Call for tenders for an external mid-term evaluation
arche noVa is an international aid organization based in Dresden, Germany. Ever since our inception in 1992, arche noVa has been supporting people who live in unstable environments, caused by crisis, conflicts or natural disasters. Whether in rapid-response emergency aid missions, rehabilitation/reconstruction projects or long-term development cooperation projects, arche noVa is always following the organization’s fundamental principle: helping people to help themselves.
arche noVa’s main sectoral focus is WASH. We have extensive experience in diverse operational environments and have developed numerous customized solutions for urban and rural water systems. Even though WASH is our main expertise, arche noVa also work in various other sectors, such as education, food security, medical services and DRR. For detailed information on projects and approach, please visit our website www.arche-nova.org.
arche noVa has been active in Syria and scaling up since 2012. Projects have primarily focused on the Northwest and since 2019 as well in Northeast.
arche noVa is currently looking for the acquisition of an external evaluation service.
1. General remarks and special condition
The required service must be in accordance with our specification mentioned in the attached Terms of Reference.
2. Specification / Quantity
The scope of the service as per attached Terms of Reference.
3. Service provision conditions
Terms of Reference (must be requested to syriarelief@arche-nova.org)
4. Service provision schedule
As per attached Terms of Reference.
5. Cost
The costs for the mid-term Evaluation is fixed to a maximum of 20,000.00 EUR.
The offer shall contain a statement whether the offer is subject to Value Added Tax according to German law or not.
6. Ordering Party
arche noVa e. V.
Weisseritzstrasse 3
01067 Dresden (Germany)
7. Documents
Following documents must be submitted in PDF format before tender closing date:
- Written quotation and cost breakdown in EUR currency on a letter headed paper including preferred payment method (duly stamped and signed)
- Company registration and copy of VAT, if available
- Company profile
- Technical Proposal as mentioned in Terms of Reference
- Reference list with contract details
- Example or evidence of similar work
- Signed Annex 1: Timetable and workplan
- Signed Annex 2: Evaluator qualification form
- Signed Annex 3: Code of Conduct for Suppliers and Service providers
8. Payment conditions
The payment is planned as 100% after completion and sharing of final deliverables, unless stipulated otherwise by the bidding company.
9. Selection criteria
Note: Tenderers not providing the requested quotation duly signed and stamped together with documentation as requested and listed in article “7. Documents” will be excluded from this competition.
arche noVa will select quotations based on criteria listed below:
#1 – Quality of the proposal and expected report – Score 35
#2 – Relevant experience and references: Example or evidence of similar work in similar context – Score 20
#3 – Capability: providing profile of planned evaluation team members – Score 15
#4 – Proposed Methodology, appropriate to the circumstances – Score 15
#5 – Proposed timetable and workplan – Score 10
#6 – Cost efficiency – Score 5
10. Penalties, nonconforming goods or services, shortfalls
(1) The evaluator shall be liable according to statutory legal provisions, especially for its own negligent breach of duty and negligent breach of duty by its legal representatives or vicarious agents.
(2) The evaluator recognizes that the Contract concerns the provision of Services where “time is of the essence” and that failure to provide the Services by the scheduled dates or in accordance the Contract may cause irreparable harm to arche noVa.
(3) arche noVa will withhold payments to the evaluator if the evaluator fails to deliver the agreed documents in the agreed quality.
11. Offer conditions
Quotations must be sent by email in PDF format not later than the 15/01/2023, 12:00 hrs German time to syriarelief@arche-nova.org with the subject: Tender_Mid-term Evaluation_name of company
Annex 1
Evaluator qualification form
Company Name
Legal Form
Founded (Year)
Established in (Country)
Previous names of the company, if applicable
Bank Details (Account Holder, Bank Name, IBAN, BIC, Swift, Currency)
Physical address
Name of Chief Executive Officer (CEO)
Place and Date of Birth of CEO
Name of Owner (if different)
Place and Date of Birth of Owner
Website and social media
Contact person for this tender (name, contract details)
Overview of range of services provided by the company (Company portfolio)
Evaluator Declaration
We, ___________________________________ (name / company), hereby declare that
- we are not in bankruptcy proceedings, judicial insolvency proceedings or in liquidation, that we have not ceased our commercial activities and are not in a comparable situation by virtue of similar proceedings referred to in the national legal provisions,
- we have not received a sanction by legally binding judgment for reasons which bring into doubt our professional reliability,
- We comply with our duty to pay social insurance contributions, taxes or other levies in accordance with the legal provisions of the state in which we have our office, the state of the consignee, or the state where the contract is performed. We assure that we will comply with the legislation applicable and common standards in terms of wages, social legislation and occupational safety and health.
