The German Red Cross/Pakistan Red Crescent Society (GRC/PRCS) as part of the CACRA project in Pakistan is looking for quotes for professional video/ photo services on a daily basis. The selected photographer will shoot digital photos and videos at multiple events, collect signed photo release forms of individuals in all photos (except GRC/PRCS employees), edit photos and videos and develop a 4-to-5-minute short documentary on the project activities, and provide digital versions of the photos and videos to GRC.

Therefore GRC/PRCS kindly requests your best firm offer in PKR for Photography Services in

AJK, GB, Sindh, KP, Islamabad (including all applicable taxes) as laid out hereinafter.

This Request for Quotation includes our terms & conditions and is accompanied by our Bill of Quantity (BOQ) containing detailed requirements and a Declaration of Conformity.

1. Procurement Procedure

The procurement is handled via a competitive procedure without call for competition.

2. Deadline of submission and period of validity:

1. Deadline of submission is 13.12.2023 at 04:00 PM.

2. Your quotation must state the period of validity, at least 30 days from the deadline for the submission.

3. Costs and ownership of tenders

1. Costs incurred by the tenderers in preparing and submitting the quote requests are not reimbursable.

2. The GRC retains ownership of all quotes received under this quote request. Consequently, tenderers have no right to have their tenders returned to them.

4. Confidentiality and publication

1. All recipients of tender documents, whether they submit a tender or not, shall treat the details of the documents as confidential as possible.

2. According to German/European procurement law information about the award of contract (name of company, type of product, extent, and duration of contract) might be made open to the public unless you disagree within your quotation, giving the reason of refusal.
   

5. Content of tenders and alternative offers

1. All tenders submitted must comply with the requirements in the tender dossier and comprise:

• Specifications of quoted services including any documentation required as indicated in the Technical Specifications/BOQ.

• Financial offer and payment conditions.

• Tenderers self-declaration (Annex I)

2. Alternative offers are not permitted.

6. Financial offer

1. Tenderer must quote by working day.

2. Offered prices must include the provision of all required tools, photography equipment, and any other related charges such as digital editing, duties, and taxes (if applicable). Price of the services, photos and videos in the format given in Annex II, should be quoted per workday in Pakistani Rupees (PKR) inclusive all costs such as applicable taxes etc.

3. Incomplete or altered Bids e.g. will lead to exclusion from this tender.

4. It is mandatory to follow the given quotation format in Annex II. If the service provider uses its own format, the original BOQ must be acknowledged by signing and stamping Annex II.

7. Submission of Bids / Work Samples and further communication

1. Authorized Photographers registered in Pakistan can participate in this tender.

2. All quotes/bids, including annexes and supporting documents complete in all aspects must be submitted by email along with digital work samplesand must be received according to the set deadline (refer to No. 2.), at the following email address:

Quotes may alternatively be submitted in a sealed envelope along with work samplesand must be received according to the set deadline (refer to No. 2.), at the following address:

        The envelope MUST clearly identify the sender and receiver names and mention:

Tender Documents – Please do not open!

“Quotation for Photography/ Videography Services”

3. Tenderers must raise questions in writing two (2) days prior to the deadline for submission of quote latest.

4. GRC reserves the right to continue further communication after submission of quotes via a combination of media (e.g., post, e-mail, phone).

Please DO NOT submit your offer by FAX, which will not be accepted.

N.B: Late bid(s) will not be entertained.

8. Acceptance/Rejection of Bids

GRC/PRCS reserves the right to accept or reject any or all tenders without assigning any reason and is not bound to accept the lowest bid.

• Incomplete/altered/conditional bids/bids with missing prices shall not be entertained in any case and shall be rejected straight away.

