Invitation to Tender: Psychosocial Support and Counselling Service

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                                       TENDER NOTICE

Contract title: Psychosocial Support and Counselling Service
Project code:         All projects
Tender number:   SYRC000517
Procedure:             Open international
Location: North West Syria, North East Syria, Iraq
Contracting Authority: Člověk v tísni, o.p.s. (People in Need, hereinafter PIN)

entered in the Register of Non-profit Organizations administered by the Municipal Court in Prague, Volume O, File 119

With its registered office at: Šafaříkova 635/24, 120 00 Prague 2

ID: 257 55 277

Local Office Address: Sarmada, Syria

Represented by Rodrigo Serqueira based on the Power of Attorney granted by the director

 

I.            Background information on PIN

People in Need (PIN) is an international, non-profit organization providing humanitarian and development assistance in over 20 countries worldwide. PIN draws on extensive past experiences and lessons learned across development, emergency and post emergency contexts to design, implement and monitor quality programming.

PIN has been working in Syria since 2012, providing emergency relief and early recovery support to conflict-affected communities. Programmes for conflict-affected communities in Syria focus mainly on Emergency Food Assistance, WASH, Shelter and Education, in addition to Early Recovery and Livelihoods activities. PIN’s contribution to the Syria humanitarian response is amongst the largest, with an annual turnover of over $35 million, employing more than 400 full – time staff members across Syria and Iraq (Erbil).

II.            Objective of the tender

Given the highly sensitive context of operation in Syria and the high level of stress PIN’s employees are facing, PIN is looking for an experienced service provider specialized in psychosocial support, counselling, stress management and resilience trainings for its employees.

The extreme volatility of PIN’s areas of intervention and the high exposure of PIN’s staff is affecting their well-being and ability to cope with work in an effective manner. As part of its Duty of Care policy, PIN is looking to implement additional pro-active measures to help staff in mitigating the risk of stress and potential trauma.

III.            SCOPE OF TENDER

 

  1. Qualified tender offers (bids) are sought from competent service provider with a registered company for the following services:
    • Psychosocial support to PIN’s staff including
      1. Face to face counselling where and when possible
      2. Remote/individual counselling (phone, skype, WhatsApp….)
      3. Group stress management training
      4. Group resilience training
      5. Group psychosocial session (after incident)
      6. Group stress management training for Manager/senior officers

 

  1. The tender is divided in two (2) lots. Suppliers can submit offers for only one lot or for the both lots. Each lot will be assessed independently and contract will be signed with a maximum of two (2) suppliers who offered best offer for particular lot. However, PIN encourages service providers to apply for the two lots. Higher scoring will be given to the one submitting offers for both lots.

 

  • LOT 1 – North West Syria (NWS) (270 + staff):
    • 270 + national staff in NWS (Idlib and Aleppo governorates)

 

  • LOT 2 – North East Syria (NES) & Iraq (155 + staff) o 110 + national staff in NES (Kobane, Manbij, Raqqa, Amuda)
    • 20 + national staff in Iraq (Erbil) o 25 + international staff in Iraq (Erbil)

 

  1. A service contract will be awarded to maximum of one supplier for each lot who will rank the highest scores in meeting the selection criteria.

 

IV.            TENDERING

 

  1. Tender documentation with detailed instructions for tenderers and forms to be filled by the tenderers can be obtained from the Email addresses between 09:00 and 17:00 (GMT+3) during working days       before         29/07/2019,       [email protected]     and [email protected]

Tender forms and instructions included in tender documentation must be strictly followed otherwise the tender offer might be excluded.

 

  1. If any of the Tenderers requires any clarification relating to the tender, such question should be sent to PIN by e-mail to the following e-mail address: [email protected] and [email protected] . If PIN answers the question, all other Tenderers will be copied the answer. Communication will be held through e-mail.

To ensure that PIN could copy the answer to all tenderers, all Tenderers are advised to send their e-mail contacts to the above specified PIN e-mail address, or otherwise ensure that PIN knows their contact details.

In case the Tenderer does not inform PIN about corresponding e-mail address PIN will send the copy of the answer to any e-mail address available to PIN from public sources and then the Tenderer cannot claim that they/it did not know the same information as other Tenderers.

Questions could be answered only until 29/07/2019 PIN does not guarantee that all questions will be answered.

Tender offers should not be dispatched before expiry of the period for questions under the preceding point II. 2. of this notice – if the Tenderer dispatches the tender offer before expiry of that period they/it cannot claim that they/it did not know all information as other Tenderers.