- we have not received a legally binding sentence due to fraud, corruption, participation in a criminal association, or another act directed against the financial interests of the International Humanitarian Aid Community,
- no serious breaches of contract due to non-performance of our contractual obligations have been ascertained in connection with another contract or a contract awarded from the International Humanitarian Aid Community,
- we are providing you with all the information required in connection with participation in a tender,
- in respect of contracts which are ultimately paid for out of European Community funds, no one has accused us of breach of contract due to gross violation of our contractual obligations,
- we have not been excluded as a contract partner by the European Community due to ethical issues,
- We assure the European Commission, the European Anti-Corruption Bureau and the auditors of the European Community reasonable access on demand to our business and accounting documents for the purpose of checks and audits,
- We respect basic social rights and condemn child labor,
- We are informed that arche noVa will conduct a check to ensure that partners/suppliers do not appear on official sanctions lists of UN and the European Union.
_________________________________________________________________________
Date, Signature of CEO, Name in Block letters, Stamp
Annex 2
Code of Conduct for Suppliers and Service providers
Date: May 2019
Authorization: The Board of Directors
Version: 2019.01
1. Introduction
All of the arche noVa “Contract Parties” (suppliers, service providers, including their employees, hereby represented by the undersigned) commit to comply with this Code of Conduct (further referred to as “the Code”). The Contract Party is obliged to make the principles of the Code known to any subcontractor used by the Contract Party and to encourage the subcontractor to adhere to these standards.
2. Standards, Values and Principles
The Contract Party herewith states that neither it nor any of its subcontractors violate the fundamental human rights as set out in the universal Declaration of Human Rights[1] including all additional protocols to the convention. The Contract Party commits to respecting the dignity and worth of all persons. Further, the Contract Party commits to adhering to the Core Humanitarian Principles of humanity, neutrality, impartiality, and independence.
3. Illegal activities
The Contract Party herewith states that neither it nor any of its subcontractors are engaged in any kind of illegal activities. The Contract party must inform arche noVa of any previous criminal charges or ongoing criminal investigations.
4. Corruption, fraud and conflict of interest
4.1. Corruption and fraud
Fraud is an intentional distortion, deceit, trickery, and perversion of truth or breach of confidence, relating to an organization’s financial, material, or human resources, assets, services and/or transactions, generally for the purpose of personal gain or benefit. It is a criminal deception or the use of false representations to gain an unjust advantage.
Corruption is the offering, giving, soliciting or acceptance of an inducement or reward, which may improperly influence the action of any person.
arche noVa has a policy of “zero tolerance” to fraud and corruption, which means that arche noVa will pursue all allegations falling under the scope of this Code. Appropriate firm administrative/disciplinary measures or contractual remedies will be applied where the allegations are substantiated.
Each Contract Party herewith states that neither it nor any of its subcontractors are engaged in any sort of corruption. No offer, payment, consideration or benefit of any kind, which could be regarded as an illegal or corrupt practice, shall be made, promised, sought or accepted – directly or indirectly – as an inducement or reward in relation to activities funded by arche noVa, including tendering, award or execution of contracts.
arche noVa reserves the right, without prejudice to any other right or remedy available to it, according to any violation of this clause to immediately terminate the Contract and/or the Contract Party’s business relationship with arche noVa, and to take such additional action, civil and/or criminal, as may be appropriate. arche noVa will seek to recover any assets lost due to corruption or fraud. The Contract Party agrees to accurately communicate arche noVa’s policy with regards to Anti-Fraud and Anti-Corruption to Third Parties.
The Contract Party furthermore agrees to inform arche noVa immediately of any suspicion or information it receives from any source alleging a violation of this clause according to the contact details provided for in the Contract, Reports of suspected corruption can also be reported directly to arche noVa HQ at complaints@arche-nova.org.
4.2. Conflict of interest
Conflict of interest occurs when a Contract Party’s obligations to arche noVa can be influenced or compromised by competing personal or financial interests, commitments or loyalties.
Any actual or potential conflict of interest on the part of the Contract Party shall be immediately disclosed in writing to arche noVa. The Contract Party affirms that at time of signing it has no current or prior business, professional, personal, or other interest, including, but not limited to, the representation of other clients that would conflict in any manner or degree with the performance of its obligations under its contract with arche noVa.
5. Sexual Exploitation, Abuse and Harassment
Sexual Exploitation: Any actual or attempted abuse of position of vulnerability, differential power or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. Irrespective of gender, any person can either be the victim or offender.
Sexual Abuse: The actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. All sexual activity with a minor is considered sexual abuse. Irrespective of gender, any person can either be the victim or offender.