9. Evaluation Criteria & Award of Contract

The decision for the award of the contract will be determined via the standard value method (credit points divided by total price; ratio 50/50%). The contract will be awarded to the bidder who submitted the most economical offer. In addition to the price (50%), the following award criteria (weighting in total 50%) are determined for the most economical offer:

1. Compliance with required certification/degree related to photography (0-5 points, ≤ 25%)

2. Experience with similar assignments (0-5 points, ≤ 25%)

The score for each criterion is either 0 (in-acceptable, inadmissible – may lead to exclusion), 1 (bad), 2 (satisfactory), 3 (good), 4 (very good) or 5 (excellent). If your quotation is not accompanied by the requested work samples and/or references the quality of your offered services must be considered as not proven. Therefore, the suitability/quality of services that have not been proven will be scored with 0 points. In case of equal results, the offer with the higher credit point score will be awarded.

• GRC reserves the right to award a contract based on the first non-negotiated offer.

• GRC may - but is not obliged to - ask each tenderer individually for clarification of its quote including, samples, breakdowns of prices etc. within a reasonable time limit to be fixed by the evaluation committee. The samples can be collected upon consultation with GRC after the award of contract. The tenderer must bear possible additional costs for a sample delivery abroad.

• Quotations shall be evaluated in accordance with the evaluation criteria set forth under clause “Evaluation Criteria & Award of Contract” within the stipulated validity period. However, under exceptional circumstances and for reasons to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period.

10. Terms of contract

The award will lead to a Purchase Order by GRC and forms a Service Contract for a defined services and service period.

11. Self-Declaration

The signee of the attached “Declaration of Conformity” (Annex I) assures that:

1. no reasons for exclusion as mentioned per EU guideline 2014/24/EU, Art. 57, Paragraph 1 exists,

2. the tenderer fulfils GRC’s claim on good governance, environmental and social

responsibility,

3. the tenderer agrees on participation in checks and audits as described.

12. Required Documents

• Acknowledgement of this RFQ (Please attach the signed copy of this RFQ with your offer).

• Signed/stamped Declaration of Conformity (Annex I).

• NTN with Certificate of incorporation & or Company Registration Certificate.

• Signed and stamped BOQ (Annex II) which must mention the bid validity in days.
  

• Commercial Invoice (will be applicable to the contracted Service Provider only).

• Delivery Note/Challan (will be applicable to the contracted Service Provider only).

• Goods received note (will be provided by the consignee to the contracted Service Provider only).

13. Samples/Proof of Qualifications

• Your CV and/or company profile.

• Three references of clients, including contact information - preferably including INGOs and NGOs -, to whom similar services were provided earlier.

• Three representative work samples of previous photography services must be submitted together with your quotation.

• Each work sample should be labelled with the name of the Service Provider.

• Detailed list of photography equipment to be used during the assignment.

Note: If your quotation is not accompanied by the requested work samples or references this will have an impact on the evaluation of your offer and it might lead failing to win the bid and therefore the award of contract (refer to “Evaluation Criteria & Award of Contract”).

14. Quality Specifications

• All raw material (digital photos and video clips) captured during the assignment period, adjusted / ready to use.

• A five-minute documentary with English voice over, showing process as well as beneficiary clips/opinions.

• The deliverables must be as per specifications and details indicated in the bidding form Annex II 

• Submission of work results (photos, videos) to GRC on DVD, flash drive and/or uploaded to  OneDrive or similar site.

• Obtain and provide a filled and signed photo release form from any person clearly identified in any photograph/video (Annex III).

15. Conformity with Specification

In the case of services purchased based on specifications, the Service Provider warrants their conformity. The GRC/PRCS shall have the right to reject the work results or any part thereof if they do not conform to specifications. In case of non-conformity, the Service Provider may in consultation with the GRC/PRCS propose a suitable alternative.

16. Duty Station / Destination

The services are to be performed in various districts of KP, GB, Sindh, AJK, Islamabad etc as indicated in Annex II. Accommodation, travel and per diem will be covered by the GRC.

Important Notes:

1. The exact duty station for each destination is subject to real time in country situation within the said area(s). The final confirmation shall be given at the time of issuance of the Purchase Order/Service Contract. Any change in quantity of working days and duty station shall not lead to a change of the offered price in your quotation.

2. The Service Provider shall be responsible for all costs arising from forwarding and delivering of services and work results including any other duties & charges and all applicable taxes, insurance, etc.
   

