| Overview : REQUEST FOR PROPOSAL (RFP) Advisory Services on UNDP’s Stakeholder Response Mechanism and Strengthening National- and Project-level Grievance Mechanisms To: Interested Bidders | Date: 13 June 2019 | REFERENCE: 1709 - Advisory Services on UNDP’s Stakeholder Response Mechanism and Strengthening National- and Project-level Grievance Mechanisms |
Dear Sir / Madam: We kindly request you to submit your Proposal for 1709 -Advisory Services on UNDP’s Stakeholder Response Mechanism and Strengthening National- and Project-level Grievance Mechanisms. Please be guided by the form attached hereto as Annex 2, in preparing your Proposal. Proposals may be submitted on or before, Sunday July 07, 2019 via email to the address below, indicating the below indicated references in the subject of the emails: bpps.procurement@undp.org Your Proposal must be expressed in the English language, and valid for a minimum period of 120 days. Proposals sent to other UNDP e-mail addresses will not be accepted and UNDP will not be responsible for the confidentiality of such offer. Proposers must take into account the following: Proposers must indicate the below in the e-mail subject box while submitting the Technical proposal and other documents related to this bid: Technical Proposal (items A, B and C of Annex 2). Ref : 1709 - Advisory Services on UNDP’s Stakeholder Response Mechanism and Strengthening National- and Project-level Grievance Mechanisms Proposers must indicate the below in the e-mail subject box while submitting the Financial proposal: Financial Proposal (items D and E of Annex 2). Ref: 1709 - Advisory Services on UNDP’s Stakeholder Response Mechanism and Strengthening National- and Project-level Grievance Mechanisms (Both financial and technical proposals must be submitted as separate files and clearly marked as “TECHNICAL PROPOSAL” or “FINANCIAL PROPOSAL"). FINANCIAL PROPOSAL must be password protected. Upon finalizing the technical evaluation, only technically qualified bidders will be requested to provide the password of the financial proposal. The technically qualified proposers will have 24 hours to respond to UNDP’s request for the password. Proposers may send as many e-mails as needed; however, the size of each e-mail should not exceed seven megabytes (7 MB). As an e-mail can take some time to arrive after it is sent, we advise all Proposers to send e-mail submissions well before the deadline. Proposers are solely responsible for ensuring that any and all files sent to UNDP are readable, that is, uncorrupted, in the indicated electronic format, and free from viruses and malware. Failure to provide readable files will result in the proposal being rejected. 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. 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. Annex 1 Description of Requirements Context of the Requirement | UNDP’s Stakeholder Response Mechanism (SRM) Since 2015 UNDP has been applying Social and Environmental Standards to all its projects and programmes. The application of Social and Environmental Standards (SES) across UNDP programming protects the values UNDP stands for and helps UNDP become a more effective organization. The Standards enhance opportunities to mainstream social and environmental sustainability across UNDP programming and manage social and environmental risk. Ultimately, the Standards enable UNDP to engage in higher-risk, higher-impact areas to enhance delivery of the Strategic Plan and support a shift to sustainable development pathways. The SES are underpinned by an Accountability Mechanism with two key functions: 1) A Stakeholder Response Mechanism (SRM) that ensures individuals, groups, peoples, and communities affected by UNDP projects can raise project-related grievances to UNDP when necessary and receive a timely and appropriate UNDP response; and 2) A Compliance Review process to respond to claims that UNDP is not in compliance with UNDP’s social and environmental policies and procedures. The Stakeholder Response Mechanism provides a supplemental, formal avenue for stakeholders to engage with UNDP when they believe that a UNDP project may have adverse social or environmental impacts on them; they have raised their concerns with Implementing Partners and/or with UNDP through standard channels for stakeholder consultation and engagement; and they have not been satisfied with the response. The SRM provides a way for UNDP to address these situations systematically, predictably, expeditiously, and transparently. Through the SRM, UNDP Country Offices, Regional Bureaux and Hubs and Headquarters collaborate in a thorough, good faith effort to resolve outstanding concerns to the satisfaction of all parties, and to document the results to ensure accountability and promote organizational learning. While the SES and SRM are corporate policy and apply across UNDP programming, targeted support is provided to higher-risk projects and portfolios, including REDD+, GEF, GCF and UNDP's extractives portfolio. For more information see: http://www.undp.org/content/undp/en/home/operations/social-and-environmental-sustainability-in-undp/feedback/. National and project-level Grievance Mechanisms UNDP’s SES also state that when necessary, UNDP will ensure that an effective Project-level grievance mechanism is available. The mandate and functions of a project-level grievance redress mechanism (GRM) could be executed by the Project Board or through an Implementing