TENDER DOCUMENT FOR CONSULTING SERVICES TOWARDS DEVELOPMENT OF ADVOCACY, EDUCATION AND AWARENESS MATERIALS FOR THE G2C OFFICE, CABINET SECRETARIAT

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1 TENDER DOCUMENT FOR CONSULTING SERVICES TOWARDS DEVELOPMENT OF ADVOCACY, EDUCATION AND AWARENESS MATERIALS FOR THE G2C OFFICE, CABINET SECRETARIAT 1. Notice Inviting Consultancy Service The G2C Office, Cabinet Secretariat would like to seek consulting services for the development of advocacy, education and awareness materials on the services. For the implementation of this assignment, G2C Office intends to engage qualified Bhutanese consulting firm/s to carry out the task. The firm/s need to be holder of valid Consultancy license issued by the Ministry of Economic Affairs, Royal Government of Bhutan. The terms of reference (ToR) specifying the Office background, Scope of work and Consultancy services required are attached hereto. The Consulting Firm/s, if interested in undertaking this assignment and are confident of meeting the technical requirements, need to submit the proposal as per the instructions given in sections below for the services required under the Terms of Reference (ToR). Further, the following documents are also mandatory requirements to be attached to the bids: a. Copy of valid trade license b. Tax clearance certificate. The proposal will be considered by the G2C Office on technical merits and, if selected after financial negotiations, would eventually form the basis for selection and, ultimately, a contract shall be signed between the selected firm and the G2C Office upon terms and conditions acceptable to the Office. 2. Technical Bid Preparation The technical proposal should be prepared in line with the Terms of Reference (ToR). Further, you must also present your firm s knowledge on the requirements of this assignment while providing following information: a. Experience of your firm: A list of past and present major work of similar nature carried out to be submitted. b. Methodology: A detailed methodological approach should be provided for carrying out the assignment. The proposal should clarify the Consultant s understanding and interpretation of the Terms of Reference and provide a clear description as to how the Consultant intends to organize and execute the services. The firm may also wish to comment on the TOR provided if need be.

2 c. Personnel: The consultant shall include all experts and professionals describing the proposed personnel and their job functions and responsibilities related to this assignment. Detailed Curriculum Vitae (CVs) should be included for the proposed personnel, giving names, address, education, professional experience and experience from similar assignments. 3. Financial Bid Preparation The firm is advised to submit their financial proposal in a separate envelope and the information provided would be treated as strictly confidential. The financial proposal is to be prepared in line with the format given below. The bidders are only required to fill in the rate for item (English and Dzongkha) including translation rate if applicable for bi-lingual materials and derive the total cost for the assignment in local currency (Ngultrum). Items 3-fold two-sided A4- size Brochure on services (Dzongkha & English with same contents) Information Board with service details (Dzongkha and English) Posters containing pictorial information on services (Dzongkha and English) Quantity (Min) Specifications Contents: As agreed by G2C Office and concerned agency Pictures/ photos to be explored by the firm Quote (Nu.) Design and development of Service Delivery Standard booklets (maximum of 15 pages/ booklet) 2 Any deviation in the financial proposal from the format given above shall be rejected or treated as non-responsive bid.

3 4. Submission of Bids The bidder shall prepare both technical and financial bids, sealed in two separate envelops clearly indicating the technical and financial bids. The sealed financial and technical bids shall then be sealed in another envelope and submitted to the address below not later than 1400 hours on 18 February, The bid opening will be at 1430 hours on the same day in presence of the representatives of the firms who choose to attend. The bid document shall bear the following identification: Bid for: Consultancy service towards development of advocacy, education and awareness materials for G2C services. Any document received after the deadline given above will be rejected and such rejected bids will be returned unopened to the Bidder. In addition, if the outer envelope is not sealed and marked as above, the employer will assume no responsibility for the misplacement of the bid document. Head G2C Office Building # 10, G01 Yarden Lam, Chubachu Thimphu. # (O)/ g2c@cabinet.gov.bt 5. Bid Evaluation The evaluation will be carried out first for the technical bids and shall be based on the criteria provided in Section 2 (Technical Bid Preparation). Only those firms financial bids whose technical bids score above 70% will be opened and the lowest financial bid shall be awarded the contract after undergoing financial negotiations. After the evaluation of technical bid is completed, the client shall notify those firms whose bids did not secure the qualifying mark or were considered non-responsive, and the submitted bids shall be retained by G2C Office. The client shall simultaneously notify the firms that have secured the qualifying mark (above 70%), indicating the date and time set for opening the Financial Bid. The Financial Bid of technically qualified firm shall be opened and recorded publicly in the presence of the firms representatives who choose to attend. The tender committee will determine whether the Financial Bids are complete and correct without any clerical errors. The tender committee shall then, after rigorous scrutiny, establish the final evaluated financial bid.

