| Overview : REQUEST FOR PROPOSAL Date: 17th January 2019 Reference: RFP/FJI10-02-19 Dear Sir / Madam: We kindly request your company to submit Proposal for graphic design - redesign PFIP Communications/Knowledge products Please be guided by the form attached hereto as Attachment 2, in preparing your Proposal.� Complete submission comprising of technical and financial proposals should be submitted to etenderbox.pacific@undp.org by 5pm on 4th February 2019 (Fiji Time). �������������� 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: 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, Ronald Kumar Procurement Analyst 17/01/2019 Annex 1 Description of Requirements Context of the Requirement | Graphic Design - to redesign PFIP Communications/Knowledge products | Implementing Partner of UNDP | Pacific Financial Inclusion Programme (PFIP) | Brief Description of the Required Services[1] | The Pacific Financial Inclusion Programme (PFIP) has helped over two million Pacific Islanders�access formal financial services.� Launched in 2008, PFIP is jointly administered by the UN Capital Development Fund (UNCDF) and the United Nations Development Programme (UNDP) and receives funding from the Australian Government, the European Union and the New Zealand Government. PFIP operates in Fiji, Papua New Guinea, Samoa, Solomon Islands, Tonga and Vanuatu, a region of 10 million people scattered over 2,000 islands. PFIP’s objective is to increase the number of low-income Pacific Islanders who adopt formal financial services. �PFIP achieves this objective by supporting financial service providers (FSPs) to innovate with products and services for mass market customers, supporting governments to create an enabling policy environment for financial innovation, and empowering consumers. � The current programme phase will end in June 2020 and the PFIP is currently focused on documenting lessons learned during project implementation, measuring impact on people’s lives and how to incorporate these learnings into a new project phase. In order to disseminate the learning of the PFIP programme, PFIP is looking for a graphic designer/ design firm to update some of the publication formats that the programme uses. | List and Description of Expected Outputs to be Delivered | The main deliverables from each of the aforesaid activities will be as follows; -Update the PFIP organisational brochure and PFIP Organisation folder - Create Fijian/Hindi version of the current FijiCare Brochure: https://bit.ly/2FCYf6d
- Minor edits to six PFIP country profiles - https://bit.ly/2vhhpIS
- Update/create template for PFIP publications similar to PFIP’s current ‘Focus note’ format (sample: https://bit.ly/2nnd6d1) laid out for 2, 4, 8 and 16 pages�
- All designs should be done in accordance with the PFIP branding guidelines
- With the updated/created template for PFIP publications, support the design of maximum 20 publications by June 2019.
- Work with both the Communications Associate and the Knowledge Management Specialist on the delivery of these products.
- All products must be shared in both PDF and all working file formats must also be submitted upon completion of each activity.
- Contractors may contact PFIP Communications Associate for further information prior to the final bid
- Contractors must meet with Communications Associate and Knowledge Management Specialist.
| Person to Supervise the Work/Performance of the Service Provider | Communications Associate and Knowledge Management Specialist, PFIP | Frequency of Reporting | Dependent on the work and type of publication, reporting may vary from every 3 days – every week. | Progress Reporting Requirements | As per above | Location of work | Fiji | Expected duration of work | Feb – June 2019 | Target start date | 15 February 2019 | Latest completion date | | 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 | ☒ Fijian Dollars (FJD) | 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[2] | Outputs | Percentage | Timing | Condition for Payment Release | Redesign | 30 | Mar | Upon final delivery of approved design | Complete 20 publications | | Feb, Mar, April, May, June | Upon delivery of each product | | | | |
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| Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment | Krishnan Narasimhan, Deputy Program Manager, PFIP � | Type of Contract to be Signed | ☒ Contract for Institutional 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%) Qualification a) Submission of portfolio of past work similar to PFIP requirements - min. 3 similar assignment (20 points); b) Past experience working with development or UN agencies in the Pacific (10 points); Methodology c) Ability to meet PFIP strict timelines - must be able to ensure that PFIP work is prioritised (10 points); d) Submission of detailed methodology (20 points); Personnel e) Min. 3 years’ experience in graphic design (10 points). 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[3] | ☒ Form for Submission of Proposal (Annex 2) ☒ General Terms and Conditions / Special Conditions (Annex 3)[4] | Contact Person for Inquiries (Written inquiries only)[5] | Dale Kacivi �Procurement Associate procurement.fj@undp.org � Deadline for submitting requests for clarifications/ questions is 3 days before the submission date. 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. |
Annex 2 FORM FOR SUBMITTING SERVICE PROVIDER’S� PROPOSAL[6] (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery[7]) �[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 | Redesign PFIP publications template | 30 | | 2 | 1 PFIP brochure | 5 | | 3 | 6 country profiles | 10 | | 4 | Insurance Brochure - FijiCare | 15 | | 5 | 10 KM publications | 40 | | | Total | 100% | |
*This shall be the basis of the payment tranches [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. 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������� 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. 9.0�������� ENCUMBRANCES/LIENS: 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. 10.0������ TITLE TO EQUIPMENT: Title to any equipment and supplies that may be furnished by UNDP shall rest with UNDP and any such equipment shall be returned to UNDP at the conclusion of this Contract or when no longer needed by the Contractor. Such equipment, when returned to UNDP, shall be in the same condition as when delivered to the Contractor, subject to normal wear and tear.� The Contractor shall be liable to compensate UNDP for equipment determined to be damaged or degraded beyond normal wear and tear. 11.0������ COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS: 11.1 ����� Except as is otherwise expressly provided in writing in the Contract, the UNDP shall be entitled to all intellectual property and other proprietary rights including, but not limited to, patents, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for the UNDP under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract, and the Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for the UNDP. 11.2������ To the extent that any such intellectual property or other proprietary rights consist of any intellectual property or other proprietary rights of the Contractor: (i) that pre-existed the performance by the Contractor of its obligations under the Contract, or (ii) that the Contractor may develop or acquire, or may have developed or acquired, independently of the performance of its obligations under the Contract, the UNDP does not and shall not claim any ownership interest thereto, and the Contractor grants to the UNDP a perpetual license to use such intellectual property or other proprietary right solely for the purposes of and in accordance with the requirements of the Contract. 11.3 At the request of the UNDP; the Contractor shall take all necessary steps, execute all necessary documents and generally assist in securing such proprietary rights and transferring or licensing them to the UNDP in compliance with the requirements of the applicable law and of the Contract. 11.4 Subject to the foregoing provisions, all maps, drawings, photographs, mosaics, plans, reports, estimates, recommendations, documents, and a |
