Request for Quotation

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Request for Quotation

October 07th, 2021

RFQ Reference number

UKTAU/2021/01

­­Document Version Control 

Date

Version

Status

Authored By

06-10-2021

FINAL

ONGOING

TAU TEAM

1. Overview

Description of company

Westminster Foundation for Democracy (“WFD”) is the UK public body dedicated to supporting democracy around the world. WFD partners with UK political parties, parliaments, electoral and financial audit institutions to help over 30 developing countries make their governments fairer, more effective and accountable.

WFD’s head office is based in London, and the organisation currently has approximately 140 staff working from its head office and 30 country offices worldwide.

High level scope and backround for this Request for Quotation

WFD is issuing this Request for Quotation (“RFQ”) to a range of potential suppliers of goods and/or services and would welcome a proposal/quote from you/your organisation.

WFD is deploying a Thematic Election Expert Mission to the Gambia to observe the 4 December 2021 presidential elections. The TEEOM will look primarily at issues of gender and inclusion in the electoral process and media freedom in the wider electoral environment, with a cross-cutting focus on online spaces. The TEEOM will be an independent election mission sponsored by the UK Government and conducted at the invitation of Gambia’s Independent Election Commission (IEC). The TEEOM will be carried out in line with the Declaration of Principles for International Election Observation.

The TEEOM will comprise three international experts, two national experts, and two teams of support staff (consisting of one assistant and six monitors per team) dedicated to monitoring traditional and online/social media, including a specific focus on youth and national minorities as well as women and marginalised groups. The TEEOM will be led by the Mission Lead/Gender and Inclusion in Elections Expert who will work alongside a Media Expert and Social Media Expert (both of whom will work remotely), responsible for teams of national support staff.

2. What are we seeking?

Specification

In order to fulfil the mission structure outlined above WFD is seeking to identify TWO organisations each able to provide a team of six monitors and one assistant to work as national support staff in one of the designated areas, namely:

Team 1:

  • Media Assistant (One)
  • Media Monitors (Six)

Team 2:

  • Social Media Assistant (One)
  • Social Media Monitors (Six)

Duration of the assignment: 30 days between the 25th of October and the 10th of December 2021

All individuals will work under the direction of the Media Expert and Social Media Expert, respectively, and under the overall leadership of the mission Team Leader, who will be based in Banjul. For the purpose of their duties individuals will also respect the mandate and Code of Conduct of the mission, including discretion and impartiality.

Detailed Terms of Reference are attached for each respective position. The ToR include persons specifications. Please note, training will be provided and teams will be guided throughout by a qualified international expert, so strong comparative experience is also sufficient.

For all positions there is a strong emphasis on women’s participation in the process.

Organisations must have the capacity to provide work space and equipment to the staff for the conduct of their duties on the TEEOM. As appropriate, support in this regard, in the form of hired equipment, may also be possible.

Proposals/Quotes

All proposals or quotes should be submitted in writing and include:

  • The supplier’s name, status, company number, and registered office address
  • An overview of the relevant experience, expertise, capability and capacity
  • A description of the good(s) or service(s) to be provided and clear explanation as to how this meets the specification in this RFQ
  • A transparent quotation of the charge for the good(s) or service(s), in sterling, to include: a clear breakdown of all costs; any proposed discount applied for WFD as a not-for-profit organisation; and a separate identification of any VAT charges (and/or any other applicable tax, excise or other charges.

The proposal or quote should include the RFQ Reference Number and be sent electronically and addressed to judith.ephraim@wfd.org.

The same email address should be used for any questions related to this RFQ.

Closing date

All proposals or quotes must be received by 14 October 2021.

3. General information

General

WFD does not warrant or represent that this RFQ is free of errors and omissions.

WFD shall not be liable for any costs incurred by the suppliers in responding to this RFQ.

Confidentiality

All information contained within this RFQ is confidential and must not be communicated to third parties, other than those participating in a consortium, without the written consent of WFD.

All information received from the supplier in response to this RFQ will be treated as confidential and will not be distributed without prior written consent outside WFD or its partners, save as required by applicable law or donor requirements.

Evaluation of proposals/quotes

Value for Money is an essential requirement of all WFD commissioned work. All suppliers must be able to demonstrate, in their proposal or quote, that they are seeking to maximise results, whilst driving cost efficiency. This includes budgeting and pricing realistically. Further, WFD expects suppliers to demonstrate openness and honesty, and to be realistic about capacity and capability, at all times. 

WFD reserves the right, at its absolute discretion, not to contract with the supplier who submits the lowest value proposal or quote or to accept part of any proposal or quote, and WFD shall have no liability (in contract, tort or otherwise) to consider any proposal or quote.Further, WFD reserves the right to award the contract for which proposals or quotes are being requested in whole, or in part or not at all.

Ethical procurement

All WFD procurement activities must be ethical. Accordingly, WFD’s due diligence checks on suppliers may include reference checks, a supplier questionnaire, and anti-terrorism vetting. In the event that any unethical practices come to light, the supplier will be required to take remedial steps in consultation with WFD.

All contracts to be entered into by WFD will include obligations on the supplier to comply with WFD’s policy principles on key matters such as safeguarding, bribery and corruption, fraud and theft, anti-terrorism, and whistleblowing.

The supplier will be expected to disclose any known conflict of interest relating to relevant staff and this RFQ and/or any relevant staff members who have been employed by the Crown in the proceeding two-year period. 

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