| RFP Number: | StartupCityCahul-2021-020 |
| Issuance Date: | 22.04.2021 |
| Deadline for Offers: | 12.05.2021, 17:00, Chisinau time |
| Description: | Video production services for “Tekwill in every school” courses (3 LOTS) |
| For: | Eu4Moldova Startup City Cahul Project |
| Funded By: | European Union (EU) through Sweden |
| Issued by: | National Association of ICT Companies (ATIC) |
| ATIC Point of Contact: | llivadari@ict.md, Liuba Livadari, Procurement Manager talexeev@ict.md, Tatiana Alexeev, Project Manager |
Section 1: Introduction and Instructions to Offerors
1.1 Acronyms and Definitions
ATIC – National Association of ICT Companies
ADS – USAID Automated Directives System
CFR – United States Code of Federal Regulations
Cooperating Country – Moldova
FAR – United States Federal Acquisition Regulation
RFP – Request for Proposals
US – United States
USAID – United States Agency for International Development
USG – United States Government
VAT – Value Added Tax
1.2 Introduction:
THE MOLDOVAN ASSOCIATION OF ICT COMPANIES (“ATIC”) is looking for an eligible and competent video production company to provide the services described in Annex 1 – Terms of Reference to this RFP.
1.3 Offer Deadline and Protocol:
Offers must be submitted not later than 17:00, Chisinau time, on May 12, 2021 electronically and/or in hard copy to the ATIC office:
Electronic Submission only: Any email offers must be sent to the following address:
to: llivadari@ict.md, Liuba Livadari, Procurement Manager
talexeev@ict.md, Tatiana Alexeev, Project Manager
Offers must be submitted in two (2) separate .pdf format files:
1) Technical Volume (Forms A-E and other mandatory documents required by this solicitation documents).
2) Financial Proposal (should be password-protected). ATIC will request the password if the proposal is deemed technically compliant. Any submission of the financial proposal that is not password-protected will be disqualified. Also, any submission of the financial proposal together with the password will be disqualified.
Please refer the RFP number in any response to this RFP.
Offers received after the specified time and date will be considered late and will NOT be reviewed by ATIC.
1.4 Questions and Requests for Clarifications:
Questions regarding the technical or administrative requirements of this RFP may be submitted no later than 17:00, local Chisinau time by May 6, 2021, by email to llivadari@ict.md, talexeev@ict.md and achirita@ict.md. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that ATIC believes may be of interest to other offerors will be circulated to all RFP recipients who have indicated an interest in bidding.
Only the written answers issued by ATIC will be considered official and carry weight in the RFP process and subsequent evaluation. Any verbal information received from employees of ATIC or any other entity should not be considered as an official response to any questions regarding this RFP.
1.5 Technical and Cost Volume
1.5.1 Technical Volume
The Technical Volume should describe in detail the offeror’s proposed plan for providing the services and commodities described in the specifications found in Annex 1. It should demonstrate a clear understanding of the work to be undertaken and the responsibilities of all parties involved. The plan should include details on equipment, personnel, and subcontractors that the offeror will make available to carry out the required activities. The plan should also provide details on the anticipated delivery schedule, including an estimated completion date.
At a minimum, the Technical Volume must contain the following required completed documents:
1. Technical Proposal
· Application form (FORM A)
· Letter of Transmittal (see FORM B)
· Certificate of Independent Price Determination (see FORM C)
· Certification Regarding Responsibility Matters (see FORM D)
· Evidence of Responsibility Statement (see FORM E)
· Copy of official registration and business license.
· Company profile with a focus on information regarding similar experience in providing similar video production services
· Proof of similar experience – 3 examples of videos produced performed in the last 3 years Qualification certificates, awards (if any); experience with international donor organizations will be considered an advantage, 2 reference letters from the last 3 years.
· Past Performance Information: list of clients and services provided for them, year(collaboration with NGOs and international organizations/Donors will be considered an advantage);
· staffing capacity to perform the proposed services, describing in particular the experience in the field, the portfolio of services offered, etc. CVs and qualification of Team Members planned to be assigned Description of proposed services/deliverables with a clear timeline
2. Financial Proposal (FORMS- A-F_RFP_StartupCityCahul-2021-020__video productionon)
Subcontracting arrangements:
If the execution of work to be performed by the offeror requires the hiring of subcontractors, the proposal must clearly identify the subcontractor(s), contact information of subcontractor(s), and the work they will perform. ATIC will not refuse a proposal based upon the use of subcontractors; however, ATIC retains the right to approve or reject the specific subcontractors selected.
All electronic copies of documents in the Technical Volume must be in PDF, Microsoft Word or Microsoft Excel format.
The information contained in the Technical Volume should not contain any cost- or price-related information.
