About GWP
The Global Water Partnership (GWP) is a multi-stakeholder international action network created in 1996 to foster the implementation of integrated water resources management: the coordinated development and management of water, land, and related resources in order to maximise economic and social welfare without compromising the sustainability of ecosystems and the environment. The GWP Network is open to all organisations that recognise the principles of integrated water resources management endorsed by the Network. It includes states, government institutions at all levels, non-governmental organisations, academic and research institutions, private companies, and service providers in the public sector. GWP’s diverse and inclusive network is a platform for policy dialogue and bottom-up development of action plans and programmes, providing a voice for communities on water management.
GWP comprises 3,000+ partner organisations in over 180 countries. Our network of 65+ Country Water Partnerships and 13 Regional Water Partnerships convenes, and brokers coordinated action by government and non-government actors. A long-time advocate for integrated water resources management, GWP draws on implementation experience at the local level and link it across our Network and to global development agendas.
The GWPO Secretariat manages GWP’s finances and reports on funding received at the global level. It also helps with the exchange of knowledge and resources and ensures communication and coherence across the Network. The Secretariat of GWPO is located in Stockholm, Sweden. The Secretariat staff normally stands at 25-30 members recruited from all parts of the world. The staff is composed of administrative and operational/scientific/technical positions. More information can be found at www.gwp.org
Objective
To identify a supplier who will provide the GWPO Secretariat with a user-friendly digital solution for comprehensively managing business processes at GWP. The solution may be a single digital tool that matches all requirements listed in the tender or a collection/suite of multiple digital tools that are well-integrated and collectively achieve the full requirements listed in the tender.
Specification of requirements:The entire solution(s) should be digital and cloud native, globally accessible via modern browsers (Chrome, Firefox, Edge, etc) and have applications or interfaces for all or frequently utilized user tasks via native smartphone applications for Android and iOS.
Detailed information can be found at Jobs & Tenders
How to apply
2. Instruction to Tenders
2.1 Procurement Procedure
This is a competitive procurement procedure. Invited bidders will submit a written tender offer and GWPO will subsequently enter detailed discussions with one or more of the bidders. One supplier only may be awarded the assignment. It is important that all terms and conditions contained in the tender invitation are fully followed. NOTE: GWPO as an inter-governmental organisation is not bound by the Swedish procurement act. This tender invitation does not obligate GWP to contract for the supply of any products or services.
2.2 Content of Tender Offers
Bidders should offer services for the complete assignment as defined in the Specification of Requirements. Please note that each requirement in the specification is to be addressed separately, with clear reference to the requirements. For evaluation purposes, the tender offer should follow the same disposition as the Specification of Requirements.
The offer will include:
- Description of offered solution(s): A detailed document indicating features, capabilities and use cases of the offered solution and how it fits to the specification of requirement. Refer to Specification of requirements for outcomes required by GWPO.
- Offer letter: indicating all costs excluding VAT related to the implementation of the solutions as well as its ongoing costs for regular use.
- Customer reference document: Brief note (1 page at max), indicating the name and website of the referenced customer, the use case for the referenced customer, specifics of the service/solution delivered and end outcome/Impact for the referenced customer.
All costs must be included in the tender offer. The costs are to be specified in Swedish Kronor or Euro excluding VAT, in the manner set out in the specification. The GWPO indicative budget ceiling is 60,000 Euro, excluding VAT.
The bidder is welcome to enclose brochures and other printed information, although the comments in the offer to the tender requirements should be listed as specified without relying on information in enclosures or elsewhere. Please also take note of the evaluation criteria described below.
2.3 Submission of Tender offers
The tender offer shall be:
- submitted in English to [email protected].
- complete with all relevant company names, address, contact persons and e-mail address, VAT-number (or other relevant tax registration number)
- signed by authorised representative of the bidder
- considered as confidential
- specifying an e-mail address of the supplier to which potential clarifications may be sent
By submitting a tender, the bidder confirms that the bidder:
- is registered in the professional and trade registers in the country where the supplier is based (certificate may be requested by GWPO).
- as not been convicted of any criminal offence and is, if requested, able to produce an extract from a legal register, or in the absence of such a register, a certificate issued by an authorized legal or administrative authority in the country of origin or in the country where the supplier is based, as means of proof.
- is not in debt with either the tax authority or the enforcement service regarding the payment of any required taxes and/or social security contributions (certificate(s) may be requested by the GWPO where appropriate). VAT-number, if any, should be stated.
- is, if requested, able to present adequate papers proving that they have not been convicted of any crime concerning the exercising of a profession, been the subject of a legal verdict or been found guilty of gross misconduct whilst providing a professional service.
