about goal - goalglobal.org · web viewthe detailed specification and relevant e-voucher system...

G-SY-ANT-W-14881 E-Voucher System for fuel provision

Invitation to Tender (ITT) for the supply of

E-Voucher System for Fuel Provision REF: G-SY-ANT-W-14881

GOAL is completely against fraud, bribery and corruption

GOAL does not ask for money for bids. If approached for money or other favours, of if you have any suspicions of attempted fraud, bribery or corruption please report immediately to email [email protected]

Please provide as much detail as possible with any reports

1 About GOAL........................................................................................................................................................3

2 Proposed Timelines............................................................................................................................................3

3 Overview of requirements..................................................................................................................................3

3.1 Service or Supply Specification...................................................................................................................3

3.2 The service being offered must be in line with the following requirements...............................................3

3.3 Type of contract..........................................................................................................................................3

4 Terms of the Procurement.................................................................................................................................4

4.1 Procurement Process..................................................................................................................................4

4.2 Clarifications and Query Handling..............................................................................................................4

4.3 Conditions of Tender Submission...............................................................................................................4

4.4 Quality Control...........................................................................................................................................6

4.5 Submission of Tenders................................................................................................................................6

4.6 Tender Opening Meeting............................................................................................................................6

5 Evaluation Process..............................................................................................................................................7

5.1 Evaluation stages........................................................................................................................................7

5.2 Tender Evaluation.......................................................................................................................................8

5.3 Award Criteria.............................................................................................................................................8

6 Response Format..............................................................................................................................................11

6.1 Introduction..............................................................................................................................................11

6.2 Submission Checklist................................................................................................................................11

Appendix 1 – Company details.................................................................................................................................12

1.1 Contact Details.........................................................................................................................................12

1.2 Professional or Corporate Memberships.......................................................................................................12

8.3 Profile.......................................................................................................................................................13

8.4 References................................................................................................................................................13

Appendix 2 -Declaration re Personal and Legal circumstances................................................................................15 of 22

mailto:[email protected]

G-SY-ANT-W-14881 E-Voucher System for fuel provisionAppendix 3 - Self-declaration of finance and tax......................................................................................................16

Technical specifications and description of award criteria.......................................................................................17

1 Introduction to GOAL Syria wash programme...................................................................................................17

2 E-voucher solution deployment, context and scale...........................................................................................17

3 Technical Specifications....................................................................................................................................18

A. Hardware / infrastructure............................................................................................................................18

B. Software.......................................................................................................................................................19

C. data security and privacy..............................................................................................................................19

D. Anticorruption/fraud/security measures......................................................................................................20

E. Reports.........................................................................................................................................................20

F. Training & ongoing technical Support..........................................................................................................20

G. Standard/fixed charges, pricing & delivery...................................................................................................20

H. Implementation plan....................................................................................................................................21

I. Previous Experience.....................................................................................................................................21

Appendix 5 – GOAL Terms and Conditions...............................................................................................................22

Appendix 6 – GDPR (General Data Protection Regulation) Terms and Conditions..................................................22

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1 ABOUT GOALGOAL is an international humanitarian agency, currently operating in 12 countries worldwide, dedicated to alleviating the suffering of the poorest of the poor. We are a non-denominational, non-governmental and non-political organisation. For more information on GOAL and its operations please visit www.goalglobal.org.

GOAL Syria works in Idleb Governorate, north-west Syria, ensuring the functionality of the water networks that provide clean water to an estimated 550,000 people. The points of intervention are 52 water pumping stations (WS), organized into four Water Units (WUs). GOAL’s main intervention is to provide high-quality fuel to the WSs to ensure that enough water is pumped to provide at least 25 litres per person per day across the areas of intervention; this is the component of the programme where e-vouchers would be implemented. In addition, GOAL Syria supports WUs with infrastructure and other technical support.

2 PROPOSED TIMELINES

Line Item Date 1 ITT Published 25th May 20182 Closing date for clarifications 17th June 2018, 23:59hrs GMT3 Closing date and time for receipt of Tenders 24th June 2018, 23:59hrs GMT4 Tender Opening Location Dublin, Ireland5 Tender Opening Date and time 25th June 2018, 11:00 hrs GMT

3 OVERVIEW OF REQUIREMENTS

3.1 SERVICE OR SUPPLY SPECIFICATIONGOAL invites prospective bidders to reply to this Invitation to Tender (ITT) and submit their offer to enter into a framework agreement for the supply of an e-voucher system as specified in Appendix 4.

The winning bidder(s) will be required to enter into a framework agreement with GOAL Syria for the provision of the supply of an e-voucher system that meets or exceeds minimum specification requirements outlined in attached Appendix 4.

3.2 THE SERVICE BEING OFFERED MUST BE IN LINE WITH THE FOLLOWING REQUIREMENTS The detailed specification and relevant e-voucher system standards must be in line with those set out in Appendix 4 of this ITT, as well as the following specification on packaging.

All goods offered under this ITT must conform to the standard packaging suitable for all modes of transport.

The suppliers are required to offer delivery options on Delivered Duty Paid (DDP) Incoterm (2010) into GOAL locations, preferably in Harem, Syria, however offers to deliver to Antakya, Turkey will also be considered.

3.3 TYPE OF CONTRACT

A framework agreement (FWA) is an agreement with a single supplier (or group of suppliers) to establish terms governing contracts that may be awarded during the period of the FWA. GOAL, as contracting authority, does not guarantee any volume of orders under FWAs as all purchases will be based on the needs and activities of GOAL.