1.5.2 Cost Volume
Taking into consideration the complexity of the work, the cost proposal is used to determine which proposals represent the best value and serves as a basis of negotiation before award of a subcontract.
It should offer a clear understanding upon the amount of work, different types of activities (if applicable), but offer a fixed price for the assignment taking into account all details.
The cost proposal shall also include a budget narrative that explains the basis for the estimate of every cost element or line item. Supporting information must be provided in sufficient detail to allow for a complete analysis of each cost element or line item. ATIC reserves the right to request additional cost information if the evaluation committee has concerns of the reasonableness, realism, or completeness of an offeror’s proposed cost.
The agreement under which this procurement is financed does not permit the financing of any taxes, VAT, tariffs, duties, or other levies imposed by any laws in effect in the Cooperating Country. No such Cooperating Country taxes, charges, tariffs, duties or levies will be paid under an order resulting from this RFP.
CURRENCY OF PROPOSAL: Financial offers must be presented in MDL only. No other currencies accepted.
FORMAT OF FINANCIAL PROPOSAL: In formulating its financial proposal, the offeror should be guided by the FORMS- A-F_RFP_StartupCityCahul-2021-020__video production.
PARTIAL QUOTES: allowed per LOT.
In formulating its proposal, the offeror should be guided by the FORMS A-E (financial proposal – FORM F) and other mandatory documents required by this RfP.
1.6 Validity Period
Offers must remain valid for at least 90 calendar days after the offer deadline.
1.7 Eligibility of Offerors
By submitting an offer in response to this RFP, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award. ATIC will not award a contract to any firm that is debarred, suspended, or considered to be ineligible.
As per EU procurement rules, a subcontractor is eligible if:
• it is not included in the EU Sanctions List or are subject to EU Restrictive Measures provided at www.sanctionsn1ap.eu and all its employees, consultants, suppliers and contractors involved in fulfilment of this Agreement or implementation of any part of the Project are not included in the EU Sanctions List or are subject to EU Restrictive Measures and none part of the Fee is made available to, or for the benefit of, persons, groups and entities designated under the EU Sanctions List or subject to EU Restrictive Measures. The Provider shall cooperate with the Beneficiary in this respect and promptly inform the Beneficiary if it reveals that any recipient of such funds falls under EU Sanctions List / EU Restrictive Measures.
• it does not support activities that contribute to money laundering, terrorism financing, tax avoidance, tax fraud or tax evasion;
• it refrains from corruption and other irregularities and requires all its employees, consultants, suppliers and contractors involved in fulfilment of this Agreement or implementation of any part of the Project to refrain from any such corruption and other irregularities. Corruption and other irregularities refer to all kinds of: (1) corruption, including bribery, nepotism, illegal gratuities or other form of abuse of trust, power and position for improper gain; (2) misappropriation of cash, inventory and all other kinds of assets; (3) financial and non-financial fraudulent statements; (4) all other use of Project/Core Activities funds which is not in accordance with the work plan and Budget approved under SIDA-ATIC Agreement. The Provider shall cooperate with the Beneficiary in this respect and promptly inform the Beneficiary of any indication of corruption and other irregularities and investigate the presence of corruption and other irregularities and take action, including legal actions, against persons suspected of corruption and other irregularities;
• it takes all necessary precautions to avoid any conflicts of interest in all matters related to fulfilment of this Agreement or implementation of any part of the Project and ensures its employees, consultants, suppliers and contractors are not placed in a situation which could give rise to conflict of interest. A conflict of interest shall be deemed to arise where the impartial and objective exercise of the functions of any person fulfilling the Agreement and/or implementing of any part of the Project is compromised.
1.8 Evaluation and Basis for Award
One or multiple awards will be made to the offeror whose proposal is determined to be responsive to this solicitation document, meets the eligibility criteria stated in this RFP, meets the technical, management/personnel, and corporate capability requirements, and is determined to represent the best value to ATIC. Best value will be decided using the tradeoff process. That means that each proposal will be evaluated and scored against the evaluation criteria and evaluation sub-criteria, which are stated in Annex 1. If technical scores of several proposers reaching or exceeding the minimum pass score are determined to be equal or nearly equal, cost will become the determining factor.
ATIC may award the contract to a higher priced offeror if a determination is made that the higher technical sore of that offeror merits the additional cost/price.
The rating of each proposal will be defined based on the accumulated technical and financial scoring, considering the technical and financial scores. The priority will be given to highest technical scored offers, in the limits of the available budget.
Please refer to Annex 1 for the evaluation criteria and sub-criteria.
1.9 Negotiations
Best and final price quotations are requested from all offerors. It is anticipated that awards will be made solely on the basis of these original quotations. However, ATIC reserves the right to conduct negotiations and/or request clarifications prior to awarding a subcontract.
