Call For Proposal - Providing Logistics And Administrative Services For Two Workshops In Istanbul - Turkey

Request for Proposal

Scope of Work

Subject Providing logistics and administrative services for two workshops Location of implementation (tentative) Istanbul, Turkey Sectors of relevance Logistics Services Duration of assignment From 15 January 2016 to 29 February 2016 Language and content of proposal Proposals must be submitted in English language. Proposals must include the following: - Registration documents - Portfolio and references - Budget Deadline for submission 7 January 2016 by 11:59 p.m. Beirut time

Background

International Relief and Development (IRD), through its Capacity Support for Civil Society (CSCS) program, is seeking a qualified service provider to deliver logistics support and administrative services for workshops.

Location

The two workshops will be implemented in Istanbul, Turkey.

Time Frame

The first workshop will take place from 19 to 26 January 2016. The second workshop will take place from 17 to 26 February 2016 (dates for the second workshop to be confirmed).

Description of Services

Under the overall guidance of, and in coordination with, the Program Manager, the selected service provider will support the logistical delivery of the workshops with the following specific guidelines:

Logistics Support: Carry out site visits to shortlisted and/or selected workshop venues, and provide feedback accordingly Facilitate domestic air travel of IRD partners within Turkey, when necessary Facilitate hotel check-in and check-out of IRD staff and partners Arrange transportation to/from the airport to workshop venue, as requested Assist in implementing workshops (attendance, financial paperwork with IRD staff, stationery, coordinating coffee breaks and lunches with venue personnel, etc.) Provide general administrative support as needed (including printing, photocopying, facilitation and communication with venue personnel, etc.) Logistical and Public Relations Support with the Turkish authorities, when necessary: Identify relevant government official stakeholders, schedule meetings, organize and attend meetings between IRD and stakeholders Follow up on IRD/Turkish authorities interactions as needed

Evaluation Criteria

IRD Evaluation Committee consisted of senior program management will review all proposals submitted before the deadline using the Lowest Cost Technically Acceptable procurement methodology. In addition to price, the Committee will consider on how well the proposal demonstrates the overall technical understanding of the background, need, purpose of the activities, and operational challenges. Another key aspect of the evaluation process will include assessment of the service provider’s technical capacity and past experience.

IRD Evaluation Committee shall use the following specific technical criteria and only the service providers who meet these criteria will be considered for the contract award:

Proposal submitted before the deadline. Service provider must have offices and/or personnel in Istanbul, Turkey (IRD does not cover travel or accommodation of personnel of the service provider throughout the contract duration) Registration in the country of origin Relevant experience with international organizations and/or similar workshops. Proposed budget submitted in IRD budget template.

Proposals submitted by individuals shall be disqualified.

IRD Budget Template

Interested organizations are required to submit their budget proposals in the format provided below:

Budget Item Unit Unit Cost (US$) Quantity Total Cost (US$) Personnel Personnel Ground Transportation Costs Communication Costs Other Costs (detailed description of any other costs relevant to proposed services) GRAND TOTAL (US$)

Note: IRD shall not cover the consultant’s overhead costs.

IRD Evaluation Committee shall conduct price evaluation using the following main principals:

- Budget is clear and prices are provided in US$

- Budget items and prices are relevant to the proposed services

- Budget is realistic and reasonable for the work that need to be performed

Selection Process

Upon completion of the evaluation process, IRD Evaluation Committee will select one or more technically acceptable proposals with the lowest cost to conduct services listed in this Scope of Work.

Proposals Submission Guidelines

Proposal must be submitted through email to [email protected] with the subject “Proposal for Logistics Service Provider”. The deadline for submission is 7 January 2016 by11:59 p.m. Beirut time. The proposal package should include at minimum:

(1) Registration documents

(2) Portfolio and references

(3) Budget

Only selected service providers will be contacted. Incomplete or late proposals shall be disqualified. IRD provides equal opportunity to all vendors and does not discriminate based on gender, ethnicity or religion.