Call for Applications for an External Project Monitor

Project: Working safe – Socio-economic inclusion of the LGBTQI+ community in the WB and Türkiye

TENDER DOCUMENTATION FOR SINGLE TENDER PROCEDURE (EQUAL OR BELOW 20.000 EUR)

PART A: INFORMATION FOR TENDERER

This document contains the following parts:

• Instructions to tenderer
• Technical specifications / required services
• Format of contract to be signed with the tenderer
• Administrative compliance grid

INSTRUCTIONS TO TENDERERS

1. INFORMATION ON SUBMISSION OF THE TENDERS

Subject of the contract:

The subject of this tender is:

• Implementation of services as indicated in the technical information in the part „services required“of this document; engagement of an experienced external expert to monitor the implementation of the entire project and provide timely feedback and recommendations to the project team.

Deadline for submission of the tenders:

The deadline for submission of tenders January 31^th 2025 at 04:00pm. Any tender received after this deadline will be automatically rejected.

Address and meanings for submission of the tenders:

The tenderers will submit their tenders using the:

• Standard tender submission form and technical offer available in the Part B of the tender dossier AND
• Financial offer available in the Part C of this tender dossier. Financial offer needs to be submitted as a separate document.

The tender must be submitted by e-mail to office@lgbti-era.org with the subject line: Call for provision of professional event organisation services: Working safe – Socio-economic inclusion of the LGBTQI+ community in the WB and Türkiye. Applications submitted by any other means other than those stated above, or after the given deadline will not be considered.

In addition to the offer, the tenderer is required to provide the following supporting       documentation (scanned versions):

• copy of a valid personal identification document (e.g. passport or national ID)

• bank account details to which the payments shall be made   
• signed declaration of honour stating that the tenderer is not in any exclusion situation
• CV or portfolio demonstrating relevant experience in monitoring and evaluation, particularly in the fields of labour rights, anti-discrimination, and LGBTQI+ inclusion

The tenderers are reminded that in order to be eligible the tenders need to be received by the contracting authority by the deadline indicated above.

2. TECHNICAL INFORMATION

The tenderers are required to provide services as indicated in the part ‘’Required services” of this document. In the tenderer’s technical offer, the tenderers will indicate more details on the deliveries, referring back to the below table.

The selected contractor will be expected to:

• Monitor all activities implemented under the project
• Provide periodic assessments and feedback to the project team
• Prepare a final evaluation report with key findings and recommendations

3. FINANCIAL INFORMATION

The tenderers are reminded that the maximum available value of the contract is 18.000,00EUR.

Payments will be issued in instalments upon the submission of activity-based invoices and related deliverables. The total contract value will be divided across maximum three years (6,000 EUR per year).

Please, note that the costs of all taxes, local travel, accommodation and other logistics should be calculated in the financial offer.

4. ADITIONAL INFORMATION

Tender documents could be found on the following link: https://drive.google.com/drive/folders/1b1IwuhD9Qplsmx3UIFokHDNSCxWpeXKU?usp=sharing

Requirements of the tenderers

• at least 3 years of professional experience in project monitoring and evaluation, particularly of EU- or internationally funded projects
• proven experience working with civil society and/or marginalized communities

Evaluation of applications and award criteria

First stage of the evaluation process will be technical check when the Evaluation Committee will go through all of the applications in order to see if they are in compliance with the criteria stated in the technical information in the part ‘’services required“ of this document; as well as if the application contains all of the parts as stated in the section in the technical information in the part of this document. Only the applications satisfying all of the requirements will go the evaluation stage.

The applications that passed the technical check will be accessed based on the following criteria:

	Criteria	Maximum points
1.	Experience in project monitoring, previous relevant experience with EU/international projects, and ability to provide detailed monitoring reports	40
2.	Methodology for monitoring project implementation and providing feedback to the project team, including tools and approaches used	40
3.	Financial offer	20

The unsuccessful/successful tenderers will be informed of the results of the evaluation procedure in written.

The estimated time of response to the tenderers is 5 days from the deadline for submission of tenders. 

Background to the assignment

This call for engagement an agency is published under the scope of the project named  Working safe – Socio-economic inclusion of the LGBTQI+ community in the WB and Türkiye implemented by ERA and financially supported The European Union, represented by the Delegation of the European Union to the Republic of Serbia, through the- EXTERNAL ACTIONS OF THE EUROPEAN UNION PC-16495 IPAIII/2024/460-166  (2024-2027).

The overall aim of the Action implies: contributing to the socio-economic inclusion of LGBTQI+ individuals in the Western Balkans and Türkiye, by addressing workplace discrimination, enhancing access to employment, and strengthening the role of civil society and public institutions in promoting equality and human rights.

