| Overview : REQUEST FOR PROPOSAL (RFP) | DATE: April 5, 2016 | REFERENCE: PN/FJI10-015-16 |
Dear Sir / Madam: We kindly request you to submit your Proposal to provide some of the good practices of mobile-based environmental data monitoring, evaluation and management tools and methods through our existing projects and technical support in the region. Please be guided by the form attached hereto as Annex 2, in preparing your Proposal. Proposals may be submitted on or before Monday, April 18, 2016 via email or courier mail to the address below: United Nations Development Programme Level 8,Kadavu House ,Victoria Parade,Suva. Vimal Pillay Procurement.fj@undp.org Your Proposal must be expressed in English, and valid for a minimum period of 90 days In the course of preparing your Proposal, it shall remain your responsibility to ensure that it reaches the address above on or before the deadline. Proposals that are received by UNDP after the deadline indicated above, for whatever reason, shall not be considered for evaluation. If you are submitting your Proposal by email, kindly ensure that they are signed and in the .pdf format, and free from any virus or corrupted files. Services proposed shall be reviewed and evaluated based on completeness and compliance of the Proposal and responsiveness with the requirements of the RFP and all other annexes providing details of UNDP requirements. The Proposal that complies with all of the requirements, meets all the evaluation criteria and offers the best value for money shall be selected and awarded the contract. Any offer that does not meet the requirements shall be rejected. Any discrepancy between the unit price and the total price shall be re-computed by UNDP, and the unit price shall prevail and the total price shall be corrected. If the Service Provider does not accept the final price based on UNDP’s re-computation and correction of errors, its Proposal will be rejected. No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UNDP after it has received the Proposal. At the time of Award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions. Any Contract or Purchase Order that will be issued as a result of this RFP shall be subject to the General Terms and Conditions attached hereto. The mere act of submission of a Proposal implies that the Service Provider accepts without question the General Terms and Conditions of UNDP, herein attached as Annex 3. Please be advised that UNDP is not bound to accept any Proposal, nor award a contract or Purchase Order, nor be responsible for any costs associated with a Service Providers preparation and submission of a Proposal, regardless of the outcome or the manner of conducting the selection process. UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a Purchase Order or Contract in a competitive procurement process. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/ UNDP encourages every prospective Service Provider to prevent and avoid conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, cost estimates, and other information used in this RFP. UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to preventing, identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities. UNDP expects its Service Providers to adhere to the UN Supplier Code of Conduct found in this link : http://www.un.org/depts/ptd/pdf/conduct_english.pdf Thank you and we look forward to receiving your Proposal. Sincerely yours, Elena Wakolo Assistant Resident Representative -Operations 4/5/2016 Annex 1 Description of Requirements Context of the Requirement | Evidence and results based management at the center of UNDP’s work in supporting our government partners to enhance sustainable development and resilience across the globe and in the Pacific region. In this context, UNDP, together with our government partners and regional agencies, is looking to strengthen the methodology and tools of environmental data monitoring, evaluation, and management through our various projects and programs under implementation and development.One key area in which UNDP is strategically moving towards in the Pacific region is to make data gathering, monitoring, and evaluation more frequent, participatory, and accessible by using the various tested information technology innovations – i.e. through mobile applications, etc. New tools, such as mobile-based, simple, and real-time data gathering and monitoring have large potential to enhance evidence-based project development, adaptive management, impact evaluation, and transparency. For more details refer to Annex 4 | Brief Description of the Required Services[1] | In order to achieve above, UNDP is seeking for a service provider and partner to incubate some of the good practices of mobile-based environmental data monitoring, evaluation and management tools and methods through our existing projects and technical support in the region. Based on lessons learned from the initial year-long trial period, we seek to potentially engage in a more integrated, comprehensive regional strategy for the coming years For more details refer to Annex 4 | List and Description of Expected Outputs to be Delivered | Output 1: Mobile-based Environmental Data Gathering, Management, Analysis and Monitoring system developed (software) Output 2: In country and remote training provided for ongoing capacity building Output 3: Management and support provided remotely for trouble shooting and technical support For more details refer to Annex 4 | Person to Supervise the Work/Performance of the Service Provider | Work directly under the supervision of UNDP Pacific Office Deputy Team Leader of Environment, and Project Manager SIWSAP | Location of work | Target countries and projects identified for the initial year is indicated below. Target Countries and Projects Likely to be Confirmed: - Solomon Island Water Sector Adaptation Project
