[20/000604] Framework agreement - Global Health and SRHR

Additions

2. The information was added 5/29/2020 by Ellica Plymoth
I got a question about what to write under section "Additional competences(see section 4.3.1) at "Appendix 9- Template for CV-Contract Area 1" and at "Appendix 10- Template for CV-Contract Area 2".

I've looked at the Appendix and seen there has been a mistake made by me, so I have now uploaded two new versions of "Appendix 9- Template for CV-Contract Area 1- new version 29-05-2020" and "Appendix 10- Template for CV-Contract Area 2- new version 29-05-2020" and I have deleted the section who says "Additional competences" at Appendix 9 and at Appendix 10, so please use the new versions of CV templates, when you submit the tender.

Additions

1. The information was added 5/26/2020 by Ellica Plymoth
Please use the new updated document "Appendix 8- Template for reference assignments- Contract Area 2- New version, 22-05-2020" and the document "Appendix 10- Template for CV- Contract Area 2- New version, 22-05-2020" when you submit the tender. I updated the two (2) documents, since the numbers at the Appendix were wrong written.

Contract Document
Below is the entire structured tender form. In case a structured tender price form is used, it is shown in a separate menu to the left. When creating the e-tender you will see the tender form where you make your responses. Make sure to check if the Procurement officer have additional instructions.

1 General orientation

1.1 Information on the contracting authority
Sida, the Swedish International Development Cooperation Agency
Valhallavägen 199
105 25 Stockholm
Reg. no: 202100-4789

Sida is a contracting authority that works on behalf of the Swedish Parliament and the government to reduce global poverty. Through its work and collaboration with other organisations, the agency contributes to the implementation of Sweden's Policy for Global Development (PGU).
One aspect of Sida’s efforts involves the implementation of Swedish development policies intended to create opportunities for poor people to improve their living conditions. Sida’s mission also includes conducting reform cooperation in Eastern Europe. The third part of Sida’s mission is to provide humanitarian assistance to people in need.
The agency conducts enhanced development cooperation with a total of approximately 36 countries in Africa, Asia, Europe and Latin America. Sida’s selection of cooperation countries are based on political decisions made by the Swedish government.
Sida’s mission is to allocate grants and other funding. Operations are primarily managed by the government’s guidelines describing the goals for each year’s operations and the size of the development aid budget.
The agency’s staff assist the government with assessments and provide it with the information it requires in order to design and implement its development assistance policies. Sida participates in advocacy work for Sweden's high-priority issues and conducts dialogues with other countries as well as international organisations. Sida’s duties also include the reporting of statistics and disseminating information regarding its activities.
Sida is financed by tax money and the agency administers roughly half of Sweden’s total development aid budget. The other half is primarily channelled through the Ministry of Foreign Affairs. All of Sida’s work shall be carried out in a cost-effective manner, with a focus on results.
Sida has over 700 employees, distributed between the three offices in Sweden as well as in the field, in Sida’s cooperation countries.

 
1.2 Purpose and background of the procurement
The purpose of this procurement is to set up two separate framework agreements to complement Sida's internal expertise on Global Health and SRHR (as outlined in Appendix 1 – Terms of Reference.)
The procurement consists of two contract areas. Tenders can be submitted for both or for one contract area of the procurement. Each contract area will be evaluated and awarded separately.

 
1.2.1 Contract Area 1 - Helpdesk Services
The purpose of this assignment is to set up and operate a helpdesk to provide expert support to Sida’s (unit for Sustainable Global Social Development and for the regional SRHR-team at the Embassy in Lusaka for the strategy for sexual and reproductive health and rights (SRHR) in Sub-Saharan Africa, 2015 - 2020) as well as thematic and methodological support within the areas of Global Health and SRHR for Sida HQ and the selected Swedish Missions Abroad (Embassies).

The support provided will be in the form of Helpdesk Services (maximum 5 days or 600 000 SEK), offered on request from both Sida HQ and the listed selected Swedish Missions Abroad (Embassies) with development cooperation. The services will compliment and strengthen Sida’s capacity on Global Health and SRHR.
For Contract Area 1, framework agreement will be signed with one (1) tenderer.
For further information on Contract Area 1, see sections 2.2  Appendix 1 – Terms of Reference.
Sida currently has a contract with a firm constituting a Helpdesk for Global Health and SRHR ending in aug 31.

