Global Resilience Partnership (GRP) Virtual Platform support

1.Information

1.1 About Stockholm University

Stockholm University, in the capital of Sweden, is one of Europe´s leading centers for higher education and research in human natural science and science. Currently, the university has 29 300 students, 1 400 doctoral students, and 5 700 members of staff.

Contracts with Stockholm University are also applicable for all parts of the University, institutions, foundations and other organizations affiliated with Stockholm University.

More information about Stockholm University is available on the Stockholm University website: www.su.se.

1.2 Background and scope

The Resilience Knowledge Coalition is hosted by the Global Resilience Partnership (GRP) and co-led by the Climate Development Knowledge Network (CDKN) and the International Centre for Climate Change and Development (ICCCAD). GRP and the Coalition organize frequent (monthly) virtual events for GRP partners and coalition members. In September 2022, the coalition and USAID will organize a 2-day hybrid – likely in Washington DC (TBC). GRP therefore seeks a supplier who will provide support to develop a comprehensive interactive virtual platform for virtual and hybrid (virtual and in-person) events.

The objective is to develop a virtual platform for continued interaction among GRP partners and Coalition members as well as provide a platform for virtual and hybrid events. The aim is to encourage (virtual) collaboration across geographic contexts, sector and actors, especially in the context of Covid and to ensure Global South inclusion. This will further maintain and develop GRP’s role as a knowledge broker providing access to actions, expertise and evidence in the resilience space. Systems development could be undertaken in any location from where the supplier may operate.

1.3 Contract

Stockholm University intends to enter into contract with a single supplier.

The contract period will be jan 2022- jan 2023 

(or longer for pre-paid use up to 12-24 months).

1.4 Direct award procurement

The procurement will be conducted as a direct award procurement, in accordance with the Swedish Public Procurement Act (2016:1145). Some negotiations, clarifications and additions are possible when minor, but only by request of Stockholm University. The tender must therefore be complete when submitted.

The tenders will be opened after the last day of tender. Only tenders who fulfill all requirements will be evaluated. Evaluation will be conducted as shown in “Evaluation and Award decision”. All tenderers will be informed of the award decision through Mercell  Direktupphandling. The awarding of contract does not constitute a binding agreement. A binding contract will be entered into by signature of both parties.

The procurement is concluded when a binding contract has been entered into, or when the procurement has been otherwise closed.

Stockholm University has the right to discontinue the procurement if and when the tenders essentially exceed the budget for the procurement and/ or when essential changes of Stockholm University´s need has occurred.

1.5 About the procurement documents 

The word "must" indicate a mandatory requirement which must be accepted. In some cases the mandatory requirement includes a demand of a description and/or documents in addition to a confirmation that the requirement is met. The tender must then also include the adequate information. Tenders which do not meet all of the mandatory requirements at the appropriate time will not be accepted.

The word "should" is used for criteria. Fulfillment of criteria are optional, and show added values for Stockholm University. Fulfillment of criteria may be shown by acceptance, or with added information, as requested. Fulfillment of criteria will be used in the evaluation as stated in "Evaluation and Award decision".

1.6 Confidentiality

All correspondence and information related to the tendering process is confidential until an award decision is made public and/or the procurement is closed in another way. After this all correspondence and information are made public and available on request in accordance with the principle of public access to official records.

Information concerning an individual company’s business or operating conditions in the tender may however remain confidential if there are special reasons to assume that the company is likely to suffer damage if the information is disclosed. Tenderers who wish to have information remain confidential may request continued confidentiality. The request for confidentiality should include which information that requires confidentiality, the reasons for this and which damage that is likely to be the result of disclosure of the information.

A decision regarding whether the information shall be disclosed or not will be made by Stockholm University when someone wishes to take part of the information. Stockholm University cannot however guarantee requested confidentiality. Please note that information that are the basis for awarding of contract can be protected only if and when there are special circumstances.

Please state wether the tenderer request confidentiality. If confidentiality is requested, the tenderer should specify the parts of the tender to be kept confidential and which damage they may suffer if the information is disclosed.      

1.7 Personal data

Stockholm University is responsible for all personal data that are included in the procurement process, e.g. the names of contact persons and consultants. Handling of personal data are necessary in both the procurement process and when entering into contract.

The tenderer must ensure that enclosure of personal data in the tender are in accordance with relevant legislation. (E.g. Dataskyddsförordningen (EU) 2016/679 and Dataskyddslagen (2018:218).) and any and all necessary permissions of relevant personnel and/ or other parties are met before submitting the personal data in the tender.

