The purpose of this request for proposal is to source for qualified experts who will provide various skills and knowledge to support ICRC WatHab team in developing and delivering training in various thematic areas.
The selected individuals will act as trainers or providers of training for ICRC WatHab trainings that are carried out yearly. They will provide their services by developing or reviewing training content; conducting, coordinating or participating to the training using the blended approach (see Annex XX training steps)
ICRC seeks to engage in long term frame agreements with selected training providers to improve service provision with cost effective training solutions.
Expected approach
The training providers will support ICRC WatHab to provide training in various thematic areas by providing their expertise to review existing resources, identifying potential gaps. The providers will be expected to employ instructional design components to create effective training and learning experiences that meet learning objectives. The providers will liase with ICRC and its stakeholders in delivering the trainings.
Educational Background
- Minimum Requirement: Bachelor’s degree in a related field such as Civil Engineering, Mechanical Engineering, Electrical Engineering, or Environmental Engineering or closely related field.
- Preferred: Advanced degree (Master’s or PhD) in Water Resources Engineering, Hydraulic Engineering, or a closely related discipline. Additional certifications or specialized training in electrical installations, renewable energy systems, and safety protocols.
Professional and Technical Expertise
- In-depth experience and knowledge with Water and Habitat domain of expertise
Teaching and Training Skills
- Experience in in developing training materials.
- Ability to design and deliver interactive and engaging training sessions.
- Strong communication skills to explain complex technical concepts in a clear and understandable manner.
Please include information about relevant prior projects.
Deliverables
A Response Grid – exhaustive services that you have provided.
- Administrative information
Providers are invited to submit a proposal to the ICRC for review, in a concise way, considering the instructions, scope, requirements, required answer format and timeframe defined in this tendering document.
- Timetable
It is the intention of the ICRC to follow this timetable. However, the ICRC reserves the right to change any part of this timetable at any time depending on operational constraints. The ICRC will notify providers of such changes.
For all bidders
Deadline (1st of August)
Tendering document Publication – 1st of July 2024
Tendering document Questions Close + 2 weeks
ICRC’s answers to questions + 3 weeks
Proposals submission + 4 weeks
Questions to providers, clarifications + 5 weeks
Communication of selected provider + 8 weeks
- point(s) of contact
The sole point(s) of contact for the purpose of this tendering process are the following:
Name: James Oyugi
Title: Regional Purchasing Officer
Email address: joyugi@icrc.org
Name: Laurent Wismer
Title: WatHab Energy, Partnerships and Knowledge Manager
Email address: wathabtraining@icrc.org
The proposal must be submitted by email, to be received by 4 pm (Geneva, Switzerland time) on the date indicated under paragraph 3.1 “Proposal submission”, to the above-mentioned ICRC contact(s). Any proposal received after this exact time will be discarded.
- Questions from providers
All questions regarding this tendering process and the terms of reference must be directed to the ICRC point(s) of contact indicated under section 3.2. Please submit all questions by e-mail, indicating the document concerned, referring to the section and page of the document. Questions asked by phone or in person will not be answered.
The providers must not contact any entity within ICRC, or any of its subcontractors regarding this tendering process.
The ICRC will respond to questions promptly and will send answers to providers as a group. In doing so, the ICRC will delete the provider names from the text of questions before the answers are sent.
2. Questions from ICRC
The ICRC may have further questions at any time throughout the course of this tendering process, for which additional written answers might be requested.
3. Information and document exchange
E-mail will be the main method of communication. The required formats for documents are either PDF files, or MS-Office files (e.g. Word, Excel, Powerpoint, or Visio for diagrams).
4. Data Protection, ICRC’s Legal Status and supplier questions
Bidders are required provide answers to the questions within their proposals.
5. Training Description Sheets
a) Energy Efficient Borehole Pumping System
b) Electricity for Construction Engineers
How to apply
- Submission of proposal
The provider shall submit its proposal before the deadline outlined in the timetable section, by email only to the contact person(s) indicated under section 3.2.
All documents submitted should be in English.
Please consider that the maximum acceptable email size including attachments is 8Mb.
- Required format of proposal
Proposals must contain a version number in order to facilitate the identification of revisions.
