Hiring Project Supporter Expertise Center Intercountry Adoption
Hiring Project Supporter Expertise Center Intercountry Adoption
Ministry of Justice and Security
V 2.0 dated. 15 August 2018
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DAS Office IUC VenJ Quotation
Request DAS Organizational Advice, Policy Advice and Project Management
Reference: 10100041431
Date: 27-05-2021
CTM number: 271028
Dear Sir or Madam,
We hereby invite you to submit a quotation for the hiring of a Project Manager
Expertise Center Intercountry Adoption.
This application will be submitted in accordance with the Selection Guidelines dated 16-09-2016 and the accompanying Memoranda of
Information no 1 to 5: no 1: 7 October 2016; no 2: 21 Nov 2016; no 3: February 17, 2017; no
4: March 23, 2017; no 5: July 17, 2017 and no 6: August 15, 2018 regarding the establishment of a
DAS and renewal for Organizational Advice, Policy Advice and Project Management, sent to all
suppliers admitted to this DAS.
The Draft Agreement applies to this
Request for Quotation, which has been made available on the tender platform as an annex to this Request for Quotation. The Draft Agreement
includes an obligation to electronic invoicing. The Conditions for
electronic invoicing are included in Appendix 7 of this Request for Quotation.
General data
Client DGSenB
DG /management/department CBJ
Place of employment The Hague (working from home due to corona)
Latest start date asap
Expected hiring duration
Temporary for the duration of the project (at least until
the first quarter of 2022). (option to extend – until the
end of the project)
Number of hours per week Average 36 hours per week
Reason for hiring Project
Number of persons to be hired 1
Number of candidates to be proposed one (1)
Curriculum Vitae (CV)
You may propose a maximum of 1 candidate who can
carry out the assignment by submitting a curriculum vitae.
!! Please note that the requirements set in this Request for Proposal,
including in the questionnaire on CTM, are also demonstrated in
the CV and/or motivation letter!!
Schedule Make
Available
Request for Quotation 28 May 2021
Deadline for
asking questions 2 June 2021 at 3:00 pm
Target date for making available
answers 3 June 2021 at 3:00 pm
Deadline and
closing time for submission
Application
14 June 2021 before 3:00 pm
!!! The safe closes exactly at the above time according to the
clock of the tender platform. It is
no longer possible to submit registrations from that moment on!!!
Maximum number of candidates to
be invited for Interview
Any candidate who can be considered for award of the contract
based on the number already
points scored and the maximum number of points still to be scored
will be invited for the Interview.
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Planned interview date 15/16 June 2021
Location Interview Digital
Invite interview date 11 June 2021 Announcement of
award 18 June 2021
Requirements for the Tender
1. The questionnaire on the tender platform has been completed completely and truthfully.
2. The Tenderer states the hourly rate on the tender platform. The rate includes travel
and accommodation costs and includes other additional costs, excluding VAT.
You must enter this at the gray button “Enter price/rate”.
Note that you must use a comma and not a period! Example € 10.00.
3. The Tender fully complies with the requirements as stated in this Request for Quotation and
the questionnaire on the tender platform. Failure to meet a requirement means exclusion
from further assessment of the Tender (knock out).
4. The data submitted with the Tender and the registration data in the DAS are
valid and current.
5. The Tender has been submitted by or on behalf of a legal representative of the
Tenderer.
6. Validity Registration is at least 30 days from closing date.
7. Should it become known during the tender procedure of a Tenderer that he is, for this
If the relevant business activity(ies) is
discontinued , the Client reserves the right to terminate the procedure for that Tenderer.
8. The costs of preparing the offer are for the account of the Tenderer.
9. The Registration and correspondence will take place in the Dutch language.
10. The Registration contains no reservations.
11. By submitting a Tender, the Tenderer declares:
a. to agree with the provisions of this tender procedure.
b. agree to the applicability and content of this Request for Quotation.
c. to agree to the agreement as attached including the ARVODI-2014.
d. that its own terms and conditions are expressly not applicable.
e. that to its knowledge the Candidate is not also offered in another Tender on this
Request for Quotation. If this is the case, the Tenderer declares that
it will determine which Tender
is withdrawn in consultation with the Candidate and other Tenderer .