By submitting the tender, the tenderer accepts Stockholm University´s handling of all submitted personal data when necessary for the procurement process and for entering into contract.

2.Tender requirements

2.1 Instructions for a complete tender             

The tender must indicate that all the mandatory requirements stated in the tender documents are met.

Stockholm University reserves the right to accept the whole tender, or the parts of the tender which are in accordance with the stated requirements.

2.2 Format of the tender                 

The tender must be submitted in Swedish and/or English. If and when a document is in English, and the meaning of word, term or other, is not clear to Stockholm University, the parties must agree on a specific meaning in Swedish before contract signing.

The tender must be given as requested in this document. Answers should be given in the required way. Answers can be given in enclosed documents if there is a clear reference to this.

2.3 Subcontractors   

A tenderer may use subcontractors for the delivery of services and supplies. A tenderer who wishes to use one or more subcontractors for part of the delivery, in accordance with LOU 14:6, directly to Stockholm University, must include information regarding this.

Any subcontractor must fulfill all mandatory requirements as the tenderer. The tenderer is fully responsible as for their own, for any and all work/ deliveries that are made through/ by a subcontractor.

2.4 Price

The tender must include all requested information regarding price as stated in section 5. Evaluation and awarding of contract.

All tender prices must be stated in SEK excluding value added tax (VAT) and must not include any other adjustments than those stated in the contractual terms and conditions.

All necessary parts for the deliverty must be included in the price, if not specifically stated otherwise.

2.5 Complementary or additional information                    

The tenderer may ask for clarifications of the procurement documents thorugh through Mercell Direktupphandling. This should take place as soon as possible since the complementary or additional information will take precedence before the original terms.

All complementary and additional information will be published in Mercell Direktupphandlng. Stockholm University will publish complementary and additional information no later than five days before last day for tender. 

Send your inquiry to tobias.andersson@su.se, no later than 2021-12-10

2.6 Submission of tender 

Please make sure that all mandatory requirements are fully met before submitting the Tender.

The Tender must be sent through Mercell Direktupphanlding. The tenderer must registrer with the identification number and by an authorized submitter.

The Tender must be submitted no later than 2021-12-17. Tenders received after the deadline for submission of tenders will not be reviewed by Stockholm University.

2.7 Period of validity of the tender             

The tender must be valid until 2022-06-30

2.8 Contractual Terms and Conditions

Stockholm University intends to enter into contract as is shown in Contractual Terms and Conditions. The terms and conditions must be accepted as is. A tender that includes terms and/ or conditions in contradiction of the stated contractual terms and conditions will not be accepted.

The tender may include complementing terms and conditions. Such will only be valid if and when Stockholm University has given its written approval, and only in parts that are not contradicted by any terms and conditions given in this procurement.

3.Requirements of tenderers

3.1 Information regarding the tenderer

Information regarding the tenderer must be registrered at the account in Mercell Direktupphandling. Please ensure that the following information are correct: full name and idefication numer, form of business/ company, postal address, visiting address, telephone number, e-mail and website. 

The tender must include information of authorized signatory/ signatories. .

3.2 Registration control                 

The tenderer must meet any demands, and be free of any debts, regarding the legal requirements concerning preliminary income tax (A-skatt), employer contributions, and corporate tax (F-skatt) in Sweden or in the home country.

Foreign tenderers must supply the corresponding certificates from their home country, translated into Swedish or English, confirming that they meet the legal requirements concerning registration and taxes as described above, no more than five workdays from Stockholm University´s request.

The documentation must be dated no more than two months before the submission of tender.

3.3 Financial capacity                     

The tenderers financial capacity must be adequate for the assignment. The financial capacity is deemed adequate when the tenderer attains the score "creditworthy" (40) by CreditSafe i Sverige AB. Stockholm University will, if possible, conduct control of this via CreditSafe i Sverige AB.

A tenderer which cannot be controlled via CreditSafe i Sverige AB, must provide confirmation of corresponding credit by submitting a certificate from another credit reference agency. If this is not possible, the confirmation may be given by another independent party, e.g. an auditor. Such confirmation must be provided no later than five days from Stockholm University´s request.

3.4 Electronic invoice

The tenderer must send e-invoices. If electronic messages cannot be sent according to the standards describe in SFTI, the supplier can register their invoice at a web portal designated by Stockholm University.

