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PROCUREMENT DOCUMENTS
PROCURER
Estonian Ministry of Economic Affairs and Communications
Reg: 70003158
Name of the Procurement
International training sessions on the impacts of the Estonian information society
|Deadline for submission of tender and address: |01.December 2014 at 12.am |
| |info@mkm.ee |
|Procurement type: |A service to be purchased in accordance with a simplified procedure (RHS |
| |§19) |
|Contract type: |Contract for Services |
|Common procurement vocabulary and specification: |80300000-7 Higher education services |
1. Background information
The Ministry of Economic Affairs and Communications (hereafter MKM) is responsible for the formation and successful implementation of Estonian information society policies and ensures the development of information society through knowledge-based decision-making procedures.
For smarter governance and widespread implementation of information and communication technologies (hereafter ICT) in the country, it is necessary to raise the competencies in all sectors by teaching field related ICT-skills. In institutions of higher education, special ICT modules need to be created within other subject areas, specific subjects have to be offered and other educational events and international cooperation have to take place. For specialists already in employment, supplementary and re-training educational options have to be available.
Admission statistics to universities show that the growing trend of choosing so called “soft” subjects (like politics, sociology, psychology, law) is continuing. At the same time, the salaries for most graduates of these subjects on the Estonian job market are quite low and with little international competitiveness. In order to change the situation, MKM has set the goal of finding ways to increase the competitiveness of non-ICT fields through additional training in ICT.
What makes the situation more complicated is that the export balance of “soft” subjects in the current Estonian economic model is marginal. For example, while law graduates charge one of the highest hourly rates, their only export article is the advising of foreign companies of the Estonian legal space. Today, the legal sector lacks the understanding of how to make lawyers more capable to export their skills. While there are examples of solitary consultants, the Estonian Bar Association has concluded that there are no significant legal companies that export their services. To help develop the field, the Estonian Bar Association has created a relevant committee.
A similar problem concerns Estonian political scientists, sociologists, behavioural scientists and other social science graduates who tend to find employment in the Estonian public sector or on the local market. The potential that might stem from long-term studies of Estonian information society and the sale of such knowledge internationally is unused.
2. Work to be purchased
MKM is implementing the European Social Fund period 2014-2020 intervention action “Increasing digital skills”. One objective of the action is training of career-specific ICT skills to working age people to increase their competitiveness. The maximum length of the contract is 4 years, but the procurer is allowed to end the contract 12 months after signing if its circumstances change. To achieve set objective, this procurement will purchase training sessions on the impacts of information society for non-ICT students in Estonian universities, as well as the international high-class research on Estonian information society in the volume and terms as set out below:
1. Target group for the training and the number of participants:
The target group for the trainings are non-ICT students on all levels (undergraduate, postgraduate and PhD) in Estonian universities studying for degrees in social sciences and other curricula related to e-state governance.
Over the next 4 years, MKM will procure two two-day trainings every academic year for at least 150 students which need to be based on research on topics set in Article 2.3 and which have been set as training materials for those trainings.
The training sessions need to be conducted in Estonia and in conjunction with local universities or academic institutions. At the end of the training, all participants must receive a certificate from the supplier.
2. Knowledge and skills obtained during the training sessions:
Having participated, the student:
1. Has knowledge of the functioning of information society and e-governance in the international context;
2. Can associate information society issues with their subject and research;
3. Can analyse Estonian e-government services and technologies in research in their field;
4. Understands the competitive advantages that expert knowledge of Estonian information society in conjunction with the professional experience can give;
5. Is able to sell their professional expertise, advising a variety of target groups on e-government and information society development issues both in Estonia and internationally.
3. The research papers (including articles, conference papers, theses, etc.) that form the basis for these training sessions could answer (separately or in conjuncture) the following research questions on Estonian information society:
1. What are the drivers of and obstacles to technology adoption in the expansion of the information society and the accompanying benefits to governance and citizen inclusion?
2. Political and cultural preconditions of successful e-government systems as revealed by e-voting experiments.
3. Mobilisation of European end-users as drivers of e-health innovation.
4. Benefits of “data embassies” for the continuity of government in a security crisis.
5. Mechanisms for the management of international cyber crises and conflicts based on the Estonian example.
4. During one academic year, MKM is purchasing at least 4 research papers and the tenderer must make them publicly available.
5. The tenderer can propose additional research topics related to Estonian information society issues. They will be negotiated after submission of tender on the bases of the conditions set in Article 9.