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http://www.goalglobal.org/

G-SY-ANT-W-14881 E-Voucher System for fuel provisionThe FWA will set prices for the FWA duration (prices are set initially for 1 year with the possibility to review on an annual basis up to a maximum of 3 years). Prices and the quality of the service received will be reviewed jointly on an annual basis by GOAL and framework suppliers to make sure it’s satisfactory and within current market value.

To participate in the FWA, respondents will need to be successful in this tender exercise. When an FWA is established with a supplier, the purchasing mechanism will be based on a Purchase Order - so when GOAL requires a supply or service provision, a Purchase Order will be sent to the supplier to contract each specific order and confirm terms. Each Purchase Order will be an individual contract based on the agreed terms in the FWA.

In case of establishing a multi-supplier Framework Agreement the purchasing mechanism will be decided at the time of contract award, with individual orders placed according to GOAL’s internal priorities at the time of order.

4 TERMS OF THE PROCUREMENT

4.1 PROCUREMENT PROCESS4.1.1 This competition is being conducted as an Open International Tender. All suppliers will be assessed and

considered under the essential and award criteria for this tender.4.1.2 The Contracting Authority for this procurement is GOAL.4.1.3 This procurement is funded by DFID and the tender and any contracts or agreements that may arise from

it are bound by the regulations of this donor.

4.2 CLARIFICATIONS AND QUERY HANDLING

4.2.1 GOAL has taken care to be as clear as possible in the language and terms it has used in compiling this ITT. Where any ambiguity or confusion arises from the meaning or interpretation of any word or term used in this document or any other document relating to this tender, the meaning and interpretation attributed to that word or term by GOAL will be final. GOAL will not accept responsibility for any misunderstanding of this document or any others relating to this tender.

4.2.2 Requests for additional information or clarifications can be made up to the 17th of June 2018 and no later. Any queries about this ITT should be addressed in writing to GOAL via email on [email protected], referencing the tender number, and answers shall be collated and published online at https://www.goalglobal.org/tenders in a timely manner.

4.3 CONDITIONS OF TENDER SUBMISSION4.3.1 Tenders must be completed in English. 4.3.2 Tenders must respond to all requirements set out in this ITT and complete their offer in the Response

Format.4.3.3 Failure to submit tenders in the required format will, in almost all circumstances, result in the rejection of

the tender. Failure to resubmit a correctly formatted tender within 3 (three) working days of such a request will result in disqualification.

4.3.4 Tenderers must disclose all relevant information to ensure that all tenders are fairly and legally evaluated. Additionally, tenderers must provide details of any implications they know or believe their response will have on the successful operation of the contract or on the normal day-to-day operations with GOAL. Any attempt to withhold any information that the tenderer knows to be relevant or to mislead GOAL and/or its evaluation team in any way will result in the disqualification of the tender.

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https://www.goalglobal.org/tenders


G-SY-ANT-W-14881 E-Voucher System for fuel provision4.3.5 Tenders must detail all costs identified in this ITT. Additionally, tenders must detail any other costs

whatsoever that could be incurred by GOAL in the usage of services and/or the availing of options that may not be explicitly identified/requested in this ITT. Tenderers’ attention is drawn to the fact that, in the event of a contract/ Framework Agreement being awarded to them, the attempted imposition of undeclared costs will be considered a condition for default.

4.3.6 Any conflicts of interest (including any family relations to GOAL staff) involving a tenderer must be fully disclosed to GOAL particularly where there is a conflict of interest in relation to any recommendations or proposals put forward by the tenderer.

4.3.7 GOAL will not be liable in respect of any costs incurred by respondents in the preparation and submission of tenders or any associated work effort.

4.3.8 GOAL will conduct this tender, including the evaluation of responses and final awards in accordance with the detail set out at in the Evaluation process. Tenders will be opened by at least three designated officers of GOAL.

4.3.9 GOAL is not bound to accept the lowest, or any tender submitted. 4.3.10 GOAL reserves the right to split the award of this contract between different bidders in any combination

it deems appropriate, at its sole discretion.4.3.11 The Supplier shall seek written approval from GOAL before entering into any sub-contracts for the

purpose of fulfilling this contract. Full details of the proposed subcontracting company and the nature of their services shall be included in the written request for approval. Written requests for approval must be submitted to the contract focal point identified in section Error: Reference source not found of the contract.

4.3.12 GOAL reserves the right to refuse any subcontractor that is proposed by the Supplier.4.3.13 GOAL reserves the right to negotiate with the Supplier who has submitted the lowest Bid that fully meets

the technical requirements, for the purpose of seeking revisions of such Bid to enhance its technical aspects and/or to reduce the price.

4.3.14 Information supplied by respondents will be treated as contractually binding. However, GOAL reserves the right to seek clarification or verification of any such information.

4.3.15 GOAL reserves the right to terminate this competition at any stage.4.3.16 Unsuccessful tenderers will be notified. 4.3.17 GOAL’s standard payment terms are by bank transfer within 30 days after satisfactory implementation

and receipt of documents in order. Satisfactory implementation is decided solely by GOAL.4.3.18 This document is not construed in any way as an offer to contract.4.3.19 GOAL and all contracted suppliers must act in all its procurement and other activities in full compliance

with donor requirements. Any contract(s) that arise from this ITT may be financed by multiple donors and those donors and/or their agents have rights of access to GOAL and/or any of its suppliers or contractors for audit purposes. These donors may also have additional regulations that it is not practical to list here. Submission of an offer under this ITT assumes Service Provider acceptance of these conditions.

