TENDER DOCUMENT FOR A SOCIAL MARKETING ORGANISATION FOR HAITI Declaration We underscore the importance of a free, fair and competitive procurement process that precludes fraudulent use. In this respect we have neither offered nor granted, directly or indirectly, any inadmissible advantages to any public servants or other persons in connection with our bid, nor will we offer or grant any such incentives or conditions in the present procurement process or, in the event that we are awarded the contract, in the subsequent execution of the contract. We also underscore the importance of adhering to minimum social standards ("Core Labour Standards") in the implementation of the project. We undertake to comply with the Core Labour Standards ratified by the country of ____________________ (name of country/ies of implementation). We will inform our staff about their respective obligations and about their obligation to fulfil this declaration of undertaking and to obey the laws of the country of _____________________ (name of country/ies of implementation). (Place) ...................................... this ................ day of .......... Name…………………………………………………………… Title……………………………………………………………… Name of company ............................................................... Signature(s)…………………………………………………….