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Request for Proposal (RFP) REQUEST FOR PROPOSAL Dear Sir / Madam: We kindly request you to submit your Proposal for Please be guided by the form attached hereto as Annex 2, in preparing your Proposal. Proposals may be submitted on or before 2nd November 2015 by 14.00 hrs the latest and in hard copy, by courier or in person to the address below: United Nations Development Programme Zmaja od Bosne b.b. 71000 Sarajevo General services e-mail: [email protected] Your Proposal must be expressed in local language or English, and valid for a minimum period of 60 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. 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’s 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. 1 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/procurement/protest.shtml. 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, UNDP BIH Annex 1 2 Description of Requirements Context of the Requirement 3 Implementing Partner of UNDP UNICEF and UNESCO Brief Description of the Required Services List and Description of Expected Outputs to be Delivered 4 Person to Supervise the Work / Performance of the Service Provider Frequency of Reporting Progress Reporting Requirements Location of work Expected duration of work Target start date Latest completion date Travels Expected YES Special Security Requirements N/A Facilities to be Provided by N/A UNDP (i.e., must be excluded from Price Proposal) Implementation Schedule Required indicating breakdown and timing of activities/sub-activities Names and curriculum vitae of Required individuals who will be involved in completing the services Currency of Proposal Local Currency No. of copies of Proposal that must be submitted Value Added Tax on Price Must be exclusive of VAT and other applicable indirect taxes Proposal 5 Validity Period of Proposals 60 days (Counting for the last day of In exceptional circumstances, UNDP may request the Proposer to extend the validity of submission of quotes) 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 Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment Type of Contract to be Signed Criteria for Contract Award Criteria for the Assessment of Proposal UNDP will award the contract to: Annexes to this RFP Contact Person for Inquiries United Nations Development Programme (Written inquiries only) Telephone (Direct line): +387 (33) 293 400 Facsimile: +387 (33) 552 330 e-mail: [email protected] 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. 6 Other Information [pls. specify] N/A Evaluation stage 1 - eligibility evaluation stage against the eligibility criteria, where evaluation is either “yes” or “no” for each criterion. Eligibility Criteria Applicant(s) should be registered in Bosnia and Herzegovina for carrying out surveying/polling work. Applicants should have proven record of at least 5 successfully completed surveys of similar scale carried out in BiH, or in a neighboring country. Applicant (s) should have at least five full time employees. At least one employee should be qualified for management of multi-disciplinary surveys with minimum five years of project management experience and minimum master Yes/No degree education, preferably in social sciences. Applicant(s) should have minimum of two available experts with five or more years of experience in statistical analysis and report writing and minimum master degree education, preferably in social sciences. Evaluation stage 2 – technical evaluation of the proposal The technical components will be evaluated according to the Technical Evaluation Criteria defined bellow. Only those Proposers who attain 70 % of the obtainable score of the 1000 points in the evaluation of the technical proposal will pass to the third evaluation stage and will have their Price Component envelope opened, in order to obtain their final evaluation score. Summary of Technical Proposal Evaluation Forms Score Weight Points Obtainable 1. Expertise of Firm / Organization 30% 300 2. Proposed Methodology, Approach and Implementation 40% 400 Plan 3. Management Structure and Key Personnel 30% 300 Total 1000 Technical Proposal Evaluation Points Form 1 obtainable Expertise of the Firm/Organization 1.1 Reputation of Organization and Staff / Credibility / Reliability / Industry Standing 50 1.2 General Organizational Capability which is likely to affect implementation 90 - Financial stability - loose consortium, holding company or one firm - age/size of the firm - strength of project management support - project financing capacity - project management controls 1.3 Extent to which any work would be subcontracted (subcontracting carries additional 15 7 risks which may affect project implementation, but properly done it offers a chance to access specialized skills.) 1.4 Quality assurance procedures, warranty 25 1.5 Relevance of: 120 - Specialized Knowledge - Experience on Similar Programme / Projects - Experience on Projects in the Region Work for UNDP/ major multilateral/ or bilateral programmes 300 Technical Proposal Evaluation Points Form 2 Obtainable Proposed Methodology, Approach and Implementation Plan 2.1 To what degree does the Proposer understand the task? 30 2.2 Have the important aspects of the task been addressed in sufficient detail? 25 2.3 Are the different components of the project adequately weighted relative to one 20 another? 2.4 Is the proposal based on a survey of the project environment and was this data input 55 properly used in the preparation of the proposal? 2.5 Is the conceptual framework adopted appropriate for the task? 65 2.6 Is the scope of task well defined and does it correspond to the TOR? 120 2.7 Is the presentation clear and is the sequence of activities and the planning logical, 85 realistic and promise efficient implementation to the project? 400 Technical Proposal Evaluation Points Form 3 Obtainable Management Structure and Key Personnel 3.1 Project Manager 140 Sub-Score General Qualification 120 Suitability for the Project - International Experience 25 - Survey Experience 30 - Professional Experience in the area of specialization 35 - Knowledge of the region 30 - Language Qualifications 20 140 3.2 Lead Statistical Analyst 120 Sub-Score General Qualification 100 Suitability for the Project 8 - International Experience
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