SERVICES REQUIRED

1. Item Number	2. Services required
1.1.	Monitoring of the conduct of the project team. The external expert will monitor the conduct of the project team to ensure effective role execution, adherence to ethical standards, compliance with procedures, and alignment with overall project objectives and timelines. This includes identifying any issues related to teamwork, communication, or accountability, and recommending measures for improvement where necessary.
1.2.	Monitoring of the project activities. The external expert will oversee the implementation of all project activities, ensuring that each component is executed according to the approved project work plan, timeline, and budget. This includes conducting regular reviews of activity planning, coordination among stakeholders, and verifying that outputs are being delivered on time and to a high standard. The monitor will identify any deviations from the plan and propose corrective measures as needed.
1.3.	Providing feedback and recommendations to the project team. External expert will provide regular feedback and recommendations to the project team, based on ongoing observations, collected data, and consultations with stakeholders. This will involve offering actionable advice on how to optimize processes, increase efficiency, mitigate risks, and enhance the project’s overall effectiveness. The monitor will also support the team in integrating this feedback into daily implementation practices.
1.4.	Assessing the progress, effectiveness, and quality of the project. External expert will assess the progress, effectiveness, and quality of the project, using both qualitative and quantitative methods. This task includes evaluating whether the project is on track to meet its stated objectives, the relevance and impact of the interventions, and the satisfaction of beneficiaries and partners. The assessment will also cover how well gender equality, social inclusion, and sustainability considerations are being integrated.
1.5.	Monitoring of the implementation of the sub-granting scheme. External expert will supervise the implementation of the sub-granting scheme, ensuring that all phases—from call for proposals to final reporting—are managed transparently, fairly, and in alignment with donor and organizational guidelines. This includes reviewing selection criteria, verifying documentation, monitoring sub-grantee performance, and ensuring that funds are used appropriately and effectively to contribute to the project’s overarching goals.
1.6.	Preparation and submission of an monitoring reports at least every six months detailing progress, challenges, and recommendations for improvement. External expert will prepare and submit comprehensive monitoring reports at least every six months, presenting an in-depth analysis of project achievements, challenges, lessons learned, and specific recommendations for improvement. These reports will include data-driven insights, case examples, and practical suggestions for strengthening project implementation. The monitor will also be available to present the findings to the donor or project steering committee upon request.

FORMAT OF CONTRACT TO BE SIGNED WITH THE TENDERER

CONTRACT TITLE:

Concluded between:

ERA-LGBTI Equal Rights Assocciation for Western Balkans and Turkey

Adress:Brace Grim 26/22

Represented by: Danijel Kalezic

(Contracting Authority)

AND

Title

Address of the contractor

Represented by:

(Contractor)

Article 1: Subject of the contract

The subject of the contract are the services as indicated in the contractor’s offer – ‘’Part B: Documents to be completed by the tenderer’’

Article 2: Contract value

The total contract value for implementation of services indicated in the Article 1 is: 18.000,00 EUR. The price cannot be revised.

Article 3: Contracting documents

This documents which form the part of this contract are (by the order of precedence):

– Contract agreement

– Contractor’s technical offer as provided in the tendering phase – ‘’Part B: Documents to be completed by the tenderer’’

– Contractor’s financial offer as provided in the tendering phase ‘’Part C: Financial offer’’

Any other supporting documentation if applicable

Article 4: General provisions

The Contractor shall execute the contract with due care, efficiency and diligence in accordance with the best professional practice.

The Contractor shall ensure the highest visibility to the financial contribution of the European Union. To ensure such publicity the Contractor shall implement among other actions the specific activities described in the Special Conditions. All measures must comply with the rules in the Communication and Visibility Requirements for EU External Actions by the European Commission.

Article 5: Deliveries and payments

The contractor will deliver without reservation the services indicated in the contractor’s offer ‘’Part B: Documents to be completed by the tenderer’’. The deliveries will be implemented within the indicated dates.

The contracting authority will pay to the contractor the services in the amount indicated in the Article 2 of this contract document. The payments will be issued by the following time schedule.

Month		<EUR/***>
1	Contract number and date…	100% of the contract value
	Total	18.000,00 EUR GROSS

 The contractor will provide the contracting authority with documentation proving the completion of services (e.g., progress reports, photos, videos, etc.) for each payment installment, in accordance with the completed tasks.

Article 6: Duration of the contract

The duration of the contract is 24 months.

Article 7: Cancellation of the contract

The contract can be suspended by the Contractor due to one of the following reasons:

– Contracting Authority not fulfilling payment and other obligations

The contract can be terminated by the Contracting Authority due to one of the following reasons:

– The Contractor is in serious breach of the contract, failing to meet contractual obligations

– The Contractor is bankrupted or being wound up, is having its affairs administrated by courts, has entered into arrangements with creditors, has suspended business activities, is the subject of proceedings concerning those matters, or is in any analogous situations arising from a similar situation provided for in national legislation or regulations.

Article 8: Resolving of disputes

Any disputes arising out of or relating to this Contract which cannot be settled otherwise shall be referred to the exclusive jurisdiction of Basic court in Belgrade in accordance with the national legislation.

For the Contractor		For the Contracting Authority
Name:		Name:
Title:		Title:
Signature:		Signature:
Date:		Date:

ADMINISTRATIVE COMPLIANCE GRID (to be completed by Contracting Authority)

Contract title :

Publication reference :

Tender envelope number	Name of Tenderer	Is tenderer  nationality eligible? (Y/N)	Is documentation complete? (Y/N)	Is language as required? (Y/N)	Is tender submission form complete? (Y/N)	Other administrative requirements of the tender dossier? (Yes/No/Not applicable)	Overall decision? (Accept / Reject)
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