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INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES)
Request for Applications
Development of Training Module & Training
Materials on Accessible Elections
RFA No. 15-002
1.1. Purpose
The International Foundation for Electoral Systems (IFES) is currently engaged in implementing the Advancing Electoral Process and Democracy (AEPD) program,
funded by the Canadian Department of Foreign Affairs,
Trade and Development (DFATD) and Australian Department of Foreign Affairs and
Trade (DFAT). The purpose of this Request for Applications (RFA) is to invite prospective applicants to design and develop a training module and training
materials to promote accessible elections. IFES is planning to award a
contract for 2 months, from the beginning of August 2015 to the first week of
September 2015. The total estimated cost will not
exceed IDR. 65.000.000,-
An award will be made only after IFES makes a positive determination that the applicant possesses, or has
the ability to obtain, the necessary management competence to carry out the grant activity, and will practice mutually agreed upon methods of accountability for funds and other assets funded by the Canadian and Australian Embassies. IFES
must be
fully satisfied
that the applicant has the capacity
to adequately perform in accordance
with the principles established
by DFATD and DFAT.
1.2. Coverage & Participation
Issuance of this RFA does not constitute a commitment on the part of IFES to make an award nor does it commit IFES to pay for costs incurred in the preparation and submission of any application in response to
this RFA. Further,
IFES reserves the
right to reject any or all applications received.
2. General Information
2.1. Background
IFES is an independent, non-governmental
organization providing professional support to electoral democracy. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency. In recognition of
this commitment, DFATD and DFAT have awarded IFES with the AEPD program.
Academic institutions, civil society and the media have been involved in promoting public understanding of
and
engagement in the electoral process since the first democratic elections in 1999. Under the AEPD, IFES has a mandate to support such organizations in their efforts, particularly in the fields of effective, credible and electoral process
in Indonesia.
2.2. RFA Schedule
The following is a tentative schedule that will apply to this RFA, but may change in accordance with IFES’
needs or unforeseen
circumstances. Changes will be communicated by
e-mail to all parties.
Issuance of
RFA
Written expression of interest due 15 July 2015
Techni
Answers/Addenda
from
IFES 30 July 2015
RFA Closes
(Application Deadline) 3 August 2015, 6:00 PM
3. Application Preparation Instructions
3.1. Applicant’s Understanding of the RFA
In responding to this RFA, the applicant accepts full responsibility to understand the RFA in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES reserves the
right to disqualify any applicant who demonstrates less than such understanding. Further, IFES reserves the
right to determine, at its sole discretion, whether the applicant has demonstrated such understanding.
Such disqualification and/or
cancellation shall
be at no fault, cost, or liability whatsoever to IFES.
3.2. Good Faith Statement
All information provided by IFES in this RFA is offered in good faith. Individual items are subject to change
at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any
use of the information or for any claims asserted
there from.
3.3. Communication
Verbal communication shall not be effective unless formally confirmed in writing by a specified official in
charge of managing this RFA process. In no case shall verbal communication govern over written
communication.
3.3.1.
Expression of Interest:
organizations that would like to be considered as bidders on the project
should send a written expression
of interest of no more than two pages that provides an organizational profile and a brief suggested approach to the project, no later than 15
July, 2015. Only organizations that submit the expression of interest
will be able to continue in the bidding process. Expressions of interest should be submitted to IFES by email to Program Officer at zulkarnain@ifesindonesia.org, Head of Support at harry@ifesindonesia.org and Procurement Assistant at indah@ifesindonesia.org.
3.3.2. Applicant Inquiries. Inquiries, questions, and requests for
clarification related to this RFA should be
submitted in writing, no later than 28 July
2015 and be directed to:
IFES Indonesia
Intiland Tower, 19th Floor Jl. Jend.
Sudirman
32 Jakarta 10220
∙ Indonesia
Attention: Zulkarnain Lubis, Program Officer, Telephone: +62 21 5795 6795
Fax: +62 21 5795 6807
E-mail: Program Officer at zulkarnain@ifesindonesia.org
, Head of Support at harry@ifesindonesia.org and Procurement Assistant at indah@ifesindonesia.org
3.3.3.
Formal Communications may include, but are not limited to:
·
Questions
concerning this RFA.
·
Expressions of
interest
·
Errors and omissions in this RFA and enhancements. Applicants shall recommend to IFES any
discrepancies, errors, or omissions
that may exist within this
RFA.
·
Verbal
and/or written
presentations by top rated (2 or 3) bidders under
this RFA.
3.3.4.
Addenda: IFES will make a good-faith effort to provide a written response to the questions or
request for clarification that requires addenda by 30 July
2015. All questions, answers, and addenda will be shared with all interested organizations who have submitted expressions of
interest.
3.4. Application Instructions
All applications
should include
the following in
order
for
it to be considered:
1.
Technical Application
·
The technical application must describe in detail the applicant’s (a) Technical Approach; (b)
Organizational Capacity; and (c) project work-plan to implement the Program Description in Article 4 of this RFA. The evaluation criteria
can be found in
Article 3.6. The technical application should be responsive to each element of the evaluation criteria.
2.
Cost Application – Budget and Budget
Notes
·
The Budget should reflect costs associated with the technical activities and deliverables. All applicants must fill out the following cost breakdown for the implementation of the project as described in this RFA. The budget should be presented in local currency. The line item totals
should also be denominated in US Dollars, based on the currency exchange rate established by the Central Bank at the time of application. Unit cost is required and in the case of discrepancies between unit cost
and total costs,
the unit cost will be taken as reference basis in the evaluation. If the applicant organization does not have indirect cost rates approved by a third party auditing company, then all the indirect costs should be converted and presented as direct costs. The
applicant must agree to keep these costs valid for a minimum of 90 calendar days.
·
The Budget
shall be
in
the form of the Budget
Template which is included in Attachment A to the
RFA
and which will be provided in Excel to all bidders who submitted an expression of interest.
·
The Cost Application should include Budget Notes that describes each cost element of the Budget.
3.
A brief
outline of the applicant’s organization and experience,
including:
·
Full legal
name and address
of
the organization
·
Full legal
name of organization’s Director and / or Chief
Executive Officer
·
Applicant’s DUNS
number, if available
·
Applicant’s background, its relationship and work experience
with the government and other
stakeholders
·
Evidence of successful completion of a project of a similar and complexity, and if applicable, an overview of projects
supported by
other international organizations
·
References: If applicable, contact information for three references
from
donor
funded projects similar in scope and a brief description of their implementation (including location and
year).
4.
Filled out Pre-Award
Assessment Form, which is
included as Attachment B to this RFA.
3.5. Application Submission
Applicants that pass the expression
of interest phase and are invited to submit formal applications must
send final applications in electronic copy via e-mail, on or prior to 3 August
2015, 6:00 PM Western
Indonesian Time to Zulkarnain Lubis, Program Officer
at zulkarnain@ifesindonesia.org, Head of Support at harry@ifesindonesia.org and Procurement Assistant at indah@ifesindonesia.org.
·
Addenda
to this RFA.
3.3.5.
Addenda: IFES will make a good-faith effort to provide a written response to the questions or
request for clarification that requires addenda by 30 July
2015. All questions, answers, and addenda will be shared with all interested organizations who have submitted expressions of
interest.
For RFA details
(program description, responsibilities and requirement), please download the
documents at
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