Democracy International RFP-SEI-2024-001 — Bosnia ballot scanners (does not name him)

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Request for Proposal: Procurement and Piloting of Ballot Scanners for Direct Results Transmission in Bosnia and Herzegovina | Democracy International Toggle navigation Democracy International About Projects Blog Resources Team Work With Us Press About Projects Blog Resources Team Work With Us Press Request for Proposal: Procurement and Piloting of Ballot Scanners for Direct Results Transmission in Bosnia and Herzegovina RFP-SEI-2024-001 Procurement and Piloting of Ballot Scanners_v1 Published 5.2.24.pdf RFP-SEI-2024-001 Procurement and Piloting of Ballot Scanners_v2 Amended 5.7.24.pdf RFP-SEI-2024-001 Procurement and Piloting of Ballot Scanners_v3 Amended 5.16.24.pdf RFP-SEI-2024-001 Attachment D - Draft Subcontract.pdf DI Responses to Election Technology RFP Questions 1.pdf DI Responses to Election Technology RFP Questions V2.pdf DI_Vendor_Info_Form 1.docx Organizational Due Diligence Form [CONDITIONAL].docx Published May 03, 2024 Location Bosnia and Herzegovina UPDATE: Questions Due Date has changed from May 9, 2024 to May 13, 2024 at 11:00 PM Solicitation Number: RFP-SEI-2024-001 Solicitation Title: Procurement and Piloting of Ballot Scanners for Direct Results Transmission in Bosnia and Herzegovina Project: USAID Support to Electoral Integrity in Bosnia and Herzegovina Issued By: Democracy International, Inc. Contract Type: Firm Fixed Price Contract Open Date: May 2, 2024 Questions Due: May 13, 2024 at 11:00 PM Sarajevo time (UTC+2) Answers to Questions: May 16, 2024 Submission Deadline: May 29, 2024 at 11:00 PM Sarajevo time (UTC+2) Ceiling Price: USD $425,000 Point of Contact: SEIprocurement-1@democracyinternational.com NAICS Code: 541512 PART 1: Purpose and Background 1.1 Purpose The purpose of this Request for Proposal (“RFP”) is to invite bidders to submit a written proposal to Democracy International (“DI”), which is acting on behalf of the U.S. Agency for International Development (USAID) to implement the Support to Electoral Integrity Activity (SEI) under contract number 72016823C00001, for the provision of electronic election technology and related services, based on the use of optical ballot scanners with direct results transmission (and ancillary equipment and capabilities) for use by the Central Election Commission (“CEC”) in Bosnia and Herzegovina (BiH) for a pilot in October 2024 municipal elections. 1.2. Type of Award Anticipated DI anticipates awarding one firm, fixed-price subcontract for a commercial product to the Bidder that submits a timely and compliant Proposal that provides the best value to the SEI Program. This subcontract type is subject to change during the course of negotiations. A firm, fixed-price subcontract is an award for the provision of specific services, goods, or deliverables and with a total, all-inclusive, fixed price that is not adjusted if the bidder’s actual costs are higher or lower than the fixed price amount. Bidders are expected to include all costs, direct and indirect, into their total proposed price. The subcontract will contain customary and required terms and conditions, a draft of which is attached hereto as Attachment D. PART 2: General Instructions to Bidders 2.1 General Instructions Bidder, offeror, subcontractor, and/or vendor (each is a “Bidder;” collectively, the “Bidders;” and, in certain contexts herein, a Bidder shall be referred to as a “bidder”) means a firm proposing the work under this RFP. “Offer” and/or “Proposal” means the package of documents the firm submits to propose the work. The RFP and accompanying documents (collectively, the “Solicitation”) provides Bidders with the relevant operational and performance requirements on which to base a Proposal. Bidders wishing to respond to this RFP must submit proposals in English in accordance with the instructions contained in this RFP. Bidders are required to review all instructions and specifications contained in this RFP. Failure to do so will be at the Bidder’s risk. If the solicitation is amended, then all terms and conditions not modified in the amendment shall remain unchanged. Issuance of this RFP in no way obligates DI to award a subcontract or purchase order. Bidders will not be reimbursed for any costs associated with the preparation or submission of their proposal. DI shall in no case be responsible or liable for these costs. Proposals are due no later than May 29, 2024 at 11:00 PM Sarajevo time (UTC+2) . to be submitted to the SEIprocurement-1@democracyinternational.com , and must include the RFP number (“RFP-SEI-2024-001”), Bidder’s name, and volume label (see Section 2.2 below) in the subject line of each email. Late offers will be rejected except under extraordinary circumstances at DI’s discretion. The submission to DI of a Proposal in response to this RFP will constitute an offer and indicates the Bidder’s agreement to the terms and conditions in this RFP and any attachments thereto. DI reserves the right not to evaluate a non-responsive or incomplete proposal. 2.2 Required Proposal Components To be considered valid Proposals must contain the following components: A Cover Letter on the Offeror’s company letterhead with a duly authorized signature that includes the name, address, and contact information of the Bidder and the Bidder’s primary point of contact for this Proposal. The cover letter shall also include the following items: (a) a validity period of at least 90 days for the prices provided and (b) acknowledgement of any Solicitation amendments received. Technical Proposal that describes how the Bidder’s proposed solution will comply with the Technical Requirements set forth in Part 3 of this RFP. Technical Proposals shall be in a separate e-mail from cost/price proposals and shall be clearly labeled as “VOLUME I: TECHNICAL PROPOSAL ” in the email subject line. Price Proposal with attached Excel template in the form attached as Attachment C. Business Proposals shall be in a separate email from technical proposals and shall be clearly labeled as “ VOLUME II: BUSINESS PROPOSAL ”. 