4 6. Earnest Money Deposit (EMD) Bidders shall furnish, as part of its bid, a bid security amount of 2% of the quoted amount in the form of Bank Draft/Bank Guarantee/Cash Warrant issued by a recognized Financial Institutions in Bhutan, drawn in favour of Head, G2C Office, Chubachu, Thimphu. The EMD shall be provided in a separate envelope. 7. Performance Security The successful bidder upon being awarded the work shall deposit 10% of the contract amount as performance security in the form of Bank Draft/Bank Guarantee/Cash Warrant issued by a recognized financial institution in Bhutan, drawn in favour of the Head, G2C Office, Chubachu, Thimphu within 15 days after notice of award but before signing of the contract. This performance security shall be refunded /returned to the consulting firm only after satisfactory completion of the assignment. 8. Bid Validity The Bid shall be valid until June 15, 2015 from the date of opening of the bids and no price variation shall be entertained during the course of the consultancy tenure. 9. Payment Terms The terms of payment shall be as follows: No advances shall be paid as work advance and the full payment will be made after the completion of the assignment within the agreed timeframe and to the satisfaction of the G2C Office. If the firm fails to provide acceptable output as required in the ToR, the payment shall be annulled. 10. Attachments: Annexure 1: Terms of Reference (TOR) for the consulting services for the development of advocacy and awareness materials

5 Terms of Reference for Local Consultant towards development of advocacy and awareness materials 1. Background and Context Annexure 1 The G2C Office has been established under the Prime Minister s Office vide executive order issued on November 24, 2014 to spearhead all public service delivery initiative and to carry out reform activities to improve the delivery of public services to the citizens. One of the mandates of the G2C Office is to promote service delivery and create awareness amongst all levels of citizens by mainstreaming the service delivery system in the country s development policies, plans and programs. Through this awareness campaign the G2C intends to develop advocacy and awareness materials. This ToR covers support to the G2C Office in developing advocacy, education and awareness materials in the form of brochures, information boards, posters, etc. Within the mandates of the Office, the outreach materials are to be distributed to the citizens and general public in order to sensitize on service delivery initiatives. 2. Objective The primary objective of this service is to prepare educational and awareness materials covering the initiatives of the service delivery and the aspirations of the G2C Office. The materials can be in the form of brochures, posters, newspaper insertions, booklets/pamphlets, etc. 3. Scope of the work Under the direct supervision of G2C Office and in close communication with the agencies, the consultant/consulting firm will be required to develop education and awareness materials on G2C services. The content of the materials shall encompass all the relevant information pertaining to the service delivery, as required and mandated by the services provided by the agencies. In general, the activities of the consultant/consulting firm should cover the following specific areas but not limited to: 1. Propose innovative means of developing the awareness materials keeping the general public in focus of information dissemination 2. Review the materials in the interest of the citizens, and through gender lens in order to ensure gender parity in service delivery. Graphical and pictorial representations to be representative of equal numbers of men and women figures.

6 3. Comply with the Office and concerned agencies for the content development as well as when proposing the pictorial representations. 4. Compile all the information including design and layout for the documents, in the best interest of the objectives stated. 5. Commit to quality delivery of products within the quoted prices. 6. The firm must sign and comply with the integrity pact. 7. The copyright of the materials shall remain with the G2C Office and no materials are to be re-produced without prior consent of the Office. 3.1 Output The expected output from this consultancy services is production of simple yet effective and easy to understand advocacy and awareness materials in the form of video clippings covering the initiatives of the G2C services. The consulting firm shall design and develop the materials in a comprehensive manner ready for print. 4. Duration of engagement The successful consultant firm will take start-on signature of the contract and for each work a duration of not more than 21 days will be provided from the date of award of work.