- El Niño in RMI – Coordination and Technical Support for Emergency Response & Early Recovery
- Nauru Ridge to Reef Project Preparation
To be explored and incorporated (based on project demands and government request): - Tuvalu Ridge to Reef Project
- Fiji Ridge to Reef Project
- Regional Ridge to Reef Project
- Kiribati Food Security Project
| Expected duration of work | 12 months ,with possibility of Extension based on performance and project demand) | Target start date | 02nd May ,2016 | Latest completion date | 02 May 2017 | Travels Expected | Destination/s | Estimated Duration | Brief Description of Purpose of the Travel | Target Date/s | | | | | | | | | | | | |
| Implementation Schedule indicating breakdown and timing of activities/sub-activities | ☒ Required | Names and curriculum vitae of individuals who will be involved in completing the services | ☒ Required | Currency of Proposal | ☒ United States Dollars | Value Added Tax on Price Proposal[2] | ☒ must be exclusive of VAT and other applicable indirect taxes | Validity Period of Proposals (Counting for the last day of submission of quotes) | ☒ 90 days In exceptional circumstances, UNDP may request the Proposer to extend the validity of the Proposal beyond what has been initially indicated in this RFP. The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Proposal. | Partial Quotes | ☒ Not permitted | Payment Terms[3] | Payment | Due dates | Amount(USD) | Output 1 - Upon delivery and acceptance of software set up
| 15th May 2016 | Cost of Output 1 (i.e. software) | Output 2 - Upon submission and acceptance of report 2 weeks after the workshop
| June 2016 (TBC) | Cost of service delivery indicated in the financial proposal | Output 3: - Upon submission of quarterly update on type of services provided
| June, Sep, Dec 2016 March 2017 | Cost of service delivery indicated in the financial proposal |
| Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment | UNDP Pacific Office Deputy Team Leader of Environment, and Project Manager SIWSAP | Type of Contract to be Signed | ☒ Purchase Order | Criteria for Contract Award | ☒ Highest Combined Score (based on the 70% technical offer and 30% price weight distribution) ☒ Full acceptance of the UNDP Contract General Terms and Conditions (GTC). This is a mandatory criteria and cannot be deleted regardless of the nature of services required. Non acceptance of the GTC may be grounds for the rejection of the Proposal. | Criteria for the Assessment of Proposal | Technical Proposal (70%) ☒ Expertise of the Firm 20% ☒ Methodology, Its Appropriateness to the Condition and Timeliness of the Implementation Plan 40% ☒ Management Structure and Qualification of Key Personnel 10% For more details refer to Annex 4 Financial Proposal (30%) To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP. | UNDP will award the contract to: | ☒ One and only one Service Provider | Annexes to this RFP[4] | ☒ Form for Submission of Proposal (Annex 2) ☒ General Terms and Conditions / Special Conditions (Annex 3)[5] ☒ Detailed TOR( Annex 4) | Contact Person for Inquiries (Written inquiries only)[6] | Vimal Pillay Procurement Associate Procurement.fj@undp.org Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary and communicates a new deadline to the Proposers. | Other Information [pls. specify] | N/A |
Annex 2 FORM FOR SUBMITTING SERVICE PROVIDER’S PROPOSAL[7] (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery[8]) [insert: Location]. [insert: Date] To: [insert: Name and Address of UNDP focal point] Dear Sir/Madam: We, the undersigned, hereby offer to render the following services to UNDP in conformity with the requirements defined in the RFP dated [specify date] , and all of its attachments, as well as the provisions of the UNDP General Contract Terms and Conditions : Qualifications of the Service Provider
The Service Provider must describe and explain how and why they are the best entity that can deliver the requirements of UNDP by indicating the following : - Profile – describing the nature of business, field of expertise, licenses, certifications, accreditations;
- Business Licenses – Registration Papers, Tax Payment Certification, etc.
- Latest Audited Financial Statement – income statement and balance sheet to indicate Its financial stability, liquidity, credit standing, and market reputation, etc. ;
- Track Record – list of clients for similar services as those required by UNDP, indicating description of contract scope, contract duration, contract value, contact references;
- Certificates and Accreditation – including Quality Certificates, Patent Registrations, Environmental Sustainability Certificates, etc.