4.3.20 Terrorism and Sanctions: GOAL does not engage in transactions with any terrorist group or individual or entity involved with or associated with terrorism or individuals or entities that have active exclusion orders and/or sanctions against them. GOAL shall therefore not knowingly purchase supplies or services from companies that are associated in any way with terrorism and/or are the subject of any relevant international exclusion orders and/or sanctions. If you submit a bid based on this request, it shall constitute a guarantee that neither your company nor any affiliate or a subsidiary controlled by your company are associated with any known terrorist group or is/are the subject of any relevant international exclusion order and/or sanctions. A contract clause confirming this may be included in an eventual purchase order based on this request.

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G-SY-ANT-W-14881 E-Voucher System for fuel provision4.4 QUALITY CONTROLGOAL and 3rd party companies at its discretion may carry out random quality inspections prior to accepting and departure, loading, unloading and arrival to destination or from any storage location. Bidders will be notified if GOAL requires a demonstration and trial test of the proposed system.

In cases of supplier’s quality default, in addition to Liquidated Damages - section 22 of GOAL Standard Terms and Conditions - the costs of the quality inspections and loading supervision will be charged to the Service Provider.

Subcontracting: note section 3 in GOAL Standard Terms and Conditions. GOAL may choose to visit vendors, including sub-contractors (if any) during the evaluation process or at any stage of any subsequent contracts that may arise from this tender. Sub-contractors must be pre-approved by GOAL and GOAL reserves the right to refuse any sub-contractor.

SUB-CONTRACTINGIn the event the Supplier requires the services of a sub-contractor, the Supplier shall obtain the prior written approval of GOAL for all sub-contractors. The Supplier shall be fully responsible for all work and services performed by its sub-contractors and suppliers, and for all acts and omissions of such sub-contractors and suppliers. The approval of GOAL of a sub-contractor shall not relieve the Supplier of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform to the provisions of this Contract.

4.5 SUBMISSION OF TENDERSTenders must be delivered electronically in the following way:

1. Electronically to [email protected] and in the subject field state:a) G-SY-ANT-W-14881 E-Voucher Systemb) Name of your firm with the title of the attachmentc) Number of emails that are sent e.g. 1 of 3, 2 of 3, 3 of 3 with the size.

All documents submitted must be in scan or PDF format. No word or excel documents will be accepted. Each page must be signed and stamped by the prospective supplier. Tenderers will receive an automatic reply from [email protected] when the emails are electronically submitted.

Proof of sending is not proof of receipt. GOAL accepts no responsibility for technical or system malfunctions that prevent bids from being properly received. Late delivery will result in your bid being rejected. All information provided must be perfectly legible.

4.6 TENDER OPENING MEETING

Tenders will be opened at 11:00 hrs Dublin local time, on the 25th June 2018 at the following location:

GOAL Head Office, First Floor, Carnegie House,

Library Road, Dun Laoghaire,

Co. Dublin, A96 C7W7,

Republic of IrelandOne authorised representative of each tenderer may attend the opening of the bids. Companies wishing to attend are requested to notify their intention by sending an e-mail at least 48 hours in advance to the following e-mail address: [email protected]. This notification must be signed by an authorised officer of the tenderer and specify the name of the person who will attend the opening of the bids on the tenderer's behalf.

Suppliers are invited to attend the Tender Opening Meeting at their own cost.

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5 EVALUATION PROCESS

5.1 EVALUATION STAGESTenderers will be considered for participation in the framework agreement subject to the following qualification process:

Phase #

Evaluation Process Stage

The basic requirements with which proposals must comply with

The first phase of evaluation of the responses will determine whether the tender has been submitted in line with the administrative instructions and meets the essential criteria. Only those tenders meeting the essential criteria will go forward to the second phase of the evaluation.1 Administrative

instructions1. Closing Date:

Proposals must have met the deadline stated in section 2 of these Instructions to Tenderers, or such revised deadline as may be notified to Tenderers by GOAL. Tenderers must note that GOAL is prohibited from accepting any proposals after that deadline.

2. Submission Method: Proposals must be delivered in the method specified in section 4.5 of this document. GOAL will not accept responsibility for tenders delivered by any other method. Responses delivered in any other method may be rejected.

3. Format and Structure of the Proposals: Proposals must conform to the Response Format laid out in section 6 of these Instructions to Tenderers, and the Appendices, or such revised format and structure as may be notified to Tenderers by GOAL. Failure to comply with the prescribed format and structure may result in your response being rejected at this stage .

2 Essential Criteria 1. Minimum mandatory requirements of specifications met or exceeded.2. Existing, tested e-voucher system solution in Syria or similar contexts.3. Arabic language interface is available4. Ability to deliver to Turkey or Syria5. Service able to function in non-Government held north-west Syria6. Functional offline option is available7. Ongoing technical support available8. Confirmation of validity of your offer: The Tenderers must confirm that the

period of validity of their offer is not less than 90 (Ninety) days.

The second stage of the evaluation will involve an assessment of the Tenderer’s personal and legal circumstances, economic and financial standing, to fulfil the obligations of the framework agreement3 Legal, Economic &

Financial Criteria Review of Declaration Re Personal and Legal Circumstances (Appendix 2) Review of financial accounts and other documents submitted; tenderer is

judged to have requisite financial stability (Appendix 3). Each proposal that conforms to the Essential and Qualification Criteria will be evaluated according to the Award Criteria given below by GOAL.