1.10 Terms and Conditions of Subcontract
This is a Request for Proposals only. Issuance of this RFP does not in any way obligate ATIC or the Donor to award a subcontract, nor does it commit ATIC or Donor to pay for costs incurred in the preparation and submission of a proposal.
This solicitation is subject to the Draft Order Terms and Conditions detailed in Section 2. Any resultant award will be governed by these terms and conditions. ATIC reserves the right to make revisions to the content, order, and numbering of the provisions in the actual subcontract document prior to execution by ATIC and the selected awardee. Issuance of a subcontract award is subject to availability of sufficient funds.
Section 2. Background, Scope of Work, Deliverables and Deliverable Schedule
2.1 Specifications
Please refer to Annex 1 – Terms of Reference for details on the required services.
2.2 Delivery Requirements
The delivery location for the items described in this RFP is MD-2045, str. Studentilor 9/11, Chisinau, Moldova. As part of its response to this RFP, each offeror is expected to provide an estimate (in calendar days) of the delivery and execution timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFP must be upheld in the performance of any resulting contract.
The delivery estimate presented in any offers in response to this RFP must be honest, accurate, and upheld in the performance of any resulting subcontract or order.
Section 3. Draft Order Terms and Conditions
Per Section 1.11 of this RFP, in the event of a subcontract award resulting from an offer submitted in response to this RFP, the following terms and conditions will apply:
1. All commodities, if applicable, delivered under this subcontract must be transferable to Donor, or another entity in the Cooperating Country designated by ATIC.
2. Delivery Terms
A. Delivery terms to be guided by the expected timeframes mention in the ToR – Annex 1. The Subcontractor shall deliver the deliverables as set forth to the delivery locations.
B. Time is of the essence. By executing this subcontract, the Subcontractor confirms that it accepts that the delivery schedule stated herein is reasonable and will comply with the delivery schedule.
C. Customs clearance. The Subcontractor shall clear any international shipments through customs and deliver them to the appropriate location(s) specified in Article 5. ATIC is responsible for providing the Subcontractor with the necessary documentation required by Moldovan customs officials for duty-free customs clearance (if applicable).
D. Consignee address. For any international shipments requiring customs clearance in Moldova, the following consignee address shall be used on each shipment to facilitate duty-free and tax-free customs clearance (if applicable).
3. Payment and financial obligations
3.1 Subcontract Price
The Subcontractor shall complete all work (including furnishing all labor, material, commodities, equipment, and services) required under this subcontract for the fixed price . This price shall include all equipment, commodities, shipping costs, licenses, permits, administration costs, labor costs, materials, overhead, profit, and all other costs.
The Subcontractor will be paid the installment amounts listed under the column named “Payment Amount” only upon successful completion and acceptance by ATIC of all corresponding deliverables listed in the column named “Corresponding Deliverable Name.”
3.2 Payment Terms
ATIC will pay the total price through a series of installment payments as provided in Article 1.9 above, after Subcontractor’s completion of the corresponding deliverables and ATIC acceptance thereof. The Subcontractor may submit invoices for deliverables that have been accepted and approved by the authorized ATIC representative. ATIC will pay the Subcontractor’s invoice within fifteen (15) days after the following conditions have been fulfilled:
a) the Subcontractor has delivered a proper invoice,
b) ATIC has issued an inspection certificate.
Payment will be made in MDL or USD based on the location of the company providing services, paid via wire transfer to the account specified in the Subcontractor’s invoice. Payment of unpaid balances will be made upon completion and final acceptance of all works and deliverables by ATIC. Any invoices for services rendered and deliverables submitted—but not accepted by ATIC—will not be paid until the Subcontractor makes sufficient revisions to the deliverables such that ATIC may approve the deliverables and thus the invoice.
3.3 Invoice Requirements
The Subcontractor shall present an invoice to ATIC only for services and/or commodities that have been accepted by ATIC. The invoice must be an original invoice, submitted to:
ATIC
Attention: Accountant Office
National Association of ICT Companies
To constitute a proper invoice, the Subcontractor’s invoice must include the following information and/or attached documentation. This information will assist ATIC in making timely payments to the Subcontractor:
1. Subcontractor legal name, subcontract number, invoice date, and invoice number.
2. Deliverable(s) number, description of approved deliverable(s), and corresponding value.
3. Bank account information to which payment shall be sent.
3.4 Cooperating Country Fees, Taxes, and Duties
This subcontract is entered into by ATIC on behalf of the Project (s) mentioned above, an official program of the mentioned Donors in the Republic of Moldova.