3. Cost of the procurement
The cost of the procurement is up to 1 100 000 euros excluding VAT. Due to the nature of the procurement, more than 50% of the final cost needs to be made up of training-related costs.
The procurement contract will be funded by the European Union Structural Funds.
4. Requirements for the tenderer
1. In the conduct of this procurement, the procurer will verify whether the financial and economic standing and the technical and professional ability of a Tenderer comply with the award criteria specified in the contract notice.
2. The procurer has the right to verify the suitability of a tenderer throughout the entire procurement procedure and if the procurer learns that the financial and economic standing or the technical and professional ability of the Tenderer does not comply with the award criteria provided for in the contract notice, the procurer has the right to make a new decision on qualifying the tenderer or candidate and disqualify the tenderer or candidate.
3. Technical and professional competencies required:
1. The tenderer’s team must have proven (by submitted CV’s or tenderers written confirmation) knowledge and competencies in conducting international research on subjects related to information society as specified below;
2. The tenderer’s team must comprise of:
1. A lead researcher with a PhD in social sciences who possesses at least 15 years of research experience in the fields of political science and / or international relations and has extensive experience in teaching at a higher education level;
2. A co-researcher with a PhD and at least 5 years of research experience and experience in teaching at a higher education level in the fields of political sciences and / or international relations;
3. The tenderer has been position in the top-10 universities in a widely recognised ranking table (for example QS World University Rankings[1], Times Higher Education World University Rankings[2]) for at least the previous five years.
4. Tenderer holds right to change members of the team set in Article 4.3.2. only subject to prior written approval of the procurer. Substituted members must hold equal qualifications.
5. Tenderer that is registered outside of Estonia must submit appropriate proof about the legal authority representation of the signatory of the tender.
6. Joint tender must include a statement, that tenderers are severally liable for performance of the contract for service.
5. Tender verification and declaration of conformity
1. Tender must comply with the conditions set out in the procurement document. Tenderer shall submit a statement of compliance according to given form in Form 1 "Confirmation of the Tenderer".
2. Tender is declared compliant if it satisfies all the conditions of the procurement document.
3. Procurer may declare the tender as compliant, if there are no substantial deviations from the procurement document terms and conditions.
4. Procurer has the right to reject the tender if it does not comply with the conditions set out in procurement document or exceeds the procurer’s economic opportunities.
5. Tenderer whose tender has been rejected, does not participate in the subsequent procurement process.
6. Structure of the tender
1. Tender validity period:
1. Tender must be valid for at least one hundred twenty (120) calendar days from the due date for submission of tenders.
2. Procurer has the right to ask tenderers an extension of tender validity period.
3. The tenderer may refuse to extend the validity period in that case the tender will end at time indicated in tender.
2. Form of the tender:
1. Tender must define a person who is a contact person through whom communication takes place.
2. Tender may be prepared in Estonian or English. Submitted documents, certificates and other documents must be originals.
3. Tender must be signed by the legal representative. Authorized representative must be accompanied by proof of the right of representation.
4. Tenders must comply with the conditions set out in procurement document and may not be in any way misleading. Tender shall be considered compliant if it satisfies all the conditions set out by the procurer.
5. Tender must contain all of the required documents. If it does not meet requirements of the procurement document, the tender will be deemed non-compliant and will be rejected.
3. Structure of the tender:
1. An expression of will to take part in the tender;
2. A letter of confirmation about conformity on set from Form 1;
3. A letter of confirmation about the technical and professional ability of the Tenderer set on Form 2;
4. A tender, which includes:
1. Description of the conduct of the training sessions, the amount of participants (min. 150 students) and a description of learning outcomes;
2. A vision document about the work procedures in producing research papers and organising training sessions (as detailed as possible, including cooperation with Estonian universities or students, overview of other relevant (international) partners and target groups, and other relevant details that might impact the conduct of the work). The document must also include a description of different departments or research groups included in the work within the tenderer’s organisational structure.
3. A vision document where the tenderer presents their take on the set research questions and proposes their own, including reasons behind choosing the topics and approaches to the research, as well as how these papers can be used for teaching purposes and how the quality and adherence to international standards can be ensured.
4. Proposed timeline for submitting work. The timeline must include an exact overview of training sessions as well as research papers that will be used as basis for the training sessions. The Tenderer must take into account that the procurer is only able to pay for completed work.
7. Cost of the tender
1. The cost of the tender must include all related expenditures, including the cost of producing the research papers and given in euros.
2. Tenderer needs to bear in mind that more than 50% of the total cost needs to be training-related costs. Procurer reserves the right to exclude all tenders with a cost over 1 100 000 euros, excluding VAT.