3 Award Criteria Tenders will be awarded marks under each of the award criteria listed in this section to determine the most economically advantageous tenders.

1. Technical Criteria2. Price

Review of the quality and content of the technical offer further to minimum requirements met

4 Post selection References and other checks are found to be clear and quality is assessed.

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G-SY-ANT-W-14881 E-Voucher System for fuel provision5.2 TENDER EVALUATIONGOAL will convene an evaluation team which may include members of the Finance, Logistics, Procurement, Programmes, IT, Donor Compliance and Internal Audit, as well as 3rd Party technical input.

During the evaluation period clarifications may be sought by e-mail from Tenderers. Clarifications may include testimonials from customers in support of particular aspects of a tender, whether such aspects are contained in the original submission or in subsequent responses to requests for clarification. Deadlines will be imposed for the receipt of such clarifications and failure to meet these deadlines may result in the disqualification of the Tender or loss of marks. Responses to requests for clarification shall not materially change any of the elements of the proposals submitted. Unsolicited communications from Tenderers will not be entertained during the evaluation period.

5.3 AWARD CRITERIAAll prices must be in United States Dollars (USD) and a comprehensive and clear breakdown of prices must be shown as part of the financial offer as outlined in Appendix 4, section G. Any transport fees, taxes, customs charges, component parts, packing fees etc. must be shown separately. Please round to two decimal places. Any offers that contain more than two decimal places will be rounded.

Prices offered will be evaluated on full cost basis (including all fees and taxes).

Marks for cost will be awarded on the inverse proportion principle (shown below):

Scorevendor = 40 x (pricemin / pricevendor)

Scores for the financial offer will be calculated by comprising maximum available marks (40) by inverse proportion: Offered by Tenderer price divided by the minimum price offered in this tender.

The Qualitative Award Criteria is outlined in Table 5.3.1 below and a detailed breakdown can be found in Table 5.3.2.

Table 5.3.1 Qualitative Award Criteria

No Qualitative award criteria Weighting (maximum points)

1. Technical Criteria 60

2. Price 40

Total number of points 100

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G-SY-ANT-W-14881 E-Voucher System for fuel provisionTable 5.3.2 Award Criteria Breakdown

Criteria Scoring Criteria Scoring Range MarksMax. Marks

Hardware

- Relevance for context and purpose- Ease of use / Simplicity of system, including each device and interactions between devices / hardware- Battery life where relevant- Durability (and warranty)- Storage capacity adequate for data needs of program

No relevant information 0

9

Very poor, unacceptable, and/or significant incomplete information 3Acceptable to Good, and/or minimal incomplete information 6

Exceptional and complete information provided 9

Software

- Modules / Functions available meeting, or exceeding, those requested in the technical specifications- Different authorization levels available for different user accounts- Data backup and exportability- Ease & simplicity of user interface, different tasks


9Very poor, unacceptable, and/or significant incomplete information 3Acceptable to Good, and/or minimal incomplete information 6


Data Security

- Strength of encryption on hardware and transfer of data between card and POS- Strength of encryption (SSL Certificate or equivalent/greater encryption) for transfer of data between user and server- Strength of security protocols for server / cloud storage- Minimization of transfer of personal data


6Very poor, unacceptable, and/or significant incomplete information 2Acceptable to Good, and/or minimal incomplete information 4


Anti- Corruption/ Anti -Fraud Measures

- Quality of anti-fraud measures described in submission- Backup system for lost card or POS device- Quality of description of value add for remote managementNote for reviewers: Anti-Fraud measures may include Passcode (PIN or other identity verification); Measures related to Traceability of transactions; Measures to identify or alert suspicious transactions


5



Reports

- The system can generate work reports.- Report generated are described in the offer and format is clear. - Possibility to have reports in Arabic and English - Possibility to for different users to review the reports.


5

No reports available, or no information provided 2Basic reports available, but limited due to low customizability or time lag, and/or one language only 3

Reports available immediately upon export and highly customizable for different user accounts / user authorizations, and available in both English and Arabic 5

Training and ongoing support

- Training Plan comprehensiveness, timeliness, and feasibility, including addressing any weaknesses- Ongoing tech support available and easily accessible for GOAL staff in Syria & Turkey, as well as WU Staff and Fuel Suppliers in Syria- Training & Tech Support available in both ENG and ARA- Training available in Turkey and/or Syria (preferred). Amman is less preferred and requires capability for remote training. Online training also less preferred. - Quality of sample training materials


6



Feasibility of Implementation Plan

Scoring criteria for Syria Experience category:detailed draft implementation plan, including description of each activity, participants, timelines, and indicating each milestone outlined in Appendix 4.

0 (Plan not feasible or realistic, has not considered all requirements) 0

103 (Not considered all requirements and some concerns over feasibility) 36 (Acceptable proposal with minor reservations) 610 (Implementation plan is very strong with feasible timelines and all requirements considered) 10

Syria - Supplier should describe the experience they have working with similar No experience in Syria or other similar environments such as Iraq, Yemen, or other low- 0 10

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Experience

projects in Syria or similar context.- Details should be given about the scale and time of the intervention.

infrastructure environmentsNo experience in Syria but some low relevance experience in similar environments such as Iraq, Yemen, or other low-infrastructure environments 3

Low-medium relevant experience in Syria, including in-camp environments 6Relevant experience in Syria, top scores will have longer experience in Syria 10

Price Scorevendor = 40 x (pricemin / pricevendor) Total price of project; inverse score, weighed based on comparison price with other bids 0-40 40Total maximum score available for all criteria 100

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6 RESPONSE FORMAT

6.1 INTRODUCTIONAll proposals must conform to the response format laid out below. Where a tender does not conform to the required format the Tenderer may be requested to resubmit it in the correct format, on the understanding that the resubmission cannot contain any material change from the original. Failure to resubmit in the correct format within 3 (three) working days may result in disqualification.

