RFB – PROCUREMENT OF SERVICES PROVIDER/FIRM FOR PRODUCTION AND DISSEMINATION OF POPULAR VERSION FOR THE STUDY ON GOVERNANCE, GENDER AND PEACEBUILDING

This is to notify you that the closing date for above mentioned tender has been extended from 11^th February 2021 to 15^th February 2021 at 11.00 hours SA time.

African Peer Review Mechanism Secretariat (APRM)

P.O. Box X09, Halfway House • Midrand 1685, South Africa.

Physical Address:

No. 230 15th Road, 1st Floor; Raandjes Park, Halfway House, Midrand

South Africa

Tel: +27 (0) 11 256 3401 • Fax: +27 (0) 11 256 3456 • Website: www.aprm-au.org

Standard Bidding Documents

PROCUREMENT OF NON-CONSULTING SERVICES

PURCHASER: AFRICAN PEEER REVIEW MECHANISM, SOUTH AFRICA 

TITLE OF PROCUREMENT: PROCUREMENT OF SERVICES PROVIDER/FIRM FOR PRODUCTION AND DISSEMINATION OF POPULAR VERSION FOR THE STUDY ON GOVERNANCE, GENDER AND PEACEBUILDING

Procurement Number:  APRM/014/SIDA/ SGGP/2021

SECTION I. BID INVITATION (RFB – REQUEST FOR BID)

Procurement Number: APRM/014/SIDA/ SGGP/2021

TITLE OF PROCUREMENT: PROCUREMENT OF SERVICES PROVIDER/FIRM FOR PRODUCTION AND DESSIMINATION OF POPULAR VERSION FOR THE STUDY ON GOVERNANCE, GENDER AND PEACEBUILDING

The African Peer Review Mechanism (APRM) received funding from Swedish International Development Agency (SIDA)’ to support the APRM Gender Mainstreaming strategy including the hiring of a multimedia agency to development and disseminate a popular version of the study on Governance, Gender and Peacebuilding. The Popular version will consist of a 3 mins animation accompanied by 30 seconds cut-down and will make use of “illustrative storytelling” techniques, appealing to the target audience.

The African Peer Review Mechanism (APRM) is the champion of good governance on the continent.  Its mandate emanates from the APRM-NEPAD Declaration on Democracy, Political, Economic and Corporate Governance. It was founded in 2003 as a tool for experience sharing, reinforcing best practices, identifying deficiencies, and assessing capacity. Its mandate emanates from the APRM-NEPAD Declaration on Democracy, Political, Economic and Corporate Governance

The African Peer Review Mechanism invites eligible firm/Service Provider services for Production and Dissemination of Popular version for the Study on Governance, Gender and Peacebuilding.

The bids shall submit the following documents- Preliminary examination to determine.

• Valid tax certificate or equivalent document
• Valid business registration documents – Must be licensed company with valid certificate of incorporation.
• Certified Financial Information-Bank statement (last six months) from a licensed Bank in the country
• Provide power of attorney must be signed by authorised person.
• The tender shall be valid for a period of 60 days from the date of opening/ closing- A statement indicating so to be provided.
• Statement that they have not been debarred by African Union.

Bidders MUST comply with the above Preliminary Examination Requirements

Interested firms may obtain further information from:

The Project Coordinator.

African Peer Review Mechansm, Private Bag x09, Halfway House, 1685,

Physical Address: 230 15th Street, Randjies Park, 1st Floor, Midrand, South Africa ; Tel: +27 11 256 3400/01/29 ; Fax: +27 11 256 3456 during working hours or through  Email:  [email protected]aprm-au.org copy to Email: [email protected]aprm-au.org

A complete set of the Solicitation documents in English language may be downloaded from the APRM Website.

MODE OF SUBMISSION

Application MUST be submitted through email: ([email protected]) or physically to the address below on or before 11th February 2021 at 1100hrs South Africa Time

Project Coordinator

African Peer Review Mechanism

Private Bag x09, Halfway House, 1685

Physical Address: 230 15th Street, Randjies Park, 1st Floor

Midrand, South Africa

Tel: +27 11 256 3400/01/29

Fax: +2711 256 3456

E-mail: [email protected]

Submissions to be titled: PROCUREMENT No. APRM/014/SIDA/ SGGP/2021: Request for Bid for the” FOR PRODUCTION AND DESSIMINATION OF POPULAR VERSION FOR THE STUDY ON GOVERNANCE, GENDER AND PEACEBUILDING)”; The submission to be made to the following email.