As such, this subcontract is free and exempt from any taxes, VAT, tariffs, duties, or other levies imposed by the laws in effect in Republic of Moldova. The Subcontractor shall not pay any host country taxes, VAT, tariffs, duties, levies, etc. from which this Donor programs are exempt. In the event that any exempt charges are paid by the Subcontractor, they will not be reimbursed to the Subcontractor by ATIC. The Subcontractor shall immediately notify ATIC if any such taxes are assessed against the Subcontractor or its subcontractors/suppliers at any tier.
The Subcontractor is responsible for payment of all applicable taxes, as prescribed under the applicable laws, associated with wages/salaries/compensation for services rendered by individuals employed by the Subcontractor and who are directed to work as required under this Subcontract. The Subcontractor is liable for payment of all applicable taxes associated with revenues (profit), and other such taxes, fees, or dues for which Subcontractor is normally responsible as a result of operating its business.
3.5 Set-Off Clause
ATIC reserves the right of set-off against amounts payable to Subcontractor under this subcontract or any other agreement in the amount of any claim or refunds ATIC may have against the Subcontractor.
4. Grounds for disqualification:
A firm may be excluded from the evaluation and the award of a contract, who:
a) is bankrupt or is being wound up, whose affairs are being administered by court, who has entered into an arrangement with creditors, who has suspended business activities or who is subject of an injunction against running business by court;
b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by court, or for an arrangement with creditors or of any other similar proceedings;
c) has been convicted of an offence concerning his professional conduct by a court;
d) has been found guilty of grave professional misconduct; or
e) has not fulfilled obligations relating to payments of taxes or social security contributions.
Economic resources provided by the EU under this Project shall not be made available to, or for the benefit of, third parties – whether entities, individuals or groups of individuals – designated by the EU as subject to restrictive measures in the lists provided at www.sanctionsmap.eu (“EU Restrictive Measures”).
5. Anti-Kickback
a) Definitions:
• Kickback, as used herein, means any money, fee, commission, credit, gift, gratuity, thing of value, or compensation of any kind, which is provided, directly or indirectly, to ATIC, Project or any of its employees, the Subcontractor or Subcontractor employees, or vendors in any way related to the performance or subsequent activities of this subcontract, for the purpose of improperly obtaining or rewarding favorable treatment in connection with this subcontract.
• Person, as used in this article, means a corporation, partnership, business association of any kind, trust, joint-stock company, or individual.
• Subcontractor employee, as used in this article, means any officer, partner, employee, or agent of the Subcontractor.
b) The Subcontractor and its employees, whether directly or indirectly engaged in the performance of this subcontract, agree to abide legal provisions which prohibit any person from providing or attempting to provide any kickback; soliciting, accepting, or attempting to accept any kickback; or including, directly or indirectly, the amount of any kickback in the contract price charged by the Subcontractor to ATIC.
When the Subcontractor has reasonable grounds to believe that a violation described in paragraph (b) of this provision may have occurred, the Subcontractor shall promptly report in writing the possible violation. Such reports shall be made to ATIC, who shall forward the report to the Donor, as required.
The Subcontractor agrees to cooperate fully with any relevant Moldovan/EU Agency investigating a possible violation described in paragraph (b) of this article.
ATIC may offset the amount of the kickback against any monies owed by ATIC under this fixed price subcontract or order the monies withheld from future payments due the Subcontractor.
The Subcontractor agrees to include the substance of this article in any contract it may issue under this subcontract.
6. Terrorist Financing Prohibition
The Subcontractor (including its employees, consultants, and agents) by entering into this subcontract certifies that it does not engage, support or finance individuals and/or organizations associated with terrorism.
7. Compliance with Applicable Laws and Standards
The Subcontractor shall perform all work, and comply in all respects, with applicable laws, ordinances, codes, regulations, and other authoritative rules of Sweden, European Union and Moldova and its political subdivisions and with the standards of relevant licensing boards and professional associations. The Subcontractor shall also comply with the applicable EU and Sweden regulations governing this subcontract, which are incorporated by reference into this subcontract, Clauses Incorporated by Reference.
8. Indemnity and Subcontractor Waiver of Benefits
A. The Subcontractor waives any additional benefits and agrees to indemnify and save harmless ATIC, Donor, their officers, directors, agents, and employees from and against any and all claims and liability, loss, expenses, suits, damages, judgments, demands, and costs (including reasonable legal and professional fees and expenses) arising out of:
(1) the acts or omissions of Subcontractor, its employees, officers, directors, agents or its subcontractors;
(2) injury or death to persons, including officers, directors, employees, agents and subcontractors of Subcontractor, or loss of or damage to property, or fines and penalties which may result, in whole or in part, by reason of the buying, selling, distribution, or use of any of the goods or services purchased or provided under this Subcontract except to the extent that such damage is due to the negligence of ATIC;
(3) the infringement or violation of any patent, copyright, trademark, service mark, trade secret, or other proprietary interest of any third party resulting from ATIC use, distribution, sale, sublicensing, or possession of the goods (including software and all forms of written materials) or services purchased or provided, as authorized hereunder, or from the use or possession of said goods or services by ATIC, Donor, as authorized hereunder; or false claims submitted by Subcontractor or its subcontractors under this Subcontract or as a result of a Subcontractor misrepresentation of fact or fraud by Subcontractor.