By responding to this ITT, each Tenderer is required to accept the terms and conditions of this ITT and to acknowledge and confirm their acceptance by returning a signed copy with its response. Should a Tenderer not comply with these requirements, GOAL may, at their sole discretion, reject the response.

If the Tenderer wishes to supplement their Response to any section of the ITT specifications with a reference to further supporting material, this reference must be clearly identified, including section and page number.

6.2 SUBMISSION CHECKLIST

Line Item How to submit Tick attached

Electronic submission1 This checklist Ticked, scan and save as ‘Checklist’2 Company Details (Appendix 1) Complete, sign & stamp, scan and save as ‘Company Details’3 Declaration Re: Personal and

Legal Circumstances (Appendix 2)

Complete, sign & stamp, scan and save as ‘Declaration Re: Personal and Legal Circumstances’

4 Self-declaration of finance and tax (Appendix 3)

Complete, sign & stamp; scan and save as ‘Self declaration of finance & tax’

5 Technical Offer (Appendix 4) Submit your technical offer, including your financial offer, signed and stamped.

6 GOAL Terms and Conditions and GDPR Terms and Conditions (Appendix 5 and 6)

Sign, scan and save as ‘Appendix 5 GOAL Terms and Conditions’ and ‘Appendix 6 GDPR Terms and Conditions’

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APPENDIX 1 – COMPANY DETAILS

1.1 CONTACT DETAILSThis section must include the following information regarding the Individual or organization and any partners or sub-contractors:

Name of the prime TendererRegistered address of the prime TendererOrganization NameAddressPrevious Name(s) if applicableRegistered Address if different from aboveRegistration Number TelephoneE-mail address

Website addressYear EstablishedLegal Form. Tick the relevant box Company

Partnership Joint Venture Other (specify):

VAT/TVA/Tax Registration Number Directors names and titles and any other key personnel Please state name of any other persons/organisations (except tenderer) who will benefit from this contract (GOAL compliance matter)Parent company

OwnershipDo you have associated companies? Tick relevant box. If YES – provide details for each company in the form of additional table as per Contact Details

Yes No

Primary Contact Secondary ContactNameCurrent Position in the Organisation:No. of years working with the Organisation:Email addressTelephoneMobileOther Relevant Skills:Institution (Date from – to)Degrees or Diplomas

1.2 PROFESSIONAL OR CORPORATE MEMBERSHIPS These are with external professional bodies that your company is registered with (please note this is not the company/ business registration details). Please attach copies of any relevant certificates or memberships and use more lines if necessary:

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G-SY-ANT-W-14881 E-Voucher System for fuel provisionNo Name of the body Year of registration Membership Number1234

8.3 PROFILETenderers should note that the information requested below will be required under the Essential Criteria. In total the answers to these questions should take no more than 2 pages

No Description Response1 An outline of the scope of business activities,

and in particular details of relevant experience regarding contracts of this nature

2 Provide details of two contracts of a similar nature carried out in the last two years (please state customer name, delivery location, value of contract, and dates)

3 The number of years the Tenderer has been in business in its present form

4 Where the Supplier proposes to use subcontractors or resellers/ distributors in the execution of the agreement this section should include details of the quality assurance mechanisms used by the Supplier to monitor the activities of its subcontractors or resellers/ distributors. Suppliers should note that commitment to quality, as evidenced by the existence of such quality control procedures, will be used as a Qualification Criteria

5 Any other relevant information

8.4 REFERENCES

At least 2 (two) relevant references who may be contacted on a confidential basis to verify satisfactory execution of contracts must be supplied. Please ensure the references you do provide are from two different organizations. These references may not be GOAL personnel or related to a GOAL contract. Respondents should supply this information for each of the references in the following format:

1 NameOrganisationAddressPhoneFaxEmailNature of supplyApproximate value of contract


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G-SY-ANT-W-14881 E-Voucher System for fuel provision3 Name

OrganisationAddressPhoneFaxEmailNature of supplyApproximate value of contract


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APPENDIX 2 -DECLARATION RE PERSONAL AND LEGAL CIRCUMSTANCES

THIS FORM MUST BE COMPLETED AND SIGNED BY A DULY AUTHORISED OFFICER OF THE TENDERERS’ ORGANISATION. Please tick Yes or No as appropriate to the following statements relating to the current status of your organisation

Yes No

1 The Tenderer is bankrupt or is being wound up or its affairs are being administered by the court or has entered into an arrangement with creditors or has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations

2 The Tenderer is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors or of any other similar proceedings under national laws and regulations

3 The Tenderer, a Director or Partner, has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata or been guilty of grave professional misconduct in the course of their business

4 The Tenderer has not fulfilled its obligations relating to the payment of taxes or social security contributions in Ireland or any other State in which the tenderer is located

5 The Tenderer, a Director or Partner has been found guilty of fraud6 The Tenderer, a Director or Partner has been found guilty of money laundering7 The Tenderer, a Director or Partner has been found guilty of corruption8 The Tenderer, a Director or Partner has been convicted of being a member of a criminal

organisation9 The Tenderer, a Director or Partner is under investigation, or has been sanctioned within the

preceding three (3) years by any national authority of a United Nations Member State for engaging or having engaged in proscribed practices, including but not limited to: corruption, fraud, coercion, collusion, obstruction, or any other unethical practice.