Project Coordinator

African Peer Review Mechanism

Private Bag x09, Halfway House, 1685

Physical Address: 230 15th Street, Randjies Park, 1st Floor

Midrand, South Africa

Tel: +27 11 256 3400/01/29

Fax: +2711 256 3456

E-mail: [email protected]

The deadline for submission of proposals is11th February 2021 at 11:00 hours local time (South Africa Time), Late submission shall not be accepted and shall be rejected.

The tender shall be valid for a period of 60 days from the date of opening/ closing.

NB:

In case you intend to submit a Hard Copy, kindly communicate the same through Email: [email protected] DO NOT SUBMIT ANY BIDS THROUGH THIS EMAIL.

Please note an Annexure has also been provided as additional information to this tender.

SECTION II: BID SUBMISSION SHEET

{Complete this form with all the requested details and submit it as the first page of your bid.

Ensure that your bid is authorised in the signature block below. If any documentation is

attached, a signature and authorisation on this form will confirm that the terms and

conditions of this bidding document prevail over any attachments. If your bid is not

authorised, it may be rejected.}

We offer to provide the Services detailed in the Terms of Reference/Statement of

Requirements, in accordance with the terms and conditions stated in this bid document.

and subsequent contract.

We confirm that we are eligible to participate in this procurement process.

The validity period of our bid is: _______________ days/weeks/months from the time and

date of the submission deadline.

We confirm that the rates quoted in the financial proposals are fixed and firm for the

duration of the validity period and will not be subject to revision or variation.

We understand that you are not bound to accept the lowest or any bid you may receive.

Services will commence within _______________ days/weeks/months from date of

Contract.

Services will be completed within _______________ days/weeks/months from date of

Contract.

Dated this ________________ day of ________________ 20______.

[signature] [in the capacity of]

Duly authorised to sign Bid for and on behalf of ________________________________

Must have the power of Attorney

SECTION III.  TERMS OF REFERENCE TERMS OF REFERENCE FOR PRODUCTION AND DISSEMINATION OF POPULAR VERSION FOR THE STUDY ON GOVERNANCE, GENDER AND PEACEBUILDING

PROCUREMENT NUMBER: APRM/014/SIDA/ SGGP/2021

1)BACKGROUND

As a tool for experience sharing, reinforcing best practices, identifying deficiencies, and assessing capacity- Founded in 2003, the African Peer Review Mechanism (APRM) is the champion of good governance on the continent.  Its mandate emanates from the APRM-NEPAD Declaration on Democracy, Political, Economic and Corporate Governance.

The mandate of the APRM is for sharing experiences, reinforcing best practices, identifying deficiencies, and assessing capacity-building needs to foster policies, standards and practices that lead to political stability, high economic growth, sustainable development and accelerated sub-regional and continental economic integration. The APRM’s structure, processes and governance instruments were uniquely designed by Africans for Africans. APRM has achieved great stride in African governance, however, to further affirm its position, the APRM needs to continually embrace innovations and changes in the face of a fast-changing and fast-moving environment.

The implementation and outcomes from the 2016-2021 Strategic Plan exposed some of the mechanism’s weaknesses such as the poor coordination with relevant AU institutions and participating states, the lack of data on cross cutting issues, inadequate follow-up and the cumbersome country self-assessment questionnaire. Other gaps such as the weak participation of CSOs, youth and women were also underlined in the past 4 years. The question “what needs to be done” is then necessary to be asked and answered.

To address the gaps, the APRM needed to rethink its overall strategy and aim at achieving more significant impact for stakeholders. The situational analysis of the APRM lead to the review and optimization of its processes and instruments in the pursuit of its mandate.

One of the areas identified as an opportunity to overcome the weaknesses and optimize the APRM’s work, relevance and improve the overall governance landscape in Africa, for the sake of achieving sustainable development, is the actualization of Gender Equality. As per its expanded mandate, the APRM is expected to monitor and evaluate the implementation of Agenda 2063 and SDGs 2030 in AU member states which highlight respectively Aspiration 6 and SDG 5 focusing on Gender Equality.

Thus, Gender Equality takes further prominence for the APRM, and it is for the interest of the mechanism and the interest of the continent that issues of Gender Equality be addressed with careful attention within governance processes in Africa. This goes without withstanding that Gender is addressed as a governance cross cutting issue within APRM.

Therefore, to achieve the Gender Equality goal, the APRM needs to develop and implement a gender mainstreaming strategy consisting of the development and dissemination of a popular version of the study on Governance, Gender and Peacebuilding, amongst other activities. These activities were selected to build on the work on gender achieved so far by the APRM and will ensure a participatory approach of all stakeholders in promoting gender equality within APRM processes. The gender mainstreaming strategy aims at strengthening governance structures and build capacity towards achieving gender equality.

