INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES)

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES) Request for Proposals and Technical Specifications for Gender Advocacy Campaign to Promote Gender Balance in Electoral Processes in Kosovo January 16, 2015

TABLE OF CONTENTS 1 INTRODUCTION...3 1.1 PURPOSE...3 1.2 COVERAGE & PARTICIPATION...3 2 GENERAL INFORMATION...3 2.1 THE ORGANIZATION...3 2.2 SCHEDULE OF EVENTS...3 3 PROPOSAL PREPARATION INSTRUCTIONS...4 3.1 CSOS UNDERSTANDING OF THE INQUIRY...4 3.2 GOOD FAITH STATEMENT...4 3.3 COMMUNICATION...4 3.4 PROPOSAL SUBMISSION...5 3.5 CRITERIA FOR SELECTION...5 3.6 SELECTION AND NOTIFICATION...6 4 SCOPE OF WORK...6 5 FUNCTIONAL REQUIREMENTS...6 5.1 TIMELINE...6 5.2 GEOGRAPHIC CODE...6 5.3 LICENSE, CLEARANCE AND APPROVALS...7 6 QUALIFICATIONS & REFERENCES...7 7 BUDGET & ESTIMATED PRICING...7 8 ADDITIONAL TERMS & CONDITIONS...8 8.1 NON-DISCLOSURE AGREEMENT...8 8.2 COSTS...8 8.3 INTELLECTUAL PROPERTY...8 8.4 CSO S RESPONSES...8 8.5 PARTIAL AWARDING...8 8.6 NO LIABILITY...8 8.7 ENTIRE RFP...8 9 CSO CERTIFICATION...9 SCHEDULE A... 10 ANNEX B... 11 ANNEX C... 18 ANNEX D... 19 IFES/Kosovo Page 2 of 20

1 INTRODUCTION 1.1 Purpose The purpose of this Request for Proposal (RFP) is to invite prospective Civil Society Organizations (CSOs) from Kosovo to submit a proposal and technical specifications for a gender advocacy campaign to promote gender balance in electoral processes in Kosovo. The RFP provides CSOs with the relevant operational and performance requirements. With the support of the United States Agency for International Development (USAID), IFES is implementing two programs in Kosovo: the Kosovo Election Support and the Increasing Inclusion and Mitigating Violence in Electoral Processes Program, which aims to promote inclusiveness of persons with disabilities and women in the electoral process, and mitigate violence and violations in elections through information systems. 1.2 Coverage & Participation IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation prior to the award without prior notification at any time without any liability or obligation of any kind or amount. 2 GENERAL INFORMATION 2.1 The Organization The International Foundation for Electoral Systems (IFES) is an independent, non-governmental organization providing professional support to electoral democracy. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency. IFES invites experienced civil society organizations (CSOs) to participate in this solicitation by submitting proposals for organizing an advocacy campaign to promote gender balance in electoral processes. Selected CSOs will also be expected to monitor political parties, and other political stakeholders performances in improving gender balance in political appointments. The subaward will be awarded to one or more local CSOs. IFES expects that any CSO awarded a sub award will conduct their activities in an impartial manner. 2.2 Schedule of Events The following tentative schedule will apply to this RFP, but it may change in accordance with the IFES needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders. Issuance of RFP on January 20, 2015 IFES/Kosovo Page 3 of 20

Technical Questions/Inquiries Due by January 26, 2015 Answers/Addenda from IFES on January 28, 2015 RFP Closes on February 16, 2015 by 17:00 CET 3 PROPOSAL PREPARATION INSTRUCTIONS 3.1 CSOs Understanding of the Inquiry In responding to this RFP, the CSO accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES reserves the right to disqualify any CSO who demonstrates less than such understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the CSO has demonstrated such understanding. Such disqualification shall be at no fault, cost, or liability whatsoever to IFES. 3.2 Good Faith Statement All information provided by IFES in this RFP is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from. 3.3 Communication Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication. 3.3.1 Notice of Intention: CSOs interested in bidding to this RFP are encouraged to notify IFES of their interest as soon as possible by filling and sending to the contact below the Notice of Intention herewith attached as Schedule A. However, the Notice of Intention is not mandatory and is does not legally bind the interested CSOs. Attention: Elizabeth Durbin Fax: +1 202 350 6819 E-mail: edurbin@ifes.org 3.3.2 CSOs Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and CSOs as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to: Attention: Elizabeth Durbin Fax: +1 202 350 6819 E-mail: edurbin@ifes.org 3.3.3 Formal Communications shall include, but are not limited to: IFES/Kosovo Page 4 of 20