10 The Tenderer has been guilty of serious misrepresentation in providing information to a public buying agency

11 The Tenderer has contrived to misrepresent its Health & Safety information, Quality Assurance information, or any other information relevant to this application

12 The Tenderer has colluded between themselves and other bidders (a bidding ring), and/or the Tenderer has had improper contact or discussions with any member of GOAL staff and/or members of their family

13 The Tenderer is fully compliant with the minimum terms and conditions of the Employment Law and with all other relevant employment legislation, as well as all relevant Health & Safety Regulations in the countries of registration and operations

14 The Tenderer has procedures in place to ensure that subcontractors, if any are used for this contract, apply the same standards.

15 Consistent with numerous United Nations Security Council resolutions including S/RES/1269 (1999), S/RES/1368 (2001) and S/RES/1373 (2001), GOAL is firmly committed to the international fight against terrorism, and in particular, against the financing of terrorism. It is the policy of GOAL to seek to ensure that none of its funds are used, directly or indirectly, to provide support to individuals or entities associated with terrorism. In accordance with this policy, the Tenderer undertakes to use all reasonable efforts to ensure that it does not provide support to individuals or entities associated with terrorism.

I certify that the information provided above is accurate and complete to the best of my knowledge and belief. I understand that the provision of inaccurate or misleading information in this declaration may lead to my organisation being excluded from participation in future tenders.Date

Name

Position

Telephone number

Signature and full name

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APPENDIX 3 - SELF-DECLARATION OF FINANCE AND TAX 1. Turnover history

Turnover figures entered the table must be the total sales value before any deductions‘Turnover of related products’ is for companies that provide items or services in multiple sectors. Please enter information on turnover of items or services that are similar in nature to the items or services requested under this tender.

Trading year Total turnover201720162015

Include a short narrative below to explain any trends year to year

3. GOAL operates within the law of the country of operation and within international legal requirements. GOAL expects all companies to fulfil their legal obligations, including meeting their tax liabilities and duties in accordance with the relevant tax legislation. Please comment below if you feel there are any matters you need to bring to GOAL’s attention.

Please continue on a separate sheet if necessary.

I certify that the information provided above is accurate and complete to the best of my knowledge and belief. I understand that the provision of inaccurate or misleading information in this declaration may lead to my organisation being excluded from participation in future tenders.

Signed: (Director) _________________________________________

Date: _________________________________________

Print Name: _________________________________________

Company Name: _________________________________________

Address: _________________________________________

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APPENDIX 4 – TECHNICAL SPECIFICATIONS

TECHNICAL SPECIFICATIONS AND DESCRIPTION OF AWARD CRITERIA

1 INTRODUCTION TO GOAL SYRIA WASH PROGRAMMEGOAL Syria works in Idleb Governorate, north-west Syria, ensuring the functionality of the water networks that provide clean water to an estimated 550,000 people. The points of intervention are 52 water pumping stations (WS), organized into four Water Units (WUs). GOAL’s main intervention is to provide high-quality fuel to the WSs to ensure that enough water is pumped to provide at least 25 litres per person per day across the areas of intervention; this is the component of the programme where e-vouchers would be implemented. In addition, GOAL Syria supports WUs with infrastructure and other technical support.

2 E-VOUCHER SOLUTION DEPLOYMENT, CONTEXT AND SCALEGOAL currently uses a paper-based commodity voucher modality to provide fuel to the WSs, and GOAL is planning a phased approach to shift fuel provision to an e-voucher solution. Fuel is provided to WSs in rounds covering approximately two (2) weeks, with the amounts precisely calculated by GOAL. The project has a rigorous monitoring system in place to know exactly how many litres of fuel each WS has at the end of each round, and how many are needed to provide the targeted amount of water in each WS coverage area for the next round. GOAL has a local pool of approximately eleven (11) vetted, experienced fuel suppliers in the area who deliver fuel to WSs in exchange for vouchers; the supplier for each WS is selected by GOAL each round based on location, capacity, and availability of fuel. The amount of fuel per WS, the suppliers selected for each WS, and the price of fuel differ each round. As noted, GOAL uses a commodity voucher system, with each voucher being worth a certain number of litres of fuel, with the price agreed between GOAL and the suppliers each round based on market prices, which recently has varied between equivalent of $0.6 and $1.2 per litre. Fuel suppliers travel to their assigned WSs each round to collect the vouchers and deliver fuel.

The rollout of a proposed e-voucher solution is planned in three phases, as follows:

Phase 1 – Pilot: GOAL plans to conduct a two-month (four-round) pilot phase with 3 Water Stations using smart cards (within the same Water Unit and geographic area), and a pool of four (4) suppliers with Point of Sales (POS) devices. The pilot will involve approximately 55,000 litres of fuel per round. Total hardware for Phase 1:

- Five (5) smart cards (one for each WS, plus two extra)- Four (4) POS devices (one for each supplier)

GOAL will pay for smart cards and POS devices based on the successful completion of the pilot project.