2.3 Questions Regarding the RFP Questions regarding the technical, business, or administrative requirements of this RFP may be submitted no later than May 9, 2024, at 11:00 PM Sarajevo time (UTC+2) by sending an email to SEIprocurement-1@democracyinternational.com . Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that DI believes may be of interest to other Bidders will be circulated to all RFP recipients. DI will not provide technical or other guidance on preparation of any Bidder’s Proposal regarding exact information to provide, pricing, or any other technical requirement. Only written answers issued by DI will be considered official and carry weight in the RFP process and subsequent evaluation. Any verbal information received from employees of DI or any other entity should not be considered as an official response to any questions regarding this RFP. 2.4 Eligibility Criteria The Bidder shall be a private, legal, independent business entity, whose shares (in whole or in part) shall not be owned (directly or indirectly) by the central/federal, regional or local government of any country. PART 3: Instructions for Preparation of Technical Proposals Bidders’ Technical Proposals must not exceed 20 (twenty) pages, excluding attachments, and be submitted in .pdf format. The Bidder must provide a proposal that fully describes its proposed complete solution to the requirements listed in Attachment A to this RFP. The technical proposal must include the following information: Technical Approach – Bidders should include the following in their technical approach: a. An overview of the Bidder’s proposed solution; b. A detailed breakdown of each aspect or element of the proposed solution, and a description of how its solution meets each of the requirements listed in Attachment A to this RFP; c. A detailed implementation plan and timeline for managing and delivering on the requirements listed in in Attachment A to this RFP, including deployment and testing of the devices, and time needed to obtain any licenses, clearances, and/or approvals required under local legal requirements to produce or deliver the products and/or services described in Attachment A to this RFP; d. Descriptions and supporting information related to any functionality, capabilities, or features that are not required by Attachment A to this RFP but that the Bidder believes provide additional value for money to DI and/or the CEC; e. Description of which elements of the requirements described in Attachment A to this RFP Bidder proposes to subcontract to other firms, noting the specific requirement that subcontracting is only allowable for commercial services for local transportation, warehousing, and special ballot printing . f. Optional - Bidder may incorporate or attach any existing brochures, documentation, videos, or other marketing information it would like to demonstrate the solution’s uses, capabilities, specifications, warranties, etc. Institutional Capacity and Experience – Bidders must provide a thorough description of their institutional capacity to deliver on the requirements detailed in Attachment A to this RFP and examples of Bidder’s relevant past experience, including: a. Description of Bidder’s institutional processes and capabilities for secure software development, particularly with the use of Optical Mark Recognition (OMR) technology; b. Description of Bidder’s institutional processes and capabilities for hardware development and production, including quality assurance and quality control processes throughout Bidder’s supply chain, particularly with the use of OMR technology; c. Number, qualifications, and availability of personnel Bidder deems necessary to deliver on the requirements detailed in Attachment A to this RFP, including specifically delivering the required technical expertise for technical support and training; d. Evidence of successful implementation by Bidder of the following technology solutions and services during the past five years: i. Development, transfer, deployment, maintenance, and technical support similar to requested information systems; ii. Implemented at least 2 (two) similar technological election projects, which included at least 1 million voters in national, regional, or municipal elections, using special technologies created for the purposes of ballot scanning and direct results transmission outside of the United States. e. For purposes of making a best value determination, DI reserves the right to consider, as part of the assessment of a Bidders’ institutional capacity, the information provided by the Bidder in the DI Due Diligence Form, attached hereto as Attachment G. Key Personnel – Brief description of the experience and expertise of up to three technical experts Bidder is proposing as Key Personnel on this award, with up-to-date CVs for each key personnel/technical expert as an attachment. Past Performance References – Contact information, including email address and phone number, for three references who can speak to the Bidder’s past experience and knowledge on implementing election technology solutions. PART 4: Instructions for Preparation of Business Proposals A Bidder’s Business Proposal has no page limit, must be submitted in .pdf format, and must be submitted in a separate email from Technical Proposals. Provided in Attachment C is a template for the Price Schedule Template for the expected firm, fixed-price subcontract, including the unit prices to be provided and the Bidder’s proposed overall price. Bidders shall complete the template including as much detailed information as possible. Bidders must also submit a narrative providing any additional information (discounts, quantity limitations, commercial warranty information, etc.) for DI to consider while evaluating Bidders’ prices and demonstrating Bidder’s responsibility by addressing the items