 

  1. Tender offers have to be submitted to PIN by Email before closing date and time: 31/07/201915:00 (GMT+3) following Email address: [email protected] (MORE INFO & ANNEXES at the bottom of the page)

 

  • If you wish to apply for this tender, please specify that you saw it on vacanciesinturkey.com

 

Bids received after the closing date & time will not be considered.

 

  1. Each Tenderer shall submit only one Tender offer, either individually or as a partner in a joint venture. A Tenderer who submits or participates in more than one Tender offer will be disqualified from the Tender.

 

  1. Offers should be marked with the following text on the email subject:  SYRC000517 Psychosocial Support and Counselling Tender

 

V.            QUALIFICATION AND EVALUATION CRITERIA

 

  1. To accept or reject the tender is the responsibility of the Tender Committee, decision of which shall be final.
    • Filled, stamped and signed Eligibility Sworn Statement (Annex 1)
    • Government authorisation to engage in business activities (legal registration, license)
    • Filled, stamped and signed General Information on Tenderer (Annex 3)

 

  1. Each tenderer must meet and properly prove the following qualification criteria with relevant documentation

 

  1. The tender evaluation committee will evaluate and award the framework contract on the basis of the following evaluation criteria
    • Government Authorisation to engage in business activities (legal registration, license)

 

  • Ability to provide psychosocial support and counselling in English, Arabic and Turkish language

 

  • Ability and experience in providing face-to-face and remote psychosocial support and counselling

 

  • Ability to ensure consultants’ availability from 8:00 am to 6:00 pm

 

  • Ability to ensure flexibly to provide counselling outside of working hours in case of emergency

 

  • Ability to answer request from PIN’s staff within 3 working days

 

  • Ability to provide rapid response support: less than 24h when individual counselling and group session post incidents are requested

 

  • Formal written proposal for the proposed services, including o Overall overview of services available for psychosocial support and counselling

o List of team members / consultants available with background information on their education, past experiences, type of training/counselling provided. PIN is expecting a team composed by male and female consultants with the following profile:

  • University degree in psychology, psychotherapy, social work (other relevant field)
  • 3 years of experiences in humanitarian sector
  • Experience in conducting training/workshop related to mental health, stress management, crisis intervention
  • Experience in remote counselling and training
  • Strong understanding of war/conflict affected persons
  • Strong interpersonal and communication skills
  • Strong work ethic and commitment to confidentiality

 

  • Interview with the team members/consultants

 

  • Internal Code of Ethics including the organization’s confidentiality policy

 

  • Proven past experiences providing such services (including both face-to-face and remote psychosocial support and counselling) with International NGOs with 3 verifiable references

 

  1. Evaluation method (evaluation of evaluation criteria):
    • Price (criteria weight: 30%).

Evaluation result of this criterion equals to following formula: Price A/Price B * criteria weight. Price A = lowest price from all submitted offers; Price B = actual price offered by the tenderer.

  • Quality of the proposed services (Criteria weight: 35%)

PIN expert evaluation committee will assign up to 5 points for the best quality of the written proposal based on the following evaluation grid:                                

Score     Benchmark
5 Excellent quality with no weaknesses in standard shown and matches or exceeds the quality requirement
4 Good standard quality, meets the requirements
3 Satisfactory quality which demonstrates reasonable level of standard but does not meet all the requirements
2 Quality where gaps exist but most of the requirements are met
1 Quality where serious gaps exist, most of the requirements are no met
0 Failing quality

 

Evaluation result of this criterion equals to following formula: Points B/Points A * criteria weight. Points A = highest points score from all submitted offers; Points B = actual points score received from committee.

  • Past Experience with I/NGO in providing similar services (criteria weight: 35%)

PIN tender evaluation committee will assign gradation of 10 levels (10; the best experience, and 1; the lowest experience) based on the evaluation that will be done by PIN tender committee and experts.

Evaluation result of this criterion equals to following formula: Points B/Points A * criteria weight. Points A = highest points score from all submitted offers; Points B = actual points score received from committee.

 

For each bid, points from all evaluation criteria will be added up and the winning bid will be the bid with the highest number of points. In case of equal number of points, the winning bid will be the one with the lowest price.