8. Submission of tender
1. The deadline of the tender is 1.December 2014.
2. The tender shall be submitted e-mail info@mkm.ee.
9. Negotiations
1. The procurer reserves the right to negotiate with tenderers. After the submission of tenders, the tenderer decides whether to initiate negotiations or not.
2. The procurer may negotiate with tenderers in all aspects of the tender.
3. The participants in the negotiations must be at least the person indicated in Article 6.2.1. and authorised as a representative of the tenderer.
4. The procurer and tenderer shall agree on the negotiations period.
5. Negotiations will take place at the procurers address at 11 Harju, Tallinn and / or electronically (e-mail, Skype, video conferencing).
6. During the negotiations tenderer will introduce the tender, if necessary; parties will specify the tasks, work volumes, costs, and other compliance requirements of the contract.
7. At the end of the negotiations, the tenderer shall submit a revised tender. Revised tender must be valid for 120 calendar days from the submission of revised tender from the closing date.
10. The format of obtaining additional information about the tender
1. Additional information can be asked up to two (2) business days prior to the deadline for submission of tenders.
2. The questions will be answered within two (2) business days.
11. Evaluation of the tender
The tender evaluation will be carried out using the following method
1. The completeness of the tender - worth 70 points (representing 70% of total points)
The Committee will assess the completeness of the tender based on the documents submitted. Each member of the procurement committee will evaluate the proposed solutions on an individual basis, giving either 9, 5 or 1 points in each of the sub criteria:
Description of the conduct of the training sessions – based on the formula a max of 20 points (representing 20% of total points):
9 points - "excellent". A score of 9 points can be awarded if:
• The description is appropriate and realistic
• Description includes the amount of trainees and it is realistic,
• Description includes a specific vision of the learning outcomes.
5 points - "passable". A score of 5 points can be awarded if:
• The vision is mostly appropriate and / or realistic and / or
• The description of the amount of trainees does not seem very feasible and / or
• The vision of the learning outcomes is lacking.
1 point - "poor". A score of 1 point can be awarded if:
• The vision is too general and / or irrelevant and / or only marginally realistic and / or
• The amount of trainees does not seem realistic, and / or
• Learning outcomes are not in line with the goals of the tender.
Points awarded by the members of the committee will be added up. 20 points will be awarded to the tender which received the most points cumulatively from the Committee. Other tenders receive fewer points than 20 in proportion to the points they scored less than the top tender in the first sub-criterion. The points will be calculated using the following formula: “final amount of points” = “score of the tender for the first sub-criterion” / “score of the top tender for the first sub-criterion” X 20.
11.2 A vision document about the work procedures in producing research papers and organising training sessions - based on the formula a max of 20 points (representing 20% of total points):
9 points - "excellent". A score of 9 points can be awarded if:
• The vision focuses on the goals set out in the procurement documents,
• The research process is appropriate and realistic,
• A specific vision of the involvement of Estonian universities, students or research institutions, and other key audiences or partners is presented,
• Factors affecting the implementation of the works are described.
5 points - "passable". A score of 5 points can be awarded if:
• The vision is generally consistent with the goals of procurement,
• The research process is to a large extent appropriate and / or realistic and / or
• The vision of the involvement of relevant target groups / individuals / universities is somewhat irrelevant or unrealistic and / or
• Factors affecting the implementation of the works are not fully considered and / or
• The tender includes minor deficiencies which do not allow evaluators 9 points.
1 point - "poor". A score of 1 point can be awarded if:
• The vision is too general to assess its coherence with the goals of the procurement and / or
• The research process is appropriate and / or realistic only in part, and / or
• The vision of the involvement of target groups / individuals / Estonian universities is appropriate and / or realistic only in part, and / or
• The vision of the project is not clear enough to analyse the conduct of the works and / or
• The tender contains major deficiencies, which do not allow 9 or 5 points to be awarded.
Points awarded by the members of the committee will be added up. 20 points will be awarded to the tender which received the most points cumulatively from the Committee. Other tenders receive fewer points than 20 in proportion to the points they scored less than the top tender in the second sub-criterion. The points will be calculated using the following formula: “final amount of points” = “score of the tender for the second sub-criterion” / “score of the top tender for the second sub-criterion” X 20.
11.3 Description of research topics - based on the formula a max of 30 points (representing 30% of total points):
9 points - "excellent". A score of 9 points can be awarded if:
• The tenderer has offered specific research topics, together with an explanation of the selection of topics and a description of the research process,
• The vision describes the practical use of research in the teaching sessions,
• The vision describes how the provider ensures the quality and compliance with international standards of the research used as training materials.
