Invitation to tender: Foresight Services for Tekes Russia

The purpose of this Invitation to Tender is to request tenders on Foresight Services for Tekes Russia (Customer), focused on identification, collection and processing of Russia-specific “weak signals” in each of the three areas of interest. Identified weak signals are anticipated to be early signs of change in Russian socioeconomic and technological landscape that may happen in the next 3-5 years horizon. The signals collected are expected to provide a basis for more focused foresight studies in future.

Invitation to Tender

Annex 1 Price Form

Annex 2 Table of Person Skills

Annex 3 Affirmation

Annex 4 Table of business or professional secrets

Annex 5 Draft contract

Submission of tenders

Completed tenders must be delivered primarily via email, no later than 8 of April 2014 at 4 pm Eastern European Time (EET) to the following email address: kirjaamo@tekes.fi,

or posted in a sealed envelope to Tekes´s registry office in the address:

Tekes/Kirjaamo
P.O. Box 69 (Kyllikinportti 2)
00101 Helsinki
Finland

Emails or envelopes must be clearly marked: “16/25/2014”.

Additional information during the competition

During the tendering procedure, the tenderers may request additional information by e-mailing their questions to Kilpailutus@tekes.fi. The subject of the e-mail must have the reference “Questions 16/25/2014”. Please submit your questions and your return address (e-mail addresses) by no later than 25.3.2014 at 4 p.m. In order to ensure the equal treatment of all candidates, no telephone enquiries or information requests will be answered. The responses to the questions will be published here by 27.3.2014.

Questions and answers 16/25/2014

  1. A.   In the ‘Invitation to tender’  Document

-How many such sessions are you anticipating? We have to have an ability to estimate such a requirement on staff time.

  • Approximately 1/thema

-Where will such meetings take place ?

  • Moscow, St Petersburg, Helsinki or by video

-We normally charge for travel costs associated with delivery of presentations/workshops: are you able to have these costs covered separate to the agreement ?

  • Separate

- Budget: €40,000 : we understand this budget is to deliver the three reports [Smart City and IoT; General 360*; and Mobile World) plus associated presentations : is this correct?

  • Yes, it is correct

 

  1. B.   In the ‘Invitation to tender’ Document

Section 7 Minimum requirements for a Team

You highlight various requirements, all of which are clear. The question we have is

  1. Under experience, is it possible to have a scenario where one person fulfils more than one requirement, and so can be repeated as an entry against those requirements .

e.g. a person could possibly fulfil both roles of :

  • At least one team member must have demonstrated experience in either consulting,

research or analytical work involving mining and processing data, originating from

Russia.

  • At least one team member must be currently located in Russia and have spent no

less than 200 days of his/her working time in Russia in the last 2 years.

                      -and that we reflect this as well in the “Appendix _Table of Person Skills”  excel document .

  • We compare team skills and the team must have minimum 3 persons.. Each team member must fill the form Table of Person Skills
  1. C.   In ‘Appendix : table of Person Skills’

 Section 1 : Personal Details

Question:

Are we supposed to complete this section for person A (say) and then enter all answers for the rest of the questions ONLY in relation to this person [ which would mean possibly that he/she can only positively be identified against one of the request areas.

This would also mean that we would have to complete identical tables for each individual involved in delivery, and would have to copy such tables as separate worksheets in the workbook ?

OR

In the section personal details; do we only fill in 1 person’s details,  but answer the questions to include all participants in the project.

i.e. that we only use 1 worksheet; and enter all data on this one worksheet ?

IF so , whom should be the person listed in this section? Response Leader/Coordinator? Key Analyst ?

  • One form (Table of Person Skills) per one person.

 D.   In ‘Appendix : table of Person Skills’

 In the section ‘Requirement Concerning the team’ , we have the example of :

“At least one team member must have at least two years of operational experience in foresight-related projects, including research or analytics or weak signals collection.”

 ,Question to Tekes:

What happens if you have two or more members who fulfil the obligation  ?

Do we

-List them on one sheet (if so,  how ?)

- Or List each individual separately as a separate worksheet ?

  • One form (Table of Person Skills) per one person.

 E.    In ‘Appendix : table of Person Skills’

In the section ‘Requirement Concerning the team’ , we have the example of :

“At least one team member must have at least two years of operational experience in foresight-related projects, including research or analytics or weak signals collection.”

You then describe the following :

“Description what has been included into work carried out

 Our Question is :

Is this meant to be what the person did in their role/function?

  •   Yes

Or What they did in projects?

Or What they did in both?

  • Yes

 [Question Areas D and E obviously apply to the rest of the table as well ]

 F.    In ‘Appendix : table of Person Skills’

Where you say :

“At least one team member must have academic degree: publications in areas of foresight, strategic planning or strategic analysis”

Our questions are:

-If we did not have a team member with such a qualification, what would the impact be on the scoring ?

  • It is minimum requirement for the team (not for all team members) and it must be fulfilled.

- and how would this be calculated ?

 [This Question area obviously applies to all requirement areas described]

 G.   In ‘Appendix : table of Person Skills’

Under  ‘Team expertise and experience in weak signals mining in Russia and externally, references’

Question:                           

In the ‘Role in reference’ column, we have two columns underneath this entry:  is there any reason for this ?

-Can we /should we just use one entry ?

  • There is one excessive vertical line, you may take it away.    
  1. H.   In ‘Appendix : table of Person Skills’

Under  ‘Team expertise and experience in weak signals mining in Russia and externally, references’

Questions:

Reference – does this mean reference example projects or clients ?

We assume projects , as you have a from/to date issue ?

  • Projects

 -You say ‘in Russia and externally’ : we assume you mean to say that we can provide references on projects that have been done in other countries.

  • Yes also in other countries
  1. I.      In ‘Appendix : table of Person Skills’

Under “ Team expertise and knowledge of “Internet of Things”, “Smart City” and “Mobile commerce”  topics.

 Question:

Can we include reference projects from outside Russia here as well?

  • Yes

Or are we only meant to include projects from Russia ?

 J.    Submission of Proposal

 We are to understand that our proposal will only have to consist of the following documents : Annexes  1, 2,3 and 4

  • You have to deliver the tender and annexes 1-4.

 A.   In ‘Appendix : table of Person Skills’

Calculation of Scores

 We understand that the scores on the Qualitative side will only be calculated according to the answers to the last two questions in Annex 1 , namely :

 8.1 Quality, team skills (60%)

1. Team expertise and experience in weak signals mining in Russia and externally, references

2. Team expertise and knowledge of “Internet of Things”, “Smart City” and “Mobile commerce”

 -correct ?

  • Correct