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Communication Planning Strategy Development in the Pacific
Procurement Process :RFP - Request for proposal
Office :UNDP Pacific - FIJI
Deadline :24-Mar-17
Posted on :09-Mar-17
Development Area :OTHER
Reference Number :36256
Link to Atlas Project :
00084701 - Regional Ridge to Reef- Pacific Island Countries (PICs)
Documents :
RFP _Comunication Planning Strategy
Submission form_Comunication Planning Strategy
Overview :












DATE: March 10, 2017





Dear Sir / Madam:



We kindly request you to submit your Proposal for Communication Planning Strategy Development in the Pacific.


Please be guided by the form attached hereto as Annex 2, in preparing your Proposal. 


Proposals may be submitted on or before Friday, March 24, 2017and via email, courier mail or fax to the address below:


United Nations Development Programme

Level 8, Kadavu House Suva, Fiji

 Vimal Pillay

                Your Proposal must be expressed in the English, and valid for a minimum period of 120 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:


            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 :


Thank you and we look forward to receiving your Proposal.

Sincerely yours,


Ronald Kumar

                                                                                                   Team Leader, Procurement & Travel Services



Annex 1



Description of Requirements



Context of the Requirement


Communication Planning Strategy Development in the Pacific

Implementing Partner of UNDP

Government Partners in Nauru & Vanuatu


Brief Description of the Required Services[1]


UNDP is seeking for a service provider and partner to incubate some of the good communication and awareness raising practices using various knowledge management products through our existing projects and technical support in the region

List and Description of Expected Outputs to be Delivered


The service provider through this work will be expected to formulate a Communication Strategy and Action Plan that will help in create awareness of key concepts relating to ridge to reef management and climate change adaptation to be able to influence behavioural changes across multiple stakeholders in Vanuatu and Nauru (communities, government, private sectors etc) under the guidance of the Project Management Units (PMU).


The service provider will also be expected to

•             Conduct training of trainers with key stakeholders that will be ambassadors of ridge to reef/climate change adaptation and will be facilitating the implementation of key prioritised communication action plan. 

•             Assist in the implementation of at least 1-2 key activities identified from the communication action plan based on the country’s preferences.


Target countries identified for this work will include Nauru under the Nauru Ridge to Reef Project and Vanuatu under the Vanuatu Adaptation to Climate Change Project


Person to Supervise the Work/Performance of the Service Provider


  • Work directly under the supervision of project management unit located in each of the country
  • Deliverables to be reported both to UNDP and PMU in each country

Frequency of Reporting

Reporting will be conducted based on deliverables for each country. We will expect 5 reporting each for work in Vanuatu and Nauru 

Progress Reporting Requirements

Progress reporting is expected after each travel to the designated country of work. The consultant will be required to provide a workplan outlining details of activities to conduct as per expected deliverable before travel and a progress report after travel detailing achievements and follow up. Evidence of work must be supported with the report.   



Location of work

60 days in total for Nauru and Vanuatu (30 days each) and 80 days home-based (40 days each)


Expected duration of work

12 months

Target start date

April 2017

Latest completion date

April 2018


Travels Expected

At least three - four travel is expected for each country so a total of 8 travel. More than 4 travel can be negotiated and must obtain approval of both government and the implementing partner. 



Special Security Requirements




Facilities to be Provided by UNDP (i.e., must be excluded from Price Proposal)


☒ Office space and facilities


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

☒ Local Currency FJD

Value Added Tax on Price Proposal[2]

☒ must be inclusive of VAT and other applicable indirect taxes



Validity Period of Proposals (Counting for the last day of submission of quotes)



☒ 120 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]


Condition for Payment Release


Within thirty (30) days from the date of meeting the following conditions:

  1. UNDP’s written acceptance (i.e., not mere receipt) of the quality of the outputs; and
  2. Receipt of invoice from the Service Provider.


Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment


RSD Project Manager


Type of Contract to be Signed


☒ Institutional Contract OR

☒ Contract for Professional Services



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 [indicate percentage]

☒ Methodology, Its Appropriateness to the Condition and Timeliness of the Implementation Plan [indicate percentage]

☒ Management Structure and Qualification of Key Personnel [indicate percentage]

Expertise of the firm / organization: (30%)

  • Valid business or NGO registration
  • 5 years of experience working in the Pacific Region on community awareness and communication in the area of climate change or ridge to reef
  • Evidence of developed knowledge management products that focuses on the work required
  • 5 years of experience working with NGOs, regional organization, communities and/or other development partners


Proposed Methodology, Approach and Implementation Plan (50%)

  • Capacity to conduct training in the identified countries


Personnel (20%)

  • At least 2-3 staff available to provide in country and out of country support throughout the year.  One of which will be the Team Leader / Focal Point

Qualification of the Team Leader:

  • Minimum 5 years’ experience in the field of environmental conservation communication
  • Experience in developing environmental community outreach products designed. Evidence of products developed must be submitted with application.
  • Evidence of ability to plan and execute a deliberate and sustained a communication strategy
  • Extensive knowledge of the working with local communities, NGOs, government and private sectors
  • Extensive experience in training of trainers and development of training manuals.
  • Excellent knowledge (skills in writing, speaking) of English and familiarity in the use of Pacific language

Qualification of the Team Member

  • High school diploma or higher
  • At least 3 experience working in the Asia-Pacific Region in the area conducting similar work
  • Good written and spoken English



Expression of interest to be accompanied by financial proposal and methodology in achieving the deliverables identified. Copies of work should be submitted.


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



Contact Person for Inquiries

(Written inquiries only)[6]


Vimal Pillay

 Procurement Associate

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]




Annex 2




(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 :


  1. 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 :


  1. Profile – describing the nature of business, field of expertise, licenses, certifications, accreditations;
  2. Business Licenses – Registration Papers, Tax Payment Certification, etc.
  3. Latest Audited Financial Statement – income statement and balance sheet to indicate Its financial stability, liquidity, credit standing, and market reputation, etc. ;
  4. Track Record – list of clients for similar services as those required by UNDP, indicating description of contract scope, contract duration, contract value, contact references;
  5. Certificates and Accreditation – including Quality Certificates, Patent Registrations, Environmental Sustainability Certificates, etc. 
  6. 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.



  1. 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.



  1. Qualifications of Key Personnel



If required by the RFP, the Service Provider must provide:


  1. Names and qualifications of the key personnel that will perform the services indicating who is Team Leader, who are supporting, etc.;
  2. CVs demonstrating qualifications must be submitted if required by the RFP; and
  3. Written confirmation from each personnel that they are available for the entire duration of the contract.



  1. Cost Breakdown per Deliverable*




[list them as referred to in the RFP]

Percentage of Total Price (Weight for payment)


(Lump Sum, All Inclusive)

















*This shall be the basis of the payment tranches


  1. Cost Breakdown by Cost Component[This is only an Example]:

Description of Activity

Remuneration per Unit of Time

Total Period of Engagement

No. of Personnel

Total Rate

I. Personnel Services





Professional fee for staff





II. Related Costs















III. Administrative costs
















[Name and Signature of the Service Provider’s Authorized Person]











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.




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.




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.




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.




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.




8.1        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        The Contractor shall provide and thereafter maintain all appropriate workmen's compensation insurance, or the equivalent, with respect to its employees to cover claims for personal injury or death in connection with this Contract.


8.3        The Contractor shall also provide and thereafter maintain liability insurance in an adequate amount to cover third party claims for death or bodily injury, or loss of or damage to property, arising from or in connection with the provision of services under this Contract or the operation of any vehicles, boats, airplanes or other equipment owned or leased by the Contractor or its agents, servants, employees or sub-contractors performing work or services in connection with this Contract.


8.4        Except for the workmen's compensation insurance, the insurance policies under this Article shall:


8.4.1  Name UNDP as additional insured;

8.4.2  Include a waiver of subrogation of the Contractor's rights to the insurance carrier against the UNDP;

8.4.3  Provide that the UNDP shall receive thirty (30) days written notice from the insurers prior to any cancellation or change of coverage.

8.5      The Contractor shall, upon request, provide the UNDP with satisfactory evidence of the insurance required under this Article.




The Contractor shall not cause or permit any lien, attachment or other encumbrance by any person to be placed on file or to remain on file in any public office or on file with the UNDP against any monies due or to become due for any work done or materials furnished under this Contract, or by reason of any other claim or demand against the Contractor.




Title to any equipment and s