5 points – “passable". A score of 5 points can be awarded if:
• The tenderer has offered research topics, together with an explanation of the selection of topics and a description of the research process which are too general and/or,
• The vision describes the practical use of research in the teaching sessions only in part and/or,
• The vision describes how the provider ensures the quality and compliance with international standards of the research used as training materials only in part.
1 point - "poor". A score of 1 point can be awarded if:
• The tenderer has offered research topics, together with an explanation of the selection of topics and a description of the research process which are too general and/or need more specificity and/or are not relevant,
• The description of the practical use of research in the teaching sessions does not seem realistic and/or,
• There is no clarity about how the provider ensures the quality and compliance with international standards of the research used as training materials.
Points awarded by the members of the committee will be added up. 30 points will be awarded to the tender who received the most points cumulatively from the Committee. Other tenders receive fewer points than 30 in proportion to the points they scored less than the top tender in the third sub-criterion. The points will be calculated using the following formula: “final amount of points” = “score of the tender for the third sub-criterion” / “score of the top tender for the third sub-criterion” X 30.
The procurer reserves the right to reject any tenders which have received lower than an average score of 4,00 in any of the sub-criteria above based on the scores given by members of the procurement committee (who award points 9, 5 or 1).
The total cost of the tender to the procurer * - based on the formula a max of 30 points.
The maximum value of the points (30) will be the cheapest tender. Other tenders receive fewer points than 30 in proportion to the points they scored less than the top tender. The points will be calculated using the following formula: “final amount of points” = “cost of the cheapest tender” / “cost of the tender” X 30.
* Because the procurer is liable to pay VAT, the cost price to be used in this criterion inclusive of all taxes the procurer will pay on top of the tender’s price. The cost to be considered here will be the final one to the procurer.
11.4 Summation of the scores
11.4.1. The scores from all sub-criteria will be added together for the final score. The maximum value of the total score is 100.00.
11.4.2. All calculations shall be rounded to two decimal places.
11.4.3. The successful tender will have the highest amount of points.
11.4.4. In case of an equal final score, the tender with a higher score in the sub-criterion “A vision document about the work procedures in producing research papers and organising training sessions” will be successful.
11.4.5 If the tenders are equal even after the measure taken in 11.4.4., then the committee will declare the winner based on a simple majority vote.
12. The person responsible for the procurement document:
Karoliina Raudsepp, MKM, State Information Systems Department, leading specialist.
Form 1, Confirmation of the Tenderer
|Name of the Customer: |Ministry of Economic Affairs and Communications |
|Name of the Procurement: |International training sessions on the impacts of the Estonian information |
| |society |
|Name of Tenderer: | |
|Name of Representative: | |
|Position of the Representative: | |
|Email of the representative: | |
|Phone number of the representative: | |
|Postal address: | |
|Website: | |
Hereby it is confirmed thatKinnitame et:Käesolevaga kinnitame et:Kinnitame, et: Kinnitame, et: Kinnitame, et:
1. We have studied the terms of the procurement and we agree to the terms and conditions;
2. We accept all the basis of elimination from the procurement set out in the documents;
3. We are in compliance with all the qualifying terms set out in the documentation and we are in a position to complete the work successfully and in a timely manner;
4. All documents that we have supplied are true to the best of our knowledge;
5. We are not bankrupt or under liquidation, or business operations have not been suspended and we are not in another similar state under the legislation of our country of location;
6. A compulsory liquidation procedure or another similar procedure has not been initiated against us in accordance with the legislation of our country of location;
7. We have no tax arrears;
Tenderer:
Signature:
Form 2, Tenderer’s team’s CVs[3]
|LEAD RESEARCHER |
|Name | |
|Education | |
|Contact information: |Phone number, email address |
|Academic work experience: | |
|MM.YYYY – MM.YYYY |Position and name of institution, including description of relevant research and teaching|
| |experience and research areas |
|MM.YYYY – MM.YYYY | |
|CO-RESEARCHER |
|Name | |
|Education | |
|Contact information: |Telephone, email address |
|Academic work experience: | |
|MM.YYYY – MM.YYYY |Position and name of institution, including description of relevant research and teaching|
| |experience and research areas |
|MM.YYYY – MM.YYYY | |
Tenderer:
Signature:
-----------------------
[1]
[2]
[3] A CV can be presented in any form as long as the information necessary in this form is present and signed by a representative.
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