For more information see: https://www.su.se/om-universitetet/kontakt/information-till-dig-som-%C3%A4r-leverant%C3%B6r

3.6 Quality management

The tenderer must apply a quality management system with continuous improvements that ensures that the agreed quality is met.

The tenderer must submit a description to show that this requirement is met, either a certificate, conforming to standard SS-EN ISO 9001: 2015 or an equivalent of a certification as above, or in the form of an own documented quality management system.

3.7 Technical and professional capacity                   

The tenderer must show sufficient technical and professional capacity for the fulfillment of the contract by submitting the following documentation.

The tenderer must state and describe which resources that are available for this assignment, and how the resources will be used to ensure the responsibilities of the contract. Name the description "Name of Tenderer_ Available resources"

The tenderer must have concluded several assignments equal to this assignment (see Requirements for the assignment). during the last three years. The assignments must have been concluded with good results.

4.REQUIREMENT SPECIFICATION

The supplier will be required to develop a virtual online platform for interaction, webinar / event hosting

and rapid peer-learning. Activities will include continued platform development and maintenance,

including training of GRP staff and a license to use the platform up to 12-24 months as follows:

• Design and develop a virtual collaboration space to:

o Host multiple coalition and GRP virtual and hybrid events (<1000 participants per event)

throughout 2022 and into 2023/24 to avoid travel and promote inclusive participation.

o Stimulate interaction and spark collaboration and action among community members inbetween

events, e.g., through gamification.

o Enhance sharing of information and accelerate learning in the community in a dynamic

and easy to use way, e.g., providing ongoing access to event resources pre / post event.

o Stimulate and ensure global South and vulnerable people engagement.

• For the physical-virtual hybrid 2-day evidence forum event:

o Host Evidence Forum events on the virtual platform, including webinars, live video

plenaries and parallel session, speeches, workshops, expo-features, collaboration and

networking spaces and meeting rooms (including green rooms).

o Organise and support set-up for digital stream and virtual studio at the program venue.

o Manage platform logistics such as coordination with the content providers, onboarding of

speakers and attendees, event sign-ups, social media integration with event channels.

o Manage pre-recording of designated sessions in advance and ensure pre-testing of full

set-up including technical checks prior to the beginning of actual event.

o Oversee and manage the virtual event and its smooth coordination across the two days.

o Provide and supervise live technical support during sessions, technical event hosting,

and ensure all sessions are arranged according to specifications.

o Ensure the best, user-friendly virtual experience for attendees.

o Provide event management support for seamless integration of live streaming the inperson

events on virtual platform and support creative production of the event.

o Provide assistance with any other post-event related services and documentation as

agreed upon with GRP.

o Capability to pivot to an all-virtual event (e.g., in case of a changing pandemic situation).

• Platform support:

o Provide training, guidance and tutorials to adapt and create new events.

o Branding and marketing including customisation of platform (e.g., logos, colours, fonts,

icons, banners).

o 24/7 IT support (needed or available).

• Platform features to include:

o Event reminders / calendar integration.

o Scheduling (programme display, session registration, joining and accessing recordings).

o Networking (chat during sessions, ability to direct message bilaterally, 1:1 calls).

o Any other innovative interactive functionalities (polls, Q&A, gamification).

o Accessible on phone and desktop (optional App).

o Language translation (virtual) and accessibility feature integration.

o File upload and sharing between speakers and attendees.

o License for 12-24 pre-paid platform use.

5.EVALUTATION AND AWARD DESCISION

5.1 Evaluation

The evaluation of tenders will be conducted based on the information given in the tenders. Only tenders that fulfill all requirements will be evaluated.

The award of the contract will be based on the most economically advantageous tenders as stated below:

The proposal will be assessed on the following:

1. Strong experience with online virtual platforms for interactive events and exchanges.

2. Demonstrated experience with regard to the elaboration of functional requirements.

3. Proven experience in the development of interactive virtual platform systems.

4. Substantive expertise in virtual event management and platform production especially for

international conferences for organisations similar to the Global Resilience Partnership.

5. Experience with managing events on climate change, environment, and social impact will be an

advantage.

6. Qualifications and experience of the company – and the key personnel who would be used for

the development.

7. Ability to integrate into the existing GRP website (WordPress) or GRP Resilience Platform (Onafuelled

custom coding, API available).

8. Cost.

The lead contact for purposes of this ToR will be the Head of Programmes and the GRP Programme Officer. Reporting requirements to the CEO through the Head of Programmes