Questions concerning this RFP must be submitted in writing. Errors and omissions in this RFP and enhancements. CSOs shall recommend to IFES any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, CSOs shall recommend to IFES any enhancements, which might be in IFES best interests. Inquiries about technical interpretations must be submitted in writing. Addenda to this RFP. 3.3.4 Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda per the Schedule of Events in 2.2. 3.4 Proposal Submission It s mandatory for bidders to send proposals in electronic copy via e-mail to both Elizabeth Durbin (edurbin@ifes.org) and Brikena Avdyli (bavdyli@ifes.org) on or prior to the closing date and time shown in the Schedule of Events in 2.2. Applying CSOs may receive an Implementation Plan template by contacting either Elizabeth Durbin at IFES Headquarters (edurbin@ifes.org) or Brikena Avdyli (bavdyli@ifes.org) in Kosovo. All proposals should be submitted in English and should contain: A completed Statement of Intent (Annex A) A completed Application Form (Annex B) A detailed Implementation Plan in the sample format attached (Annex C) A detailed Itemized Budget (Annex D) 3.5 Criteria for Selection Curriculum Vitae of all project participants, specifically key personnel Portfolio of prior relevant work Any other supporting document that will strengthen the application The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply IFES with the product and/or service identified in the Scope of Work. Evaluation Criteria: SN Criteria Score 1 Demonstration of ability to implement activities of the advocacy campaign within 30 the allocated timeframe and proposed budget. IFES/Kosovo Page 5 of 20

2 A feasible and detailed implementation plan. 20 3 Organization's capacity to implement the project in a timely and effective 20 manner, and comply with the managerial, financial and administrative requirements of the contract. 4 A competitive budget with efficient and reasonable cost structure 20 5 Experience in implementation of related projects 10 Total Score 100 3.6 Selection and Notification CSOs determined by IFES who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these CSOs via email. Those CSOs not selected for the negotiation phase will not be notified. 4 SCOPE OF WORK In February 2015 IFES will publish analyses of the gender balance electoral staffing and voter participation in the past two elections in Kosovo. These will serve as the foundation for the subawardee(s) to create a platform for an advocacy campaign that promotes gender balance in electoral processes, and monitor the progress on this issue. Among others, the sub awardee(s) will: Conduct regular dialogues with political entities at central and municipal levels on improving the gender balance in election official appointment; Assist political entities to identify locally appropriate solutions to improve gender balance in these appointments; Monitor political party performance in improving the gender balance in election official appointments, and publish the results of such monitoring after consultation with IFES; Promote women s participation in electoral processes in general, including voting. 5 FUNCTIONAL REQUIREMENTS 5.1 Timeline CSO must submit a timeline in the proposal showing the time required to produce and consolidate the products. IFES expects service and commodities to be delivered on or before August 2015. While the maximum duration of the subawards are envisaged to be March to August 2015, applicants may present a platform for advocacy that contains a shorter time frame that, based on their experience, they consider feasible. 5.2 Geographic Code IFES s project in Kosovo is funded by United States Agency for International Development (USAID) under Source and Nationality (S/N) Geographic Code 937 (for more information please refers to IFES/Kosovo Page 6 of 20