 
1.2.2 Contract Area 2 - Short-term assignments
The framework agreement aims to meet Sida's needs of expertise within the area of Global Health and SRHR. The difference from the Helpdesk assignment (Contract Area 1) is that the framework agreement is designed for short-term assignments (longer than 5 days and above 600 000 SEK) and that travel is allowed.
For Contract Area 2, framework agreements will be signed with three (3) tenderers, provided that as many eligible tenders are received. Contracts under the framework agreement will be awarded through renewed competitive tendering. The call-off enquiry is issued to all suppliers contracted through framework agreements.

If only one tenderer can be accepted, shall not the above procedure for call-off assignments be used. In such a case, shall all call-off inquiries directly be adressed to the selected supplier.
The framework agreement includes only services amounting to a maximum of 2 000 000 SEK per call-off assignment.
For further information on Contract Area 2, see sections 2.2 in Appendix – 1 Terms of reference.

Sida currently has a contract with a firm constituting Short-term assignments for Global Health and SRHR ending in aug 31. 

 
1.3 Value of the framework agreement
The value of the framework agreement for contract area 1- helpdesk services within the area of global health and SRHR is approximately 3 000 000 SEK excl VAT per year.

The value of the framework agreement for contract area 2- short-term assignments within the area of global health and SRHR is approximately 6 500 000 SEK excl VAT per year.

 
1.4 Eligible to call-off
The Framework Agreements will be at the disposal of all Sida departments and units in order to acquire services within the thematic areas and the scope of the Terms of Reference.
The framework agreements shall also apply for the following selected Foreign missions (Embassies), involved in development cooperation or other cooperation financed by Sida. Call-off orders issued by the selected embassies shall be deemed equivalent to those issued by Sida.
Foreign missions (Embassies):

Bangladesh
Cambodia
DR Congo
Ethiopia
Guatemala
Kenya
Liberia
Mozambique
Myanmar
Palestine/Jerusalem
Rwanda
Somalia
South Sudan (call-offs from Stockholm)
Tanzania
Turkey
Uganda
White Russia (Belarus)
Zambia
Zimbabwe
 

1.5 Framework agreement period
Both framework agreements' period runs for an initial 24 calendar months. Sida is then entitled (though not obligated) to extend the framework agreement with up to an additional 24 calendar months, with unaltered terms and conditions. The total framework agreement period shall not exceed 48 calendar months. The length of the extensions can vary.
Both framework agreements is estimated to enter into effect earliest 2020-09-01.

1.6 Volumes 

The helpdesk completed 55 tasks between 2016-11-16 and 2019-12-31, and the amount 700 000 SEK.

The number of assignments will most probably increase due to the increased focus on Global Health and SRHR. Note however, that since services will be requested based on a needs, Sida does not gurantee any volumes of assignments.

The maximum budget of the framework agreement for the helpdesk is 12 000 000 SEK. If this maximum budget is reached, the framework agreement is terminated.

The short-term assignments completed 26 tasks between 2016-10-01 and 2020-02-17, and the amount
9 130 000 SEK.
The number of assignments will most probably increase due to the increased focus on Global Health and SRHR. Note however, that since services will be requested based on a needs, Sida does not gurantee any volumes of assignments.

The maximum budget of the framework agreement for the short-term assignments is 26 000 000 SEK. If this maximum budget is reached, the framework agreement is terminated.

 
1.6.1 Contract Area 1 - Help desk Services
Historically, the annual amount assigned to Sida's Help Desk has been varied between approximately SEK 600 000 and SEK 800 000. The number of assignments has been 55 tasks between 2016-11-16 and 2019-12-31.  The number of assignments and the amount will most probably increase due to the increased focus on Global Health and SRHR.

Based on previous purchasing volumes for Sida and the selected embassies(UM), the framework agreement's estimated contract value is approximately 3 000 000 SEK excluding VAT per year. Note however, that since services will be requested based on needs, Sida does not gurantee any volumes and assignments.
The maximum budget of the framework agreement for helpdesk services period is SEK 12 000 000 excluding VAT. If this maximum budget is reached, the framework agreement is terminated.
However, this does not imply any commitment to purchase any volume during the framework agreement period. The framework agreement does not guarantee any volumes.

 
1.6.2 Contract Area 2 - Short-term assignments
Historically, the annual amount assigned to Sida's Short-terms Assignments has been approximately 9 130 000 SEK  The number of assignments has been 26 tasks between 2016-10-01 and 2020-02-17. The number of assignments will most probably increase due to the increased focus on Global Health and SRHR.