Phase 2 – Full Scale: If the pilot is successful, the e-voucher solution will be scaled to the full WASH project, covering 52 WS’s with smart cards, involving the full pool of 11 suppliers with POS devices. The full scale would involve between 250,000 and 400,000 litres of fuel per round (amounts vary each round), and funding is secured through March 2019. Total hardware for Phase 2:

- 52 smart cards (one for each WS), plus ability to provide replacements as needed- 11 POS devices (one for each supplier), plus ability to provide replacements as needed

Phase 3 – Continued Full Scale operations: If phase 2 remains successful, the e-voucher solution may be continued until 31st March 2020, covering 52 WS’s with smart cards, involving the full pool of 11 suppliers with POS devices. The full scale would involve between 250,000 and 400,000 litres of fuel per round (amounts vary each round), and is dependent on GOAL’s requirement and securing additional funding. The hardware provided in Phase 2 will be used for Phase 3.

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The programme is implemented in an area where formal telecommunications infrastructure is non-existent, and informal services are irregular. The water stations where the proposed e-voucher system will be implemented do not have consistent access to internet connection or mobile networks, and electricity is not full time. Additionally, formal financial services are unavailable in the area. GOAL’s offices in Syria and Turkey have regular access to internet, though speeds can be slow or irregular, especially in Syria.

2.2.1 LocationsGOAL implements its WASH programme in north-west Idleb Governorate, covering different areas in Harem, Idleb, Jisr-Ash-Shugur, and Ariha districts. The WUs are at four central locations within these areas, and the 52 WSs are spread across this area.

2.2.2 Timeframe:Bids should be based on a start date for the pilot phase of August 2018, and full-scale rollout by October 2018. These dates are a guideline and may be subject to change.

2.2.3 Evaluation of Bids:Bids will be evaluated based on the technical specifications and additional award criteria described below. GOAL’s evaluation committee will first review submitted bids, then shortlisted bidders may be invited to give a demonstration of their proposed solution (in person or online).

3 TECHNICAL SPECIFICATIONS

GOAL will conduct the technical evaluation of bids based on the following categories and criteria. Specific standards for each criterion are below, and bids will be awarded points based on the degree to which they meet the standards.

a. Hardware: Functionality (online and offline), Ease of use, Security, Durabilityb. Software: Responsive to technical specifications below, Functionality, Ease of use, Ability to customizec. Data security levels on cards, POS, and server/cloud storaged. Fraud detection and prevention tools, Arabic & English language options at all levelse. Reports: Availability of needed reports (as detailed in specifications), Ease of accessf. Training and technical support: during start-up and implementation phases

A. HARDWARE / INFRASTRUCTURE

1. Rechargeable Smart Cards using SIM Card, NFC (Near Field Communication), or similar secure technology, that can be read by POS devices. Each Water Station (WS) will keep one card, with fuel amounts recharged each round. The following information should be provided:

a. Detailed specifications of hardware and technology usedb. Method of re-charge, including uploading data to system and downloading to cardc. Storage capacityd. Security and encryption strategy e. Durability

2. Point of Sale (POS) hardware that can read Smart Cards. POS devices will be used by fuel suppliers, and devices must be able to be used in multiple locations, as suppliers will need to use device at multiple WS locations as well as bring them to GOAL office in Syria, and as noted an offline option is part of the Essential Criteria. Also, devices should be durable and simple to use. In addition, the following information should be provided

a. Detailed specifications of hardware and technology usedb. Description of how POS communicates with Smart Cards

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G-SY-ANT-W-14881 E-Voucher System for fuel provisionc. Storage capacityd. Security and encryption strategy e. Durabilityf. Options for data retrieval in case of hardware or software damage during offline useg. Terms of Warranty or guarantee in case of hardware malfunction without causeh. Lead time on delivery of new POS devices at the start of each Phase, and for potential replacement

devices in case of malfunction, damage, or loss (whether covered by Warranty or not)3. If relevant, Receipt printer should also have ability to connect to POS without internet connection (please

specify connection method), and should also be easily transportable, as they will be required to be used at multiple WS locations. Similar information should be provided as for POS devices. Printed receipts are not required but will be considered if part of the proposed solution.

4. GOAL will consider proposals providing the POS as an App on a supplier’s existing smartphone, but not all suppliers may have a capable smartphone, so a complementary hardware solution should be proposed for this case.

5. Authentication: Bids should clearly describe the authentication system required for each transaction.: a. Verifying the identity of the POS user prior to transaction;b. Verifying the identity of the cardholder prior to transaction;c. Confirming the transaction.

6. Smart Card Printing: Bids should include information of lead time for printing of both new and replacement cards. Cards should have ability to include GOAL Logo, printed name and location of WS, WU name, other text, and possibly a barcode or QR code. No picture will be included on the card.

B. SOFTWARESoftware package should be customizable to GOAL Syria WASH Programme and include the following essential features:

1. Modules for uploading beneficiary data; assigning cards to beneficiaries; setting, adjusting, and approving commodity transfers individual to each WS each round; viewing balance and activity on individual cards and POS; cancelling and replacing cards; receiving and reviewing transaction data from suppliers; viewing reports and data on the system.

2. User Interface in English and Arabic3. Setup SSL Certificate to the system to encrypt the session between the user and the server.4. Authorization levels for different GOAL users for different tasks, including temporary delegation of authority for

specific lower-level users when necessary. This is for GOAL staff both in Syria and supporting remotely. Additionally, GOAL may request a restricted-permission (viewing only) account for some WU staff in Syria.