B. Subcontractor shall defend and settle at its sole expense all suits or proceedings arising out of the foregoing, provided that Subcontractor has notice or is given prompt written notice of such claim or suit and, further, that Subcontractor shall be given necessary information, reasonable assistance and the authority to defend such claim or suit. Subcontractor shall not settle, compromise or discharge any pending or threatened suit, claim or litigation, arising out of, based upon, or in any way related to the subject matter of this subcontract and to which ATIC is or may reasonably be expected to be a party, unless and until Subcontractor has obtained a written agreement, approved by ATIC (which shall not be unreasonably withheld) and executed by each party to such proposed settlement, compromise or discharge, releasing ATIC from any and all liability.
C. If any of the goods or services provided by Subcontractor hereunder, including without limitation software and all forms of written materials, become the subject of a claim of infringement or violation of a third party’s intellectual property, privacy and/or proprietary rights, Subcontractor shall, at its own expense, use its best efforts—
(1) to procure for ATIC the right to continue use and, if authorized under this Subcontract, distribution of the infringing goods or services or,
(2) to modify the goods or services to make them non-infringing, or to replace them with equivalent, non-infringing counterparts.
If none of the above-mentioned can be successfully implemented, then Subcontractor shall refund to ATIC all monies paid to the Subcontractor for the infringing goods and services.
9. Intellectual Property Rights
The ownership of all copyright and other intellectual property rights in respect of any data compilations, research, spreadsheets, graphs, reports, diagrams, designs, work products, software, or any other documents, developed in connection with this subcontract will exclusively vest in or remain with ATIC, which shall have all proprietary rights therein, notwithstanding that the Subcontractor or its employees may be the author of the intellectual property. All documents relating to the intellectual property or otherwise connected with this fixed price subcontract, the services, or duties must be returned or delivered to ATIC at the time of the expiration or termination of the subcontract. The Subcontractor agrees not to publish or make use of any of the intellectual property, or documents relating thereto, without the prior written approval of ATIC and proper attribution.
10. Modifications
Modifications to the terms and conditions of this subcontract, including any modification to the scope of work, may only be made by written agreement between authorized personnel of both Parties. Each Party shall give due notice and consideration to any proposals for modification made by the other Party.
11. Changes
According to ATIC procurement procedures, ATIC may at any time, by written order, and without notice to the sureties, if any, make changes within the general scope of this subcontract in the services to be performed.
If any such change(s) causes an increase or a decrease in the cost, or the time required for the performance, or any part of the work under the subcontract, an equitable adjustment shall be made in the subcontract price or delivery schedule, or both, and the subcontract shall be modified in writing accordingly. Any claim by the Subcontractor for adjustment under this subcontract must be asserted within 30 (thirty) days from the date of receipt by the Subcontractor of the modification or change.
12. Assignment and Delegation
This subcontract may not be assigned or delegated, in whole or in part, by the Subcontractor without the written consent of ATIC. Absent such written consent, any assignment is void.
13. Termination
ATIC reserves the unilateral right to terminate this fixed price subcontract at any time, paying for all deliverables completed at the time of termination and a pro-rata share of any deliverable in progress.
In the event that the Subcontractor fails to make progress so as to endanger performance of this fixed price subcontract, or is unable to fulfill the terms of this fixed price subcontract by the completion date, the Subcontractor shall notify ATIC forthwith and ATIC shall have the right to summary termination of this fixed price subcontract upon written notice to the Subcontractor.
Annex 1. Detailed Specifications and Requirements
A. Background:
About ATIC
THE MOLDOVAN ASSOCIATION OF ICT COMPANIES (“ATIC”) is the business Organization uniting 45 companies. Umbrella Organization gathering over 5000 employees.
Being established in 2006, ATIC is the action leading association and the voice of the Moldovan ICT industry that promotes the development of the ICT sector in Republic of Moldova through viable partnerships between companies, similar organizations, government, state institutions and international organizations. The association was founded to represent the industry on different policy and legislative issues and to facilitate the exchange of best practices between members. ATIC mission is to protect and promote the Association members’ interests as well as facilitate a more favorable ICT business climate.
About EU4Moldova: Startup City Cahul
The Government of Sweden has entered into a delegated agreement with the European Delegation in June 2020 for the implementation of Startup City Cahul Project aiming to develop a regional ICT Innovation centre for the Cahul region.