Based on previous purchasing volumes for Sida and the selected embassies(UM), the framework agreement's estimated contract value is approximately  6 500 000 SEK excluding VAT per year. Note however, that since services will be requested based on needs, Sida does not gurantee any volumes and assignments.
The maximum budget of the framework agreement for short-term assignments is SEK 26 000 000  million excluding VAT. If this maximum budget is reached, the framework agreement is terminated.
However, this does not imply any commitment to purchase any volume during the framework agreement period. The framework agreement does not guarantee any volumes.
1.7 Relations to other Framework Agreements
Sida has a Framework Agreement for Democracy and Human Rights, which in part covers sexual and reproductive health and rights (SRHR). Sida also has a Framework Agreement on Gender Equality, which also in part covers sexual and reproductive health and rights (SRHR), as well as gender based violence.

The coming Framework Agreements can be used when Global Health and SRHR is the predominant part of a broader program, for example when there is a strong focus on SRHR in a broader human rights or gender assignment, or when the focus is primarily Global Health and SRHR dimensions of another thematic area. 

Sida appreciate collaboration between the different helpdesks at Sida for assignments that span over several thematic areas for example with Sida’s environment and climate change helpdesk if there is a link to health and SRHR.

Evaluations and Audits are excluded from the present framework agreements as there are separate framework agreements for these services specifically.

 
1.8 Conflict of interest (call-offs)
When calling-off from the framework agreement the Consultant shall not have any direct relationship or conflict of interest with the cooperation partner. Tenders which do not meet the above requirements will be disqualified of interchangeable.

 
1.9 Appendices
The procurement document relating to this procurement includes the following attachments:
Appendix 1 – Terms of Reference
Appendix 2 – Draft of the framework agreement (Contract Area 1)
Appendix 3 – Draft of the framework agreement (Contract Area 2)
Appendix 4 – Sida's General Conditions for Framework Agreements
Appendix 5 – Self Declaration by tenderer
Appendix 6 – Declaration of honour
Appendix 7 – Template for reference assignments (Contract Area 1)
Appendix 8 – Template for reference assignments (Contract Area 2)
Appendix 9 – Template for CV - Contract Area 1
Appendix 10 –Template for CV - Contract Area 2
Appendix 11– Sida’s Language Level Definition
Appendix 12– Personal Data Processing Agreement

2 Administrative terms and conditions
The following procurement regulations apply to both procurements areas except 2.7.1 och 2.7.2.

2.1 Procurement procedure
The procurement is carried out through an open procedure, in accordance with the Swedish Public Procurement Act (2016:1145), also known as LOU. The procedure does not allow negotiation. Therefore, it is of great importance that the best possible terms and conditions are submitted in the tender.

2.2 Prerequisites for tender submission
2.2.1 Submission of the tender
The tender and all associated attachments shall be submitted in writing in electronic form via www.kommersannons.se. The account used by the tenderer shall be registered to the same company registration number (or equivalent identified) as that of the submitting company. For technical support regarding Kommers Annons, please refer to the system vendor's website, http://www.primona.se/sv/support/.

The tenderer is not entitled to claim compensation for work or other costs associated with participating in the procurement.

 
2.2.2 The form of the tender
All documents and attachments in the tender shall be saved in a commonly used format, such as .doc, .docx, .xls, .xlsx, .ppt, .pptx, .pdf, .txt, .jpg and .tif. Use the file format .zip if it is necessary to send the documents in a compressed form.

References to information in the form of links to web pages and unsolicited attachments will not be considered to constitute part of the tender, and will not be taken into account in the review and evaluation of the tender.
In order to facilitate examination and evaluation of the tender, it is Sida’s strong desire that the submitted tender be formatted in accordance with the procurement document’s headings/disposition, that any templates belonging to the procurement document be used and filled in, and that references to any attachments be presented in a clear manner.

 
2.2.3 The language of the tender
The tender and all documentation appended shall be written in English.

A possible consortium agreement may also be written in Swedish and any external documents such as, for example, Third party certificates or government documents may be written in other languages but shall be accompanied by a translation into English or Swedish.

2.2.4 Tender submission deadline
The deadline to submit a tender is 05-06-2020.
2.2.5 Period of validity of the tender
The tender is valid until 05-06-2021.