5. Customizable approval levels for new transfers, supplier reimbursement, and other actions as necessary and report of all approvals (dates, times, approver, etc.) should be available

6. Easy-to-use interface for both GOAL staff and suppliers7. Reports of basic information from the system and option to add new reports as needed8. Anti-fraud alerts for unusual activity on a card or POS.

C. DATA SECURITY AND PRIVACYBids should include detailed information about data security measures taken by the solution, at all levels:

a. Smart cards have highest security and hack-proofb. Encryption and physical security of POS devicesc. Security protocols of server or cloud storage, and owner of storage spaced. Data upload and transfer between levels – please provide details about how this occurs and the security

measures in place to prevent leaking or stealing of data, including on both offline and online modes

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G-SY-ANT-W-14881 E-Voucher System for fuel provisionGOAL will be subject to the new European Union General Regulation on Data Protection (GDPR, https://www.eugdpr.org/) when it comes into force in May 2018, and is liable under this regulation. Any e-voucher solution selected by GOAL must comply with this regulation (including but not limited to regulations on limited use, storage, security, and retention), and GOAL will evaluate bids based on their compliance.

All data must be accessible by GOAL for a period of seven (7) years. Please describe data ownership policy, and data storage practices or ability for GOAL to access, or to fully export and download all data from the service.

D. ANTICORRUPTION/FRAUD/SECURITY MEASURES

1. Please indicate anti-fraud measures that are part of the solution 2. Please indicate any backup systems for POS that can protect data from being lost if POS device is lost, stolen, or

damaged in offline mode3. Please describe how e-voucher system can add value in remote management situation

E. REPORTSGOAL staff in Syria and those supporting remotely would need to be able to generate reports of all transactions, individual and aggregated by Water Station, Water Unit, Supplier, and across time periods (by round, by month, etc), all from online accounts. Data for each round would need to be available in real time, or as soon as uploaded online, in order to rapidly verify that transactions have taken place. Reports should be customizable based on request. Please indicate the reports that are available and the customizability.

F. TRAINING & ONGOING TECHNICAL SUPPORTBids should include information about the training and ongoing technical support that are included with the solution provided. In preparing bids, please be aware of the following:

1. Training of GOAL staff would ideally occur in Ankara and/or Antakya, Turkey in person, and to staff in northern Syria (Idleb Governorate), either remotely from or in-person. If in-person training in Turkey is not possible, training in Amman, Jordan or online training would be acceptable alternatives.

2. Training & technical support should be available in both English and Arabic3. Training should prepare GOAL staff to use system and to provide training & orientation to WS / WU staff and

suppliers on how to use system4. Bids should attach a training plan for how GOAL staff in Turkey, GOAL staff in Syria, WS / WU staff in Syria and

suppliers in Syria would be trained in use of the system5. Bids would benefit from attaching samples or drafts of training modules, and/or any documents that would be

used to train GOAL staff, suppliers, or WS/WU staff6. Please describe ongoing troubleshooting and technical support included, and indicate if and how WS / WU staff

and fuel suppliers can provide feedback directly

G. STANDARD/FIXED CHARGES, PRICING & DELIVERYPlease provide a full price breakdown in table format that clearly shows the costs for each item and the overall categories noted below. Please provide a separate cost estimate and delivery schedule for Phase 1 - Pilot , Phase 2 and Phase 3 as described above. Hardware required as part of Phase 1 will be paid for on completion of the successful pilot project. Note that any contract will specify that Phase 2 – Full Scale will be contingent on a successful Phase 1 – Pilot. Phase 3 will be contingent on a successful Phase 2 and securing additional donor funding. Cost categories are:

1. Hardware, including (but not limited to): POS devices (per unit), printed cards (per unit), spare blank cards (per unit)

2. Software fees, including license fee, monthly service fee and ongoing support

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https://www.eugdpr.org/

G-SY-ANT-W-14881 E-Voucher System for fuel provision3. Delivery of hardware to Harem, Syria, or if this is not feasible please include the cost to deliver to Antakya,

Turkey.4. Training fees (in Antakya, Turkey and, if applicable, in northern Syria-Idleb Governorate)5. Load / reloading fees as applicable 6. Other one-time costs7. Other ongoing costs (as noted above, please indicate separately for pilot and full scale phases)

Note that the delivery location for hardware should be to the city of Harem, in Idleb Governorate, Syria, delivered via southern Turkey. If this is not possible please indicate the reason and use a delivery location of Antakya, Hatay Province, Turkey. Additional transport costs will be added to supplier’s financial offer if delivering to Turkey rather than Syria.

H. IMPLEMENTATION PLANPlease provide a detailed draft implementation plan, including description of each activity, participants, timelines, and indicating the following milestones at minimum:

Phase 1 – Pilot

1. Start date to coincide with signing of a framework agreement2. Delivery of hardware (indicate location), including smart cards printed and ready for distribution and POS

devices ready for use3. System setup4. Training of GOAL staff5. Implementation of pilot (4 rounds x 2 weeks) eight weeks

Phase 2 – Full Scale

1. Delivery of hardware (indicate location), ready for use2. Adding new users and accounts3. Implementation

Phase 3 – Full Scale

1. Implementation

I. PREVIOUS EXPERIENCE

1. Past experience: Please provide description of any similar current or past projects, with emphasis on past experience in Syria and/or in low-connectivity, low-infrastructure environments.

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APPENDIX 5 – GOAL TERMS AND CONDITIONS

This is attached as a separate document.

APPENDIX 6 – GDPR (GENERAL DATA PROTECTION REGULATION) TERMS AND CONDITIONS

This is attached as a separate document.

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