Tender Procedure: Open Procedure 
This tender is called within the framework of:
The Promoting Rights, Inclusiveness, Dignity and Equality for LGBT in Albania Phase II – PRIDE for LGBT in Albania II Project,
Funded by the European Commission
February 17, 2020
 
Part 1. Introduction

IREX Europe invites tenders (“Tenders”) to this request for tenders (“RFT”) from economic actors including NGOs for the provision of services as described below, and as per the eligibility criteria described below.
In summary, the Services comprise: assist in providing emergency shelter services (Provide multi-disciplinary services 24 hours a day, 7 days a week such as: safe shelter and accommodation, including food and clothes; Individual development plans; Psychological support; Medical assistance; Psycho-social support; Negotiation with families; Referrals to specialized services; Vocational training; Career counselling; Negotiation for employment; Life skills building etc) and reintegrating 20 vulnerable LGBT individuals for a period of 18 months starting from the moment the contract will be signed.
Any contract that may result from this competition (the “Services Contract”) will be issued for a term of 18 months (“the term”).
IREX Europe reserves the right to extend the term for a period or periods of months with a maximum duration of 36 months, such extension or extensions on the same terms and conditions.
IREX Europe makes available an amount of 40,000 Euros (excluding VAT) over the Term and any possible extensions. This service contract will be an output-delivery based contract.

 
Part 2. Instructions to Tenderers

IREX Europe does not bind itself to the lowest priced or any Tender. This RFT does not constitute an offer or commitment to enter into a Services Contract.
No contractual rights in relation to IREX Europe will exist unless and until a formal written Services Contract has been executed by IREX Europe. IREX Europe may cancel this competition at any moment prior to a formal written Services Contract being executed.
Applications must be submitted in one electronic copy sent via e-mail at the address pzanetti@irexeurope.eu, by COB Monday, March 02nd 2020. The documents to be submitted in the application are:

An explanation letter of how well the organization meets the requirements of the call (not more than 10 000 characters);
The CV of the organisation;
A scanned copy of the Court Extract of the organization
A scanned copy of one of the documents of the organization where it is specifically mentioned that the organization assists LGBT people.
Proposals must be prepared in

 
Part 3. Compliant Tenders

Tenders must contain a detailed description of how they will perform the services required, and a clear budget outlining the costs involved.
All costs and expenses incurred by Tenderers relating to their participation in this competition shall be borne by and are a matter for discharge by the Tenderers exclusively.
Be an Albanian entity, legally registered and running for at least 3 years and officially licensed to provide residential and social care service by the government.
Be an organization which includes in its mission/vision providing services to LGBT people.

 
Part 4. Information for Tenderers
The call for Tenders will be published on the website and social media of IREX Europe, its co-partners in the project Aleanca and PRO LGBT, and on the website of ERA_LGBTI Network. It will remain opened for one week, starting from 17 February 2020 until 24th February 2020.
The selection committee will be composed by:

Project manager – IREX Europe (chairperson)
Finance Officer – IREX Europe (voting member)
Project Manager – Aleanca (voting member)
Project Manager – ProLGBT (voting member)
One representative of Civil Society outside of the project partners (voting member)

 
The SEC is responsible for the technical evaluation of the applications for the service contract according to the evaluation criteria and scoring system described.
Part 5. Evaluation and selection of applications
All applications will be assessed according to the following steps and criteria.
 
STEP 1 – Opening and Administrative check
The SEC is in charge of assessing the following:

Compliance with the submission deadline. If the deadline has not been met, the application will automatically be rejected.
The applicant fulfils the administrative eligibility criteria.
Proposals must be in English

 
STEP 2- The Technical Evaluation
The SEC is in charge of assessing the relevance of the intent letter:
Only Applicants which fulfil STEP 1 will undergo the technical evaluation.
The SEC evaluates specifically how well the profile of the organization meets the criteria of the call:

Have proven capacity to support at least 20 LGBT individuals for the duration of the contract
Have proven experience in delivering emergency, multi-disciplinary services (housing, food, psycho-social support, counselling, etc.)
Have Albanian and /or Albanian speaking 18 – 35 years old LGBT individuals as a target group for their support
Have proven experience in successfully reintegrating vulnerable LGBT individuals in society
Have the capacity and proven experience to reach potential beneficiaries outside of Tirana
Have a fair and transparent process to select individuals benefiting emergency support

 
STEP 3- Final Evaluation, decision and notification
The SEC undertakes a final control to prepare and validate the Technical Evaluation Report and all other relevant documentation, to ensure full compliance with the regulations and criteria set by this Tender as per IREX Europe procedures.
Any request for clarification requiring communication with the applicants during the evaluation process will be conducted in writing. Copies of any such communication will be annexed to the Final Procurement report.
The Tenderers will be notified of the results of the evaluation process by March 05th 2020. The contract with the selected applicant will be signed with a view to a start on March 1st 2020.
 
Part 6. Detailed Scope of Work (“SOW”)
The tenderer will be contracted to provide emergency shelter services (Provide multi-disciplinary services 24 hours a day, 7 days a week such as: safe shelter and accommodation, including food and clothes; Individual development plans; Psychological support; Medical assistance; Psycho-social support; Negotiation with families; Referrals to specialized services; Vocational training; Career counselling; Negotiation for employment; Life skills building etc) and reintegrating at least 20 vulnerable LGBT individuals for a period of 18 months
The tenderer will be required to demonstrate it has the procedures in place in order to prove the effective running of its shelter services, and its accountability. Such procedures should include but are not limited to:

Registration sheets and/or rules document signed by the beneficiaries when entering the Shelter (subjected to confidentiality –names and surnames of beneficiaries won’t appear but will be replaced by initials in capital letters;
Exit interviews;
Database compiling the number of nights each individual supported have been staying at the Shelter