Sexual Harassment: Any unwelcome sexual advance, request for sexual favor, verbal or physical conduct or gesture of a sexual nature, or any other behavior of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation to another. Sexual harassment may occur when it interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive environment. It can include a single incident or a series of incidents. Sexual harassment may be deliberate, unsolicited and coercive. Irrespective of gender, any person can either be the victim or offender. Sexual harassment may also occur outside the workplace and/or outside working hours.
The undersigned Contract Party herewith states that it and all of its subcontractors are protecting all people from sexual abuse, exploitation and harassment, meaning any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.
6. Child Protection
The Contract Party herewith states that neither it, nor any of its subcontractors are engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child[2], including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or interfere with the child’s education, or to be harmful to the child’s health or physical, mental, spiritual, moral or social development.
7. Terrorism
The Contract Party herewith states that neither it nor any of its subcontractors are engaged in any transactions with, and/or the provisions of resources and support to, individuals and organizations associated with terrorism.
The Contract Party represents and warrants that neither it nor any of its subcontractors are engaged in any transactions with, and/or the provision of resources and support to, individuals and organizations associated with, receiving any type of training for, or engaged in, any act or offense described in Article 2, Sections 1, 3, 4 and 5 of the International Convention for the Suppression of the Financing of Terrorism[3].
8. Environment
The Contract Party herewith states that neither it nor any of its subcontractors are violating or will violate any national and local environmental legislation. Additionally the Contract Party agrees to take active measures to minimize any negative impact of its activities on the environment.
Further the Contract Party undertakes to encourage the development and diffusion of environmentally friendly technologies and promotes environmental responsibility and sustainability.
9. Mines and weapons
The Contract Party herewith states that neither it nor any of its subcontractors are actively and directly or indirectly engaged in patent activities, development, assembly, production, trade or manufacture of mines or in such activities in respect of components primarily utilized in the manufacture of mines.
The Contract Party herewith states that neither it nor any of its subcontractors are actively and directly or indirectly engaged in patent activities, development, assembly, production, stockpiling, trade or manufacture of weapons including but not limited to firearms, chemical weapons, biological weapons and nuclear weapons.
10. Forced Labour
The Contract Party herewith states that neither it nor any of its subcontractors are using any form of forced and compulsory labour.
11. Working Conditions
The Contract Party herewith states that neither it nor any of its subcontractors are allowing working conditions that violate the Convention on Occupational Safety and Health[4], the Convention on Minimum Wage Fixing[5] and the Conventions on Hours of Work[6] of the International Labour Organization (ILO).
The Contract Party herewith states that it and all of its subcontractors are protecting workers from any acts of physical, verbal, sexual or psychological harassment abuse or threats in the workplace by either their fellow workers or their managers.
12. Discrimination in Working Conditions
The Contract Party herewith states that neither it nor any of its subcontractors are discriminating against any of its workers with regard to national or ethnic origin, race, gender, religious beliefs, language, marital status, sexual orientation, age, socio/economic status, political opinion, disability or any other distinguishing feature.
The Contract Party herewith states that neither it nor any of its subcontractors are making employment-related decisions, from hiring to termination and retirement, which are not based solely on relevant and objective criteria.
13. Confidentiality
The Contract Party and any of its subcontractors herewith state that no confidential information will be disclosed to any unauthorised parties.
14. Security
The Contract Party and any of its subcontractors herewith state that all possible and reasonable precautions are taken in order to minimize residual risk towards its staff and assets when operating in higher risk areas.
15. Transparency and Accountability
The Contract Party undertakes a duty of full disclosure of any relevant material at any time and at the sole discretion of arche noVa in order for arche noVa to examine any alleged breach of this Code.
Any breach of the representations and warranties of this Code shall entitle arche noVa to terminate any contractual relations with the Contract Party immediately upon notice to the Contract Party, at no cost to arche noVa. At this time arche noVa can make claims for any damages that might have resulted from the breach of the Code.
NAME: ————————————————-
SIGNATURE: ————————————- DATE: ———–
[1] http://www.un.org/en/universal-declaration-human-rights/
[2] https://www.ohchr.org/en/professionalinterest/pages/crc.aspx
[3] http://www.un.org/law/cod/finterr.htm
[4] http://www.ilo.org/dyn/normlex/en/f?p=NORMLEXPUB:12100:0::NO::P12100_ILO_CODE:C155
[5] https://www.ilo.org/dyn/normlex/en/f?p=NORMLEXPUB:12100:0::NO::P12100_ILO_CODE:C131
[6] https://www.ilo.org/dyn/normlex/en/f?p=NORMLEXPUB:12100:0::NO::P12100_ILO_CODE:C001
How to apply
Quotations must be sent by email in PDF format not later than the 15/01/2023, 12:00 hrs German time to syriarelief@arche-nova.org with the subject: Tender_Mid-term Evaluation_name of company
Please reach out to this e-mail address to immediately receive the necessary documents.