2.2.6 Variant tenders or alternative tenders
Variant tenders or alternative tenders are not permitted. If the tenderer submits provisions or reservations pertaining to the conditions in the procurement document, the tender may be rejected. The tenderer is therefore asked to avoid providing information and attachments that have not been requested.
2.3 Clarification, additions, or questions on the procurement document
If the procurement document is considered to be unclear, or if some of the requirements set forth are unreasonable, abnormally costly or restrictive of competition in any respect, it is important that Sida be contacted as soon as possible so that misunderstandings can be avoided.

Sida is under no obligation to request additions or clarifications by the tenderers, and the opportunities for correcting shortcomings in submitted tenders are limited and depend on the nature of the deficiency. It is therefore important that the tenderer ensure that all requested information and documents are provided in the tender.

Any clarifications or additions may be made through Kommers Annons. It is the tenderer's responsibility to keep up to date. Requests for clarification or additions to the procurement document shall be submitted via Kommers Annons.

The deadline to submit questions is 2020-05-20, such as nine (9) days prior to the closing date. Sida cannot guarantee that questions received later than 2020-05-20, such as nine (9) days before the closing date will be answered. Answers to questions will be published no later than six (6) days before the closing date (tender submission deadline).

Upon submission of the tender, requested answers to questions and requirements shall be submitted in designated fields in Kommers Annons. Only questions regarding the procurement document will be answered.

Full information regarding the procurement can only be guaranteed in Kommers Annons. Published questions and answers, as well as any clarifications and additions submitted during the tender period, constitute part of the procurement document.

The deadline for submitting questions is: 20-05-2020.

 
2.4 Examination and evaluation
The contract will be awarded to the most economically advantageous tender, as determined according to the following basis:

Best price-quality ratio

The examination and evaluation of submitted tenders will be carried out in steps (described below), on the basis of the information provided by the tenderer in its tender, together with the supplementary documents.

Step 1 – Examination of tenders
In the first step, Sida will examine whether the submitted tender is complete and whether the requirements outlined in the section “Administrative terms and conditions” and in the section “Requirements for tenderers” have been met. The tenders that meet these requirements advance to Step 2; all other tenders will be rejected.

Step 2 – Examination of the object of the procurement
In Step 2, Sida will examine whether the tender meets the requirements associated with the object of the procurement, which are outlined in the section “Requirements for [services/goods].” The tenders that meet these requirements advance to Step 3; all other tenders will be rejected.

Step 3 – Evaluation
In Step 3, the tender is evaluated in accordance with the evaluation methodology, as set forth in the section “Evaluation of tenders.”

Step 4 – Qualification of tenderers
Prior to offering to sign the contract, Sida will verify whether the requirements set forth in the section “Requirements of tenderers” is fulfilled by requesting information or evidence according to section “Qualification of tenderers”.

2.5 Notification of award decisions
Notification of award decisions will be sent out via Kommers Annons to the email address registered in Kommers Annons in connection with the submission of the tender.

The reception of a notification regarding the award decision does not mean that a binding contract has been signed between Sida and the winning tenderer. A contract only becomes legally binding when it has been signed by both parties.

Contract will be signed no sooner than ten (10) days after the date on which the notification of the award decision is sent to the tenderers.

 
2.6 Confidentiality
As soon as the award decision has been sent to all tenderers, all documents relating to the procurement, including tenders, become subject to the principle of public access to official documents. If a tenderer considers that it may suffer damages if information provided in the tender should become public, the tenderer shall submit a written request for confidentiality containing a) the information to which the request for confidentiality pertains and b) what economic damages the tenderer would be suffered if the information should be disclosed.

Upon request for disclousure of tender documents, Sida will in each case review any request for confidentiality submitted by a tenderer. Sida’s assessment regarding confidentiality may be appealed to the administrative court. Sida can therefore not guarantee that the information in the tender will not be revealed to the public.

 
2.7 Contract,terms and conditions

 
2.7.1 Contract Area 1 - Helpdesk assignments
For Contract Area 1 the tenderer shall accept Appendix 2 Draft of the Framework Agreement (Contract Area 1) and Appendix 4 Sidas general conditions for Framework agreements.
2.7.2 Contract Area 2 - Short-term assignments
Mandatory requirement For Contract Area 2 the tenderer shall accept Appendix 3 Draft of the Framework Agreement (Contract Area 2) and Appendix 4 Sidas general conditions for Framework agreements.

