INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES)
Request for Applications
Project to Strengthen Media and Civic Engagement in the Electoral Process: Public Information and Voter Education in Six Provinces (North Sumatra, Central Java, Maluku, Papua, West Papua and Aceh) in Indonesia
1. Request for Applications
1.1. Purpose
IFES is currently engaged in implementing the Elections 2014 Administration
Program (EAP) funded by the
United States Agency for International Development (USAID). The purpose of this Request for Applications
(RFA) is to invite prospective applicants to strengthen
media
and civic engagement in the electoral
process by working
with civil society; to facilitate workshops with all stakeholders involved in the voter education process; and to facilitate the development and operations of media and public information centers in six provinces (North Sumatra, Central Java, Maluku, Papua, West
Papua and Aceh). IFES is planning to award a sub-grant of up to ten months, with a total estimated cost
not to exceed 5,500,000,000 IDR.
An award will be made only after IFES makes a positive determination that the applicant possesses, or has
the ability to obtain, the necessary management competence to carry out the grant activity,
and will
practice mutually agreed upon methods of accountability for funds and other assets funded by the
United
States Agency for International Development. IFES
must be fully satisfied that the applicant has the capacity to adequately perform in accordance with
the principles established by the Department of State and 22 CFR 145.
1.2. Coverage & Participation
Issuance of
this RFA does not constitute a commitment on the part of IFES to make an award nor does it commit IFES to pay for costs incurred in the preparation
and submission of any application in response to
this RFA. Further,
IFES reserves the
right to reject any or
all applications received.
2. General Information
2.1. Background
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. In recognition of
this commitment, USAID has
awarded IFES with the Election Administration Program (EAP).
Academic institutions, civil society and the
media have been involved in promoting public understanding of
and
engagement in the electoral process since the first democratic elections in 1999. Under the EAP, IFES
has
a mandate to support such organizations in their efforts,
particularly in the fields of voter education and media.
2.2. RFA Schedule
The following is a tentative schedule that
will apply to this RFA, but may change in accordance
with IFES’needs or
unforeseen
circumstances. Changes will be communicated by e-mail to all parties.
3. Application Preparation
Instructions
3.1. Applicant’s Understanding of the RFA
In responding to this RFA, the applicant accepts full responsibility to understand
the RFA 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 applicant who demonstrates less than such understanding. Further, IFES
reserves the right to determine, at its sole discretion, whether the applicant has demonstrated such understanding. Such
disqualification and/or
cancellation shall be at no fault, cost, or liability
whatsoever to IFES.
3.2. Good Faith Statement
All information provided by IFES
in this RFA 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 official in
charge of managing this RFA process. In
no
case shall verbal communication govern over written communication.
3.3.1. Expression of Interest:
organizations that would like to be considered as bidders on the project should
send a written expression
of
interest of no more than two pages that provides an
organizational profile and a brief suggested
approach to the project, no later than
22 November, 2013. Only organizations that submit the expression of interest will be able to continue in the bidding process. Expressions of interest should be submitted
to IFES by email to
edurbin@ifes.org AND zulkarnain@ifesindonesia.org.
3.3.2. Applicant Inquiries. Inquiries, questions, and requests for clarification related to this RFA should be
submitted in writing, no later than 25 November and be directed to:
IFES Indonesia
Intiland Tower, 19th Floor
Jl. Jend. Sudirman 32
Jakarta 10220 ∙ Indonesia
Attention: Zulkarnain Lubis, Program Officer / Beth Durbin, Sr. Contracts & Grants Administrator Telephone: +62 21 5795 6795
Fax: +62 21 5795 6807
E-mail: zulkarnain@ifesindonesia.org AND edurbin@ifes.org
3.3.3. Formal Communications may include,
but are not limited to:
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 by 27
November 2013.
All
questions, answers, and
addenda will be
shared with all interested
organizations who have
submitted expressions of
interest.
