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Soft skills of team members
In addition to their specialist qualifications, the following qualifications are required of the team members:
- Attention to detail
- Team skills
- Initiative
- Communication skills
- Socio-cultural skills
- Efficient, partner- and client-focused working methods
- Interdisciplinary and critical thinking
- Willingness and ability to travel and work in remote areas
The bidder is required to include in the expert fee the costs for the provision of adequate working space, workstations, all required IT and telecommunication equipment (e.g., computers, smartphones, tablets, office-based and mobile internet data packages (minimum 3G), as required). None of these costs shall be reimbursed under this contract.
Per-diem and overnight accommodation allowances are reimbursed as a lump sum per unit up to the maximum amounts permissible under GIZ travel regulations for Rwanda as per the table below.
All business travel must be approved in advance by GIZ staff in writing.
Sustainability aspects for travel
GIZ would like to reduce greenhouse gas emissions (CO2 emissions) caused by travel. When preparing your tender, please incorporate options for reducing emissions.
Fee days | Number of experts | Number of days per expert | Total | Comments |
Team Leader | 1 | 96 | 96 | Expert-days within Kigali |
Short-Term Expert Pool (Lead Enumerators) | 3 | 50 | 150 | Expert-days within and outside Kigali (the lead enumerators are expected to form part of the overall pool of 20 enumerators. However, in the budget, the bidder is expected to offer 150 enumerator days at a higher rate to reflect the tasks of the lead enumerators). |
Short-Term Expert Pool (Enumerators) | 17 | 81 | 1,377 | Expert-days within and outside Kigali |
Travel expenses | Quantity | Unit cost Rwf | Total (Rwf) | Comments |
Per-diem allowance for travels outside Kigali | 500 | 25,000 (per day) | 12,500,000 | Lump sum / day |
Overnight allowance for travels outside Kigali | 500 | 34,000 (per night) | 17,000,000 | Lump sum / night |
Transport | Quantity | Unit cost | Total | Comments |
Transport costs to other districts | 100 | 20,000 (per trip) | 2,000,000 | Transportation expenses within Kigali will not be reimbursed and are factored into the expert fee. In cases where the assignment takes place outside of Kigali, transportation will generally be facilitated using a GIZ vehicle and GIZ driver, following GIZ regulations. In the rare cases where GIZ cannot avail a project car, this budget line may be used to cover transportation expenses. However, any use of this budget line must be preceded by a prior written request to GIZ, followed by a prior written approval granted by GIZ. Where possible, public modes of transportation should be used. Note: This budget line can only be utilized if a GIZ car is unavailable and upon receiving prior written approval from GIZ. Also, the budget for transport costs is fixed and will not be amended upwards by GIZ. It is therefore essential that economic modes of transportation are preferred. |
Other costs | Number | Price | Total | Comments |
Communication fees (Airtime for telephone calls only – no internet costs) | 780 | 3,000 | 2,340,000 | This communication will cover telephone interviews for 780 days. |
All trainings for enumerators shall be held at the GIZ offices | 6 training sessions (1 onboarding training; 5 quarterly refresher trainings) | n/a | n/a | GIZ will provide adequate space for the onboarding and refresher trainings, equipped with room, projector, and good internet. Training days will be counted as working days and the daily renumeration fee will be applied. |
Printing costs | 2,500 | 500 (per copy) | 1,250,000 | In principle, printing costs should be avoided. Where possible, electronic/digitized data collection modes should be used. Only where this is not possible, paper-based questionnaires may be printed from this budget line. |
Travel costs for printing service | 30 printing assignments | 4,000 (per delivery) | 120,000 | This budget shall cover the delivery costs from the supplier for delivering printed questionnaires to the office of GIZ or the consultant, where needed. |
Language assessments | 31 | 150,000 | 4,650,000 | In case the proposed team members do not have the required evidence of language proficiency, this budget line shall cover the costs for the language assessments. If it happens to change the experts during the contact period, the contractor will cover the costs for language assessment and these costs shall not be reimbursed under this contract. |
Flexible remuneration | 1 | 19,000,000 | 19,000,000 | A budget of 19,000,000 RWF is foreseen for flexible remuneration. Please incorporate this budget into the price offer. Use of the flexible remuneration item requires prior written approval from GIZ. |
6. Inputs of GIZ or other actors
GIZ is expected to make the following available:
- All relevant project documents (e.g., project logframes, indicator definitions, data collection tools and questionnaires);
- Access to GIZ digital data collection tools.
7. Requirements on the format of the tender
The structure of the tender must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 3) should be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English.
The complete tender must not exceed 10 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g., links to websites) will also not be considered.
The CVs of the personnel proposed in accordance with Chapter 4 shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English.
Please calculate your financial tender based exactly on the parameters specified in Chapter 5 Quantitative requirements. The contractor is not contractually entitled to use up the days, trips, workshops, or budgets in full. The number of days, trips and workshops and the budgets will be contractually agreed as maximum limits. The specifications for pricing are defined in the price schedule
8. Outsourced processing of personal data
The execution of the contract may be associated with processing of personal data by the contractor for the client. Such data processing shall always be carried out only on behalf of and in accordance with the instructions of the client.
Therefore, the client and the contractor shall conclude a contract for order processing (AuV) in accordance with Article 28 General Data Protection Regulation (GDPR). It shall be annexed to these tender documents.
The bidder must set out the technical and organizational measures (TOM) it takes to ensure a high level of data protection and data security in an annex to its bid. This also applies if the bidder has already been audited by the contractor in the past. Details on the relevant TOM can be found at the end of the AuV (see section "Note on technical organizational measures (TOM)"). The TOM of the bidder/contractor must reflect the state of the art, the nature, scope, context, and purposes of the processing of personal data, as well as the risk to the rights and freedoms of the data subjects. After a positive review, the contract is concluded with Annex AuV.
The contractor should also indicate in its bid all relevant certifications it has (e.g., according to ISO 27001).
In addition, the contractor must advise the client on compliance with data protection formalities. This includes to the contractor's obligations as a processor, to record the processing of personal data carried out for the client in a list of processing activities accordance with Article 30 (2) of the GDPR; if the contractor lacks the information required for this, it shall request this from the contracting authority.
Annex 1 – Grid for the technical assessment of bids
Annex 2 – Template for the Technical Proposal
Annex 3 - Invest for Jobs and SD4T M&E Calendar
Annex 4 - Outsourced processing of personal data
Annex 5 – Financial offer template
10. Eligibility Criteria
- Evidence of commercial register entry (i.e. Registration Certificate issued by RDB)
- Evidence of tax registration (i.e. VAT certificate by RRA)
- Evidence of valid tax clearance (issued by RRA)
- Average annual turnover for the last three financial years (last-but-four financial year can be included in case of tenders held within six months of end of last financial year). Worth 240,000,000RWF
- Average number of employees and managers for the past three calendar years: 5 persons (evidence required)
- Atleast 2 reference projects in the technical field of monitoring and evaluation
- Atleast 2 reference projects in Rwanda in the last 3 years (evidence required).
11. Submission of offer: The Expression of Interest should contain the following:
A. Technical Proposal:
- A cover letter expressing your interest in this assignment
- Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, your approach to complete the assignment, template attached.
- CV of the Consultants proposed
- Proof of successful completion of related assignments.
B. Financial Proposal (Template attached): indicates the all-inclusive daily rate, supported by a breakdown of all costs. The costs must be in RWF and VAT
Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and must be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 12th November 2023
Please you must write on each email subject this sentence:
83451340 Technical/financial offer, without this sentence, your offer may not be considered
Only soft copies will be considered
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