The National Association of ICT Companies has entered into an agreement with Sweden on September 15, 2020 for the implementation of the project.
The project is in line with the Annual Action Programme 2019 in favour of the Republic of Moldova and its Action entitled ‘EU4Moldova: Startup City Cahul’, based on the Commission Decision ENI/2019/042-243.
The overall objective of the Action is to harness and strengthen the potential of the digital economy and enhance regional competitiveness, its business and its investment environment.
The specific objectives are:
1. Foster partnerships for innovation and entrepreneurship between the private sector, public sector and educational institutions in the region of Cahul.
2. Promote technology, problem solving and creative solutions in learning and make STEM topics (Science, Technology, Engineering and Mathematics) more attractive for women and men, girls and boys.
3. Facilitate the emergence of start-ups in innovative sectors, build their capacity and investment readiness.
The Action is aligned to the Eastern Partnership priorities, the revised Association Agenda and the objectives of the 2017-2020 Single Support Framework (SSF) for Moldova and Chapter 18 of the European Union – Moldova Association Agreement. It will also support the implementation of the Eastern Partnership’s ‘20 Deliverables for 2020’, as they relate to economic development. The proposed activities will support the implementation of the priorities identified in the European Joint Development Cooperation Strategy (Joint Programming Document) and the National Strategy for enhancing IT industry competitiveness ‘Digital Moldova 2020’.
Under the programmatic approach, the Action will contribute to the regional development of Cahul, in agreement with the Government of Moldova’s strategies for regional growth and well-being. The initiative will involve the major regional stakeholders and a general memorandum of understanding will be negotiated to seek commitment of the governmental authorities.
About “Tekwill in Every School” program
“Tekwill in every school” program’s mission is to help grow Moldova’s new generation of young professionals that are equipped with the necessary IT and creative skills required by the jobs of the future; a generation that is empowered to create products and solutions, here at home, that are able of meeting both local and international demands.
In order to achieve our mission, we have developed an eLearning platform – tekwill.online and have developed digital interactive courses which can be accessed on the platform for free by K12 students and teachers from 77 schools throughout the country. During this school year (2020-2021) over 5,300 pupils have studied courses such as: Graphic Design, Web Design & Development and Algorithms Programming in C/C++.
Recently we have welcomed another 157 schools to the program – totaling 234 beneficiary schools, 590 teachers and 20,000+ pupils.
For the upcoming academic year, we are preparing 3 new courses to be launched on the platform starting September 2021, these are: Artificial Intelligence, Mobile Apps Design & Development and Entrepreneurship.
The scope of this RFP is to select a video production company that will develop video lessons for 3 courses such as Artificial Intelligence, Mobile Apps Design & Development and Entrepreneurship. The duration of each video lesson should be a maximum of 10 minutes, it should be engaging and interactive (no plain text or random geometrical objects as animations), preferably animated style to be used for all the courses. The target audience of these video lessons are pupils from grades 10-12 (15-19 years old). Each course has 34 lessons; therefore, each lesson should have a video based on the content provided by ATIC team, thus totaling to 102 video lessons to cover all 3 courses.
B. Specifications and Deliverables
ATIC is looking for a video production company to develop 102 video lessons for 3 Tekwill courses according to the following tasks:
- Provide the visual concept of video production for each course.
The visual concept must be presented to and approved by ATIC/Tekwill team. The concept must fit the content of each course, it also must include a brief and short justification about the proposed video style and technique of video production: animation, screencasts, hybrid (animation plus live videos). - Provide voice over (in Romanian) for all video lessons.
The selected voice for the audio content must be approved by ATIC/Tekwill team first. The selected voice must inspire trust, must sound cheerful, must be age-friendly (target audience: 15-19 years old). The tone of voice must be warm and welcoming. The voice over must be in sync with the visual component of the video lesson. The recorded audio content should not have any noises in the background, no echo, the voice should be clearly heard, not too loud, neither too low. All correct pronunciation of technical terminology or English words will be agreed upon, prior to production. - Provide the scripts (storyboards, In Romanian) for all video lessons.
Based on the given content by the ATIC/Tekwill team for each course/lesson, you must create the script (storyboard), present and discuss it with the course’ author and ATIC/Tekwill team and integrate all given feedback. The final script should reflect the message/main idea behind the process described in the lesson. - Execute video production according to the agreed timeline.
The duration of each video lesson should be up to 10 minutes maximum or less. Within the production process of video lessons, it is encouraged to avoid usage of slides of plain text/written definitions or plain geometrical objects that don’t reflect the meaning of the lesson, process/subject explained in the lesson. The color range used for the animated slides will be discussed and approved by ATIC/Tekwill team. - Management of the timeline of execution.
