CALL FOR TENDERS No. 2023/AO/26

Statement/ Question

Answer

Could you please advise if it is allowed to participate in this tender procedure for a public servant working for the governmental structure (Ministry of Healthcare)?

In line with exclusion criteria of the Call for Tenders No. 2023/AO/26 (section F), Tenderers shall be excluded from participating in the tender procedure if they are or appear to be in a situation of conflict of interest.

I have one clarifying question regarding the tender procedure. Do only the natural persons can submit the documents for this tender? Or can the institution/NGO/analytical center also apply?

According to the Article 6 of the Tender Rules (Part II) of the Call for Tenders No. 2023/AO/26, the Tenderer must be either a natural person, a legal person or consortia of legal and/or natural persons.

Please tell me how to form the CONTENTS of the TENDER FILE? That is, where to get

(a) Technical task;

(b) Deed of engagement including legal terms of contract?

The Tender File No. 2023/AO/26 and the Act of Engagement are available at link. The Act of Engagement specifies the Legal Conditions (see section C).

I created a CV in English and a letter of motivation. Did I understand correctly that the entire content of the tender file (documents) must be sent in English? What would you recommend in addition?

All documents shall be submitted in English, except for those which may be submitted in Ukrainian, as specified in the section G of the Call for Tenders No. 2023/AO/26, namely:

· At least 2 (two) samples of work/deliverables references/links to publications, legal assessments/analyses, reports, studies, including records of trainings/conferences etc. relevant to the experience the tenderer claims in the areas covered by the lot(s) to which the tenderer applies (can be submitted in English or Ukrainian);

· FOR LEGAL PERSONS AND PRIVATE ENTERPRENEURS: copy of the registration documents (in Ukrainian) with brief translation into English of the key information about type of economic activities.

Failure to do so will result in the exclusion of the tender.

Please tell me:

(a) how to calculate the amount for which the grant is offered? i.e. - lectures, analytical material, etc. It is about the hours spent on a certain job. Is there such a technique? Do they pay attention to it?

(b) what about taxes, are they also included in the amount of the grant?

(c) can they hire a scientific team from the University of Ukraine? In this case, who will be the signatory of the act and contract? Team or legal entity? Can a non-governmental organization, a lawyer's association be applicant.

(d) can I, as an individual, personally submit a grant?

(e) can I join the team formed on the basis of University at the time when I submitted (sent) an incomplete individual application from myself to the address of the grantor?

Kindly find the following answers:

(a) In line with the Call for Tenders No. 2023/AO/26 (section D), Tenderers are invited to indicate their unit fees (daily fee in EUR for the services as specified by the Act of Engagement) by completing the table of fees, as attached in Section A of the Act of Engagement. These fees are final and not subject to review.

(b) According to the Article 3.4. Fiscal Obligation of the Act of Engagement, the Provider undertakes to observe all applicable rules and to comply with its fiscal obligations in declaring all fees received from the Council for tax purposes as required in his/her/their country of fiscal residence.

(c) and (d) According to the Article 6 of the Tender Rules (Part II) of the Call for Tenders No. 2023/AO/26, the Tenderer must be either a natural person, a legal person or consortia of legal and/or natural persons. In case the Tenderer is a legal person, the documents should be signed by the authorised person.

(e) In line with section F of the Call for Tenders No. 2023/AO/26, multiple tendering is not authorised.

Currently, our team is preparing tender documents. Could you please let me know if the organization can apply for all three lots at once?

In this respect how to correctly fill in the budget data: should the daily rate be indicated for one consultant or for all of them together?

The present tendering procedure is divided into the three lots and the Tenderer can apply for all three lots at once.

In line with the Call for Tenders No. 2023/AO/26 (section D), Tenderers are invited to indicate their unit fees (daily fee in EUR for the services as specified by the Act of Engagement), by completing the table of fees, as attached in Section A of the Act of Engagement. It means that this should be the general daily fee for the applying organisation.

Please clarify the following:

1. in the "Fees" section the tenderer must indicate the proposed fee in the "Unit fee" field, which unit it is and what criteria should be applied to determine it and whether limits are set;

2. Can a person submit a proposal independently (as an individual) and simultaneously as a consultant for a legal entity? Will there be a conflict of interest under these conditions?

3. If an application is submitted by one person for several lots, how many motivation letters should be submitted: one for the project as a whole or for each lot separately?

Kindly find the following answers:

1. In line with the Call for Tenders No. 2023/AO/26 (section D), Tenderers are invited to indicate their unit fees - daily fee in EUR for the services as specified by the Act of Engagement - by completing the table of fees, as attached in Section A of the Act of Engagement. The limits are not set.

2. In line with the section F of the Call for Tenders No. 2023/AO/26, multiple tendering is not authorised.

3. The present tendering procedure is divided into the three lots and the Tenderer can apply for all three lots at once. As it is stated in the section G of the Call for Tenders No. 2023/AO/26, the motivation letter should clearly demonstrate that the Tenderer has the experience and expertise required. It means that one motivation letter can be submitted which should demonstrate the experience and expertise required under each of the lot concerned.

1. Is it possible to apply for several lots at once and should there be a separate package of documents for each lot or is one package sufficient?

2. How to enter the budget data correctly: should the daily rate be indicated for each of the specified consultants or for all of them together (and then the average)?

1. The present tendering procedure is divided into the three lots and the Tenderer can apply for all three lots at once. Tenderers shall demonstrate that they fulfil the eligibility and award criteria under each lot concerned to be assessed on the basis of all supporting documents listed in Section G. The documents can be submitted as one package.

2. In line with the Call for Tenders No. 2023/AO/26 (section D), Tenderers are invited to indicate their unit fees (daily fee for the services as specified by the Act of Engagement), by completing the table of fees, as attached in Section A of the Act of Engagement. It means that this should be the general daily fee for the applying Tenderer.

Please clarify how to determine the scope of services that need to be provided as part of the application and, accordingly, the cost per unit of such a service.

The scope of the framework contract under each specific lot is provided in the Section C of the Call for Tenders No. 2023/AO/26.