Partner’s existing grievance mechanisms or procedures for addressing stakeholder concerns. Where needed, UNDP and Implementing Partners will strengthen the Implementing Partners’ capacities to address Project-related grievances. UNDP’s support to GRMs has become particularly relevant in the context of UNDP’s higher risk portfolio and to projects supported by Funds that require GRMs be in place (e.g. GCF, REDD+). For more information see: : UNDP’s SES Supplemental Guidance: Grievance Redress Mechanisms; and Joint FCPF/UN-REDD Programme Guidance Note for REDD+ Countries: Establishing and Strengthening Grievance Redress Mechanisms. | Implementing Partner of UNDP | Direct Implementation | Brief Description of the Required Services | There are two key service lines requiring support: 1. Provide expert guidance and advice on matters related to SRM implementation, in particular, the core functions of case intake, response, tracking and documentation; as well as on SRM rollout across the organization (capacity building, communications, etc). 2. Provide expert guidance and advice on strengthening and/or establishing national- and project-level grievance mechanisms. | List and Description of Expected Outputs to be Delivered | 1. Provide expert guidance and advice on matters related to SRM implementation. · Core functions of case intake, response, tracking and documentation, managing the registry and website, in coordination with SECU; · Continue to ensure that stakeholder response is effectively integrated into evolving UNDP policies and procedures; · Provide outreach and education on the UNDP AM for COs and national and local stakeholders, in coordination with SECU; · Coordinate fact finding, consultation missions and rapid deployment of independent dispute resolution practitioners for escalated/complex complaints; and · Undertake review/recommendations of the SES/SRM, as part of the SES policy update for approval by OPG in 2019 (incl. 30-40 staff interviews, draft and final reports). 2. Provide expert guidance and advice on strengthening and/or establishing national- and project-level grievance mechanisms. · In partnership with UNDP COs, Regional Hubs and HQ, conduct initial assessments of grievance risks and current national/project GRM capacity, through desk reviews, missions, interviews etc. · Provide advice and recommendations on strengthening GRMs where needed, through assessment reports and other requested formats. · As needed, contribute to development and implementation of project activities to strengthen GRMs · Provide ongoing analysis on UNDP’s support to national GRMs, with the aim of documenting and disseminating lessons learned and improving UNDP’s overall approach. | Person to Supervise the Work/Performance of the Service Provider | Coordinator, SRM & Technical Specialist, Safeguards and Grievance Mechanisms for REDD+ | Frequency of Reporting | The proposed contractor is expected to be in regular contact with SES/SRM staff to provide progress updates as well as discuss and agree on the approach to resolve unforeseen challenges that may arise. | Progress Reporting Requirements | The proposed contractor is expected to be in regular contact through email or conference calls with the SES/SRM staff to provide progress updates as well as discuss and agree on the approach to resolve unforeseen challenges that may arise. Any issues that pose a risk to contract delivery must be submitted in writing. | Location of work | At Contractor’s Location | Expected duration of work | Up to 3 years | Target start date | 15 July 2019 | Latest completion date | 14 July 2022 | Travels Expected | Destination/s | Estimated Duration | Brief Description of Purpose of the Travel | Target Date/s | New York | 4-5 days / year | Strategic Planning Meetings | TBD | Country missions for SRM cases | 5 days / case | Support CO responses to SRM cases, as needed | TBD |
Travel arrangements will be made and paid for by UNDP in accordance with the UNDP Travel Rules and Regulations. | Special Security Requirements | Standard security requirements apply, that are governed by the local and international laws. | Facilities to be Provided by UNDP (i.e., must be excluded from Price Proposal) | Not applicable. Contractor is expected to have access to communication equipment and facilities deliver the assignment. All associated costs shall be reflected in the financial proposal. | Implementation Schedule indicating breakdown and timing of activities/sub-activities | Required and to be part of the technical proposal. | 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 | Must be exclusive 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 | Certificate of Payments to be submitted monthly with number of days and outputs documented in detail. Condition for Payment Release: Within thirty (30) days from the date of meeting the following conditions: a) UNDP’s written acceptance (i.e., not mere receipt) of the quality of the outputs; and b) Receipt of invoice from the Service Provider. | Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment | SRM Coordinator | Type of Contract to be Signed | ☒ Long Term Agreement (LTA) | 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%) (Minimum pass score is 49 points out of 70 total obtainable) Proposals will be evaluated separately and based on the below criteria. UNDP may contract up to two companies for this assignment, in order to reach different geographical areas