All proposals submitted shall conform to the following format:
Section
Content
1. Cover letter
The cover letter must identify the provider’s name and address, and the name, email and telephone number of the person authorized to represent the provider in relation to the proposal.
The letter shall be signed by a person authorized to bind the provider to all commitments made in the proposal. It shall indicate that the provider has thoroughly reviewed and understood all contents of this tendering document.
2. Executive Summary
The presentation of provider’s offer shall present a summarised view of each major section, highlight any unusual features and benefits contained in the proposal and deliver the major selling points. It must at a minimum meet the following requirements:
- Summarise overall approach
- Describe the specifications of expected deliverables as defined in the Terms of reference
- Discuss the risks and concerns arising from this tendering document
- Proposed staffing and their profiles
- Explanation of pricing calculation if necessary
- Indication of any pricing constraints on the provider’s part
- Indication if the VAT should be paid or not
- Point out hidden or related costs that the ICRC may not have anticipated
- Customer references for the same services and ideally with similar activities to the ICRC
3. Company Presentation
Presentation of the provider’s entity Profile. This section should at a minimum contain the following information:
- Official registered name, mailing address, main telephone number and web address
- Organisational structure, including holding companies, subsidiaries, and affiliates including the names of any affiliates, divisions or subsidiaries that will take part in delivery of the products or services requested) , if relevant
- Official status (company or self-employed) with documentation to support this declaration (extract from commercial register for companies or social security certificate for self-employed)
- Number of employees (figures of last three years), if relevant
- Financial figures over the last three years
- Recent mergers, acquisitions, etc.
- Language requirements
4. Solution Presentation
NA
5. Proposed team
Describe how you would staff your team, if relevant.
Provide CVs for each project team member.
English will be the standard means of communication on the project.
6. Planning proposal
The supplier will be required to build and maintain a detailed plan covering their areas of responsibility and to monitor progress against agreed timetable, taking any necessary corrective action when the project deviates from its schedule.
Describe or attach an indicative plan including course stages and milestones.
7. Response Grid
The document “Response Grid Consultants.XLS” provides a pre-defined structure to gather the information required to compare all bids. See appendices.
8. Pricing
All prices shall be quoted in CHF or EUR.
Indicate if you are exempted or not of VAT.
All expenses related to the project must be included. Please include any additional cost (including 3rd party software and licenses) unforeseen by ICRC.
The pricing should be valid for a period of 5 years.
See appendices
9. Standard Terms & Conditions
ICRC Terms and Conditions shall apply. Please comment the clauses/ wordings you may want to discuss. If not comment is made, this means ICRC Terms and Conditions are accepted.
See Appendices
10. Supplier Code of Conduct
ICRC Supplier Code of Conduct shall apply. Please comment the clauses/ wordings you may want to discuss. If not comment is made, this means ICRC Supplier Code of Conduct is accepted.
See Appendices
11. Vendor creation
The provider shall include at time of submission all documents requested in the supplier creation form included under the Appendices. All documents must be hand signed, including the bank document on original letterhead.
12. Other
Add other documents and references deemed appropriate.
Please do not submit generic marketing materials, broadly descriptive attachments, or other general literature. Providers are expected to write complete answers for each requirement indicated in this tendering document and not to refer to previous responses.
In this tendering document, the key words “may”, “must”, “must not”, “optional”, “recommended”, “should”, and “should not”, are to be interpreted as follows:
Must: This word, or the terms “required”, “at a minimum” or “shall”, means that the definition is an absolute requirement of the specification.
Must not: This phrase, or the phrase “shall not”, means that the definition is an absolute prohibition of the specification.
Should: This word, or the adjective “recommended”, means that there may exist valid reasons in particular circumstances to ignore a particular item, but the full implications must be understood and carefully weighted before choosing a different course.
Should not: This phrase, or the phrase “not recommended” means that there may exist valid reasons in particular circumstances when the particular behaviour is acceptable or even useful, but the full implications should be understood and the case carefully weighted before implementing any behaviour described with this label.
May: This word, or the adjective “optional”, means that an item is truly optional.
Providers must respond to all mandatory requirements (“must”, “shall”, “required”, “must not”, “shall not”) presented throughout this tendering document. Provider’s compliance with requirements must be indicated. Failure to respond may disqualify your proposal.