- Written Self-Declaration that the company is not in the UN Security Council 1267/1989 List, UN Procurement Division List or Other UN Ineligibility List.
Proposed Methodology for the Completion of Services
The Service Provider must describe how it will address/deliver the demands of the RFP; providing a detailed description of the essential performance characteristics, reporting conditions and quality assurance mechanisms that will be put in place, while demonstrating that the proposed methodology will be appropriate to the local conditions and context of the work. |
Qualifications of Key Personnel
If required by the RFP, the Service Provider must provide : - Names and qualifications of the key personnel that will perform the services indicating who is Team Leader, who are supporting, etc.;
- CVs demonstrating qualifications must be submitted if required by the RFP; and
- Written confirmation from each personnel that they are available for the entire duration of the contract.
Cost Breakdown per Deliverable*
| Deliverables [list them as referred to in the RFP] | Percentage of Total Price (Weight for payment) | Price (Lump Sum, All Inclusive) | 1 | Deliverable 1 | | | 2 | Deliverable 2 | | | 3 | …. | | | | Total | 100% | |
*This shall be the basis of the payment tranches Cost Breakdown by Cost Component
Description of Activity | Remuneration per Unit of Time | Total Period of Engagement | No. of Personnel | Total Rate | I. Personnel Services | | | | | 1. Services from Home Office | | | | | a. Expertise 1 | | | | | b. Expertise 2 | | | | | 2. Services from Field Offices | | | | | a . Expertise 1 | | | | | b. Expertise 2 | | | | | 3. Services from Overseas | | | | | a. Expertise 1 | | | | | b. Expertise 2 | | | | | II. Out of Pocket Expenses | | | | | 1. Travel Costs | | | | | 2. Daily Allowance | | | | | 3. Communications | | | | | 4. Reproduction | | | | | 5. Equipment Lease | | | | | 6. Others | | | | | III. Other Related Costs | | | | |
[Name and Signature of the Service Provider’s Authorized Person] [Designation] [Date] Annex 3 General Terms and Conditions for Services 1.0 LEGAL STATUS: The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis the United Nations Development Programme (UNDP). The Contractor’s personnel and sub-contractors shall not be considered in any respect as being the employees or agents of UNDP or the United Nations. 2.0 SOURCE OF INSTRUCTIONS: The Contractor shall neither seek nor accept instructions from any authority external to UNDP in connection with the performance of its services under this Contract. The Contractor shall refrain from any action that may adversely affect UNDP or the United Nations and shall fulfill its commitments with the fullest regard to the interests of UNDP. 3.0 CONTRACTOR'S RESPONSIBILITY FOR EMPLOYEES: The Contractor shall be responsible for the professional and technical competence of its employees and will select, for work under this Contract, reliable individuals who will perform effectively in the implementation of this Contract, respect the local customs, and conform to a high standard of moral and ethical conduct. 4.0 ASSIGNMENT: The Contractor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof, or any of the Contractor's rights, claims or obligations under this Contract except with the prior written consent of UNDP. 5.0 SUB-CONTRACTING: In the event the Contractor requires the services of sub-contractors, the Contractor shall obtain the prior written approval and clearance of UNDP for all sub-contractors. The approval of UNDP of a sub-contractor shall not relieve the Contractor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform to the provisions of this Contract. 6.0 OFFICIALS NOT TO BENEFIT: The Contractor warrants that no official of UNDP or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this Contract. 7.0 INDEMNIFICATION: The Contractor shall indemnify, hold and save harmless, and defend, at its own expense, UNDP, its officials, agents, servants and employees from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses, arising out of acts or omissions of the Contractor, or the Contractor's employees, officers, agents or sub-contractors, in the performance of this Contract. This provision shall extend, inter alia, to claims and liability in the nature of workmen's compensation, products liability and liability arising out of the use of patented inventions or devices, copyrighted material or other intellectual property by the Contractor, its employees, officers, agents, servants or sub-contractors. The obligations under this Article do not lapse upon termination of this Contract. 8.0 INSURANCE AND LIABILITIES TO THIRD PARTIES: 8.1 The Contractor shall provide and thereafter maintain insurance against all risks in respect of its property and any equipment used for the execution of this Contract. 8.2 |
