Overview : UNITED NATIONS DEVELOPMENT PROGRAM – PACIFIC OFFICE | DATE: August 11, 2022 | REFERENCE: RFP/FJI10-010-2022 |
Dear Sir / Madam: We kindly request you to submit your Proposal for Consortium of Consultants to conduct an Integrated Mediation, Dialogue and Multi-Party Process for Climate Change Impacted Communities Please be guided by the form attached hereto as Annex 2, in preparing your Proposal. Proposals may be submitted on or before Thursday, August 25, 2022, and via email etenderbox.pacific@undp.org: United Nations Development Programme Pacific Office in Fiji Attention: Elena Wakolo elena.wakolo@undp.org Your Proposal must be expressed in the 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. Issued By: Approved By : ____________ _____________ Vinay Sharma- Team Leader Finace Elena Wakolo Porcurement Associate Operations O.I.C Annex 1 Description of Requirements Context of the Requirement | The Climate Security in the Pacific project represents the first multi-country initiative of its kind in the region and proposes concrete assessment and actions at all levels to tackle climate-related security risks. Focusing on empowering low-lying atoll nations, in particular Tuvalu, the Republic of the Marshall Islands and Kiribati, the project addresses the security threats linked to climate change by strengthening the understanding, implementation and coordination of risk management strategies for key climate-related security risks. | Implementing Partner of UNDP | Gov of Kiribati, Tuvalu and Republic of Marshall Islands | Brief Description of the Required Services[1] | The contracted organization will explore integrated methodologies for addressing challenges and local disputes related to climate change and climate security risks in the Pacific using culturally accepted approaches, combining global good practices with traditional locally rooted processes. | List and Description of Expected Outputs to be Delivered | This assignment should be completed within 3 months period. The main outputs the organization will work on will be: - Convene inception meetings with the Climate Security Project team including the country coordinators in each country, as well as the UN peacebuilding team and based on undertaken discussion develop a realistic workplan covering the scope of work within proposed duration
- Develop a Facilitator Guide that is tested at community level work and finalized through the conducted training, within the scope of work as defined in the TOR
- Conduct a training (virtual) using the developed methodology and facilitator guide, involving identified local stakeholders and mediation practitioners in the three pilot countries under the Climate Security Project (Kiribati, Republic of Marshall Islands and Tuvalu).
- Develop a final report, including details of the followed steps, a collection of lessons learnt and good practices under the intervention and practical recommendation for the replicability and possible up-scaling of proposed methodology and developed tools for local climate security related conflict resolution to other locations in the Pacific.
| Person to Supervise the Work/Performance of the Service Provider | Project Manager- Climate Security Project | Frequency of Reporting | Fortnightly Meeting on Progress | Progress Reporting Requirements | Completion of final Reports as per the deliverables | Location of work | ☐ Exact Address/es [pls. specify] ☒ At Contractor’s Location | Expected duration of work | 3 months | Target start date | 10th September 2022 | Latest completion date | 10th December 2022 | Special Security Requirements | ☐ Security Clearance from UN prior to travelling ☒ Completion of UN’s Basic and Advanced Security Training ☒ Comprehensive Travel Insurance ☐ Others [pls. specify] | Facilities to be Provided by UNDP (i.e., must be excluded from Price Proposal) | ☐ Office space and facilities ☐ Land Transportation ☐ Others [pls. specify] n/a | Implementation Schedule indicating breakdown and timing of activities/sub-activities | ☒ Required ☐ Not Required | Names and curriculum vitae of individuals who will be involved in completing the services | ☒ Required ☐ Not Required | Currency of Proposal | ☒ United States Dollars ☐ Euro ☐ Local Currency | Value Added Tax on Price Proposal[2] | ☒ must be inclusive of VAT and other applicable indirect taxes ☐ must be exclusive of VAT and other applicable indirect taxes | Validity Period of Proposals (Counting for the last day of submission of quotes) | ☐ 60 days ☒ 90 days ☐ 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 ☐ Permitted [pls. provide conditions for partial quotes, and ensure that requirements are properly listed to allow partial quotes (e.g., in lots, etc.)] | Payment Terms[3] | As mentioned in Terms of Reference – refer Annex 4 | Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment | Project Manager – Climate Security Project / Deputy Team Leader- Resilience and Sustainable Development Team | Type of Contract to be Signed | ☒ Purchase Order ☐ Institutional Contract ☒ Contract for Professional Services ☐ Long-Term Agreement[4] (if LTA will be signed, specify the document that will trigger the call-off. E.g., PO, etc.) ☐ Other Type of Contract [pls. specify] | Criteria for Contract Award | ☐ Lowest Price Quote among technically responsive offers ☒ 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 criterion 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 20% ☒ Management Structure and Qualification of Key Personnel 30% 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 ☐ One or more Service Providers, depending on the following factors : | Annexes to this RFP[5] | ☒ Form for Submission of Proposal (Annex 2) ☒ General Terms and Conditions / Special Conditions (Annex 3)[6] ☒ Detailed TOR ☐ Others[7] [pls. specify] | Contact Person for Inquiries (Written inquiries only)[8] | Ms. Elena Wakolo Procurement Associate, UNDP Pacific Office, Suva Fiji. elena.wakolo@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] | |
Annex 2 FORM FOR SUBMITTING SERVICE PROVIDER’S PROPOSAL[9] (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery[10]) [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 [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 | | | | | 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 |