The selected video production company must report on a weekly basis on the progress of the works and according to the initially agreed execution timeframe. All changes and feedback received from ATIC team and course’ authors must be executed in a timely manner within up to 2 weeks. Feedback will be collected from ATIC/Tekwill and course’ authors within a timeframe of up to 2 weeks, as well.
One can choose to bid for the video production of 1 course, 2 courses or all of the 3 courses. Each course implies the production of 34 video lessons. The end objective is to have a total of 102 video lessons developed for all 3 courses.
Specific deliverables:
| # | Deliverables | Timeframe (tentative based on our estimation, but could be adjusted during the process) |
| LOT 1: Deliverables for “Artificial Intelligence” course video production | ||
| 1 | Provide the visual concept of video production for the course | 5 days from the signed date of the contract. |
| 2 | Present the selected voice for ATIC approval for this course. | 5 days from the signed date of the contract. |
| 3 | Provide the scripts (storyboards) for the first four video lessons of this course for feedback and review by ATIC and course’ author. | 10 days from the signed date of the contract. |
| 4 | Record the voice over for the first 4 video lessons of the course. | 10 days from the signed date of the contract. |
| 5 | Execute video production for the first 4 lessons based on the approved scripts. | 20 days from the signed date of the contract. |
| 6 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 30 days from the signed date of the contract. |
| 7 | Provide the scripts (storyboards) for video lessons nr. 5 – 14 for this course for feedback and review by ATIC and course’ author. | 30 days from the signed date of the contract. |
| 8 | Record the voice over for video lessons nr. 5 – 14 for this course. | 35 days from the signed date of the contract. |
| 9 | Execute video production for video lessons nr. 5 – 14 based on the approved scripts. | 60 days from the signed date of the contract. |
| 10 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 70 days from the signed date of the contract. |
| 11 | Provide the scripts (storyboards) for video lessons nr. 15 – 24 for this course for feedback and review by ATIC and course’ author. | 70 days from the signed date of the contract. |
| 12 | Record the voice over for video lessons nr. 15 – 24 for this course. | 75 days from the signed date of the contract. |
| 13 | Execute video production for video lessons nr. 15 – 24 based on the approved scripts. | 95 days from the signed date of the contract. |
| 14 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 105 days from the signed date of the contract. |
| 15 | Provide the scripts (storyboards) for video lessons nr. 25 – 34 for this course for feedback and review by ATIC and course’ author. | 105 days from the signed date of the contract. |
| 16 | Record the voice over for video lessons nr. 25 – 34 for this course. | 110 days from the signed date of the contract. |
| 17 | Execute video production for video lessons nr. 25 – 34 based on the approved scripts. | 135 days from the signed date of the contract. |
| 18 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 145 days from the signed date of the contract. |
| LOT 2: Deliverables for “Entrepreneurship” course video production | ||
| 1 | Provide the visual concept of video production for the course | 5 days from the signed date of the contract. |
| 2 | Present the selected voice for ATIC approval for this course. | 5 days from the signed date of the contract. |
| 3 | Provide the scripts (storyboards) for the first four video lessons of this course for feedback and review by ATIC and course’ author. | 10 days from the signed date of the contract. |
| 4 | Record the voice over for the first 4 video lessons of the course. | 10 days from the signed date of the contract. |
| 5 | Execute video production for the first 4 lessons based on the approved scripts. | 20 days from the signed date of the contract. |
| 6 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 30 days from the signed date of the contract. |
| 7 | Provide the scripts (storyboards) for video lessons nr. 5 – 14 for this course for feedback and review by ATIC and course’ author. | 30 days from the signed date of the contract. |
| 8 | Record the voice over for video lessons nr. 5 – 14 for this course. | 35 days from the signed date of the contract. |
| 9 | Execute video production for video lessons nr. 5 – 14 based on the approved scripts. | 60 days from the signed date of the contract. |
| 10 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 70 days from the signed date of the contract. |
| 11 | Provide the scripts (storyboards) for video lessons nr. 15 – 24 for this course for feedback and review by ATIC and course’ author. | 70 days from the signed date of the contract. |
| 12 | Record the voice over for video lessons nr. 15 – 24 for this course. | 75 days from the signed date of the contract. |
| 13 | Execute video production for video lessons nr. 15 – 24 based on the approved scripts. | 95 days from the signed date of the contract. |
| 14 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 105 days from the signed date of the contract. |
| 15 | Provide the scripts (storyboards) for video lessons nr. 25 – 34 for this course for feedback and review by ATIC and course’ author. | 105 days from the signed date of the contract. |
| 16 | Record the voice over for video lessons nr. 25 – 34 for this course. | 110 days from the signed date of the contract. |