- is not bankrupt or currently the subject of bankruptcy proceeding, compulsory liquidation, compulsory management arrangement or accord. The bidder also confirms that they have not cancelled payments or been made the subject of a trading ban or any other similar arrangement
- does not feature on the list of EU restrictive measures, which is published on the following website: www.sanctionsmap.eu .
- has not been engaged in wrongful conduct such as fraud, corruption, money laundering, child labour, trafficking, etc.
The bidder also confirms that the company has the financial capacity, as well as the technical, quality assurance, research and development capacities and abilities for the assignment/fulfilment of the bidder’s contractual obligations.
Certificates and other proof as stated above may be requested by the GWPO where appropriate. Note that certificates should only be supplied upon separate request from GWPO. Bidders failing to produce proof if requested by GWPO will be disqualified.
To verify that the exclusion and qualification criteria are fulfilled, GWPO may acquire information from a credit-reporting bureau.
2.3.1 Closing Date for Submission of Tender
Final date for receipt of tenders is midnight, Central European Time on November 25, 2020. GWPO may extend the final date for submission of tenders for any reason including requests from invited bidders to do so. Tender received after the final date of receipt of tenders will be disregarded.
2.3.2 Cost of Tender
Costs for the preparation of tenders will not be reimbursed.
2.3.3 Period of Validity of Tender
The offer outlined in the tender is to be valid for a minimum period of 90 calendar days after the closing date. If necessary, GWPO may ask for the bidder’s agreement to an extension of the period of validity (preferably in writing).
2.3.4 Withdrawal of Tender
A bidder may withdraw its tender at any time prior to the closing date if notice of the withdrawal is received by GWPO prior to the closing date. Notice of withdrawal is to be signed by an authorized representative and sent to [email protected].
2.3.5 Opening of Tenders
GWPO will open the tenders on the first working day following the closing date. Bidders will not be allowed to participate in the opening of the tenders. The names of the tenders will be kept confidential until the contract with the successful bidder has been signed.
2.3.6 Communications during the procurement procedure
If the bidder has questions regarding the invitation to tender, please contact GWPO via email: [email protected]. GWPO will respond to requests for clarification that it receives prior to the closing date of the tender. GWPO’s response to all questions (including an explanation of the query but without identifying the source of enquiry) will be available on the GWP website.
2.4 Tender Evaluation
The evaluation of tenders will be carried out in two steps.
2.4.1 Exclusion and Qualification Criteria
GWPO will examine the tenders to determine whether they are complete, the documents have been properly signed, and the requirements have been addressed. A tender may be rejected if the tender is incomplete, not signed or fails to address the requirements or if the tender price exceeds the indicative budget ceiling.
2.4.2 Evaluation Criteria
The second stage consists of an evaluation of the tenders according to the evaluation criteria listed below.
Evaluation Criteria/Relative Importance
- Total cost of acquisition*/ 20%
- Proposals relevance to the system requirements definitions including the specified outcomes/ 55%
- Post implementation support including training, Service Level Agreement support, future development potential/ 15%
- Customer references relevant to system requirements**/ 10%
*Total cost of acquisition includes all one time and recurring charges based on best effort estimate by the bidder. The tender should be based on 40 staff users and 100 network members. The bidder is required to break down the total cost of acquisition into:
- Component A: Specify One-time costs, e.g. initiation charges, project management costs, implementation charges, manual development, user onboarding charges, training, etc.
- Component B: Specify All recurring costs incurred in year 1 of the solution’s operation after successful implementation and user onboarding.
**Customer references need to be provided at first as a brief description of service, relationship, and outcomes from the bidder. GWPO may request to directly connect with the referenced customer’s personnel to validate. Customer references are considered relevant if they match the following:
- If the service or part of the service delivered to the referenced customer has similar or same specifications as GWPO.
- If the service or part of the service delivered to the referenced customer is in active use or no older than a year since last use.
GWPO may in writing ask any bidder for clarification of any part of its proposal to assist in the examination and evaluation. GWPO may also invite any number of bidders to present or otherwise confirm the services, or parts thereof, followed by a question and answer session. The presentation will be held in Stockholm, Sweden, or by videoconference.
2.4.3 Award of assignment
GWPO will enter detailed discussions with the bidder rated as having submitted the most advantageous bid to arrive at a contract for the assignment. If such discussions are unsuccessful, GWPO may invite the second rated bidder for discussions. The draft contract including commercial conditions for the services can be found below the Specification of Requirements. By submitting a tender offer, the bidder confirms that it accepts the conditions described in the draft contract. If a bidder wants to include divergent conditions, these should be clearly stated in the tender offer
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