22CFR228.03). A request for waiver may apply if necessary, however, the estimated time required to obtain the SON waiver will be considered within the Timeline in the Evaluation Criteria. IFES encourage all bidders to consider products falls under SON Geographic Code 937 as priority whenever possible. 5.3 License, Clearance and Approvals In the presence of any local legal requirement to produce or deliver the products and/or services described in the Scope of work, the CSO will include the time needed to obtain possible, licenses, clearances and/or approvals in the timeline. 6 QUALIFICATIONS & REFERENCES The applying CSO must provide the following information in order for their proposal to be considered: 1. A brief outline of the company and services offered, including: Full legal name and address of the company Full legal name of company s President and / or Chief Executive Officer Registration Documents U.S. companies must indicate if they are a registered Small Business (Woman owned, veteran-owned, Minority-owned, Disabled, Service Disabled Veteran-owned) 2. Evidence of successful completion of a project of a similar size and complexity. 3. References: Contact information for no less than three references from projects similar in size, application, and scope and a brief description of their implementation (including location and year) 7 BUDGET & ESTIMATED PRICING The applying CSO fill out the following cost breakdown for the implementation of their solution for IFES s project as described in this RFP. The CSO must agree to keep these prices for the duration of the contract. Approximately, 12,800 Euros is to be awarded. However, this may be awarded as a single subaward or as multiple subawards to multiple organizations for amounts of less than 12,800 Euros. Costs must be in Euros ( ). Unit prices are required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. Bidders are required to use the budget template provide in Annex D. Applying CSOs may receive a budget template by contacting either Elizabeth Durbin at IFES Headquarters (edurbin@ifes.org) or Brikena Avdyli (bavdyli@ifes.org) in Kosovo. IFES/Kosovo Page 7 of 20

8 ADDITIONAL TERMS & CONDITIONS 8.1 Non-Disclosure Agreement IFES reserves the right to require the CSO to enter into a non-disclosure agreement. 8.2 Costs The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by a CSO or third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation. 8.3 Intellectual Property The Respondent should not use any intellectual property of IFES including, but not limited to, all logos, registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES, as appropriate. 8.4 CSO s Responses All accepted Responses shall become the property of IFES and will not be returned. 8.5 Partial Awarding IFES reserves the right to accept all or part of the quotation when awarding the purchase order. 8.6 No Liability IFES reserve the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability. IFES shall not be liable to any CSO, person, or entity for any losses, expenses, costs, claims, or damages of any kind: Arising out of, by reason of, or attributable to, the CSO responding to this RFP; or As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process. 8.7 Entire RFP This RFP, any addenda to it, and any attached schedules, constitute the entire RFP. IFES/Kosovo Page 8 of 20

9 CSO Certification This certification attests to the CSO s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The CSO must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to issued by IFES. The undersigned is a duly authorized officer, hereby certifies that: (CSO Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFQ and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFQ. The proposal shall remain in effect for a period of 90 calendar days. The undersigned further certify that their firm (check one): IS IS NOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify IFES of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Signature: Name: Signature: Title: Date: Title: Date: Signature of Authorized Officer: Name: Signature: Title: Date: IFES/Kosovo Page 9 of 20

SCHEDULE A NOTICE OF INTENTION From: Name: Contact: Phone: Fax: Email: [INSERT COMPANY NAME] [INSERT NAME OF AUTHORIZED REPRESENTATIVE] [INSERT TELEPHONE NO.] [INSERT FAX NO.] [INSERT E-MAIL] Please state your intention with regard to the subject Request for Proposal by selecting one of the following: [ ] Intends to respond to IFES Request for Proposal [ ] Does not intend to respond to IFES Request for Proposal TO: International Foundation for Electoral Systems Attention: Elizabeth Durbin Fax: +1 202 350 6819 E-mail: edurbin@ifes.org IFES/Kosovo Page 10 of 20

ANNEX B APPLICATION FORM Subaward for the Advocacy Campaign to Promote Gender Balance in Electoral Processes Application Form and Guidelines 1. Complete legal name of applicant organization 2. Office address 3. Head office telephone number(s), including area code IFES/Kosovo Page 11 of 20

4. E-Mail address(es) 5. Contact person for this project 6. Mobile number and email address of contact person 7. Director of organization (if different from the contact person) 8. When was your organization established? 9. Is your organization registered with the government? If so, what is the registration number? Please include a copy of the registration certificate. 10. How many staff does your organization employ? IFES/Kosovo Page 12 of 20

11. Please specify what has been your organizational budget for the last five years. 12. Over the past three years, if you have received donor funding, please specify the following: SN Donor/Funder Project Title Start and end date of Project Amount Received 1 2 3 4 5 13. Organizational Capacity: Please use this section to demonstrate why your organization is most suited to be selected for a sub-grant in response to this RFA by briefly presenting the following: a) your organization s mission and core activities; IFES/Kosovo Page 13 of 20

b) your organizations experience of managing similar grants; c) your organization s experience of developing such or similar campaigns; d) your organization s experience of working on advocacy campaigns or other activities to promote gender balance, with particular reference to activities involving government officials and/or electoral stakeholders at the local level. 14. Letters of Reference Please include at least two letters of reference from other organizations and/or donors that have worked with your organization. IFES/Kosovo Page 14 of 20