2)DESCRIPTION OF THE PROJECT

The African Peer Review Mechanism (APRM) received funding from Swedish International Development Agency (SIDA)’ to support the APRM Gender Mainstreaming strategy including the hiring of a multimedia agency to development and disseminate a popular version of the study on Governance, Gender and Peacebuilding. The Popular version will consist of a 3 mins animation accompanied by a 30seconds cut-down and a brochure making use of “illustrative storytelling” techniques, appealing to the target audience.

3) OBJECTIVES

The main objective of this assignment is to develop a 3-4 mins video and a 30 seconds video to raise awareness around governance, gender and peacebuilding issues and showcase the durable solutions. The video will also mobilise the target audience to take action.

Specific Objectives of the Popular version

1. Member States to implement recommendations from study;
2. Stakeholder strongly sensitized on findings, recommendations and best practices from the study on the nexus between Governance, gender and Peace building.
3. Increase awareness on women’s challenges in conflict and peace processes
4. Increased engagement and commitments of Member States and relevant stakeholders (media, CSOs, youth and women groups, students and generic population) towards addressing issues raised
5. Encourage ownership of the peacebuilding and gender equality narrative by target audience.

4)SCOPE OF THE ASSSIGNMENT

Under the direct supervision of the project coordinator, the agency will develop a 3- 4 minutes animation film to raise awareness and interest on challenges encountered by women in governance and peacebuilding processes as well as to profile durable solutions or best practices towards achieving both women’s participation in peacebuilding processes and gender equality for vulnerable women such as women refugees. The 3-4 minutes video will be accompanied by a 30 seconds cut-down version to be used on social media platforms. The agency shall also assist with the dissemination of the videos and monitor its reach.

The target audience for the video is primarily the APRM and the APRM community, APRM’s partners, AU member states, youth, CSOs but also the general public whom the video should appeal to for the purpose of raising awareness on issues of governance and gender equality.

5)DELIVERABLES

The agency is expected to deliver a 3-4 minutes video and 30 seconds video both in English and then in French and Arabic. The Brochure will be elaborated from the same story board and will be produced in English and French.

6)TIME FRAME /DURATION OF ASSIGNMENT

The assignment should be completed within twenty-five (25) days.

7)QUALIFICATIONS, EXPERIENCE AND COMPETENCIES OF THE FIRM AND EXPERTS

1. Firm

Animation requires a high level technical/professional expertise and creativity; therefore,

successful agency is required to have the following qualifications:

1. Minimum of three years (3) relevant experience producing content for Government and public institutions, NGOs or Multilateral Organisations such as UN or AU;
2. Three examples of past video animation productions they have directly designed and Produced;
3. Demonstrated competency with developing and producing video animations and
4. infographics for video infomercials;
5. Experience in managing projects, meetings, and teams
6. Capacity to provide translation, voice over and editing services;
7. Fluency in spoken English or French knowledge of the other language will be an added advantage.

2. Experts

Given the nature of the assignment, the team shall be composed of at least a translator, editor, videographer, Animator and infographer, designer, video editor. Each must demonstrate:

1. Minimum of three years (3) relevant experience in their respective areas
2. Realisation of previous assignment of similar nature
3. Qualifications in respective field (degree or/and certificate in the area of multimedia, production, graphic design, communications, translation etc..,);
4. Ability to working in a team and meet deadlines;
5. Fluency in spoken English or French knowledge of the other language will be an added advantage;
6. Capacity to think creatively;
7. Understanding of industry in which clients operates

These shall be examined on a PASS/FAIL Criteria

8)FACILITIES AND SERVICES TO BE PROVIDED BY THE CLIENT

The APRM Secretariat shall provide access to all information and script in one language necessary for the agency to carry out the assignment adequately. Additional information is provided in the published Annexure

9) LOCATION

Since the assignment will be carried out virtually, the agency is expected to use own equipment and facility to carry out the task.

10) PAYMENT SCHEDULE

The assignment will be conducted in 25 days (inclusive weekends & public holidays) and agency will be paid upon certification of satisfactory work as per work plan and endorsed by APRM Continental Secretariat.

11)GENERAL INFORMATION

All consultancies will be advertised on an equal opportunity basis. Applicants should be nationals of AU Member States.

12)LANGUAGE OF ASSIGNMENT

The final product must be presented in English, French and Arabic.

13) EVALUATION CRITERIA

1. Evaluation of Bids: The evaluation of bids will use the following methodology:
2. Preliminary examination to determine eligibility (as defined below) and administrative compliance to this Invitation for Bids on a pass/fail basis.Detailed evaluation to determine commercial and technical responsiveness ( Clause 7) ; and
3. Financial comparison to determine the evaluated price of bids and to determine the lowest evaluated cost bid.