and allow for different approaches to be implemented for tackling the key challenge. Qualifications of Company (25 points) - Demonstrated 15 years of experience in consensus building and conflict resolution mechanisms. (10 points) - Demonstrated experience in negotiation and consensus building among multiple stakeholders. Experience in stakeholder assessment, process design, training, multiparty mediation and facilitation. A proven ability of working with indigenous peoples and local communities, multilateral development agencies, governments, NGOs as a mediator to build consensus. (10 points) - Demonstrated experience in design & use of grievance mechanisms at corporate and country level. (5 points) Qualifications of Team Leader (30 points) - Minimum 15 years of experience in consensus building, designing and implementing grievance mechanisms at national and project levels (10 points) - Demonstrated experience working with UNDG, UNDP, UNCTs. (5 points) - Demonstrated experience working on topics related to climate change, forests, biodiversity environment, sustainable development. (5 points) - Working knowledge of SRM/SECU cases to be assessed (10 points) Qualifications of Team Members (15 points) - Required Education: Master degree in International Studies, Political Science, Natural Resource Management or similar. A PhD is considered an advantage. (5 points) - Demonstrated experience in in negotiation, consensus building and grievance mechanisms in Asia, Africa and Latin America (5 points) - Excellent oral and written communication skills in English, Spanish, French (5 points) Bidders may offer additional personnel (for research and support work, for example) in their proposal. While UNDP expects that the scope for the assignment can be delivered, bidders may offer more experts in their proposal. Those personnel need to meet the requirements for the assignment. Financial Proposal (30%) (Only bidders which get minimum of 49 points on technical evaluation will be technically responsive and considered for financial evaluation) To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP. FP Rating = (Lowest Priced Offer / Price of the Offer Being Reviewed) x 100 Total Combined Score: (TP Rating) x (Weight of TP, e.g. 70%) + (FP Rating) x (Weight of FP, e.g. 30%) Total Combined and Final Rating of the Proposal | UNDP will award the contract to: | ☒ One and only one Service Provider | Annexes to this RFP | ☒ Form for Submission of Proposal (Annex 2) | Contact Person for Inquiries (Written inquiries only) | Focal Person in UNDP: Jennifer Laughlin, Coordinator, SRM Email address: jennifer.laughlin@undp.org copying bpps.procurement.team@undp.org Last day to submit questions to UNDP is 7 days before the submission date. UNDP will provide responses on a rolling basis for each. Any delay in UNDP’s response shall not be 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 (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery[1]) [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 2/11/2019 , and all of its attachments, as well as the provisions of the UNDP General Contract Terms and Conditions: A. 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: a) Profile – describing the nature of business, field of expertise, licenses, certifications, accreditations; b) Business Licenses Details – license number, Tax payment certification, etc. c) Latest Audited Financial Statement – income statement and balance sheet to indicate Its financial stability, liquidity, credit standing, and market reputation, etc.; d) Track Record – list of at least three clients for similar services as those required by UNDP, indicating description of contract scope, contract duration, contract value, contact references; e) Certificates and Accreditation – including Quality Certificates, Patent Registrations, Environmental Sustainability Certificates, etc. f) 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. B. Proposed Methodology for the Completion of Services The Service Provider must describe how it will address/deliver the demands of the RFP in form of a brief methodology (max. 2 pages); providing a detailed description of the foreseen scope of work, including 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 that the bidder suggests. The methodology shall clearly outline geographical specifications and the cost breakdown must reflect on all required travels associated with the proposal. |
C. Qualifications of Key Personnel a) Names and qualifications of the key personnel that will perform the services indicating who is Team Leader, who are supporting, etc.; b) CVs of all personnel demonstrating qualifications must be submitted; and c) Written confirmation from each personnel that they are available for the entire duration of the contract. The Price Schedule Sheet document should be provided as a separate document from the technical offer and to be password protected. D. Price Schedule Sheet* Outputs | Price Per Output in USD | Approx. cost per SRM case (without mission) | | Approx. cost per SRM case (with 1-2 missions). Only include staff time, not travel/DSA. | Approx. cost of SRM Review |
E. Cost Breakdown by Cost Component (please include estimate costs for all travel required for the delivery of the proposed activity) Description of Activity | Remuneration per Unit of Time | Total Period of Engagement/ Unit price* | No. of Personnel | Tota |
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