Tender: Local Contracting Services – Senegal

Part 1 – Terms of Reference

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Background

Palladium (“The Company”) is a global business which undertakes the management of international development projects throughout the world. It operates through different corporate entities in the various regions in which it conducts its business.

The tender is in relation to the Challenge Fund for Youth Employment (“The Project”).
The Company is contracted by the Netherlands Ministry of Foreign Affairs, Sustainable Economic Development Department (DDE) (“The Client”) to manage the Project.
The aim of the Challenge Fund is to improve economic prospects by creating decent work and sustainable incomes for up to 230,000 young men and women in the Middle East, North Africa, Sahel, and the Horn of Africa. This is achieved by issuing funding to identified Implementing Parties (IPs) to deliver in-country projects.

The Client has entered into the contract with Palladium Europe BV which is registered in The Netherlands.

2. Objectives of the assignment

The Company has existing funding agreements with our Implementing Parties (IPs) in Senegal. As part of these agreements, the Company is committed to provide Technical Assistance (TA) to assist the IPs to reach their full potential. As the Company does not currently have a locally registered corporate entity to trade in Senegal, the Company requires the Tenderer to act as an intermediary local service provider for its project operations in Senegal, namely to manage tax, contracting, employment, immigration and other compliance
requirements.

3. Scope of the assignment

The successful Tenderer will manage consultancy (contracted directly if individual consultant or as a subcontractor if employed as a company) and employment related operations for the Company. The assignment supports a demand-driven and flexible Technical Assistance (TA) facility, so fluctuation in the volume of work is expected and the Tenderer is expected to accommodate the influx of work when required and respond to communicated requirements quickly and efficiently.

The expected total value of the services is in the range of EUR 60,000 within the first year, with the possibility of extension.

The Tenderer must be able to provide the following services locally on behalf of the Company:

– Contracting of national consultants (as individuals or through a company as a subcontractor);
– Contracting of national Fixed Term Employees (FXTEs);
– Seconding the contracted consultants or FXTEs to Palladium Europe BV;
– Managing payroll for employees and facilitating payments to consultants/subcontractors in accordance with local law (employee payments, tax deductions and remittance).

If the Tenderer is able to support with the purchasing of equipment and procurement of other low value goods or services (e.g. venue hire for events) this would be beneficial but is not essential to the assignment.

4. Duration and phasing

Services are demand driven and therefore cannot be predicted in advance. We expect to draw on the agreement for the initial period of 1 year, starting 1 August 2024 with the possibility to extend.

5. Financial component

Please refer to Part 5 for details relating to preparation of the financial submission.
GBL PC01 SOP01 TL12 ITT pack 3 / 11

6. Responsibilities of the Company

Contracting:
– The Company will provide the job descriptions/Terms of Reference for all recruitment exercises and all FXTEs and Consultants.
– The Company will provide salary information, contracting dates and visa obtaining dates.
– The Company will provide information on allowances and benefits (including insurance cover) for all contracts.
– The Company will always have the final decision on the outcome of recruitment.
– The Company will be responsible for performance management including grievances and dispute resolution.
– The Company shall introduce consultants/FXTEs to its policies and training when they are seconded to the Company.
– The Company will be the sole decision maker in decisions relating to contract amendments,
extensions and terminations. In addition, the Company is the only organisation who is able to provide technical supervision and quality assurance of work.

Payroll:

– The Company will provide the Contractor with information regarding employee entitlements which
may include but it not limited to sick pay, maternity/paternity pay and unpaid leave etc.
– Where required, the Company may provide the Contractor with an advance to pay salaries,
remittance and other bills directly associated with the project.

Selection of Personnel:

The Company is responsible for the selection and identification of employees, consultants and subcontractors for engagement by the Contractor in connection with this Agreement.

7. Contractor responsibilities

To be prepared to sign the Standard Contract Terms.
To have in place insurance policies covering Professional Indemnity and Public Liability.
To have any relevant registrations (including tax registrations) in the activity Jurisdiction.
To report against the progress of activities on a monthly basis.
To address requests in a timely manner.

Part 2 – Conditions of tender

1. Tender content

1.1. The tender must contain the following:

1.1.1 a cover letter (no longer than 1 page) to the tender for the activity (specify the Activity number), including the signed declaration contained in Part 7;
1.1.2 a technical submission (in the form detailed in Part 3);
1.1.3 a financial submission (in the form detailed in Part 4).
1.2. Every Tender needs to state in the submission:
1.2.1 in the case of an individual, full or given names, surname and address;
1.2.2 in the case of a trust, the full names and addresses of each trustee of the trust;
1.2.3 in the case of a company, NGO or other registered entity, the full name of the entity, the address of the registered office of the entity, the relevant registration number and a copy of the certificate of registration; and
1.2.4 If relevant, a list (including CVs if requested) of all the nominated personnel expected to contribute to the performance of the TOR, including their names, surnames, title of their position and their proposed level of effort.
1.3. Tenders are to be written in English, Arial font 12
1.4. ‘The Tenderer’ (where capitalised) means the person or organisation to whom this invitation has been sent, the person or organisation responding to this invitation (as applicable). Depending on the context, an uncapitalised version of ‘tenderer’ may also refer to the Tenderer.

2. Tender Assessment Process

2.1. Tenders must comply with the requirements of the TOR. Failure to submit a Tender including the
information required by the TOR (or this Tender generally) will factor into The Company’s assessment
of the level of compliance of the Tender and may result in rejection of the Tender.

2.2. The Company will evaluate Tenders on the following basis:

2.2.1 a technical assessment;
2.2.2 a financial assessment;
2.2.3 any other factors which may impact on the Tenderer’s potential performance.
2.3. The Company reserves the right:
2.3.1 to accept or reject any tender, and to annul the tendering process thereby rejecting all tenders, at
any time prior to the award of contract at its sole discretion;
2.3.2 to cancel or vary the Invitation to Tender process at any time whether before or after the closing date;
2.3.3 to reject any tender that does not adhere to the structure and content requirements as outlined in
these Terms and Conditions;
2.3.4 to recall tenders from any source including those tenderers who have already submitted tenders,
without thereby incurring any liability to the affected Tenderer or Tenderers or any obligation to
inform the affected Tenderer or Tenderers of the grounds for this action;
2.3.5 to accept Tenders for the whole or any part of the requirement;
2.3.6 to require that tenderers submit to the Company’s Due Diligence process prior to or after the
submission of Tenders; and
2.3.7 to negotiate with the most favourable tenderer should it be deemed that the offered prices are
unreasonable or greater than the targets set in the planning process.
2.4. The Company shall not be bound by any advice given or information furnished by it.
2.5. The conduct of this Invitation to Tender is not intended to give rise to any legal or equitable relationship.
2.6. Any inducements and rewards intended to influence the outcome of the Tendering process will result in Tenderer’s immediate suspension from the process.2.7. Your Tender will be valid for the Tender Validity Period specified on p.1.

3. Technical Assessment

3.1. The Technical Assessment will be undertaken by an internal procurement committee.
3.2. The Company may specify weighting for assessment criteria in Part 4.