PROJECT TITLE A. Executive Summary: (please provide a one page executive summary of your idea for the implementation of this project within the timeline) Amount requested in Euros B. Project Description 1. Project activities Please specify what project activities you will implement. 2. Expected Results Please identify specific results that you expect to realize upon completion of your project. 3. Effectiveness of Approach IFES/Kosovo Page 15 of 20

Please specify how you believe that the methodologies that you will use in your project will best address the requirements of this RFP? 4. Project Monitoring and Evaluation Please describe what the criteria are for the project s success. How will you monitor and evaluate the project and determine that the project goals have been accomplished? C. Implementation Plan Please see Annex C for the required format of the implementation plan. D. Key Project Personnel Please attach the CVs and summarize below the key personnel that will work on this project and include their responsibilities and summary of responsibilities. Key Personnel 1: IFES/Kosovo Page 16 of 20

Key Personnel 2: Note: You can add more sections for key personnel if needed. E. Budget Complete the budget by line-item for each category of budget expenditure that you are requesting in this grant application. The budget should only include items that are appropriate for the proposed initiative. Indicate costs in Euros ( ). Budget Format Please see Annex D for the required budget template. End of application form IFES/Kosovo Page 17 of 20

ANNEX C IMPLEMENTATION PLAN TEMPLATE Project Title: Advocacy Campaign to Promote Gender Balance in Electoral Processes Project Dates: March- August 2015 1 1.1. 1.2 2 2.1. 2.2. 2.3. Activity March April May June July August 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 Responsible personnel Note: The markings on this implementation plan are only an example. Additional lines for activities may be added as seen appropriate. IFES/Kosovo Page 18 of 20

ANNEX D BUDGET TEMPLATE (Budget must be in Euros) Please Note: This is a template and will constantly need tweaking, as each proposal is unique. You can delete and add lines as needed or group and ungroup rows and columns. Period 1 March 2015 - August 2015 Total Title/Category Name Base Rate Per Units Rate Amount Units Amount 1. DIRECT LABOR (Labor & Benefits) Project Staff Salaries Project Staff 1 TBD /month Project Staff 2 TBD /month Project Staff 3 TBD /month Project Staff - TBD /month Subtotal Project Staff Salaries Staff benefits Subtotal Staff Benefits 1. Total Direct Labor (Labor & Benefits) 2. CONSULTANTS Local Consultants - Consultant - /day Consultant - /day Consultant - /day Subtotal Local Consultants - 2. Total Consultants 3. TRAVEL, TRANSPORTATION & PER DIEM In-Country Travel (Field) Perdiem (Lodging) - City /day Perdiem (M&IE) - City /day Subtotal In-Country Travel (Field) Field Office - Local Transportation (Field) Local Transportation /month Subtotal In-Country Travel (Field) Travel Services Interpreter/Facilitator /each Travel Insurance /day/person Subtotal Travel Services 3. Total Travel, Transportation & Per Diem IFES/Kosovo Page 19 of 20

4. FURNITURE & SUPPLIES - EXPENDABLE (<$5,000) Office Furniture & Equipment IT Equipment (Computer Accessories & Software (Start Up) /each /each /each /each /each /each /each /each 4. Total Furniture & Supplies - Expendable (<$5,000) 5. OFFICE EXPENSES Operational Costs - Expenses Office Lease Expense-Field Office 1 /month Office Utility Expense-Field Office 1 /month Communication Expense /month Office Supplies /month Other Office Costs ( please detail) /month 5. Total Office Expenses 6. SPECIAL EVENT EXPENSES (including any additional costs related to proposed activity) Project Activities Briefings /month Meetings /month Trainings /training Workshop /workshop Meetings /month Project Monitoring Visits /workshop 6. Total Special Event Expenses (Excluding Airfare & Per Diem) 7. OTHER DIRECT COSTS Other Expenses Bank Charges /month/type Translation /month 7. Total Other Direct Costs TOTAL DIRECT COSTS (1-7) IFES/Kosovo Page 20 of 20