- Proposal preparation costs
The provider issuing a proposal will do so at its own cost. The ICRC will not consider any requests for the reimbursement of any costs associated with the preparation and issue of the proposal.
- Integrity of responses
The proposal must be a bona fide response. Responding companies may be ruled out from further consideration for failure to comply with the specifications of this tendering document.
- Validity
The proposal shall remain valid 120 days after the date of issue and shall remain binding upon the provider at any time before the expiration of that period. The ICRC reserves the right in its sole discretion to request for the extension of this period, which shall be at no cost to the ICRC, if agreed with the provider.
- Ethical principles guiding ICRC’s relationships with providers
Offering any form of bribes, gifts or any other inducement to any ICRC representative, or its designated contractors, with the view to influence the outcome of the tendering process will result in the rejection of the proposal and disqualification of the provider.
- Legal disclaimer
This document is a tendering document in connection with the project outlined in it. It is not intended to, nor should it be interpreted as, being an offer to contract.
Neither the ICRC nor any of its officers, employees or external consultancy make any explicit or implied representation or warranty as to, nor will have any liability or responsibility for, the accuracy or completeness of the information contained in this document or made available in connection with the project outlined in it. The ICRC and its officers, employees and external consultancy expressly disclaim any and all liability, which may be based on such information, errors therein, or omissions there from (provided nothing in this tendering document shall exclude or limit liability for fraudulent misrepresentation).
- Non-disclosure
The information contained in this tendering document (or accumulated through other written or verbal communication in connection with this tendering document) is confidential, shall be used for proposal purposes only, and shall not be disclosed or used by providers for any other purpose. The tendering documents, including other data appended or related to them, must be returned to the ICRC or destroyed upon the ICRC‘s request.
The ICRC agrees to hold all information received in response to this tendering process in confidence and will not disclose it to parties without express written consent from provider.
- Communication
Providers may not refer to the ICRC for any public communication purposes, such as displaying ICRC‘s logo for example. Publicity or news release pertaining to this tendering process, or the award of any contract related to it, must not be made public without prior written approval of the ICRC. The contracts that the ICRC signs with its providers must clearly stipulate that no use may be made of the name, image or logo of the ICRC, or any of the Red Cross or Red Crescent emblems, without prior written approval.
- Ownership of materials
All materials submitted in response to this tendering process become the property of the ICRC. Proposals and supporting material will not be returned to providers.
- Acceptance
The ICRC reserves the right to reject any or all proposals received as the result of this tendering process, in whole or in part, in the sole discretion of the ICRC. The ICRC reserves the right to negotiate modifications, prior to and leading up to selection of the provider(s).
- Provider evaluation and selection
The ICRC will select the providers after a thorough evaluation. Any responding provider selected will be chosen on the basis of greatest benefit to the ICRC and will be considered for an eventual contract. The ICRC reserves the right, in its evaluation of the proposal, to consider all pertinent information and criteria it deems appropriate, whether or not related requirements and criteria are specified in this tendering document.
Further, the ICRC might request access to the provider’s external auditor for a certification of the provider’s financial statements.
After a final selection is made, the winning providers will be invited to negotiate a contract with the ICRC; remaining bidders will be notified in writing of their selection status.
Main evaluation criteria are:
- Acceptance of ICRC Standard Terms & Conditions
- Acceptance of ICRC Supplier Code of Conduct
- Understanding of the work to be performed
- Ability to work collaboratively with the ICRC (and its partners, where necessary) to ensure the project objectives are met.
- Completeness, accuracy and consistency of the proposals
- Commitment to quality and technical expertise
- Experience with similar projects
- Provider viability
- Match with ICRC: mentality, ethics, resources, processes
The principle of independence requires that the contractual relationship between the ICRC and a provider does in no way lead to believe that the ICRC may endorse a provider, its products, policies or services. The ICRC cannot grant formal “exclusivity” to any provider.
Send your applications to
Name: James Oyugi
Title: Regional Purchasing Officer
Email address: joyugi@icrc.org
and copy
Name: Laurent Wismer
Title: WatHab Energy, Partnerships and Knowledge Manager
Email address: wathabtraining@icrc.org