3.4. Application Instructions
All applications
should include the following in order for
it to be considered:
1. Technical Application
· The technical application must describe in detail the applicant’s (a) Technical Approach; (b) Organizational Capacity; and (c) project
work-plan to implement
the Program Description in
Article 4 of this RFA.
The evaluation
criteria can
be found in Article 3.6. The technical application should
be responsive to each element of the evaluation criteria.
2. Cost Application – Budget and Budget Notes
· The Budget should reflect costs associated with the technical activities and deliverables. All
applicants must fill out the following
cost breakdown for
the implementation of
the project as
described
in this RFA. The budget should be presented
in local currency. The line item totals
should also be denominated in US
Dollars, based on the currency exchange rate establish by the Central Bank at the time of application. Unit cost is required
and
in the case of discrepancies
between unit cost and total costs, the unit cost will be taken as reference basis in the evaluation.
If
the applicant organization does not have indirect cost rates approved by
a third party auditing
company, then
all the indirect costs should be converted
and presented
as
direct costs.
The
applicant must agree to keep these costs valid for a minimum of 90 calendar days.
· The Budget shall be in the form of
the Budget Template which is included in Attachment A to theRFA and which will be provided in Excel to all bidders who submitted an expression of interest.
· The Cost Application should include Budget Notes that describes each cost element of the Budget.
3. Key Personnel
The following position(s) are considered key personnel on the national level:
· Director/Chairperson of
the organization
· Voter Education Expert
· Regional Coordinator / Program Officer
· Regional Admin Officer
· Web Designer
4. There
will be a number of additional positions
at the regional
level. An illustrative list follows.
· Provincial Voter Education Expert
· Voter Education Monitoring Officer
· Media Center Manager
· Program Officer
· IT Consultant
5. A brief
outline of the applicant’s organization
and
experience, including:
· Full legal name and address
of
the organization
· Full legal name of organization’s Director and / or Chief Executive Officer
· Applicant’s DUNS number
· Applicant’s background, its relationship and work experience
with the government and other stakeholders
· Evidence of successful
completion of a project of a similar and complexity, and if applicable, an overview of projects supported
by other international organizations
· References:
If applicable, contact information
for three references
from
donor
funded projects similar in scope and a brief
description of
their implementation (including location and
year).
6. Filled
out Pre-Award Assessment Form, which is included as Attachment
B to this RFA.
3.5. Application Submission
Applicants that pass the expression of interest phase and are invited to submit formal applications must
send final applications in electronic copy via e-mail,
on or prior to 18 December 2013, 6:00 PM EDT to Zulkarnain Lubis, Program
Officer
at zulkarnain@ifesindonesia.org and Beth Durbin, Sr. Contracts & Grants Administrator at edurbin@ifes.org
For RFA details (program description, responsibilities and requirement), please download the documents at: http://buyersguide.ifes.org/procurement_pdf/1384811175.pdf
Issuance of RFA 18 November 2013
Written expression of interest due 22 November 2013
Written expression of interest due 22 November 2013
Technical Questions/Inquiries due 25 November 2013,
9:00 AM ST
Answers/Addenda from IFES 27 November 2013
RFA Closes 18 December 2013, 6:00 PM EST
For RFA details (program description, responsibilities and requirement), please download the documents at: http://buyersguide.ifes.org/procurement_pdf/1384811175.pdf
IFES Indonesia
Intiland Tower, 19th Floor
Jl. Jend. Sudirman 32
Jakarta 10220 ∙ Indonesia
Attention: Zulkarnain Lubis, Program Officer / Beth Durbin, Sr. Contracts & Grants Administrator Telephone: +62 21 5795 6795
Fax: +62 21 5795 6807
E-mail: zulkarnain@ifesindonesia.org AND edurbin@ifes.org
· Questions concerning this RFA.
· Expressions of interest
· Errors and omissions in this RFA and enhancements. Applicants shall recommend to IFES any
discrepancies, errors, or omissions
that may exist within this RFA.
· Verbal and/or written presentations
by top rated(2 or 3) bidders under this RFA.
· Addenda
to this RFA.