3. The Service Provider will be responsible for any damage, loss, and theft of his/her equipment during use and transportation. Any insurance of the equipment, if required, will be the responsibility of the Service Provider. GRC will under no circumstances hold reliability for any damage, loss, and theft of the service providers equipment.

4. In delivering services and work results according to the Purchase Order/Service Contract, the Service Provider warrants that it will act in conformity with all applicable laws and regulations imposed in Pakistan. The GRC/PRCS will not, under any circumstances, be held liable for any violation of applicable laws by the Service Provider. A breach of this provision by the Service Provider will be regarded as a breach of a fundamental term of the contract and the GRC/PRCS reserves the right to immediately terminate the contract without any liability. The GRC/PRCS further reserves all rights provided under law to act against the Service Provider without restriction to cases where negligence can be proved, and the Service Provider’s liability shall extend to the GRC/PRCS’s direct and indirect losses.

17. Delivery Periods

a) All services and work results are to be completed within the agreed timeframe. Partial delivery is only permitted after prior confirmation.

18. Default

In case of default by the Service Provider, including but not limited to failure or refusal to provide services and work results within the time limit specified, the GRC/PRCS may procure the services from other sources and hold the Service Provider responsible for any excess costs occasioned thereby. Furthermore, the GRC/PRCS may, by written notice, terminate the right of the Service Provider to proceed with the services, or such parts thereof as to which there has been default.

19. Payment

• The invoice must contain place and type of services provided and the GRC order number (if applicable).

• Payment will be made on invoice only, following receipt of work results (digital photos and videos) and documents in order.

• Payment will be made only to a bank account.

• Payment will be made in PKR within TWO WEEKS subject to the submission of all supply documents and the GRN duly signed by the authorized signatory.

• Under NO circumstances advance payment will be made.

• Partial payment may be made on partial deliveries with mutual consent.

• The Service Provider is required to submit the following documents to the GRC office, Islamabad upon completion of delivery:

• One (1) original commercial Invoice.

• One (1) original received copies of delivery note/s.

• Payment to the Service Provider will be made through Cross cheque/Online Bank Transfer

after deduction of all taxes, duties & levies applicable as per Pakistan Law.

20. Sales Tax and Other Government Duties

The prices shall be inclusive of all government duties and taxes (if applicable) and shall not be escalated for any reason whatsoever.

21. Inspection

The digital photos and videos supplied must meet the required specifications and must conform to the specifications attached to this RFQ (Annex II).

Important note:

Each photo that has a corresponding photo release must be labelled so that GRC can marry them together in the future. For instance: if you shoot a photo of “Mary Wilson” receiving humanitarian aid/goods, the name of the *.jpg with that image must contain the date (yyyy-mm-dd), event and the name in it as well (e.g. “2023-12-22_small grants project_MaryWilson.jpg”).

The digital photos/videos found not to be in accordance with the specification requested herewith, will not be accepted and in that eventuality the Service Provider will not receive payment for the rejected digital photos/videos.

22. Failure and Termination

If the Service Provider fails to fulfil the contract within the agreed specifications, GRC/PRCS reserves the right to take legal action against the Service Provider. The client may even consider blacklisting the Service Provider.

23. Good governance and social responsibility

Tenderer will be excluded if:

• The Company/Service Provider is bankrupt or being wound up, are having their affairs administered by the courts, have entered an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations.

• The Company/Service Provider has been guilty of grave professional misconduct proven by any means which the contracting authority can justify.

• The Company/Service Provider has failed to fulfil obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which he is established, with those of the country of the contracting organization or those of the country where the contract is to be carried out.

• The Company/Service Provider has been the subject of a judgment that has the force of res judicata for fraud, corruption, involvement in a criminal organization or any other illegal activity detrimental to the organization’s financial interests.

• The Company/Service Provider has been declared to be in serious breach of contract for failure to comply with his contractual obligations pursuant to another procurement procedure or grant award procedure financed through this organization.

• The Company/Service Provider fails to sign and agree with the terms mentioned in the