12. When registering for this assignment, the Tenderer must
provide personal data, among other things . By registering, the Tenderer declares that it is entitled to provide the
personal data of the proposed candidates and, by
registering, gives explicit permission to the use and processing of this data
for assessing registrations and possibly contracting for the requested
assignment.
caveat
Client:
1. reserves the right, without stating reasons and without any obligation to
pay any compensation whatsoever, to withdraw a Request for Quotation.
2. has no obligation to award.
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Confidentiality
The content of this Request for Quotation is confidential and may only be
shown to employees who need to be aware of it before submitting data. The Client will
treat your Tender with the same confidentiality.
Completeness and correctness of information
If it appears during the award process that the candidate has provided incorrect information,
the contracting authority reserves the right to remove the candidate from the DAS.
Further information
Requests for further information with regard to substantive and procedural aspects of this
Request for Quotation should only be made via the “Messages” tab in the request on the platform
.
Questions (if submitted in time) will be answered anonymously and
sent to all Tenderers via a message on the platform. Subscribers will receive a notification via
email. The answers are also placed in the downloadable documents folder.
Technical questions – CTM helpdesk
For technical questions about the tender platform, you can contact the helpdesk (for example
if you are unable to log in or to send your Tender). You can then
contact the CTM helpdesk by telephone on +31 (0)20 670 8500.
Sending Tender
a Tenderer submits the Tender by clicking the 'Send proposal' button before the closing date
.
b When the registration has been sent in full (all questions in the questionnaire have been answered),
the bar under 'percent complete' will turn green.
c Tenderer will receive an email notification confirming that the Tender has been sent; this
e-mail notification serves as a receipt.
d It is possible to check in the logbook (click on 'log's tab') whether your Registration has been
sent and to make a printout of this.
e The risk of late shipment lies with the Tenderer.
f The upload times of documents belonging to the Tender partly depend on
factors outside the tender platform and cannot be guaranteed.
g It is possible and advisable to send documents of your Registration that are already ready
. If you would like to
modify it afterwards, but before the deadline , you can do so by sending the modified document. NB Only the last
version sent is visible to the Contracting Authority and will be processed
taken. Submission of an interim proposal becomes binding after the
registration period has expired .
h After the registration period has closed, your Registration can no longer be accessed for
additions.
Assessment
The assessment of Tenders is carried out in three steps.
Step 1 Determining completeness and validity of the Tenders
The Tender must be complete and valid. Complete means that all documents that must
be submitted are factual and complete. An incomplete and/or invalid Registration will
be disregarded and excluded from further assessment unless the lack of certain
information is regarded as trivial by the Contracting Authority.
Step 2 Assess compliance with the requirements and conditions for the execution of the assignment
The Tender must fully comply with the requirements set out in this Request for Proposal and in the online questionnaire
. Failure to meet a requirement means exclusion from further assessment of the
Tender (knock out).
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Step 3 Assessment of the Sub-award criteria
The assessment of the sub-award criteria is carried out in the following phases:
a. Assessment of the Requirements
The Tender will be assessed on the basis of the requirements as included in the online questionnaire.
The distribution of points per wish is included in the online questionnaire. The weighting of the
points per wish are included under the button “view/print answer form”. The
weighted score is established by multiplying
the points obtained per wish by the applicable weighting. A maximum of 60 points can
be obtained for the wishes after weighing .
b. Assessment Price
The Tender will be assessed on the award criterion price.
The Registration with the lowest rate will receive the maximum weighted score of 40 points. The
other entries will receive points pro rata according to the formula:
Score = (((100)-100*(1-(lowest Bid/Bid))) x 0.4)
c. The sum of score of a. the wishes and b. the price determines the ranking. The highest scoring
Tender ranks 1 in the ranking, the next highest scoring rank
2 in the ranking, etc.
Any Tenderer who can qualify for award of the contract based on
the number of points already scored and the maximum number still to be scored points is
invited for the next step of the assessment, the interview.
d. Interview
During the Interview, the submitted and assessed requirements and wishes are verified and
assessed on the basis of the interview criteria as described in this
Request for Proposal. If during the Interview it appears that the answers to the requirements and
wishes from the Registration is not correct, this will lead to the registration being discarded
or the score obtained being adjusted. A maximum of 50 points can
be obtained for the Interview .
The interview criteria are assessed on the basis of the rating
scale below: Score 10 = excellent Demonstrates excellent mastery/
possession/possession of the requested item . Adds significantly extra
added value, excels at what is required,
there is a large positive distinctive
character.