VI.            EXCLUSION AND DISQUALIFICATION

 

  1. PIN shall exclude from the tender any bid of a tenderer falling into any of the following cases:

 

  1. They are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
  2. They or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a judgement that has the force of res judicata;
  3. They have been guilty of grave professional misconduct proven by any means that the contracting authority can justify;
  4. They have not fulfilled obligations relating to the payment of social security contributionsor the payment of taxes in accordance with the legal provisions of the country in which they are established or those of the Czech Republic
  5. They or persons having powers of representation, decision making or control over them have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such illegal activity is detrimental to the EU’s financial interests;
  6. Following another procurement procedure or grant award procedure financed by PIN or donor of the project, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations
  7. They do engage in the employment of children, disrespect basic social rights and working conditions based on international labour standards
  8. They have engaged in the trafficking in persons and have provided any support (direct or indirect) of terrorism, including the financing of terrorism, or transactions with persons connected with terrorism.
  9. They are currently subject to an administrative penalty imposed by donor or have been listed by the donor as ineligible for participation in award procedures financed by donor´s money.

 

Points (a) to (d) do not apply to the purchase of supplies on particularly advantageous terms from either a supplier which is definitively winding up its business activities, or the receivers or liquidators of a bankruptcy, through an arrangement with creditors, or through a similar procedure under national law.

 

Tenderers shall declare they are in none of the situations listed above by the signature of Sworn eligibility statement form.

 

  1. Tender offers shall be disqualified from the tender in the following cases:

 

  1. tenderer is subject to a conflict of interest;
  2. tenderer has not stated true facts or has misinterpreted information required by PIN, or fails to provide timely such information or to provide required documents stated by PIN as condition for participation in the tender;
  3. tenderer does not meet the PIN qualification criteria or requirements stipulated in the tender documentation.

 

VII.            CANCELLATION OF THE TENDER/NON-CONCLUSION OF THE

FRAMEWORK CONTRACT WITH THE WINNING TENDERER

 

PIN may cancel the announced tender or not conclude framework contract with the winning tenderer in the following cases:

Case Procedure
a) PIN has not received any bid, or none of the bids received was qualitatively and/or financially worthwhile or all the bids received have been disqualified from the tender PIN has the right to cancel tender and launch simplified procedure with a single tenderer
b) Major discrepancies have been found in the Tender Notice or other supporting documentation of the tender; PIN has the right to cancel tender and announce a new tender
c) Serious circumstances have occurred during the tender which prevent PIN to continue the tender PIN has the right to cancel tender and  launch simplified procedure with a single tenderer
d)  Only one bid, complying with the tender conditions, has been submitted PIN has the right to cancel tender and  launch simplified procedure with a single tenderer
e) The winning tenderer refuse to sign framework contract with PIN, have not stated true factsin their bid or their bid is at dumping price or otherwise jeopardizes free competition in the market (e.g. forbidden supplier agreements, cartels, abuse of the leading position in the market). PIN has the right to cancel tender  or to accept a bid of the tenderer who ranked as the second best or at other rank in the tender

VIII.            GENERAL CONDITIONS

 

  1. The Tenderer shall bear all costs associated with the preparation and submission of the Tender, and PIN will in no case be responsible or liable for such costs.
  2. The Tenderer, at the Tenderer’s own responsibility and risk, is encouraged to visit and examine the construction site / materials.
  3. Tender offer must remain valid for the period of 60 days from the date of closing unless withdrawn in writing before the close of tenders.
  4. The contract is concluded with the winning tenderer. Should the winning tenderer fail to provide to PIN the necessary cooperation to conclude the contract within the period of 30 days upon the tender results notice, PIN can conclude the contract with the second best tenderer that shall be considered the winning tenderer. Should they fail to conclude the contract with the second best tenderer within 15 days following the notice, PIN is allowed to cancel the tender. Notice of results shall be deemed the third day following the day of dispatch of the tender results notice.
  5. The supplier hereby declares and warrants that the supplier has seen and understood the terms of the below mentioned policies and it complies and shall comply with all applicable terms and conditions specified therein:

PIN Policy on Ethical Conduct, PIN Code of Conduct, PIN Anti-Corruption Policy and other related policies referred to therein, which are incorporated by reference and represent an integral part of this tender notice. Electronic copies containing the complete text are available at: www.clovekvtisni.cz/policies

  1. The supplier will immediately and without undue delay inform PIN of any event which interferes or threatens to materially interfere with this Tender notice, including suspicion of or actual fraud, corruption, bribery, theft, terrorist financing or other misuse of funds. Such information should be passed in the first instance to [email protected].

All information will be treated with the upmost confidentiality. Information can also be reported directly to the PIN programme team where appropriate, these will be immediately passed on to the above-mentioned e-mail address.