 
2.8 Mandatory e-invoicing to the public sector in Sweden
Starting on 1 April 2019, all purchases within the public sector that are a result of public procurements initiated after this date are required by law to be electronically invoiced (e-invoicing). Note that PDF is not an approved format. Read more about e-invoicing here: https://www.digg.se/about-us/compulsory-e-invoicing-in-the-public-sector
2.9 Personal Data Processing
The tenderer shall accept the personal data processing agreement in Appendix 12 - Personal Data Processing Agreement.
3 Requirements for tenderers
 

3.1 Self-declaration by tenderers
Optional requirement with maximum score/added value 0 The tenderer shall respond to all requirements in the section “Requirements of tenderers” in this procurement document. Alternatively, it may reuse a previously completed ESPD. If the tenderer chooses to reuse an ESPD document, the document shall be downloaded as a .xml or .pdf file and attached to the tender.

If the tenderer choose to reuse the ESPD document, the tenderer is obliged to ensure that all requirements in the section “Exclusion grounds” and the section “Qualification requirements” in this procurement document have been answered in the attached ESPD.
3.2 Subcontractors on which the tenderer relies
A tenderer can rely on other companies’ capacity in order to meet the requirements relating to economic and financial standing or technical and professional capacity. “Other companies” include natural or legal persons who (for example) are business partners, subsidiaries or sister companies within a group.

Tenderers who invoke the capacity of other companies shall attach a special declaration in their tender regarding all of the requirements in the section “Exclusion grounds” in this procurement document for each of the companies whose capacity is invoked. Please use Appendix 5 - Self declaration for subcontractors on which the tenderer relies and consortium parties.

At the request of the Sida, tenderers who wish to exercise this right shall specify the function that the company will fulfil, and shall submit a declaration of contractual obligation by the company in question or otherwise demonstrate that the tenderer will have the necessary resources at its disposal at such time as the contract is executed. Such proof may consist of a parent company guarantee, a cooperation agreement, or similar legally binding documentation.

The tenderer shall, on request and without delay, provide documentation in accordance with the section “Qualification of tenderers" in this tender document. Such documentation must support the claim that the above mentioned requirements are fulfilled.

 
3.3 Self-declaration of subcontractors on which the tenderer relies and consortium parties
Tenderers who relies on the capacity of other suppliers (in accordance with the section 3.2 “Subcontractors on which the tenderer relies”) shall provide a special declaration in their tender regarding all of the requirements in the section 3.7 “Exclusion grounds” for each subcontractor on which the tenderer relies. The tenderer is obliged to ensure that all requirements in the section “Exclusion grounds” have been addressed in the enclosed declaration. Please use Appendix 5 - Self declaration for subcontractors on which the tenderer relies and consortium parties.
Tenderers who intend to submit a tender as a consortium (in accordance with the section 3.4 “Consortia”) shall provide a special declaration in the tender regarding all of the requirements in the section 3.7 “Exclusion grounds” for each of the companies participating in the consortium. The tenderer is obliged to ensure that all requirements in the section “Exclusion grounds” have been addressed in the enclosed declaration. Please use Appendix 5 - Self declaration for subcontractors on which the tenderer relies and consortium parties.
3.4 Consortia
Information request Joint tenders refer to the situation in which the tenderer is not a single legal or natural person who relies on other companies’ capacity, but rather is comprised of a consortium of numerous legal or natural persons. Consortia are permitted to submit a tender in this procurement.

Tenderers who intend to submit a tender as a consortium shall provide a special declaration in the tender regarding all of the requirements in the section “Exclusion grounds” for each of the companies participating in the consortium. The qualification requirements shall be fully met by the consortium. Please use Appendix 5 - Self declaration for subcontractors on which the tenderer relies and consortium parties.

At the request of Sida, any tenderer that submits a tender as a consortium shall submit a copy of each of the consortium parties’ signed consortium agreement.

The tenderer shall, on request and without delay, provide documentation in accordance with the section “Qualification of tenderers" in this tender document. Such documentation must support the claim that the above mentioned requirements are fulfilled.

 
Is the tender submitted as a consortium?
3.5 Qualification of tenderers
Whenever it is deemed necessary for the further processing of the tender, Sida may request information or evidence to verify fulfilment of the requirements set forth in the section “Requirements for tenderers”. This information/evidence is referred to as “supplementary documents”.

Sida will request the supplementary documents listed below (information/evidence) of those tenderers to whom Sida intends to award (a) contract (s).

Regarding 3.7.1
Evidence that the tenderer and any subcontractors on which the tenderer relies or co