Score 8 = good Shows to master/
possess/possess the requested good . Adds value, but
does not excel at what is requested, there is a
distinctive character.
Score 6 = sufficient Demonstrates mastery/possession/possession of the requested item
.
Score 4 = moderate Shows that he/she has mastered/
possessed/possessed the requested items to some extent . Is not convincing and/or
leaves gaps, falls short in parts.
Score 1 = unsatisfactory Does not show that he has mastered/
possessed/possessed the requested , is not
convincing at all and/or is not relevant in terms of content and/or
is missing, falls completely short.
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A weighting factor is stated in the Request for Proposal for each interview criterion. Per
interview criterion, the assessment points are multiplied by the relevant
weighting factor. This leads to the weighted assessment points for the relevant
interview criterion. The sum of the weighted assessment points of the interview criteria
forms the total score of the Interview.
e. Most Economically Advantageous Tender (MEAT): best price-quality ratio.
The contract will be awarded to the Tender with the best price-quality ratio. This is
the Tender with the highest total score on a. the wishes, b. the price and d. the interview.
Specification
Description Client
The Joustra Committee has conducted an independent investigation into intercountry adoption in
Past. In a report from February 2021, the Commission concluded that
serious abuses occurred in intercountry adoption in all countries surveyed. The
Commission also concludes that the Dutch government was aware of adoption abuses and in a number of
cases representatives of the Dutch government were also involved.
The Commission has made three recommendations. One of the recommendations of this
committee is to set up an independent national expertise center
to facilitate the searches of intercountry adoptees by bringing together information, knowledge and resources.
For example, adoptees can contact the expertise center for:
-Access to adoption records and parentage information
The expertise center provides assistance in finding and accessing adoption records.
It also has knowledge of the possibilities and risks of DNA testing.
-Information about searches
The expertise center acts as a point of contact for adoptees about searches and will
build and open up a relevant network in countries of origin. The foreign posts will
actively help to set up and maintain the network of the expertise center on
site. The expertise center will also make use of the expertise and networks already in place in the
countries are built up by interest groups and experts by experience. How all this expertise is
secured in the expertise center is an open question and subject of discussion.
-Psychosocial help
The expertise center itself will offer low-threshold forms of psychosocial help, including
organizing contact with fellow sufferers and counseling in discussion groups. In addition, the
expertise center can refer to more specialized forms of psychological help.
-Legal support
The expertise center offers legal support for frequently asked questions among
adoptees, for example about name changes, revocation of adoption and privacy.
In order to implement the set-up of the expertise center, the Ministry of JenV, as the
client of the set-up of the expertise center, has appointed a project manager, appointed a
project secretary and is now looking for a project supporter.
The responsibility for substantive portfolios concerning (intercountry) adoption is
divided among the directors within the DGSenB, whereby the project expertise center
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international adoption falls under the responsibility of the Director of Control, Operations
and Legal Affairs (CBJ).
Description description of service, reason and purpose
In order to implement the setting up of the expertise center, the Ministry of JenV has as
commissioning the organization of the expertise center, appointed a project manager, appointed a
project secretary and now looking for a project supporter
Job title and description of activities
Project
supporter Expertise Center Intercountry Adoption • Substantive and managerial support of the project leader and the project;
• Preparing logistics and content for consultations;
• Keeping track of the project schedule;
• Pushing deadlines;
• Information management and archiving;
• Conducting research on specific topics or problems;
• Preparing progress reports and maintaining issue management;
• Drafting letters, mails;
• Taking minutes and making reports of meetings.
No. Assessment criterion Interview Maximum number of points to be obtained
1.
Has demonstrable experience in successfully
carrying out the activities mentioned in
complex projects with a large number of
stakeholders in a political environment
15
2.
Has excellent
organizational skills (planning (large)
meetings, drawing up scenarios, etc. )
15
3. Retains overview and order in a sometimes tumultuous context 10
Is preferably familiar with the way in which
decision-making in a management department is
and the associated procedures
and working methods.
5
4.
Has experience in writing cpt. documents
such as progress reports, notes for
decision-making, etc.
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Appendices:
1. Position Profile
2. Questionnaire on CTM (you must complete this completely)
3. Quotation on CTM (you must complete this)
5. Agreement
6. Confidentiality statement
7. Conditions for electronic invoicing
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