  1. Tender offer (bid submitted by the tenderer) shall consist of the following documents:
    • Filled, stamped and signed Eligibility Sworn Statement (Annex 1)
    • Filled, stamped and signed Quotation form (Annex 2)
    • Filled, stamped and signed General Information on Tenderer (Annex 3)
    • Stamped and signed Contract template (Annex 4)
    • Government authorisation to engage in business activities (legal registration, license)
    • Formal written proposal for the proposed services
    • CVs of teams members/consultants
    • List of previous past experiences with International NGO
    • 3 verifiable references

 

  1. PIN reserves the right to cancel the tender without giving any reason.

 

IX.            OTHER CONDITIONS

Tenderers will be notified about the results of the tender via Email within 15 working days after the termination of the tender.

List of Annexes:

  1. Annex 1 – Eligibility Sworn Statement Annex_1_Eligibility_Sworn_Statement
  2. Annex 2 – Quotation Form Annex_2_Quotation_Form
  3. Annex 3 – General Information on Tenderer Annex_3_General_Information_on_the_Tenderer
  4. Annex 4 – Contract template Annex_4_Contract_Template

 

 

……………………………….                                                         ……………………………….08 July 2019

On behalf of People In Need                                                                       Date

 

APPLICATION INSTRUCTIONS: 

  • SUBMIT your tender offers to: [email protected] (this is a confidential account with limited access at out PIN’s HQ. All offers received will be forwarded to Gaziantep office after the closing date only).

 

  • The subject of the email must be: “SYRC000517-NWS Psychosocial Support Services Tender Documentation – Tender Offer –Do Not Open Before 31/07/2019 15:00 GMT+3”

 

  • If you wish to apply for this tender, please specify that you saw it on vacanciesinturkey.com

————————————————————————————————————————————-

List of Annexes:

  1. Annex 1 – Eligibility Sworn Statement Annex_1_Eligibility_Sworn_Statement
  2. Annex 2 – Quotation Form Annex_2_Quotation_Form
  3. Annex 3 – General Information on Tenderer Annex_3_General_Information_on_the_Tenderer
  4. Annex 4 – Contract template Annex_4_Contract_Template

 

Dear Suppliers,

We received some questions regarding tender for SYRC000517,  Psychosocial Support Services Tender. Please see below answers for those questions.

  • Can you give us more clarification about the participants profile and their level and what tasks they do?

Potential participant are all PIN staff their level is from guards/cook up to Area Manager. PIN as a wide range of position from assistant, officer, senior officer, Team Leader who worked in different department and sectors (WASH, Food Security and Livelihood, Protection, Education, Emergency, Logistics, Finance, HR/admin, Security…)

  • Is there a specified distribution method of the sessions among this number of participants?

Face to face counselling where and when possible  – when requested by PIN staff

Remote/individual counselling (phone, skype, WhatsApp….) – when requested by PIN staff

Group stress management training – upon request from PIN management – nb of people cannot be determined in advance, we can except to have session with an average of 30 participants session (with a minimum of 10 participants)

Group resilience training – same as above,

Group psychosocial session (after incident) – same as above,

Group stress management training for Manager/senior officers upon request from PIN management – nb of people cannot be determined in advance – we can expect an average of 10 participants per sessions

 

  • When is the start and end date required for the training?

No planned date, it will be upon request / need of the team

  • What is the maximum number of training days per group?

Up to the entity who is proposing the service. I suggest to have the quote for training per day including all fees for the trainer (PIN would provide space, chairs and table, projector…)

  • What is the minimum number of participants per training group?

Minimum number should be 10 expect for Group stress management training for Manager/senior officers, minimum could be 3 or 5 (depending on the need)

  • What is the expected number of counselling sessions both face to face and remote counselling?

Up to the entity who is proposition services to propose a price for XXX number of sessions

  • We need to know the quantity of each session/training in terms of number of days or hours to be able to prepare financial proposal. Can we have this information please.

There is no possibility for PIN to know in advance what will be the need of the staff members. Training fees should be budgeted for one day and include all fees related to the trainer. For individual counselling, the Financial offer should take into consideration the total number of staffs mentioned by PIN in the tender notice.

  • We are an NGO specialized in MHPSS, are we eligible for this tender or should we apply with private companies?

All type of entities are allowed to apply a soon as they meet the requested criteria of the tender.

 

  • we would like to know about the training costs: do they include only the trainers fee ? or it should include all the logistics of the training?

Should include trainers fees (all included, accommodations, travel expenses…) – training room and material on field (projector table and chairs) can be provided by PIN.

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