| 17 | Execute video production for video lessons nr. 25 – 34 based on the approved scripts. | 135 days from the signed date of the contract. |
| 18 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 145 days from the signed date of the contract. |
| LOT 3: Deliverables for “Mobile Apps Design & Development” course video production | ||
| 1 | Provide the visual concept of video production for the course | 5 days from the signed date of the contract. |
| 2 | Present the selected voice for ATIC approval for this course. | 5 days from the signed date of the contract. |
| 3 | Provide the scripts (storyboards) for the first four video lessons of this course for feedback and review by ATIC and course’ author. | 10 days from the signed date of the contract. |
| 4 | Record the voice over for the first 4 video lessons of the course. | 10 days from the signed date of the contract. |
| 5 | Execute video production for the first 4 lessons based on the approved scripts. | 20 days from the signed date of the contract. |
| 6 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 30 days from the signed date of the contract. |
| 7 | Provide the scripts (storyboards) for video lessons nr. 5 – 14 for this course for feedback and review by ATIC and course’ author. | 30 days from the signed date of the contract. |
| 8 | Record the voice over for video lessons nr. 5 – 14 for this course. | 35 days from the signed date of the contract. |
| 9 | Execute video production for video lessons nr. 5 – 14 based on the approved scripts. | 60 days from the signed date of the contract. |
| 10 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 70 days from the signed date of the contract. |
| 11 | Provide the scripts (storyboards) for video lessons nr. 15 – 24 for this course for feedback and review by ATIC and course’ author. | 70 days from the signed date of the contract. |
| 12 | Record the voice over for video lessons nr. 15 – 24 for this course. | 75 days from the signed date of the contract. |
| 13 | Execute video production for video lessons nr. 15 – 24 based on the approved scripts. | 95 days from the signed date of the contract. |
| 14 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 105 days from the signed date of the contract. |
| 15 | Provide the scripts (storyboards) for video lessons nr. 25 – 34 for this course for feedback and review by ATIC and course’ author. | 105 days from the signed date of the contract. |
| 16 | Record the voice over for video lessons nr. 25 – 34 for this course. | 110 days from the signed date of the contract. |
| 17 | Execute video production for video lessons nr. 25 – 34 based on the approved scripts. | 135 days from the signed date of the contract. |
| 18 | Submit the video lessons for ATIC feedback and approval and integrate all received feedback and change requests. | 145 days from the signed date of the contract. |
| 19 | Other as required by the assignment. | TBC based on need |
The proposal will include a clear breakdown per deliverable including any additional services that may be provided and have not been taken into consideration initially, as well as a breakdown per personnel fees and types of costs related to each of the above deliverables.
C. Minimum Qualification Criteria for Applicant Companies:
· Proof of similar experience (local) in providing similar services (video production of lessons, preferably covering K12 education – at least one similar contract performed in the last 3 (three) years, including one document proving the completion of similar services.
· Availability of qualified Staff (animators, designers – minimum 2 years’ experience and one project manager minimum 3 years of experience)
Evaluation Method
Submitted proposals will be evaluated against the evaluation criteria and subcriteria described below.
| Evaluation Criteria | Evaluation Sub-criteria | Maximum points |
| Technical Evaluation | 60 pts | |
| 1. | Company’s similar experience (local) in providing similar services (production of video lessons, preferably covering K12 education)
Similar contracts with international organizations/donors, NGOs |
20 pts
5 years of experience – 10 pts; less than 5 years – 5pts 1 similar contract – 10 pts: |
| 2. | Proposed timeframe of execution | Up to 20 pts
Within the suggested timeframe or even better – 20 pts; below suggested timeframe – 5 and less pts |
| 3. | Qualified personnel with experience in relevant video production: | 20 pts |
| 4.1. Animators, Designers | Up to 12 pts;
Average 2 years of experience per team of designers and animators – 8 pts; 2 pts – for each additional average year the team has. |
|
| 4.2 Project Manager | Up to 8 pts;
3 years of experience – 4 pts; 2 pts for each additional year. |
|
| Overall cost proposal provided.
minimum offer – 40 pts; Evaluated offer pts = (lowest offer $ x 40pts)/evaluated offer |
40 points | |
| Total Points – Technical and Cost Approach 100 points | ||
Priority will be given to the offers representing best value for ATIC and having a balanced technical and financial score. Based on the tradeoff approach, ATIC may select the offer which is not the lowest, is the technical score and other factors demonstrate its best value for money.
D. Award
ATIC will award the contract to the selected company or can choose to split the award into 2 or even three companies, after a careful evaluation of offers, following the evaluation method described. Only the offers compliant to the requirements described under this TOR and RfP will be considered.
E. Contract
The Contract will be signed in MDL, for a fixed amount, based