Bids failing any stage will be eliminated and not considered for award of contract.

Lowest Evaluated Cost Bid: The lowest evaluated cost bid shall be the lowest priced bid, which is eligible and substantially responsive to the commercial and technical requirements of the Purchaser and shall be recommended for award of contract.

Award of Contract: Award of contract shall be by placement of a contract

Right to Reject: The Purchaser reserves the right to accept or reject any bid or to cancel the bidding process and reject all bids at any time prior to contract award.

13.1) SELECTION PROCESS

Compliance with the minimum requirements

The minimum technical score shall be 70% and above. Only bidders who score the minimum score shall be considered for financial evaluation

14) FINANCIAL PROPOSAL

The bid should be accompanied by a detailed financial proposal, with a clear breakdown of the various activities and their cost in USD currency.

15)REPORTING

The Agency shall report directly to the Project Coordinator and will submit all deliverables as per the ToRs.

16) RESERVATIONS AND CONFIDENTIALITY

APRM reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/output is incomplete, not delivered, or for failure to meet deadlines. In the event of the producer ending the contract prior to delivering all agreed upon products, a portion of the payments shall be returned to the APRM. The reference group undertakes to maintain confidentiality on all information that is not the public domain and shall not be involved in another assignment that represents a conflict of interest to the prevailing assignment. The reference group shall undertake to refrain from promoting any political or religious beliefs in the documentary movie which is the subject of this contract.

17)CLARIFICATION

Clarification can only be sought through Email: [email protected] during working hours- Monday to Friday time 8.00am to 5.00pm hours local time at least seven days before closing. Response shall be published on APRM portal.  DO NOT SUBMIT YOUR BID THROUGH THIS EMAIL

MODE OF APPLICATION/ SUBMISSION & DOCUMENTS TO BE SUBMITTED BY CONSULTANTS

The consultant should submit an expression of interest, containing a technical proposal and a Financial proposal. The technical proposal should, among others, list the profile of the consultant, understanding of the ToRS, understanding of the methodology, detailed workplan, references and contact persons.

The financial proposal should give a cost breakdown per milestone and take into consideration all expenses.

The proposal should be in USD and inclusive of all taxes and other statutory obligations as may apply.

The Technical & financial Proposal clearly marked: PROCUREMENT NUMBER: APRM/014/SIDA/ SGGP/2021: FOR PRODUCTION AND DESSIMINATION OF POPULAR VERSION FOR THE STUDY ON GOVERNANCE, GENDER AND PEACEBUILDING Shall be submitted through Email: [email protected] on or before 11th February 2021 at 11.00hrs South Africa time.

Eligible women are encouraged to apply. The REOI shall be opened immediately after the closing date and time before 11th February 2021 at 11.00hrs South Africa time.

All applications in writing should be accompanied by up-to-date certified Curriculum Vitae and supporting documents (Relevant Academic Certificates & reference letters) (Note: do not send originals) with the names and addresses of three referees, one of which should be the last consultancy and addressed to:

African Peer Review Mechanism

Private Bag XO8, Halfway House

Physical Address: 230 15th Road, 1st Floor,

Randjespark, Midrand, 1685,

South Africa

Tel: +27 11 256 3401

Send Bid to Email: [email protected]

The deadline for submission of proposals is 11:00 hours local time (South Africa Time) on 11th February 2021, Late submission shall not be accepted and shall be rejected.

Section IV. Contract Form

Contract Form

THIS AGREEMENT made the _____ day of __________ 20_____ between ________________ [insert name and address of Purchaser] (hereinafter called “the Purchaser”) of the one part and ________________ [insert name and address of Supplier] (hereinafter called “the Supplier”) of the other part:

WHEREAS the Purchaser invited bids for certain goods and ancillary services, viz., [brief description of goods and services and Procurement Number] and has accepted a bid by the Supplier for the supply of those goods and services in the sum of [contract price in words and figures] (hereinafter called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract hereinafter referred to.
2. The following documents shall be deemed to form and be read and construed as part of this Agreement in the listed order of precedence, viz.:

(a)       Agreement;

(b)       Technical Specifications;

(f)        Bid Form and the Price Schedule submitted by the Bidder;

(g)       Purchaser’s Notification of Award of Contract; and

3. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the goods and services and to remedy defects therein in conformity in all respects with the provisions of the Contract

4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the goods and ancillary services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the Contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed the day and year first above written.

Signed, sealed, delivered by                                                                         (for the Purchaser)

Signed, sealed, delivered by                                                                         (for the Supplier)

Download Annexure: https://www.aprm-au.org/wp-content/uploads/2021/01/ADVERT-ANNEX-Study-summary-and-script-20.01.2021.pdf